REQUEST FOR PROPOSALS

Transcription

1 REQUEST FOR PROPOSALS DISASTER RECOVERY AND BUSINESS CONTINUITY/EMERGENCY PLANNING INCLUDING RECORDS RETENTION CONSULTING SERVICES (PC812) Issue Date: November 26, 2014 Proposals Due: December 19, 2014 Issued by: Housing Authority of the County of San Bernardino 715 E. Brier Drive San Bernardino, CA Page 1 of 82

2 REQUEST FOR PROPOSALS DISASTER RECOVERY AND BUSINESS CONTINUITY/EMERGENCY PLANNING INCLUDING RECORDS RETENTION CONSULTING SERVICES (PC812) Table of Contents I. INTRODUCTION... 3 II. PURPOSE... 3 III. BOARD... 3 IV. ADMINISTRATIVE PERSONNEL... 3 V. SCOPE OF SERVICES... 4 VI. RFP INSTRUCTIONS... 4 VII. RFP QUESTIONS FOR PROVIDERS... 6 VIII. RFP REVIEW... 7 IX. COMPANY QUALIFICATIONS... 7 X. SELECTION CRITERIA... 7 XI. RFP REQUIREMENTS AND CONDITIONS... 8 XII INSURANCE REQUIREMENTS...9 XIII CONTRACT CONDITIONS EXHIBITS: A. SCOPE OF WORK B. CONTACT INFORMATION FORM C. PROPOSAL FORM D. HUD FORM 5369 B OR C Page 2 of 82

3 HOUSING AUTHORITY OF THE COUNTY OF SAN BERNARDINO Disaster Recovery and Business Continuity/Emergency Planning Including Records Retention Consulting Services I. INTRODUCTION The Housing Authority of the County of San Bernardino (HACSB) is one of the nation s most progressive and proactive housing authorities and the largest provider of affordable housing in the County. HACSB owns 2,514 affordable housing units located throughout the County of San Bernardino. We proudly serve in excess of 30,000 people, most of whom are seniors, disabled individuals, and children. In 2008, the agency embarked on an agency wide strategic planning process with the following objectives: help clients achieve economic independence, ensure freedom of housing choice, and save tax payer dollars through efficient work. This has allowed us to enhance our work around our mission and service philosophy. Ultimately, our Mission of empowering all individuals and families in need to achieve an enriched quality of life by providing housing opportunities and resources throughout San Bernardino County is our top priority. As we see the demand for affordable housing increase, the limited affordable housing supply we currently have available is not enough to house the thousands of families in need. As a developer of sustainable affordable and market rate housing, over the years we have expanded our housing stock in an attempt to meet the county s growing needs. Working diligently to acquire, build, and renovate properties, we incorporate the concept of mixed income communities, build utilizing green technology, and provide recreational and educational facilities for everyone s use. Additionally, we are here as a stepping stone for families who need help building a foundation for a brighter future. Therefore, aside from providing housing, we assist our customers with ways of becoming economically independent. In collaboration with our partners, we provide: family/individual case management and counseling; career training and job placement; program integrity; homeownership assistance; college scholarships, to name a few. We value our vendors and contractors as partners in our mission to empower all individuals and families in need to achieve an enriched quality of life by providing housing opportunities and resources throughout San Bernardino County. II. III. PURPOSE The purpose of this Request for Proposals is to solicit responses from qualified companies to furnish services to the HACSB as identified in the Scope of Work of this request. BOARD The powers of the HACSB are vested in its Board of Governors with specified authorization delegated to the Housing Commission. Page 3 of 82

4 IV. ADMINISTRATIVE PERSONNEL Daniel Nackerman is the Executive Director of the HACSB. V. SCOPE OF SERVICES Respondents will be expected to provide Disaster Recovery and Business Continuity/Emergency Planning Including Records Retention Consulting Services as outlined in the attached Exhibit A-Scope of Work that has been provided. VI. RFP INSTRUCTIONS a. Contact Information This RFP is being issued, as will any addenda by the HACSB. The contact person for the HACSB is: Angie Lardapide, Procurement and Contracts Department 715 E. Brier Drive San Bernardino, CA (909) ext b. RFP Submission and Format By this Request for Proposals, the HACSB solicits all proposals to be submitted via the Public Purchase website by 2PM PST on December 19, 2014 in the form outlined below. Late submittals will not be accepted. 1. All requested proposal items on this RFP document must be uploaded to the Public Purchase website ( Pricing will be entered directly on the website as well. Any and all other additional pricing and or support documentation must be uploaded for review. Please make sure to include the following: Identification of the company or individual(s) including name, address, telephone number, fax number, and address (contact form p.17) Name, title, address and telephone number of contact person during the period of the evaluation process All requirements per the scope of work All pricing to be entered onto Public Purchase If you have questions regarding this proposal, you must submit them via the Public Purchase website no later than 2PM PST on Friday, December 5, Responses to all appropriately submitted questions will be posted on the Public Purchase website on or before Friday, December 12, Facsimile Copies or s will NOT be accepted. All proposals will become property of the HACSB upon submission. Page 4 of 82

