[If your Department is intending to procure goods and/or services using federal, state, or special funds, you may need to modify this form. You must make sure that the terms set forth in this agreement are in full compliance with all applicable terms and requirements of the federal, state or special fund (i.e., there are no conflicting city requirements with your funding source, such as, geographical preferences). Your Department is responsible for making the required changes to this form so that their terms are in compliance with the relevant fund requirements.]
City and County of San Francisco
Request for Proposals for
Bay Area Urban Areas Security Initiative (“UASI”) Public Information and Warning Capability Assessment and Strategic Plan.
Date issued: AUGUST 22, 2011
Pre-proposal conference: 10:00_A,M., September 15, 2011
Proposal due: 12:00_P.M., October 7, 2011
Request for Proposals for Bay Area Urban Areas Security Initiative (“UASI”) Public Information and Warning Capability Assessment and Strategic Plan
TABLE OF CONTENTS
Page
I. Introduction and Schedule 1
II. Scope of Work 3
III. Submission Requirements 4
IV. Evaluation and Selection Criteria 6
V. Pre-proposal conference and Contract award 7
VI. Terms and Conditions for Receipt of Proposals 8
VII. Contract Requirements 11
VIII. Protest Procedures 12
Appendices:
A. HRC Attachment 2: Requirements for Architecture, Engineering and separate
Professional Services Contracts, for contacts $29,000 and over document
(separate document). Proposers must submit the following forms:
Form 2A HRC Contract Participation form
Form 2B HRC “Good Faith” Outreach Requirements form
Form 3 HRC Non-discrimination Affidavit
Form 5 HRC Employment form
The following form may be required, depending on the circumstances:
Form 4 Joint Venture Participation Schedule
B. Standard Forms: Listing and Internet addresses of Forms related to B-1
Taxpayer Identification Number and Certification, to Business Tax
Declaration, and to Chapters 12B and 12C, and 14B of the
S.F. Administrative Code.
C. Agreement for Professional Services (form P-500) separate document
P-590 (11-07) i REVISED August 23, 2011
Bay Area Urban Areas Security Initiative (“UASI”) Public Information and Warning Capability Assessment and Strategic Plan
Request for Proposals for
Bay Area Urban Areas Security Initiative (“UASI”) Public Information and Warning Capability Assessment and Strategic Plan.
I. Introduction and Schedule
A. General
In connection with application for and distribution of federal Urban Areas Security Initiative (“UASI”) grant funds, the United States Department of Homeland Security (“DHS”) consolidated the separate San Jose, Oakland, and San Francisco Urban Areas into a combined Bay Area Urban Area (“UASI Region”). The Bay Area UASI Region includes three major cities, ten counties, over 100 incorporated cities, a number of special districts and transportation agencies, and several airports. The UASI region consists of the counties of Alameda, Santa Clara, Santa Cruz, San Mateo, San Francisco, Marin, Sonoma, Napa, Solano, and Contra Costa; and the three core cities of San Francisco, Oakland, and San Jose. The Counties of Monterey and San Benito are collaborative partners for planning purposes.
The City and County of San Francisco (“San Francisco” or the “City”), the City of Oakland, the City of San Jose, Alameda County and Santa Clara County have established the Bay Area UASI Region Approval Authority (“Approval Authority”) as the Urban Area Working Group for the UASI Region, to provide overall governance of the homeland security program across the UASI Region, to coordinate development and implementation of all UASI, DHS Program initiatives, and to ensure compliance with all UASI Program requirements. The Approval Authority is supported by the Bay Area UASI General Manager, who is responsible for implementing and managing the policy and program decisions of the Approval Authority, directing the work of the UASI Management Team personnel, and performing other duties as determined and directed by the Approval Authority.
2. Role of San Francisco
San Francisco has been designated as the grantee for UASI funds granted by the DHS through the California Emergency Management Agency (CalEMA) to the UASI Region, with responsibility to establish procedures and execute agreements as directed by the Approval Authority. In addition, San Francisco has been designated to serve as the Fiscal Agent for the Approval Authority, and to establish procedures and provide all financial services for distribution of UASI grant funds within the Bay Area UASI Region.
