REQUEST FOR PROPOSALS RFP NO.:

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1 REQUEST FOR PROPOSALS RFP NO.: Sealed proposals for a CONSULTANT SERVICES FOR THE HAZARDOUS MATERIALS & CHEMICAL RESPONSE (HAZMAT & CR) PLAN for the Sheriff s Office will be received by Contracts & Procurement Department, 27 East Vermijo, 5th Floor, Colorado Springs, CO 80903, UNTIL 10:00 A.M., WEDNESDAY, MARCH 30, Faxed or ed proposals will not be accepted. EL PASO COUNTY CONTRACTS AND PROCUREMENT DIVISION WILL NOT BE HELD RESPONSIBLE FOR MISINFORMATION RECEIVED FROM PRIVATE PLAN HOLDERS. PLEASE USE OUR WEBSITE ONLY. PLEASE CONTACT THE CONTRACTS & PROCUREMENT DIVISION AT FOR A SPECIFICATIONS PACKAGE OR LOG ONTO OUR WEBSITE AT TO DOWNLOAD DOCUMENTS Any questions regarding this proposal should be directed to JoAnne Stone, C.P.P.B, Procurement Specialist, at , or ed to: Do not contact any other individual regarding this solicitation. All interested firms are invited to submit a proposal in accordance with the terms and conditions stated in this Request for Proposal. BOARD OF COUNTY COMMISSIONERS EL PASO COUNTY /s/eileen GONZALES CONTRACTS MANAGER PUBLICATION DATES FOUNTAIN VALLEY NEWS: MARCH 9, 2011 MARCH 16, 2011 If you are not interested in submitting a proposal for this project or similar projects, please contact the Contracts & Procurement Division at We continue to look for opportunities to reduce the costs involved in the solicitation of both bids and proposals for El Paso County. Your cooperation is appreciated. County Office Building 27 East Vermijo 5 th Floor Colorado Springs, CO (719) FAX (719)

2 RFP NO.: DUE DATE: MARCH 30, 2011 EL PASO COUNTY CONTRACTS & PROCUREMENT DIVISION RESPONSE CHECKLIST FOR CONSULTANT SERVICES FOR THE HAZMAT & CR PLAN The firm submitting this proposal is required to submit those items listed below in full as a part of the proposal package. Failure to submit any of the documents listed below with your proposal, or failure to acknowledge any addendum, or submitting your proposal with any limitation, condition or provision not requested, may be cause for rejection of your proposal. THIS CHECKLIST MUST ACCOMPANY YOUR PROPOSAL PACKAGE INCLUDED? ITEMS ONE (1) ORIGINAL PROPOSAL CLEARLY MARKED AS ORIGINAL THREE (3) COPIES OF THE PROPOSAL CLEARY MARKED AS COPY ONE (1) PUBLIC COPY OF THE PROPOSAL CLEARLY MARKED AS PUBLIC COPY ONE (1) CD CONTAINING: ORIGINAL PROPOSAL, PUBLIC COPY OF THE PROPOSAL, FEE PROPOSAL ONE (1) ORIGINAL AND THREE (3) COPIES OF THE FEE PROPOSAL (UNDER SEPARATE ENVELOPE) PLEASE READ THE INSTRUCTIONS FOR SUBMITTING PROPOSALS INCLUDED IN THIS PACKAGE. COMPANY TELEPHONE NUMBER FAX NUMBER ADDRESS AUTHORIZED REPRESENTATIVE (PRINT) TITLE AUTHORIZED SIGNATURE DATE