5 c. RFP Terms and Conditions The HACSB reserves the right to select more than one respondent (and will accept joint venture proposals), to select a respondent(s) for specific purposes or for any combination of specific purposes, and to defer the selection of any respondent(s) to a time of the HACSB s choosing. d. Board and Staff Communications Under no circumstances may any member of the HACSB or any staff member other than the contact specified in Section VI. a. above be contacted during this RFP process by any entity intending to submit a response to this RFP. Failure to comply with this request will result in disqualification. All questions should be in writing and directed to the individuals identified in Section VI. a above. e. Timetable Event Date Request for Proposal Released November 26, 2014 Due Date for Questions December 5, 2014 by 2PM PST Posting of Responses for Questions December 12, 2014 Proposals Due December 19, 2014 by 2PM PST Evaluation Process/Interviews Due January 8, 2014 Board Approval TBD Award Contract End of January 2015 If you have questions regarding this proposal, you must submit them on the Public Purchase website no later than 2PM PST December 5, Responses to all appropriately submitted questions will be posted on the Public Purchase website on or before December 12, The deadline for submissions in response to this Request for Proposals is 2PM PST by December 19, Telephone or fax responses will not be accepted for this request. It is the intent of the HACSB to select a Disaster Recovery and Business Continuity/Emergency Planning Including Records Retention Consulting Services provider no later than January f. Release of Information Information submitted in response to this RFP will not be released by the HACSB during the proposal evaluation process or prior to a contract award. g. Proprietary Information If a respondent does not desire certain proprietary information in their response disclosed, the respondent is required to identify all propriety information in the response, which identification shall be submitted concurrently with the response. If the respondent fails to identify proprietary information, it agrees by submission of its response that those sections shall be deemed nonproprietary and may be made available upon public request after a contract award. Page 5 of 82

6 h. Term of Contract HACSB intends to award a contract for its requirements as follows: The contract period of performance is for one (1) base year, beginning on or about February 1, 2015 and expiring January 31, 2016, with two (2) single-year option to extend the contract until no later than January 31, 2018 or until such time as terminated per the terms of the agreement. The option year shall be exercised contingent upon satisfactory performance. Contractor shall perform its services hereunder in a prompt and timely manner. Contractor shall make its non-exclusive services available during the entire contract period. HACSB may award the contract at a time other than that stated in the Schedule. In which case HACSB, at its option, may shorten the duration of the contract or change the beginning and end dates, but in no case will the contract exceed the duration in as aforementioned. i. Contract Option Years HACSB will have the unilateral right in the contract by which, for a specified time, HACSB may elect to purchase additional services called for by the contract, or may elect to extend the term of the contract. The requirements below apply: 1. Any options that were requested by HACSB and/or contained in the Contractor s bid or offer must have been evaluated in making the contract award prior to exercising any such options. 2. Contractor shall not be allowed to change its proposed pricing for the option years since this pricing is considered in evaluating the Contractor s original proposal, therefore was the basis for awarding the contract unless otherwise provided herein. 3. Exercise of an option must be in accordance with the terms and conditions of the option stated in the initial contract award. HACSB will provide a minimum of sixty days (60) written notice to the Contractor of HACSB unilateral right to exercise the option years. The minimum time for the written notice may be waived by mutual agreement. If HACSB does not provide written notice to the Contractor, then the contract shall conclude on January 31 of the year for which the contract was last awarded. j. HACSB Reserves the Right to: 1. Request an oral interview with, and additional information from, companies prior to final selection of a provider. 2. Consider information about a company in addition to the information submitted in the response or interview. 3. Reject any and all responses and waive any irregularities. Page 6 of 82

7 VII. RFP QUESTIONS FOR PROVIDERS a. Organizational and Personnel Background Provide an overview of your company, emphasizing its qualifications and major organizational strengths. b. Experience Discuss your experience, in serving as a provider of Disaster Recovery and Business Continuity/Emergency Planning Including Records Retention Consulting Services. Proposed Staffing and Sub-Consultants Responsibilities Provide the following information relative to the proposed staffing and subconsultants that will provide services under the contract resulting from this RFP: 1. Provide background information regarding each identified staff member that accurately describes his or her employment history and relevant experience providing services similar to those described in this Request for Proposal. 2. Description of the scope of services for at least three (3) projects on which the staff and/or sub-consultant have provided services similar to those described in this Request for Proposal s. Please include the individual s role in each project and all relevant aspects of each project. c. Miscellaneous Discussion Questions 1. Identify the specific individuals who would be assigned to work with the HACSB and specify which person would be the primary contact person with the HACSB. 2. Identify the specific locations for which you are proposing to provide services. 3. Provide an estimate of the time that will be required to begin Disaster Recovery and Business Continuity/Emergency Planning Including Records Retention Consulting Services. 4. Discuss the benefits and features for the user of the reporting software that will be provided. d. Price Provide an annual cost for the rendering of the services and clearly specify if any additional expenses will be charged to the HACSB in connection with this proposal. e. Affirmative Action The HACSB requires that each respondent be an Equal Opportunity Employer: State that the respondent complies fully with all government regulations regarding nondiscriminatory employment practices. Page 7 of 82

