June 11, 2013 REQUEST FOR PROPOSAL

June 11, 2013 REQUEST FOR PROPOSAL NORTHWEST OHIO HEALTHCARE EMERGENCY MANAGEMENT COALITION AND NORTHWEST OHIO HEALTHCARE PREPAREDNESS COMMITTEE TRAINING/EXERCISE/RESOURCE MANAGEMENT CONTRACTOR DUE DATE: July 8, 2013 I. Introduction Funding Source: U.S. Department of Health and Human Services, Office of the Assistant Secretary for Preparedness and Response (ASPR), C.F.D.A. 93.889, through the Ohio Department of Health, to Hospital Council of Northwest Ohio Hospital Council of Northwest Ohio (HCNO), a non-profit organization serving Northwest Ohio hospitals and healthcare providers, is seeking professional services from a qualified party, herein after referred to as Applicant, for the following grant-funded independent contractor: Northwest Ohio Healthcare Emergency Management Coalition and Northwest Ohio Healthcare Preparedness Committee, Disaster Preparedness Exercise/Training/Resource Contractor A motivated self-starter is sought to assist the northwest Ohio healthcare regional coordination agency, Hospital Council of Northwest Ohio, to further develop the Northwest Ohio Healthcare Emergency Management Coalition Medical Coordination Plan while coordinating with regional healthcare providers, hospitals, public health, first responders, the Ohio Hospital Association and the Ohio Department of Health. A bachelor s degree is required/master s degree preferred. Experience as a first responder with real-life incident management team practice is required. Previous experience in instructing or assisting hospital and healthcare facilities with varied aspects of disaster preparation, planning, and exercise design is preferred. Excellent written and verbal communication skills and personal computer skills required. Successful Applicant will be organized, an independent worker, and able to work as a member of a team in a complex environment with a variety of stakeholders. The position is grant funded and the successful Applicant will be an independent contractor for a period of approximately 11.5 months completing quarterly deliverables determined in conjunction with HCNO. The successful Applicant will adhere to the U.S. Department of Health and Human Services Office of the Assistant Secretary for Preparedness and Response (ASPR) FY 2014 Continuation Guidelines and the Ohio Department of Health (ODH) Grant Administration Policies and Procedures Manual (GAPP). Throughout the project, the successful Applicant will collaborate with the northwest Ohio healthcare system coordinator and staff, the FY13/14 NW Ohio Healthcare Emergency Management Coalition Steering Committee, and the NW Ohio Interdisciplinary Exercise Committee. Page 1 of 13

II. Scope of Services The NW Ohio Healthcare Emergency Management Coalition is actively recruiting members from multiple disaster preparedness and response sectors. One Coalition objective for FY14 is to recruit a diverse membership which represents regional hospitals, specialty hospitals, outpatient healthcare providers, long term care facilities, dialysis centers, physician offices, behavioral/mental health providers, first responders, public health departments, emergency management agencies, and support services. The Coalition membership will need to plan, train, and exercise together to be properly prepared to respond collaboratively during disaster incidents. The trainings and exercises outlined in the Scope of Services will be offered to all Coalition members. The baseline capabilities of the individual member organizations and agencies may vary greatly. This contract, along with several other regional deliverables should enhance the overall Coalition membership preparedness capabilities by the end of the FY14 grant year. The successful Applicant shall meet all of the following contractor duties: A. Scope of Services and Proposed Contract Deliverables: 1. Between August 1, 2013 and June 30, 2014, conduct a minimum of 8 Hospital Incident Command System, Version IV, (HICS-IV) implementation trainings with an exercise component on demand and onsite at ASPR hospitals and/or regional Coalition partner facilities. (Estimated compensation: 8, 1 day courses x $925 =$7400) 2. By June 30, 2014, conduct at least one regional MARCS radio train-the trainer seminar emphasizing code plug template changes, training documents, and basic radio operations. (Estimated compensation: 9 hours x $55 = $495) 3. By October 31, 2013, arrange a series of planning meeting dates and venues and determine the membership of the 2014 NW Ohio Interdisciplinary Exercise Design Committee. This standing committee will need to determine a functional exercise date, controller and evaluator training dates, complete a review of the FY13 regional functional exercise After Action Report (AAR) and Improvement Plan (IP), determine FY14 exercise objectives based on FY13 lessons learned and the current regional exercise plans, draft the Master Sequence Event List (MSEL), and draft supporting exercise documents incorporating the Homeland Security Exercise and Evaluation Program (HSEEP) and healthcare accreditation agency guidelines. (Estimated compensation: 150 hours x $55 = $8250) 4. By May 30, 2014, complete the FY14 regional functional exercise according to ASPR HPP performance measure criteria to include finalizing the 2014 MSEL and the logistics for the regional functional exercise, writing all support exercise injects and documents, serving as exercise controller the day of the event, and providing technical support throughout the exercise on the determined date. (Estimated compensation: 65 hours x $55 = $3,575) 5. By June 30, 2014 complete an HSEEP compliant exercise AAR and IP for the FY14 regional functional exercise and submit to HCNO. (Estimated compensation: 72 hours x $55 = $3,960) 6. No later than one month before the regional functional exercise date, prepare and Page 2 of 13

