SOLICITATION NOTICE
R -- PREPAREDNESS CONTRACT
- Notice Date
- 8/7/2008
- Notice Type
- Combined Synopsis/Solicitation
- NAICS
- 541990
— All Other Professional, Scientific, and Technical Services
- Contracting Office
- Department of Health and Human Services, Program Support Center, Division of Acquisition Management, Parklawn Building Room 5-101, 5600 Fishers Lane, Rockville, Maryland, 20857
- ZIP Code
- 20857
- Solicitation Number
- 08EASPR080155
- Response Due
- 8/21/2008 5:00:00 PM
- Archive Date
- 9/5/2008
- Point of Contact
- Raleigh Tanner,, Phone: 202-260-8856
- E-Mail Address
-
raleigh.tanner@psc.hhs.gov
- Small Business Set-Aside
- N/A
- Description
- The Department of Health and Human Services, Assistant Secretary for Preparedness and Response (ASPR) through the Department of Health and Human Serivces, Program Support Center, Strategic Acquisition Sourcing, Division Acquisition Management intends to award a sole source cost reimbursable contract to Arlington County Fire Department(ACFD), Arlington, Virginia, in accordance with FAR 6.302-1. ACFD unique in their capabilities to perform the required preparedness and readiness and is the only source that can satisfy the needs of the government. I. Purpose On January 1, 2007, The National Disaster Medical System (NDMS) was transferred from the Department of Homeland Security (DHS), Federal Emergency Management Agency (FEMA), to the Department of Health & Human Services (HHS), Assistant Secretary for Preparedness and Response (ASPR), Office of Preparedness and Emergency Operations (OPEO). The services of the National Medical Response Team – Weapons of Mass Destruction (WMD) team for the National Capital Region (NMRT-NCR) have been provided to the National Disaster Medical System (NDMS) via a readiness cooperative agreement in past years. The services of this vital asset are requested through a new contract. The initial performance period of the contract will be 9 months, beginning on the date of award, and will include four 1-year option periods. Due to the location of the center of government in Washington, DC, NDMS, working with several Washington DC metropolitan area fire departments and the Council of Governments (COG), has developed a specialized medical response team specifically for use in the Washington, DC metropolitan area. NDMS designated this specialized team as the NMRT-NCR and assisted in developing this team as a WMD response unit to support the Federal response to a terrorism incident within the Washington, DC metropolitan area. The Washington Metropolitan area is defined by the Metropolitan Washington Council of Governments as the National Capital Region, which is in turn defined as the following jurisdictions: The City of Alexandria, Arlington County, The District of Columbia, Fairfax County, Loudoun County, Montgomery County, Prince George’s County, Prince William County, and all included municipalities. The National Capital Region was created pursuant to the National Capital Planning Act of 1952 (Title 40, U.S.C., Sec. 71). The mission of the NMRT-NCR, when activated, is to respond by providing mass or individual decontamination of victims within the National Capital Region contaminated by chemical, biological, or radiological agents; provide medical care and/or stabilization for these victims; assist in triage and treatment before and after decontamination; provide technical assistance to local EMS officials; and, pre-deploy when directed, as a result of a credible or potential terrorist threat. OPEO/NDMS seeks to enter into a contract with the Arlington County Fire Department (ACFD), Arlington, VA. The resulting contract will be for the readiness and preparedness of the NMRT-NCR. This Statement of Work sets forth the requirements for the readiness and preparedness of team personnel, the storage of equipment and supplies, and the quality control, maintenance, exercise, and contingent deployment of supplies and specialized response equipment consistent with the mission of the NMRT-NCR. The NMRT-NCR shall be ready to deploy personnel and material for immediate use in responding to a WMD or mass casualty incident within the NCR. The vehicles, products and other specialized materials and stored and maintained under this contract shall be known as the “NMRT-NCR cache”. The exact location of this storage site shall be “FOR OFFICIAL USE ONLY” and shall be referred to as the “NMRT-NCR cache site.” The purpose of this contract is to assure the readiness of the NMRT-NCR so that it is prepared to provide qualified, competent personnel in support of ASPR/OPEO response requirements under the National Response Framework (NRF). This includes preparations for incidents involving WMD, National Special Security Events (NSSE) and/or other designated major disasters, or emergencies, including public health emergencies. This contract enables the NMRT-NCR to maintain a condition of