REQUEST FOR PROPOSAL ISSUED BY THE CITY OF LOS ANGELES MAYOR S OFFICE HOMELAND SECURITY AND PUBLIC SAFETY

Transcription

1 REQUEST FOR PROPOSAL ISSUED BY THE CITY OF LOS ANGELES MAYOR S OFFICE HOMELAND SECURITY AND PUBLIC SAFETY

2 DATE ISSUED: AUGUST 22, 2014 TITLE: Training & Exercise Consultant for the Los Angeles/Long Beach Urban Area ( LA/LB UA ) Securing the Cities ( STC ) Program DESCRIPTION: A primary goal of the LA/LB UA STC Program is to develop a regional structure of law enforcement and first responder organizations to identify, prevent and respond to potential nuclear and radiological threats. In furtherance of this goal, the City of Los Angeles ( City ), acting by and through the Mayor s Office Department of Homeland Security and Public Safety ( HSPS ) is issuing a Request for Proposals ( RFP ) to engage an experienced and reputable consultant ( Consultant ) to design and conduct a series of training and exercise opportunities to train and test participants in the LA/LB UA STC Program in identifying and responding to nuclear disasters and radioactive incidents. The training and exercises will train and test participants skills in responding to, coordinating, and resolving issues that could arise during a variety of incidents involving hazardous and radioactive materials. The training and exercises shall be compliant with both the Homeland Security Exercise and Evaluation Program (HSEEP) and National Incident Management System (NIMS). The selected Consultant will collaborate with participating agencies of the LA/LB UASTC Program. STC participants include the following: The City of Los Angeles Police Department ( LAPD ), the County of Los Angeles Sheriff s Department ( LACSD ), the County of Orange Sheriff s Department ( OCSD ), the Los Angeles Harbor Department Port Police ( LAHPP ), the City of Long Beach Police Department ( LBPD ), the State of California Highway Patrol ( CHP ), Los Angeles World Airport Police Department ( LAWAPD ), City of Los Angeles Fire Department ( LAFD ), the County of Los Angeles Fire Department ( LACFD ) and the County of Los Angeles Public Health Department ( LACPHD ). The City s HSPS shall be the agency responsible for this project and will be the only STC participant that will not receive training and exercise. The selected Consultant shall develop and implement a training and exercise plan for the LA/LB UA STC. Consultant shall develop and implement the first year training and exercise plan for the LA/LB UA STC. Once the first year training and exercises have been completed, Consultant shall prepare an After Action Report to identify deficiencies in the training and exercises conducted that require additional attention or were not addressed. Thereafter, Consultant shall provide a report on best practices to the LA/LB UA STC and based on its feedback, Consultant shall develop a second year training and exercise plan for the LA/LB UA STC. The selected Consultant shall collaborate with participating STC agencies and the approximately three thousand (3,000) first responder individuals from those agencies. This project will be managed by the City of Los Angeles Mayor s Office, Department of Homeland Security and Public Safety (HSPS). Page 2 of 44

3 PRELIMINARY SCHEDULE: Event Date Request for Proposal Released August 22, 2014 Proposers Conference (MANDATORY) City of Los Angeles Emergency Operations Center Training Room 500 East Temple St. Los Angeles, CA DEADLINE TO SUBMIT PROPOSAL September 4, 2014 at 10:00 AM October 6, 2014 before 3:00pm (Pacific Time) Proposal Delivery Address Technical Assistance Gabriela V. Jasso Contracts Specialist Mayor s Office 200 N. Spring Street Room 303 Los Angeles, CA Gabriela.jasso@lacity.org Requests should be made in writing, using the attached from (Exhibit N) by no later than 3:00 p.m. Pacific Time on October 1, 2014 to: gabriela.jasso@lacity.org Page 3 of 44

4 TABLE OF CONTENTS I. BACKGROUND 6 A. Administrative Entity 6 B. Overview 6 II. SPECIFICATIONS 7 A. B. C. Services Solicited and Project Objectives Scope of Work Deliverables III. ELIGIBLE PROPOSERS 19 A. Proposer Checklist 19 VI. SOURCE OF FUNDS AND FUNDS AVAILABLE 20 V. BUDGET 20 VI. CONTRACT TERM 20 VII. TECHNICAL ASSISTANCE 20 VIII. ATTENDANCE AT PROPOSERS CONFERENCE 21 IX. DEADLINE FOR SUBMISSION OF PROPOSALS 21 X. EVALUATION FACTORS 22 XI. PROPOSAL REVIEW PROCESS 25 XII. CONTRACT AWARD 25 XIII. PROPOSAL APPEAL PROCESS 25 XIV. GENERAL RFP INFORMATION 26 A. General Proposal Conditions 26 B. Documents Required with Proposal 35 C. Contract Execution Requirements 36 D. Contractor Evaluation 37 XV. PROPOSAL PACKAGE 38 A. General Preparation Guidelines 38 B. Narratives 40 C. Documents to be Completed 44 D. Proposal Checklist 45 A. Insurance Requirements EXHIBITS B. Proposers Workforce Information C. Statement of Non-Collusion D. Contractor Responsibility Questionnaire E. Pledge of Compliance with Contractor Responsibility Ordinance F. Business Inclusion Program (BIP) Policy and BAVN BIP Walk-Thru G. Certification and Disclosure Regarding Lobbying H. Certification Regarding Debarment I Drug-Free Workforce Form J. Bidder Certification (CEC Form 50) K. Bidder Contributions (CEC Form 55) L. BAVN Document Submission Guide - EBO, Non-Discrimination/Affirmative Action and SDO M. Statutes and Regulations Applicable To All Grant Contracts N. Technical Assistance Request Form Page 4 of 44

