Request For Proposals Emergency Response Plan, Training .
Request for ProposalsEmergency Response Plan, Training and Vulnerability AssessmentThe North Texas Municipal Water District is soliciting proposals from firms qualified andexperienced in providing Emergency Response Planning to update and revise ourEmergency Response Plans, train leadership and staff on emergency responseprocedures and techniques, and link North Texas Municipal Water District to federal,state and community resources that support response activities and continuity ofoperations.The Emergency Response Plan shall, when completed, shall address the followingissues.1. A Natural Hazard Mitigation Plan with recommendations for mitigation strategiesthat eliminates or at the least reduces the severity of any damage that may occurdue to a natural hazard that may affect District operations. This plan shall be inconformance with the Disaster Mitigation Act of 2000 and shall be conducted inaccordance with Federal Emergency Management Agency (FEMA) MitigationPlanning Guidelines as published in FEMA Publication 386.2. The District's Emergency Response Plan (Plan) shall include all appropriate andnecessary elements of any appropriate County Emergency Management orDisaster Preparedness Plan.3. The Plan shall also address all security issues associated with existing andpotential inter-local agreements, such as site leasing of reservoirs or otherfacilities, granting access to and joint use of these facilities to cellular telephonecompanies or other utility districts or governmental agencies. If needed,consultant shall assist with negotiations of necessary local agreements, mutualaid agreements and potential participation in TXWARN.4. The Plan shall also include a Model Media/Press Release Format andcrisis/public communication protocols.5. The plan shall address recovery and continuity of operations. Recommendationsare requested on the best use of Nixle for emergency situations.6. Training on the Plan shall be included for Leadership positions and selectedgeneral staff utilizing the National Incident Managements System (NIMS) andIncident Command System (ICS) structure and protocols. Recommendations fortraining type and frequency is desired.Page 1 of 21
7. A Vulnerability Assessment with recommendations that incorporate the securityissues and concerns that are required to be addressed by the EnvironmentalProtection Agency in the Public Health Security and Bioterrorism Preparednessand Response Act of 2002 (H.R. 3448). (Optional Add On)A. BACKGROUNDThe North Texas Municipal Water District is a regional service provider for Water,Wastewater and Solid Waste. The North Texas Municipal Water District ("NTMWD" or"the District") is a conservation and reclamation district and political subdivision of theState of Texas, created and functioning under Article XVI, Section 59, of the TexasConstitution, pursuant to Chapter 62, Acts of 1951, 52nd Legislature of Texas, RegularSession, as amended (the ACT). An amendment to the NTMWD’s creating ACT by thelegislature in 1975, Section 27, authorizes the NTMWD to acquire, treat, and distributepotable water, and to collect, treat and dispose of wastes, both liquid and solid, in orderto reduce pollution, conserve and develop the natural resources of Texas.NTMWD currently operates three water treatment facilities. The capacity of the WylieWater Treatment Plant is 770 million gallons per day (MGD). The Tawakoni WaterTreatment Plant has a capacity of 30 MGD and the Bonham Water Treatment Plant hasa capacity of 6 MGD.NTMWD operates fourteen wastewater treatment plants that range in size from 0.25MGD to 64 MGD.The solid waste facilities include the 121 Regional Disposal Facility and three transferstations.In addition to the Emergency Response Plan, NTMWD has several stand-aloneresponse plans that have been developed outside the scope of this project. They areavailable for review and may serve as a basis for content in the updated IntegratedEmergency Response Plan. The stand-alone plans are as follows: Five facility specific Risk Management Plans developed for compliance with theRisk Management Plan Rule in 40 CFR 68; Spill Prevention, Control, and Countermeasure (SPCC) plans for the solid wastefacilities; and Overflow Emergency Response Plan on how to respond to Sanitary SewerOverflows.B. SCOPE OF SERVICESNTMWD is interested in obtaining the following services:The consultant will conduct a detailed review of the District's current EmergencyResponse Plan to determine if the plan addresses all of the following concerns andissues.Page 2 of 21