high operational readiness and identifies key areas for NMRT-NCR personnel to focus continued preparedness efforts. The NMRT-NCR’s Sponsoring Agency (Arlington County Fire Department- ACFD) enters into this contract to meet the following objectives: provide definitive administrative and program management, support, training, and equipment cache preparedness, and to provide for cache maintenance and storage, as specified in this Statement of Work. The ACFD shall be responsible for maintaining all team equipment and supplies, excluding those pharmaceuticals known as the NMRT-NCR pharmaceutical cache. The procurement of all NMRT-NCR cache equipment and pharmaceuticals is the responsibility of OPEO Logistics. Requirements for storage of the equipment cache may differ according to contract options exercised and availability of ACFD-owned space, as described in this Statement of Work. II. Office of Preparedness and Emergency Operations Responsibilities a. Procure all NMRT-NCR cache equipment and pharmaceuticals, excluding non-cache consumables such as office and cleaning supplies (OPEO Logistics). b. Arrange and otherwise provide for all transportation of the NMRT-NCR pharmaceutical cache to and from its designated location during deployments. Establish procedures to ensure transfer of physical custody and accountability of the cache from HHS to the NMRT-NCR before release of the cache by HHS for transport (OPEO Logistics). c. Provide ACFD with an inventory of products and quantities to be maintained by OPEO Logistics in the equipment cache. Any changes necessary will be made at the next scheduled visit to the cache and communicated to ACFD, in writing, as modifications to the original equipment cache list (OPEO Logistics). d. Determine the frequency of inventories to be conducted on the NMRT-NCR equipment cache. If inventory results indicate problems, or any other irregularities are found, more frequent inventories will be performed by OPEO Logistics. e. If equipment is stored in HHS-owned or leased facilities, provide access for NMRT-NCR personnel to those facilities, including necessary identification badges, in order to conduct cache maintenance, training, and team administration activities. f. Review, approve, and adopt NMRT-NCR-related products, including technical manuals, operational procedures, training curriculum and supporting manuals, and other requirements for the NMRT-NCR. (OPEO/NMDS, in concert with OPEO Logistics). g. Approve and implement policies, procedures, and NMRT-NCR evaluation criteria (OPEO/NMDS, in concert with OPEO Logistics). h. Review and/or approve expenditure reports, performance reports, personnel records, training records, NMRT-NCR evaluation documents, equipment cache and excess property inventories and other deliverables required by NDMS and/or OPEO Logistics. III. Arlington County Fire Department/NMRT-NCR Tasks Task 1- Team Administration and Management a. Maintain the capability to deploy the NMRT-NCR in accordance with a Mission Assignment and/or Activation Order issued by ASPR/OPEO. The NMRT-NCR is required to be prepared to initiate a response within 2-hours of receiving the Activation Order for an incident within the Washington, DC, metropolitan area, unless otherwise mutually agreed at the time of notification. Anytime the team is unavailable for deployment, ACFD shall immediately notify the ASPR/Secretary’s Operations Center (SOC) at 202-619-7800. b. Provide sufficient staff for management and administration of the NMRT-NCR day-to-day activities to accomplish required supervisory, administrative, training, and logistical duties. Primary tasks include: 1) Program management 2)Administrative support 3)Training coordination, instruction and support 4)Logistics management and accountability c. Fund personnel salaries and expenses relating to NMRT-NCR development, advancement, management, record-keeping, inventory and maintenance of the NMRT-NCR equipment cache. Also included is correspondence with NMRT-NCR members and parties who support NMRT-NCR activities and similar management and administrative tasks. Equipment maintenance activities must be performed at the equipment cache storage site, regardless of whether that facility is ACFD or HHS-controlled. d. Ensure that personnel salaries and expenses relating to NMRT-NCR administration, development, and training readiness and activation response activities are paid in accordance with established Sponsoring and Participating Agency policies in a timely manner. e. Provide a roster (in a Microsoft Excel or compatible format) of NMRT-NCR personnel and an inventory list (in a Microsoft Excel or compatible format) of the NMRT-NCR equipment cache. This information shall be submitted on an annual basis. The information shall be submitted to the Project Officer within 60 days of contract award, and annually thereafter. The Project Officer will forward the inventory