distribute a building block tabletop exercise and evaluation tool testing the FY14 exercise plan capabilities including: Healthcare System Preparedness, Healthcare System Recovery, Emergency Operations Coordination, Fatality Management, Information Sharing, Medical Surge, and Responder Safety and Health. (Estimated compensation: 22 hours x $55 = $1,210) 7. By June 30, 2014, utilizing participant and evaluator tools completed during the tabletop exercise, write and submit an HSEEP compliant AAR and IP for the regional functional exercise tabletop component or include this information in the regional functional exercise AAR and IP. (Estimated compensation: 22 hours x $55 = $1,210) 8. By June 30, 2014, organize and conduct one Incident Command System (ICS) 300 level and one ICS 400 level Federal Emergency Management Agency (FEMA) compliant course utilizing one other qualified instructor contracted by HCNO for the regional hospitals and non-hospital healthcare providers in NW Ohio. (Estimated compensation: 60 hours x $55 = $3300) 9. Between August 1, 2013 and June 30, 2014, design and conduct two regional patient tracking drills for the NW Ohio hospital and non-hospital partners trained to use the systems and submit a brief AAR outlining major strengths and areas for improvement. (Estimated compensation: 11 hours x $55 = $605) 10. Between August 1, 2013 and June 30, 2014, conduct county-level planning meetings with one NW Ohio county and its community partners for the purpose of designing and conducting one alternate care facility exercise at an alternate care facility site utilizing a hospital evacuation scenario to include regional healthcare coalition members including healthcare staff, police, fire, Emergency Medical Services (EMS), Medical Reserve Corps (MRC), Community Emergency Response Team (CERT), and other volunteers. (Estimated compensation: 100 hours x $55 = $5,500) 11. By June 30, 2014, write and submit to the RHC an HSEEP compliant After Action Report and Improvement Plan for the alternate care facility exercise. (Estimated compensation: 31 hours x $55 = $1,705) 12. By June 30, 2014, organize, schedule, and conduct four onsite, one-day training sessions on the setup/tear-down and systems maintenance of two Portable Hospital systems that are part of the ASPR regional resources in NW Ohio. The training sessions will take place at four separate deployment locations in NW Ohio and will involve four or more ASPR hospitals and other healthcare coalition members at each session. (Estimated compensation: 96.18181818 hours x $55 = $5290) B. Contract Award and Duration A contract award of up to $42,500 has been written into the HCNO FY14 grant application and is subject to approval by the Ohio Department of Health and HCNO, and the receipt of a Notice of Award (NOA) of funding to HCNO by ODH. The successful Applicant will be reimbursed for services at the all-inclusive rate of $55.00 per hour. All contract deliverables must be completed on or before the date specified in the contract which shall be on or before June 30, 2014. The successful Applicant will Page 3 of 13