5 I. BACKGROUND A. Administrative Entity The City of Los Angeles, through the Office of the Mayor, Office of Homeland Security and Public Safety (HSPS), administers the Securing the Cities Grant (STC) for the City of Los Angeles and serves as the administrative entity for this Request for Proposal (RFP). The STC grant program is from the United States Department of Homeland Security (DHS) Domestic Nuclear Detection Office (DNDO), which is designated to enhance the nation s ability to detect and prevent a radiological or nuclear attack in cities facing the highest risk. The source of funds for this RFP is from the Fiscal Year 2012 STC grant (FY12 STC). The City of Los Angeles, through HSPS is responsible for all day-to-day coordination of this project. For more information on the City of Los Angeles, visit B. Project Overview The STC program is designated to enhance the Nation s ability to detect and prevent a radiological or nuclear attack in cities facing the highest risk. The goal of the LA/LB UA STC Program will be to develop a regional structure of law enforcement and first responder organizations to identify, prevent and respond to potential nuclear and radiological threats. As such, the City is seeking a Consultant to research, design, develop and execute a radiological/nuclear detection and response training and exercise program. The training and exercise program shall ensure that well-qualified personnel are trained in tiered response levels, based on their capabilities. These tiers shall include the ability of field responders (primary screeners) to detect and locate radiological/nuclear material, as well as act within the scope of their duties and legal authority to detain any potential suspects. Technical responders (secondary response teams) shall be trained and evaluated on the ability to identify radio isotopes, and convey necessary information to required entities. Supervision and Command level personnel shall be trained/evaluated on the command/control portion when dealing with an incident involving the illicit transportation or use of radiological/nuclear material. The program shall be used for validation of involved jurisdictions Standardized Operating Procedures (SOPs) as well as the overall regional STC Operation Plan, and provide insight as to any revisions that may be required to establish a working regional operation in support of the STC mission. [THIS SECTION INTENTIONALLY LEFT BLANK] Page 5 of 44

6 II. SPECIFICATIONS A. Services Solicited and Project Objectives The project objective is to develop and implement training and exercises for LA/LB UA STC Program participant personnel that will demonstrate the ability to detect and locate illicit radiological/nuclear material, identify the particular isotopes involved, determine any threats posed by the detected material, and finally, direct, coordinate, and control emergency radiological and nuclear threat responses using the NIMS and HSEEP standards. Consultant shall develop and implement the first year training and exercise plan for the LA/LB UA STC. Once the first year training and exercises have been completed, Consultant shall perform an After Action Report to identify deficiencies in the training and exercises conducted that require additional attention or were not addressed. After receiving feedback from the LA/LB UA STC, Consultant shall develop a second year training and exercise plan for the LA/LB UA STC. The Consultant s primary goal is ensure personnel can demonstrate the ability to alert, mobilize, and deploy first responders for emergency response, as well as maintain operations until the situation is brought under control. Additionally, personnel must demonstrate the ability to mobilize, track, and demobilize equipment, people and other resources in support of emergency operations. Personnel must learn to develop and maintain coordinated action plans to accomplish operational objectives, as well as identify and implement appropriate actions to protect first responders and the public. Finally, training and exercises shall ensure personnel learn proper coordination and dissemination of timely and accurate information to the media, public, local, state and federal government. Consultant shall report and receive approvals from the Program Manager (PM) for this project. The PM is a representative of HSPS and will coordinate with the Consultant from the project inception. Consultant shall develop a training and exercise program for the LA/LB UA STC. The training and exercise program shall be executed as follows: 1. Consultant shall collaborate with the PM and LA/LB UA STC participants to develop and implement a training and exercise program for the first year of the program. 2. Once the design and development of the first year training and exercise program is completed, Consultant shall prepare an After Action Report (AAR). 3. Upon reviewing AAR, Consultant shall collaborate with the PM and LA/LB UA STC participants to develop a training and exercise program for the second year. Page 6 of 44

7 B. Scope of Work 1. Project Overview This project is divided into three (3) phases: Phase 1: Phase 2: Phase 3: Design, develop and conduct the first year radiological and nuclear detection training and exercise plan for the LA/LB UA STC. Once the design and development of the first year training and exercise program is completed, Consultant shall prepare an After Action Report. Using the After Action Report, Consultant shall develop and design a second year training and exercise plan for the LA/LB UA STC. 2. Project Phases Phase 1: Design, develop and conduct the first year radiological and nuclear detection training and exercise plan for the LA/LB UA STC The Consultant will design, develop and conduct two (2) training workshops, two (2) tabletop exercises and two (2) functional exercises. a. Workshops Design, develop and conduct two (2) training workshops (workshops) to address radiological and nuclear detection issues for the LA/LB UA STC command staff 1. One workshop will be held before the tabletop exercises and the second workshop will be held before the functional exercises. The Consultant will work with the PM to determine the training location/s for the workshop and will provide an American Sign Language (ASL) interpreter for people who are deaf or hard of hearing. The training facilities selected will be ADA accessible. The workshops will be intended for and open to LA/LB UA STC command staff 2 ; who should all be invited to the workshop. The Consultant will work with the PM to ensure that the LA/LB UA STC command staff is informed and invited to the workshops in their corresponding region. 1 The PM will provide a list of STC command staff to the winning proposer Page 7 of 44

