National Continuity Programs (NCP) Directorate.( FEMA CAMPS)
https://www.fbo.gov/index?s=opportun...=core&_cview=1
Solicitation Number:
HSFEMW-12-R-0001 Notice Type:
Presolicitation Synopsis:
Added: Nov 18, 2011 2:33 pm
This is a Pre-Solicitation Notice for Program and Mission Support Services in support of the Federal Emergency Management Agency's National Continuity Programs (NCP) Directorate. This notice is issued under the authority of Federal Acquisition Regulation (FAR) Subpart 5.201.
FEMA intends to establish multiple Indefinite Delivery/Indefinite Quantity (IDIQ) contracts for the professional services outlined below. It is anticipated that the IDIQ will allow for both Firm Fixed P and Time and Materials type Task Orders. FEMA intends to establish at least three IDIQ contracts. At least one of those three awards will be reserved for a small business.
The period of performance is expected to be a base period of one (1) year base period plus four (4) one year option periods.
The applicable North American Industrial Classification System (NAICS) Code for this requirement is 541990; the applicable size standard is $7.0 million.
The work required under this contract is expected to include professional and mission support services in the following areas: Administrative Support; Test, Training and Exercise Programs; Software, Systems, and Telecommunications Engineering and Support; Audit Support; Financial and Internal Controls; Property Management Support; OMB 300 Support; Acquisition Support; Outreach Support; and Professional Support/Subject Matter Expertise.
Prospective offerors must be actively registered in the Central Contractor Registration (CCR) database in order to be eligible for award. Firms can register at http://www.ccr.gov. Interested offerors are also required to submit their Online Representations and Certifications Application (ORCA) online at http://orca.bpn.gov.
This Pre-solicitation Notice does not constitute a Request for Proposal (RFP), nor does its issuance restrict FEMA's acquisition approach in any manner. The Federal Emergency Management Agency (FEMA) intends to release an RFP for the aforementioned services on or about December 9, 2011. The solicitation will be available via internet at http://www.fedbizopps.gov.
Prospective offerors are encouraged to review the attached DRAFT Statement of Work. Questions or comments regarding this notice may be directed via email to both the Contracting Officer, Mr. Dan Carroll, at Daniel.Carroll1@fema.dhs.gov and to the Contract Specialist, Ms. Kristina Morris, at Kristina.Morris@fema.dhs.gov.
Added: Dec 15, 2011 8:06 am
Please see the attached Questions and Response to the subject RFP. Prospective Offerors may continue to submit questions about the Draft SOW and this attachment to Kristin.Morris@associates.fema.dhs.gov, Daniel.Carroll1@fema.dhs.gov or Kristin.Wright@fema.dhs.gov.
Please consult the list of document viewers if you cannot open a file.
Draft Statement of Work
Type: Other (Draft RFPs/RFIs, Responses to Questions, etc..) Label:
Draft Statement of Work
Posted Date: November 18, 2011 PAMSS SOW 11.18.2011.pdf (202.87 Kb)
Description: Draft Statement of for for NCP PAMSS Contract, dated 11.18.2011
Questions and Responses 12.15.2011
Type: Other (Draft RFPs/RFIs, Responses to Questions, etc..) Label:
Questions and Responses 12.15.2011
Posted Date: December 15, 2011 Questions and Responses 12 15 2011.pdf (38.23 Kb)
Description: Questions and Responses, dated 12/15/2011
Contracting Office Address:
19844 Blue Ridge Mountain Road, State Route 601
Bluemont, Virginia 20135
United States
Place of Performance:
To be determined in Task Orders
United States
Primary Point of Contact.:
Daniel J. Carroll,
Contracting Officer
daniel.carroll1@dhs.gov
Phone: 540-542-2304Secondary Point of Contact:
Kristina Morris,
Contract Specialist
Kristina.Morris@associates.fema.dhs.gov
Phone: 5405422530
Solicitation Number:
HSFEMW-12-R-0001 Notice Type:
Presolicitation Synopsis:
Added: Nov 18, 2011 2:33 pm
This is a Pre-Solicitation Notice for Program and Mission Support Services in support of the Federal Emergency Management Agency's National Continuity Programs (NCP) Directorate. This notice is issued under the authority of Federal Acquisition Regulation (FAR) Subpart 5.201.
FEMA intends to establish multiple Indefinite Delivery/Indefinite Quantity (IDIQ) contracts for the professional services outlined below. It is anticipated that the IDIQ will allow for both Firm Fixed P and Time and Materials type Task Orders. FEMA intends to establish at least three IDIQ contracts. At least one of those three awards will be reserved for a small business.
The period of performance is expected to be a base period of one (1) year base period plus four (4) one year option periods.
The applicable North American Industrial Classification System (NAICS) Code for this requirement is 541990; the applicable size standard is $7.0 million.