be required to contract with HCNO to perform the Scope of Services described in this RFP for the proposal items agreed upon. III. Submittal Process A. RFP Questions 1. Persons who have questions concerning this RFP are encouraged to submit written questions by e-mail to: Kathy S. Silvestri, MPH ksilvestri@hcno.org Regional Healthcare System Coordinator Hospital Council of Northwest Ohio 3231 Central Park West Drive, Suite 200 Toledo, OH 43617 419-842-0800 Fax: 419-842-0999 2. Questions must be received by e-mail to Kathy Silvestri (ksilvestri@hcno.org) no later than 12:00 p.m. on June 26, 2013. Ms. Silvestri or her designee shall respond to any questions by close of business on June 28, 2013. Telephone inquiries will not be accepted. B. Submittal Information 1. Time Schedule The following is the projected timetable to be applied to submission, receipt, and evaluation of proposals: June 26, 2013 July 8, 2013 Deadline for Written Questions 12:00 p.m., EDT Deadline for Electronic Receipt of Proposal 5:00 p.m., EDT 2. The Applicant shall submit one (1) original proposal by e-mail to ksilvestri@hcno.org 3. Late or faxed proposals will not be accepted. IV. Selection Process A. A minimum of four (4) of the seven (7) hospital members of the FY14 Northwest Ohio Healthcare Preparedness Steering Committee (See Appendix B for list of Ohio Homeland Security Region I counties) will review and score all properly submitted proposals that are received on or before the deadline. Proposals shall be Page 4 of 13

evaluated using a quantitative scoring system and will be ranked by the quantitative score taking into account, but not limited to, the evaluation factors set forth below: 1. Background and Related Project Experience: Provide a history of previous disaster preparedness and response projects. Specify relevant experience with governmental entities. Identify the cities, the dates of service, and the key contacts and their contact information. 2. Performance on Previous Projects: The Applicant should also provide a summary of performance for any projects similar to the requested work with other governmental agencies, public health departments, private healthcare providers, and hospitals. 3. Proposed Grant Deliverable Action Plan: The Applicant should provide an action plan outlining the specific strategies and tactics which are being proposed to meet each grant deliverable (e.g. Conduct a series of four face-to-face meetings with the exercise design team to write the exercise MSEL). 4. Agreement to comply with the Ohio Department of Health GAPP Manual (available online from the Ohio Department of Health website) directive that states: Subgrantees may not contract for extra compensation with its employees to provide services to the program without prior written authorization of ODH. Consideration will only be given in the following two situations: (1) a salaried faculty member of an educational institution when the consultation is across departmental lines or involves a separate or remote operation, and the work performed by the consultant is in addition to his regular departmental load; or (2) a sub-grantee employee when the agency s policies permit such consulting fee payments to its own employees regardless of whether federal or state grant funds are involved, when the work involved is clearly outside the scope of the employee s salaried duties. Any request to approve such a contract must address these issues. 5. Agreement to ensure that all contracts and subcontracts subject to the Contract Work Hours and Safety Standards Act (40 U.S.C. 327 et seq.) shall include a provision requiring the contractor to comply with the applicable sections of the Act and the Department of Labor s supplementing regulations (29 CFR Parts 5 and 1926). B. Failure by the Applicant submitting a proposal to respond to a specific requirement may be a basis for elimination for consideration during the comparative evaluation. Hospital Council of Northwest Ohio reserves the right to accept or reject any or all proposals. Hospital Council of Northwest Ohio also reserves the right to elect not to award a contract based on this RFP for any reason. C. List references for all similar projects previously completed using the format outlined in Appendix A. Provide at least two (2) references for projects conducted within the last five (5) years that can attest to the Applicant s qualifications to do the work requested for this project, especially noting similar or related projects. Include names of contact persons, telephone numbers, project objectives, strategy, budget, and beginning and completion dates for each referenced project. Page 5 of 13