8 * NOTE: The PM may invite non-la/lb UA STC members to the workshops, if their involvement is necessary for the effective planning and execution of the exercises. The workshop will be held on days and times which allow for the greatest level of participation. The workshop will be no longer than four (4) hours. The workshop will be designed to accommodate up to eighty (80) participants. The training content for the workshops will be based around the radiological and nuclear detection curriculum (please see curriculum section below). b. Tabletop & Functional Exercises 1. Design and Develop Exercises: Design and develop two (2) HSEEP compliant tabletop exercises and two (2) functional exercises to practice radiological and nuclear detection threats addressed in the curriculum provided in the workshop. Working with the PM, the Consultant will present the developed exercise design to the PM for approval. Upon receiving PM approval, Consultant shall conduct the exercises. The exercises shall involve and include, but not be limited to, the participation of an array of stakeholders in the LA/LB UA STC and non-stc regional partners (such as members of the Los Angeles Emergency Management Department, Federal Bureau of Investigation, etc.). The exercises should take into consideration concepts of operations for various radiological and nuclear incidents. Concept of operations should also be consistent with the National Incident Management System (NIMS) and Standardized Emergency Management System (SEMS) for a response to an incident that is most likely to occur in a city with similar demographics as the City of Los Angeles. 2. Conduct Exercises The Consultant will facilitate, coordinate and implement all exercise activities with the LA/LB UA STC such that the exercises are carried out based on HSEEP requirements. The Consultant will place an emphasis on recruiting people with disabilities and others with access and functional needs to participate in the exercise. Page 8 of 44

9 Phase 2: Perform an After Action Report to identify deficiencies in the training and exercises which require additional attention or were not addressed. a. After Action Report (AAR) Upon the completion of Phase 1 of the project as set forth above, the Consultant shall be responsible for developing and writing the AAR for submission and approval by the PM. This will include a list of the participants and LA/LB UA STC regional partners which attended the training. Additionally, exercise development, conduct and materials shall be consistent with the National Incident Management System (NIMS) and HSEEP requirements (see subsection d below). Consultant shall develop an AAR that addresses the exercises in accordance with the HSEEP framework (e.g., strengths, areas for improvement, summaries). Consultant shall include an analysis of the performance of all participating agencies as a whole (e.g., universal issues, outside agency coordination). Consultant shall conduct an AAR Conference once a draft of the AAR is prepared. The Consultant will develop all AAR Conference materials and distribute them to the PM and designated LA/LB UA STC regional partners. 1. Specific tasks: 1. Develop the draft AAR, 2. Finalize AAR Conference materials, including: a. AAR Conference Presentation (PowerPoint); b. Agenda; c. Sign-in sheets; d. Invitations (at least 3 weeks beforehand); e. Read-ahead packet (primarily the draft AAR and agenda); 3. Draft, distribute and collect AAR Conference evaluation forms and summary (within one (1) week following the conference); 4. Conduct AAR Conference within 15 days after the last day of the exercise; 5. Provide AAR Conference minutes to the PM within one (1) week of the AAR Conference; 6. Provide time for EDT members to submit comments and input to the AAR; 7. Finalize the AAR within 45 days after the conclusion of the last exercise. Page 9 of 44

10 d. HSEEP & NIMS Requirements The Consultant shall use the previously determined evaluation criteria to evaluate the operational effectiveness of the plan in accordance with all HSEEP and NIMS requirements. The Consultant shall also be responsible for all HSEEP reporting requirements, including but not limited to, the completion of the After Action/Corrective Action Report (AAR/CAR) and HSEEP documentation submission. All HSEEP documentation must be approved by the PM prior to HSEEP submission. The Consultant will provide the PM with three (3) copies of the completed HSEEP submissions. Phase 3: Using the AAR, the Consultant shall develop and design a second year training and exercise plan for the LA/LB UA STC. a. Training and Exercise Plan The Consultant shall create a second year training and exercise plan (the plan) for the LA/LB UA STC to meet the goals and recommendations identified in Phase 2. At minimum, the plan shall include tasks, timelines, work plans, and performance indicators. The Consultant shall prioritize the items based on need, gaps, regional functional plans and costs. The Consultant must clearly identify and explain all assumptions that were applied in the development of the second year training and exercises. The plan must receive approval from the PM before the phase is finalized. i. Recommended training and exercise schedule: The LA/LB UA STC recommends the following second year training and exercise schedule: 2 full scale exercises: One full scale exercise will be designed at the beginning of the plan, while the second and final full scale exercise designed and developed at the end of the plan, 1 workshop, 1 tabletop exercise, and 1 functional exercise. Page 10 of 44

