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Cooperative Agreement - Incident Command System for Corrections: Preparing for and Responding to Emergencies

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17 Jan 2023

The National Institute of Corrections (NIC) is seeking applications for funding under the Fiscal Year (FY) 2023 for Incident Command System for Corrections (ICSC): Preparing for and Responding to Emergencies. This program furthers NIC’s mission by building the capacity of federal, state, county, local, and tribal correctional agencies to develop, enhance, and expand ICSC efforts in the area of preparing for and responding to emergencies.

Goals

The goal of this program is to begin modernization of NIC’s ICSC curriculum. A modernized ICSC curriculum will aid NIC in its efforts to educate and train federal, state, county, local, and indigenous correctional facilities in the time-proven applications of ICSC, which are part of an institution’s emergency preparedness and emergency response efforts.

Deadline

Applicants must register with Grants.gov prior to submitting an application. NIC encourages applicants to register several weeks before the application submission deadline. In addition, NIC urges applicants to submit applications 72 hours prior to the application due date. All applications are due to be submitted and in receipt of a successful validation message in Grants.gov by 11:59 p.m. eastern time on March 21, 2023

Objectives

Providing participants with publications and an interactive VILT training experience that has practical application to their current and future professional development in the following areas:

  • Tools to aid in preparing for and responding to emergencies.
  • Consistent application of ICSC
  • Updated guides and tools for use by facilities.

Deliverables

In addition to the strategy and content of the overall program design and delivery, the successful applicant must complete the following deliverables during the project period. The program narrative should reflect how the applicant(s) will accomplish activities to meet the required deliverables.

The target audience is federal, state, county, local, and indigenous correctional staff with emergency response duties and/or leadership responsibilities as assigned.