D. Hospital Council of Northwest Ohio is not liable for any costs incurred by the Applicant in responding to this RFP, or for any costs incurred in connection with any discussions or correspondences required for clarification of any subject contained in this RFP. Any and all costs incurred in responding to this RFP, including oral interviews, demonstrations, or other related activities shall be the responsibility of the Applicant. E. Selection Procedures Overview The selection of the Applicant will follow the outline below. 1. The FY14 Northwest Ohio Healthcare Preparedness Steering Committee shall review each proposal. The criteria outlined in this section will be used to review all proposals. 2. The FY14 Northwest Ohio Healthcare Preparedness Steering Committee may require conference call interviews and/or face-to-face interviews with qualified Applicants. These conference calls and/or interviews will be at the expense of the Applicants without reimbursement by Hospital Council of Northwest Ohio. 3. Upon completion of review of all qualifying proposals, Hospital Council of Northwest Ohio shall enter into negotiations with the best possible Applicant as determined by the FY14 Northwest Ohio Healthcare Preparedness Steering Committee. If successful negotiations are not completed within a reasonable time period, then negotiations shall commence with the next highest rated Applicant. A reasonable time period is at the discretion of Hospital Council of Northwest Ohio. 4. Notwithstanding anything herein to the contrary, Hospital Council of Northwest Ohio reserves the sole and exclusive right to reject any and all proposals. V. Contract If a contract is awarded, the successful Applicant shall enter into a Professional Service Agreement with Hospital Council of Northwest Ohio. The contract shall be similar to other standard agreements for professional services involving the FY14 ASPR grant award from the Ohio Department of Health with Hospital Council of Northwest Ohio. A. Hospital Council of Northwest Ohio reserves the right to amend or withdraw the RFP any time prior to the award of a contract. The Applicant may withdraw a response to the RFP any time prior to the award of a contract. B. All products that result from the proposed contractual agreement will be the sole property of the U.S. Department of Health and Human Services (HHS), Hospital Preparedness Program (HPP) FY14, and the Ohio Department of Health. C. The Applicant selected will be required to fulfill the contractual obligations at the amount quoted in the cost proposal. Page 6 of 13

D. Pursuant to Section 149.43 of the Ohio Revised Code, the proposal may be considered a public record and be released upon request. E. Hospital Council of Northwest Ohio reserves the right not to award a contract under this RFP. VI. Other Considerations A. Public Records Hospital Council of Northwest Ohio will treat any document submitted with the proposal as a public document unless informed in writing by the Applicant that the document is considered to contain trade secrets under Ohio law. Hospital Council of Northwest Ohio may require additional information in support of such a claim. B. Background Information Information regarding Hospital Council of Northwest Ohio is available on the HCNO website: http://www.hcno.org Page 7 of 13

PROPOSAL TEMPLATE PART 1: CONTACT INFORMATION Please list an organizational address (not home address). All correspondence concerning the RFP will be mailed to the address listed below: Contact Person: Organization: Address: Daytime Phone: Fax Number: E-mail address: Page 8 of 13

PART 2: RFP NARRATIVE Background and Related Project Experience Please provide a history of previous disaster preparedness and response projects. Specify relevant experience with governmental entities. Identify the cities, the dates of service, and the key contacts and their contact information. Proposed Grant Deliverable Action Plan Please write an action plan outlining the specific strategies and tactics which are being proposed to meet each of the deliverables included in the Scope of Services by the assigned deadline date as listed below. Outline your strategies/tactics, as well as relevant, comparable previous realworld experience in the box for each deliverable: 1. Between August 1, 2013 and June 30, 2014, conduct a minimum of 8 Hospital Incident Command System, Version IV, (HICS-IV) implementation trainings with an exercise component on demand and onsite at ASPR hospitals and/or regional Coalition partner facilities. (Estimated compensation: 8, 1 day courses x $925 =$7400) 2. By June 30, 2014, conduct at least one regional MARCS radio train-the trainer seminar emphasizing code plug template changes, training documents, and basic radio operations. (Estimated compensation: 9 hours x $55 = $495) 3. By October 31, 2013, arrange a series of planning meeting dates and venues and determine the membership of the 2014 NW Ohio Interdisciplinary Exercise Design Committee. This standing committee will need to determine a functional exercise date, controller and evaluator training dates, complete a review of the FY13 regional functional exercise After Action Report (AAR) and Improvement Plan (IP), determine FY14 exercise objectives based on FY13 lessons learned and the current regional exercise plans, draft the Master Sequence Event List (MSEL), and draft supporting exercise documents incorporating the Homeland Security Exercise and Evaluation Program (HSEEP) and healthcare accreditation agency guidelines. (Estimated compensation: 150 hours x $55 = $8250) Page 9 of 13