3 RFP NO.: DUE DATE: MARCH 30, INTRODUCTION EL PASO COUNTY CONTRACTS & PROCUREMENT DIVISION GENERAL SPECIFICATIONS FOR CONSULTANT SERVICES FOR THE HAZMAT & CR PLAN El Paso County Office of Emergency Management is requesting written proposals from qualified consultant to draft, coordinate, complete, and validate a Hazardous Materials & Chemical Response Plan (The Plan) that is validated by a Functional Exercise (FE). The Plan must meet federal requirements for emergency plans for this type. 2. SCOPE OF SERVICE The consultant will be responsible for the drafting, coordination and completion of a Hazardous Materials/Chemical Response Plan with Functional Exercise for El Paso County. The Plan will include all municipalities (except Colorado Springs) such as Palmer Lake, Monument, Manitou Springs, Green Mountain Falls, Fountain, and Calhan as well as the unincorporated areas of the county. The El Paso County Emergency Manager will have oversight of this project. The Consultant will be responsible to the El Paso County Emergency Manager. An office space for the consultant will be provided at the sheriff s Office. A vehicle will be provided, if necessary, for any field work. 2.1 The Plan - The plan must be comprehensive in that it will address all aspects required by Federal law and coordinated with the Local Emergency Planning Committee. - The plan must be validated by Functional Exercise. - The planning, coordination, conduct and After Action Report (AAR) of the validating Functional Exercise (FE) must be Homeland Security Exercise and Evaluation Program (HSEEP) compliant. - All planning and coordination meetings needed to complete the plan, as well as a Functional Exercise to validate the plan, will be included. 2.2 Consultant s Duty The primary focus of the project is to develop the County HAZMAT Response plan under the guidance of the El Paso County Emergency Manager. Duties to include: a Draft, coordinate and complete a HAZMAT/Chemical Response Plan that is compliant with Federal laws. b c Brief the Plan to the Local Emergency Planning Committee when completed. Design and develop a Functional Exercise that can be utilized to validate the plan. The FE will include a local Tier II company as the exercise location. The location will be determined by the County Emergency Manager. The FE will be small in scale in that it will only include the Tier II facility, the County HAZMAT Team, and select members of the Colorado Springs, Fountain, Tri Lakes FDs.

4 RFP Due Date: March 30, 2011 General Specification Page 2 d e f g Upon completion of the Functional Exercise, the consultant will assist the Assistant Deputy Fire Marshal with the development of the 2012 training calendar. Schedule and participate in planning meetings. Produce written minutes of meetings in 5 working days or less. Subject Matter Experts (Controller and Evaluators) for the FE will be provided by the County. Develop, and distribute Exercise Plan, Controller/Evaluator Handbook and the AAR as defined by the Center for Domestic Preparedness HSEEP program. All documents will be distributed via electronic means so printing costs are not required. h Design and produce participant evaluation forms for the FE, compile comments and provide product to the El Paso County Emergency Manager in soft copy. i j Design, compile, and produce an Exercise After Action Report in ODP format and provide to the County Emergency Manager who will distribute. Milestones and/or deliverables must be approved by the County Emergency Manager prior to moving forward with next phase. If a work performed and/or deliverable is not deemed satisfactory by the County Emergency Manager, the Consultant will work with the County Emergency Manager to resolve any issues. 2.3 Expected End Product The final product is a multi-jurisdictional HAZMAT Response Plan that meets all Federal requirements for plans of this type and a small scale FE to validate the plan. The exercise will be in full compliance with the ODP HSEEP program. An After Action Report will be required per HSEEP guidelines with approval from the El Paso County Emergency Manager. 2.4 Consultant Certification Requirements Contractor must be certified in Colorado at the Operations Level for Hazardous Material Response. Proposers are required to submit an Operation level certificate of the person performing this duty with the proposal. 2.5 Reference Material The Contractor will ensure compliance with the following references: a HSEEP is both doctrine and policy for designing, developing, conducting and evaluating exercises. HSEEP is a threat- and performance-based exercise program that includes a cycle, mix and range of exercise activities of varying degrees of complexity and interaction. b Center for Domestic Preparedness. 2.6 Project Completion Date The Consultant shall complete this project by no later than September 15, FUNDING DISCLOSURE a b Grant Program Name: Hazardous materials Emergency Preparedness (HMEP) Total Funding Amount: $42, Funding available for this RFP: $22,000 - $35, % of the cost of this project will be financed with a grant stated above.