8 VIII. RFP REVIEW At a HACSB meeting, scheduled after such review, some of the companies that have responded may be asked to be available for interviews. If so, those companies will be given not less than three (3) business days notice, along with the date, time and place for the interviews. Expenses will be the responsibility of the respondent. IX. COMPANY QUALIFICATIONS Proposals shall be considered from responsible organizations or individuals engaged in the performance of Disaster Recovery and Business Continuity/Emergency Planning Including Records Retention Consulting Services. Proposals must include information on competency in performing comparable Disaster Recovery and Business Continuity/Emergency Planning Including Records Retention Consulting Services, demonstration of acceptable financial resources, and personnel staffing. The vendor shall furnish detailed information on references, as well as background and experience with projects of a similar type and scope to include as a minimum: a. Brief history of the company b. A listing of five (5) references where similar services were performed. The client reference shall include the name of organization, contact person, address, and telephone numbers. Proposer shall provide references which demonstrate their familiarities in working with housing authorities or other public agencies in the completion of Disaster Recovery and Business Continuity/Emergency Planning Including Records Retention Consulting Services. c. Vendor shall describe their understanding of the project scope, their proposed approach to performing the services, and submit a proposed schedule. X. SELECTION CRITERIA All proposals will be initially evaluated to determine if they meet the following minimum requirements: Minimum Proposer Qualifications (pass/fail): a. Experience of organization: Have at least three (3) years experience in providing Disaster Recovery and Business Continuity Planning for public and private sector organizations with similar sized entities and similar scope; b. Provide at least five (5) references for which like services have been performed within the past five (5) years; The HACSB reserves the right to contact any party that the Proposer has worked for in the past and to reject a Proposer based on past poor performance. Page 8 of 82

9 c. Meet other presentation and participation requirements listed in this RFP; d. Have no outstanding or pending complaints as determined through the Better Business Bureau, and State of California Department of Consumer Affairs, and have no unsatisfactory record of performance with any public agency; and e. Have the administrative and fiscal capability to provide and manage the proposed services. Selection Factors: Contractors submittals will be evaluated based on the criteria listed in this section. In preparing your proposal to HACSB, it is important to clearly demonstrate expertise in the areas described in this document. Because multiple areas of expertise may be required for successfully performing projects under this RFP, the Contractor, either through inhouse staff or sub-contractors, must demonstrate expertise or have available adequate quantities of experienced personnel in all of the areas described. Contractors are encouraged to identify and clearly label in their proposal how each criterion is being fully addressed. Evaluation of responses to this RFP will be based only on the information provided in the proposal, and if applicable, interviews, and reference responses. HACSB reserves the right to request additional information or documentation from the firm regarding its submittal documents, personnel, financial viability, or other items in order to complete the selection process. If a responding firm chooses to provide additional materials beyond those requested, those materials should be included in a separate section of the proposal. In submitting a proposal, the Contractor agrees that any costs or prices proposed shall be valid for a minimum of 90 days from the date of the proposal. A selection panel will rate and evaluate eligible proposals on the criteria outlined in the next section, Evaluation Criteria; the relative weight that each factor will receive in the evaluation is shown below. Page 9 of 82

10 1 2 3 Qualifications and Experience: Evaluation Criteria a) Firm s qualifications and experience with similar work including at least three years of demonstrated experience. b) Firm s proposals demonstrates their specialized knowledge, experience for the work required, based on work history(especially in a housing authority or a multi-unit enviroment). c) Capability and demonstrated ability to comply with the scope of work in the RFP. d) Capability, experience, and applicable certifications and licenses of staff to be assigned to a contract based on this RFP. e) Past performance of the firm on prior work of the same of similar nature, based on the references provided. f) Quality of proposal, which includes the appropriate level of detail for all tasks required to implement the requested services. g) A clear and conscise plan for accomplishing all services, including a timetable, staff assignments, and soundness of proposed methods of performing services. Capability: a) Proposer has a clear understanding of the scope of services required by HACSB. b) Bidder has a realistic approach to the performance of the required work. c) Bidder has proposed a sufficient number of staff and supervisors for each area they are bidding, to addequately provide the service Price Proposal: (fees), weighted, based on lowest price at 20 points Lowest Bidder ' s Price Score 20 Bidder ' s Price Weighting (Max. Points) Section 3 Compliance Bidder Qualifies as a Section 3 Business Enterprise or 5 Bidder certifies that they will provide training to HACSB Participants or Section 3 income qualified individuals Maximum Total Points 105 Page 10 of 82