As fiscal agent for the Approval Authority, San Francisco seeks proposals for:
1. Completion of a multi-discipline, multi-hazard capabilities assessment, evaluation and gap analysis of the UASI Region’s Public Information and Warning capabilities and systems as it pertains to terrorism and other all-hazards responses, with an emphasis on access and functional needs populations.
2. For the purposes of this RFP, we will use the following description of “access and functional needs”:
Before, during and after an incident members of this population may have additional needs in one or more of the following functional areas: maintaining independence, communication, transportation, supervision, and medical care. Individuals in need of additional response assistance may include those:
– who have disabilities
– who live in institutionalized settings
– who are elderly
– who are from diverse cultures
– who have limited English proficiency or who are non-English speaking
– who are children
– who are transportation disadvantaged
3. Completion of a discipline specific gap analysis of the various programs that make up Public Information and Warning response resources in the UASI Region with a focus on equipment needs, training needs, staffing needs and technological solutions and advancements.
- Developing a five-year Public Information and Warning strategic plan that is inclusive of a sustainability component, based upon the completion of the capabilities assessment and gap analysis in objectives 1 and 2 above. The plan will address development of Public Information and Warning capabilities applicable to the 12 Bay Area Counties, and focus the first phase of implementation on access and functional needs populations.
- Developing messaging, response and performance standards based on local, State and Federal models/guidelines, with an emphasis on access and functional needs populations.
- Developing policies and protocols for use of appropriate general and specific messaging to effectively communicate with first responders/providers and the public, with an emphasis on access and functional needs community members.
B. Schedule
The anticipated schedule for selecting a consultant is:
Proposal Phase Date
RFP is issued by the City ___August 22, 2011___
Pre-proposal conference __September 15, 2011__
Deadline for submission of written questions
or requests for clarification __September 21, 2011___
Proposals due __October 7, 2011___
Oral interview with firms selected for
further consideration _ October 12, 2011____
II. Scope of Work
The Scope of Work is to be used as a general guide and is not intended to be a complete list of all work necessary to complete the project. It is anticipated that this project will require a significant investment of personnel and resources. The expectation of the Approval Authority and City is that the contractor will hold stakeholder and working group meetings as necessary to ensure that the final strategic plan represents broad-based stakeholder and working group input. A review of published reports, such as those prepared by State and Federal agencies relative to Public Information and Warning and access and functional needs populations, as well as documents prepared specifically for the Approval Authority, the City, or the UASI region, should be utilized for strategic plan guidance.
All plans, SOPs, guidance and training proposed shall conform and be consistent with the California Standardized Emergency Management System (SEMS), the National Incident Management System (NIMS), and the National Response Plan (NRP).
The itemized list below represents those tasks identified as minimally required to meet the objectives set forth in this Request for Proposals (RFP). Proposers may include a modified scope of work provided the proposer clearly identifies how the modified scope of work will meet or exceed the objectives of this RFP. Failure to do so may, at the sole discretion of the City, result in the proposal being considered non-responsive and excluded from the selection process.
- Identify standards and establish benchmarks for multi-discipline, multi-hazard Public Information and Warning utilizing a variety of delivery methods.
- Perform analysis of current Public Information and Warning capabilities within the 12 Bay Area UASI Counties and complete a needs assessment utilizing identified benchmarks.
- Review plans and annexes produced by regional, State, and Federal entities identifying similarities, best practices and standards for Public Information and Warning to include connectivity and interoperability with existing communications systems (common operating platform).
- As needed, organize meetings with stakeholders, subject matter experts and working group members to assess current practices, memorandums of understanding, communication protocols, tools, and overall Public Information and Warning planning, and provide recommendations for messaging, response and performance standards with an emphasis on access and functional needs populations.
- Perform a cost analysis of the strategic plan; identifying which projects and programs will likely be grant eligible and which will require general funding. The cost analysis will include overall costs by year and by project or program.
- Prioritize projects based on overall value to regional Public Information and Warning capabilities.