5 RFP Due Date: March 30, 2011 General Specification Page 3 c This project was supported by the Colorado Department of Local Affairs, Division of Emergency Management. 4. RFP GENERAL INFORMATION, PROCESSES AND SUBMISSION REQUIREMENTS 4.1 Inquiries Questions related to this Request for Proposals (RFP) must be directed to JoAnne Stone, C.P.P.B., Procurement Specialist, All questions shall be submitted in writing. Written responses to those questions shall be published as an addendum after the final questions are due. All final questions are due no later than 10:00 A.M., THURSDAY, MARCH 17, Do not contact any other individual regarding this RFP other than the Procurement Specialists listed above. 4.2 Proposal Preparation A proposal shall contain the following information in the order listed: a. Letter of Introduction containing company overview. b. The Response Checklist. This Response Checklist must be included in the proposal and signed by an authorized company representative. c. Each Addendum acknowledgement signed for each addendum issued. The Addendum content does not need to be attached, just the acknowledgement page. d. Project Approach Address each item in Section 2. Scope of Service to explain how you are going to complete this project to include but not limited to planned activities, time line, approach for each activities, deliverables etc. e. Résumé f. Certificate Requirement listed in Section 2.4. g. Copies of requested insurance certificates. h. Any exception to the County s Professional Services Contract or exception to the any items addressed in this document. If none, please state none. i. Completed ATTACHMENT 2 - Qualification Statement. j. Fee Proposal (separate envelope). 4.3 Fee Proposal Fee Schedule shall include the following at minimum: a. Estimated total hour to complete the project, broken down by milestone, schedule, or deliverables. b. Total cost Provide a fixed price to complete the entire project. 4.4 Proposal Submission Proposals must be received in the El Paso County Contracts & Procurement Division, 27 East Vermijo, 5 th Floor, Colorado Springs, Colorado, no later than, 10:00 A.M., WEDNESDAY, MARCH 30, ed or faxed responses will not be accepted. An original and three (3) copies of the Proposal must be mailed or delivered in a sealed envelope to the above stated address and identified as RFP No : Hazmat/CR Plan in the bottom left-hand corner of the envelope. Please identify the Original Proposal. It is not necessary to submit each proposal in a separate envelope. All proposals except Fee Proposal may be submitted in one packet containing original, three (3) copies, one (1) public copy, and a CD. A Public Copy of the proposal should be submitted and identified as Public Copy. This copy will be available for public inspection and should not contain any information that the proposer deems confidential and proprietary. Proposers shall also submit one (1) digital version (CD) containing: entire proposal, fee proposal and public copy of the proposal.

6 RFP Due Date: March 30, 2011 General Specification Page 4 An original and three (3) copies of the Fee Proposal must be mailed or delivered to be received at the same time as the proposal documents in a separate sealed envelope and identified as Fee Proposal: RFP No : Hazmat/CR Plan in the bottom left-hand corner of the envelope. Please identify the Original Fee Proposal. It is not necessary to submit each fee proposal in a separate envelope. All price proposals may be submitted in one packet. Proposals shall be signed by an authorized representative of the proposer. Failure to submit the information requested may result in the El Paso County Contracts & Procurement Division requiring prompt submission of missing information and/or giving a lower evaluation of the proposal. The Contracts & Procurement Division may reject proposals which are substantially incomplete or lack key information. By submitting a proposal, you represent that you have (1) thoroughly examined and become familiar with the scope of services outlined in this RFP, and (2) are capable of performing quality work to achieve the County s objectives. 4.5 Oral Presentation/Interviews Vendors submitting proposals in response to this RFP may be required to give an oral presentation of their proposal in an interview session with the Evaluation Committee. Additional information may be requested from any firm by the Evaluation Committee prior, during or after the interview for clarification purposes, but in no way will change the original proposal submitted. Interviews are at the option of the Evaluation Committee and may or may not be conducted. 4.6 RFP Estimated Timetable NOTE: THE ABOVE DATES ARE APPROXIMATE, ARE NOT BINDING AND ARE SUBJECT TO CHANGE. RFP NOTICE ADVERTISED March 9 & March 16, 2011 PRE-PROPOSAL CONFERENCE None FINAL RFP QUESTIONS DUE 10 A.M., Thursday, March 17, 2011 PROPOSAL DUE DATE 10 A.M., Wednesday, March 30, 2011 EVALUATION OF PROPOSALS Week of April 4 th, 2011 INTERVIEWS (IF APPLICABLE) Week of April 4 th, 2011 RECOMMENDATION OF AWARD TO BOCC April 19, Term Of Contract Issuance of this RFP and receipt of proposals does not commit the County to award a contract. The County reserves the right to postpone opening, to accept or reject any or all proposals received in response to this RFP, or to negotiate with other than the highest ranked proposer should negotiations with the highest ranked proposer be terminated, or to cancel all or any part of this RFP. Award of a contract is contingent upon available and approved funding. Any contract awarded between El Paso County and the successful Contractor(s) will consist of a Professional Services Contract (a copy of which is included in this RFP package) signed by both parties, this RFP and any addenda, the submitted proposal, all negotiation documents and the resulting Purchase Order and original certificates of insurance. The Successful vendor shall start the work immediately upon the contract award. The project shall be completed by no later than September 15, If proposer does not agree with any terms or conditions of the County s standard Contract, the proposer must present its exceptions to the standard contract with its proposal. If no concerns are expressed by proposer, the County shall consider that all terms and conditions of the standard contract