list to OPEO Logistics. f. Maintain readiness to support NSSEs and other special events, as directed by ASPR/OPEO/NDMS. Reimbursement provisions for NSSEs and other special events will be outlined in a separate contract between HHS and ACFD. g. Maintain a system to manage (control, use, preserve, protect, repair and maintain) Government property in its possession. ACFD shall initiate and maintain the processes, systems, procedures, records, and methodologies necessary for effective control of Government property, consistent with voluntary consensus standards and/or industry-leading practices and standards for Government property management except where inconsistent with law or regulation. During the period of performance, ACFD shall disclose any significant changes to their property management system to the HHS Property Administrator prior to implementation. ACFD’s responsibility extends from the initial receipt of property, through stewardship, custody, and use until formally relieved of responsibility by authorized means, including delivery, consumption, expending, disposition, or via a completed investigation, evaluation, and final determination for lost, damaged, destroyed, or stolen property. This requirement applies to all Government property under ACFD’s accountability, stewardship, possession or control, including its vendors or subcontractors. Task 2- Training a. Recruit, train and maintain a full roster of NMRT-NCR personnel as recommended by the ACFD and approved by OPEO/NDMS. The current maximum staffing level is 162 deployable personnel. Under the terms of this contract, the NMRT-NCR must be prepared to field a response team of not less than 54 members and not greater than 75 members for the duration of the performance period of the contract. b. Conduct at least one full field or mobilization exercise, involving not less than 54 personnel, each calendar year. c. Within 180 days of the contract award date, ensure that all NMRT-NCR members shall have completed the requirements below. Each NMRT-NCR team member must maintain a printed certificate of completion in their team personnel file or through their respective jurisdiction for each required course. The following on-line courses are required: ICS 100, ICS 200, ICS 700, ICS 800. State-offered NRF, NIMS or equivalent certificates may be substituted for the specified courses. d. Provide NMRT-related or required training for NMRT-NCR personnel, including the delivery of local training courses or other courses specifically required by the NMRT-NCR mission and the Project Officer. e. Ensure training and exercise activities of the NMRT-NCR meet NDMS guidelines, specifications, and requirements. Ensure that training records for all NMRT-NCR personnel are maintained in a central location and are available for review by the Project Officer within a reasonable time period. f. Attend NDMS-sponsored or approved meetings, conferences, and training sessions and other activities that are directly related to the NDMS NMRT program, including the annual HHS Integrated Medical, Public Health, Preparedness and Response Training Summit (formerly know as the NDMS Conference). All travel funds should be itemized on NMRT-NCR invoices for reimbursement. All travel completed under the terms of this contract shall conform to the Federal Travel Regulations. Task 3- Medical Screening and Credentialing a. Ensure NMRT-NCR personnel have the required current medical credentials. OPEO/NDMS will provide credential requirements in writing to the NMRT-NCR within 60 days of the contract award date. The NMRT-NCR accepts each individual jurisdictional requirement necessary to maintain certification in member’s respective disciplines. It is the responsibility of each jurisdiction to notify the NMRT-NCR should one of their members not maintain their certifications or credentials. b. Conduct medical screening of team personnel, as required by OSHA and other relevant regulations, and when not part of the individual’s normal work responsibilities. Task 4- Non-Cache Equipment and Consumable Supplies Acquisition a. Procure non-cache list consumables such as office, cleaning, and disposable medical supplies necessary for cache maintenance and contract administration. All such purchases must be included in ACFD’s proposal and approved by the Project Officer and Contracting Officer. Task 5- Equipment Cache Maintenance a. Store and maintain the NMRT-NCR equipment cache in a state of readiness for rapid deployment. ACFD shall ensure quality assurance procedures are followed and shall maintain the NMRT-NCR team cache, along with team medical supplies and team pharmaceuticals. This cache shall be designated and approved by ACFD and NDMS. The cache shall be stored on ACFD-managed property or an HHS-controlled site designated by NDMS. ACFD shall organize all quantities of supplies and material for the NMRT-NCR cache in standardized