11 3. Training & Exercise Design Team Meetings A series of meetings of the Exercise Design Team (TEDT) to prepare for the plan shall commence immediately after contract award. A senior member of the Consultant s team must be available to work very closely with the PM throughout the performance period of the contract. The Consultant shall lead the TEDT as the Training and Exercise Director, under the guidance of the PM. The Consultant shall schedule, organize and lead each TEDT planning meeting and provide any staff necessary for logistical support and any subject matter experts that may be required. During the TEDT planning meetings, the Consultant shall work with the PM to determine, develop and implement the goals and objectives of the training and exercise program consistent with STC plans, protocols and procedures, as well as DNDO s program goals. The Consultant shall lead and support all training and exercise related meetings. This may include a combination of teleconferences/webinars and live events. The Consultant shall produce all TEDT meeting materials and distribute them to the PM no later than one (1) week prior to each meeting. a. Specific Tasks for TEDT Planning Meetings The Consultant shall be responsible for the following specific tasks, among others, related to the TEDT Planning Meetings: 1. Schedule meeting rooms (which will be provided by the PM). All facilities selected will be ADA accessible; 2. Develop and distribute all TEDT meeting materials; 3. Draft agenda (must be shared with the PM for review at least one week prior to application); 4. Manage sign-in sheets; 5. Provide and affix any necessary signage in support of the meeting(s); 6. Provide and set up any necessary audio/visual equipment; 7. Manage invitations, reminders and registration; 8. Read-ahead packet, if appropriate (must be delivered at least one week in advance when determined appropriate by the PM); 9. Maintain and update as necessary one Master List of participating agencies, and a list/tedt roster over the duration of the contract; Page 11 of 44

12 10. Maintain and update as necessary one master project management timeline/training and Exercise Program calendar over the duration of the contract; 11. Record and document meeting minutes, which the Consultant shall distribute to the PM: 12. Perform any other tasks necessary to support and assist in facilitating TEDT meetings, and 13. Using the TEDT meetings as HSEEP Planning Conferences, the Consultant will coordinate the exercise for the LA/LB UA STC, which will include development of the items listed below: a. Training Plan; b. Exercise Plan; c. Training Schedule; d. Exercise Schedule; e. Scenario and Master Scenario Events List (MSEL); f. Player Briefing; g. Player Handout (to include any NIMS/ICS forms required); h. Participant Directory; i. Controller/Evaluator Handbook; j. Simulator Handbook/Guide; k. Exercise Evaluation Guides; l. Training Evaluation Guides; m. Participants Critiques/Feedback Forms; n. Observer Packet; o. Sign-in sheets; and p. Signage as appropriate. Page 12 of 44

13 14. Assist the TEDT in sending out invitations for the training & exercises and manage registration; 15. Assist the TEDT in recruiting non-consultant controllers, evaluators and simulators; 16. Conduct Controller, Evaluator and Simulator Training during the week prior to the exercise; 17. Facilitate a Hotwash (an immediate after-exercise discussion/review) with key players immediately after the exercise and document best practices, lessons learned and significant comments; 18. Provide a 5-1 participant-to-evaluator ratio to be present at exercise site during the exercise, including: a. One (1) individual to function as the Senior Controller/Evaluator; b. One (1) individual to function as Simulation Cell (SimCell) Director; c. Five (5) individuals to function as Exercise Controllers (to be assigned in the EOC and designated DOCs); and d. Six (6) - ten (10) individuals to function as Exercise Evaluators (to be assigned in the training site and designated DOCs). 19. Develop the After-Action Report for each of the exercises. The Consultant, collaborating with the PM, shall determine the appropriate plans, protocols and procedures to be utilized as reference for the training and exercises. The Consultant shall focus on the use of the processes, procedures and systems developed and established within the LA/LB UA STC to help design the training and exercise program. The Consultant shall also provide any and all recommendations it has for improving the use and capability of all such processes, procedures and systems as they are reviewed and evaluated for exercise purposes. Page 13 of 44

14 4. Course Instructors The Consultant shall identify a cadre of highly-qualified course instructors and submit a written summary of qualifications or submit instructors resumes. The Consultant shall identify the specific course section that each identified instructor would teach during training and exercises. Qualification summaries and/or resumes must not exceed 20 pages and shall be submitted with the proposal. The PM shall review and approve the final selection of instructors with the selected vendor. 5. Curriculum The training and exercise plan shall instruct the LA/LB UA STC personnel on coordinating response support in the following areas: a. Primary Screener Training/Evaluation 1. Provide a refresher course to first responders (Primary Screeners 3 ) on the ability to detect and locate any illicitly used/transported radiological/nuclear material. Additional refresher training should be given on the legal considerations when conducting detentions of persons suspected to be in possession of illicit radiological/nuclear material; 2. Primary Screener evaluations on the ability to detect/locate illicitly used/transported radiological material. b. Secondary Screener Training/Evaluation 1. Provide a refresher course to Secondary Responders on the ability to detect, locate, and identify radiological material. In addition to detention considerations, these personnel should also receive refresher training on the provision information to regional/federal experts (reachback/triage); 3 Primary screening is defined as the initial point of radiation detection; to include the first contact with a conveyance, individual, or shipment. Once initial detection occurs, alarms are categorized as: verified or unverified. An alarm is considered verified if it is repeatable. This can be performed by the same instrument or if two instruments alarm in the same vicinity. If unable to resolve an alarm, a secondary Screening team shall be requested. Page 14 of 44

