REQUEST FOR PROPOSALS FOR A CONSULTANT FOR A REGIONAL COMPLEX COORDINATED TERRORIST ATTACK GRANT PLANNING, TRAINING & EXERCISE PROJECT

Transcription

1 REQUEST FOR PROPOSALS FOR A CONSULTANT FOR A REGIONAL COMPLEX COORDINATED TERRORIST ATTACK GRANT PLANNING, TRAINING & EXERCISE PROJECT Solicitation # CCTA 1 S. Memorial Drive, Suite 1600 St. Louis, MO April 3, 2018 Complex Coordinated Terrorist Attack Grant Planning, Training & Exercise RFP Solicitation # CCTA Page 1 of 39

2 East West Gateway Council of Governments (the Council) is seeking proposals from a consultant or a team of consultants for a Complex Coordinated Terrorist Attack Grant regional training, exercise, and planning project. Submittals are due no later than 4:00 p.m. local time on May 2, 2018 to the following address: RFP CCTA Planning, Training & Exercise c/o Mr. James M. Wild Executive Director East West Gateway Council of Governments 1 S. Memorial Drive, Suite 1600 St. Louis, MO Section III contains the formatting, content, and other requirements for a submittal. Unless otherwise due to extenuating circumstances and approved by the Council in advance, any submittals received after the date and time listed above will be rejected and returned unopened. Complex Coordinated Terrorist Attack Grant Planning, Training & Exercise RFP Solicitation # CCTA Page 2 of 39

3 Table of Contents Page 3 of 39 Section Page I. Introduction & Background 4 II. Scope of Work 5 III. Submittal Requirements 17 IV. Evaluation & Selection Procedures 23 V. General Items 30 VI. Nondiscrimination Requirements 33 VII. D/S/W/MBE Participation & Equal Opportunity 34 VIII. Protest Procedures 36 IX. Inquiries & Submission Information 37 Attachments* A Price Proposal B C D E F G H I Firm Responsibility Information Affirmative Action Checklist Contract Terms & Conditions Comments RFP Minimum Requirements Checklist D/S/W/MBE Participation Form Letter of Intent to Perform as a D/S/W/MBE Certification Regarding Lobbying D/S/W/MBEs Contact List (not required for this project) *Fillable / savable version of Attachments A through K can be found on the Council s website. Appendices** 1 Draft Contract Terms & Conditions 2 Conflicts of Interest Policy **Appendices are available on the Council s website. Complex Coordinated Terrorist Attack Grant Planning, Training & Exercise RFP Solicitation # CCTA Page 3 of 39

4 I. Introduction & Background Page 4 of 39 The East West Gateway Council of Governments (EWG) and the St. Louis Area Regional Response System (STARRS 1 ) is seeking assistance to support a focused regional training, exercise, and planning project. The St. Louis region, as it pertains to this invitation, constitutes the Missouri counties of Franklin, Jefferson, St. Charles, and St. Louis, and the independent City of St. Louis and the Illinois counties of Madison, Monroe, and St. Clair. The contract period is expected to begin June 1, 2018 and will end not later than June 30, The basis of the project is the FY2016 Program to Prepare Communities for Complex Coordinated Terrorist Attacks (CCTA), provided by the Department of Homeland Security (DHS) through the Federal Emergency Management Agency (FEMA) to East West Gateway Council of Governments. The project focus is to enhance preparedness and build capacity to prepare for, prevent, and respond to complex coordinated terrorist attacks in collaboration with the whole community. Complex coordinated terrorist attacks are acts of terrorism that: involve synchronized and independent team(s) at multiple locations sequentially or in close succession, initiated with little or no warning, and employing one or more weapon systems: firearms, explosives, fire as a weapon, and other non traditional attack methodologies which are intended to result in large numbers of casualties. Through program delivery of the Urban Area Security Initiative (UASI) and Assistant Secretary for Preparedness and Response Hospital Preparedness Program (ASPR HPP) grants, STARRS has delivered several training courses that relate to complex coordinated terrorist attacks. It is through these courses, along with real world responses to non CCTA incidents, many of the gaps the CCTA grant is designed to assist with closing have already been identified. Individuals and agencies working in a dozen various preparedness and response subcommittees understand the need to support and participate in CCTA planning and exercises. Subcommittee members form the Urban Area Working Group and consist of representative from various fire, law enforcement, EMS, hospitals, whole community, and other response agencies working together in order to achieve regional emergency preparedness goals. Key components of the CCTA project will be the development of multiple response guides designed to integrate response partners during a CCTA response. The guides will have specific components that mutual aid partners will need to adhere to in order to safely respond to a complex attack. The sheer number of primary response agencies in the St. Louis region makes a single policy for response unattainable. A single regional CCTA Response Plan will be written as a regionally accepted guidance document, not as a policy. The CCTA Response Plan will bring together the response guides in a format that will be easy to reference before and during a complex incident. When developing a plan, the planning process and subsequent roll out are very important pieces to bring a concept to reality. The field guides will be a part of the plan and all will be presented through seminars and workshops to responders and then tested via a variety of exercises. Information gathering, planning, and exercises are all components of this project and request for proposal. 1 STARRS is a not for profit organization formed to coordinate response planning to critical incidents in the St. Louis metropolitan region and serves as the Urban Area Work Group for UASI funding. The East West Gateway Council of Governments (Council or East West Gateway) is the fiscal agent for STARRS and recipient of grant funding for this project. All contracts will be with East West Gateway. However, STARRS staff will be actively involved in the selection of the Consultant(s) and ongoing management of the project. Complex Coordinated Terrorist Attack Grant Planning, Training & Exercise RFP Solicitation # CCTA Page 4 of 39

