1244564-event.pdf

08 October 2024

Alert & Warning Annex Emergency Management (MCEM) is seeking Proposers (Contractors) to develop an Emergency Alert and Warning Annex.

08 October 2024

Open 8/8/2024 8:00 AM PDT Type Request for Intermediate Proposals

(RIP)

Close 9/13/2024 4:00 PM PDT Number RIP-8-2025 Currency US Dollar

Sealed Until 9/13/2024 4:00 PM PDT

Payment Terms 0% 0, Net 30

08 October 2024

Contacts Maura Platt maura.platt@multco.us

Phone +1 503-988-4591 ext. 84591

Kathleen Henchen kathleen.henchen@multco.us

Phone +1 503-349-2902 ext. 84085

08 October 2024

Commodity Codes Commodity Code Description 70131701 Land Use Planning 72141599 Land preparation services 80101599 Consulting Services, General 80101601 Feasibility Studies, Screening of Project ideas 99070206 Crisis Response & Intervention

08 October 202408 October 202408 October 202408 October 202408 October 202408 October 202408 October 202408 October 202408 October 2024 mailto:maura.platt@multco.us mailto:kathleen.henchen@multco.us

AMENDED 8/16/2024 KS

• Extended Last Day for Questions to 8/23/24

• Added Stage Description

• Added instructions for uploading supplemental attachments in support of question responses.

• Added Sample Contract.

• Corrected Estimated Purchases and Method of Contracting section of Description.

IMPORTANT: Suppliers who do not currently have access to the Multco Marketplace Supplier Portalwill need to complete the "MMP Supplier Access Request Form". In order to allow the County sufficient time to review your request, the MMP Supplier Access Request form should be completed no fewer than 5 days prior to the Sourcing Event closing date.

PRE-PROPOSAL CONFERENCE:

There will not be a pre-proposal conference for this sourcing event.

INTRODUCTION

Multnomah county, Oregon’s most populous county with a population of 790,000 people, including 648,000 in the city of Portland, is located on the northern border of Oregon, bordered by the Columbia River and the Cascade Mountains. The county is at risk of numerous hazards, including extreme seasonal weather, wildfires, flooding, earthquakes, and volcanic eruptions, as well as other natural, biohazard and technological hazards, and human-induced incidents, such as civil unrest and acts of terrorism.

While Multnomah County is responsible for emergency alerts and warning notifications within its geopolitical boundaries, it shares this capability with the City of Portland and our common 9-1-1 services. Additionally, the Regional Disaster Preparedness Organization—a partnership of government agencies, non-governmental organizations, and private-sector stakeholders in the Portland-Vancouver Metropolitan Region collaborating to increase disaster resilience—manages Public Alerts, a regional emergency alert and warning website equivalent to OR-Alert elsewhere in Oregon, where people can sign up for emergency notifications. The opt-in emergency alerts are controlled by local alerting authorities. RDPO hosts two working groups—one on disaster messaging and one on emergency alerts and warnings—that oversee Public Alerts and develop common guidelines for emergency alerts and warnings in the region.

The County does not currently have an emergency alert and warning plan nor any associated standard operating guidelines nor job aids for this body of work. This is a significant gap for the County and inhibits clear, consistent coordination with the City of Portland, our regional partners, and served agencies.

GOALS, VALUES AND OTHER IMPORTANT CONSIDERATIONS

The selected Contractor will work with the County to develop an Emergency Alert and Warning Annex to the County Emergency Operations Plan, which includes exercising and updating the plan, and developing standard operating guidelines and an operator’s field guide. Through this project, Multnomah County will improve its capability to clearly and consistently deliver emergency alerts and warning communications both internally and to the public during critical incidents in a manner that is consistent with its values of diversity, equity, and inclusion, and meets the needs of those most vulnerable to disasters and crises.

In the project development phase, the Contractor will meet with the County’s Project Manager within two weeks of the contract award to formulate a Project Management Plan. The Plan will include the overall project goals, roles, responsibilities, risks, resources, schedules and deliverables.

