Model RFP

							                      City and County of San Francisco
                      Department of Emergency Management

                                Informal Solicitation FOR
                           Regional Logistics Project Manager
               CONTACT: Mikyung Kim-Molina, 415-353-5230, mikyung.kim-molina@sfgov.org

Background                                          Maximum Cost: $40,000
The City and County of San Francisco (“City”)
Department of Emergency Management Urban            Desired Start Date: November 1, 2012
Area Security Initiative is soliciting consulting
services for management of the San Francisco        Estimated Contract Term: Six months (November 2012 –
Bay Area Earthquake Logistics Plan Project.         April 2013)

The Bay Area UASI region is comprised of            Actual contract term may vary, depending upon service and
twelve counties and the three major cities of       project needs.
San Francisco, Oakland and San Jose. The
mission of the Bay Area UASI is to improve          Subcontracting Requirement
regional capacity to prevent, protect against,      Although there is no Human Rights Commission Local Business
mitigate, respond to, and recover from terrorist    Enterprise (LBE) subcontracting requirement under this informal
incidents and catastrophic events. The City         solicitation and resulting contracts, the Department of
and County of San Francisco serves as the           Emergency Management encourages LBEs to apply.
fiscal agent for the Bay Area UASI. For more
information, please visit www.bayareauasi.org.

Schedule                                            Informal Solicitation Questions and Communications
                                    Tue
Informal Solicitation Issued                        To ensure fair and equal access to information about this
                                    Sept 25,        mini-RFP, e-mail your questions to:
                                    2012
Deadline for questions                              Mikyung Kim-Molina, 415-353-5230, mikyung.kim-
                                    Mon             molina@sfgov.org
                                    Oct 1
                                    (12pm           Questions must be in writing and received before 12 pm
                                    PST)            PST on Monday October 1st, 2012, 12pm PST.
                                                    A summary of the questions and answers pertaining to this
                                    Mon             informal solicitation will be posted to the Bay Area UASI
Deadline for proposals
                                    Oct 8           website: www.bayareauasi.org
                                    (12pm
                                    PST)
1. Scope of Work
This scope of work is a general guide to the work the City expects to be performed, and is not a
complete listing of all services that may be required or desired. To minimize duplication of effort,
and to allow the City to coordinate data requests and data available for future projects, the
selected Consultant’s findings and data may be shared by the City with other City contractors,
as deemed appropriate by the Department of Emergency Management.


OVERVIEW OF SERVICES

The City and County of San Francisco (“City”) Department of Emergency Management Urban
Area Security Initiative is soliciting consulting services for management of the Logistics Plan
Project. The objective is to provide oversight to the contractor and manage the completion of
the San Francisco Bay Area Catastrophic Earthquake Logistics Plan Project by April of 2013.


DESCRIPTION OF SERVICES

Key tasks the consultant will perform are as follows:

1) Provide oversight to the Logistics Plan Contractor (URS) to perform the following tasks:

    Incorporate critical infrastructure and restoration of lifelines planning specifics in the plan’s
       Concept of Operations and Roles & Responsibilities sections
    Write the Logistics Plan product in succinct language with an easily workable format with
       seven (7) other Regional Catastrophic Plans.
    Engage all Bay Area UASI counties and major cities appropriately in the planning process,
       including identifying points of contact with each jurisdiction, conducting regional
       meetings, keeping all stakeholders informed, and allowing for comments in a flexible
       manner conducive to jurisdiction and agency time frames and abilities.
    Gather necessary logistics data required from regional partners and UASI
       jurisdictions/agencies


2) Provide coordination between the Bay Area UASI Regional Program Manager, URS, and
UASI jurisdictions. This will include weekly updates with the Regional Program Manager, and
may include assisting with UASI grant extension requests and/or contract modifications.


3) Attend meetings as follows:

    URS in-person status meetings on alternate weeks.
    UASI jurisdiction meetings as required to facilitate project oversight (no more than six per
      month).
    UASI Management Team meetings as directed by the Regional Program Manager (not
      more than one per week)
    UASI Approval Authority meetings as directed by the Regional Program Manager (not
      more than twice)




Department of Emergency Management Bay Area UASI Informal Solicitation for Logistics Plan Project
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DELIVERABLES

Major deliverables will include monthly reports per the Regional Program Manager’s request. A
final verbal presentation and written report may be required to summarize findings. Additional
meetings with UASI jurisdictions, UASI Management Team and/or the consultant (URS) may be
called throughout the project timeframe in order to successfully meet project deliverables. .