11 XI. RFP REQUIREMENTS AND CONDITIONS Minimum Requirements This RFP sets forth the minimum requirements that all submissions shall meet. Failure to submit proposals in accordance with this request may render the proposal unacceptable. Cost of the Proposal Costs incurred by any proposer in the preparation of its response to the RFP are the responsibility of the proposer and will not be reimbursed by the HACSB. Proposers shall not include any such expenses as part of their proposals. Submission Requirements Forms included within this Request for Proposal must be included with proposal. HUD form 5369-B and 5369-C. Failure to submit mandatory forms could result in rejection of the company s proposal. Clarification to Proposals The HACSB reserves the right to obtain clarifications of any point in a company s proposal or to obtain additional information necessary to properly evaluate a particular proposal. Failure of a proposer to respond to such a request for additional information or clarification could result in rejection of the company s response or responses. Cancellation of the RFP The HACSB reserves the right to cancel this RFP at any time, for any reason, and without liability if cancellation is deemed to be in the best interest of the HACSB. The proposer assumes the sole risk and responsibility for all expenses connected with the preparation of its proposal. Collusion Proposer, by submitting a proposal, hereby certifies that no officer, agent, or employee of the HACSB has a pecuniary interest in this Proposal; that the Proposal is made in good faith without fraud, collusion, or connection of any kind with any other proposer; and that the proposer is competing solely in its own behalf without connection with, or obligation to any undisclosed person or company. Contacts All questions concerning the RFP shall be directed to Angie Lardapide whose contact information is provided above. To avoid all appearances of impropriety, proposer should only contact the above referenced staff person and should not attempt to contact any HACSB Commissioner or the Executive Director. No oral request for clarification or information will be accepted. All such requests must be submitted on the Public Purchase website no later than 2PM PST on December 5, All questions and clarifications shall be answered and posted as an addendum to the Public Purchase website. All respondents will be posted no later than Friday, December 12, 2014 on the public purchase website as an addendum. Page 11 of 82

12 Disputes In case of any doubt or differences of opinions as to the participation sought hereunder, or the interpretation of the provisions of the RFP, the decision of the HACSB shall be final and binding upon all parties. XII. INSURANCE REQUIREMENTS A. Proof of Insurance, shall not be terminated or expire without thirty (30 days written notice, and are required to be maintained in force until completion of the contract. The Contractor shall require all subcontractors used in the performance of this contract to name HACSB as an additional insured. Following are the standard types and minimum amounts. General Liability: $1,000,000; per occurrence for bodily injury, personal injury and property damage liability; HACSB Additional Insured or, Commercial General Liability: $1,000,000; combined single limit bodily and property damage liability per occurrence; HACSB additional named insured. Comprehensive Automobile Liability: $1,000,000; combined single limit bodily and property damage liability per occurrence and aggregate; HACSB Additional Insured. Errors and Omissions Liability: $1,000,000; combined single limit bodily and property damage liability per occurrence and $3,000,000 aggregate or, Professional Liability: $1,000,000; per occurrence and aggregate. Workers Compensation: statutory limits or, Self Insurance Program: a State Approved program in an amount and form that meets all applicable requirements of the Labor Code of the State of California. Environmental Liability: $500,000; per occurrence and aggregate; HACSB Additional Insured. Owner s Liability: 100% of insurable value of the work, Builder s Risk, Extended coverage for Vandalism and Malicious Mischief, if required; HACSB additional named insured. Fire Insurance with Extended Coverage: 100% of insurable value of the work; Builder s Risk, Extended coverage including Vandalism and Malicious Mischief, if required; HACSB Additional Insured. B. Failure to provide proof of insurance or failure to maintain insurance as required in this bid, or by law; are grounds for immediate termination of the contract. In addition, the awarded bidder should be liable for all re-procurement costs and any other remedies under law. Page 12 of 82

13 C. Indemnification and Insurance Requirements 1. Indemnification The Contractor agrees to indemnify, defend and hold harmless HACSB and its authorized officers, employees, agents and volunteers from any and all claims, actions, losses, damages, and/or liability arising out of this Contract from any cause whatsoever, including the acts, errors or omissions of any person and for any costs or expenses incurred by HACSB on account of any claim therefore, except where such indemnification is prohibited by law. 2. Additional Named Insured All policies, except for the Workers' Compensation, Errors and Omissions and Professional Liability policies, shall contain additional endorsements naming HACSB and its officers, employees, agents and volunteers as additional named insured with respect to liabilities arising out of the performance of services hereunder. 3. Waiver of Subrogation Rights The Contractor shall require the carriers of the above required coverages to waive all rights of subrogation against HACSB, its officers, employees, agents, volunteers, Contractors and subcontractors. 4. Policies Primary and Non-Contributory All policies required above are to be primary and non-contributory with any insurance or self-insurance programs carried or administered by HACSB. 6. Proof of Coverage The Contractor shall immediately furnish certificates of insurance to HACSB Procurement Department administering the Contract evidencing the insurance coverage, including the endorsements above required, prior to the commencement of performance of services hereunder, which certificates shall provide that such insurance shall not be terminated or expire without thirty (30) days written notice to the Department. Contractor shall maintain such insurance from the time Contractor commences performance of services hereunder until the completion of such services. Within sixty (60) days of the commencement of this Agreement, the Contractor shall furnish certified copies of the policies and all endorsements. Page 13 of 82