The work required under this contract is expected to include professional and mission support services in the following areas: Administrative Support; Test, Training and Exercise Programs; Software, Systems, and Telecommunications Engineering and Support; Audit Support; Financial and Internal Controls; Property Management Support; OMB 300 Support; Acquisition Support; Outreach Support; and Professional Support/Subject Matter Expertise.
Prospective offerors must be actively registered in the Central Contractor Registration (CCR) database in order to be eligible for award. Firms can register at http://www.ccr.gov. Interested offerors are also required to submit their Online Representations and Certifications Application (ORCA) online at http://orca.bpn.gov.
This Pre-solicitation Notice does not constitute a Request for Proposal (RFP), nor does its issuance restrict FEMA's acquisition approach in any manner. The Federal Emergency Management Agency (FEMA) intends to release an RFP for the aforementioned services on or about December 9, 2011. The solicitation will be available via internet at http://www.fedbizopps.gov.
Prospective offerors are encouraged to review the attached DRAFT Statement of Work. Questions or comments regarding this notice may be directed via email to both the Contracting Officer, Mr. Dan Carroll, at Daniel.Carroll1@fema.dhs.gov and to the Contract Specialist, Ms. Kristina Morris, at Kristina.Morris@fema.dhs.gov.
Added: Dec 15, 2011 8:06 am
Please see the attached Questions and Response to the subject RFP. Prospective Offerors may continue to submit questions about the Draft SOW and this attachment to Kristin.Morris@associates.fema.dhs.gov, Daniel.Carroll1@fema.dhs.gov or Kristin.Wright@fema.dhs.gov.
Please consult the list of document viewers if you cannot open a file.
Draft Statement of Work
Type: Other (Draft RFPs/RFIs, Responses to Questions, etc..) Label:
Draft Statement of Work
Posted Date: November 18, 2011 PAMSS SOW 11.18.2011.pdf (202.87 Kb)
Description: Draft Statement of for for NCP PAMSS Contract, dated 11.18.2011
Questions and Responses 12.15.2011
Type: Other (Draft RFPs/RFIs, Responses to Questions, etc..) Label:
Questions and Responses 12.15.2011
Posted Date: December 15, 2011 Questions and Responses 12 15 2011.pdf (38.23 Kb)
Description: Questions and Responses, dated 12/15/2011
Contracting Office Address:
19844 Blue Ridge Mountain Road, State Route 601
Bluemont, Virginia 20135
United States
Place of Performance:
To be determined in Task Orders
United States
Primary Point of Contact.:
Daniel J. Carroll,
Contracting Officer
daniel.carroll1@dhs.gov
Phone: 540-542-2304Secondary Point of Contact:
Kristina Morris,
Contract Specialist
Kristina.Morris@associates.fema.dhs.gov
Phone: 5405422530
BLUE FORCE RED FORCE.....
National Continuity Programs (NCP) Program and Mission Support Services (PAMSS)
Solicitation Number: HSFEMW-12-R-0001 Agency: Department of Homeland Security Office: Federal Emergency Management Agency Location: National Continuity BranchPrintLink Copy or Bookmark this Page Copy the url below for a direct link to this page. Bookmark this page by right-clicking here and choosing "Add to Favorites" https://www.fbo.gov/index?s=opportun...=core&_cview=1 http://www.acuityconsultinginc.com/a...rtservices.php |
@@@** Hurry and print it before it goes bye bye via scrub
http://www.fema.gov/pdf/about/org/nc...ederal_d_a.pdf
HURRY THE FUCK UP AND PRINT IT BEFORE IT IS SCRUBBED! |
| 77patriots | 12-21-2011 02:25 PM |
[Insert any additional activities associated with planning for reconstitution here]
Upon verification that the required capabilities are available and operational and that [Organization Name] is fully capable of accomplishing all essential functions and operations at the new or restored facility, [insert office/title] will begin supervising a return of personnel, equipment, and documents to the normal operating facility or a move to another temporary or permanent primary operating facility. The phase-down and return of personnel, functions, and equipment will follow the priority-based plan and schedule outlined below; [Organization Name] will begin development of specialized return plans based on the incident and facility within [insert number] hours of plan activation.
• [Insert priority-based phase-down and return plan here]
[Organization Name] will continue to operate at its continuity facility until ordered to cease operations by [insert authority] using [insert method of notification here]. At that time, essential functions will transfer to the primary operating facility. [Organization Name] has developed plans to instruct personnel on how to resume normal operations as outlined below; [Organization Name] will begin development of specialized resumption plans based on the incident and facility within [insert number] hours of plan activation.
• [Insert normal operations resumption plan here]
[Insert office/title] will identify any records affected by the incident by [insert identification processes or contacts here]. In addition, [insert office/title] will effectively transition or recover vital records and databases, as well as other records that had not been designated as vital records, using the plan outlined below; [Organization Name] will begin development of specialized vital records transition and recovery plans based on the incident and facility within [insert number] hours of plan activation.