7 RFP Due Date: March 30, 2011 General Specification Page 5 will control. El Paso County reserves the right to reject proposals based upon exceptions to its standard contract terms and conditions. A proposal shall be disqualified and rejected by the County if the price in the proposal was not arrived at independently without collusion, consultation, communication, or agreement as to any matter relating to such prices with any other proposer, County employee, or any competitor. A proposer is prohibited from submitting more than one proposal. Submittal of more than one proposal shall result in the disqualification of the Proposer. The Proposer is prohibited from submitting multiple proposals in a different form (i.e. as a prime Contractor and as a sub-contractor to another prime Contractor). Submittal of multiple proposals in different form may result in the disqualification of all Proposers associated with a multiple proposal. Should any such prohibited action Stated above in this section be detected any time during the term of the Contract, such action shall be considered a material breach and grounds for Contract termination. By submitting their proposal, the Proposer certifies that they are not currently debarred from submitting bids or proposals for Contracts by any agency of El Paso County, Colorado and/or the State of Colorado, nor are they an agent of any person or entity that is currently debarred from submitting bids or proposals on contracts by El Paso County, Colorado or the State of Colorado. 4.8 Insurance Requirements For proposal purposes, proposers must submit copies of its certificates of insurance for auto, general liability and workers compensation. The awarded Contractor must provide original certificates prior to commencing services, at its own expense, naming El Paso County as additional insured and as a certificate holder, with a thirty (30) day cancellation notice and maintain such coverage for the duration of the contract. 4.9 Evaluation And Award Process The Evaluation Committee will evaluate all proposals received for completeness, and the proposer s ability to meet or exceed all specifications as outlined in this RFP. The committee may then short list for interviews the specific firms whose proposals best meet or exceed all of the criteria required. The negotiations and award process will follow the procedures as outlined in the INSTRUCTIONS FOR SUBMITTING PROPOSALS Overall Selection Criteria The following factors (not listed in order of priority) will be considered when evaluating each proposal. The County reserves the right to consider other factors not named here in making its decision. Related Experience Proposal Responsiveness Proposal Quality Past performance Technical capability Fee Proposal Any questions regarding this RFP should be directed to JoAnne Stone, Contracts & Procurement Division by to JoAnne Stone JOANNE STONE, C.P.P.B. PROCUREMENT SPECIALIST

8 EL PASO COUNTY CONTRACTS & PROCUREMENT DIVISION ATTACHMENT 1: APPLICABLE LAWS FOR CONSULTANT SERVICES FOR THE HAZMAT & CR PLAN Successful vendor shall comply with all federal and state law to include the following: Laws, regulations, and authoritative guidance incorporated into this Grant include, without limitation: 1. Age Discrimination Act of 1975, 42 U.S.C. Sections 6101, et seq. 2. Age Discrimination in Employment Act of 1967, 29 U.S.C Americans with Disabilities Act of 1990 (ADA), 42 U.S.C , et seq. 4. Equal Pay Act of 1963, 29 U.S.C. 206(d) 5. Immigration Reform and Control Act of 1986, 8 U.S.C. 1324b 6. Section 504 of the Rehabilitation Act of 1973, 29 U.S.C Title VI of the Civil Rights Act of 1964, 42 U.S.C. 2000d 8. Title VII of the Civil Rights Act of 1964, 42 U.S.C. 2000e 9. Title IX of the Education Amendment of 1972, 20 U.S.C. 1681, et seq. 10. Section , et seq., Colorado Revised Statutes 1997, as amended 11. The applicable of the following: 11.1 Cost Principals for State, Local and Indian Tribal Governments, 2 C.F.R. 225, (OMB Circular A-87); 11.2 Cost Principals for Education Institutions, 2 C.F.R. 220, (OMB Circular A-21); 11.3 Cost Principals for Non-Profit Organizations, 2 C.F.R. 230, (OMB Circular A-122), and 11.4 Audits of States, Local Governments, and Non-Profit Organizations (OMB Circular A-133); and/or the Colorado Local Government Audit Law, , et seq, C.R.S., and State implementing rules and regulations Immigration Status -Cooperation with Federal Officials, CRS , et seq Davis-Bacon Act, 40 U.S.C. SS 276a to 276a Copeland Act, 40 U.S.C. S 276c and 18 U.S.C. SS Contract Work Hours and Safety Standards Act, 40 U.S.C. SS , regarding labor standards for federally assisted construction sub-awards Wild and Scenic Rivers Act of 1968, 16 U.S.C. SS 1271 et. seq., related to protecting components or potential components of the national wild and scenic rivers system National Historic Preservation Act of 1966, as amended, 16 U.S.C. 470, Executive Order No (identification and protection of historic properties), and the Archaeological and Historic Preservation Act of 1974, 16 U.S.C. 469a-1 et. seq Robert T. Stafford Disaster Assistance and Emergency Relief Act (Stafford Act), 42 U.S.C et seq., as amended National Flood Insurance Act of 1968, 42 U.S.C et. seq Comprehensive Environmental Response, Compensation, and Liability Act of 1980 (CERCLA), 42 U.S.C Department of Defense Authorization Act of 1986, Title 14, Part B, Section 1412, Public Law , 50 U.S.C USA PATRIOT Act of 2001, (Pub. L ) Digital Television Transition and Public Safety Act of 2005, (Pub L ) 12. Federal Emergency Management Agency, Department of Homeland Security Regulations: All Applicable Portions of 44 CFR Chapter 1, with the following Parts specially noted and applicable to all grants of FEMA/DHS funds: Uniform Administrative Requirements for Grants and Cooperative Agreements to State and Local Governments,.F.R Governmentwide Debarment and Suspension (Nonprocurement) and Requirements for Drug-Free Workplace, 44 C.F.R New Restrictions on Lobbying, 44 C.F.R Privacy Act of 1974, 5 U.S.C. S 5529 and Regulations adopted thereunder (44 C.F.R. 6). 14. Prohibition against use of Federal Funds for Lobbying, 31 U.S.C None of the funds made available through this agreement shall be used in contravention of the Federal buildings performance and reporting requirements of Executive Order No , part 3 of title V of the National Energy Conservation Policy Act, 42 U.S.C et. Seq., or subtitle A of title I of the Energy Policy Act of 2005 (including the amendments made thereby). 16. None of the funds made available shall be used in contravention of section 303 of the Energy Policy Act of 1992, 42 U.S.C Buy American Act, 41 U.S.C. 10a et seq. 18. Federal Grant Guidance

