Emergency Management Accreditation Mentoring Services
Phase 1
Assessment
- Provide an analysis and assessment of North Carolina's policies, plans, and procedures that support the statewide emergency
management functions. These documents must be measured against the 58 program elements in the EMAP standard. Examples of
documents that will be included, but not limited to, are:
-- The North Carolina Emergency Operations Plan (NCEOP);
-- Recovery Plan;
-- Continuity of Operations (COOP) Plan;
-- Training Plan; and
-- Exercise Program.
- Provide a findings report to the Accreditation Manager.
--The report will detail where the plans currently stand in regard to each EMAP standard. Each EMAP standard has many
subcomponents that need to be addressed in order for a plan to be compliant with a standard. In many cases a section of a plan may
be compliant for one standard, but that same section may be non-compliant in another standard. This report must detail what is
needed for each standard and their respective subcomponents.
-- The report must also address additional documentation that will be necessary to support a particular standard.
-- The report must include a time-delineated checklist, which will detail an estimated timeframe of completion if a standard is
assessed to be non-compliant.
- Note: NCDEM has essentially accomplished this assessment phase. The contractor-provided assessment should be in sufficient
detail to verify and quality control NCDEM's assessment effort.
- This phase must be completed within 30 days after contract award.
Phase 2
Documentation Preparation
- Create an electronic file system for efficient document management and collaboration.
-- Establish a secure, web-based project team collaboration site hosted on the contractor's server. The site must serve as a
document repository for efficient document management, and it must allow team members and supervisory personnel access to
current and past versions of documents.
-- Develop electronic and physical folders for each of the 58 program elements.
--- Folders will include an index describing the content of each folder to include descriptions of each standard, the
name of each document, and location of where the documentation can be found and use of pertinent information.
--- Folders will include a 'Status Tracker' that documents who has reviewed the documents and items that are yet
to be done.
--- Folders will contain an 'Explanations" section that explains how the document helps the program comply with
the specific standard.
-- The electronic file system should be able to integrate into NCDEM's electronic file system for the document's long term
operational use and maintenance.
- This phase must be completed within 60 days after completion of Phase 1.
Phase 3
Support the on-site EMAP Assessment
- Prior to the EMAP assessment, the contractor must perform a pre-audit or "mock assessment" to prepare the North Carolina staff.
- During the EMAP assessment, the contractor must provide an on-site, experienced EMAP assessor who has been through an
assessment and a documentation specialist who will ensure the documentation is ready for the EMAP Accreditation team review.
- During the assessment, the contractor will be required to assist answering questions and resolving issues found by the EMAP
Accreditation team.
- The on-site EMAP assessment is scheduled for June 2-6, 2008. The pre-audit must be completed no later than 2 weeks prior to
June 2, 2008.
Other criteria:
- It is desirable for a contractor to have staff members:
-- who have successfully completed the EMAP-provided Assessor Training course,
3
-- who have participated in state-level EMAP assessments while either working for the state emergency management
agency office or as a consultant to a state emergency management agency,
-- who have actively led a state EMAP initiative, including document preparation, for a state government.
- The three phases in the Scope of Work are independent from each other, and the using agency may choose to implement one or
more phases. Therefore, the cost proposal should be likewise segmented - each phase will be given its own cost proposal. The
total cost of the entire effort should not exceed $75,000.
- In developing cost proposals, wage rates should be commensurate to the professional skill required for that particular activity.
- Cost proposals will be evaluated using the following weighting criteria.
-- Phase 1 = 20 percent
-- Phase 2 = 40 percent
-- Phase 3 = 40 percent
Describe the services required using narrative or outline as appropriate. Include tasks, schedule, deliverables, milestones,
environmental or regulatory constraints, state interfaces, etc. Be as specific as possible, since this will be the basis for evaluating
proposals and monitoring the selected contractor's performance. Give beginning and ending dates and/or length of contract term
(including any renewal options).