5 II. Scope of Work Page 5 of 39 Respondents should propose on the following general scope, providing detail on how each task will be accomplished, staff commitments, and resources necessary to accomplish each of the following tasks: Task 1 Project Kickoff and Project Management: The Consultant will be responsible for maintaining adherence to timelines, milestones, and all contracted aspects of the project. The Consultant will meet regularly with staff throughout the project period. At the beginning of the project, the Consultant, staff, and other stakeholders will hold an inperson kick off meeting to discuss the Consultant s approach to the project, recommendations for the project, and to finalize the project schedule. The Consultant must hold regular conference calls with staff. Every two weeks is typical with additional conference calls as needed. Costs of conference calls will be incurred by the Consultant. All in person meetings throughout the project scope are to be held locally in the St. Louis region. Stakeholder Meetings: The stakeholder group is a CCTA workgroup that includes representatives from the following disciplines: law enforcement, fire, EMS, hospitals, emergency management, dispatch centers, and staff. The Consultant will conduct a minimum of seven (7) in person meetings with this stakeholder group. Additional meetings or conference calls may be necessary in order to complete the work. The first meeting will be an in person project kickoff meeting during which the Consultant will introduce all key project personnel, provide a proposed schedule of meetings and timeline of deliverables, plan for achieving the objectives described in the scope, and gather stakeholder input. Additionally, the Consultant will confirm with attendees the most significant gaps to be addressed by the Consultant during the contract period. During subsequent meetings, the Consultant will engage the group in discussions to determine the details of the project and deliverable documents and obtain feedback from the group on the draft reports. Conference calls with the stakeholder group should be expected and planned for accordingly. All meetings must be documented in a report that provides meeting minutes with key findings, attendee rosters, and the direction that was given or actions resulting from the meeting. Meeting reports must be provided to EWG/STARRS within 10 working days after meeting. Materials Review: The consultant will be provided findings reports from regional trainings including Joint Counter Terrorism Workshop Series, Integrated Emergency Management Course Complex Attacks, and other materials in order to inform a summary gap analysis to be developed by the consultant. The gap analysis will serve as guidance material supporting the Regional Complex Coordinated Terrorist Attack Plan, guides, and exercises. Materials review will be completed prior to the kick off meeting in order to provide appropriate background to the Consultant of the region s prior work on CCTA incidents and support the gap analysis discussion during the kick off meeting. Task 1 Deliverables: 1. In person kick off meeting as described above. 2. Gap analysis summary developed from provided review materials and kick off meeting feedback. Gap analysis will be provided as part of the kick off meeting reports to EWG/STARRS for approval prior to beginning Task Consultant will provide documentation that outlines the Consultant s project approach to satisfy the deliverables and provide recommendations; Complex Coordinated Terrorist Attack Grant Planning, Training & Exercise RFP Solicitation # CCTA Page 5 of 39

6 II. Scope of Work Page 6 of Consultant will provide a timeline of deliverables; 5. Consultant will provide a proposed project and meeting schedule; 6. Consultant will provide meeting or conference call minutes, to include attendees, dates, times, locations, and key findings and direction / actions resulting from the meeting; 7. Consultant will provide monthly invoices; 8. Consultant will provide monthly progress reports. Task 2 CCTA Operational Guides: Operational guides will be developed utilizing input from front line responders through facilitated workshops. The region utilizes automatic mutual aid regularly so a plan informed by those who will use the plan is the best approach. The scenario based workshops will serve as the means of information gathering for the guides/plan. The multiple guides will be developed through workshops and then used as part of, and to inform, the Regional CCTA Response Plan. Workshops should be planned as half day, four (4) hours, and can be held back to back. Facilities will be scheduled by STARRS staff in coordination with the Consultant. Location availability, regional calendars, and project calendar will be the main scheduling parameters. It should be expected that all planning guides will be completed within the first 10 months of the contract period. Post workshop communication with EWG/STARRS and participants should be anticipated in order to accurately develop the guides. In person meetings or webinars hosted by the Consultant are acceptable and should be outlined in the proposal. If webinars are used, local feedback during the webinar is a condition of use. The Consultant will use facilitated workshops to engage front line responders in CCTA scenarios to develop the following guides utilizing the expected number of workshops: 1. CCTA Operational Guide Law Enforcement (3 workshops) 2. CCTA Operational Guide Special Weapons And Tactics (SWAT) + Bomb & Arson Team (1) 3. CCTA Operational Guide EMS (2) 4. CCTA Operational Guide Fire Response (1) 5. CCTA Operational Guide Command & Control (1) 6. Regional Force Protection Guide (2) The CCTA guides should be simple to use for front line responders and are necessary due to the infrequent nature of responding to a complex attack or incidents of similar nature. Checklists should be prominent. The guides will be used primarily as training tools, although they should be formatted for ease of use in the field. All guides will support the more comprehensive CCTA Response Plan. Complex Coordinated Terrorist Attack Grant Planning, Training & Exercise RFP Solicitation # CCTA Page 6 of 39

