REQUEST FOR PROPOSAL STEVENS CREEK VOLUNTEER FIRE DEPARTMENT RECRUITMENT & RETENTION GRANT ADMINISTRATION

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1 REQUEST FOR PROPOSAL STEVENS CREEK VOLUNTEER FIRE DEPARTMENT RECRUITMENT & RETENTION GRANT ADMINISTRATION Date Due: August 14, 2015 Time Due: 4:00pm PST Submit proposals vial mail or to: Will B. (Bill) Betchart Stevens Creek Volunteer Fire Department Montebello Road Cupertino, CA (408) (408) REQUEST FOR PROPOSAL The Stevens Creek Volunteer Fire Department (SCVFD) is seeking a Recruitment & Retention Coordinator to manage a Staffing for Adequate Fire & Emergency Response (SAFER) grant, which includes a regional Volunteer Firefighter monthly benefits program, physicals and PPE for new recruits, and a marketing campaign to recruit Volunteer Firefighters. The grant involves three volunteer departments. The SCVFD SAFER Committee invites qualified individuals or firms to submit proposals based upon the duties and prerequisites contained in this RFP and FEMA Guidelines for SAFER. The Committee will select one individual or firm to provide the requested services. Proposals, in writing or via , must be received by 4:00pm PST on August 14, 2015 at the mailing address or address above. Facsimile (fax) transmitted proposals will not be accepted. Late proposals will be kept by the Committee, but not considered for award unless they are the only ones received. The Committee s programs, services, employment opportunities, and volunteer positions are open to all persons, without regard to race, religion, color, national origin, sex, age, marital status, handicap, or political affiliation. July 24, 2015 Page Page 1 of 6

2 SECTION I GENERAL INFORMATION Compliance with Rules Bidders responding to this RFP must follow the procedures and requirements stated within this document. Failure to comply with or complete any part of this RFP may result in rejection of the submitted proposal. Schedule of Request for Proposal RFP announced: July 24, 2015 Proposal due: August 14, 2015 Selection of R&R Coordinator: August 18, 2015 Dates are approximate and subject to change. Official Contacts Questions regarding the scope of services must be directed to Bill Betchart: Phone: (408) Or: (408) Addenda The Committee may modify the RFP at any time prior to the RFP due date, by issuance of a written addendum to all bidders who are participating in the process. Please immediately regarding you interest in order to receive addenda. Cancellation, Delay or Suspension of Solicitation; Rejection of Proposals The Committee may cancel, delay or suspend this solicitation if in the best interest of the organizations. The Committee may reject any or all proposals, in whole or in part. Multiple Contracts One individual or firm will be selected to provide all grant management services. Incurred Costs The Committee is not liable for any costs incurred by a bidder in the preparation and/or presentation of a proposal. Confidentiality of Information All information and data furnished to the bidder by the Committee, and all other documents to which the bidder s employees have access to during the preparation and submittal of the proposal shall be treated as confidential. Any oral or written disclosure to unauthorized individuals is prohibited. Similarly, bidder information will be treated as confidential. July 24, 2015 Page Page 2 of 6

3 Equal Opportunity Policy for Contractors The Committee requires all bidders to comply with federal equal opportunity policies. SECTION II PROPOSAL FORM AND CONTENT Proposal Submittal Proposals shall be prepared simply and economically, providing a straightforward, concise description of the bidder s capabilities to satisfy the requirements of the RFP. Emphasis should be on completeness and clarity of content and cost effectiveness of the proposal. All pages of the proposal must be numbered consecutively. The proposal shall not exceed 7 pages in length. The proposal must be organized in accordance with the list of proposal contents. Formatting should be 12- point font, with 1 margins. Bidders are encouraged to improve upon the tasks, work items, or other elements described in this RFP. However, included improvements should be based on prior experience with A SAFER project, and will be subject to availability of budget. The improvements will be evaluated by the Committee for desirability during review. Bidders should include the following items in their proposals. All items must fall within the maximum page count. 1. Letter of Transmittal All proposals must include a cover letter addressed to Bill Betchart. The cover letter must be signed by a duly constituted official, legally authorized to bind the applicant to both its proposal and cost schedule. The cover letter must include the date, along with the name, title, address, address, and telephone number of the bidder submitting the proposal. The cover letter should also indicate the persons whom are authorized to represent the bidder and to whom correspondence should be directed. 2. Statement of Understanding The bidder shall include a detailed statement of understanding of the project. 3. Project Team and Qualifications a. Provide a statement of experience of the firm and individual(s) who will act as the R&R Coordinator and manage the grant. Include references of former clients. b. Describe, in detail, how the R&R Coordinator will manage the grant on behalf of the SCVFD Committee. July 24, 2015 Page Page 3 of 6