1. Potential acts of terrorism or other intentional acts aimed at disrupting thedistribution of potable water supply. This vulnerability assessment shall be basedupon the RAM-W methodology developed by Sandia National Laboratories.2. Any risks the District may be exposed to because of a natural disaster such as:a) Earthquake;b) Flood;c) Severe Winter or Wind Storm;d) Tornado,e) Flooding;f) Or other such natural hazards that may be identified in the review process.3. Any risks the District may be exposed to because of other disasters/incidentssuch as:a. Active Shooter;b. Loss of Communication;c. Loss of Power;d. Service Disruption,e. Or other such anthropomorphic hazards that may be identified in thereview process.f. This risk assessment shall be done in accordance with the HazardMitigation Planning Guidelines published by the Federal EmergencyManagement Agency.4. Provide assurance that there is adequate or appropriate interaction between theDistrict's Emergency Response Plan with all elements of the EmergencyManagement Plan for the county in which the NTMWD facility is located, and allother relevant agencies that the District is likely to interface with.5. Develop a "Model" Media-Press Release Format and crisis/public communicationprotocols.6. At a minimum, consultant should address items identified in All-HazardConsequence Management Planning for the Water Sector, CIPAC Workgroup,CIPAC. Portions of the document are included in Appendix A.7. Deliverables shall include requested emergency response plan, training plan andtraining of necessary staff, continuity of operations and optional vulnerabilityassessment. Training should follow the training requirements, structure andguidance of the National Incident Management System (NIMS).8. Documents shall be delivered as an indexed electronic document and seven (7)hardcopies.C. PROJECT APPROACH:Latitude is provided to the Consultant for development of the specific tasks that may beincluded in a Scope of Work; however, the Consultant should consider, at a minimum,incorporating the following items.1) Clarify the water, wastewater and solid waste objectives by:a) Identify and clarify the system missions.Page 3 of 21
b) Identify the consequences that could affect the mission.c) Identify and prioritize the assets that need to be protected.d) Identify and prioritize the malevolent acts or actions that could impact or affectthe system operation.2) Conduct a complete system inventory if necessary. Please note that many assetsare identified in the NTMWD Maximo and GIS systems.a) Identify and prioritize the most critical elements or facilities.b) Describe the consequences of the loss of critical facilities or functions.c) Identify and prioritize the most critical natural hazards.d) Analyze the risk associated with and the impacts of granting access to Districtfacilities under lease agreements with private service providers such as cellulartelephone companies.3) Conduct a threat assessment. This is an optional item.a) Define the type or types of terrorism acts that could happen and evaluate thelikelihood of what type or types of action that could be conducted such as:physical damage; chemical, biological or radiological damage; disruption of theinterdependency systems, such as electrical, transportation, etc.b) Define the likelihood of the threat source such as terrorist, internal, or vandalism.c) Define the type or types of natural hazards that could impact the District andevaluate the likelihood that the District could be affected by the hazard.d) Prioritize the hazards.e) Document the process used to determine the type of hazard and likelihood ofoccurrence.f) Develop or identify the system and facility characteristics.g) Identify important facilities, processes and assets.h) Inventory of system protection elements and asses their capabilities andreliability.4) Describe the methodology that will be used to develop the Vulnerability Assessmentand the Emergency Response Plan.5) Describe the methodology that will be used to review and/or revise the EmergencyResponse Plan.Page 4 of 21
6) Conduct a Natural Hazard Risk Analysis.7) Develop recommendations for hazard mitigation strategies.8) Provide verification that the District's Emergency Response Plan is consistent withall elements of the appropriate county's Emergency Management Plan, and all otherrelevant governmental agencies that the District is likely to interface with.9) Develop a sample Media-Press Release Format and communication protocols.10) Provide protocols for Continuity of Operations and Recovery.D. PROPOSAL ELEMENTS & EVALUATION CRITERIA:Proposals should present information in a straightforward and concise manner, whileensuring complete and detailed descriptions of the proposing team (to include theprime, key team members and major sub-consultants) and the team’s ability to meet therequirements and provide the requested services of this RFP. The written proposalsshould be prepared in the same sequential order of proposal criteria as outlined below.The cover letter shall include the RFP Title, Name, Title, Email Address, Phone Numberand current Address of the submitting firm’s main contact.When responding to, or generating, a Request For Proposal (RFP), a consultant shouldidentify the:1. Cover Letter: The letter shall specifically stipulate that all terms and conditionscontained in the Request for Proposals are accepted by the Consultant. Theletter shall specifically state which members of the Consultant’s team haveattended the Sandia Methodology (RAM-WSM) classes or seminars