14 7. Insurance Review The above insurance requirements are subject to periodic review by HACSB. HACSB's Risk Manager is authorized, but not required, to reduce or waive any of the above insurance requirements whenever the Risk Manager determines that any of the above insurance is not available, is unreasonably priced, or is not needed to protect the interests of HACSB. In addition, if the Risk Manager determines that heretofore, unreasonably priced or unavailable types of insurance coverage or coverage limits become reasonably priced or available, the Risk Manager is authorized but not required, to change the above insurance requirements, to require additional types of insurance coverage or higher coverage limits, provided that any such change is reasonable in light of past claims against HACSB, inflation, or any other item reasonably related to HACSB's risk. Any such reduction or waiver for the entire term of the Agreement and any change requiring additional types of insurance coverage or higher coverage limits must be made by amendment to this Agreement. Contractor agrees to execute any such amendment within thirty (30) days of receipt. XIII. CONTRACT CONDITIONS Americans with Disabilities Act Proposer must comply with all applicable requirements of federal and state civil rights law and rehabilitation statues. Law of the State of California The resulting contract will be entered into within the State of California and the law of said state, whether substantive or procedural, shall apply to the contract, and all statutory, charter and ordinance provisions that is applicable to public contracts within the County of San Bernardino and the State of California shall be followed with respect to the contract. Contract Terms and Final Selection The selected company will be expected to sign the HACSB s Contract Agreement, which will specify the term of service, likely to be annually. If the selected applicant and the HACSB cannot come to terms with respect to the contract, the HACSB reserves the right to select the next most qualified applicant or to terminate this RFP and to re-issue a new RFP if no Proposer is acceptable to the HACSB. Page 14 of 82

15 EXHIBIT A Disaster Recovery and Business Continuity/Emergency Planning Including Records Retention Consulting Services Scope of Work Introduction The Housing Authority of the County of San Bernardino (HACSB) consists of 11 departments which includes approximately 130 employees. The agency serves the needs of roughly 30,000 residents in the County of San Bernardino, managing more than 10,000 housing units. The HACSB is the largest provider of affordable housing in the County. Roughly 400 natural disasters occur each year affecting millions of people. As many of these disasters strike without warning, it is important to have plans prepared to minimize the impact of disasters to our staff, residents, information and communication systems, data, and documents. It is also important to continue the vital operations necessary to maintain our commitment to empower families to achieve an enriched quality of life through providing housing opportunities. For the purpose of this RFP an emergency should also be defined as any form of disruption in services, not only natural disasters. For example power outages, network/server equipment failures must also be considered as part of this comprehensive disaster plan. HACSB would like to develop a comprehensive Disaster Recovery and Business Continuity Plan that provides for immediate responses to emergencies and agency-wide plans to quickly bring operational functions back online based on priority. Purpose It is the intent of the Housing Authority of the County of San Bernardino to solicit proposals to contract with a Consultant to furnish services to complete a comprehensive Disaster Recovery and Business Continuity Plan. Current plans HACSB has already developed the plans detailed below. Currently each location maintains individual safety and evaluation procedures as well as guidelines for emergency situations. HACSB requests a review of the current plans and recommendations for needed improvements based on best practice standards from public and private sector organizations with similar size and scopes of work. These components should be incorporated into the final product. 1. HACSB s Emergency Management Plan Attachment #1 2. Plan Maintenance Review Included in Emergency Management Plan 3. Backup Schedule and Retention Plan Attachment #2 4. Records Management Policy Attachment #3 1

16 Business Continuity HACSB requests the development of a comprehensive Business Continuity Plan for the agency s various offices, facilities, and units. This plan should incorporate best practice standards from public and private sector organizations with similar size and scopes of work. Final Product The complete Disaster Recovery and Business Continuity Plan should be one allinclusive plan which incorporates disaster recovery, business continuity, records management, implementation, staff training, and maintenance. In order to provide a better understanding of our organization we have also included the following sections to enhance the understanding of our organization: 1. Executive Organizational Chart 2. Individual department summaries which includes detailed information regarding number of employees, locations/jurisdictions, and priority operational function. Pricing Pricing shall be provided separately for the following deliverables: 1. Complete Business Continuity Plan 2. Review current components and provide recommendations based on best practice standards 3. Incorporate all components into one comprehensive plan including implementation, training, and maintenance. 4. Complete onsite implementation and training 2