• [Insert vital records transition and recovery plan here].
When the continuity personnel, equipment, and documents are in place at the new or restored primary operating facility, the remaining [Organization Name] staff at the continuity facility or devolution site will transfer essential functions, cease operations, and deploy to the new or restored primary operating facility. [Insert title or titles] shall oversee the orderly transition from the continuity facility of all [Organization Name] functions, personnel, equipment, and records to a new or restored primary operating facility. [Insert office/title] is responsible for developing a process for receiving and processing employee claims during the continuity event, including processing human capital claims (including, workmans compensation for injuries, overtime pay, etc) and replacing lost or broken equipment.
[Organization Name] will conduct an After Action Review (AAR) once it is back in the primary operating facility or established in a new primary operating facility. [Insert office/title] has the responsibility for initiating and completing the AAR. All offices within [Organization Name] will have the opportunity to provide input to the AAR. This AAR will study the effectiveness of the continuity plans and procedures, identify areas for improvement, document these in the [Organization Name] corrective action program
21
(CAP), and then develop a remedial action plan as soon as possible after the reconstitution. [Insert office/title] has the responsibility for documenting areas for improvement in the CAP and developing a remedial action plan. In addition, the AAR will identify which, if any, records were affected by the incident, and will work with [insert office] to ensure an effective transition or recovery of vital records and databases and other records that had not been designated as vital records. AAR and CAP documentation are maintained by [insert office] and are found at [insert location].
For additional information on reconstitution, see Annex M of FCD 1.
E. DEVOLUTION OF CONTROL AND DIRECTION
Devolution planning supports overall continuity planning and addresses the full spectrum of threats and all-hazards emergency events that may render an organization’s leadership or staff unavailable to support, or incapable of supporting, the execution of the organization’s essential functions from either its primary location or its continuity locations. For organizations that use a separate devolution plan from the continuity plan, include the baseline information in this section in the organization continuity plan and include a reference to the devolution plan in the appropriate places within this section. Sample text for this section includes:
[Organization Name] is prepared to transfer all of their essential functions and responsibilities to personnel at a different location should emergency events render leadership or staff unavailable to support the execution of [Organization Name] essential functions. If deployment of continuity personnel is not feasible due to the unavailability of personnel, temporary leadership of [Organization Name] will devolve to [insert office name and location].
[Insert office/title] maintains responsibility for ensuring the currency of the [Organization Name] devolution plan. The [Organization Name] devolution plan:
(1) Includes the elements of a viable continuity capability: program plans and procedures, budgeting and acquisitions, essential functions, orders of succession and delegations of authority specific to the devolution site, interoperable communications, vital records management, staff, test, training, and exercise (TT&E), and reconstitution. The [Organization Name] devolution plan is located [insert location, insert devolution plan below, or insert the applicable plan appendix for devolution].
(2) Identifies prioritized essential functions, defines tasks that support those essential functions, and determines the necessary resources to facilitate those functions. The list of prioritized essential functions for devolution is found at [insert location].
(3) Includes a roster that identifies fully equipped and trained personnel who will be stationed at the designated devolution site and who will have the authority to perform essential functions and activities when the devolution option of the continuity plan is activated. The devolution personnel roster is found at [insert location].
(4) Identifies what would likely activate or “trigger” the devolution option and specifies how and when direction and control of [Organization Name] operations will be
22
transferred to and from the devolution site. Devolution activation protocols or “triggers’ are found [insert location or insert below].
(5) Determines and lists or references the necessary resources (i.e., equipment and materials) to facilitate the immediate and seamless transfer of and performance of essential functions at the devolution site. The list of necessary resources for devolution is found at [insert location].
(6) Establishes and maintains reliable processes and procedures for acquiring the resources necessary to continue essential functions and to sustain those operations for extended periods. The [insert office/title] is responsible for acquiring resources during a devolution situation. Acquisition processes and procedures are found [insert location].
(7) Establishes and maintains a capability to restore or reconstitute [Organization Name] authorities to their pre-event status upon termination of devolution.
[Organization Name] conducts and documents annual training of devolution staff and a biennial exercise to ensure devolution capabilities are prepared and capable of performing essential functions. This documentation includes the dates of all TT&E events and names of participating staff. The [Organization Name] devolution TT&E documentation is maintained by [insert office/title] and is found at [insert location]. Further, the [Organization Name] CAP supports the devolution program. The [Organization Name] CAP is maintained by [insert office/title] and CAP documentation is found at [insert location].
For additional information on devolution, see Annex L of FCD 1. FEMA maintains a separate Devolution of Control and Direction template. This template is compliant with FCD 1 and provides additional details on the subject matter. The template is found at: http://www.fema.gov/government/coop/.
