informal procurement issued by the city of los


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INFORMAL PROCUREMENT ISSUED BY THE CITY OF LOS ANGELES MAYOR’S OFFICE OF HOMELAND SECURITY AND PUBLIC SAFETY

DATE ISSUED:

NOVEMBER 13, 2013

PROPOSALS DUE:

12:00PM PST NOVEMBER 27, 2013

TITLE:

Advanced EOC Management Section Training Course

DESCRIPTION:

The City of Los Angeles (the “City”) is seeking a Contractor (“Contractor” or “Selected Contractor”) to develop an Advanced Emergency Operations Center (“EOC”) Management Section Train-the-Trainer Course (“Advanced EOC Training”) to provide emergency management responders in leadership roles with an enhanced understanding of their respective roles and responsibilities during catastrophes, planned events and exercises. The Advanced EOC Training Course must be tailored to emergency managers charged with handling events unique to the Los Angeles/Long Beach Urban Area (“LA/LB UA”), comply with the California Standard Emergency Management System (“SEMS”), the National Incident Management System (“NIMS”), Homeland Security Exercise and Evaluation Program (“HSEEP”) and the National Response Framework (“NFR”).

ADMINISTRATIVE ENTITY:

The Office of the Mayor, through its office of Homeland Security and Public Safety (“HSPS”), administers the Urban Area Security Initiative Grant Program (“UASI”) for the City of Los Angeles and serves as the administrative entity for this informal procurement. The UASI grant program is from the United States Department of Homeland Security (“DHS”). DHS awards funding to urban jurisdictions for assessments and development of security strategies, equipment, training, exercises, and the building of an enhanced and sustainable capacity to prevent, respond to, and recover from natural threats or acts of terrorism. The source of funds for this project is from the Fiscal Year 2012 UASI grant (“UASI 12”). HSPS has been authorized to release this informal procurement (C.F. #12-0930 dated December 14, 2012); The City of Los Angeles Emergency Management Department (“EMD”), working in coordination with the Office of the Mayor, is responsible for the day-to-day coordination of this project.

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For more information on the City of Los Angeles, visit www.lacity.org. BACKGROUND:

The City of Los Angeles activates its EOC in response to large scale emergencies, planned events and exercises. During natural and man-made disasters, and planned events, including rallies, sporting events and award shows, the EOC supports the operations of responders in the field as required by the Standardized Emergency Management System (SEMS) and the National incident Management System (NIMS). After Action Reports and Corrective Action Plans developed by EMD have identified the need for Advanced EOC Training for Management Section Staff from the Los Angeles Police Department (“LAPD”), Los Angeles Fire Department (“LAFD”), EMD and City of Los Angeles Mayor’s Office. An Advanced EOC Training Course will provide emergency management responders who perform leadership roles with an enhanced understanding of their respective roles and responsibilities, including those related to the EOC Coordination Planning Process. This course will also enhance management level situational awareness and decision making capabilities for disasters and planned events and ensure appropriate support of field operations.

SCOPE OF WORK:

Project Objectives The primary objective of developing an Advanced EOC Train-the-Trainer Course is to improve the overall operational effectiveness of the City of Los Angeles EOC by establishing a clear set of standards, processes and procedures for leadership staff consistent with SEMS and NIMS requirements. All students are potential trainers and will form a cadre of instructors for future classes EMD will coordinate within the City. In designing the Advanced EOC Training Course, the Selected Contractor must develop and document standardized and clearly defined management processes and establish a focused, interactive curriculum for City personnel assigned EOC leadership roles. Part 1: Project Research

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The Selected Contractor, under the direction of and in coordination with the EMD Project Team and the EOC Task Force, shall conduct research to guide the development of the Advanced EOC Training Course. The EOC Task Force is an EMD working group that establishes policy for EOC operations, trainings and exercises. Contractor tasks include, but are not limited, to: •

The Selected Contractor shall research and discuss with the EOC Task Force best practices for EOC management functions and processes from sources including the City’s EOC Manual and EOC 301 Training Course and other materials, as determined by the EMD Project Manager.