7 II. Scope of Work Page 7 of 39 Key pieces of information the guides are expected to contain are: 1) Decision matrices or process to assign special resources, such as bomb and arson teams, air support, and hazardous materials teams. 2) Field guides and checklists that can be used by tactical response units. 3) Integration of multiple agencies, including initial responders with specialized teams. 4) Force Protection considerations. CCTA Operations Guide for Law Enforcement: 1. Intelligence sharing (sending and receiving) with the St. Louis Fusion Center and dispatch centers to establish common operating picture and resource needs. 2. Establishing a perimeter during a complex attack. 3. Identifying and cordoning secondary and tertiary explosive devices and/or assailants. Special Weapons and Tactics (SWAT) and Bomb & Arson: 1. Integrating tactical teams from multiple agencies, including MO and IL. 2. Communication methods to/from EMS and Fire as it relates to Civilian Casualty Care. 3. Tactical support for fire as a weapon. CCTA Operations Guide Emergency Medical Services (EMS): 1. A guide for regional EMS response and integration that addresses both Illinois and Missouri medical protocols across agencies to a complex attack or other hostile incident, with the goal of providing emergency medical care in a hostile environment as quickly as possible. 2. Integration of Civilian Casualty Care protocols. 3. Use of tactical medics from multiple agencies. CCTA Operations Guide Fire Response: 1. Communicating fire as a weapon to other responders. 2. Fire service support of SWAT, Bomb & Arson, and EMS in an active incident. CCTA Operational Guide Command & Control: 1. Incident Command System (ICS) management for multi discipline response with law enforcement as lead response discipline. Complex Coordinated Terrorist Attack Grant Planning, Training & Exercise RFP Solicitation # CCTA Page 7 of 39

8 II. Scope of Work Page 8 of Intelligence sharing to Fusion Center and other on scene responders. 3. Public Information and Warning. 4. Area command guidance decision tree. Regional Force Protection Guide: 1. Develop force protection protocols. Include force protection needs by discipline to include law enforcement, fire, EMS, non government organization response, and civilian responders. Account for a variety of potential threats, including fire as a weapon. 2. A process for identifying response agencies force protection needs and protection capabilities from law enforcement, EMS, fire, and other response support. Task 2 Deliverables: 1. Draft outline of format for guides at least 20 days prior to first workshop. 2. Agenda and facilitator s script or points for discussion at least five (5) days prior to workshop. 3. Sign in sheets depicting participant name, title, agency, and at least one method of contact (prefer ). Flip charts, if used, will be converted into notes/minutes. Participants suggestions about improving processes and policies should be included in the minutes. Consultant s recommendations for improvement to the guides will be summarized and included with each workshop s report. All workshop documents will be provided to EWG and the STARRS project manager within 15 working days of the workshop. 4. CCTA Operational Guide Law Enforcement 5. CCTA Operational Guide SWAT + Bomb & Arson Team 6. CCTA Operational Guide EMS 7. CCTA Operational Guide Fire Response 8. CCTA Operational Guide Command & Control 9. Regional Force Protection Guide 10. Consultant should anticipate printing enough guides to accommodate participants in each training. Complex Coordinated Terrorist Attack Grant Planning, Training & Exercise RFP Solicitation # CCTA Page 8 of 39

9 II. Scope of Work Page 9 of 39 Task 3 Training Workshops on Operational Guides: Each of the operational guides will be delivered in a scenario based training workshops in a tabletop format which will allow for education and orientation of the guide. The orientation will include reviewing the likely triggers for use, pertinent guide information, and discipline interactions during the CCTA incident. The exercise will provide the opportunity to use decision trees and other guide components during a facilitated CCTA response scenario. Multiple rounds of the exercise may be necessary to adequately engage the participants. A single orientation and workshop will likely total 6 8 hours with attendance of participants. Attendees will be cross disciplined in order to appropriately respond to questions and training workshop interactions. Training workshops on operational guides should be completed no later than 90 days after completion and approval of the respective operational guide completed in Task 2. The type and number of CCTA operational guide sessions are: 1. CCTA Operational Guide Law Enforcement (1) 2. CCTA Operational Guide SWAT + Bomb & Arson Team (1) 3. CCTA Operational Guide EMS (1) 4. CCTA Operational Guide Fire Response (1) 5. CCTA Operational Guide Command & Control (1) 6. Regional Force Protection Plan (2) A summary of each training workshop will be submitted no greater than 15 days after each workshop. The summary shall identify strengths in communication, collaboration, policies, or methods used in the response. Additionally, areas for improvement in communication, collaboration, policies, or methods shall be identified. The summary should be presented utilizing FEMA HSEEP AAR/IP templates or similar agreed upon format. Task 3 Deliverables: 1. Five (5) scenario based training workshops based on the operational guidelines developed for law enforcement, SWAT + Bomb & Arson Team, EMS, Fire Response, Command and Control, and Regional Force Protection. 2. Agenda and facilitator s script or points for discussion at least five (5) days prior to workshop. 3. Sign in sheets depicting participant name, title, agency, and at least one method of contact (prefer ). Flip charts, if used, will be converted into notes/minutes. Participant feedback will be summarized in the AAR. Complex Coordinated Terrorist Attack Grant Planning, Training & Exercise RFP Solicitation # CCTA Page 9 of 39

