INFORMAL PROCUREMENT ISSUED BY THE CITY OF LOS ANGELES MAYOR’S OFFICE OF HOMELAND SECURITY AND PUBLIC SAFETY
DATE ISSUED:
SEPTEMBER 30, 2013
PROPOSALS DUE:
3:00 PM PST OCTOBER 11, 2013
TITLE:
Regional Disaster Housing Workshop Exercise
DESCRIPTION:
The City of Los Angeles (the “City”) is seeking a Contractor (“Contractor” or “Selected Contractor”) to assist the Los Angeles Housing and Community Investment Department (“HCIDLA”) in developing, conducting, facilitating, and evaluating a one-day Disaster Housing Workshop Exercise in the Los Angeles area. Workshop participants will utilize disaster housing research reports and guidance, previously developed by HCIDLA, to discuss topics including, but not limited to, short-term and permanent housing solutions after a disaster, housing recovery funding/financing and safety assessments/inspections of potentially damaged residential properties. The Workshop is for public and private sector entities involved in housing and emergency management work from the Los Angeles/Long Beach/Riverside (“LA/LB/R”) region and may include state and may also include federal housing and emergency management agencies.
ADMINISTRATIVE ENTITY: The Office of the Mayor, through its office of Homeland Security and Public Safety, administers the Regional Catastrophic Preparedness Grant Program (“RCPGP”) for the City of Los Angeles and serves as the administrative entity for this informal procurement. The source of funds for this project is from the Fiscal Year 2011 Regional Catastrophic Grant Planning Grant Program (“RCPGP 11”). The RCPGP originates from the United States Department of Homeland Security (DHS), which awards funding to select regions for emergency planning projects. The goal of this program is to allow jurisdictions to determine how to improve their security and resilience fix shortcomings in existing plans; build regional planning processes and planning communities; and, link operational needs identified in plans to resource allocation, including homeland security grant programs. The Office of the Mayor, Homeland Security and Public Safety Department has been authorized to release this informal procurement (C.F. #121252, 10/23/12);
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The HCIDLA, working in coordination with the Office of the Mayor, is responsible for all day-to-day coordination of this project. For more information on the City of Los Angeles, visit www.lacity.org. BACKGROUND:
The RCPGP initiative was provided in response to the direction by Congress to develop “all-hazard regional catastrophic event plans and preparedness” for the highest risk urban areas and surrounding regions, where it will have the most significant effect on our collective security and resilience. RCPGP 11 is focused on demonstrating the progress made and completing efforts initiated over the previous three grant cycles (FY ‘07/’08, FY ’09, and FY ’10) through the development and implementation of exercises that evaluate the plans and capabilities developed. During the two previous RCPGP grant cycles, HCIDLA developed a Disaster Housing Planning Guide with Template; a series of research reports on key disaster housing topics; and software for a Safety Assessment Module (SAM) to inspect potentially damaged structures post-disaster. The City now wishes to design and conduct a Regional Disaster Housing Workshop Exercise using the tools developed in the previous RCPGP grant years. The Workshop’s specific objectives are to identify approaches to short-term housing, permanent housing replacement, housing recovery funding/financing, and safety assessments/inspections that may work within the five-county (Los Angeles, Orange, Riverside, San Bernardino, Ventura) RCPGP region. Workshop participants will generate proposed processes, coordination points and responsibilities specific to the region and list and discuss barriers related to these disaster housing topics. Relevant disaster housing ‘lessons learned’ from Superstorm Sandy and other recent disasters in the United States will be shared. Representatives from public, non-profit and private sector organizations, at the local, state and federal level involved in the housing industry and emergency management will be invited to participate in the Workshop. The Selected Contractor shall assist in the development of the Workshop to ensure that the design, objectives and outcomes comply with Homeland Security Exercise and Evaluation Program (HSEEP) requirements and guidance. The Selected
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Contractor shall share knowledge about disaster housing ‘lessons learned’ from Superstorm Sandy and/or other recent disasters in the United States that are relevant to the Los Angeles/Long Beach/Riverside RCPGP region. The Selected Contractor shall facilitate and evaluate the Workshop and write an After Action Report (AAR). SCOPE OF WORK:
Workshop Design and Development Utilizing the Disaster Housing Planning Guide with Template and research reports completed in previous RCPGP grant cycles and the April, 2013 HSEEP guidance, HCIDLA has begun designing a one-day discussion-based Regional Disaster Housing Workshop Exercise. HCIDLA is also identifying and contacting local, state and federal Workshop participants. Potential Workshop participants are drawn from public and private sector organizations specializing in housing industry and emergency management, including, but not limited, to: local housing authorities, housing and community development departments, planning departments, building and safety departments, emergency management departments, housing developers, management companies, residential property insurance companies, apartment owners associations, the California Department of Housing