VI. Organization and Assignment of Responsibilities
This section should include additional delineation of continuity of operations responsibilities of each key staff position. Sample text for this section includes:
Key staff positions within [Organization Name], to include individual continuity members, those identified in the order of succession and delegation of authority, the [Organization Name] Continuity Coordinator, continuity managers, and others possess additional continuity responsibilities. The responsibilities of these key continuity personnel are delineated [insert location].
23
SAMPLE
The following table shows examples of some continuity of operations responsibilities.
Position
Responsibilities
Director
• Provide strategic leadership and overarching policy direction for the continuity program
• Implement the Continuity of Operations Plan when necessary, or when directed by higher authority
• Update and promulgate orders of succession and delegations of authority
• Ensure adequate funding is available for emergency operations
• Ensure all organization components participate in continuity exercises
• Update continuity of operations plan annually
Communications Specialist, Standards and Planning Division
• Update telephone rosters monthly
• Conduct alert and notification tests
Records Specialist, Standards and Planning Division
• Review status of vital files, records, and databases
Training Specialist, Standards and Planning Division
• Develop and lead Continuity of Operations training
• Plan Continuity of Operations exercises
Continuity Personnel
• Be prepared to deploy and support organization essential functions in the event of a Continuity Plan implementation
• Provide current contact information to their manager
• Be familiar with continuity planning and know individual roles and responsibilities in the event of continuity of operations plan activation
• Participate in continuity training and exercises as directed
• Have a telework agreement for this position, if applicable
VII. Direction, Control, and Coordination
This section describes the framework for all direction, control, and coordination activities. This section also provides information on how the Plan fits into similar plans horizontally and how higher-level or subcomponent plans are expected to layer on the Plan vertically. Sample text for this section includes:
During an activation of the Continuity Plan, the [Organization Head] maintains responsibility for direction and control of [Organization Name]. Should the [Organization Head] become unavailable or incapacitated; the organization will follow the directions laid out in Annex V.A, Orders of Succession, and Annex V.B, Delegations of Authority.
The contents and procedures laid forth in this Continuity Plan are consistent with the direction found in Federal Continuity Directive 1. As a result, this Plan and its concepts are integrated horizontally with other Federal executive branch organizations. Further, the Plan is reviewed and vetted by [insert internal organizations, such as Regional components,
24
subcomponents, or organization headquarters] to ensure vertical integration within [Organization Name].
VIII. Disaster Intelligence
This section describes the required critical or essential information common to all continuity events identified during the planning process. In general terms, it identifies the type of information needed, where it is expected to come from, who uses the information, how the information is shared, the format for providing the information, and any specific times the information is needed. Sample text for this section includes:
During a continuity event, [Organization Name] will require the collection and dissemination of critical information. While specific incidents may cause additional or specialized reporting requirements, the following table lists examples of the information that [Organization Name] must collect and report regardless of incident type during a continuity event.
SAMPLE
The following table shows examples of some disaster intelligence collection requirements.
Information Element
Specific Requirement
Responsible Element
Deliverables
When Needed
Distribution
Personnel Accountability
Account for all ERG and non-ERG employees
Account for all contract personnel
Human Capital Division
Report
Briefing
Status update hourly following Plan activation
[Organization Head]
Operational Status
Percent of ERG personnel arrived at site
Ability to conduct each essential function
Status of communications and IT systems
Continuity Manager
Divisional representatives
Situation briefings
Situation reports
NLT than 6 hours after plan activation, then hourly
[Organization Head]
Hazard Information
Threat details specific to the continuity facility
Response coordination center or emergency operations center
Situation briefings
Situation reports
Two times per day at shift change
[All component heads]
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IX. Communications
The ability of an organization to execute its essential functions at its continuity facilities depends on the identification, availability, and redundancy of critical communications and information technology (IT) systems to support connectivity among key government leadership personnel, internal organization elements, other organizations, critical customers, and the public, during crisis and disaster conditions. Sample text for this section includes:
[Organization Name] has identified available and redundant critical communication systems that are located at the primary operating facility and continuity facility. Further, [Organization Name] maintains fully capable continuity communications that could support organization needs during all hazards, to include pandemic and other related emergencies, and give full consideration to supporting social distancing operations including telework and other virtual offices. In addition, [Organization Name] maintains communications equipment for use by employees with disabilities and hearing impairment.
All [Organization Name] necessary and required communications and IT capabilities must be operational as soon as possible following continuity activation, and in all cases, within 12 hours of continuity activation.
Additional detailed information on [Organization Name] communications systems and requirements is found in Annex IV, Continuity Communications.
X. Budgeting and Acquisition
The budgeting and acquisition section should identify the people, communications, facilities, infrastructure, and transportation requirements, which are necessary to the successful implementation and management of an organization’s continuity program. In addition, the organization must identify and provide funding and specific budgetary guidance and requirements for all levels of their organization, including subordinate components and regional and field-level offices. This section aligns with the Administration, Finance, and Logistics section of the Comprehensive Preparedness Guide 101. Sample text for this section includes:
[Organization Name] budgets for and acquires those capabilities that are essential to continuity. A copy of the continuity budget is found [insert location, office]. Within this budget, [Organization Name] budgets for continuity capabilities in accordance with National Security Presidential Directive (NSPD)-51/Homeland Security Presidential Directive (HSPD)-20 and National Communications System Directive 3-10 or other applicable directives and provides for the acquisition of those resources necessary for continuity operations on an emergency basis for up to 30 days or until normal operations can be resumed.