15 2. Secondary screener 4 evaluations on the ability to detect, locate, and identify illicit radiological/nuclear material, as well as to determine threats presented by a given isotope. Evaluate the ability to coordinate response of required entities, and convey necessary information to Reachback/triage personnel as needed. c. Command level Training/Evaluation 1. Train Supervision/Command level personnel regarding capabilities of Primary/Secondary Screeners, legal considerations regarding detentions of suspects, as well as coordination of a large scale incident involving the suspected illicit use/transportation of radiological material; 2. Evaluate Supervisory/Command level personnel on the ability to coordinate and manage an incident involving the use/transportation of radiological/nuclear material, while adhering to NIMS guidelines. d. Regional Asset Training/Evaluation 1. Regional Assets training for the Southern California Radiation Intake Center (SCRIC) 5 personnel regarding coordination of an incident involving multiple layers of resources (Primary Screeners, Secondary Screeners, Command Level personnel, outside agencies, etc.); 2. Evaluate the ability of regional assets to coordinate an incident involving multiple layers of resources. 4 Secondary screening is the process of using personnel with enhanced training, expertise and equipment to respond to a request by a primary screener following a detection of radioactive/nuclear material. Secondary screeners may be requested to (but not limited to) assist in a wide area search to localize the radiation, identify the radioisotope of concern using enhanced equipment, or to lend expertise in explaining a non-threat radiation detection. 5 The SCRIC is housed within the Los Angeles Region at the Los Angeles Police Department s Real-Time Analysis and Critical Response Division (RACR). The RACR Division will become the centralized intake center for all radiation and nuclear related calls for the region. The SCRIC will be able to assist in the coordination of all technical reach back and adjudication support for the region. The SCRIC will also serve as the information gathering and intelligence sharing center for the LA STC Program, and will be equipped with necessary systems that will increase its technical capacity and infrastructure to support the region s radiological/nuclear detection efforts. Page 15 of 44

16 e. Operations Plan Evaluation 1. Training and exercises shall be in conjunction with the regional STC Operations Plan as well as each agency s individual Standardized Operating Procedures (The STC Operations Plan and agency Standard Operating Procedures will be provided to the winning Proposer and only upon executing a non-disclosure agreement) with the goal of evaluating and validating the operational plans. After each year of training/exercises, any identified gaps shall be addressed and used to amend the affected operations plan. 6. Costs C. Deliverables The Consultant shall meet with the PM on regular basis during curriculum development to review and gather input for the training and exercises development plan. Additionally, Consultant shall provide weekly status reports addressing the plan s progress. The reports shall address program timelines, students enrolled in training and exercises, curriculum updates, and potential program obstacles/delays. The Consultant shall be responsible for the following training and exercise course costs: 1. Training and exercise support equipment and materials including but not limited to audio/video equipment, flip charts, pens, easels, name tents, and student manuals. 1. The Consultant shall participate in a formal Project Kick-Off Meeting with the PM. During this meeting, the Consultant shall develop a draft detailed work plan and project schedule to ensure that the project will be completed during the designated project performance period. This detailed work plan and project schedule shall adhere to all HSEEP guidelines, in addition to the following criteria; 2. Consultant shall review the STC Operations Plan as well as each involved agency s Standardized Operating Procedures (Please see disclosure SUPRA), which shall be used to formulation any workshops, table top exercises, functional exercises, or full-scale exercises; 3. Development of preliminary workshops, tabletop and functional exercises shall be geared towards all levels of response (Primary Screeners, Secondary Screeners, Supervisory/Command Level) and shall be used to train personnel on adherence to both the Regional STC Operations Plan, as well as individuals respective agency s Standardized Operating Procedures. Subsequent Workshops shall be based on gaps that have been identified during previous workshops and exercises in the AAR; Page 16 of 44

17 4. For each exercise, a point of contact shall be established within each involved agency. The Consultant shall work with this point of contact to develop objectives/target capacities that are desired to be evaluated; 5. Upon completion of an overall objective list, the Consultant shall develop an outline of the exercise to be conducted and generate a Master Sequence Event List (MSEL) to be presented to each agencies point of contact; 6. The PM, upon review, will develop particular injects to be placed into the MSEL to ensure their respective objectives have been met; 7. The Consultant shall develop the workshops, tabletop and functional exercise plan (including MSEL), incorporating the LA/LB UA STC objectives/injects for review prior to any exercise being conducted. 8. Prior to the first delivery of the first year training and exercise plan, the Consultant shall provide one hundred and sixty (160) professionally reproduced copies of the student course manuals and any related reference material to the PM. 9. The Consultant shall provide four (4) digital (CD/DVD) copies with electronic versions of the final course materials (developed under Deliverables paragraph 1 above), in the latest version of Microsoft Word. 10. The Consultant shall provide four (4) complete sets (printed material in binders and digital information on CDs/DVDs) of the final instructor materials for the first year training and exercise plan and second year training and exercise development plan, including the instructor guides, visual presentation material and copies of any reference guides, plans or other support material. 11. Consultant shall provide course completion certificates to students who earn a passing grade, as determined by the course instructors. 12. Consultant shall provide a daily student sign-in roster that includes at a minimum the course name, instructors, date, location, course hours, student name, agency, jurisdiction, and phone contact information. The sign-in rosters shall be provided to the PM after completion of each training course. 13. At the completion of every exercise, Consultant shall conduct an exercise hot wash in order to provide a written summary (AAR) of suggested improvements, issues or concerns identified by participants or evaluators during the exercise. Page 17 of 44