and Community Development (HCD), the California Emergency Management Agency (CalEMA), the Federal Emergency Management Agency (FEMA), the U.S. Department of Housing and Urban Development (HUD) and the U.S. Army Corp. of Engineers. Upon Notice to Proceed, the HCIDLA Project Manager will provide the Selected Contractor with drafts of the Workshop design. The Workshop Design will include: 1) presentation structure for the day of the Workshop; 2) an Exercise Situation Manual required by HSEEP guidelines that provides participants their roles in the exercise; 3) a PowerPoint presentation which includes the Workshop agenda and purpose; 4) a Facilitator Guide; and 5) Participant Feedback Form. The Selected Contractor shall review the Workshop design drafts, propose and make improvements, add HSEEP-compliant objectives, milestones, measurable outcomes and evaluation requirements that enable the identification, analysis and evaluation of strengths and areas for improvement. Exercise objectives shall follow SMART (Specific, Measurable, Achievable, Relevant and Time-bound) guidelines found in the HSEEP guidance. The Selected Contractor shall edit and improve all documentation to be used by workshop participants and facilitators The Selected
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Contractor shall also incorporate lessons learned from recent disasters relevant to disaster housing into the Workshop design. The Selected Contractor shall deliver edited drafts of each Workshop document, draft agenda and sign-in sheet to the HCIDLA Project Manager within 20 working days of the Notice to Proceed. The HCIDLA Project Manager will respond the submitted drafts with edits, comments and questions on each document within 5 working days of receipt. The Selected Contractor shall address all questions and comments and submit final revised versions to the HCIDLA Project Manager of each document within the following 10 working days. The HCIDLA Project Manager will provide final approval of all documents within 5 working days. Upon final approval, the Selected Contractor shall provide hard copies of the Situation Manual, Power Point presentation, Feedback form and agenda to all workshop participants, as well as copies of the Facilitator Guide to the facilitators. The Selected Contractor shall have all documents available at the Workshop Exercise. Workshop Exercise The HCIDLA Project Team will tentatively schedule the Workshop for January 15, secure the location and send invitations to potential participants. The Selected Contractor shall provide sign-in sheets, a laptop computer or similar device with the Workshop PowerPoint presentation pre-loaded for projection and hard copy print outs of Workshop documentation as outlined above. The Selected Contractor shall assist in conducting and facilitating the workshop and provide staff to record all Workshop and break-out session discussion and activity throughout the day. The Workshop shall begin with an introductory overview of the Disaster Housing Project and describe Workshop objectives. Relevant lessons learned from Superstorm Sandy and/or other recent disasters shall be briefly presented by the Selected Contractor to inform the discussions. The Selected Contractor shall provide, at minimum, one facilitator to conduct this morning presentation. The Workshop shall include two concurrent morning and two concurrent afternoon break-out groups to discuss short-term housing, permanent housing, housing recovery funding/ financing and safety assessment/inspection topics. The
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Workshop shall conclude with a one-hour “hotwash”/debrief for all participants to highlight key items identified and discussed throughout the day. The Contractor shall provide, at minimum, one facilitator to conduct the initial presentation/introduction and to guide the post-workshop ‘hotwash’/debriefing. The Selected Contractor shall also provide a facilitator for at least two of the break-out sessions – one in the morning, one in the afternoon. Facilitators must field questions related to the Disaster Housing Project and the HSEEP guidance and stimulate discussion among participants on key Workshop topics. It is acceptable for the Selected Contractor to provide one facilitator to conduct all of these duties as they will not overlap in time. The Selected Contractor shall provide a minimum of two (2) staff members to record detailed notes about the Workshop at large, including the morning introduction, concurrent morning breakout sessions, concurrent afternoon breakout sessions and the afternoon debrief. The notes must be thorough and complete, capturing all session discussions, including those that may identify strengths and issues requiring improvement within the documents used and potential disaster housing solutions discussed throughout the workshop, including unresolved issues in the RCPGP region or state and national levels. Evaluation and Improvement Planning The Selected Contractor shall provide copies of all Workshop notes to the HCIDLA Project Manager electronically in Microsoft Word format within five (5) working days of the Workshop. Through phone conversations and email communication, the HCIDLA Project team and the Selected Contractor shall discuss and evaluate the notes. The HCIDLA Project Manager shall approve notes within five (5) working days of receipt. The Selected Contractor shall analyze all notes, including strengths and weaknesses identified, and compare them against Workshop objectives. The Selected Contractor shall draft an After Action Report evaluating the strengths and areas for improvement on the documents and discussions which must include a Corrective Action Plan as determined by the HCIDLA Project Manager.