Within two weeks of meeting with the County’s Project Manager, the Contractor will submit for project team approval a Project Work Plan formalizing project deliverables, timelines, and payment schedules. The overall timeline for this

Description https://solutions.sciquest.com/apps/Router/SupplierLogin?CustOrg=Multnomah https://www.publicalerts.org/ project will be driven by the grant requirements. The Emergency Alert and Warning Annex draft plan will need to be completed and invoiced no later than March 31, 2025. The plan must be exercised no later than June 30, 2025. The final plan, standard operating guidelines and all other deliverables will need to be completed and invoiced no later than September 30, 2025.

The Contractor will facilitate a project kickoff meeting with County-designated stakeholders to review the project purpose, approach, timeline, and deliverables. It is expected that the Contractor will be able to provide best practice guidance on the selection of key and relevant stakeholders. This will be part of the stakeholder engagement process. At least two on-site/in person engagements (one in-person session for stakeholder engagement and one for the on-site exercise) are preferred but can be negotiated during the development of the Project Management Plan.

The County will require the following documents:

1. Electronic copies (Google Suite applications are preferred, or MS Office applications) of the deliverables as follows:

• Emergency Alert and Warning Annex

• Standard Operating Guidelines

• Operator’s Field Guide (flip-style, pocket sized)

• Training and Exercise Guidance Materials, including exercise manual (full set of slides and scenarios, including workshop survey and after-action report template)

• Miscellaneous Documents

2. Electronic copy (Adobe PDF, print-ready with trims and bleed, colors/images in CMYK)

• Operator’s Field Guide (flip-style, pocket sized)

3. Printed copy (spiral bound, laminated pages, full color, flip-style page orientation, pocket sized)

• Operator’s Field Guide (50 copies)

SCOPE OF WORK

The contractor will support the project goal by performing and delivering on the following objectives:

1. Identify and engage all relevant stakeholders in the planning process, including appropriate engagement of elected and appointed officials.

2. Conduct a baseline assessment of relevant internal and external emergency management related materials and partnerships to identify and assess existing resources, best practices, and remaining gaps relevant for the planning process.

3. Develop an Emergency Alert and Warning Functional Annex for our Emergency Operations Plan based on input from all partners, which will include guidance on public-facing (i.e., Public Alerts, EAS, CENS, WEA, media releases and social media, variable message boards, loudspeakers, and in-person notifications) messaging, messaging authorities, concept of operations, triggers, organizations and responsibilities, and any other relevant information, including plan maintenance and management requirements.

4. The plan should include a standard operating guideline, a field guide, and any applicable tools.

5. Develop and deliver a tabletop exercise on the Emergency Alert and Warning Annex for relevant Multnomah County staff, partners of served agencies (e.g., City of Portland, small cities), and regional partners (e.g., neighboring counties, RDPO). Feedback from the exercise will inform any modifications, additions, or edits to the final plan, as well as the standard operating guidelines and the operator’s field guide.

These objectives are further broken down into the following tasks and deliverables. Tasks and deliverables may be modified based on the Project Work Plan consultation and kickoff meeting:

1. Stakeholder Engagement

a. Identify and engage with all relevant stakeholders (including but not limited to County government, served cities, regional partners, etc.)

b. Kick-off meeting to include all stakeholders.

c. Facilitate meetings with key stakeholders and the project management team (can be in the form of workshops or smaller working group planning sessions). *Minimum of one in- person engagement session.

d. Interview or survey identified stakeholders to determine requirements, gaps, impacts, level of involvement, existing procedures, plans, resources, etc.

e. Identify communication channels, reporting relationships, or other inter-dependencies relevant to emergency operations.

2. Baseline Assessment

a. Collect and review any existing plans and procedures that support emergency alert and warning notifications in the region and state or in comparable jurisdictions.

b. Diagram stakeholder relationships, communication channels, reporting relationships or other inter-dependencies.

c. Provide best practices case studies to support the Emergency Alert and Warning Annex methodology.

3. Plan Development

a. Draft a plan that includes at least the following elements: concept of operations, descriptions of emergency alert and warning tools and formats, triggers, and organizations’ roles and responsibilities.

4. Operational Guidance Development

a. Draft a standard operating guidance document.

b. Draft an operator’s field guide.

5. Exercise and Plan Revision

a. Design and conduct one full-day (8-hour) tabletop exercise for stakeholders and relevant partners (approximately 40 people) with the intent of testing the Emergency Alert and Warning Annex, the standard operating guidance, and the operator’s field guide.