10 II. Scope of Work Page 10 of After Action Reports for training workshops will be based on FEMA HSEEP or an agreed upon format. All workshop documents will be provided to EWG and the STARRS project manager within 15 working days of the workshop. Task 4 River Response Workshops (2): The breadth of potential components during a CCTA are significant for the St. Louis region. Because a significant amount of chemical, agricultural, and tour boat traffic is on the Mississippi and Missouri Rivers, two (2) Tactical Response on Water scenario based workshops will be necessary to inform the Regional CCTA Plan. Although no specific guide for water response will be developed, the same format used for the operational guide workshops should be implemented. The information gathered from the Tactical Response on Water workshops may inform and/or be included in a response guide. Two (2) workshops will include multiple disciplines from Missouri and Illinois along with Federal agencies. All facilitator and participant information and or materials will be provided to STARRS/EWG at least five (5) working days prior to the workshops. A summary of each workshop will be submitted no greater than 15 days after each workshop. The summary shall identify strengths in communication, collaboration, policies, or methods used in the response. Additionally, areas for improvement in communication, collaboration, policies, or methods shall be identified. The summary should be presented utilizing FEMA HSEEP AAR/IP templates or similar agreed upon format. Task 4 Deliverables: 1. Two (2) facilitated river response scenario based workshops. 2. Agenda and facilitator s script or points for discussion at least five (5) days prior to workshop. 3. Sign in sheets depicting participant name, title, agency, and at least one method of contact (prefer ). Flip charts, if used, will be converted into notes/minutes. Participants suggestions about improving processes and policies should be included in the minutes. Consultant s recommendations for improvement to the guides will be summarized and included with each workshop s report. 4. Workshop After Action Reports will be based on FEMA HSEEP or an agreed upon format. All workshop documents will be provided to EWG and the STARRS project manager within 15 working days of the workshop. Task 5 Response Drills (4): Integrating the various agencies and guides, four (4) response drills will be developed and facilitated by the consultant. New concepts or approaches identified in the guides should be focused on. Integrating components from SWAT, Bomb Squad, Law Enforcement, EMS, and Fire during initial response assessment and communications. The drills will be the full scale activities testing the guides developed in Task 2. The information gained will support components of the CCTA Response Plan. All facilitator and participant information will be provided to STARRS/EWG at least 10 working days prior to the drills. Each drill should be approximately 4 hours total and include introduction and safety briefing, activity to achieve objectives, wrap up and brief out. A summary of each drill will be submitted no greater than 15 Complex Coordinated Terrorist Attack Grant Planning, Training & Exercise RFP Solicitation # CCTA Page 10 of 39

11 II. Scope of Work Page 11 of 39 days after the drill. The summary shall identify strengths in communication, collaboration, policies, or methods used in the response. Additionally, areas for improvement in communication, collaboration, policies, or methods shall be identified. The summary should be presented utilizing FEMA HSEEP AAR/IP templates or similar agreed upon format. Task 5 Deliverables: 1. Four (4) CCTA scenario based response drills on the operational guidelines developed for law enforcement, SWAT + Bomb & Arson Team, EMS, Fire Response, Command and Control, and Regional Force Protection. 2. Agenda and facilitator s script or points for discussion at least five (5) days prior to drills. 3. Sign in sheets depicting participant name, title, agency, and at least one method of contact (prefer ). Flip charts, if used, will be converted into notes/minutes. Participant feedback will be summarized in the AAR. 4. After Action Reports for drills will be based on FEMA HSEEP or an agreed upon format. All workshop documents will be provided to EWG and the STARRS project manager within 15 working days of the workshop. Task 6 Regional CCTA Response Plan: The goal of the plan is that the St. Louis region has a coordinated, unified approach to responding to CCTA incidents guided by a Regional CCTA Response Plan. The Consultant will develop a regional CCTA Response Plan using the guides developed in Task 2, updated and informed by Task 3, Task 4, and Task 5. As necessary for clarity or details, the Consultant will actively engage appropriate partners, including critical infrastructure security personnel, federal partners, law enforcement, fire, and EMS agencies while developing the CCTA response plan. The Plan will provide information in greater detail than the Operation Guides and include Memorandums of Understanding (or at minimum reference and location of MOUs/MOAs), position checklists, resource allocation decision matrices, public information and warning materials, Joint Information System responsibilities, intelligence sharing, and forms necessary to support operations in the field and coordination centers. The draft CCTA Response Plan will be provided to EWG/STARRS and the CCTA workgroup for comment, allowing 12 work days for comments/recommendations to the Consultant. Edits informed by the CCTA workgroup will be agreed upon between EWG/STARRS and the Consultant over the course of the following week, and prior to a final CCTA Response Plan presentation. The final CCTA Response Plan will presented to the CCTA workgroup during an in person (included in Task 1 total) meeting and prior to the response drills. Task 6 Deliverables: 1. Draft outline of CCTA Response Plan provided to EWG/STARRS at the beginning of Task 3 Training Workshops. Complex Coordinated Terrorist Attack Grant Planning, Training & Exercise RFP Solicitation # CCTA Page 11 of 39

