Hazardous Material Emergency Preparedness Grant Exercises

Agency: Sedgwick County
State: Kansas
Type of Government: State & Local
NAICS Category:
  • 541690 - Other Scientific and Technical Consulting Services
Posted Date: Jul 2, 2020
Due Date: Aug 4, 2020
Solicitation No: 20-0040
Bid Source: Please Login to View Page
Contact information: Please Login to View Page
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RFB/RFP Due Date Description Document Pre-bid Conference
20-0040 8/4/2020 1:45:00 PM Hazardous Material Emergency Preparedness Grant Exercises

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SEDGWICK COUNTY, KANSAS
DIVISION OF FINANCE DEPARTMENT
Purchasing Department
525 N. Main, Suite 823 ~ Wichita, KS 67203
Phone: 316 660-7255 Fax: 316 383-7055
https://www.sedgwickcounty.org/finance/purchasing/
requests-for-bid-and-proposal/
REQUEST FOR PROPOSAL
#20-0040
Hazardous Material Emergency Preparedness Grant Exercises
July 1, 2020
Sedgwick County, Kansas (hereinafter referred to as “county”) is seeking a firm or firms to provide contracted exercises
to include a tabletop, EOC functional, and full-scale exercise to fulfill the requirements of the Hazardous Material
Emergency Preparedness grant. If your firm is interested in submitting a response, please do so in accordance with the
instructions contained within the attached Request for Proposal. Responses are due no later than 1:45 pm CDT, August 4,
2020.
All contact concerning this solicitation shall be made through the Purchasing Department. Bidders shall not contact
county employees, department heads, using agencies, evaluation committee members or elected officials with questions or
any other concerns about the solicitation. Questions, clarifications and concerns shall be submitted to the Purchasing
Department in writing. Failure to comply with these guidelines may disqualify the Bidder’s response
Sincerely,
Josh Lauber
Senior Buyer
JL/sa/ch
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Sedgwick County…Working for you
Table of Contents
I.
About this Document
II. Background
III. Project Objectives
IV. Submittals
V. Scope of Work
VI. Sedgwick County’s Responsibilities
VII. Proposal Terms
A. Questions and Contact Information
B. Minimum Firm Qualifications
C. Evaluation Criteria
D. Request for Proposal Timeline
E. Contract Period and Payment Terms
F. Insurance Requirements
G. Indemnification
H. Confidential Matters and Data Ownership
I. Proposal Conditions
VIII. Required Response Content
IX. Response Form
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I.
About this Document
This document is a Request for Proposal. It differs from a Request for Bid or Quotation in that the county is seeking a solution,
as described on the cover page and in the following Background Information section, not a bid or quotation meeting firm
specifications for the lowest price. As such, the lowest price proposed will not guarantee an award recommendation. As
defined in Charter Resolution No. 68, Competitive Sealed Proposals will be evaluated based upon criteria formulated around
the most important features of the product(s) and/or service(s), of which quality, testing, references, service, availability or
capability, may be overriding factors, and price may not be determinative in the issuance of a contract or award. The proposal
evaluation criteria should be viewed as standards that measure how well a vendor’s approach meets the desired requirements
and needs of the county. Criteria that will be used and considered in evaluation for award are set forth in this document. The
county will thoroughly review all proposals received. The county will also utilize its best judgment when determining whether
to schedule a pre-proposal conference, before proposals are accepted, or meetings with vendors, after receipt of all proposals.
A Purchase Order/Contract will be awarded to a qualified vendor submitting the best proposal. Sedgwick County reserves the
right to select, and subsequently recommend for award, the proposed service(s) and/or product(s) which best meets its required
needs, quality levels and budget constraints.
The nature of this work is for a public entity and will require the expenditure of public funds and/or use of public
facilities, therefore the successful proposer will understand that portions (potentially all) of their proposal may become
public record at any time after receipt of proposals. Proposal responses, purchase orders and final contracts are subject to
public disclosure after award. All confidential or proprietary information should be clearly denoted in proposal responses
and responders should understand this information will be considered prior to release, however no guarantee is made that
information will be withheld from public view.
II. Background
Demographically, Sedgwick County is situated in the South-Central portion of Kansas in the Arkansas River Valley. The
2019 estimated count was 516,042 residents identified within a 1,008 square mile area. The county seat and largest city
within the county is Wichita with a population of 389,255 in 2018. Sedgwick County is the largest stand-alone
governmental entity in Kansas and home to four (4) major airports including McConnell AFB, ICT, Jabara and Beech
Factory Airports.
There has not been a Whole Community involvement Full-Scale Exercise in the last ten (10) years. The 2018/2019 Full-
Scale Exercise was limited in scope to include specialized players with injected scenarios to simulate Whole Community
involvement.
There is a susceptible and special needs population within the county. According to the census, indicates almost 8% of the
population are under age 5 and 11.4% of the population are age 65 or older. In addition, there are an unknown number of
other special needs individuals within Sedgwick County.
Hazardous materials transportation modes in Sedgwick County include:
Over 203 miles of railroad lines (utilized by two (2) Class I and three (3) Class III carriers) carrying over 254
hazardous material rail and tank cars per day through the City of Wichita alone.
Over 157 miles (one-way) or more than 315 miles (directional) of state and federal highways where hazardous
materials are primarily transported to and from facilities that store and/or manufacture hazardous materials.
Over 721 miles of petrochemical and natural gas underground pipelines and two (2) bulk fuel storage facilities.
