LACOMBE REGIONAL EMERGENCY MANAGEMENT PARTNERSHIP REQUEST FOR PROPOSAL. LREMP RFP 2014 Page 1

Transcription

1 LACOMBE REGIONAL EMERGENCY MANAGEMENT PARTNERSHIP REQUEST FOR PROPOSAL LREMP RFP 2014 Page 1

2 LACOMBE REGIONAL EMERGENCY MANAGEMENT PARTNERSHIP (LREMP) Request for Proposal Administrative and Management Services 1. Background The Lacombe Regional Emergency Management Partnership was formally created in 2011 after several years of planning and organizing. The Partnership is composed of eleven municipalities: Lacombe County City of Lacombe Town of Blackfalds Town of Bentley Town of Eckville Village of Alix Village of Clive SV of Birchcliff SV of Gull Lake SV of Half Moon Bay SV of Sunbreaker Cove The purpose of the Partnership is to create and manage a common regional emergency management program for the area. The Program establishes the elements of a continuous improvement process to develop, implement, maintain and evaluate emergency management in the region and address the functions of prevention and mitigation, preparedness, response and recovery. The elements of this continuous improvement process will include program management, planning, implementation, evaluation and management review by elected officials and administrators. The Partnership is organized into two levels: governance and administrative. The governance role for the Partnership is the responsibility of the Lacombe Regional Emergency Advisory Committee. The purpose of the Committee is to review and approve the Lacombe Regional Emergency Management Plan and the partnership budget on an annual basis; as well as providing direction to the Lacombe Regional Emergency Management Agency on issues of regional emergency planning, response and recovery. Membership of the Committee consists of a Councillor and alternate from each of the Partnering Municipalities. Administration of the Partnership, the Program and the Regional Emergency Management Plan falls to the Lacombe Regional Emergency Management Agency. The purpose/mandate of the Regional Agency is to oversee the maintenance and updating of the Lacombe Regional Emergency Management Plan on an annual basis, as set out in the Partnership Agreement, as follows; LREMP RFP 2014 Page 2

3 2. Intent a) be responsible for ensuring regional emergency planning documents and programs are accurate and reviewed annually b) ensure appropriate training is available to staff and other personnel of the partnering municipalities c) ensure regional training records are kept d) plan and execute exercises to validate the Lacombe Regional Emergency Management Plan e) conduct reviews of all exercises f) review the impact of incidents on the system g) publish information, as necessary, on the Lacombe Regional Emergency Management Plan h) liaise with external agencies and surrounding municipalities who have a role in emergency response at regional facilities i) ensure the Lacombe Region has appropriate resources and equipment available The LREMP requests proposals from qualified organizations, municipalities, firms or individuals for administrative and management services for the LREMP Committee and LREMP Agency. 3. Deadline for RFP The Proposal will be accepted at the LREMP Office located at the Town of Bentley until 2:00 p.m. on September 15, Scope of Work The firm(s) or individual(s) will support both the Committee and the Agency and be responsible for all phases of general administration services which include but not limited to: a) maintain and update the Lacombe Regional Emergency Management Plan on an annual basis, as set out in the Partnership Agreement, and under the direction of the agency, as follows i. be responsible for ensuring regional emergency planning documents and programs are accurate and reviewed annually; ii. ensure appropriate training is available to staff and other personnel of the partnering municipalities iii. iv. ensure regional training records are kept plan and execute exercises to validate the Lacombe Regional Emergency Management Plan v. conduct reviews of all exercises vi. vii. review the impact of incidents on the system publish information, as necessary, on the Lacombe Regional Emergency Management Plan LREMP RFP 2014 Page 3

4 b) liaise with external agencies and surrounding municipalities who have a role in emergency response at regional facilities; and ensure the Lacombe Region has appropriate resources and equipment available c) Ensure the LREMP website is maintained and updated d) general administration duties e) budget and financial supervision f) in consultation with the Chair of the Agency and Committee prepare and circulate meeting agendas g) record and circulate minutes of the Committee and Agency meetings 5. Proposal Content Each Proposal should contain the following information: a) proposed Scope of Work b) detailed information of firm(s)/individual(s) background and experience c) key staff with resumes d) fee proposal including a list of monthly rates and per diem rates e) proof of Insurance (vehicle and commercial liability) f) proof of workers compensation coverage 6. References and Experience In order to provide the expected services, the firm(s)/individual(s) must possess expertise in emergency management administration and operation. Proposals must state what the firm(s)/individual(s) is prepared to offer. Proposals shall include a resume and list of clients for whom the firm(s)/individual(s) have provided similar services. 7. Contact Information Additional information is available from Elizabeth Smart at or liz.bentley@telus.net LREMP RFP 2014 Page 4

