request for proposals background - southeast...

REQUEST FOR PROPOSALS Southeast Minnesota Region 1 Homeland Security and Emergency Management Joint Powers Board (herein referred to as, “Region 1 JPB”) is accepting proposals for a contractor to perform work related to regional homeland security and emergency management planning projects. Emergency management directors in SE Minnesota are seeking to continue planning initiatives in order to improve response to, and recovery from disasters with an emphasis on terrorism-related hazards. Regional planning projects will ensure all jurisdictions are similarly prepared to allow synergy of support in event of disasters impacting member jurisdictions.

Background The Minnesota Joint Powers Act provides authority for governmental units to cooperate with each other for joint services, purchase and use of equipment, receiving and disbursing funds, and hiring employees or contractors for projects. The State of Minnesota is divided into six regions by the Minnesota Department of Public Safety, Homeland Security and Emergency Management Division. Region 1 encompasses southeast Minnesota, and includes sixteen counties, Prairie Island Indian Community, and Rochester, a City of First Class. Together, these governmental units formed a joint entity known as Southeast Minnesota Region 1 Homeland Security and Emergency Management Joint Powers Board (Region 1 JPB). Each jurisdiction selects a representative for the purpose of jointly preparing for disasters and significant emergencies resulting from hazards, including terrorism. Region 1 JPB funds initiative through dues, grants, and other funds. Funding for regional planning projects is provided by State Homeland Security Program (SHSP) grant program. Funding for 2018 has been allocated by State of Minnesota HSEM.

Scope of Work It is the mission of Southeast Minnesota Region 1 Homeland Security and Emergency Management Joint Powers Board to assist each member with planning, training, exercises, and resources, to provide prevention, protection, response, mitigation, and recovery to people in Southeast Minnesota, particularly in event of potential terrorist threats. Regional planning projects for 2018 are selected to assist membership in improving services in:

1. Communication – organization of resources, and continued communication on projects and issues related to regional planning projects

2. Continuity of Operations – creating the capability for emergency managers to develop continuity of operations plans for governmental units

3. SARA Title III – create consistent guidance for member jurisdictions to plan for hazardous materials incidents, especially from terrorism-related hazards

4. Search and Rescue – create templates, supporting documents, and identify resources for successful management of incident involving extensive search and rescue response, especially from terrorism-related hazards

5. EOC (ICS) Roles and Responsibilities – provide member jurisdictions with training and guidelines for personnel to perform EOC duties using NIMS/ICS job roles and responsibilities

6. EOC Operations – create consistent workflow operations for seamless emergency operations center management

Performance Specifications

1. Communication 1.1. Keep board members informed 1.2. Participate in meetings to develop background and knowledge of emergency initiatives 1.3. Verify inventory of all regional equipment and inform Region 1 JPB membership of status 1.4. Update/coordinate training and exercise documents to fulfill grant reporting requirements 1.5. Manage operations for Resource Management Systems to keep Region 1 JPB membership

informed of disaster resources 1.6. Update strategic plan and 2017 SHSP work plan 1.7. Coordinate and communicate development of regional response teams 1.8. Special projects – assist with emerging initiatives Outcomes: The contractor will develop an understanding of local emergency management initiatives and issues, assess and monitor resources, complete grant reports, and keep membership informed monthly on progress of projects Examples of Deliverables: Present reports, facilitate strategic planning committee meetings and produce plans for review and approval, coordinate the resource management system, create monthly newsletter, develop dashboards for status reports, develop annual report for the Region 1 board, verify regional equipment of inventory and location, update the inventory list, create and update any equipment policies, conduct trainings for the regional response teams, and update the SOG's and team policies. Approximate Budget: $19,600.00

2. Continuity of Operations.

2.1. Create a continuity of operations plan (COOP) standard operating guidelines and supporting documents

2.2. Create a training plan for COOP 2.3. Develop a project implementation plan for jurisdiction rollout of COOP Outcomes: Assist emergency managers in creating a project plan for COOP, and provide training for how to develop, launch, and perform COOP training – including identification of elements necessary for a compliant COOP. Examples of Deliverables: Create standard operating guidelines and worksheets, create train the trainer workshop, Identify training matrix, create a COOP implementation template and facilitate workshop on how to use template. Approximate Budget: $16,600

3. SARA Title III.

3.1. Create and facilitate a SARA Title III committee and workshop for emergency managers 3.2. Assist each jurisdiction with understanding of response and recovery to an incident

involving a facility, especially as relates to potential acts of terrorism Outcomes: Assist emergency managers to create consistent planning elements for emergency operations plans, including identification of supporting documents.