17 HACSB Organization Detail Executive Organizational Chart 3

18 Department Information Department Name: HACSB Owned and Managed Units _ Number of Employees: Staffing at these offices range from 1 to 9 personnel. There are 8 office locations where it is likely only 1 staff member may be present at any given time. Locations (Jurisdictions/if applicable): HACSB owns and manages 1,643 units throughout the County of San Bernardino. These units are within a combination of Public Housing and other affordable properties. Public Housing units make up 1,249 of the unit count while the remainder 394 units have various other affordability requirements separate from the Public Housing program. There are 20 occupied office locations throughout the county for this department Office locations are as far as 85 miles apart. #1 Priority Operational Function: The primary function for this department is to qualify and house residents and manage all aspects of these properties including physical upkeep, rent collection, lease enforcement and regulatory compliance. Location of Source Data: (Example: Yardi Voyager, paper files, Legacy System, etc.) The 2 primary active data retention electronic systems utilized by this department are the Yardi operations software system and the agency s electronic content management system. The department also periodically utilizes the legacy Visual Homes operations software system. There are important department paper files at 13 office locations. There is at least one desktop computer setup at 13 locations. 4

19 Disaster Recovery and Business Continuity Department Information Department Name: Housing Services Number of Employees: 50 personnel. o o o Locations (Jurisdictions/if applicable): o o o Cumulative staffing of these offices range from 45 to San Bernardino has 35 to 38 staff members Ontario has 4 to 5 staff members Victorville has 6 to 7 staff members There are three office locations 672 S Waterman Ave., San Bernardino 424 S Lemon Ave., Ontario Seneca Rd., Victorville #1 Priority Operational Function: The primary function of Housing Services is to determine initial eligibility of applicants and qualify existing participants for continued rental assistance. These functions include waitlist management, determination of initial eligibility, briefing presentations, voucher/family obligations agreement issuance, unit inspections, contract execution, interim/recertification processing, and program compliance. Location of Source Data: (Example: Yardi Voyager, paper files, Legacy System, etc.) The two primary active data retention electronic systems utilized by Housing Services are the Yardi operations software system and the agency s electronic content management system. Housing Services regularly utilizes the legacy Visual Homes operations software system. There are important department paper files at all three office locations. There is a desktop computer assigned to each staff member at each location. The centralized phone server is located at the 672 S Waterman Ave., San Bernardino location. 5

20 Disaster Recovery and Business Continuity Department Information Department Name: Development _ Number of Employees: 5 (Gus, Ron, Angela, Sylvia, John) Locations (Jurisdictions/if applicable): Central Office #1 Priority Operational Function: All Real Estate Development Activities of the Agency, including Construction and Capital Improvement programs. Location of Source Data: Yardi Voyager, paper files, Connect/Sharepoint, desktop files, HACSB Network Shared Drive files located at: S:\Central Office\Development 6

21 Department Name: Procurement _ Disaster Recovery and Business Continuity Department Information Number of Employees: Staffing at these offices range from 1 to 4 personnel. All staff are located in the central administration office. Locations (Jurisdictions/if applicable): HACSB owns and manages 1,643 units throughout the County of San Bernardino. These units are within a combination of Public Housing and other affordable properties. Public Housing units make up 1,249 of the unit count while the remainder 394 units have various other affordability requirements separate from the Public Housing program. There are 20 occupied office locations throughout the county for this department Office location is 715 E. Brier Dr. San Bernardino, CA #1 Priority Operational Function: The primary function for this department is to manage all procurement functions for the agency. The department is responsible for the creation, solicitation, and management of all agency contracts. The department also provides the same functions for HPI and KEYS, and any other LLC or entity associated with HACSB. Location of Source Data: (Example: Yardi Voyager, paper files, Legacy System, etc.) The primary active data retention electronic systems utilized by this department are the Yardi operations/p2p software system and the agency s electronic content management system. The department also periodically utilizes the legacy e-requester and Great Plains software systems. There are important department paper files at 2 locations. There is at least three desktop computer setup at the central office location. 7

22 Department Name: Information Systems_ Disaster Recovery and Business Continuity Department Information Number of Employees: Total 4-5: 1 director, 2 administrators, 1 support analyst, and sometimes a temporary help desk technician Locations (Jurisdictions/if applicable): Staff based in Central office (core Data Center), with large IDF at HPO and secondary data center at Victorville #1 Priority Operational Function: Management of agency information and telecommunications systems, data, and services, along with support of all related end points (PCs, printers, scanners, mobile devices, etc). Location of Source Data: Major data used in department operation is WebHelpDesk (TAG System), SharePoint (Connect System), and file shares (\\hafiles\shareddocuments\central Office\IS Department and \\hafiles\techfiles). The department has also set up a Wiki to be used as a documentation repository, which will be used to store all systems-related recovery documentation. 8

23 Disaster Recovery and Business Continuity Department Information Department Name: Policy and Community Affairs Number of Employees: 1_ Locations (Jurisdictions/if applicable): HACSB Central Office (periodic travel to other agency locations throughout the county) #1 Priority Operational Function: Advocacy efforts, legislative and policy analysis, public relations, customer service, community partner development, internal and external agency publications. Location of Source Data: Connect Agency Website Shared files My documents 9