  1. Conduct an initial meeting with the NIC project manager within 30 days of being awarded the cooperative agreement.
  2. Hold a virtual round table with at least six subject matter experts (SMEs), with a minimum of three with prison emergency management experience and a minimum of three with jail emergency management experience. The round table should be of sufficient length to cover all information listed in this cooperative agreement. Those present should also include the awardee’s project manager, curriculum developer, a SME qualified to serve as the technical producer, the NIC project manager, and anyone else the awardee deems necessary in consultation with NIC. The SMEs are to be hired by the awardee with the review and approval of the NIC Program Manager. The round table will be used to discuss and make recommendations after having reviewed “A Guide to Preparing for and Responding to JailEmergencies” (https://s3.amazonaws.com/static.nicic.gov/Public/Emergencies-Guide-Jail.pdf), “A Guide to Preparing for and Responding to Prison Emergencies,” (https://s3.amazonaws.com/static.nicic.gov/Public/Emergencies-Guide-Prison.pdf), and the ICSC Ops Manual 2014 (https://s3.amazonaws.com/static.nicic.gov/Public/ICSC-Ops-Manual-2014.pdf). Attendees will determine which self-audit checklists, in addition to the four new baseline checklists (covering policy, emergency plans, training, and emergency equipment) should be included with the updated publication. A second topic for the round table will be which self-audit checklists will be included in the virtual instructor-led training.
  3. The awardee, and at a minimum the awardee’s curriculum director and project manager, will have a monthly virtual meeting with the NIC project manager to update their progress in completing the requirements of this cooperative agreement. The awardee should plan to use their provided schedule as a guide, which should be outlined in the awardee’s application documents.
  4. The awardee will provide quarterly progress report memos via email to the NIC program manager, demonstrating their adherence to the requirements of this cooperative agreement and as proscribed in their provided schedule, which should be outlined in the awardee’s application documents.
  5. The awardee will be responsible for contracting and compensating all the SMEs, curriculum director, technical producer, etc., used with this cooperative agreement. All staff will need to be accounted for in the application budget, which is fixed, and approved by the NIC project manager.
  6. Review, update, and merge the publications titled, “A Guide to Preparing for and Responding to Prison Emergencies” (https://s3.amazonaws.com/static.nicic.gov/Public/Emergencies-Guide-Prison.pdf) and “A Guide to Preparing for and Responding to Jail Emergencies” (https://s3.amazonaws.com/static.nicic.gov/Public/Emergencies-Guide-Jail.pdf). The new publication will be titled “A Guide to Preparing for and Responding to Emergencies in a Correctional Facility.” All updated or newly produced publications must be produced using the NIC style guide and provided to NIC with sufficient time before the deadline to allow for review and approval by NICs technical writer/editor.
  7. The awardee will generate a virtual instructor-led training program (VILT) based on “A Guide to Preparing for and Responding to Emergencies in a Correctional Facility” and all other curriculum materials recommended by the SME virtual round table and the NIC program manager. The VILT program should be produced using NIC’s Webex as the program’s presentation platform. The VILT is expected to be between four (4) and six (6) modules in length as determined by the virtual SME round table, with approval by the NIC program manager. Each module is approximately one hour in length and will address, at a minimum, the four checklists covering policy, emergency plans, training, and emergency equipment. Additionally, it is expected that the Preparing for and Responding to Emergencies in a Correctional Facility VILT be created at a level that would require students to have completed beginner- and intermediate-level NIC ICSC e-courses as a prerequisite before taking the VILT. The VILT production will include all materials needed to conduct the VILT, including, but not limited to an instructor guide, participant guide, slide shows, and activities. The awardee will be responsible for all aspects of the production of the VILT program and supporting documents.
  8. Develop an instructor guide and a participant guide to support the ICSC Guide to Preparing for and Responding to Emergencies in a Correctional Facility VILT program.
  9. The awardee will be responsible for conducting at least one rehearsal of the VILT program before the VILT pilot.
  10. The awardee will plan and conduct a pilot VILT program with updated and new materials. It is expected that the instructors will be the SMEs used for this cooperative agreement and others if indicated by the awardee in their originally submitted application and approved by the NIC program manager. The awardee will, with the oversight and approval of NICs project manager, solicit, select, plan and conduct the VILT. The students for this pilot VILT should be from both prisons and jails. NIC’s project manager will also have oversight over the date of the training and the students that the awardee selects for the pilot VILT program.
  11. The awardee will give the pilot students and instructors a survey following the VILT program. This survey will be conducted to collect information from the students and instructors regarding their experience with the pilot VILT program. Based on the survey, the awardee will implement any necessary changes to the VILT program or of any the aforementioned program materials as approved by the NIC program manager.
  12. The awardee will provide all produced and/or updated materials, in NIC-approved versions of both Word and PDF formats, to NIC after this cooperative agreement with the understanding that NIC will own all rights to the produced materials. All updated and/or produced publications must be produced using the NIC style guide and provided to NIC, with sufficient time before the deadline to allow for review and approval by NIC’s technical writer/editor.
  13. The awardee will record the pilot VILT program. As part of this requirement, the awardee will edit out sensitive information from the video. Once the video is complete, it will be given to the NIC program manager for approval. NIC will retain the rights to the video for its use in the future.
  14. The NIC Program Manager reserves the right to add a SME from the Federal Bureau of Prisons to the SME virtual round table.

Award Conditions

The successful applicant must:

  1. Articulate a clear understanding of best and promising practices concerning ICSC and its implementation in a correctional setting.
  2. Demonstrate proven experience in virtual curriculum development and expertise in adult learning principles.
  3. Provide a sample of previously developed virtual curriculum (e.g., lesson plan/facilitator and participant guide).
  4. Demonstrate the capacity to provide virtual instructor-led training.
  5. Demonstrate proven experience in developing and conducting course feedback evaluations.
  6. Provide resumes and letters of intent for all subcontractors, partners, and/or subject matter experts needed to fulfill the requirements of all program deliverables.

Applications must include in the Program Narrative and Budget Narrative the incorporation of how products delivered will meet plain language and Section 508 standards.

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