SOURCES SOUGHT
R -- AHRQ Continuity of Operations Plan (COOP) Support
- Notice Date
- 3/20/2014
- Notice Type
- Sources Sought
- NAICS
- 541611
— Administrative Management and General Management Consulting Services
- Contracting Office
- Department of Health and Human Services, Agency for Healthcare Research and Quality, Contracts Management, 540 Gaither Road, Rockville, Maryland, 20850
- ZIP Code
- 20850
- Solicitation Number
- HHS-AHRQ-SBSS-14-10008
- Archive Date
- 4/19/2014
- Point of Contact
- Melissa Ward, Phone: 3014271151, Jessica Alderton, Phone: 301 427-1783
- E-Mail Address
-
melissa.ward@ahrq.hhs.gov, jessica.alderton@ahrq.hhs.gov
(melissa.ward@ahrq.hhs.gov, jessica.alderton@ahrq.hhs.gov)
- Small Business Set-Aside
- N/A
- Description
- Description: Synopsis: This is a Small Business Sources Sought notice. This is NOT a solicitation for proposals, proposal abstracts, or quotations. The purpose of this notice is to obtain information regarding: (1) the availability and capability of qualified small business sources; (2) whether they are small businesses; HUBZone small businesses; service-disabled, veteran-owned small businesses; 8(a) small businesses; veteran-owned small businesses; woman-owned small businesses; or small disadvantaged businesses; and (3) their size classification relative to the North American Industry Classification System (NAICS) code for the proposed acquisition. Your responses to the information requested will assist the Government in determining the appropriate acquisition method, including whether a set-aside is possible. An organization that is not considered a small business under the applicable NAICS code should not submit a response to this notice. Background: The U.S. Department of Health and Human Services (DHHS) Agency for Healthcare Research & Quality (AHRQ) is in need of support to maintain the current Continuity of Operations (COOP) Plan to ensure that the AHRQ COOP Plan is up to date at all times and that all employees and COOP Team members are adequately trained to perform COOP activities. A changing threat environment and recent events emphasize the need for COOP capabilities that will enable AHRQ to continue its essential functions across a broad spectrum of emergencies. COOP planning establishes operational procedures to sustain essential functions if normal operations are not feasible and guides the restoration of AHRQ to full operational status following an emergency. The AHRQ COOP Plan will provide for attaining operational capability within 12 hours and sustaining operations for up to 30 days or longer as the result of a catastrophic event or a national security emergency affecting the Rockville, MD, metropolitan area. Beyond the Federal Continuity Directives and Presidential Decision requirements, COOP planning is just "good business practice" that will assist AHRQ in safeguarding personnel, records, and facilities; planning for emergency acquisition of emergency resources; and ensuring the capability to perform at alternate work sites until normal operations can be resumed. Having an active and viable COOP Plan assures AHRQ is prepared and able to operate in the face of any "all-hazards" emergency incident, be it a natural disaster, a terrorist attack, a disruption of vital services, or other crisis. Purpose and Objectives: The DHHS AHRQ is looking for firms which have the capability to: Support the Agency for Health Research and Quality (AHRQ) in the continued development, training, and maintenance of its Continuity of Operations Plan (COOP) and Pandemic Flu Plan for AHRQ located in Rockville, MD and AHRQ's Emergency Relocation Site (ERS) located in Frederick, MD. These plans are in accordance with Federal Continuity Directive 1 (FCD1), Federal Executive Branch National Continuity Program Requirements (revised October 2012) and, Federal Executive Branch Mission Essential Function and Primary Mission Essential Function Identification and Submission Process (FCD2) dated July 2013. The Pandemic Flu Plan is in accordance with the National Strategy for Pandemic Influenza; issued by President Bush November 2005 (hereafter FCD1, FCD2, & Pandemic Flu Plan shall be referred to as COOP). All maintenance to the COOP must be developed in total compliance to established Department and Federal level COOP guidance Project Requirements (Per Quarter): Task 1: COOP Working Group Meeting (CWG) The contractor shall conduct one COOP Working Group Meeting (CWG). The contractor shall coordinate with the Office of the Director (OD) and eight Office and Center Directors on scheduling the COOP Working Group Meeting. The CWG shall consist of one representative from each Office/Center. In collaboration with the Contracting Officer's Representative (COR), the contractor shall develop the CWG meeting agenda and handouts (if any). Task 2: Update AHRQ's COOP Plan & Pandemic Flu Plan The contractor shall update AHRQ's COOP Plan, which includes AHRQ's Pandemic Flu Plan, with changes from plan reviews. AHRQ's current COOP plan contains essential functions, team rosters, vital records, basic plan, activation and relocation plans, occupant emergency plan, alternate