The Selected Contractor shall review current EMD internal documents, plans and procedures, including the City’s Emergency Operations Plan, the EOC 101, 201 and 301 training curricula and the EOC Policies and Procedures Manual. The EMD Project Manager will provide these materials to the Selected Contractor upon Notice to Proceed.



The Selected Contractor shall conduct interviews with current City EOC responders identified and designated as Subject Matter Experts (“SMEs”) by EMD for the purposes of documenting existing EOC management practices. Interviews and discussions may be conducted in person, via teleconference and email, as determined by the EMD Project Manager. The EMD Project Manager will provide the Selected Contractor with SME names and contact information upon Notice to Proceed.

The proposed research must comply with SEMS, NIMS, HSEEP and NFR); and shall be approved and certified by the Peace Officer Standards and Training (“POST”), California Emergency Management Agency (“CalEMA”) and DHS. Part 2: Advanced EOC Management Section Training Course Curriculum Based on the research and information obtained in Part 1 of this Scope of Work, the Selected Contractor shall develop an

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Advanced EOC Management Section Training Course for EOC operations. The proposed Advanced EOC Training Course shall prepare emergency management personnel assigned leadership roles in the City of Los Angeles EOC to function more effectively with EOC general staff positions as part of a highfunctioning team capable of effectively and efficiently coordinating response support and EOC operations specific to the LA/LB UA. The Selected Contractor shall meet with the EOC Task Force on a weekly basis during the development phase to review and gather input for course curriculum. Meetings may take place in person or via teleconference, as determined the EMD Project Manager. The EMD Project Manager will finalize the meeting schedule with the Selected Contractor upon Notice to Proceed. The Advanced EOC Training Course Curriculum shall include, but not to be limited, to instructor guides, student reference manuals, visual presentation media, participant exercise and examination. The curriculum must comply with the SEMS, NIMS, HSEEP, and the NFR and shall be approved and certified by POST, California Office of Emergency Services (OES) and DHS. The Selected Contractor shall submit the Advanced EOC Training curriculum to the EMD Project Manager for comment and approval before presenting it to the EOC Task Force. The EOC Task Force shall review and approve the EOC Section Specific Training Course Curriculum prior to proceeding to the next phase of the project. The EMD Project Manager will finalize submission and approval schedule with the Selected Contractor upon Notice to Proceed. Part 3: Identify Course Instructors The Selected Contractor shall identify a cadre of highlyqualified course instructors and submit a written summary of qualifications or instructors’ resumes and references to the EMD Project Manager.

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Instructor qualification summaries and/or resumes and references must not exceed 20 pages and must be submitted with this proposal. The EOC Task Force shall review and approve the final selection of instructors with the Selected Contractor prior to proceeding with Course commencement. Part 4: Train the Trainer Course The Selected Contractor shall implement the Advanced EOC Management Section Training Course Curriculum via Trainthe-Trainer Presentation. The Train-the-Trainer Course Presentation shall be delivered to 35 City of Los Angeles EOC responders who shall be selected by the EOC Task Force. The EOC Task Force will provide the Selected Contractor with a list of City of Los Angeles EOC Responders who will participate in the training. Participants will represent several agencies and disciplines from both sworn and civilian sectors. The Train-the-Trainer Course Presentation shall be equivalent to a one day training course must take place on one (1) day over an eight (8) hour period of time. The Presentation must be specific to the City of Los Angeles EOC response needs and take place at a location identified and supplied by the EOC Task Force. The Selected Contractor shall provide the EOC Task Force with the proposed course objectives, accomplishments, topics, materials and course schedule. All materials and methods must be consistent and compliant with the City’s EOC credentialing process and CalEMA’s credentialing guidelines. City of Los Angeles EOC responders will ultimately be credentialed be based upon this course. The EMD Project Manager will provide the Selected Contractor with EOC credentialing guidelines upon Notice to Proceed. The Selected Contractor shall design and conduct examinations to assess participant knowledge before training begins; and ensure retention of the curriculum upon completion. The Selected Contractor shall provide the EMD Project Team with all student test scores and other related statistical data which may apply.