12 II. Scope of Work Page 12 of Draft CCTA Response Plan provided to EWG/STARRS and CCTA workgroup for comment and feedback. 3. CCTA Response Plan provided to EWG/STARRS at least five (5) days prior to in person meeting presenting CCTA Response Plan. 4. In person meeting to present CCTA Response Plan to regional responders and stakeholders. The presentation should include a walk through of the Plan with focus on CCTA incident escalation decision points, integration of field guides, and checklists. 5. Five (5) printed copies of the CCTA must be provided to EWG/STARRS staff. Task 7 Fusion Center Tabletops (2): Two separate table top exercises will be facilitated focusing on the intelligence and information sharing during a CCTA incident to and from the St. Louis Fusion Center. For planning purposes, one of the exercises should be planned days after contract period begins. The second exercise must be days after the initial exercise. Development of the exercises will include members from the St. Louis Fusion Center, local law enforcement, EMS, fire, and hospitals. Participants will include similar representatives. No less than two (2) planning meetings per tabletop, held in person (preferred) or via webinar, should be held in order to adequately prepare for the exercises. Meeting notes from the planning meetings should be provided to EWG/STARRS no later than 10 work days after each planning meeting. All facilitator and participant information and or materials will be provided to STARRS/EWG at least 10 working days prior to the exercise. A summary of each tabletop exercise will be submitted no greater than 30 days after the exercise. The summary shall identify strengths in communication, collaboration, policies, or methods used in information sharing with the Fusion Center. Additionally, areas for improvement in communication, collaboration, policies, or methods shall be identified. The summary should be presented utilizing FEMA HSEEP AAR/IP templates or similar agreed upon format. Task 7 Deliverables: 1. Two facilitated tabletop exercises. 2. Exercise 1: days after contract begins. Minimum two (2) planning meetings. Meeting notes from the planning meeting should be provided to EWG/STARRS no later than 10 work days after planning meeting. 3. Exercise 2: days after Exercise 1. Minimum two (2) planning meetings. Meeting notes from the planning meeting should be provided to EWG/STARRS no later than 10 work days after planning meeting. 4. Agenda, Exercise Plan, Participant guide with feedback form, evaluator guide (if needed), facilitator s script or points for discussion (if needed) at least five (5) days prior to exercise. 5. Sign in sheets depicting participant name, title, agency, and at least one method of contact (prefer ). Flip charts, if used, will be converted into notes/minutes. Participants suggestions about improving processes and policies should be included in the minutes. Complex Coordinated Terrorist Attack Grant Planning, Training & Exercise RFP Solicitation # CCTA Page 12 of 39

13 II. Scope of Work Page 13 of 39 Consultant s recommendations for improvement to the guides will be summarized and included with each exercise report. 6. Exercise After Action Reports will be based on FEMA HSEEP or an agreed upon format. All documents will be provided to EWG and the STARRS project manager within 15 working days of each exercise. Task 8 Public Information Exercise (1): A functional exercise will be facilitated focusing on the release of coordinated public information across multiple disciplines and by multiple methods utilizing a joint information system methodology as it pertains to responding to a complex coordinated terrorist attack. Participants will be determined by the CCTA working group, STARRS staff, and input of the CCTA Consultant. Participants will be from at least: law enforcement, fire, EMS, emergency management, county/municipal executive offices, hospitals, public health, FBI, and other regional partners. No less than two (2) planning meetings per tabletop, held in person (preferred) or via webinar, should be held in order to adequately prepare for the exercises. All facilitator and participant information and or materials will be provided to STARRS/EWG at least 10 working days prior to the exercise. Simulated social media or other electronic messaging should be an interactive component of the exercise. A description of the type(s) of electronic simulation materials provided by the Consultant should be included in the proposal. A summary of the exercise will be submitted no greater than 30 days after the exercise. The summary shall identify strengths in communication, collaboration, policies, or methods used for information dissemination. Additionally, areas for improvement in communication, collaboration, policies, or methods shall be identified. The summary should be presented utilizing FEMA HSEEP AAR/IP templates or similar agreed upon format. Task 8 Deliverables 1. Functional Public Information Officer/Joint Information System exercise based on a CCTA scenario. 2. Minimum four (4) planning meetings. Meeting notes from the planning meeting should be provided to EWG/STARRS no later than 10 work days after planning meeting. 3. Agenda, Exercise Plan, Participant guide with feedback form, evaluator guide (if needed), facilitator s script or points for discussion (if needed) at least five (5) days prior to exercise. 4. Sign in sheets depicting participant name, title, agency, and at least one method of contact (prefer ). Flip charts, if used, will be converted into notes/minutes. Participants suggestions about improving processes and policies should be included in the minutes. Consultant s recommendations for improvement to the guides will be summarized and included with each exercise report. 5. Exercise After Action Reports will be based on FEMA HSEEP or an agreed upon format. All documents will be provided to EWG and the STARRS project manager within 30 days of exercise. Complex Coordinated Terrorist Attack Grant Planning, Training & Exercise RFP Solicitation # CCTA Page 13 of 39

