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REQUEST FOR PROPOSALS

 

Emergency Management Coordinator

$25,000 per fiscal year

 

SUMMARY: The person awarded the contract under this Request for Proposal (RFP) will have experience with the Town of Barrington and be responsible for reviewing, implementing, and maintaining internal and external emergency preparedness programs and emergency operation plans for the Town of Barrington. 

 

Services will be contracted for a 24-month period with the possibility of extending the contract at the discretion of the Town.

 

Proposals must be submitted by 11 a.m. on Monday, September 20, 2021, in a sealed package, clearly marked on the outside: “EMERGENCY MANAGEMENT COORDINATOR.”  Submittals must include one (1) original and three (3) copies of the proposal, sent to the following:

 

Dept. of Human Resources

Attn: MariAnn Oliveira

Barrington Town Hall

283 County Road

Barrington, RI 02806

 

An electronic copy shall also be submitted. Email to: moliveira@barrington.ri.gov.

 

Background

 

The Town of Barrington is seeking proposals from qualified individuals to provide Emergency Management Services for the Town of Barrington.  Under the direction of the Emergency Management Director/Fire Chief, the individual awarded a contract under this Request for Proposal (RFP) will be responsible for reviewing, implementing and maintaining internal and external emergency preparedness programs and emergency operation plans for the Town of Barrington.

 

Administrative services will be contracted for a period of 24 months, with the option of extending the contract at the discretion of the Town.

 

The deadline for submission of proposals is 11 a.m. on Monday, September 20, 2021.

 

All proposals shall be submitted by the above date and time to the Town of Barrington Human Resources Office. To be considered, one electronic copy emailed to moliveira@barrington.ri.gov, and one (1) original and three (3) copies of the proposal must be submitted in a sealed package, clearly marked on the outside: “EMERGENCY MANAGEMENT COORDINATOR,” delivered to Human Resources Office, Barrington Town Hall, 283 County Road, Barrington, RI 02806 (Attn: MariAnn Oliveira).

 

It is the responsibility of the submitting individual to ensure that the proposal is received prior to the deadline. Any proposals received after the deadline will not be considered for award, regardless of whether the delay was outside the control of the submitting applicant. The Town assumes no responsibility for delays caused by the U.S. Postal Service or any other delivery service. Postmarking by the due date will not substitute for actual receipt of response by the due date.

 

Any questions or requests for clarification related to the contents of this Request for Proposals or how to submit a proposal must be submitted by email to MariAnn Oliveira at moliveira@barrington.ri.gov.  All questions must be submitted prior to 11 am. Monday, September 20, 2021. Responses will be collected as an amendment to this RFP and made available to all prospective bidders within 48 hours by posting to the Town website: https://www.barrington.ri.gov/government-bids  

 

It is the responsibility of the submitting entity to ensure they have any and all amendments of this RFP.

 

The Town reserves the right not to select the lowest bidder. The Town reserves the right to accept or reject any or all proposals, and to request additional information from respondents clearly in consideration for award.

 

Scope of Work

 

 

The successful respondent will collaborate with the Fire Chief in determining emergency management objectives and priorities consistent with established goals. The successful respondent will also develop strategies, policies, plans and procedures to achieve identified objectives and priorities. The Fire Chief shall serve as the Emergency Management Director.

 

The Scope of work to be considered includes but is not limited to the following:

 

  • Conduct, facilitate, and attend informational seminars, conferences, presentations, and public and professional meetings regarding governmental policies and procedures related to Emergency Management

  • Assist with the development, implementation and maintenance of Emergency Management strategic, fiscal and capital improvement plans

  • Keep informed of new technology, trends, and techniques in the areas of Emergency Response and Disaster Relief

  • Plan responses to emergencies and disasters to minimize risk to people and property

  • Meet with law enforcement officials, private companies, and the public to get recommendations regarding Emergency Response Plans

  • Organize Emergency Response training programs for staff, volunteers, and other first responders

  • Coordinate the use and sharing of resources and equipment within the community to assist in emergency response

  • Prepare and analyze damage assessments following disasters or emergencies

  • Review Emergency Plans of individual organizations, such as medical facilities, to ensure their adequacy

  • Revise and review local Emergency Operations Plans

 

 

 

Response Format

 

The Town of Barrington is seeking to contract with a well-qualified individual with the education and/or experience that will assist the Director/Fire Chief in the implementation and  Emergency Preparedness Programs and Operation Plans for the Town of Barrington. The successful bidder shall have experience with Emergency Management Operations. Proposals shall be organized in the following manner:

 

1)  Statement of Qualifications:

a.   Description of knowledge and experience working with Emergency Operations and Management and related state and federal programs, with an emphasis on recent experience.

