REQUEST FOR PROPOSALS PROJECT: EVALUATION SERVICES

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Oswald Grant
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1 Timeline: RFP Posted: April 9, 2018 Proposals due: May 4, pm CST REQUEST FOR PROPOSALS PROJECT: EVALUATION SERVICES Background The Mid-America Regional Council (MARC) is the association of local governments serving the bi-state Kansas City region comprised of Wyandotte, Johnson, Leavenworth and Miami counties in Kansas and Jackson, Platte, Cass, Clay and Ray counties in Missouri. MARC supports the Regional Homeland Security Committee and a number of regional groups and committees focused on emergency preparedness, risk mitigation, response and recovery. MARC has secured two grants, (1) one from the federal government designed to increase our region s capacity to reduce risks from and increase response capabilities for a Complex Coordinated Terrorist Attacks (CCTA); and (2) the second from a national foundation designed to assist community organizations in increasing the resiliency of vulnerable populations both during and after a disaster event. NOTE: Proposers responding to this RFP may propose to provide evaluation services for both projects or for one of the projects. The proposal should clearly state if the proposer will support both projects or if one, which one of the two. 1) Complex Coordinated Terrorist Attacks Response Capacity Building: Through the Regional Homeland Security Coordinating Committee, MARC is supporting local communities to build and sustain capabilities to prevent, respond to and recover from complex coordinated terrorist attacks. MARC received a three-year federal grant (October 2017 September 2020) to conduct assessments, develop local and regional plans, conduct outreach, and hold trainings and exercises. Project goals include: a) Increase CCTA response proficiency within specific disciplines while improving prevention and response planning and information sharing across disciplines and jurisdictions. b) Increase coordination and interoperability among all audiences and improve the ability to respond to a CCTA through joint training and exercises. c) Expedite operational coordination through improved situational awareness and faster recognition of CCTA events. d) Increase community awareness of activities and locations vulnerable to CCTAs, helping both community partner organizations and individuals be better prepared. e) Build the capacity to manage public information in high stress, dynamic and evolving situations to help protect victims, responders and the public. 1

2 f) Meet the information and assistance needs of survivors, victims, witnesses, families and affected agencies by pre-planning with community agencies. The work plan includes: Local Assessments 14 jurisdictions complete internal assessments using a common assessment tool to evaluate their ability to prevent and respond to CCTAs, using a scenario of three incidents within their boundaries as a benchmark. Local Planning 14 jurisdictions refine local plans and adopt CCTA annexes to their Local Emergency Operations Plans, using a regional template informed by local assessments, an inclusive workgroup (with FBI and DHS) and community engagement. Regional Planning The Kansas City region improves its ability to respond to multiple attacks occurring at multiple locations in close time through joint planning and coordinated resource allocation. The planning identifies available local resources and gaps and deployable state resources. A new CCTA special incident annex to the Regional Coordination Guide (RCG) is completed and updates made to the RCG Resource Guide and ESF-specific annexes. Relationships need to coordinate a unified regional response are established. Plans are developed in close coordination with community agencies to meet the information and assistance needs of victims, witnesses and families and agencies. Regional Communications Current communications and information systems (WebEOC, eics and EMResource) are examined and updated to improve preparedness and response to a CCTA. Public Safety Answering Point (PSAP) operations answering 911 calls are evaluated to determine how PSAPs can identify data and call patterns to facilitate real-time regional information sharing and response to incidents occurring in multiple jurisdictions and or states. Recommendations will be made for information technology and network security improvements. Community Outreach and Public Information A community outreach program is established (for key community venues as well as the public) using educational materials and a media campaign to raise awareness of vulnerabilities and prevention and response activities. Site data is verified and updated in regional system (APRS) for critical facilities. Plans to use and monitor social media sites and other communication tools before, during and after incidents are in place and tested through training and exercises. Public information gaps are reviewed and addressed. Training An inclusive and incremental responder, senior command and community partner CCTA training program is designed and implemented to develop proficiency within and across disciplines and jurisdictions. The training program includes promotion of existing courses relevant to CCTA, development of a trained cadre to deliver customized CCTA awareness and tactical courses using a train-the-trainer approach, and development of local CCTA-specific training courses relevant to the region. Exercises 14 jurisdictions participate in local workshops and a tabletop exercise (TTX). In the second and third years, two regional exercise series each including a combined TTX, functional exercise and fullscale exercise are held, with responders, command staff and community partners participating. Local response and mutual aid systems are strengthened by exercising a regional framework for situational awareness, prioritization and resource management. After-action reports identify emerging gaps to be addressed in local and regional plans. 2

3 The selected consultant will assist in the design and implement an evaluation plan and process that enables MARC to set metrics for the project, determine how what data/information to collect to measure performance under each metric, and be able to report on project results. The budget for the evaluation services for this grant is $20,000. The evaluation work should include: a) Kickoff meeting with CCTA stakeholder group on the evaluation plan, outlining the project s objectives and process for preparing an evaluation plan and establishing metrics for measuring progress. b) Work with MARC staff and stakeholder group to design an evaluation plan to enables MARC to measure progress toward achieving grant outcomes and specific objectives. The evaluation plan should outline metrics to be used as measurement, data to be collected, and process to complete the evaluation. c) Develop a timeline for both the implementation of the evaluation, from May 1, 2018, through September 30, ) Resiliency of Vulnerable Populations Progress has been made over the past three years to increase the region s ability to serve vulnerable populations before, during and after disasters, but there is still limited awareness of and connection with existing support networks. Some community organizations that routinely provide services to vulnerable population segments are not connected to local government preparedness efforts, which can cause them to have unrealistic expectations of first responders. Resilience depends on the capacity of individuals to sustain self-care. Past work demonstrated that preparedness needs can be more effectively addressed by working with and through provider agencies and organizations that regularly serve these population groups. The budget for the evaluation service is $30,000. The grant began last fall and runs to 3/30/2020. MARC received a multi-year grant from a private foundation for initial work that resulted in a number of activities and the formation of a Community Disaster Resiliency Network composed of community organizations. A Personal Inventory assessment tool was prepared and disseminated through these community organizations. Information about prior work may be found on the MARC website at 1/Preparedness/Community-Engagement-Initiative/Overview The outcomes for this project include: Through a proactive, cooperative regional effort, relationships and systems are in place for disaster preparedness, response and recovery for and with vulnerable groups across the region. Synchronized and well-practiced plans are routinely exercised, and the region is able to mobilize resources to minimize loss of life and meet the needs of survivors. Organizations serving vulnerable populations increase their organizational preparedness and are better able to help 3

4 their clients. Consumers are informed and better prepared to withstand disaster events. Specific strategies to reach and serve vulnerable populations include: 1) A minimum of 25 community-based organizations that serve vulnerable populations in the Kansas City region will have increased their capacity to continue operations and serve their clients following a disaster. 2) A minimum of 15,000 persons among vulnerable populations, including persons with disabilities and persons with limited English proficiency, will be better informed and prepared for disaster events through the efforts of community-based organizations and broader community outreach efforts. The grant has seven objectives, including: a) Strengthen and expand the CDRN over 30 months to sustain the active engagement of a minimum of 40 area agencies. b) Facilitate efforts to strengthen community support systems and increase regional preparedness among a minimum of 40 agencies through quarterly convening of the CDRN between September 2017 and February c) Increase the resiliency of a minimum of 25 community-based organizations that serve vulnerable populations. Help them be better prepared to serve their clients during and after a disaster event through the development of plans and participation in training and exercises over the 30-month period. d) Strengthen CDRN and Steering Committee (leadership group) and processes over 30 months to achieve a sustainable Community Disaster Resiliency initiative. e) Increase the readiness of organizations serving vulnerable populations to continue to serve their clients during and after disasters by hosting two workshops, a training summit and exercise over 30 months, and developing a recognition program to honor their achievements. f) By February 2020, strengthen MARC s internal organizational capacity to collect and organize data on vulnerable populations and share that information both internally, particularly with programs serving older adults and young children, and with the broader community, including a minimum of 50 community-based organizations, to support resiliency at the organization and individual levels. g) A minimum of 500 vulnerable persons in the Kansas City area will increase their personal preparedness through engagement, education and completion of the personal preparedness inventory by February The selected consultant will assist in the design and implement an evaluation plan and process that enables MARC to set metrics for the project, determine how what data/information to collect to measure performance under each metric, and be able to report on project results. The evaluation work should include: 1) Kickoff meeting with stakeholder group on the evaluation plan, outlining the project s objectives and process for preparing an evaluation plan and establishing metrics for measuring progress. 4

5 2) Work with MARC staff and stakeholder group to design an evaluation plan to enables MARC to measure progress toward achieving grant outcomes and specific objectives. The evaluation plan should outline metrics to be used as measurement, data to be collected, and process to complete the evaluation. 3) Develop a timeline for both the development and implementation of the evaluation, from April 1, 2018, through March 30, Determine how often the consultant will need to meet with the evaluation stakeholder group and the purpose of the meetings. 4) Develop a communications plan for reporting on the evaluation work, data collected and metrics measured. Determine how the consultant will keep MARC staff informed of progress in designing and implementing the evaluation plan. 5) Assist MARC in measuring its overall Emergency Services network strength and results, including a review of its organizational structure, processes, type and level of support, leadership and communications. RESPONSE REQUIREMENTS Responses to this Request for Bids should be directed to Cynthia Allen at the below address NO LATER THAN 4 p.m. CST on May 4, Cynthia Allen MARC, 600 Broadway, Suite 200 Kansas City, MO cynthiaallen@marc.org Please provide your response in electronic format (PDF). The following items should be addressed in your response. 1. Identification Information: Name Business Name Address Phone Number Address EIN Number/DUNS Number 2. Description of the Firm/Individual Offering Evaluation Services. Provide information on the firm s experience, education and skills necessary to perform the required work. Indicate specific credentials that make the firm or individual well suited to meet MARC s requirements. 5

6 3. Experience with Similar Engagements. Provide a description of the firm or individual s experience with at least three (3) other clients on projects similar to the evaluation work that MARC is requesting. 4. Approach to Services. Provide a description of how the firm or individual will assist MARC to accomplish the required evaluation scope of services for one or both projects. Describe any differences in approaches among the two projects if proposing to support both with evaluation services. 5. Timeline and Fee Schedule. Provide a timeline for services and fee for services for each project. 6. References for Similar Projects. Provide three references of clients where similar services to those requested in this RFP were offered. Proposals are due by May 4, 2018, 4:00 pm CST and may be submitted either electronically via or by mail ( is the preferred method). Send ed proposals to cynthiaallen@marc.org with subject line, Evaluation Services Proposal. Proposals must be provided in PDF format. It is the responsibility of the person submitting a proposal by to ensure that the proposal has been received by the appropriate MARC staff, and not blocked by a spam filter or rejected because of large attachments. To confirm receipt, contact Cynthia Allen at 816/ For questions concerning the content of this RFP, you may contact Marlene Nagel, mnagel@marc.org or 816/ Send mailed proposals to Mid-America Regional Council Attn: Cynthia Allen, 600 Broadway, Suite 200, and Kansas City, MO Mailed proposals must contain (1) hardcopy of the proposal and one (1) electronic copy of the proposal (PDF format). A Proposal Review Team comprised of subject matter experts across the region and MARC staff will review the proposals and select the vendor based on the following criteria Proposals will be evaluated according to the following factors: Specialized evaluation experience and technical competence of the contractor(s) and assigned staff relative to the task requirements outlined in this RFP. Responsiveness to and understanding of the nature of the project and scope of evaluation needed Respondent s proposed methodology and approach General organization clarity and quality of the proposal General understanding of regional conditions related to law enforcement and emergency management public safety operations and community organizations serving vulnerable populations 6