Examples of Deliverables: Conduct committee meetings and research of SARA Title III, Create and facilitate workshop for SARA Title III Approximate Budget: $3,662.50

4. Search and Rescue. 4.1. Create a standard operating guideline which identifies and organizes the resources

available to address and support search and rescue needs before and after a terrorism event 4.2. Identify the responsibility of organizations who will be providing search and rescue in

event of a terrorism or disastrous incident, such as building collapse Outcomes: Assist emergency managers in developing effective response plans for search and rescue operations Examples of Deliverables: Create a train the trainer workshop, Facilitate train the trainer workshop, Create Standard operating guidelines Approximate Budget: $10,000.00

5. EOC (ICS) Roles and Responsibilities. 5.1. Coordinate ICS position specific courses to provide training for our regional jurisdictions

and regional response teams 5.2. Design an overview course/workshop of position specific duties for an EOC throughout the

region Outcomes: Create training and guidelines for personnel to perform EOC duties using NIMS/ICS functions Examples of Deliverables: create tabletop/workshop exercises, facilitate tabletop/workshops in the region, and create after action reports/IP for each exercise. Approximate Budget: $14,000.00

6. EOC Operations. 6.1. Coordinate and conduct EOC trainings for members 6.2. Conduct up to 4 of these EOC exercises throughout the region using a scenario related to

acts of terror Outcomes: Assist emergency managers in developing workflow operations for EOC management in order to create consistent operations for regional team assistance Examples of Deliverables: Create Tabletop/functional Exercise, Facilitate tabletop/functional exercises up to 4 in region, Create after action reports/IP for each exercise, Coordinate EOC training from TEEX through HSEM. Approximate Budget: $17,100.00

Period & Place of Performance Period of Performance: The contract will begin at the time of execution, which is projected to be January 1, 2018, and will terminate December 31, 2018 or as funds are exhausted. Place of Performance: Work will be performed within the region of southeast Minnesota. Due to the need to work closely with Region 1 JPB membership, personal attendance at planning

meetings, regular business meetings, and other meetings to gather background and assist membership with implementation is essential.

Contract Parameters

Billing and Payment

Billings will be no later than the 20th of each month, with invoice to be received by the 25th of each month. Invoice will be reviewed by Region 1 JPB executive committee, and approved by full board on the first Friday of each month. Payment will be processed to be received by the 2nd Friday of each month. Ownership Any documentation, forms, programs and the like created by the Contractor with regard to his or her work with Region 1 JPB shall be the property of Region 1 JPB. Insurance Upon contract award, grantee must provide Certificate of Insurance (minimum limits listed in Appendix B).

Proposal for Services Total bid for all projects must not exceed $80,962.50. For the 2017 SHSP grant application, Region 1 JPB was required to submit a projected cost for achieving each goal, or sub-project. The amount of each sub-project can be adjusted to meet the winning contractor’s proposal. The total of all sub-projects must not exceed the grant award of $80,962.50. The proposal must include an outline of estimated costs related to each sub-project and outcome listed within this proposal. Additional information may be requested to justify proposed allocation. Contractor will develop a timeline (Gantt chart or similar) to ensure completion of the project as required by grant constraints. Your requests for payment will be processed through the fiscal agent and the Region 1 JPB executive committee will determine completion to the board’s standards. Proposals will be received until 12 Noon on December 7, 2017. All proposals will be reviewed by Region 1 JPB for completeness and qualifications and a contractor will selected on or before December 11, 2017. The Chair and Vice-Chair will work with the contractor to clarify expectations for proposal development. To be considered, each proposal must contain the following information:

• Letter of introduction, including background on contracting agency or business • Name and resume of prospective employees to be utilized by contractor • Project matrix or similar document outlining:

o Name of sub-project o Outcome of sub-project

o Costs of each sub-project o Contractors approach to achieving desired outcome o List of deliverables to be provided to receive payment for services o Proposed budget allocation for sub-project

Qualifications Employees performing work for the contractor must possess a Bachelor’s Degree in Emergency Management, Planning, Public Administration or related field and one year of experience in a related field, or an equivalent combination of relevant education and experience. Employees performing work for the contractor must provide own transportation, and pass a criminal history and background check as required by the State of Minnesota HSEM and Region 1 JPB. Employees performing work for the contractor are preferred to possess State of Minnesota Certification as an Emergency Manager, current Certified Emergency Manager (CEM) credentials, or equivalent emergency management certification.

