Gain a Competitive Advantage on the Upcoming DHS FEMA IPAWS Management Support BPA Procurement

The Department of Homeland Security (DHS), Federal Emergency Management Agency (FEMA), National Continuity Programs (NCP) has a continuing requirement for acquisition program management and systems lifecycle management support for the Integrated Public Alert and Warning System (IPAWS) Program Management Office (PMO). Services required include, but are not limited to, strategic planning, resource planning, portfolio management, project management, development of program and project documentation, program and project schedules, project plans, status reports, project review, program reviews, and meetings. 

Recent IPAWS Developments 

The government originally intended to procure this work as an IDIQ, but they have since declared that this work will be solicited and awarded through GSA MAS. When AlphaBrook inquired about the forecasted March 2022 solicitation release, a government POC revealed that, "With the holidays and everything, that will probably be later, maybe April [2022] and the on path we're going - it will more likely be April than March [2022].”

 What You Should Note

Interested vendors should note that although this is a new requirement, FEMA stakeholders have explained that there are three incumbent contracts which are being “consolidated into this effort.” This includes three task orders awarded to Arc Aspicio, Logistics Management Institute (LMI), and CACI, respectively. AlphaBrook spoke with IPAWS Deputy Director Wade Witmer on this topic, and he explained, “We generally have a number of contracts that each provide us a discrete little piece of support of the program, where we’re actually developing requirements for technical systems and then acquiring them and implementing or integrating them with the general, bigger system [IPAWS], and then we also have now this user support and engagement piece, so we’ve done this historically on separate contract so [we’re] having flexibility [in our acquisitions].” While this feedback acknowledges the flexibility stakeholders have in procuring separate contracts, AlphaBrook notes that the combined value of these three efforts is approximately $11.5M, which is only a fraction of this opportunity's $84M estimated ceiling value. Contract Specialist Terry Lawrence explained the factors driving the increase in value of the three incumbent task orders, stating, “The referenced existing task orders are similar but not exactly the same requirements that we are including in the BPA this time around. So, it’s not exactly scope [changes], but it’s just not the same level of effort that we’re looking to have in the future. It’s just expanded, those will sort of be expanded. Same work, but just on a higher level of effort really.” We followed up on this response by asking if this increase in the level of effort is more a result of program requirements rather than challenges with incumbent performance. To this, Mr. Lawrence replied, “Correct yes,” indicating that program stakeholders require a greater degree of effort from industry in this requirement and that the contracts have naturally expired. We further pressed Ms. Lawrence if this means that stakeholders believe these vendors have been providing satisfactory support, and she replied, “Yeah, exactly.” Given this totality of information, while stakeholders have labeled this a new requirement, there are three task orders being consolidated into this work, which only represent a portion of the scope of work and level of effort which stakeholders require.

Customer Pain Points

Enabling Support and Expansions Following Relocation
During AlphaBrook’s discussion with IPAWS Deputy Director Wade Witmer he noted IPAWS recent relocation and how this may affect vendor support, elaborating, “We used to be located on a naval base in southern Maryland in basically a double-wide trailer, so we recently were able to move to a building in the National Harbor and expand the space and the support,” highlighting IPAWS PMO’s recent relocation in order to expand its working environment and allow for increased program support. Mr. Witmer also informed us, “We did that by a contract at the end of 2020, so that’s brand new, it’s a new contract and we’re still in the stages of continuing to grow and expand that,” underscoring IPAWS PMO’s intentions to continue to develop and expand support for the IPAWS systems, which the IPAWS Management Support requirement will likely contribute to as the program continues to grow. Therefore, as IPAWS continues to develop and move through transitions, interested vendors should consider highlighting demonstrable experience in supporting programs that recently went through relocation, and moreover should underscore their ability to provide adequate staffing at the new location.