As part of the budget process, [Organization Name] uses a risk management methodology to identify, prioritize, and justify the allocation of budgetary resources. The risk management methodology used is [insert methodology here] and a copy of the risk management documents can be found [insert location, office].
26
[Organization Name] integrates the continuity budget with its multiyear strategy and program management plan and links the budget directly to objectives and metrics set forth in that plan. A copy of the multiyear strategy and program management plan is found [insert location].
For those contracts vital to the support of organization essential functions, [Organization Name] has ensured contractor statements of work include the provision to provide staffing, services, and necessary resources during emergency conditions. A list of vital contracts is found [insert location] and maintained by [insert office/title]. During an emergency situation, [insert office/title] is responsible for oversight and handling of emergency work by contractors.
For additional information on budgeting and acquisition, see Annex C of FCD 1.
XI. Plan Development and Maintenance
This section describes the process the department or agency uses to maintain a current plan. The section should identify who is responsible for plan currency, how often the agency will review and update the plan, and how coordination will occur. Sample text for this section includes:
The [Organization Name, office, title] is responsible for maintaining the [Organization Name] Continuity of Operations Plan.
This Continuity Plan, [Organization Name] essential functions, and supporting activities, will be reviewed by [insert office name] and updated annually from the date of publication as part of the annual maintenance of Continuity plans and procedures. [Office Name] is responsible for the annual plan review and update. In addition, the plan will be updated or addended when there are significant organizational or procedural changes or other events that impact continuity processes or procedures. Comments or suggestions for improving this plan may be provided to [Office Name] at any time.
XII. Authorities and References
This section should cite a list of authorities and references that mandate the development of this continuity of operations plan, and provide guidance towards acquiring the requisite information contained in this continuity of operations plan.
Annex Q of the FCD 1 provides a list of authorities and references.
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FUNCTIONAL ANNEXES
The functional annexes add specific information and direction to the base plan. These annexes should clearly describe the policies, processes, roles, and responsibilities that organizations carry out before, during, and after any emergency. While the Basic Plan provides overarching information relevant to the continuity plan as a whole, these annexes focus on specific responsibilities, tasks, and operational actions that pertain to the elements of a viable continuity plan and program according to Federal Continuity Directives 1 and 2. These annexes also establish preparedness targets (e.g., training, exercises, equipment checks and maintenance) that facilitate achieving function-related goals and objectives during emergencies and disasters.
I. Essential Functions
All agencies must identify and prioritize their essential functions, which serve as the foundation for continuity planning. The essential functions section must include a list of the organization’s prioritized Mission Essential Functions (MEFs) and Primary Mission Essential Functions (PMEF), if applicable. The continuity of operations plan must identify the components, processes, and requirements that ensure the continued performance of the agency’s MEFs and PMEFs.
Per FCD 2, the steps taken to identify MEFs and PMEFs include:
1. Conduct a MEF Business Process Analysis (BPA) to:
o Determine the MEFs that must be performed under all circumstances either uninterrupted, with minimal interruption, or requiring immediate execution in an emergency.
o Identify and map the functional processes, workflows, activities, personnel expertise, systems, data, and facilities inherent to the execution of each identified MEF.
2. Identify how each MEF is performed and executed, using a business-process flow map.
3. Identify internal and external interdependencies that are part of and/or influence each MEF business process.
4. Identify those MEFs that provide vital interdependent support to a MEF performed by another agency or by an Emergency Support Function under the National Response Framework.
5. Identify those MEFs that require vital support from another agency to ensure the execution of their mission and identify when and where the particular interdependency is executed within the BPA business-process flow. The organization must include considerations for the identified interdependencies, including when and where each interdependency would be executed.
6. Validate and approve the identified MEFs and BPA analysis by each organization head.
7. Once MEFs have been identified and analyzed using the BPA, the review process for identifying potential PMEFs can
Upon verification that the required capabilities are available and operational and that [Organization Name] is fully capable of accomplishing all essential functions and operations at the new or restored facility, [insert office/title] will begin supervising a return of personnel, equipment, and documents to the normal operating facility or a move to another temporary or permanent primary operating facility. The phase-down and return of personnel, functions, and equipment will follow the priority-based plan and schedule outlined below; [Organization Name] will begin development of specialized return plans based on the incident and facility within [insert number] hours of plan activation.