4 4. Cost Schedule The bidder s cost schedule shall be submitted with the proposal. All costs are to be contained in this section. For each project element, include a cost estimate. Also include the total cost of the program. This section shall also include payment terms required for services rendered. SECTION III EVALUATION OF PROPOSALS Evaluation Criteria Written proposals will be evaluated based on the following criteria: 1. Qualification Criteria 50% Experience of the firm and those individual(s) who will directly manage the program will be based on past management of Department of Homeland Security (DHS) SAFER grants. This includes: a. Previous experience managing SAFER funded recruitment marketing campaigns. b. Previous experience managing SAFER funded Volunteer Firefighter monthly benefits used as an incentive for recruitment and retention. c. Previous experience with DHS SAFER grant reporting and reimbursement processes. Within the proposal, include answers to the following questions: a. In the past 3 years, how many grants has the bidder administered? b. Out of these grants, how many were DHS grants? c. Describe the personnel who will be managing the grant, and their experience with similar projects. d. In what states does the bidder manage grants? e. Describe special services that the bidder offers, which would be advantageous in managing this program. f. Describe 3 projects that the bidder has managed, which are similar to this program. Include contact information for each client. 2. Project Understanding and Approach 40% Thorough understanding of the project will be evaluated, including: a. Understanding of the work to be performed. b. Demonstration of key project milestone dates and benchmarks. c. Demonstration of the key deliverables required by the project. The planned approach to implementing and completing the project must be explained, including: a. Description of project approach for completing the work. b. Description of the resources and capability to meet deadlines and ensure July 24, 2015 Page Page 4 of 6

5 completion. c. Explanation of the work plan and schedule. 3. Cost Schedule - 10% Proposals will be evaluated on the proposed monetary value to the Committee. Please note that the proposed monetary benefit is one factor in determining the successful bidder; however, it is balanced against the other criteria. The Committee reserves the right to seek clarification of each proposal submitted. The Committee also reserves the right to require other evidence of technical, managerial, financial, or other abilities prior to selection. Interviews Respondents to the RFP may be invited to an interview with the SCVFD SAFER Committee and, if so, will be contacted regarding time and location of the interview to take place. Respondents will be called by August 17 th if any other questions arise. Method of Selection The Committee will evaluate each submitted proposal to determine which proposal and bidder will be the most advantageous to Committee, based on the evaluation process and evaluation criteria outlined in this RFP. The Committee will take all necessary affirmative steps to assure that minority firms, women's business enterprises, and labor surplus area firms are used when possible. Notice of Intent to Award Upon completion of the evaluation process, the Committee will advise the bidders of the selection. Agreement The successful bidder agrees to enter into a grant management agreement with the Committee on August 18, SECTION IV GENERAL STATEMENT OF GRANT MANAGEMENT DUTIES The Recruitment & Retention Coordinator will: 1. Administer a four- year SAFER grant on behalf of the SCVFD SAFER Committee. The new R&R Coordinator will implement the new benefit program and manage the proposed marketing plan. The R&R Coordinator will create a timeline, establish goals and metrics, define roles and responsibilities for SCVFD Committee members, elaborate on the specific tasks of the R&R Coordinator, create a detailed budget, and provide the Committee and FEMA/DHS with quarterly progress updates. July 24, 2015 Page Page 5 of 6

6 The R&R Coordinator will implement and manage the entire process, including setting up the cafeteria plan and managing the plan election process and managing the PPE and 1582 compliant physical reimbursements. The R&R Coordinator will develop the marketing campaign, potentially including solicitation of service area residents, negotiating media contracts, and developing a new recruiting website. 2. Maintain an accurate accounting of revenues and expenditures, including day- to- day transactions. Manage the SAFER reporting processes, in cooperation with the SCVFD Board. Complete documentation required for the SAFER grant reimbursement process for the length of the grant. 3. Ensure DHS SAFER grant compliance in all aspects of this grant. July 24, 2015 Page Page 6 of 6

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