storage configurations that are consistent with temperature, moisture, and light exposure specifications of the various products. This is important in order to guarantee product integrity as well as timely and efficient deployment. The provisions outlined in this paragraph shall be in effect from the date of award through December 31, 2008, or the date the current ACFD-owned facility becomes unavailable, whichever comes first. At such time, the equipment cache shall be relocated to either an alternate facility owned or leased by Arlington County, or to a facility owned or leased by HHS/ASPR, depending on whether Optional Task 6 of this contract is exercised by HHS. This contract does provide funding for leased space beyond December 31, 2008, in the absence of an execution of Optional Task 6 of this Statement of Work. If the equipment cache is moved to an Arlington County facility, Optional Task 6 of this contract will be executed to fund continued costs for leased space. b. Perform all manufacturer’s recommended maintenance and repair for NMRT-NCR equipment acquired and specifically identified on the OPEO approved NMRT-NCR Equipment Cache List. Also, provide maintenance and repair for any supplemental equipment approved by OPEO, that was purchased with HHS/NDMS funding and delivered to the NMRT-NCR, purchased during an NMRT-NCR field response, or was acquired with OPEO approval through the Federal Excess Property Program. Equipment maintenance activities must be performed at the equipment cache storage site, regardless of whether that facility is ACFD or HHS-controlled. c. When equipment is stored in ACFD-owned or leased facilities, provide for the physical security of the NMRT-NCR cache, which shall be secured in accordance with applicable ACFD security procedures and physical security requirements. d. All medical material shall be subject to the overall regulations set forth by the Food and Drug Administration (FDA). e. Receive, store, and issue controlled substances, in accordance with all applicable Drug Enforcement Administration (DEA) regulations, any other applicable laws, and any applicable ACFD policies for pharmaceutical product storage. f. Provide OPEO Logistics personnel with access to storage facilities for no-notice and scheduled inspections. OPEO Logistics staff who are provided access to the caches shall be accompanied by a responsible individual designated by the ACFD. Optional Task 6- Commercial Warehouse Lease a. If this option is exercised by HHS, ACFD will store and maintain the NMRT-NCR equipment cache in a state of readiness for rapid deployment. The cache shall be stored in ACFD-owned or leased property in a location that will enable the team to meet the response timelines specified in paragraph III. a. of this Statement of Work. The facility shall include storage space for equipment and vehicles, and may contain offices, work rooms, and other spaces required to support the activities described in this Statement of Work. The usable square footage (USF) of the facility shall not exceed 25,000 USF. b. Provide for the physical security of the NMRT-NCR cache, which shall be secured in accordance with applicable ACFD security procedures and physical security requirements. c. All medical material shall be subject to the overall regulations set forth by the Food and Drug Administration (FDA). d. Receive, store, and issue controlled substances, in accordance with all applicable Drug Enforcement Administration (DEA) regulations, any other applicable laws, and any applicable ACFD policies for pharmaceutical product storage. e. Ensure quality assurance procedures are followed and shall maintain the NMRT-NCR team cache, along with team medical supplies and team pharmaceuticals. ACFD shall organize all quantities of supplies and material for the NMRT-NCR cache in standardized storage configurations that are consistent with temperature, moisture, and light exposure specifications of the various products. This is important in order to guarantee product integrity as well as timely and efficient deployment. f. Provide OPEO Logistics personnel with access to storage facilities for no-notice and scheduled inspections. OPEO Logistics staff who are provided access to the caches shall be accompanied by a responsible individual designated by the ACFD. ACFD may not enter into any lease agreement for longer than the period of performance of this contract. However, leases can be written with “option” years for protection. This Contract may not be used for funding new capital construction. However, costs associated with leasing, upgrading, minor renovations and modifications of warehouse facilities that do not change the footprint of the structure are permitted. IV. Equipment a. Equipment and vehicles purchased with Federal funds or provided by HHS/OPEO/NDMS shall be for the exclusive use of the NMRT-NCR program and shall not be used