• [Insert priority-based phase-down and return plan here]
[Organization Name] will continue to operate at its continuity facility until ordered to cease operations by [insert authority] using [insert method of notification here]. At that time, essential functions will transfer to the primary operating facility. [Organization Name] has developed plans to instruct personnel on how to resume normal operations as outlined below; [Organization Name] will begin development of specialized resumption plans based on the incident and facility within [insert number] hours of plan activation.
• [Insert normal operations resumption plan here]
[Insert office/title] will identify any records affected by the incident by [insert identification processes or contacts here]. In addition, [insert office/title] will effectively transition or recover vital records and databases, as well as other records that had not been designated as vital records, using the plan outlined below; [Organization Name] will begin development of specialized vital records transition and recovery plans based on the incident and facility within [insert number] hours of plan activation.
• [Insert vital records transition and recovery plan here].
When the continuity personnel, equipment, and documents are in place at the new or restored primary operating facility, the remaining [Organization Name] staff at the continuity facility or devolution site will transfer essential functions, cease operations, and deploy to the new or restored primary operating facility. [Insert title or titles] shall oversee the orderly transition from the continuity facility of all [Organization Name] functions, personnel, equipment, and records to a new or restored primary operating facility. [Insert office/title] is responsible for developing a process for receiving and processing employee claims during the continuity event, including processing human capital claims (including, workmans compensation for injuries, overtime pay, etc) and replacing lost or broken equipment.
[Organization Name] will conduct an After Action Review (AAR) once it is back in the primary operating facility or established in a new primary operating facility. [Insert office/title] has the responsibility for initiating and completing the AAR. All offices within [Organization Name] will have the opportunity to provide input to the AAR. This AAR will study the effectiveness of the continuity plans and procedures, identify areas for improvement, document these in the [Organization Name] corrective action program
21
(CAP), and then develop a remedial action plan as soon as possible after the reconstitution. [Insert office/title] has the responsibility for documenting areas for improvement in the CAP and developing a remedial action plan. In addition, the AAR will identify which, if any, records were affected by the incident, and will work with [insert office] to ensure an effective transition or recovery of vital records and databases and other records that had not been designated as vital records. AAR and CAP documentation are maintained by [insert office] and are found at [insert location].
For additional information on reconstitution, see Annex M of FCD 1.
E. DEVOLUTION OF CONTROL AND DIRECTION
Devolution planning supports overall continuity planning and addresses the full spectrum of threats and all-hazards emergency events that may render an organization’s leadership or staff unavailable to support, or incapable of supporting, the execution of the organization’s essential functions from either its primary location or its continuity locations. For organizations that use a separate devolution plan from the continuity plan, include the baseline information in this section in the organization continuity plan and include a reference to the devolution plan in the appropriate places within this section. Sample text for this section includes:
[Organization Name] is prepared to transfer all of their essential functions and responsibilities to personnel at a different location should emergency events render leadership or staff unavailable to support the execution of [Organization Name] essential functions. If deployment of continuity personnel is not feasible due to the unavailability of personnel, temporary leadership of [Organization Name] will devolve to [insert office name and location].
[Insert office/title] maintains responsibility for ensuring the currency of the [Organization Name] devolution plan. The [Organization Name] devolution plan:
(1) Includes the elements of a viable continuity capability: program plans and procedures, budgeting and acquisitions, essential functions, orders of succession and delegations of authority specific to the devolution site, interoperable communications, vital records management, staff, test, training, and exercise (TT&E), and reconstitution. The [Organization Name] devolution plan is located [insert location, insert devolution plan below, or insert the applicable plan appendix for devolution].
(2) Identifies prioritized essential functions, defines tasks that support those essential functions, and determines the necessary resources to facilitate those functions. The list of prioritized essential functions for devolution is found at [insert location].
(3) Includes a roster that identifies fully equipped and trained personnel who will be stationed at the designated devolution site and who will have the authority to perform essential functions and activities when the devolution option of the continuity plan is activated. The devolution personnel roster is found at [insert location].
(4) Identifies what would likely activate or “trigger” the devolution option and specifies how and when direction and control of [Organization Name] operations will be
22
transferred to and from the devolution site. Devolution activation protocols or “triggers’ are found [insert location or insert below].
(5) Determines and lists or references the necessary resources (i.e., equipment and materials) to facilitate the immediate and seamless transfer of and performance of essential functions at the devolution site. The list of necessary resources for devolution is found at [insert location].
(6) Establishes and maintains reliable processes and procedures for acquiring the resources necessary to continue essential functions and to sustain those operations for extended periods. The [insert office/title] is responsible for acquiring resources during a devolution situation. Acquisition processes and procedures are found [insert location].
(7) Establishes and maintains a capability to restore or reconstitute [Organization Name] authorities to their pre-event status upon termination of devolution.
[Organization Name] conducts and documents annual training of devolution staff and a biennial exercise to ensure devolution capabilities are prepared and capable of performing essential functions. This documentation includes the dates of all TT&E events and names of participating staff. The [Organization Name] devolution TT&E documentation is maintained by [insert office/title] and is found at [insert location]. Further, the [Organization Name] CAP supports the devolution program. The [Organization Name] CAP is maintained by [insert office/title] and CAP documentation is found at [insert location].