14 II. Scope of Work Page 14 of 39 Task 9 CCTA Capstone Exercise (1) Functional: A CCTA Capstone Exercise will be conducted no later than 60 days prior to the end of the CCTA Consultant s period of performance. All facilitator and participant information and / or materials will be provided to STARRS/EWG at least 10 working days prior to the exercise. Simulated social media or other electronic messaging should be an interactive component of the exercise. A description of the type(s) of electronic simulation materials provided by the Consultant should be included in the proposal. The exercise will be held in two (2), simultaneous locations within the STARRS region. One location will be in Missouri and the other location in Illinois. Both locations will be facilitated in person by the Consultant. The exercise will begin with a single incident response and progress into a complex coordinated attack. The functional exercise will have participants make decisions and operationalize a response, communicating with the other exercise location as necessary. As a functional exercise, the two locations will interact with one another by typical response communications. Although participant activities will match those of a full scale exercise, actual movement of resources will not be employed. Number of participants at each location will be approximately 50. Duration of the exercise, including participant briefings and hot wash, should be 6 8 hours in duration in order to achieve the exercise objectives. The Consultant will direct the concepts and objectives, initial, mid, and final planning meetings for the exercise. The initial and final planning meetings should be held in person (in addition to Task 1 inperson meetings). The concepts and objectives and mid planning meetings can be held through a webinar so long as local feedback to the Consultant is available during the meetings. The Consultant will provide a lead site evaluator at each of the two exercise locations. The lead site evaluators will provide any training necessary for local evaluators to accurately evaluate and document the exercise according to the exercise plan. All evaluator documentation will be provided to STARRS/EWG as part of the exercise summary materials. Feedback from participants regarding both exercise design/participation and areas for improvement on exercised objectives will be the responsibility of the Consultant. A summary of participants feedback will accompany exercise documentation and inform the improvement plan. A summary of the exercise will be submitted no greater than 30 days after the exercise. The summary shall identify strengths in communication, collaboration, use of CCTA guides/plan, and Fusion Center integration. Additionally, areas for improvement in communication, collaboration, use of CCTA guides/plan, and Fusion Center integration shall be identified. The summary should be presented utilizing FEMA HSEEP AAR/IP templates or similar agreed upon format. Task 9 Deliverables: 1. Functional, dual location, exercise based on a CCTA scenario. 2. Minimum four (4) planning meetings. Meeting notes from the planning meeting should be provided to EWG/STARRS no later than 10 work days after planning meeting. 3. Agenda, Exercise Plan, Participant guide with feedback form, evaluator guide, facilitator s script or points for discussion (if needed) at least five (5) days prior to exercise. Complex Coordinated Terrorist Attack Grant Planning, Training & Exercise RFP Solicitation # CCTA Page 14 of 39

15 II. Scope of Work Page 15 of Sign in sheets depicting participant name, title, agency, and at least one method of contact (prefer ). Flip charts, if used, will be converted into notes/minutes. Participants suggestions about improving processes and policies should be included in the minutes. Consultant s recommendations for improvement to the guides will be summarized and included with each exercise report. 5. A hot wash immediately following the exercise with appropriate documentation. 6. Exercise After Action Reports will be based on FEMA HSEEP or an agreed upon format. All documents will be provided to EWG and the STARRS project manager within 30 days of exercise. Project Schedule: Responding firms should be aware that this project must be completed in strict adherence to the schedule approved by the Council. The Council anticipates that the project will be completed within 25 months from the project start date (anticipated to be June 1, 2018). Each firm responding to this request for proposal must include in its submittal a recommended project schedule that, at a minimum, outlines the major milestones for the project, when those milestones will be completed, including final delivery of the work products. The final project schedule will be approved by the Council. Submittals that do not contain a project schedule may be deemed non responsive and rejected. Note that a firm s proposed project schedule must include both the base contract tasks and any optional tasks. All Consultant documents will be completed and submitted to EWG/STARRS no later than June 30, Final billing will occur no later than July 20, All deliverables must first be provided in Draft form to allow for comments. Changes must be incorporated into the final documents. Two (1) printed and bound (binder) copy and two (2) flash drives containing Microsoft Word or other agreed upon format of all documents stated in the scope of work must be made available at the end of the contract. All documents during the project will be provided in an editable format utilizing Microsoft programs or other agreed upon formats. Optional Tasks: (should funding be available) Additional Exercises: There is a desire for additional components for the CCTA Consultant to accomplish should funding be available. The following exercises are requested as supplemental and should be priced individually. If funding is determined to be available, one or more of the additional exercises will be included in the overall scope of work for the Consultant. These exercise would be performed prior to the Task 9 CCTA Capstone Exercise. Because of the strict CCTA grant program funding period, no additional extensions of time can be allocated should any of the additional exercises be included in the original scope of work. I. Intelligence Sharing Functional Testing: Process of intelligence and information flow during prevention, protection, and response activities. Complex Coordinated Terrorist Attack Grant Planning, Training & Exercise RFP Solicitation # CCTA Page 15 of 39