for normal day-to-day operations of ACFD or any other participating agency. Use of this equipment or vehicles for a local, regional or state disaster response must be approved in advance by OPEO/NDMS. OPEO/NDMS shall be notified immediately by phone and in writing of any proposed use of the stand-alone NMRT-NCR Equipment Cache that diminishes the response capability of the NMRT-NCR. ACFD is responsible for replacement, re-supply and or repair of equipment used or consumed during approved activities not directed by HHS/OPEO and its return to an immediate state of readiness within 3 business days. b. HHS has established a specific vehicle marking policy and all components of the Department must adhere to this standard. This requirement includes vehicles purchased with contract funds and used for NMRT-NCR responses. OPEO Logistics will supply the logos to the NMRT-NCR according to the HHS/OPEO vehicle logo and striping policy. However, the NMRT-NCR will be required to apply the striping according to specifications provided by OPEO Logistics and use contract funding to address this requirement, as directed. No other decals, lettering or other markings are permitted to be applied to designated NMRT response vehicles, unless approved by NDMS. c. The HHS Secretary’s Operations Center shall be notified immediately by phone (202-619-7800) and in writing of any request for use of the stand-alone NMRT-NCR Equipment Cache. ACFD is responsible for replacement, re-supply, and/or repair of equipment used or consumed during activities not associated with the NMRT-NCR program and its return to an immediate state of readiness within 3 business days. d. Title to the original cache, vehicles, and all equipment purchased by HHS in support of this requirement shall reside with HHS. V. Reporting 1. ACFD shall use the following procedures for reporting. There are several types of reports required under this contract. a. Personnel and Equipment. Provide a roster (in a Microsoft Excel or compatible format) of NMRT-NCR personnel and an inventory list (in a Microsoft Excel or other format specified by OPEO Logistics) of the NMRT-NCR equipment cache. This information shall be submitted on an annual basis. The information shall be submitted to the Project Officer within 60 days of contract award, and annually thereafter. The Project Officer will forward the inventory list to OPEO Logistics. b. Maintain accountability of distributed Federal property and previously acquired Federal Excess Property. Provide an annual report to OPEO/NDMS on the status of the property beginning 60 days from date of award, as part of the database submission described in paragraph IV, 3, above. c. An after-action report shall be filed within 30 days of the completion of the annual mobilization drill/exercise described in Paragraph III, Task 2, b. of this Statement of Work, and any other training activity with duration of more than 12 hours. The report shall be sent to the attention of the Project Officer. 2. Submit one original and one copy of all written reports to: U.S. Department of Health & Human Services Office of the Assistant Secretary for Preparedness and Response ATTN: Robert Jevec, OS/ASPR/OPEO/NDMS 330 Independence Ave., SW, Room G-644 Washington, D.C. 20201 VI. Period of Performance The period of performance for this contract will be 9 months, beginning on the date of award. This contract also includes four 1-year option periods, to be exercised at the discretion of NDMS, through the Contracting Officer. The period of performance for Optional Task 6, if exercised by HHS, will be 1 year from the date of award/modification. The proposed contract action is for supplies or services for which the government intends to solicit and negotiate with only one source under authority of FAR 6.302. Interested persons may identify their interest and capability to re spond to the requirement or submit proposals within 10 days after the date of publication of this notice. A determination by the government not to compete this proposed contract action based upon responses to this notice is solely within the discretion of the government. Information received will normally be considered solely for the purpose of determining whether to conduct a competitive procurement. For further information, please contact Raleigh Tanner, Contracting Officer, Room 315-B, Humphrey Building, 200 Independence Avenue, S. W., Washington, D. C. 20201 or on (202) 205-0625 or FAX (202) 690-6630.
- Web Link
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FedBizOpps Complete View
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- Place of Performance
- Address: 700 South Ball Street, Arlington, Virginia, 22202, United States
- Zip Code: 22202
- Zip Code: 22202
- Record
- SN01634341-W 20080809/080807224035-db7edabd170877c81c93d51aaf35b695 (fbodaily.com)
- Source
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