For additional information on devolution, see Annex L of FCD 1. FEMA maintains a separate Devolution of Control and Direction template. This template is compliant with FCD 1 and provides additional details on the subject matter. The template is found at: http://www.fema.gov/government/coop/.
VI. Organization and Assignment of Responsibilities
This section should include additional delineation of continuity of operations responsibilities of each key staff position. Sample text for this section includes:
Key staff positions within [Organization Name], to include individual continuity members, those identified in the order of succession and delegation of authority, the [Organization Name] Continuity Coordinator, continuity managers, and others possess additional continuity responsibilities. The responsibilities of these key continuity personnel are delineated [insert location].
23
SAMPLE
The following table shows examples of some continuity of operations responsibilities.
Position
Responsibilities
Director
• Provide strategic leadership and overarching policy direction for the continuity program
• Implement the Continuity of Operations Plan when necessary, or when directed by higher authority
• Update and promulgate orders of succession and delegations of authority
• Ensure adequate funding is available for emergency operations
• Ensure all organization components participate in continuity exercises
• Update continuity of operations plan annually
Communications Specialist, Standards and Planning Division
• Update telephone rosters monthly
• Conduct alert and notification tests
Records Specialist, Standards and Planning Division
• Review status of vital files, records, and databases
Training Specialist, Standards and Planning Division
• Develop and lead Continuity of Operations training
• Plan Continuity of Operations exercises
Continuity Personnel
• Be prepared to deploy and support organization essential functions in the event of a Continuity Plan implementation
• Provide current contact information to their manager
• Be familiar with continuity planning and know individual roles and responsibilities in the event of continuity of operations plan activation
• Participate in continuity training and exercises as directed
• Have a telework agreement for this position, if applicable
VII. Direction, Control, and Coordination
This section describes the framework for all direction, control, and coordination activities. This section also provides information on how the Plan fits into similar plans horizontally and how higher-level or subcomponent plans are expected to layer on the Plan vertically. Sample text for this section includes:
During an activation of the Continuity Plan, the [Organization Head] maintains responsibility for direction and control of [Organization Name]. Should the [Organization Head] become unavailable or incapacitated; the organization will follow the directions laid out in Annex V.A, Orders of Succession, and Annex V.B, Delegations of Authority.
The contents and procedures laid forth in this Continuity Plan are consistent with the direction found in Federal Continuity Directive 1. As a result, this Plan and its concepts are integrated horizontally with other Federal executive branch organizations. Further, the Plan is reviewed and vetted by [insert internal organizations, such as Regional components,
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subcomponents, or organization headquarters] to ensure vertical integration within [Organization Name].
VIII. Disaster Intelligence
This section describes the required critical or essential information common to all continuity events identified during the planning process. In general terms, it identifies the type of information needed, where it is expected to come from, who uses the information, how the information is shared, the format for providing the information, and any specific times the information is needed. Sample text for this section includes:
During a continuity event, [Organization Name] will require the collection and dissemination of critical information. While specific incidents may cause additional or specialized reporting requirements, the following table lists examples of the information that [Organization Name] must collect and report regardless of incident type during a continuity event.
SAMPLE
The following table shows examples of some disaster intelligence collection requirements.
Information Element
Specific Requirement
Responsible Element
Deliverables
When Needed
Distribution
Personnel Accountability
Account for all ERG and non-ERG employees
Account for all contract personnel
Human Capital Division
Report
Briefing
Status update hourly following Plan activation
[Organization Head]
Operational Status
Percent of ERG personnel arrived at site
Ability to conduct each essential function
Status of communications and IT systems
Continuity Manager
Divisional representatives
Situation briefings
Situation reports
NLT than 6 hours after plan activation, then hourly
[Organization Head]
Hazard Information
Threat details specific to the continuity facility
Response coordination center or emergency operations center
Situation briefings
Situation reports
Two times per day at shift change
[All component heads]
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IX. Communications
The ability of an organization to execute its essential functions at its continuity facilities depends on the identification, availability, and redundancy of critical communications and information technology (IT) systems to support connectivity among key government leadership personnel, internal organization elements, other organizations, critical customers, and the public, during crisis and disaster conditions. Sample text for this section includes:
[Organization Name] has identified available and redundant critical communication systems that are located at the primary operating facility and continuity facility. Further, [Organization Name] maintains fully capable continuity communications that could support organization needs during all hazards, to include pandemic and other related emergencies, and give full consideration to supporting social distancing operations including telework and other virtual offices. In addition, [Organization Name] maintains communications equipment for use by employees with disabilities and hearing impairment.
All [Organization Name] necessary and required communications and IT capabilities must be operational as soon as possible following continuity activation, and in all cases, within 12 hours of continuity activation.