16 II. Scope of Work Page 16 of 39 Activity: Two separate functional exercises engaging the St. Louis Fusion Center and front line responders. Intelligence information will be forwarded to the St. Louis Fusion Center and processed. The St. Louis Fusion Center will then prepare and share intelligence of the incident to on scene responders in a method that can inform response planning. Objectives: The St. Louis Fusion Center will process intelligence from an active incident and provide actionable intelligence within the requested timeframe to responders for planning purposes. Desired Outcomes: Front line responders from multiple disciplines will understand how to provide intelligence to the St. Louis Fusion Center during a response in a method that could be helpful, once analyzed, for planning purposes. Ideally, the use of the St. Louis Fusion Center will become a regular tool during a response, as well as being used in prevention and protection activities. II. Area Command Coordination Functional Testing: Establishing Area Command in the St. Louis Region Activity: Functional Exercise designed to move command from individual incident command (single scene) to area command (multiple scene CCTA). Exercise will include commanders from fire, law enforcement, EMS, St. Louis Fusion Center, multiple dispatch agencies, and other community partners. Objectives: Upon learning about multiple incidents that are human caused or potentially human caused, single scene incident command will progress into an area command structure to improve resource allocation and life safety activities. Desired Outcomes: Various disciplines will recognize the importance of early establishment of an area command structure and will promote its use regularly. Complex Coordinated Terrorist Attack Grant Planning, Training & Exercise RFP Solicitation # CCTA Page 16 of 39

17 III. Submittal Requirements Page 17 of 39 A. Formatting & Other Requirements Submittals must conform to the following parameters*: Page # Page Size 8.5 X 11 Page Orientation Margins 1 Font Size Font Type No more than 35 pages, exclusive of the required attachments Portrait, Landscape, or Both Not less than 11 point font No requirement *The submittal requirements listed above do not apply to work samples. Each responding firm must provide both printed and electronic copies of its submittal, including attachments and work sample. In addition to the parameters noted above, the submittal must adhere to the requirements described below for both the print and electronic versions. Print Version # of Copies 10 Tabbing Binding Divide with tabs, organized in accordance with the outline provided in Part B below* No binder clips, paper clips, etc. (can use spiral binding, 3 ring binder, etc.)* *The tabbing and binding requirements do not apply to work samples. Electronic Version # of Copies 1 Format Attachment A Storage Format *.pdf *.pdf and *.xls or *.xlsx CD or DVD Complex Coordinated Terrorist Attack Grant Planning, Training & Exercise RFP Solicitation # CCTA Page 17 of 39

18 III. Submittal Requirements Page 18 of 39 Several attachments require a signature and both the print and electronic versions of these attachments must include a signature. A list of these attachments is provided below. B D E F G H I Firm Responsibility Information Contract Terms & Conditions Comments RFP Minimum Requirements Checklist D/S/W/MBE Participation Form Letter of Intent to Perform as a D/S/W/MBE Certification Regarding Lobbying D/S/W/MBEs Contact List (not required for this project) B. Content All of the items listed below must be addressed and included in each submittal. If all of these items are not provided in a firm s submittal, then the Council may deem the firm s submittal non responsive and may not evaluate the submittal. The Council reserves the right to waive minor errors, omissions, or technicalities as determined to be in the best interest of the Council and that do not impede the Council s ability to evaluate a responding firm s quality of work, experience, or capability to perform the requested work. In addition to the items noted below, each firm should ensure that its submittal provides any information that will be relevant to the evaluation process (see Section IV). Sub Part 1 Approach & Qualifications 1. Letter of Interest. This letter must summarize the firm s approach to the project and describe how the firm is particularly qualified to complete the work described in Section II. The letter must also commit the submittal for a minimum of 90 calendar days and be signed by a firm principal. The letter must include the name, phone number, and e mail address of the person who the Council should contact in the event that questions arise regarding the firm s submittal. 2. Project Approach. The general scope of work for the project has been developed by the Council s staff and is provided in Section II. Each firm s submittal must include further detail about the specific methodology or approach that the firm intends to use to complete the project. Specifically, the description should, at a minimum, address each task listed in Section II and the following: (a) (b) The firm s approach, including project management, and how this approach will benefit the Council and allow the Council to accomplish its goals for the project. Any unique methods that the firm may employ to complete the project and why these methods are particularly well suited to the project. Complex Coordinated Terrorist Attack Grant Planning, Training & Exercise RFP Solicitation # CCTA Page 18 of 39