24 Disaster Recovery and Business Continuity Department Information Department Name: Human Resources Number of Employees: 2-3 _ Locations (Jurisdictions/if applicable): Central Office _ #1 Priority Operational Function: Employees. Location of Source Data: Paper files and ADP stored information via internet. 10

25 Department Name: Moving to Work (MTW) Disaster Recovery and Business Continuity Department Information Number of Employees: 1 _ Locations (Jurisdictions/if applicable): HACSB Central Office (periodic travel to other agency locations throughout the county) #1 Priority Operational Function: Planning, development, inter-department coordination, and reporting related to Moving to Work activities. Location of Source Data: Yardi Voyager applicant/tenant database & operations software Visual Homes applicant/tenant database & operations software (for data prior to 2014) Shared files My documents 11

26 Disaster Recovery and Business Continuity Department Information Department Name: Executive _ Number of Employees: 5 (Dan, Maria, Katherine, Denise, Amanda) _ Locations (Jurisdictions/if applicable): 1 Central Office _ #1 Priority Operational Function: communication. Dan/Maria Agency leadership, direction, and Katherine/Denise/Amanda Administrative support. Location of Source Data: (Example: Yardi Voyager, paper files, Legacy System, etc.) Hardware 1 desktop computer each, 2 laptops, phones. Sources of Information Yardi Voyager, Visual HOMES (Maria), Connect, Personal computer folders, archived/active s, and data stored on shared drive, Bank of America online agency account (Maria- security certificate is on Maria s computer- idea: put security certificate on laptop versus desktop?). Paper Files In three offices. Vault Historical agency information such as minutes, real estate files, etc. 12

27 Disaster Recovery and Business Continuity Department Information Department Name: Community Development Initiatives_ Number of Employees: 5_ Locations (Jurisdictions/if applicable): 672 S. Waterman Ave. San Bernardino, CA 92408_ #1 Priority Operational Function: The primary function of this department is to administer programs and services that contribute to the economic advancement of families/households that are receiving housing assistance from the Housing Authority of the County of San Bernardino. Housing Assistance includes families that are on the Five Year Lease Assistance program, Pilot Work Requirements, Family Self-Sufficiency Program, and those residing in Affordable Housing Communities (Public Housing). Location of Source Data: The 2 primary active data retention electronic systems utilized by this department are the Yardi operations software system and the agency s electronic content management system. The department also periodically utilizes the legacy Visual Homes operations software system. There are important department paper files at 672 South Waterman Ave. Five desktop computers are setup at 672 South Waterman Ave. 13

28 Disaster Recovery and Business Continuity Department Name: The Finance Department Number of Employees: 7 Department Information Locations (Jurisdictions/if applicable): HACSB Central Office (periodic travel to other agency locations throughout the county) #1 Priority Operational Function: The Department of Finance is responsible for the overall financial management of the agency. Department of Finance operations include cash receipts, cash disbursements, Section 8 HAP disbursements, accounts payable, payroll, investment management, budget preparation and monitoring, maintenance of internal control system, and financial reporting. Location of Source Data: Yardi Voyager applicant/tenant/financial database & operations software Visual Homes applicant/tenant database & operations software (for data prior to 2014) Microsoft Great Plains Accounting Software (for data prior to 2014 ) 14

29 Attachments Attachment #1 & 2 HACSB s Emergency Management Plan Introduction The Housing Authority of the County of San Bernardino (HACSB) Emergency Management Plan identifies natural and man-made emergencies that may impact a single structure or all of them. It details the response procedures that HACSB officials should follow in case of an emergency. All departments within the agency should become familiar with this plan. As appropriate, each office/site should formulate their own action plans or emergency operations checklists to complement this plan. HACSB emergency operations will be conducted within the framework of HACSB policy guidelines. Any exception to these procedures will be conducted by, or with the approval of, the Executive Director directing and/or coordinating the emergency operations. A Senior Emergency Management Team will meet on an annual basis at the beginning of each calendar year to review the Emergency Management Plan for necessary updates and revisions. Office/Site emergency plans are to be maintained as supplements to this umbrella plan. Each office/site should also review their plan at the beginning of the calendar year. Purpose The basic emergency procedures outlined in this guide are intended to protect life and property through effective use of Housing Authority resources, and provide for the well-being of the residents of our public housing communities during and immediately following an emergency, based on capacity at time of event. In implementing these procedures the Agency should be 1. Providing, as much as it is physically able, for continuity of financial operations and housing support, 2. Documenting the Agency s response efforts and the associated costs, and 3. Maintaining a positive image for the Agency. This document describes an integrated plan for responding to a Housing Authority emergency. Whenever an emergency affecting the Authority reaches proportions that cannot be handled by routine measures, the Executive Director, or his/her designee, may declare a state of emergency and implement the Emergency Management Plan. It is recognized that the specific actions implemented will be dependent upon the nature and severity of the situation. Since an emergency may occur suddenly and without warning, these procedures are designed to be flexible in order to accommodate contingencies of various types and magnitudes. 15