Selection Process All proposals will be reviewed by the Southeast Minnesota Region 1 Homeland Security and Emergency Management (Region 1 JPB) executive committee for completeness and qualifications using a best value process:

Best Value Selection Criteria Clarity of proposal Innovative methods to achieve objectives Confidence in ability to perform deliverables Review of costs Qualifications

A selection will be made on or before December 11, 2017. A contract will be executed prior to January 1, 2018

Rejection of Proposals

Region 1 JPB reserves the right to reject any and all proposals, modify the requirements, terms and conditions without notice and award the work based upon their understanding of the best interests of Region 1 JPB. All submitted proposals are the property of Region 1 JPB and will not be returned.

Modifications / Addendums / Questions

Any modifications, addendums, responses to questions or withdrawal of the RFP shall be provided by e-mail to entities submitting proposals during the recruitment process. All submissions will receive written notification when a selection is made.

How to Submit Proposals Please submit written proposals by email or US Mail to: Ken Jones City of Rochester Emergency Management Director Region 1 JPB Chairperson 201 4th St SE City Hall Room 10 Rochester, MN 55904 Office: (507) 328-2824 Email: kjones@rochestermn.gov (QUESTIONS? Call or email, and allow 24 hours for response to all questions)

APPENDIX A

1. Upon fully executed contract agreement, the Region 1 JPB executive committee, or representative members, will meet with said contractor to set up a timeline of events for completion of project.

2. Upon completion of the review of the requested duties, outcomes, updates and changes will be presented to the Region 1 JPB for review and approval.

3. The Chair or Vice Chair and the contractor will meet weekly, or as needed, to review timelines and work to ensure monthly progress, and completion of work by contract end date.

APPENDIX B

CHECKLIST OF RECOMMENDED COVERAGE FOR INDEPENDENT CONTRACTORS The contractor’s insurance shall be primary for all claims related to their contractual obligations. Certificate of Insurance: Contractor should furnish an original Certificate of Insurance as evidence of required coverage to the appropriate Member representative before work commences. A person authorized by the insurer to bind coverage should sign the Certificate. The Certificate should include a minimum 60-day written notice of intent to cancel, suspend or reduce coverage. The Certificate should identify the Member as an Additional Insured for relevant coverage, except workers’ compensation. Insurance shall be placed with insurers with a current A.M. Best rating of no less than A:VII. Commercial General Liability Coverage:

The minimum limits of liability should be: $2,000,000 Aggregate $2,000,000 Products and Completed Operations Aggregate $1,000,000 Personal Injury & Advertising Injury $1,000,000 Each Occurrence $ 100,000 Fire Damage Limit $ 5,000 Medical Expense

The policy should be written on an occurrence basis, not a claims-made basis. Auto Liability Coverage:

The minimum limits of liability should be: Bodily Injury: $1,000,000 per person/$1,000,000 per occurrence Property

Damage: $1,000,000 each occurrence, OR

A Combined Single Limit: $1,000,000 per occurrence

Auto coverage should include: Any Auto, including Hired and Non-Owned

Note: Auto coverage should be waived only when the contractor’s work under the contract clearly does not involve the use of an automobile. Professional Liability Coverage: Professional liability should be required for individuals who perform professional or semi-professional services. Some examples of professionals who should obtain this type of coverage includes, but is not limited to, individuals who perform nursing services, psychologists, emergency medical technicians, and paramedics.

Minimum limits of liability should be:

$1,000,000 per Wrongful Act or Occurrence $2,000,000 Annual Aggregate Umbrella Liability Coverage: An umbrella liability policy may be used in conjunction with primary coverage limits to meet the minimum limit requirements for each coverage.

The Member should be listed as an Additional Insured. Workers’ Compensation and Employer’s Liability Coverage:

Workers’ Compensation limits are to be statutory per applicable state and federal laws. Employer’s Liability Coverage: Minimum Limits of: Bodily Injury by Accident:$100,000 each accident Bodily

Injury by Disease: $100,000 each employee Bodily Injury by

Disease: $500,000 policy limit

Hold Harmless and Indemnification Agreement: A hold harmless and indemnification provision favorable to the Member should be included in the contract. Following is sample language which will need to be modified or tailored to fit each individual situation: The vendor agrees to defend, indemnify, and hold (Member name), its employees and officials harmless from any claims, demands, actions or causes of action, including reasonable attorney’s fees and expenses arising out of any act or omission on the part of the vendor, or its subcontractors, partners or independent contractors or any of their agents or employees in the performance of or with relation to any of the work or services to be performed or furnished by the vendor or the subcontractors, partners, or independent contractors or any of their agents or employees under the agreement.