- Develop protocols and scripted text for PIO/Risk Communication Messaging for a variety emergencies and events including those related to the Regional Emergency Coordination Plan (RECP) and its associated Subsidiary Plans and Annexes.
- Assess and develop regional Memorandum of Understanding templates that encompass the use of Alerting and Warning resources across jurisdictional lines.
- Circulate draft document(s) and receive comments.
- Release findings and assessments for comment.
- Incorporate comments into final report.
- Present findings and final report to the UASI Approval Authority, Advisory Committee and Management Team.
III. Submission Requirements
A. Time and Place for Submission of Proposals
Proposals must be received by 12:00 P.M., on October 7, 2011. Postmarks will not be considered in judging the timeliness of submissions. Proposals may be delivered in person and left with or mailed to:
Heather Tannehill-Plamondon, UASI Program Manager
Bay Area UASI
10 Lombard Street, Suite 410
San Francisco, CA 94111
Proposers shall submit 10 copies of the proposal and two copies, separately bound, of required HRC Forms in a sealed envelope clearly marked Public Information and Warning Capability Assessment and Strategic Plan to the above location. Proposals that are submitted by fax will not be accepted. Late submissions will not be considered.
B. Format
The department will place proposals in three-ring binders for the review panel. Please use three-hole recycled paper, print double-sided to the maximum extent practical, and bind the proposal with a binder clip, rubber band, or submit it in a three-ring binder. Please do not bind your proposal with a spiral binding, glued binding, or anything similar. You may use tabs or other separators within the document.
For word processing documents, the department prefers that text be unjustified (i.e., with a ragged-right margin) and use a serif font (e.g., Times Roman, and not Arial), and that pages have margins of at least 1” on all sides (excluding headers and footers).
If your response is lengthy, please include a Table of Contents.
You must also submit an electronic version of the proposal.
C. Content
Firms interested in responding to this RFP must submit the following information, in the order specified below:
1. Introduction and Executive Summary (up to 3 pages)
Submit a letter of introduction and executive summary of the proposal. The letter must be signed by a person authorized by your firm to obligate your firm to perform the commitments contained in the proposal. Submission of the letter will constitute a representation by your firm that your firm is willing and able to perform the commitments contained in the proposal.
2. Project Approach (up to 5 pages)
Describe the services and activities that your firm proposes to provide to the City. Include the following information:
a. Overall scope of work tasks; and
b. Schedule and ability to complete the project within the City’s required time frame; and
c. Assignment of work within your firm’s work team.
3. Firm Qualifications (up to 5 pages)
Provide information on your firm’s background and qualifications which addresses the following:
a. Name, address, and telephone number of a contact person; and
b. A brief description of your firm, as well as how any joint venture or association would be structured; and
c. A description of not more than four projects similar in size and scope prepared by your firm including client, reference and telephone numbers, staff members who worked on each project, budget, schedule and project summary. Descriptions should be limited to one page for each project. If joint consultants or subconsultants are proposed provide the above information for each.
4. Team Qualifications (up to 10 pages)
a. Provide a list identifying: (1) each key person on the project team, (2) the project manager, (3) the role each will play in the project, and (4) a written assurance that the key individuals listed and identified will be performing the work and will not be substituted with other personnel or reassigned to another project without the City’s prior approval.
b. Provide a description of the experience and qualifications of the project team members, including brief resumes if necessary.
5. References (up to 10 pages)
Provide references for the lead consulting firm, lead project manager, and all subconsultants, including the name, address and telephone number of at least 3 but no more than 5 recent clients (preferably other public agencies).
6. Fee Proposal
The City intends to award this contract to the firm that it considers will provide the best overall program services. The City reserves the right to accept other than the lowest priced offer and to reject any proposals that are not responsive to this request.
Please provide a fee proposal in a sealed envelope that includes the following:
Total fee for each of the items identified in the Scope of Work with a not-to-exceed figure.
Hourly rates for all team members. Hourly rates and itemized costs may be used to negotiate changes in the Scope of Work if necessary.
IV. Evaluation and Selection Criteria
Minimum Qualifications A proposer must meet the following minimum qualifications by the deadline for submittal of proposals: