RFP_IT 23_21 _ COOP_COG.pdf

City of Norcross IT Department

REQUEST FOR PROPOSALS

CONTINUITY OF OPERATIONS AND CONTINUTIY OF GOVERNMENT (COOP/COG)

RFP IT 23-21

City of Norcross IT Department

REQUEST FOR PROPOSALS

INSTRUCTIONS:

The proposal package should be clearly marked “RFP IT 23-21 – CONTINUITY OF OPERATIONS AND CONTINUITY OF GOVERNMENT (COOP/COG)” on its face and submitted by 11:00 a.m. on January 26, 2024, to the address below.

Please submit two printed copies and one electronic copy (USB) of your RFP package to:

Christabel Ghansah Capital Projects Manager

City of Norcross – PWUP Department 345 Lively Avenue

Norcross, GA 30071

Both printed and electronic copies must contain the same information. Return address must be clearly marked on the outside of the proposal packet.

Please submit questions/requests via e-mail only to the Capital Projects Manager at christabel.ghansah@norcrossga.net by 5:00 p.m. on December 27, 2023.

No proposal will be received or accepted after the above specified date and time. Submissions received after the designated date and time will be deemed invalid and returned unopened to the firm.

No proposal may be withdrawn within thirty (30) days after the proposal opening and all proposals shall remain firm during this period. Requests for withdrawals must be submitted in writing.

We appreciate your interest in the City of Norcross!

mailto:christabel.ghansah@norcrossga.net

RFP/RFQ CHECKLIST

The 10 Most Critical Things to Keep in Mind When Responding to an RFP/RFQ for the City of Norcross

1. Read the entire document. Note critical items such as: mandatory requirements;

supplies/services required; submittal dates; number of copies required for submittal;

funding amount and source; contract requirements (i.e., contract performance security, insurance requirements, performance and/or reporting requirements, etc.).

2. Note the City of Norcross’ staff member’s name, address, phone numbers and e-mail address. This is the only person you are allowed to communicate with regarding the RFP/RFQ and is an excellent source of information for any questions you may have.

3. Attend the Pre-Proposal webinar if one is offered, these conferences provide an opportunity to ask clarifying questions, obtain a better understanding of the project, or to notify the City of any ambiguities, inconsistencies, or errors in the RFP/RFQ.

4. Take advantage of the “question and answer” period. Submit your questions by the due date listed in the Schedule of Events and view the answers given in the formal “addenda” issued for the RFP/RFQ. All addenda issued for this RFP/RFQ will be posted on the City’s website and will include all questions asked and answered concerning the RFP/RFQ.

5. Follow the format required in the RFP/RFQ when preparing your response. Provide point‐ by‐point responses to all sections in a clear and concise manner.

6. Provide complete answers/descriptions. Read and answer all questions and requirements. Do not assume the City or Evaluation Committee will know what your capabilities are or what items/services you can provide, even if you have previously contracted with the City. Evaluations are based solely on the information and materials provided in your response.

7. Use the forms provided, i.e., reference form, sample budget form, certification forms, etc..

8. Check the City website for RFP/RFQ addenda. Before submitting your response, check the City website at https://www.norcrossga.net/bids.aspx to see whether any addenda were issued for the RFP/RFQ.

9. Review and read the RFP/RFQ document again to make sure that you have addressed all requirements.

10. Submit your response on time. Note all the dates and times listed and be sure to submit all required items on time. Late and incomplete responses are never accepted.

This checklist is provided for assistance only and should not be submitted with Company’s Response.

https://www.norcrossga.net/bids.aspx

1.0 INTRODUCTION

The City of Norcross is requesting proposals for continuity of operations and continuity of government.

1.1 PRINCIPLES & OBJECTIVES

The City of Norcross, GA is seeking assistance in the development of a continuity of operations/continuity of government (COOP/COG) plan that addresses the operations of up to twelve (12) City departments. A COOP/COG plan is a vital element of a City’s preparedness program and when implemented assists with quickly restoring the City’s mission essential functions (MEFs) following a disruption of operations.

1.2 PROPOSED TIMELINE

Phase 1: Project Initiation – Two months Phase 2: Operational Analysis – Two month Phase 3: COOP/COG Onsite Consultants – Two months Phase 4: Draft COOP/COG Plan – Two months Finalize COOP/COG Plan – Three months (ongoing)

1.3 SCOPE OF WORK

Phase 1:

Project Ini�a�on

During Phase 1, the selected vendor will focus on establishing the overarching COOP/COG project and planning objectives that will define the criteria for identifying key essential functions, identifying MEFs by department, and assessing the department’s COOP/COG capabilities. During this phase, the selected vendor will work with the City to establish project milestones, determine roles and responsibilities, and introduce the management staff and team leaders.

Work Plan

Within five days of the project planning meeting, the selected vendor will provide the City with a detailed project work plan that will include the schedule based on the objectives established during the project planning meeting. The project work plan will detail the general scope of the project; identify the core goals and objectives of the project, and the project schedule. The project work plan will also address the roles and responsibilities of the selected vendor and the City in building a collaborative approach to developing the COOP/COG plan.

Once approved, the project work plan will guide the execution of the project. The selected vendor will update the work plan throughout the project to address changes to the project schedule and illustrate the project’s progress. It also will include a review of policies, procedures, and laws/ordinances relevant to the City’s COOP/COG.

Exhibit 1: Phase 1 Deliverables

Project Initiation Deliverable Description

Project Planning Mee�ng

The selected vendor’s project manager will conduct the project planning mee�ng with the City project lead. The selected vendor’s project manager and the City project lead will discuss the COOP/COG planning project deliverables and the associated project �meline.

Project Planning Mee�ng Minutes

The selected vendor will provide the City project lead with project planning mee�ng minutes that summarize the topics discussed during the project planning mee�ng.

Project Work Plan The selected vendor will develop a detailed work plan for the COOP/COG planning project that highlights the project team, deliverables to be performed, project �meline, and responsibili�es of the selected vendor and the City.

Working Group Session #1

The first working group session will introduce the COOP/COG Planning Team to the COOP/COG planning process and discuss project involvement.

The group will work to define the vision, mission, and long‐term goals of the City COOP/COG program.

Phase 2:

Opera�onal Analysis

The operational analysis phase will focus on defining the City’s core operations so critical processes and resources can be identified and prioritized. Critical resources include the personnel, facilities, equipment, supplies, records, and systems required to perform the City’s MEFs.

Division Consultations

Upon completion of Phase 1, the selected vendor will use the results of the COOP/COG survey to identify key City employees in each department for the on‐site consultations. The selected vendor will also use the results of the COOP/COG survey to gather the information necessary to identify and address orders of succession and delegations of authority, MEFs, staffing requirements, alternate facilities, and vital documents and records. The COOP/COG survey will serve as the foundation for the on‐site consultations, providing the selected vendor with an understanding of the roles and responsibilities of each division. The selected vendor will verify the information provided and gather additional information on the critical processes and required resources to support those processes.

Exhibit 2: Phase 2 Deliverables

Operational Analysis Deliverable Description

Department Consulta�ons

The selected vendor will conduct on‐site consulta�ons with each of the City departments. During these consulta�ons, the selected vendor will assist the departments with iden�fying MEFs, recovery �me objec�ves, orders of succession, delega�ons of authority, con�nuity loca�ons, and associated opera�onal risks.

Working Group Session #2

The selected vendor will facilitate a second working group session to review the City’s mission essen�al func�ons, con�nuity loca�ons, and any outstanding informa�on needed to complete the dra� COOP/COG plan.

Phase 3:

Dra� COOP/COG Plan

During this phase, the selected vendor will produce the draft COOP/COG Draft Plan and department annexes. The COOP/COG Draft Plan will identify the essential COOP/COG elements at the City department level. The COOP/COG will include the following sections:

• Introduction

• Purpose

• Applicability and Scope

• Essential Functions

• Concept of Operations

• COOP/COG Planning Responsibilities

• Logistics

• Testing, Training, and Exercises

• Multi‐year Strategy and Program Management

• COOP/COG Maintenance

• Authorities and References

• Alternate Location/Facility Information

• Plan Activation and Notification

COOP/COG Checklists

The selected vendor will include actionable checklists in the plan that can be used by City personnel to follow during an emergency that requires a COOP/COG activation. The checklists will support the timely and orderly implementation of operational plans and procedures during an incident. The checklists will also address the continuation of MEFs in a time‐phased operational approach to assist with a smooth transition from response through recovery.

Once submitted to the project lead, the City will have time to review the plan and checklists and provide feedback.

Exhibit 3: Phase 4 Deliverables

Draft COOP/COG Plan Deliverable Description

Dra� COOP/COG and Checklists

The COOP/COG provides opera�onal concepts rela�ng to con�nuing vital City services following various emergencies, iden�fies the City’s MEFs, and describes the overall responsibili�es of each department for con�nuing opera�ons. The COOP/COG plan reflects the overarching COOP/COG program for the City, as defined during the working group session.

The COOP/COG Plan also addresses the cri�cal components of con�nuity planning, including orders of succession and delega�ons of authority for key City posi�ons, iden�fica�on of con�nuity facili�es for the opera�on, guidelines for the preserva�on of vital records, and priori�za�on of essen�al func�ons for the City.

In addi�on, the COOP/COG Plan provides the steps involved with recovery from a disrup�ve incident that would deny access to primary loca�ons. This part of the plan will be in a checklist format, as it has been proven that the most effec�ve way to implement emergency response procedures is with the use of specific checklists. These checklists must be concise and readily available.

The department annexes address the cri�cal elements of COOP/COG planning for each of the City departments included in the process. This includes informa�on on MEFs, resource requirements to support MEFs, departmental orders of succession and delega�ons of authority, essen�al personnel, and alternate loca�ons.

Phase 4:

Finalize COOP/COG Plan

Following the City’s review period, the selected vendor will finalize the City COOP/COG Plan and conduct a plan walkthrough meeting to provide key department stakeholders an overview of the components of the plan.

Final Draft COOP/COG Plan

Following the receipt of changes and comments from the City, the selected vendor will finalize the City COOP/COG and department annexes and submit the final documents to the City project sponsor for dissemination to key department stakeholders in advance of the final plan walkthrough meeting.

Plan Walkthrough Meeting

Following submission of the final plan, the selected vendor will facilitate a plan walkthrough meeting to review key elements of the plan and checklists, and to assist the COOP/COG Planning Team and key department stakeholders with maintaining a fundamental understanding of the components of the plan. The selected vendor will also discuss COOP/COG implementation and the strategy for plan maintenance.

Exhibit 4: Phase 4 Deliverables

Finalize COOP/COG Plan and Evaluate Online Platforms Deliverable Description

Final COOP/COG Following the receipt of changes and comments, the selected vendor will finalize the COOP/COG and provide it to the City project sponsor.

Plan Walkthrough Mee�ng

Upon comple�on and finaliza�on of the COOP/COG, selected vendor will conduct a plan walkthrough mee�ng with the COOP/COG Planning Team and key department stakeholders. The selected vendor will provide one facilitator for this mee�ng.

1.4 PROPOSAL SUBMISSION INSTRUCTIONS

1. Introduction – Establishing basic information

a. Cover Letter – Indicating interest and identifying a point of contact

b. Firm Information – Including office locations, size, and contact

c. Organizational Chart – Showing team structure and personnel

2. Experience & Qualifications – Showing proof of understanding of scope of work in Section 1 and submitting all required information/deliverables

a. Resumes for key personnel on the project

b. Include a summary of 3 projects of similar size/scope within the past 5 years, with a reference for each project.

c. Describe experience working on relevant projects, both past and current, and show successful completion or ongoing activity. Indicate how experiences are relevant to this RFP. Indicate which team member(s) were involved and what they were responsible for.

3. Implementation Plan – To address each phase and include timeline

4. References – Please use attached reference form

a. Please provide accurate information and inform your references that the City of Norcross will follow up to perform reference checks. It will affect your scores if we are not able to contact your references, or they do not respond in time.

b. The City of Norcross will not serve as a reference, in the event that your Company worked with the City of Norcross previously.

c. Alternatively, Proposers are welcome to provide three (3) reference letters where they provided the same or similar services. Reference letters must be on official letterhead and signed by the point of contact of the agency where the service was performed.

5. Cost Proposal – In a separate envelope.

1.5 EVALUATION CRITERIA

The proposal evaluation will be made on the following criteria:

Depending upon the quality and number of proposals received, the City reserves the right to request additional information from respondents or to issue additional requests such as an interview. The City is not obligated to select or negotiate with any proposers or enter into any contracts.

Evaluation Criteria Max Score

Experience & Qualifica�ons 35 Implementa�on Plan 25 Cost Proposal 25 References 15 Total 100

2.0 GENERAL CONDITIONS

PROPOSERS ARE ADVISED TO THOROUGHLY UNDERSTAND THE GENERAL CONDITIONS

AND SPECIAL PROVISIONS, PRIOR TO SUBMITTING THEIR PROPOSALS.

2.1 QUALIFICATIONS

2.1.1 Proposals will be considered only from experienced and well‐equipped

Vendor(s) engaged in work of this type and magnitude.

2.1.2 Proposers may be required to submit evidence setting forth qualifications which entitle their company for consideration as a responsible Vendor. A list of work of similar character successfully completed within the last five years may be required, which lists the location, size, and scope for use on this work. Before accepting any proposals, the City may require evidence of the Vendor’s financial ability to successfully perform the work to be accomplished under the contract.

2.1.3 Proposers must provide their own materials for this contract.

2.2 AUTHORITY TO SIGN

2.2.1 Proposers must ensure that the legal proper name of their firm and/or corporation is printed or typed as appropriate on all documents.

2.3 RIGHTS RESERVED

2.3.1 The City of Norcross reserves the right to reject any or all proposals, to waive informalities or to re‐advertise. It is understood that all proposals are made subject to this agreement, and that City of Norcross reserves the right to decide which proposal(s) it deems the most qualified. In arriving at this decision, full consideration will be given to the experience and qualifications of the Proposer, work of this type successfully completed and past performance with the City of Norcross.

2.3.2 Proposers are advised to examine the site(s) of the proposed work, as are necessary, to familiarize themselves with location conditions, which may affect the proposed work. Proposers are also advised to inform themselves fully regarding conditions under which the work will be performed. The City of Norcross will not be responsible for the Proposer’s errors or misjudgment, nor for any information on location conditions or general laws and regulations.

2.3.3 Any unauthorized additions, conditions, limitations, or provisions attached to the Proposal shall render it informal and may be cause for rejection.

2.4 AWARD OF CONTRACT

2.4.1 The contract will be awarded to the most qualified firm whose proposal will provide the best value and be the most advantageous to the City, experience, technical considerations, cost, and other factors considered. The City is to make the determination.

2.4.2 Prior to award of the Contract, the successful Proposer will be required to submit a schedule to the City, demonstrating the Proposer’s ability to commence and proceed in a timely manner. A Proposer’s failure to demonstrate the ability to proceed as required may result in contract cancellation.

2.4.3 Failure to demonstrate the ability for contract execution and progression will result in, at the City’s discretion, contract cancellation or re‐advertising of any and/or all these contracts.

2.4.4 Prior to execution of a Contract, a Utility Coordination Meeting may be required between Vendor(s), utility agencies and City of Norcross Public Works to ensure clarity and commitments concerning inter‐related work schedules.

2.5 PRODUCTION REQUIREMENTS

2.5.1 Time is of the utmost importance of this project. The successful Proposer will be required to commence work within ten (10) calendar days from the receipt of the Notice to Proceed and must carry on with utmost diligence to complete the work according to the specifications in the RFP.

2.6 PRICES AND INVOICING PROGRESS PAYMENTS AND RETAINAGE

2.6.1 Payment shall be provided based on the cost schedule provided in Vendor’s response. Vendor shall submit an invoice with NET 30‐day payment terms for services performed for the City of Norcross under the terms of the executed contract. The invoice shall be directed to Dr. James Trent, IT Director at james.trent@norcrossga.net. The invoice shall contain a complete itemization of services, the total amount due, invoice number, invoice date, the designated project number, if applicable, and the City of Norcross’ Purchase Order Number.

mailto:james.trent@norcrossga.net

After work has commenced, progress payments shall be made monthly, based on the value of work completed as provided in the contract documents plus the value of materials and equipment suitably stored, insured, and protected at the site(s), less retainage.

2.6.2 The City shall retain a maximum of 10% of each progress payment; provided, however, when 50% of the contract value including change orders and other additions to the contract value provided for by the contract documents is due and the manner of completion of the contract work and its progress are reasonably satisfactory to the City, the City shall withhold no more retainage. At the discretion of the City and with the approval of the Contractor, the retainage of each subcontractor may be released separately as the subcontractor completes their work.