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The draft After Action Report must include an Improvement Plan which lists corrective actions as concrete, actionable steps intended to resolve shortcomings identified in the Workshop. The HCIDLA Project Manager will provide edits, comments and questions on the draft through phone calls and emails. The Selected Contractor shall address the HCIDLA feedback and submit a final After Action Report within 6 working days of HCDLA draft approval. EXPERTISE:
The Selected Contractor must have experience with the Incident Command System (ICS) emergency response operations, Emergency Operations Center (EOC) operations, National Incident Management System (NIMS), Standardized Emergency Management System (SEMS), the National Response Framework (NRF) and the National Disaster Recovery Framework (NDRF). The Selected Contractor must have extensive knowledge of the Homeland Security Exercise and Evaluation Program (HSEEP), including requirements for discussion-based exercises. The Contractor must have previously developed a variety of HSEEP compliant exercises, including workshops and tabletop events that were utilized by one or more local, state or federal agencies. The Selected Contractor must have experience working with RCPGP or similar projects. The Selected Contractor must be familiar with the real and potential threats specific to the City of Los Angeles and the Southern California region, including potential impacts on its residential infrastructure. The Selected Contractor must understand City of Los Angeles and Southern California departmental and political structures used for emergency and crisis management. The Selected Contractor must be familiar with programs offered by various government housing agencies in Southern California including State and Federal funding, such as Section 8 Housing Choice Vouchers, Public Housing, HOME Investment Partnerships (HOME) and Community Development Block Grant (CDBG).
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The Selected Contractor must be familiar with disaster housing lessons learned from Superstorm Sandy and similar recent disasters, as well as innovative problem-solving that has occurred to address the challenges posed by those disasters.
ELIGIBILITY:
Proposals will be accepted only from Proposers that meet all of the following requirements: 1. Must be in good standing with the Secretary of State of California, if a Corporation or Limited Liability Company. 2. The Proposer must have a license to do business in the City of Los Angeles. 3. The Proposer has not been debarred by the Federal Government, State of California, or local government. 4. If the Proposer has contracted with the State of California or the City of Los Angeles, it must not have an outstanding debt which has not been repaid or for which a repayment agreement plan has not been implemented. If it has contracted with any City agency, it must not have an outstanding disallowed cost or other liability to the City. 5. Financial stability and ongoing ability to provide the services proposed. 6. Availability of adequate staffing, including support and backup staff, meeting the required experience and technical capability outlined in the “Expertise” section of this Informal Procurement document. 7. Ability to work independently and efficiently with a very rigorous timeline. 8. The Proposer must demonstrate an understanding of DHS National All Hazards Planning Scenarios, the National Infrastructure Protection Plan (NIPP), NIMS, SEMS, NRF, the 2011 NDRF, and Presidential Policy Directive – 8 (PPD8).
FUNDING:
The source of funds for this project is the Regional Catastrophic Preparedness Grant Program for fiscal year 2011 (“RCPGP11”) with an ending date of March 28, 2014. Funding for all periods of this Informal Procurement and subsequent contract is subject
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to City of Los Angeles Council approval and the continuing availability of federal funds. BUDGET:
The budget for this contract shall not exceed $44,000. The Agreement with the Selected Contractor shall be on a fixedprice contract basis.
TERM:
The term of this contract is approximately 120 days.
SUBMISSION REQUIREMENTS:
The following must be included in proposal submissions: 1. Listing of projects and exercises designed, coordinated, and/or conducted similar to the project required in this Scope of Work. 2. Executive summary, legal business status, address, telephone number, fax number and email address. 3. Description of Proposer’s demonstrated capability to complete projects such as those detailed in this Scope of Work. 4. The team size with which the Proposer has worked previously and an explanation of his/her roles and responsibilities. 5. Documentation indicating that the Proposer has the ability to continue business throughout the period of the contract. 6. An accurate and complete project budget, pricing, and cost breakdown. 7. List of any and/all municipalities and/or public safety agencies Proposer has worked with in the past. 8. List of at least five (5) professional references with the names and contact information of clients for whom the service was provided, dates and periods during which the indicated service was provided and the extent and exact nature of the services rendered. 9. Resumes of Proposer’s project team, describing the skills and experience of employees identified to work on this project as outlined in the Scope of Work.
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PROPOSALS
Please submit an electronic copy of your written proposal to
[email protected] no later than 3:00 P.M. PST ON OCTOBER 11, 2013. The email subject heading must be: Regional Disaster Housing Workshop Exercise Timely submission of the proposal is the sole responsibility of the Proposer. The City reserves the right to determine timeliness of all submissions. Late proposals will not be reviewed. Proposals delivered after the stated deadlines will NOT be accepted nor read. Selected Contractor will be required to comply with the applicable 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, and then “Forms.” Please visit www.labavn.org to register your firm and to complete the necessary forms for replying to this Informal Procurement.
CONTACT PERSON:
Questions regarding this project shall be directed to Eve LaDue at
[email protected].
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