30 In general the immediate action in any emergency is to: 1. Contact local emergency services by calling 911, and 2. For the employees to contact their immediate supervisor and continue through the chain of command. Scope AC will obtain into to revise/update and include as appendix It is possible for a major disaster to occur at any time and at any Authority property, which includes over 23 housing communities in San Bernardino County. The Authority s inventory is detailed in Appendix 1 of this document. This plan designates three levels of Authority emergencies. These definitions are provided as guidelines to assist staff and residents in determining the appropriate response. Any type of emergency incident, potential or actual, should be reported immediately to local Law Enforcement by calling 911. Level I Any incident, potential or actual, that will not seriously affect the overall functional capacity of the Authority. These emergencies can be handled through normal operating channels. Examples include minor chemical spills, most deaths/suicides, low-level acts of violence, sewer stoppages, power outages, system failures, accidents involving Agency vehicles and weather-related situations such as those that occur during storms. Level II Any incident, potential or actual, that affects an entire building or buildings, which may disrupt the overall operation of the Authority. These emergencies require a coordinated response beyond normal operating channels. Outside emergency services will probably be required, as well as major efforts from HACSB staff. These situations are those that are likely to significantly affect a large number of community members (i.e., some deaths, violence, or fire). Level III Any event or incident that has the potential to/or does seriously impair or halt Authority operations. In some cases, death of personnel and severe property damage may be sustained. Such major disasters require a coordinated response by all Authority resources and outside emergency services would be essential. These situations include disasters such as floods, earthquakes, extremely severe weather, major chemical incidents, major fires and terrorist activities. In all cases, an Emergency Operations Center will be activated, and the appropriate support and operational plans implemented. 16

31 Types of Emergencies The Authority is at risk for various emergencies and/or hazards. The following list identifies those that would pose the greatest need for a strategic Level II or Level III response: Fire Natural disaster (tornado, winter storm, earthquake) Chemical spill or radiation exposure Violent or criminal behavior Utility failure Bomb/bomb threat Civil disturbances or demonstrations Medical/Psychological (epidemic, poisoning, threats of harm to self, other) Transportation accident (aircraft crash, train derailment) Emergency procedures for each of these types of situations are explained in Attachment 6. Assumptions An emergency or disaster may occur at any time of the day or night, weekend or holiday, with little or no warning. The succession of events in an emergency is not predictable. Published support and operational plans will serve only as a guide and checklist, and may require modification during an event to meet the requirements of the emergency. Disasters may impact all of San Bernardino County; therefore, state, city, county and federal emergency services may not be available. A delay in emergency services may be expected (48-72 hours). Declaration of an Emergency The authority to declare a HACSB state of emergency rests with the Executive Director or his/her designee. Until the Executive Director makes such a declaration, the Authority s Senior or Site-Based Emergency Management Team will place into immediate effect the procedures necessary to address the emergency, safeguard persons and property, and secure Authority facilities. 17

32 In the absence of the Executive Director, the succession of authority for directing an emergency situation is the Executive Vice President/CFO, then the Sr. Vice President/COO, and then the Director of Human Resources. Once a Level III emergency is declared, only residents listed on a HACSB lease and HACSB staff are authorized to be at or enter Authority owned or operated buildings. If needed, HACSB shall assist visitors and other non-residents with locating available transportation to evacuate the site. In addition, only staff persons who have been assigned HACSB Emergency Management Team duties or issued an emergency pass by HACSB will be allowed to enter the immediate disaster site. In the event of earthquakes, aftershocks, fires, storms or other major disasters occurring in or around any HACSB property, Senior and/or Site-Based Emergency Management Team members will be dispatched to the disaster site to determine the extent of any damage. Direction and Coordination All emergency operations will be directed by the Executive Director or his/her designee. In their absence, the first responder will assume control of the emergency response until relieved. Direct operational control of any major emergency or disaster response is the responsibility of the Executive Director or his/her designee. The Executive Director and Senior Emergency Management Team members will meet on a regular basis during an emergency in regard to the HACSB s policy and legal concerns in order to determine what actions are required beyond the standard emergency response protocols. A detailed explanation of Emergency Management Team responsibilities is included in Attachment 5. (Senior 5-A & Site-Based 5-B) Emergency Operations Center In the event of a Level III disaster or upon orders of the HACSB s Executive Director, two (2) Emergency Operations Centers (EOC), under the direction of the Executive Director and his/her designee will be established: 1) HACSB s Central Office at 715 East Brier Drive, San Bernardino 2) Victorville office located at Seneca Road, Victorville. Should these two offices be affected by emergency or disaster, the following will serve as alternative EOC locations: HPO 672 S. Waterman Avenue, San Bernardino Andalusia Third Avenue, Victorville 18