• Contractor will facilitate the exercise with coordination and support from the Multnomah County Emergency Management Training and Exercise Coordinator.

• County will provide the location/facility for the training exercise.

• Three hours to review and discuss the plan, guidance, and field guide.

• Three to four hours to conduct a scenario-based tabletop exercise.

• Up to one hour to conduct a hot-wash.

• Provide all electronic and printed materials for participants.

• Participant survey for use in developing future training.

• After Action/Hot Wash Report.

b. Conduct a gap analysis of the plan following the exercise and Incorporate relevant feedback into final versions of the Emergency Alert and Warning Annex, the standard operating guidance, and the operator’s field guide.

c. Provide recommendations for plan maintenance to include update schedules and a repository of data collected during this project. Include any Federal or State requirements relevant to plan maintenance or training.

d. Provide future training recommendations.

e. Provide additional guidance to support the implementation of the plan in the form of checklists, pre-scripted messaging or other operations related documents.

f. Deliver the electronic and print documents outlined in the “Goals, Values, and Other Considerations” section.

METHOD OF AWARD

Through this process, the County is seeking to award one contract. Award, as determined by the County, will be made to the responsible Proposer whose Proposal the County determines is most advantageous to the County based on the evaluation process and evaluation factors described in this sourcing event.

Multnomah County strongly encourages the participation of Minority-Owned, Women-Owned, and Emerging Small Businesses and Organizations in providing these services.

FUNDING

This project is funded through the FY 2023 State Homeland Security Grant Program. The County has a maximum of $145,433.29 available for these services.

Compensation will be based on a not-to-exceed price. Payment will be made per milestones negotiated at the time of contract negotiation. The Contractor will submit, for project team approval, a Project Work Plan formalizing project deliverables, timelines and payment schedules. The Emergency Alert and Warning Annex draft plan will need to be completed and invoiced no later than March 31, 2025. The plan must be exercised no later than June 30, 2025. The final plan, standard operating guidelines and all other deliverables will need to be completed and invoiced no later than September 30, 2025.

FISCAL REQUIREMENTS AND REPORTING

As a grant funded project, status reports will be requested throughout the lifespan of this project. Specific timelines and reporting methodology will be defined by the Project Manager prior to the project kick-off meeting.

PERFORMANCE MEASURES/PERFORMANCE CONTRACTING

Performance measurements will be tracked against the outlined objectives and associated tasks and deliverables. The Project Manager will define specific timelines and reporting methodology prior to the project kick-off meeting.

ESTIMATED PURCHASES

The County does not guarantee that any minimum amount of services will be purchased.

METHOD OF CONTRACTING

A Services Contract form is provided in the Buyer Attachments page showing the standard terms and conditions.

Carefully review the terms and conditions of the Contract. Additional Contract terms related to this procurement, if any, are set out below in the section entitled Term of Contract.

TERM OF CONTRACT

The Contract term will be based on time to Substantial and Final completion as outlined in the Project Work Plan. The overall timeline for this project will be driven by the grant requirements. Any awarded contract may be for one to five years dependent upon the award and services required.

CONTRACT NEGOTIATIONS

The County will initiate contract negotiations with the responsive and responsible Proposer with the highest scoring proposal. Multnomah County may, at its option, elect to negotiate general contract terms and conditions, services, pricing, implementation schedules, and such other terms as the County determines are in the County’s best interest. If negotiations fail to result in a contract, the County reserves the right to terminate the negotiations and initiate contract negotiations with the next highest scoring responsive and responsible Proposer. This process may continue until a contract agreement is reached.

INSURANCE REQUIREMENTS

Exhibit 2 of the Sample Contract reflects the minimum insurance required of a Contractor to provide this service.

Additional insurance coverage may be required depending on the key features of service delivery chosen by the Contractor. Final insurance requirements will be subject to negotiation between, and mutual agreement of, the parties prior to contract execution.