facility, Decision Maker's emergency guide crosswalk from FCD to AHRQ Plan, vital records management, orders of succession and reconstitution planning. Task 3: Update & Present COOP Training Course Material The contractor shall develop COOP training course material to coincide with AHRQ's COOP Plan. The contractor shall train and present training course to 25% of the COOP Team. Training shall be conducted at AHRQ. Task 4: Conduct Orientation Training The contractor shall conduct orientation training (COOP 101) for newly assigned COOP Team Members. Training shall be conducted at AHRQ. Task 5: Test Emergency Relocation Site/ERS Capability The contractor shall test AHRQ's Emergency Relocation Site (ERS) equipment, update alternative site IT requirements, and test logistical support and infrastructure systems. Task 6: Awareness Training (once per year) The contractor shall assist AHRQ in conducting COOP awareness training for the entire AHRQ. This exercise is an all Agency telework day which tests the Agency's ability to work from alternate sites. Task 7: Activate COOP (once per year) The contractor shall assist AHRQ with a functional exercise to activate the COOP Plan and deploy to the primary ERS. This will include the following: a) Develop the COOP functional exercise materials and exercise participant guidance instructions; b) Alert notification drill during non-duty hours; c) Deploy COOP-Advanced Group, configure rooms for testing equipment, communication and infrastructure support; d) Simulate deploying COOP Emergency Relocation Group; e) Conduct and monitor the exercise; and; f) Provide exercise after action lessons learned report. Anticipated Period of Performance: The period of performance will be a [1] one year base period with [4] four, [1] one-year option periods.  Capability Statement / Information Sought: Interested qualified small business organizations should submit a tailored capability statement to address the following: Team members should have knowledge in FCD1 and FCD2, emergency management, business continuity analysis, developing and executing an annual exercise, and updating Agency COOP and Pandemic Flu Plans. Key staff at the Project Director level should have at least 8 years of program management experience, specifically in the area of COOP development to lead the team. Other key staff should demonstrate at least 5 years of experience in COOP program development and program design and implementation. Capabilities for this requirement shall not exceed 10 single-sided pages (including all attachments, resumes, charts, etc.) presented in single-space and using a 12-point font size minimum, that clearly details the ability to perform the aspects of the notice described above. Statements should include information regarding respondents': (a) staff expertise, including their availability, experience, and formal and other training; (b) current in-house capability and capacity to perform the work; (c) prior completed projects of similar nature; (d) corporate experience and management capability; and (e) examples of prior completed Government contracts, references, and other related information. Capability statements should also include an indication of current certified small business status; this indication should be clearly marked on the first page of your capability statement, as well as the eligible small business concern's name, point of contact, address and DUNS number. Information Submission Instructions: All capability statements sent in response to this SOURCES SOUGHT notice must be submitted electronically (via email) to Melissa Ward, Contract Specialist, at Melissa.Ward@ahrq.hhs.gov in Microsoft Word (MS) or Adobe Portable Document Format (PDF), no later than 12:00 PM (noon) EST on Thursday, April 4, 2014. All responses must be received by the specified due date and time in order to be considered. ANY RESPONSES RECEIVED AFTER THAT DATE AND TIME WILL NOT BE CONSIDERED. Disclaimer and Important Notes: This notice does not obligate the Government to award a contract or otherwise pay for the information provided in response. The Government reserves the right to use information provided by respondents for any purpose deemed necessary and legally appropriate. Any organization responding to this notice should ensure that its response is complete and sufficiently detailed to allow the Government to determine the organization's qualifications to perform the work. Respondents are advised that the Government is under no obligation to acknowledge receipt of the information received or provide feedback to respondents with respect to any information submitted. After a review of the responses received, a pre-solicitation synopsis and solicitation may be published in Federal Business Opportunities. However, responses to this notice will not be considered adequate responses to a solicitation. Confidentiality: No proprietary, classified, confidential, or sensitive information should be included in your response. The Government reserves the right to use any non-proprietary technical information in any resultant solicitation(s).
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