9 RFP NO.: DUE DATE: MARCH 30, 2011 EL PASO COUNTY CONTRACTS & PROCUREMENT DIVISION ATTACHMENT 2: QUALIFICATION STATEMENT FOR CONSULTANT SERVICES FOR THE HAZMAT & CR PLAN This statement will provide information which will enable the County to evaluate the qualifications of your firm and staff with regard to the requirements of this Request for Proposal. Please complete this form in its entirety and submit it (in the number of copies requested) along with the other required proposal documents. IF ADDITIONAL INFORMATION IS PROVIDED ON A SEPARATE SHEET FOR ANY OF THE ITEMS, CLEARLY SPECIFY WHERE IT CAN BE LOCATED IN YOUR PROPOSAL PACKAGE. FIRM NAME: ADDRESS: CITY STATE ZIP: AUTHORIZED REPRESENTATIVE: TITLE: AUTHORIZED SIGNATURE: PHONE: FAX: 1. TYPE OF BUSINESS 2. TYPE OF LICENSE & LOCATION CORPORATION INDIVIDUAL PARTNERSHIP JOINT VENTURE OTHER: 3. TYPE OF PRODUCT OR SERVICE TO BE PROVIDED FOR RFP: 4. NUMBER OF YEARS IN BUSINESS: 5. ON A SEPARATE SHEET PROVIDE A BRIEF HISTORY OF YOUR FIRM, STAFF SIZE AND EXPERIENCE. SUBMIT A RESUME FOR THE PROJECT MANAGER AND EACH KEY PERSONNEL ASSIGNED TO THIS PROJECT. 7. HAVE YOU OR YOUR FIRM EVER FAILED TO COMPLETE ANY WORK AWARDED TO YOU? YES NO IF YES, EXPLAIN: 8. HAS ANY OFFICER OR PARTNER OF YOUR ORGANIZATION EVER BEEN AN OFFICER OR PARTNER OF ANOTHER ORGANIZATION THAT FAILED TO COMPLETE A CONTRACT WITHIN THE LAST FIVE (5) YEARS? YES NO IF YES, EXPLAIN: 9. HAS YOUR FIRM OR ANY PARTNERS OR OFFICERS EVER BEEN INVOLVED IN ANY BANKRUPTCY ACTION? YES NO IF YES, EXPLAIN: 10. ARE YOU PRESENTLY INVOLVED IN ANY LITIGATION WITH AN OWNER OR OTHER GOVERNMENT AGENCY? YES NO IF YES, EXPLAIN TYPE, KIND, PLAINTIFF, DEFENDANT, ETC., AND STATE THE CURRENT STATUS: 11. BANK REFERENCE: ADDRESS: CONTACT: PHONE:

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