Type of Insurance per Occurrence Aggregate

Professional Liability $1,000,000 $2,000,000

Commercial General Liability $1,000,000 $2,000,000

Workers Compensation Required

PRE-AWARD RISK ASSESSMENT

Successful proposers whose contract award includes federal funding (as identified by a Catalog of Federal Domestic Assistance number) will be subject to a PreAward Risk Assessment (which includes an evaluation of financial stability, quality of financial /management systems, experience with federal funds, reports and findings from audits) completed by Multnomah County (if one has not been submitted in the last year) prior to the issuance of a contract. Contractors who fail to submit the required documents will not be eligible for a contract from the County.

MINIMUM PROPOSAL SUBMITTAL REQUIREMENTS

At the time of proposal submission, Proposers must meet the following minimum requirements. Failure to provide any of the required documents or meet any of the below requirements shall result in rejection of the proposal.

1. The Proposal response must be received by Multnomah County Purchasing no later than 4:00 P.M. local Portland time on the proposal submission deadline.

2. Proposer Representations and Certifications

3. The Proposer must certify that they agree to the Proposers Representation and Certification terms in the

Prerequisite page of the Sourcing Event.

4. At the time of Contracting, Proposers must meet the following minimum requirements. Failure to provide any of the required documents or meet any of the below requirements shall result in cancellation of the contract.

5. Proposers must be legal entities, currently registered to do business in the State of Oregon (per ORS 60.701).

6. Proposers must submit verification that all insurance requirements are met.

7. Proposers must have a completed Pre-Award Risk Assessment if federal funds are used for this Sourcing Event.

(See Procedural Instructions in the Buyer Attachments page of this Sourcing Event).

EVALUATION PROCESS

Proposed solutions are evaluated using an evaluation panel using the Panel Questionnaire feature depending on the stage. Panel Questionnaire stages may be aggregated or may stand alone. If stages are to be aggregated, it will be noted in the Stage Description below. Auto-score stages are not aggregated. If the County uses an optional BAFO process, prior scores are considered but a new score is determined based on evaluation of Best and Final Offers.

Multnomah County is seeking a solution and/or services that meets or exceeds its identified requirements in this Description based on the judgment of the evaluators and the score of the supplier’s offer determined by this process, at a cost deemed by evaluators to be reasonable, responsible and optimal for purchase with public dollars.

Required to View Event

Prerequisites Required to Enter Bid

08 October 2024

1. Proposer/Bidder agrees to receive all correspondence electronically and are responsible for keeping their supplier portal updated with current contact information.

2. CONFIDENTIALITY - Please read the statutory requirements in the prerequisite link.

3. Please review the statements in this certification regarding Assurances, Certification Regarding Debarment, Suspension and Other Responsibility Matters and Certification Regarding Conflict of Interest.

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Buyer Attachments

1. How to Complete and Submit a Response to a Sourcing Event - MMP Supplier Guide

2. Procedural Instructions_Proposals 04_02_2024.pdf

3. SAMPLE General Services Agreement.pdf

08 October 202408 October 202408 October 202408 October 202408 October 202408 October 2024 https://multco.us/file/73233/download https://bids01.jaggaer.com/apps/Router/PublicEventDownload?file=U291cmNpbmdldmVudC8xMjQ0NTY0LTE1OTM0NDg5MDRQcm9jZWR1cmFsIEluc3RydWN0aW9uc19Qcm9wb3NhbHMgMDRfMDJfMjAyNC5wZGY%3D&auth=MDpBRVMyI0NQNVp4a2IvSnkxZDNIUm81TGpka2h4M0V4bkpBZDlVSkVFUnk5WnZrK2l5eGZjOVRGNkRHUlU9 https://bids01.jaggaer.com/apps/Router/PublicEventDownload?file=U291cmNpbmdldmVudC8xMjQ0NTY0LTE0Mzc2MDU5MDdTQU1QTEUgR2VuZXJhbCBTZXJ2aWNlcyBBZ3JlZW1lbnQucGRm&auth=MDpBRVMyI0NQNVp4a2IvSnkxZDNIUm81TGpka2h4M0V4bkpBZDlVSkVFUnk5WnZrK2l5eGZjOVRGNkRHUlU9

Questions Required Questions

Group 1.1: Company Certification Information - This section is not scored Instructions:

1.1.1 State of Incorporation

1.1.2 Date of Incorporation

1.1.3

Bidder attests that bidder is either a non-resident bidder or a resident bidder (as described in the Representation and Certification Prerequisite and ORS 279A.120), a.ORS 279A.120 (2)(b) states that a public contracting agency shall, for the purpose of awarding the contract, “add a percent increase on the bid of a nonresident bidder equal to the percent, if any, of the preference given to the bidder in the state in which the bidder resides.”

b.“Resident bidder” means a bidder that has paid unemployment taxes or income taxes in this state during the 12 calendar months immediately preceding submission of the bid, has a business address in this state and has stated in the bid whether the bidder is a “resident bidder”. ORS 279A.120 (1)(b). Enter state of residency here:

1.1.4 Where Bidder is unable to certify to any of the statements in Bidder Representations and Certifications of the Prerequisite, Bidder shall provide an explanation to their offer here.

1.1.5

The Bidder certifies to the best of its knowledge and believes that neither it nor any of its principal participants and agents has or has had the following relationships with the specific firm(s)/individual(s), identified below, which may be determined to be an organizational conflict of interest. I understand that based on the information provided by Bidder, Multnomah County may exclude the Bidder from further consideration and may withdraw its selection if the real or apparent organizational conflict of interest cannot be avoided or mitigated. Bidder further certifies that the degree and extent of the relationship of the Bidder with these named firm(s)/individual(s) will be fully disclose:

1.1.6 Upload additional explanation as needed

1.1.7 Name of person submitting the Bid:

1.1.8 Title of person submitting the Bid:

1.1.9 I represent that I am at least eighteen (18) years of age.

1.1.10 I represent that the printing of my name and the submittal of a Bid is intended to authenticate this writing and to have the same force and effect as my manual signature.

1.1.11 I represent that I am either authorized to bind the Bidder, or that I am submitting the Bid on behalf of and at the direction of the Bidder's representative authorized to contractually bind the Bidder.

1.1.12 I represent that the Bidder and/or its applicable representative(s) has reviewed the information contained in this Bid and that the information submitted is accurate.

Group 2.1: Programmatic Questions (75%) Instructions:

2.1.1 Please describe your organization’s relevant experience to collaborate with Multnomah County on this alert and warning annex plan and exercise project, including experience in: equivalent county- or local-level emergency operations planning, alert and warning systems, plan and exercise development and implementation

2.1.2 Please describe your organization’s capacity to work in collaboration with Multnomah County on this alert and warning annex plan and exercise project, including how this work fits in with your organization’s current priorities,programs, and overall mission, and your organization's approach to accomplishing this work.

2.1.3 Please provide a proposed timeline for accomplishing the objectives outlined in the RFP, including key deadlines listed in the RFP milestones and staff involved, with a goal of completing all deliverables by September 30, 2025.

2.1.4 Please provide a project budget and narrative explanation of cost details not to exceed $145,433.29.

2.1.5

Multnomah County's values (https://www.multco.us/health/mission-vision-and-values) are Compassion and Care, Empowerment, Integrity, Racial Equity, and Connection.

Please describe how your organization supports these values through any business practices, organizational policies, or commitments to cultural competencies. Please upload any supporting documentation to Supplier Attachments.

Group 2.2: Responsible Business Practice Questions (25%) Instructions:

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2.2.1

Please describe the economic impacts your organization has to offer in the delivery of this service? Evaluation Criteria: We are looking to see how service delivery will help the client and community have positive economic impacts. This may include developing a workforce that internally that is from the community, providing services that aid in obtaining job skills, and assisting in building a business community where services are delivered.

2.2.2 How does your agency incorporate equity values, manage diversity and systematically involve consumers, families, and communities in all aspects of policy and service delivery? Evaluation Criteria: Must demonstrate through stories & metrics how the organization has created new ways to a growing workforce, recruitment, hiring, retention, internship, and succession planning.

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Product Line Items Product Line Items

There are no Items added to this event.

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Service Line Items Service Line Items

1.

# Item Name, Commodity Code, Description Allow

Alternates Qty. UOM Requested Service Delivery

S1 Emergency Planning 1

Comprehensive emergency planning

S2 Operations Plan Update 1 EA - Each

Emergency Alert and Warning Annex update to current operations plan

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