18 14. For each course/exercise conducted in the, the Consultant shall provide a written summary of suggested improvements, issues or concerns expressed by participants during the exercise regarding team training and deployment support tools. These summaries shall include recommendations to training given, capabilities required, or amendments to either regional or individual agencies Operations Plans. Consultant shall create, produce, collect and analyze exercise participant evaluations and provide a summary of the results. In addition, produce a course after-action report and accompanying corrective action plan. 15. The development of the second year training and exercises plan shall be based on AAR identified during the previous year s training and exercises. NOTE: All course information, materials, guides, manuals, and exercise products are and remain the property of the LA/LB UA STC. III. ELIGIBLE PROPOSERS Proposals will be accepted only from proposers that meet all of the following requirements: A. PROPOSER CHECKLIST: 1. The Proposer must be qualified to conduct business in the State of California; 2. Must be in good standing with the Secretary of State, if a Corporation or Limited Liability Company; 3. The Proposer has not been determined to be non-responsible nor has the Proposer been debarred by the City pursuant to the Consultant Responsibility Ordinance; 4. The Proposer has not been debarred by the Federal Government, State of California, or local government; 5. 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; 6. Financial stability and ongoing ability to provide the services proposed. 7. Availability of adequate staffing, including support and backup staff, with sufficient experience and technical expertise; 8. Be familiar with the STC Grant Program; Page 18 of 44

19 9. Be proficient in federal guidelines, such as NIMS and HSEEP; 10. Be familiar with best practices related to the development of training and exercises; IV. SOURCE OF FUNDS AND FUNDS AVAILABLE V. BUDGET The STC Grant Program was created by DHS and is overseen by DNDO to assist high-risk urban areas in developing and enhancing capabilities to detect, report and prevent the unauthorized presence and use of radiological and nuclear materials. The STC Grant Program was first authorized by Congress in STC funding originates from DHS and is passed through to the Federal Administrative Agency DNDO and then distributed to the LA/LB UA through the Office of the Mayor of the City of Los Angeles, Homeland Security and Public Safety. This RFP is for an amount up to $161, Funding for all periods of this RFP and subsequent contract is subject to City of Los Angeles Council approval and the continuing availability to the City of federal funds for this project. The budget for this contract shall not exceed $161, The Agreement with the selected applicant will be on a fixed-price contract basis. VI. CONTRACT TERM The contract period shall be from approximately the date of execution of a contract for this project to July 14, VII. TECHNICAL ASSISTANCE All technical assistance questions must be submitted by , using the attached Technical Assistance Request Form (Exhibit N). Please identify the RFP title on the subject line of your message. To ensure the fair and consistent distribution of information, all questions will be answered by a Question-and-Answer (Q&A) document available on the City of Los Angeles Business Assistance Virtual Network at No individual answers will be given. The Q&A document will be updated on a regular basis to ensure the prompt delivery of information. Technical Assistance questions submitted after October 1, 2014, 3:00pm Pacific Time will NOT be accepted. Page 19 of 44

20 VIII. ATTENDANCE AT PROPOSERS CONFERENCE Attendance at the Pre-Proposal Conference is mandatory. Proposers who do not attend the mandatory pre-proposal conference will not be eligible to submit proposals. No minutes will be taken at the Pre-Proposal Conference. Attendees at the conference will be responsible for taking their own notes. All questions will be addressed at this conference and any available new information will be provided at that time. If you have further questions regarding the RFP, please refer to technical assistance guidelines. Questions raised at the Proposers Conference may be answered orally. If any substantive new information is provided in response to questions raised at the preproposal conference, it will also be memorialized in a written addendum to this RFP, which will be posted on the website at The Bidder s Conference will be held on September 4, 2014 at 10:00 AM. Your presence is only required at one of the two conferences. You need not attend both conferences, only one conference is mandatory as the material presented will be the same. Both conferences will be held at the following location: EOC 200 North Spring Street Los Angeles, CA BRING YOUR OWN COPY OF THE RFP. NO COPIES WILL BE PROVIDED AT THE CONFERENCE. IX. DEADLINE FOR SUBMISSION OF PROPOSALS The original proposal, together with four (4) complete copies and one electronic copy on a CD or USB flash drive, must be hand or courier-delivered in a sealed package by the date on the cover of this document. The original must be marked Original on the cover and must bear the actual wet signature(s) of the person(s) authorized to sign the proposal. The copies must be numbered on the upper right hand side of the cover to indicate Copy No.. Proposal must be submitted in a 3 ring binder. Specialized coverings, paper clips, spiral wire binding or other removable fasteners are not acceptable. Proposals must be submitted by 3:00pm (Pacific Standard Time) on October 6, Proposals must be addressed to: Gabriela V. Jasso Contracts Specialist Office of the Mayor Homeland Security and Public Safety Team 200 N. Spring Street, Room 303 Los Angeles, CA Page 20 of 44