5 8. Contract The successful firm(s)/individual(s) shall enter into a one year written contract with the LREMP within twenty one (21) days after the notice of award. 9. Addendum If it becomes necessary to revise any part of the request or if additional data is necessary to enable interpretation of provisions of this request, revisions will be provided to all prospective firms who receive or request this RFP. 10. Preparation and Submittal of Proposals a) all proposals shall be signed in ink by the firm(s)/individual(s) duly authorized principal b) requests for extensions of the opening time and date will not be granted c) firm(s)/individual(s) mailing their proposals should allow for normal mail time to ensure receipt of their proposals by the LREMP Office prior to the date fixed for opening of proposals d) proposals or unsolicited amendments to proposals received by the LREMP Office after the acceptance deadline will not be considered e) proposal may be withdrawn on written request from the firm addressed to the LREMP Office prior to the time of acceptance f) negligence or oversight on the part of the firm(s)/individual(s) in preparing the proposal confers no right of withdrawal after time fixed for acceptance of the proposals 11. Miscellaneous a) Firm(s)/individual(s) may be required to make one or two follow-up oral presentations b) The contents of the proposal submitted by the selected firm(s)/individual(s) and this RFP will become a part of the any contract award 12. Subcontracting The firm(s)/individual(s) who are selected will be prohibited from assigning, transferring, conveying, subletting, or otherwise disposing of the resulting agreement or its right, title, or interest therein or its power to execute such agreement to any other person, company or corporation without the previous consent and approval in the writing by the LREMP. LREMP RFP 2014 Page 5

6 13. Fees and Expenses Fee estimates should outline the projected levels of effort (time required) on a monthly basis and rates for all professional, technical and clerical support staff that will be employed in the management and administration. No extra fees will be paid unless this Request for Proposal is changed or additional work requested and/or agreed to in writing by the LREMP Committee. All invoices must include a detailed description of the work that has been performed for the billing period. 14. Criteria for Evaluating Proposals To evaluate Proposals, LREMP will use the full contents of the Proposal Response, the information provided by references and the knowledge and expertise of LREMP s Proposal Evaluation Panel and other independent advice as required. The evaluation panel will use the following criteria in reviewing the proposals: 60% - Firm(s)/individual(s) background and professional expertise, including previous experience of personnel to be assigned to this project and their competency 40% - Proposed Fee When the firm(s)/individual(s) have received a substantially equal ranking the proposed fee will be the determining factor. 15. Award The LREMP may reject any or all proposals for such reason as it may deem proper. In acceptance of proposals, the LREMP will be guided by consideration of the interest of the LREMP. The LREMP also reserves the right to negotiate further with one or more of the firm(s)/individual(s) as to any features of their proposal and to accept modification of the work and price when such action will be in the best interest of the LREMP. 16. Proposal Submissions Five (5) copies of the proposal must be submitted to the LREMP Office at the following address no later than 2:00 p.m. on September 15, a) by mail, or other recognized delivery agency prior to closure to: LREMP Office c/o Town of Bentley Box 179, Bentley, AB T0C 0J0 b) by , liz.bentley@telus.net All proposals must be clearly marked with the name of the proposal. LREMP RFP 2014 Page 6

7 Request for Proposals LACOMBE REGIONAL EMERGENCY MANAGEMENT PARTNERSHIP (LREMP) The LREMP is seeking proposals to provide administrative and management services including the updating and maintenance of the Lacombe Regional Emergency Management Plan on an annual basis. The firm or individual will provide support to the Lacombe Emergency Advisory Committee as well as the Lacombe Emergency Advisory Agency. It is anticipated that the time required will be in the 50 hours per month range. Proposal documents are available at or by from Proposals must be received by September 15, 2014 at 2:00 p.m at: LREMP Office c/o Town of Bentley Box 179, Bentley, AB TOC OJO or For further information contact Elizabeth Smart, CAO, Town of Bentley at or LREMP RFP 2014 Page 7