Over 72% of the population in the City of Wichita resides within ½-mile of a transportation corridor that carries
hazardous materials.
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Industrially, Sedgwick County has 265 fixed site industrial facilities that store, manufacture, receive and/or transport
reportable quantities of chemicals. Twenty of these facilities have filed Risk Management Plans (RMPs) in the event of a
hazardous materials release. Several of these facilities have calculated release scenarios extending from several miles to
over 25 miles from the release point.
Based on the amount of hazardous materials transported, stored, manufactured, and reported incidents, the Sedgwick
County LEPC/Citizen Corps Council is concerned about the Whole Community being well informed in the event of a
hazmat incident.
This project would allow Whole Community involvement to include updating the previous HMEP Grant's emergency plan
development, testing of both internal/external communications, continuity of operations to remain resilience and
sustainable, and a better understanding of resources available.
Per the HMEP grant, the exercise requirements are a tabletop, EOC functional and full-scale exercises for HazMat.
III. Project Objectives
The county is seeking a firm or firms to provide contracted exercises to include a tabletop, EOC functional, and full-scale
exercise to fulfill the requirements of the HMEP grant. The following objectives have been identified for this contract:
1. Acquire Contracted Exercise Vendor Services meeting the parameters, conditions, and mandatory requirements
presented in the document.
2. Establish contract pricing with the vendor that has the best-proven “track-record” in performance, service and
customer satisfaction.
3. Acquire Contracted Exercise Vendor Services with the most advantageous overall cost to the county.
IV. Submittals
Carefully review this Request for Proposal. It provides specific technical information necessary to aid participating firms
in formulating a thorough response. Should you elect to participate, submit one (1) original AND one (1) electronic copy
(.PDF/Word supplied on a flash drive) of the entire document with any supplementary materials to:
Josh Lauber
Sedgwick County Purchasing Department
525 N. Main, Suite 823
Wichita, KS 67203
SUBMITTALS are due NO LATER THAN 1:45 pm CDT, TUESDAY, August 4, 2020. Responses must be sealed and
marked on the lower left-hand corner with the firm name and address, proposal number, and proposal due date. Late or
incomplete responses will not be accepted and will not receive consideration for final award.
Proposal responses will be acknowledged and read into record at bid opening, which will occur at 2:00 pm CDT, on the
due date. No information other than the respondent’s name will be disclosed at bid opening.
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V. Scope of Work
Items listed in this section are requirements to completion of services under this contract. Contractor shall furnish labor,
parts, material, and equipment necessary to perform the following:
Design, conduct, and evaluate a tabletop exercise on either of the dates provided: 11/30/2020, 12/10/2020, or 1/21/2021,
dates are negotiable for the tabletop exercise. The tabletop can be conducted with participants in one (1) location and the
person conducting the tabletop can be at the location or virtually. The exercise briefing and debriefing will be conducted
by the vendor. The After-Action Report/Improvement Plan (AAR/IP) will be provided no later than 30-days post-exercise.
The After-Action Report planning team meeting will be done virtually ten (10) days after the AAR/IP is provided. The
final AAR/IP will be completed 45 days after the exercise. Travel of vendor is not required, but optional.
The EOC functional exercise will need to be completed sometime in February 2021. The functional exercise can be done
virtually with all participants at the EOC. Simulators and facilitators can be provided by the vendor or Emergency
Management. The exercise briefing and debriefing will be conducted by the vendor. The After-Action
Report/Improvement Plan (AAR/IP) will be provided no later than 30 days post-exercise. The After-Action Report
planning team meeting will be done virtually ten (10) days after the AAR/IP is provided. The final AAR/IP will be
completed 45-days after the exercise. Travel of vendor is not required, but optional.
The full-scale exercise will need to be completed in April or May 2021. It is preferable the vendor be in-person for the
full-scale. They can conduct the exercise briefing. For the evaluator, facilitator, and controller meeting, this can be done
virtually by the vendor with participants in one (1) location. This needs to be done five (5) to seven (7) days before the
full-scale. The exercise briefing and debriefing will be conducted by the vendor. The vendor has the option to participate
the evaluator debriefing with Emergency Management at a pre-determined location. The After-Action
Report/Improvement Plan (AAR/IP) will be provided no later than 30-days post-exercise. The After-Action Report
planning team meeting will be done virtually ten (10) days after the AAR/IP is provided. The final AAR/IP will be
completed 45-days after the exercise. Travel will be required for the actual full-scale day.
All planning team meeting material, exercise materials, and the After Action Report/Improvement Plan will be completed
by the vendor. All planning team meetings will be conducted with planning team members in one (1) location and the
vendor attend virtually. All exercise material will be completed in HSEEP (Homeland Security Exercise and Evaluation
Program). All planning team meeting materials, PowerPoints, and exercise documentation, etc. for review, will be
provided seven (7) days prior to the meeting so copies can be prepared for the members of the planning team. All
documentation for the actual exercises need to be provided to Emergency Management ten (10) days before the exercise
date.
The vendor will not be required to print documentation. The confirmation of meetings and exercises will be completed
within ten (10) days of the vendor being approved. This will include all planning team meetings, exercise dates, and a
minimum of one (1) virtual meeting between the vendor and Emergency monthly. Monthly virtual meetings shall not last
longer than an hour.
The objectives and requirements of the HMEP grant are as follows:
Core Capabilities to be addressed :
Planning
Situational Assessment
Environmental Response / Health Safety
Public Information & Warning
Operational Coordination
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