2. Proposer Requirements
Proposals and all related materials must be received by 12:00 p.m. PST on October 8, 2012.
The response should be limited to six pages (references excluded). Please the response in a
word document and a PDF format, submitted by e-mail to Mikyung Kim-Molina, mikyung.kim-
molina@sfgov.org.

Proposal Format:

If you have any questions regarding the proposal requirements or the general informal
solicitation, please email them directly to Mikyung Kim-Molina, mikyung.kim-molina@sfgov.org.
A summary of the questions and answers pertaining to this informal solicitation will be posted to
the Bay Area UASI website: www.bayareauasi.org

Please use the following format for proposals:

Proposer Name
Proposer Address
Proposer Contact Name
Proposer Contact Phone Number
Proposer Email Address
Name of Staff Members Proposed for the Project
Firm and Staff Experience Summary and References - Attach a summary of the individual/
firm’s experience and brief summary of the proposed staff’s experience. Include a list of three
references from recent projects, with an emphasis on regional catastrophic planning in the San
Francisco Bay Area
Price Quotation - Include the bid for the above listed scope of services that includes labor and
non-labor costs. Please include the hourly rates of the proposed individual/team.
Approach to Services - Describe your specific approach and methodology. The proposer may
present optional services.



3. Evaluation

This section describes the guidelines used for analyzing and evaluating proposals. This informal
solicitation does not in any way limit the City’s right to solicit contracts for similar or identical
services if, in the City’s sole and absolute discretion, it determines proposals are inadequate to
satisfy its needs.


Department of Emergency Management Bay Area UASI Informal Solicitation for Logistics Plan Project
Manager – Page 2 of 4
Each Proposer will be evaluated on how effectively and comprehensively it describes/presents
its proposal to demonstrate it understands and can address the needs as stated in this
proposal, with emphasis on:

    Applicability of the individual/firm’s experience
    Approach and methodology

Proposers may be interviewed if the City deems it necessary. Reference checks may be used to
determine the applicability of Proposer experience to the services the City is requesting and the
quality of services and staffing provided to prior clients, as well as adherence to
schedules/budgets and Proposer’s problem solving, project management, and communication
abilities, performance on deliverables and outcomes, and effectiveness in meeting or exceeding
project objectives.

In order to do business with the City, the proposer selected for contract development must be or
become a certified City contractor, 14B compliant, and meet all the insurance requirements set
forth in the City’s standard contract (P-501 or P-500). If you are unsure of any of these
requirements please contact the City directly (Mikyung Kim-Molina, 415-353-5230, mikyung.kim-
molina@sfgov.org)



4. Terms and Conditions for this Informal Solicitation
Following consultant selection and before contract award, reference checks may be used to
determine the applicability of the consultant’s experience to the services the City is requesting
and the quality of services and staffing provided to prior clients. The City will also check
adherence to schedules/budgets and the proposer’s problem-solving, project management,
communication abilities, performance on deliverables and outcomes, and effectiveness in
meeting or exceeding project objectives. There is no guarantee of a minimum amount of work or
compensation for any Proposer selected for contract negotiations. The City reserves the right to
accept other than the lowest price offer and to reject all quotes.

The selection of any Proposer for contract negotiations shall not imply acceptance by the City of
all terms of the Quote, which may be subject to further negotiation and approvals before the City
may be legally bound thereby. The City, in its sole discretion, has the right to approve or
disapprove any staff person assigned to a firm’s projects before and throughout the contract
term. The City reserves the right at any time to approve, disapprove, or modify proposed project
plans, and deliverables. If a satisfactory contract cannot be negotiated in a reasonable time
with the selected Proposer, then the City, in its sole discretion, may terminate negotiations and
utilize additional consultant solicitation and/or selection methods, or it may determine that no
contract or project will be pursued.




Department of Emergency Management Bay Area UASI Informal Solicitation for Logistics Plan Project
Manager – Page 3 of 4