4. By May 30, 2014, complete the FY14 regional functional exercise according to ASPR HPP performance measure criteria to include finalizing the 2014 MSEL and the logistics for the regional functional exercise, writing all support exercise injects and documents, serving as exercise controller the day of the event, and providing technical support throughout the exercise on the determined date. (Estimated compensation: 65 hours x $55 = $3,575) 5. By June 30, 2014 complete an HSEEP compliant exercise AAR and IP for the FY14 regional functional exercise and submit to HCNO. (Estimated compensation: 72 hours x $55 = $3,960) 6. No later than one month before the regional functional exercise date, prepare and distribute a building block tabletop exercise and evaluation tool testing the FY14 exercise plan capabilities including: Healthcare System Preparedness, Healthcare System Recovery, Emergency Operations Coordination, Fatality Management, Information Sharing, Medical Surge, and Responder Safety and Health. (Estimated compensation: 22 hours x $55 = $1,210) 7. By June 30, 2014, utilizing participant and evaluator tools completed during the tabletop exercise, write and submit an HSEEP compliant AAR and IP for the regional functional exercise tabletop component or include this information in the regional functional exercise AAR and IP. (Estimated compensation: 22 hours x $55 = $1,210) 8. By June 30, 2014, organize and conduct one Incident Command System (ICS) 300 level and one ICS 400 level Federal Emergency Management Agency (FEMA) compliant course utilizing one other qualified instructor contracted by HCNO for the regional hospitals and non-hospital healthcare providers in NW Ohio. (Estimated compensation: 60 hours x $55 = $3300) Page 10 of 13

9. Between August 1, 2013 and June 30, 2014, design and conduct two regional patient tracking drills for the NW Ohio hospital and non-hospital partners trained to use the systems and submit a brief AAR outlining major strengths and areas for improvement. (Estimated compensation: 11 hours x $55 = $605) 10. Between August 1, 2013 and June 30, 2014, conduct county-level planning meetings with one NW Ohio county and its community partners for the purpose of designing and conducting one alternate care facility exercise at an alternate care facility site utilizing a hospital evacuation scenario to include regional healthcare coalition members including healthcare staff, police, fire, Emergency Medical Services (EMS), Medical Reserve Corps (MRC), Community Emergency Response Team (CERT), and other volunteers. (Estimated compensation: 100 hours x $55 = $5,500) 11. By June 30, 2014, write and submit to the RHC an HSEEP compliant After Action Report and Improvement Plan for the alternate care facility exercise. (Estimated compensation: 31 hours x $55 = $1,705) 12. By June 30, 2014, organize, schedule, and conduct four onsite, one-day training sessions on the setup/tear-down and systems maintenance of two Portable Hospital systems that are part of the ASPR regional resources in NW Ohio. The training sessions will take place at four separate deployment locations in NW Ohio and will involve four or more ASPR hospitals and other healthcare coalition members at each session. (Estimated compensation: 96.18181818 hours x $55 = $5290) Page 11 of 13

APPENDIX A RFP for FY14 Northwest Ohio Healthcare Emergency Management Coalition and Northwest Ohio Healthcare Preparedness Committee, Disaster Preparedness Exercise/Training/Resource Contractor (Duplicate form as necessary) Reference List List at least two (2) references that most closely reflect similar scope of work projects within the past five (5) years. Name of City, County or Agency: Address: Telephone: Contact Name: Contact Title: Project Dates: Project Manager: Project Name: Project Budget: Project Objectives: Project Strategy: Page 12 of 13

APPENDIX B Ohio Homeland Security Region 1-NW Ohio Counties Allen Auglaize Defiance Erie Fulton Hancock Henry Huron Lucas Mercer Ottawa Paulding Putnam Sandusky Seneca Van Wert Williams Wood Page 13 of 13