7 References reflecting the previous work experience of the project team and satisfactory accomplishment of contract responsibility. Ability to meet required timeframes Past successful experience with similar engagements Demonstrated company stability Cost A contractor is anticipated to be selected and begin work immediately. The selected Contractor must provide Certificate of Insurance listing MARC as an additional insured demonstrating that the Contractor has the following insurance coverage: Commercial general liability coverage of $500,000 per claim up to $2 million per occurrence; automobile liability of $100,000 per claim up to $2 million per occurrence; Workers Compensation in accordance with state statutory limits and Employer liability of $1 million if applicable; and Professional liability (Errors and Omissions) of $1 million per claim and in the aggregate. Contractor must provide Certificate Regarding Debarment and Suspension. MARC, as a nonfederal entity utilizing federal funds, is prohibited from contracting with or making sub-awards under covered transactions to parties that are suspended, debarred or otherwise excluded from, or ineligible for, participation in Federal assistance programs or activities, or whose principals are suspended, debarred or otherwise excluded from, or ineligible for, participation in Federal assistance programs or activities. Contractor must provide a W-9 Request for Taxpayer Identification Number and Certification. Disposition of Received Proposals The Mid-America Regional Council (MARC) is a public organization and is subject to the Missouri Open Records Act (Chapter 610, RSMo). All records obtained or retained by MARC are considered public records and are open to the public or media upon request unless those records are specifically protected from disclosure by law or exempted under the Missouri Sunshine Law. All contents of a response to a Request for Bids, Qualifications, Proposals or information issued by MARC are considered public records and subject to public release following decisions by MARC regarding the bid request. If a proposer has information that it considers proprietary, a bidder shall identify documents or portions of documents it considers to contain descriptions of scientific and technological innovations in which it has a proprietary interest, or other information that is protected from public disclosure by law, which is contained in a Proposal. After either a contract is executed pursuant to the Request for Proposals, or all submittals are rejected, if a request is made to inspect information submitted and if documents are identified as Proprietary Information as provided above under Missouri Sunshine Law, MARC will notify 7

8 the proposer of the request for access, and it shall be the burden of the proposer to establish that those documents are exempt from disclosure under the law. This Request for Proposals does not commit MARC to award a contract, to pay any cost incurred in preparation of a response to this Request, or to procure or contract for services or supplies. MARC reserves the right to accept or reject any and all responses received as a result of this Request, or cancel this Request in part or in its entirety if it is in the best interests of MARC to do so. Proposers shall not offer any gratuities, favors, or anything of monetary value to any officer, employee, agent, or director of MARC for the purpose of influencing favorable disposition toward either their proposal or any other proposal submitted as a result of the Request for Proposals. MARC reserves the right to suggest to any or all proposers to the Request for Proposals that such proposers form into teams of consulting firms or organizations deemed to be advantageous to MARC in performing the Scope of Work. MARC will suggest such formation when such relationships appear to offer combinations of expertise or abilities not otherwise available. Proposers have the right to refuse to enter into any suggested relationships. All Proposals submitted hereunder become the exclusive property of MARC. Any questions regarding this Request for Proposals should be submitted to mnagel@marc.org 8

Request for Proposals Census 2020 Regional Communications Outreach Plan Submissions Due: 4 p.m. CST, Friday, March 8, 2019

Request for Proposals Census 2020 Regional Communications Outreach Plan Submissions Due: 4 p.m. CST, Friday, March 8, 2019 The Mid-America Regional Council (MARC) is requesting consultant proposals to