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The Selected Contractor shall ensure that the course is compliant with SEMS, NIMS, HSEEP, NFR and approved and certified by POST, California OES and DHS. All course information, materials, guides, manuals, and exercise products are and will remain the property of the City of Los Angeles Emergency Management Department. Part 5: Deliverables The Selected Contractor shall design and conduct an Advanced EOC Management Section Train-the-Trainer course. The Selected Contractor shall provide the EMD Project Team and the EOC Task Force with digital versions (preferably on CD) and forty (40) professionally reproduced copies in binders of the following Advanced EOC Management Section curriculum documents for the Trainthe-Trainer course. • • • • • •

Instructor Guide Student Manual Participant Exercise Materials Participant Examinations Visual Presentation Materials (power point, videos, etc.) Other Support Materials as needed

The Selected Contractor shall design and conduct a pre- and post- course examinations to assess participant knowledge and ensure retention of curriculum. The Selected Contractor shall provide completion certificates to participants who earn a passing grade, as determined by the course instructors. The Selected Contractor shall print and distribute the certificates for persons successfully completing the train-the-trainer course, and shall provide the EOC Task Force with a digital copy of each certificate in PDF format. For the Train-the-Trainer course, the Selected Contractor shall provide the EMD Project Team and EOC Task Force with a student sign-in roster that includes at a minimum the course name, instructors, date, location, course hours,

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student name, agency, jurisdiction, e-mail and phone contact information. Upon Course completion, the Selected Contractor shall provide the EMD Project Manager with a written report identifying the requirements and processes to become credentialed as an EOC responder according to the City of Los Angeles EMD guidelines. Schedule Contract Approval and Execution Selected Contractor to meet with EOC Task Force Research Meetings and Interviews #1 Research Meeting and Interviews #2 EOC Training Course – First Draft Project Status Meeting and Draft Review EOC Training Course – Second Draft Project Status Meeting and Draft Review EOC Training Course – Final Draft Project Status Meeting and Final Review Train-the-Training Course Contract Completion

Within 7 Days Following Contract Execution Within 21 Days Following Contract Execution Within 28 Days Following Contract Execution Within 35 Days Following Contract Execution Within 42 Days Following Contract Execution Within 49 Days Following Contract Execution Within 56 Days Following Contract Execution Within 70 Days Following Contract Execution Within 77 Days Following Contract Execution Within 106 Days Following Contract Execution Within 120 Days Following Contract Execution

The schedule may be adjusted at the first meeting between Selected Contractor and EOC Task Force. The timeframe for this entire project is four months. EXPERTISE:

The Selected Contractor must have experience with the Incident Command System (ICS) emergency response operations, EOC operations, NIMS, SEMS, NRF, HSEEEP and the National Disaster Recovery Framework (NDRF). The Selected Contractor must be familiar with the real and potential threats specific to the City of Los Angeles and the 8

Southern California region, including potential impacts on its residential infrastructure. The Selected Contractor must have experience working with UASI or similar projects. 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 Urban Area Security Initiative Grant for fiscal year 2012 (“UASI 12”) with an ending date of April 30, 2014. Funding for all periods of this Informal Procurement and subsequent contract is subject to City of Los

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Angeles Council approval and the continuing availability of federal funds. BUDGET:

The budget for this contract shall not exceed Fifty Thousand Dollars ($50,000.00). The Agreement with the Selected Contractor shall be on a fixed-price 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. An accurate and complete project budget, pricing, and cost breakdown. 6. List of any and/all municipalities and/or public safety agencies Proposer has worked with in the past. 7. 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. 8. 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.

PROPOSALS

Please submit five (5) hard copies of your written proposal to [email protected] no later than 12:00 P.M. PST ON NOVEMBER 27, 2013. Proposals shall be submitted in a

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sealed package. The front of the proposal package shall be marked: Advanced EOC Management Section Training Proposals shall be addressed to: Eve LaDue Contracts Specialist City of Los Angeles Mayor’s Office 200 North Spring Street, Room 303 Los Angeles, California 90012 Proposers are also required to submit electronic copies of proposals via email no later than 12:00 P.M. PST ON NOVEMBER 27, 2013 to [email protected]. 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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