21 The envelope containing the proposal must clearly identify the RFP for which the proposal is being submitted with the following statement: TRAINING & EXERCISE CONSULTANT FOR THE LA/LB UA STC Persons who deliver a proposal will be issued a Notice of Receipt of Proposal. The original copy of the submitted proposal will be marked with a time and date stamp. Timely submission of the proposal is the sole responsibility of the Proposer. The City reserves the right to determine the timeliness of all submissions. Late proposals will not be reviewed. All proposals delivered after the stated deadlines will not be accepted and will be returned unopened to the Proposer. Proposals submitted via U.S. Mail, facsimile, or will not be accepted. X. EVALUATION FACTORS A. PROPOSALS SHALL BE EVALUATED ON THE FOLLOWING CATEGORIES AND MAY INCLUDE CONSIDERATION OF ANY OR ALL OF THE LISTED FACTORS AT THE CITY S SOLE DISCRETION SELECTION CRITERIA POINTS Project Plan (see Narrative 1) 40 Staff Experience and References (see Narrative 2) 25 Consultant s Demonstrated Ability (see Narrative 3) 25 Budget (see Narrative 4) 10 Total Possible Project Plan (40 points) Thoroughness, quality, and completeness of responses to questions outlined in Narrative 1, Practicality, efficiency, and effectiveness of the proposed strategies and methodologies showing that the Consultant can complete all of the project goals as stated in the Scope of Work, Projected timeline for the first year training and exercise development and implementation plan which outlines the dates and sites of the training and exercises. Page 21 of 44

22 2. Staff Experience (25 points) Depth and quality of staff experience relating to their assigned role, Knowledge in development and implementation of workshops, functional, tabletop and full scale exercises Be proficient in federal guidelines, such as NIMS and HSEEP, Resume of all core staff members working on the project and quality and relevance of any references provided for each staff member. Quality and relevance of any references provided. 3. Consultant s Demonstrated Ability (25 points) The Consultant s financial stability and ability to provide the services proposed. Availability of adequate staffing, including support and backup staff, and the experience and technical expertise of assigned staff. Depth and quality of the Consultant s experience in developing completing projects related to this proposal. Quality and relevance of any references provided. 4. Cost (10 points) Accuracy and completeness of submitted budget(s). Allowableness/allocability, reasonableness, and necessity of costs. Feasibility of budget(s). Costs will be related to the Schedule of deliverables to determine whether sufficient resources are dedicated to tasks and deliverables to ensure a quality product on time. NOTE: Proposed costs may be compared against other proposers and against independent cost estimates. The lowest cost proposer may not be determined to be the best proposer when all the evaluation factors have been considered. The City reserves the right to require a pre-award interview, site inspection and/or telephone conference call with applicants. Should your agency be selected to provide an oral presentation, an additional 30 point scale will be used. [THIS SECTION INTENTIONALLY LEFT BLANK] Page 22 of 44

23 ORAL PRESENTATION CRITERIA SELECTION CRITERIA POINTS Knowledge 10 Methodology 10 Understanding of training and exercises using the NIMS and HSEEP standards 10 Total Possible Oral Presentation (30 points) Following the evaluation of the written proposals, up to three (3) proposers receiving the highest scores may be invited to give an oral presentation (power point and other demonstration tools are acceptable) related to their proposal to the selection committee. The presentation shall last not more than thirty (30) minutes and shall address the following topics: Knowledge and understanding of the project (up to 10 points); Proposer s methodology (up to 10 points); and Understanding of Training and exercises using the NIMS and HSEEP standards (up to 10 points) After the presentation, the panelists may ask for clarification or explanation of the written proposal or oral presentation. The selection committee shall award points for each element of the presentation, up to a total 30 points for the oral presentation. Points from the presentation shall be combined with the points assigned for the written proposal. The selection committee shall recommend the highest scoring proposer for funding. [THIS SECTION INTENTIONALLY LEFT BLANK] Page 23 of 44

24 XI. PROPOSAL REVIEW PROCESS A. THE PROPOSAL REVIEW PROCESS SHALL INCLUDE THE FOLLOWING MAJOR ACTIVITIES TO ENSURE THAT THE PROCUREMENT MEETS AUDIT STANDARDS 1. All proposals shall be reviewed to determine that the minimum eligibility requirements have been met. Ineligible proposers will be informed in writing; 2. All eligible proposals shall be reviewed, scored, and ranked; 3. Each eligible proposal shall be reviewed for costs that are reasonable, allowable, necessary, and competitive, as measured by a review of the lineitem budget, the project design, and its competitive standing as compared to all other proposals; 4. At the City s sole discretion, oral interviews may be held with top scoring proposers. The results of the oral review will determine the final funding recommendations; and 5. Proposers shall be notified in writing about funding recommendations. XII. CONTRACT AWARD The selection of any proposal shall not imply acceptance by the Approval Authority or City of all terms of the proposal, which may be subject to further negotiations and approvals before the City may be legally bound thereby. If a satisfactory contract cannot be negotiated in a reasonable time, the Project Manager, in its sole discretion, may terminate negotiations with the selected proposer and begin contract negotiations with the next proposer ranked by the Selection Committee. XIII. PROPOSAL APPEAL PROCESS A. ALL APPLICANTS SHALL HAVE THE OPPORTUNITY TO APPEAL DEPARTMENT FUNDING RECOMMENDATIONS. THEY ARE AS FOLLOWS: 1. Errors and Omissions in RFP Proposers are responsible for reviewing all portions of this RFP. Proposers are to promptly notify the individual designated as the contract specialist, Deadline for Submission of Proposals, above, in writing, if the proposer discovers any ambiguity, discrepancy, omission, or other error in the RFP. Any such notification should be directed to the individual designated, promptly after discovery, but in no event later than five working days before the date for receipt of proposals. Modifications and clarifications will be made by addenda as provided below. Page 24 of 44

