INFORMAL PROCUREMENT ISSUED BY THE CITY OF LOS ANGELES MAYOR’S OFFICE OF HOMELAND SECURITY AND PUBLIC SAFETY
DATE ISSUED:
JANUARY 22, 2015
TITLE:
WEBEOC INCIDENT MANAGEMENT SYSTEM PROJECT
PRELIMINARY SCHEDULE: Informal Procurement Released JANUARY 22, 2015 Proposal Submission Deadline
JANUARY 29, 2015 BEFORE 5:00PM (Pacific Time)
Proposal Delivery Address
Gabriela V. Jasso Contract Specialist
[email protected]
DESCRIPTION The City of Los Angeles, through its Emergency Management Department (EMD), seeks a systems developer to update the Emergency Operations Center (EOC) WebEOC incident management system. The WebEOC provides a common platform for information and resource management at the EOC. The contractor shall be responsible for the following tasks: (1) Conducting a WebEOC system capabilities review, (2) Making board development recommendations based on the system review using best practices experience, and (3) Developing a minimum of six (6) WebEOC Boards.
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PROJECT SCOPE OF WORK A.
Project Overview
In order to enhance the EOC’s electronic incident management system, EMD has identified a multi-phase development schedule to update WebEOC system boards (Boards). Boards are dynamic interactive viewable web system pages that allow for information collection, reporting and storage. The initial phase of the project consists of reviewing the current Boards. Based upon its review, the Contractor shall make recommendations on new Board development, as it is critical to implement best practices for the WebEOC system. The second phase of the project will consist of selecting current Boards for update/development. Ultimately, the Contractor shall recommend two types of Boards: (1) New Board development, and (2) Board updating/development. The following Boards are recommended, but not limited, for review: 1. Daily Use Boards Duty Officer Board Liaison Officer Board Training & Exercise Board 2. EOC Baseline Boards Situational Awareness Board Branch Report Board 3. Department Operations Center (DOC) Boards Once the review has been completed and recommendations made, the EMD Project Manager will determine the Boards to be developed by Contractor. B.
Project Management A Project Manager assigned by the City of Los Angeles Emergency Management Department (EMD) General Manager shall manage this project. The EMD Project Manager (PM) shall provide overall direction of the project, and manage the selected Contractor, project schedule, the implementation of the project and the acceptance of deliverables. If needed, the EMD Project Manager may coordinate communication and meetings between the Contractor and other City representatives who may participate in the planning process as deemed necessary by the EMD PM. City representatives will include, but are not limited to, personnel from the City of Los Angeles Information Technology Agency.
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C.
Information Technology Agency
The EMD Project Manager will work with the City of Los Angeles Information Technology Agency (ITA) WebEOC PM, as assigned by ITA, to ensure the selected Contractor meets all City of Los Angeles IT system requirements.
D.
Project Requirements 1. Initial Project Meeting The selected Contractor shall meet, in person, with the EMD PM and ITA PM within five (5) business days of contract execution. During this meeting, the Contractor and EMD PM shall develop a Project Timeline to ensure the project is completed within 60 business days. 2. Project Schedule Submission Within eight (8) business days of contract execution, the Contractor shall submit a finalized Project Timeline to the EMD PM. 3.
Project Timeline Review and Acceptance Within ten (10) business of contract execution, the EMD PM will review the Project Timeline. The EMD PM with either make changes or accept the Project Timeline.
4. Site Visits Within five (5) business days of approving the Project Timeline, the Contractor shall conduct a minimum of two (2) site visits to the EOC. The site visits shall consist of a WebEOC system review, wherein the Contractor shall gather requirements for Board development and implementation. 5. Reporting Within ten (10) business days of the site visit, the selected Contractor shall develop a system review report (Report). The Report shall include, but not be limited to the following: a. b. c. d.