2.7 LOCATION AND SITE(S)

2.7.1 All work is within City limits of the City of Norcross, Georgia.

2.7.2 The Vendor shall accept the site(s) in its present condition and carry out all work in accordance with the requirements of the specifications as indicated in this RFP.

2.7.3 The Vendor, before submitting a proposal is required to visit the site(s) and acquaint themselves with the actual conditions and the location of any and/or all obstructions that may exist on the site(s). The site(s) visit(s) must be confirmed by the IT Director.

2.7.4 The Vendor is responsible for the location of above and below ground utilities and structures, which may be affected by the work.

2.8 NON-COLLUSION

2.8.1 Vendor(s), by submitting a proposal, certify that the accompanying proposal is not the result of, or affected by, any unlawful act of collusion with any other person or company engaged in the same line of business or commerce, or any other fraudulent act punishable under Georgia or United States law.

2.9 MATERIALS

2.9.1 Unless otherwise specified in the Contract, Vendor shall provide and assume full responsibility for all services, materials, equipment, labor, and all other facilities and incidentals necessary for the completion of the Work.

2.9.2 All materials and equipment incorporated into the work shall be of good quality, except as otherwise provided in the Contract. All special warranties and guarantees required by the Specifications shall expressly run to the benefit of the City.

2.10 CONTRACT REQUIREMENTS

2.10.1 The successful Vendor is required to do the following within ten (10) days of Notice:

2.10.1.1.1 Return to the City contract documents executed by the authorized representative attested by the corporate secretary treasurer.

2.10.1.1.2 Provide Insurance Certificates as specified in the RFP documents.

2.10.2 Failure to execute the Contract or furnish satisfactory proof of carriage of the insurance required within ten days after the date of Notice of Award of the Contract may be just cause for the annulment of the award and for the forfeiture of the RFP guaranty of City of Norcross, not as a penalty, but as liquidation of damages sustained. At the discretion of the City, the award may then be made to the next most qualified Vendor, or the work may be re‐advertised or constructed by City forces. The Contract and shall be executed in duplicate.

2.11 SCHEDULE

2.11.1 Schedule: The Vendor shall provide to the IT Director a schedule of activities at james.trent@norcrossga.net. The schedule must be presented at least seven (7) days prior to work commencing in order to notify residents and/or business mailto:james.trent@norcrossga.net

APPENDIX A

SCHEDULE OF EVENTS

Event: Date:

Release of RFP Dec. 5, 2023, at 11:00 a.m.

Deadline for Written Questions Dec. 27, 2023, at 5:00 p.m.

Proposals Due January 26, 2024, at 11:00 a.m.

Proposal Evaluation On/About February 2024

Contract Award (On/about) On/About April 2024

APPENDIX B

REFERENCES

Please complete attached reference form and provide accurate information for each reference. Please inform your references that the City of Norcross will follow up to perform reference checks. It will affect your scores if we are not able to contact your references, or they do not respond in time.

The City of Norcross will not serve as a reference, in the event that your Company worked with the City of Norcross previously.

Alternatively, Proposers are welcome to provide three (3) reference letters where they provided the same or similar services. Reference letters must be on official letterhead and signed by the point of contact of the agency where the service was performed.

APPENDIX C

COST PROPOSAL

In a separate envelope, please include a cost proposal.

APPENDIX D

PACKET CHECKLIST

PROJECT: ________________________________________________________

DATE: ___________________________________________________________

Please use this checklist to ensure you have properly completed all forms and requirements.

You must complete and attach this checklist to your proposal packet. Failure to do so may you render ineligible for consideration.

_______ Packet Checklist (attached to proposal package)

_______ Two Hard Copies & One Electronic Copy of Proposal Package (including completed appendices and all required forms)

_______ Certificate of Liability Insurance

_______ E‐Verify Contractor & SAVE Affidavits

_______ Mail or deliver to:

Christabel Ghansah Capital Projects Manager City of Norcross – PWUP Department 345 Lively Avenue Norcross, GA 30071 https://www.norcrossga.net/865/E-Verify-SAVE