25 2. Objections to RFP Terms Should a proposer object on any ground to any provision or legal requirement set forth in this RFP, the proposer must, not more than ten (10) calendar days after the RFP is issued, provide written notice to the City setting forth with specificity the grounds for the objection. The failure of a proposer to object in the manner set forth in this paragraph shall constitute a complete and irrevocable waiver of any such objection. 3. Change Notices The Project Manager may modify the RFP, prior to the proposal due date, by issuing Change Notices, which will be posted on the labavn.com website. The proposer shall be responsible for ensuring that its proposal reflects any and all Change Notices issued by the Project Manager prior to the proposal due date, regardless of when the proposal is submitted. Therefore, the City recommends that the proposer consult the website frequently, including shortly before the proposal due date, to determine if the proposer has downloaded all Change Notices. 4. Term of Proposal Submission of a proposal signifies that the proposed services and prices are valid for 120 calendar days from the proposal due date and that the quoted prices are genuine and not the result of collusion or any other anticompetitive activity. 5. Revision of Proposal A proposer may revise a proposal on the proposer s own initiative at any time before the deadline for submission of proposals. The proposer must submit the revised proposal in the same manner as the original. A revised proposal must be received on or before the proposal due date. XIV. GENERAL RFP INFORMATION A. GENERAL PROPOSAL CONDITIONS: 1. Costs Incurred by Proposers All costs of proposal preparation shall be borne by the proposer. The City shall not, in any event, be liable for any pre-contractual expenses incurred by proposers in the preparation and/or submission of the proposals, including mandatory attendance at the Pre-Proposal Conference, a post-submission interview, and field evaluation, do so solely at their own expense. Proposals shall not include any such expenses as part of the proposed budget. Page 25 of 44

26 2. Best Offer The proposal shall include the proposer s best terms and conditions. Submission of the proposal shall constitute a firm and fixed offer to the City that will remain open and valid for a minimum of ninety (90) days from the submission deadline. 3. Accuracy and Completeness The proposal must set forth accurate and complete information as required in this RFP. Unclear, incomplete, and/or inaccurate documentation may not be considered. Falsification of any information may result in disqualification. If the proposer knowingly and willfully submits false performance or other data, the City reserves the right to reject that proposal. If it is determined that a contract was awarded as a result of false performance or other data submitted in response to this RFP, the City reserves the right to terminate the contract. Unnecessarily elaborate or lengthy proposals or other presentations beyond those needed to give a sufficient, clear response to all the RFP requirements are not desired. 4. Withdrawal of Proposals Proposals may be withdrawn by written request of the authorized signatory on the proposer s letterhead or by telegram at any time prior to the submission deadline. 5. General City Reservations The City reserves the right to extend the submission deadline should this be in the interest of the City. Proposers have the right to revise their proposals in the event that the deadline is extended. The City reserves the right to withdraw this RFP at any time without prior notice. The City makes no representation that any contract will be awarded to any proposer responding to the RFP. The City reserves the right to reject any or all submissions. If an inadequate number of proposals is received or the proposals received are deemed non-responsive, not qualified or not cost effective, the City may at its sole discretion reissue the RFP or execute a sole-source contract with a vendor. The City shall review and rate submitted proposals. The proposer may not make any changes or additions after the deadline for receipt of proposals. The City reserves the right to request additional information or documentation, as it deems necessary. Page 26 of 44

27 The City reserves the right to verify all information in the proposal. If the information cannot be verified, and if the errors are not willful, the City reserves the right to reduce the rating points awarded. The City reserves the right to require a pre-award interview and/or site inspection. The City reserves the right to waive minor defects in the proposal in accordance with the City Charter. If the selection of the proposer is based in part on the qualifications of specific key individuals named in the proposal, the City must approve in advance any changes in the key individuals or the percentage of time they spend on the project. The City reserves the right to have the Consultant replace any project personnel. 6. Contract Negotiations Proposers approved for funding shall be required to negotiate a contract with the City. The best terms and conditions originally offered in the proposal shall bind the negotiations. The City reserves the right to make a contract award contingent upon the satisfactory completion by the proposer of certain special conditions. The contract offer of the City may contain additional terms or terms different from those set forth herein. As part of the negotiation process, the City reserves the right to: fund all or portions of a proposer s proposal and/or require that one proposer collaborate with another for the provision of specific services, either prior to execution of an agreement or at any point during the life of the agreement; use other sources of funds to fund all or portions of a proposer s proposal; require that a funded proposer utilize a facility designated by the City for purposes of implementing its project; elect to contract directly with one or more of the identified collaborators; require all collaborators identified in the proposal to become cosignatories to any contract with the City. Page 27 of 44