Adaptability in a Fiscally Changing Environment
In AlphaBrook’s further discussion with IPAWS Deputy Director Wade Witmer concerning the current IPAWS support contracts, he explained, “We get bipartisan support out of Congress, so in the last two Defense Authorization bills, Congress had laid in some new requirements,” indicating that the IPAWS program must be highly responsive to Congressional mandates that are reflected through authorized funding. Mr. Witmer emphasized, “I can put in requests for additional funding, but, you know, we’re always working three years ahead from when the funding gets there,” which demonstrates the challenges in receiving funding for additional IPAWS support, and which vendors should be aware will likely affect the IPAWS Management Support requirement. Further on this subject, Mr. Witmer advised AlphaBrook that, “We have money until Christmas [December 2022], so our next shutdown threat is whether they close us at Christmas or not.” Thus, the IPAWS program’s funding is dependent on government appropriations, and, as the government continues to navigate through fiscal constraints, the funding for this requirement will likely reflect congressional decisions moving forward. As such, the IPAWS Management Support effort will likely require the ability to offer effective services in a fiscally uncertain environment as the funding for activities involved in this requirement are dependent on Congressional allocations.

Flexibility Among Changing Priorities in the IPAWS PMO
Continuing our conversation with Mr. Witmer on focus areas within this requirement, he expressed, in regard to the consolidation of the current contracts, that “flexibility,” will be a sought after characteristic in future vendors. Mr. Witmer provided further explanation of the meaning of flexibility within the IPAWS program and detailed, “And really, with the flexibility piece, is being able to shift and adjust to changing priorities. So, if I have a contract resource, then I can maybe more quickly adjust to ideas that Congress imposes upon us.” Mr. Witmer further added that congressionally mandated change to program requirements “has been on a yearly basis the last three years,” further emphasizing the importance of companies supporting the IPAWS program remaining flexible as Congress has consistently imposed new requirements in recent years. Based on the totality of this feedback, IPAWS stakeholders are likely seeking vendors capable of displaying flexibility and efficiency in environments with ever-changing mission priorities, given the constant pace of change in the IPAWS program. 

Technical and Telecommunications Support to the Technical Services Support Facility 
During our investigation of the IPAWS Management Support requirement, we learned from FEMA stakeholders the effort includes “testing activities” in contribution to the IPAWS’ “Test Development Lab.” We discussed the purpose of the lab with IPAWS Deputy Director Wade Witmer, who noted, “Yeah, so actually, our lab is maybe not the right word – we’re actually changing the name of it, we’ve been calling it the IPAWS lab since probably 2012, but we recently retitled the actual place the ‘Technical Services Support Facility.’” Further elaborating on the purpose and work involved in the Technical Services Support Facility, Mr. Witmer shared, “And what we really use that [for], it’s actually a group of people, and we have a couple things there,” regarding which he continued, “One is a 24-hour assistance – there’s about 1,600 different agencies across, and I don’t know if you’ve ever gotten one, I’m sure you have, a wireless emergency alert that’s loud buzzing and jarring on your cell phone? Yeah, so, we’re the gateway. FEMA and IPAWS systems are the gateway into the cellular infrastructure to deliver those [emergency] alerts, to include radio and television [they] also pull alerts from the IPAWS, the Emergency Alert System, and then there’s agencies that can send alerts.” Given that the IPAWS program serves as the platform into the cellular infrastructure for emergency alerts across a vast portion of the country, vendors should emphasize their expertise with telecommunication and technical support in relaying these emergency alerts for different local agencies across the country.

Additional Insights

During our conversation with Contract Specialist and listed point of contact Terry Lawrence, she informed AlphaBrook, “There’s sort of two solicitations going on [right now] and they're both in acquisition planning. So, you may see two similar requirements, one is for PMO Support, and one is just overall Management Support [this contract]. One is a BPA, the other will be a task order.” Seeking further clarification on the differences between these contracts, Ms. Lawrence stated, “The PMO Support work is going to be a task order through GSA HCATS, and will be set-aside for small business, since they [Program] wanted us to have something just for small business. This [Management Support BPA] will be the BPA through GSA MAS.” Given this information, interested vendors should be aware of a similar opportunity being procured through HCaTS for PMO Support, though note that these are two separate opportunities as Ms. Lawrence described.

Read the Full Report

If you would like to learn more about this opportunity and how AlphaBrook can help your team gain a competitive advantage for this upcoming procurement you can access the report here.