and whichmembers have experience with the FEMA Hazard Mitigation PlanningGuidelines. The letter must also state the name(s) of the person(s) authorized torepresent the Consultant in any negotiations and the name(s) of the person(s)authorized to sign the contract that may result. The cover letter should notexceed two (2) pages in length and may summarize the proposal andqualifications of the consulting team.2. Consulting ApproachA. Define the underlying approach towards consulting for this type of project.B. Define the role of the consultant.C. Define the expected role of the client.D. Describe the technical approach of the project.E. Describe the methodologies for achieving the project goals and objectivesto include statistical and computing approaches if necessary.F. Describe how the required deliverables will be produced.3. Project Management StructurePage 5 of 21
A. Identify key personnel and their areas of responsibility as it relates to theproject. Identify staff that is trained or exceptionally knowledgeable inRAM-WSM and FEMA Hazard Mitigation Planning.B. Identify the project leader and the relationship of other staff to the projectleader.C. Include a resume or vita of the principle project members.4. Qualifications and ExperienceA. Provide description of the organization as it relates to the project including:1. general performance capabilities and reputation,2. quality of performance on previous contracts of a similar nature.B. Provide references for projects completed that are similar to this project.Each reference must include a contact name, title, address, e-mailaddress and phone number.5. SubcontractorsA. Identify all subcontractors.B. Describe the services to be provided by the subcontractors and theirexperience in these areas.6. Client Staff and ResourcesA. Describe the extent to which the consultant will utilize the Client'sresources in terms of:1. Staff2. Space3. Computer Time4. Equipment7. Project Timeline: The proposal shall provide a preliminary schedule that identifiesall tasks, time required to complete each task, task dependencies, criticaldecision points, and total project timeline. It is desired that deliverables becompleted before September 30, 2017 if possible.Proposals are to address, and will be evaluated upon, the following criteria:INITIAL EVALUATION PHASE1. Qualifications & Experience 40 PTSProposers must have at least five (5) years of experience providing the services describedin this RFP. Identify the proposed team (to include working titles, degrees, certificatesand licenses), demonstrate the team’s experience in performing the requested servicesand describe how the team meets or exceeds the required qualifications.Resumes of the key individuals may be included.NTMWD will evaluate the experience, technical competence and qualifications of the KeyPersonnel identified, their project specific roles and responsibilities, and overallorganization of the project team. Emphasis will be placed on experience and expertise inperforming work of similar scope and complexity.Page 6 of 21
Include a list of recent contracts/projects in the last five years, to include a point of contact,contact information (phone and e-mail), and brief description, for services relevant to theitems listed in the Scope of Services as performed by the key personnel. Only projectscompleted by key members of the project team will be considered.2. Project Approach Narrative 30 PTSProposals should clearly outline the team’s recommended approach and methodologyfor: Accomplishing the Scope of Services: Clearly describe the approaches andmethods that will be used to accomplish the tasks required in the scope ofservices. Include a summary of innovative ideas and suggestions for enhancingthe scope of services.Schedule: Outline the team’s experience providing comparable services toorganizations whose employees are engaged in diverse industrial activities atmultiple sites and across multiple shifts and describe how the team can respondto the NTMWD request for services. The response should address theProposer’s schedule commitments.Coordination & Communication: Provide a plan for communications andcoordination between the NTMWD project manager and the various supervisorsoverseeing office and field work.3. Compensation 30 PTSPresent detailed information on the firm’s proposed fee structure for all resources for theservices proposed. The North Texas Municipal Water District is exempt fromappropriate State and Federal Sales Taxes. DO NOT include tax on bid prices orinvoices. It is desired that the cost of services be detailed so that services may beselected in whole or in part. For example, cost associated with vulnerability assessment,costs associated with plan review, costs associated with training, etc.FINAL EVALUATION PHASE (if applicable)4. Interviews (as requested by the NTMWD) 100 PTSIf an award is not made based on the written evaluations alone, interviews may beconducted with the top-ranked proposers. Failure to participate in the interview processwill result in the Proposer’s disqualification from further consideration. Travel costs willnot be reimbursed for the interview.5. ReferencesPage 7 of 21
