Emergency Preparedness Consultant Request for Proposal

CPCA is soliciting proposals from qualified consulting firms to review/update existing toolkits and present on the topic of Emergency Preparedness to community health centers and aligned stakeholders.

ACTION: We request assistance in identifying consultants that may be qualified to respond to this work. Consultant contact information can be sent to iprado@cpca.org. Please also feel free to forward the RFP below to consultants/partners you may have worked with previously.

Open RFP here!

Proposals from qualified consulting firms can be submitted via the Smartsheet form.

If you have any questions please reach out to Ivan Prado, Program Coordinator of Health Center Operations.

Emergency Preparedness Resources 

Community health centers (CHCs) play a significant role in addressing healthcare needs during and after emergency events. CHCs must be equipped and prepared to effectively respond to emergency events. In November 2016, CMS established the
Emergency Preparedness Requirements (EP Rule) to provide consistent and comprehensive emergency preparedness requirements for Medicare and Medicaid providers, including Federally Qualified Health Centers (FQHCs) and Rural Health Centers (RHCs), with the ultimate goal of increasing patient safety during emergencies. Affected provider types must have met all applicable requirements of the rule by November 16, 2017.      

CPCA has developed templates and educational resources to assist CHCs achieve compliance with the four core elements of the EP Rule:

  1. Risk Assessment and Emergency PlanningDevelop an emergency plan based on a risk assessment and using an "all-hazards" approach, which will provide an integrated system for emergency planning that focuses on capacities and capabilities.
  2. Policies and ProceduresDevelop and implement policies and procedures based on the emergency plan and risk assessment that are reviewed and updated at least annually.
  3. Communication PlanDevelop and maintain an emergency preparedness communication plan that complies with federal, state and local laws.
  4. Training and TestingDevelop and maintain training and testing programs, including initial training in policies and procedures.

Tools & Templates

CMS Emergency Preparedness Rule Compliance Checklist for FQHCs & RHCs  
Kaiser Hazard Vulnerability Analysis (HVA)

Emergency Operations Plan Template

Visit the CPCA Store to order fully printed and bound flip-charts!

Communications Plan Template 

Multi-Year Training & Exercise Plan (MYTEP) Template
Pre- and Post-Training Survey Template 


Trainings & Educational Resources

The Impending Storm: The New CMS Emergency Preparedness Rule
During this one-hour webinar, speakers delve into the testing and training requirement, share best practices FQHCs/RHCs can use in becoming compliant, and equip attendees with useful resources that can be directly applied towards satisfying this portion of the CMS Emergency Preparedness Rule.

CMS Emergency Preparedness Rule: Tips for Successful Implementation
Learn about the steps you can take now to ensure full compliance with the CMS EP Rule to avoid jeopardizing your health center's Medicaid and Medicare benefits. Part 1 highlights the response and continuity of care regulations for CHCs as specified in the CMS Rule. Part 2 focuses on healthcare coalitions and the benefits that can be gleaned from active participation.

CMS Emergency Preparedness Surveyor Training Webcasts
Speakers review the guidance and survey procedures contained in the CMS Emergency Preparedness Basic Surveyor Training, provide recommendations on how to get the most out of the training, and share opportunities for building out the emergency preparedness role at health centers. Click here for Webcast #1 and Webcast #2

Additional Resources on the CMS Rule

ASPR TRACIE Website: contains extensive resources on the CMS Rule for all 17 provider types, including fact sheets, FAQs, templates, training opportunities, etc.

NACHC Webinar on the CMS Emergency Preparedness Rule: provides an overview of the new rule and outlines what health centers need to know in order to be in compliance with the new requirements

CMS Emergency Preparedness Basic Surveyor Training Course: online course to help health and safety and Life Safety Code (LSC) surveyors and reviewers gain proficiency in surveying all affected participating providers and certified suppliers for compliance with their individual emergency preparedness requirements

California Healthcare Coalitions

CHCs do not have to operate in silo in order to meet all requirements of the CMS EP Rule. CHCs are encouraged to establish strong partnerships with their Healthcare Coalitions (HCCs), groups of individual healthcare and response organizations working in a defined geographic location to prepare and respond to disasters and emergencies. HCCs collaborate to ensure members have what they need to respond to emergencies, such as medical equipment and supplies, real-time information, communication systems, and trained healthcare personnel. If you are not already connected to your HCC, now is the time to engage. Click on the links below for contact information for HCCs throughout the state.

California Healthcare Coalitions

CAHF Healthcare Coalition Contact List

California Statewide Medical Health and Exercise Program (SWMHE)

The SWMHE Program consists of objective-driven exercise templates and generic exercise templates to assist jurisdictions, organizations, and facilities participate in the yearly exercise. The program utilizes the Homeland Security Exercise and Evaluation Program (HSEEP) and aligns with Public Health Emergency Preparedness (PHEP)/Hospital Preparedness Program (HPP) grant requirements. The SWMHE Program is customizable to fit the needs of any organization, jurisdiction, or facility. You can change the scenario, exercise date, objectives, or any other details to fit your needs. Visit the SWMHE Website for additional information, templates, resources, and more. 

Emergency Preparedness Resources

CPCA Staff Contact

Amanda Carbajal, Associate Director of Workforce Development & Special Populations
(916) 440-8170