Additional detailed information on [Organization Name] communications systems and requirements is found in Annex IV, Continuity Communications.
X. Budgeting and Acquisition
The budgeting and acquisition section should identify the people, communications, facilities, infrastructure, and transportation requirements, which are necessary to the successful implementation and management of an organization’s continuity program. In addition, the organization must identify and provide funding and specific budgetary guidance and requirements for all levels of their organization, including subordinate components and regional and field-level offices. This section aligns with the Administration, Finance, and Logistics section of the Comprehensive Preparedness Guide 101. Sample text for this section includes:
[Organization Name] budgets for and acquires those capabilities that are essential to continuity. A copy of the continuity budget is found [insert location, office]. Within this budget, [Organization Name] budgets for continuity capabilities in accordance with National Security Presidential Directive (NSPD)-51/Homeland Security Presidential Directive (HSPD)-20 and National Communications System Directive 3-10 or other applicable directives and provides for the acquisition of those resources necessary for continuity operations on an emergency basis for up to 30 days or until normal operations can be resumed.
As part of the budget process, [Organization Name] uses a risk management methodology to identify, prioritize, and justify the allocation of budgetary resources. The risk management methodology used is [insert methodology here] and a copy of the risk management documents can be found [insert location, office].
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[Organization Name] integrates the continuity budget with its multiyear strategy and program management plan and links the budget directly to objectives and metrics set forth in that plan. A copy of the multiyear strategy and program management plan is found [insert location].
For those contracts vital to the support of organization essential functions, [Organization Name] has ensured contractor statements of work include the provision to provide staffing, services, and necessary resources during emergency conditions. A list of vital contracts is found [insert location] and maintained by [insert office/title]. During an emergency situation, [insert office/title] is responsible for oversight and handling of emergency work by contractors.
For additional information on budgeting and acquisition, see Annex C of FCD 1.
XI. Plan Development and Maintenance
This section describes the process the department or agency uses to maintain a current plan. The section should identify who is responsible for plan currency, how often the agency will review and update the plan, and how coordination will occur. Sample text for this section includes:
The [Organization Name, office, title] is responsible for maintaining the [Organization Name] Continuity of Operations Plan.
This Continuity Plan, [Organization Name] essential functions, and supporting activities, will be reviewed by [insert office name] and updated annually from the date of publication as part of the annual maintenance of Continuity plans and procedures. [Office Name] is responsible for the annual plan review and update. In addition, the plan will be updated or addended when there are significant organizational or procedural changes or other events that impact continuity processes or procedures. Comments or suggestions for improving this plan may be provided to [Office Name] at any time.
XII. Authorities and References
This section should cite a list of authorities and references that mandate the development of this continuity of operations plan, and provide guidance towards acquiring the requisite information contained in this continuity of operations plan.
Annex Q of the FCD 1 provides a list of authorities and references.
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FUNCTIONAL ANNEXES
The functional annexes add specific information and direction to the base plan. These annexes should clearly describe the policies, processes, roles, and responsibilities that organizations carry out before, during, and after any emergency. While the Basic Plan provides overarching information relevant to the continuity plan as a whole, these annexes focus on specific responsibilities, tasks, and operational actions that pertain to the elements of a viable continuity plan and program according to Federal Continuity Directives 1 and 2. These annexes also establish preparedness targets (e.g., training, exercises, equipment checks and maintenance) that facilitate achieving function-related goals and objectives during emergencies and disasters.
I. Essential Functions
All agencies must identify and prioritize their essential functions, which serve as the foundation for continuity planning. The essential functions section must include a list of the organization’s prioritized Mission Essential Functions (MEFs) and Primary Mission Essential Functions (PMEF), if applicable. The continuity of operations plan must identify the components, processes, and requirements that ensure the continued performance of the agency’s MEFs and PMEFs.
Per FCD 2, the steps taken to identify MEFs and PMEFs include:
1. Conduct a MEF Business Process Analysis (BPA) to:
o Determine the MEFs that must be performed under all circumstances either uninterrupted, with minimal interruption, or requiring immediate execution in an emergency.
o Identify and map the functional processes, workflows, activities, personnel expertise, systems, data, and facilities inherent to the execution of each identified MEF.
2. Identify how each MEF is performed and executed, using a business-process flow map.
3. Identify internal and external interdependencies that are part of and/or influence each MEF business process.
4. Identify those MEFs that provide vital interdependent support to a MEF performed by another agency or by an Emergency Support Function under the National Response Framework.
5. Identify those MEFs that require vital support from another agency to ensure the execution of their mission and identify when and where the particular interdependency is executed within the BPA business-process flow. The organization must include considerations for the identified interdependencies, including when and where each interdependency would be executed.
6. Validate and approve the identified MEFs and BPA analysis by each organization head.
7. Once MEFs have been identified and analyzed using the BPA, the review process for identifying potential PMEFs can
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