Reference checks may be performed on the selected firm, if based directly on theproposals received, or on shortlisted firms if interviews are being requested. The NTMWDmay evaluate the reference checks to assess the proposed team’s overall performanceand success of previous, similar work. Reference checks may also be utilized to validateinformation contained in the proposal.PROCUREMENT PROCESSSOLICITATION TIMELINE:Issuance of RFPJune 19, 2017Proposal packets dueFriday, July 7, 2017 2 pmInterviews (if required)Thursday, July 13, 2017Final Selection*Friday, July 14, 2017ADDENDAThe NTMWD may make changes to this Solicitation. Oral or other interpretations,clarifications or submittal instructions will be without legal effect. Any informationmodifying a solicitation will be furnished in a formal, written addendum. Addenda will beposted to the District’s web site.SUBMITTAL PROCESSProposals must be received via mail on or before 2 pm on July 7, 2017. Proposals shallbe submitted to:Elizabeth Turner, Special Projects ManagerNorth Texas Municipal Water DistrictPO Box 2408 (for mailed proposals)501 E. Brown Street (for hand delivered proposals or by FedEx/UPS)Wylie, TX 75098So that the bid will not be opened until the appointed hour, mark envelopes in lower leftcorner, “Emergency Response Plan”. ALL BIDS MUST BE SIGNED BY HAND. Thebid agreement must be signed and dated by an authorized agent of your company.Questions edtoElizabethTurner,All proposals submitted shall be valid and binding on the submitting firm for a period ofninety days following the Proposal submittal deadline and for any extension of timegranted by the submitting firm.EVALUATION AND AWARD PROCESSPage 8 of 21
An evaluation team will review each proposal and evaluate all responses received basedupon the criteria listed herein. The NTMWD may request clarifications or additionalinformation, if needed. After the evaluation team individually scores each proposal, thescores are tallied and the firms are ranked based on the scores.A selection may be made based on the proposals and initial evaluation criteria alone.Alternatively, the evaluation team may create a concise list of the top ranked firms andinvite the short-listed firms in for interview and/or check references. Scores for referencechecks and interviews will be tallied and added to the short-listed firm’s initial evaluationscores. Final selection will be based on reference checks and interviews.The NTMWD intends to select the Proposer who represents the best value to the NTMWDand begin the award process based on the evaluated scores. This proposal will beawarded to the most advantageous proposer demonstrating compliance with thespecifications; however, NTMWD reserves the right to award on a partial or total basisdepending on which is most advantageous to NTMWD.The NTMWD reserves the right to accept or reject any or all information in its entirety orin part and to waive informalities and minor irregularities and to contract as the bestinterest of the NTMWD may require. The NTMWD reserves the right to reject any or allProposals submitted as non-responsive or non-responsible.Procedure When Only One Proposal is receivedIf a single responsive proposal is received, the Bidder shall provide any additional datarequired by the NTMWD to analyze the proposal. The NTMWD reserves the right to rejectsuch proposals for any reason.GENERAL INFORMATIONCOSTS BORNE BY PROPOSERSAll costs incurred in the preparation of a Proposal and participation in this RFP andnegotiation process shall be borne by the proposing firms.PUBLIC DISCLOSUREProposals submitted under this Solicitation will be considered public documents and, withlimited exceptions, will become public information and may be reviewed by appointmentby anyone requesting to do so following the conclusion of the evaluation, negotiation,and award process. This process is concluded when a signed contract is completedbetween the NTMWD and the selected Consultant.If a firm considers any portion of its response to be protected under the law, the vendorshall clearly identify each such portion with words such as “CONFIDENTIAL,”“PROPRIETARY” or “TRADE SECRET” on each page for which the protection issought. If a request is made for disclosure of such portion, the NTMWD will notify thevendor of the request and allow the vendor not less than ten (10) days to seek aprotective order from the Courts or other appropriate remedy and/or waive the claimedconfidentiality. Unless such protective order is obtained and provided to the NTMWD byPage 9 of 21
the stated deadline, the NTMWD wi
Request for Proposals . Emergency Response Plan, Training and Vulnerability Assessment . The North Texas Municipal Water District is soliciting proposals from firms qualified and experienced in providing Emergency Response Planning to update and revise our Emergency Response Plans, train leadership and staff on emergency response
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