Baseline processes recommendations, Board development recommendations, WebEOC configuration recommendations, A sustainment plan upon project completion to ensure a smooth transition from the Contractor’s system to the City of Los Angeles ITA,
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e. Technical assessment and recommendations to enhance system infrastructure. 6. Board Submission & Acceptance Within five (5) business days of submitting the Report, the EMD PM and Contractor shall review the Report for changes and/or recommendations. Based on that review the Contractor shall recommend a minimum of twelve (12) Boards for development and the EMD PM shall select a minimum of six (6) Boards for development. 7. Board Development Within thirty (30) business days of accepting the Report, the Contractor shall develop a minimum of six (6) Boards. The Boards shall be completed in three (3) phases, with two (2) Boards completed every ten (10) business days. The EMD & ITA PMs shall review all Boards as they are completed and work with the Contractor to incorporate changes. The Contractor must be available during regular business hours to communicate via telephone or email with the EMD PM concerning Board development. Regular business hours are defined as 8:00 a.m. to 5 p.m., Pacific Time, Monday through Friday (excluding holidays). The Contractor may also be required to perform work on City property, if necessary to the project, as determined by the EMD PM. When Board implementation and customizations are complete, the Contractor shall provide the City assurances that all software is consistent with current City technology operating systems. 8. Closeout Meeting Within five (5) business days of submitting the last Board, the Contractor, the EMD PM and ITA PM, shall meet to review all deliverables and ensure the system updates are fully transitioned to the City.
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QUALIFICATIONS The Contractor must meet the following skills, knowledge and experience:
Visual Studio .NET C# JavaScript HTML XML WebEOC Administrator Mapper Administrator WebFUSION Administrator Windows Server 2012 IIS Administration
Additionally, the Contractor shall have prior experience working with the WebEOC systems. GRANT FUNDED PROJECT This project is funded by the Urban Area Security Initiative (UASI) for the Fiscal Year 2013 (FY13 UASI), which is a federal grant from the U.S. Department of Homeland Security. Thus, the Contractor hereby agrees that it shall comply with the relevant grant rules and regulations. PROJECT BUDGET AND TIMELINE The total budget for this project shall not exceed $75,000.00. The City anticipates that the contract period shall begin on February 1, 2015 and extend through April 30, 2015, for a three (3) month term.
SUMMARY OF TIMELINE Item Description Initial Project meeting 1 2 3 4 5
Project schedule development Project schedule review and acceptance Site visit for system review System review report submission
Timeline Within 5 business days following project execution Within 8 business days following project execution Within 10 business days following project execution Within 5 business days following project schedule review and acceptance Within 10 business days following site visit for system review 5
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System review report acceptance Within 5 business days following system and board selection review report submission 1st set-Board development (1-2) Within 10 business days following board selection 2nd set-Board development (3-4) Within 10 business days following 1st set completion 3rd set-Board development (5-6) Within 10 business days following 2nd set completion Closeout meeting Within 5 days following 3rd set completion
SUBMISSION REQUIREMENTS 1. Resume (4 pages or less) 2. One (1) reference from a previous WebEOC client 3. One (1) website address as a design reference PROPOSAL SUBMISSION DEADLINE & DETAILS Please email the submission requirements to
[email protected] no later than 5:00 P.M. on Thursday, January 29, 2015 (Pacific Time). It is the proposer’s sole responsibility to ensure that all submissions are emailed in a timely manner. The email should be entitled as follows: “INFORMAL PROCUREMENT FOR WEBEOC INCIDENT MANAGEMENT SYSTEM PROJECT” Selected Contractor will be required to comply with City contracting standards and submit all requisite documents upon contract execution. To view the requirements visit www.labavn.org go to “Department Websites”, “Bureau of Contract Administration then “Forms.” Please visit www.labavn.org to register your firm and to complete the necessary forms for replying to this RFP. CONTACT PERSON Questions regarding this procurement shall be directed to Gabriela V. Jasso at
[email protected]
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