19 III. Submittal Requirements Page 19 of 39 (c) A proposed project schedule (see Section II, Part C). 3. Qualifications. Each submittal must indicate the qualifications of the responding firm as it relates to the services requested in this RFP. The qualifications should be described in a brief narrative regarding the firm s capabilities to carry out the project, including special assets, areas of expertise, analytical tools, or data sources to which the firm has access. The qualification summary must also include the following: (a) (b) (c) Experience Summaries For each key person that will be assigned to the project, the submittal must include an experience summary. The summary should clearly identify the key person s prior experience on similar projects, in similar roles, and outline the responsibilities the person will have in the context of the Council s project. An experience summary must be provided for the following key personnel, as applicable: Account management personnel Project management Personnel with specialized experience needed to complete the work Full resumes may be included as an attachment to the submittal. Team Organization Chart A graphic representation of the team members that will be assigned to the project. The chart must show the level of organizational responsibility for the key personnel that the firm will assign to the project. Addresses The address of the office in which each key person currently works. Changes to Key Personnel By responding to this RFP, a firm agrees that the key personnel that the firm identifies in its submittal will be available for the entirety of the project, throughout the term of the contract, as long as that individual is employed by the responding firm or unless the Council agrees to a change in key personnel. (d) Prior Work Experience Each submittal must include a description of no less than 3 projects similar in type and scope to the project described in this RFP. The projects described in the submittal must have been undertaken by the responding firm within the previous 4 years. In addition, for each project described, the submittal must include all of the following information: (i) Project name and location. (ii) Client point of contact to include: name, phone number, and e mail address. (iii) Brief project description. (iv) (v) Completion date for both: scheduled completion date and actual completion date. Budget information for both: initial project budget and the final project expenditures. Complex Coordinated Terrorist Attack Grant Planning, Training & Exercise RFP Solicitation # CCTA Page 19 of 39

20 III. Submittal Requirements Page 20 of 39 (vi) If applicable, an explanation for any deviations in project completion dates or any deviations in the project budget. Note that the Council understands that, due to confidentiality agreements, some of the above information may be considered confidential; therefore, the Council does not expect firms to provide any confidential information in response to this Section III, Sub Part 1, #3(d). However, to the extent possible, firms should avoid using project descriptions from those clients that restrict information sharing. If this cannot be avoided, then a responding firm must provide as much non confidential information as possible. The information provided must allow the Council to determine that the firm s projects meets the requirements described in Section III, Sub Part 1, #3(d) and that the firm has a history of completing its projects on time and within budget. Responding firms should be aware that if the Council is not provided sufficient information, then the firm s submittal may be deemed non responsive and rejected. (e) Work Sample(s) Each responding firm must submit 10 printed and bound copies and 1 electronic copy of at least 1 work sample that includes: similar planning, training and exercise projects that the responding firm has produced for other clients in the previous 2 years. (f) References Each responding firm must provide at least 3 professional references. These references should be entities or organizations for which the responding firm has completed work. The reference information provided in the submittal must include all of the following point of contact information: (i) Organization s name. (ii) Contact person s name, phone number, and e mail address. Sub Part 2 Project Price The Council intends to award a single, firm fixed price contract for the services described in this RFP. Each submittal must include a price proposal. Each firm must submit its price proposal using Attachment A Price Proposal (Attachment A). Attachment A is available in *.xlsx format on the Council s website. This spreadsheet may only be modified as noted in the file. The Council reserves the right to reject, as non responsive, submittals that do not include: Attachment A in the required format All of the information requested in Attachment A A price for each component of the project, including any optional services (if applicable) Pricing information for subcontractors The Council reserves the right to select any portion of the proposed services, only the optional services, or any combination of the offered / optional services and the final project costs will be determined based upon the services selected. Sub Part 3 Firm Responsibility Information Complex Coordinated Terrorist Attack Grant Planning, Training & Exercise RFP Solicitation # CCTA Page 20 of 39

21 III. Submittal Requirements Page 21 of 39 Each responding firm must provide in it submittal a signed Attachment B Firm Responsibility Information (Attachment B). This information will be used during Step 1 of the evaluation process and may be provided to the selection committee during other stages of the evaluation process. A submittal that does not include the information necessary for the Council to make its determination regarding a firm s responsibility may result in the Council determining that the responding firm is not responsible and, therefore, is ineligible to be awarded a contract for the project. Attachment B includes several forms, as follows: 1. Corporate Profile 2. Financial & Resource Capacity (a) 3. Insurance Coverage Time Availability for Key Personnel 4. Legal Proceedings 5. Statement of Past Performance 6. Conflicts of Interest Questionnaire & Disclosure Statement 7. Certification Regarding Debarment and Suspension Each form in Attachment B must be completed in its entirety. A responding firm is not permitted to substitute its own format or information for the forms included in Attachment B. The Council does not expect a responding firm to provide any confidential or proprietary information on any form contained in Attachment B; however, the Council does expect a responding firm to provide sufficient information that the Council can use to make a responsibility determination. Responding firms should be aware that the Council may deem a firm s submittal non responsive and reject the submittal for: (1) failure to sign Attachment B; (2) failure to provide all of the information requested in Attachment B; or (3) failure to provide sufficient information for the Council to make a responsibility determination. The Council reserves the right to waive minor errors, omissions, or technicalities in Attachment B as determined to be in the best interest of the Council. Additional instructions are provided in Attachment B. Sub Part 4 Other Forms & Certifications 1. Affirmative Action Checklist. Each responding firm must complete and submit Attachment C Affirmative Action Checklist. 2. Contract Terms & Conditions. The draft contract terms and conditions are provided in Appendix 1. These terms will govern the project and may change if circumstances warrant it; however, any terms required by state or federal rules, regulations, or statutes or by the Council s agreement with a funding agency, are non negotiable and are not subject to change. Each responding firm must review the terms and complete, sign, and submit Attachment D Contract Complex Coordinated Terrorist Attack Grant Planning, Training & Exercise RFP Solicitation # CCTA Page 21 of 39