     

b.   A list of references from similar work, along with contact information and a description of services provided.

 

2)   Scope of Services

 

  1. Provide your cost proposal to accomplish the scope of work for administration of Emergency Management activities as outlined above and for any additional services required.

 

  1. Staffing plan, approximate number of hours to be committed, and scope of projects to be performed based on the scope outlined in this RFP.

 

  1. Fee schedule should detail expenses necessary to carry out the requirements of this RFP. The proposal must include all costs that are necessary to successfully complete the activities described in this RFP.

 

 

 

 

Evaluation Criteria

 

The Town reserves the right, in order to serve the best interests of the Town, to reject any or all proposals, waive any technical defect or informality in a proposal, reject the lowest bidder, allow corrections of errors or omissions, accept or reject any portion of a proposal, and/or request additional information or clarifications from respondents.

 

All proposals received will be evaluated and ranked according to the following criteria:

 

 

Criteria Maximum Points

  • Emergency Management Experience - 30

  • Barrington’s Emergency Mgt. Experience - 30

  • Scope of work to be completed - 30

  • Technical Approach / Understanding of the Project - 10

    • Total 100

 

General Information on Submitting Proposals

 

1.   It is the respondent's responsibility to examine all specifications and conditions thoroughly, and to comply fully with specifications and all attached terms and conditions. Respondents must comply with all Federal, State, and Municipal laws, ordinances and regulations, and meet any and all registration requirements where required for contractors as set forth by the State of Rhode Island. Failure to make a complete submission as described herein may result in a rejection of the proposal.

 

2.   EXCEPTIONS: All Proposals are subject to the terms and conditions outlined herein. All responses shall be controlled by such terms and conditions and the submission of other terms and conditions, price lists, catalogs, and/or other documents as part of an offeror's response will be waived and have no effect either on this Request for Proposals or on any contract that may be awarded resulting from this solicitation. The Respondent specifically agrees to the conditions set forth in this RFP by signature to the Proposal.

 

3.   COLLUSION: The respondent warrants that he/she has not, directly or indirectly, entered into any agreement, participated in any collusion, or otherwise taken any action in restraint of full competitive bidding.

 

4.   ORAL EXPLANATIONS: The Town shall not be bound by oral explanations or instructions given at any time during the competitive process or after award.

 

5.   COST FOR PROPOSAL PREPARATION: All costs associated with developing and submitting a response to this Request, or to provide clarification of its content shall be borne by the respondent. The Town assumes no responsibility for these costs.

 

6.   MODIFICATIONS: Prior to the deadline established for this RFP, changes may be made to proposals already received by the Town if that respondent makes a request to the Office of Human Resources, in writing, to do so. No changes to proposals shall be accepted after the RFP deadline.

 

7.   TIME FOR ACCEPTANCE: Proposals are considered to be irrevocable for a period of not less than ninety (90) days following the opening date, and may not be withdrawn, except with the express written permission of the Office of Human Resources. Should any respondent object to this condition, the respondent must provide objection through a question and/or complaint to the Office of Planning, Building and Resiliency prior to the deadline.

 

8.   CONFIDENTIALITY OF PROPOSALS: In submitting its proposal the respondent agrees not to discuss or otherwise reveal the contents of the proposal to any source outside of the issuing agency, until after the award of the contract. Only those communications with the issuing agency authorized by this RFP are permitted. All respondents are advised that they are not to have any communications with the issuing agency during the evaluation of the proposals (i.e., after the public opening of the proposals and before the award of the contract), unless the Town’s purchaser contacts the respondent(s) for purposes of seeking clarification.

 

9.   SUBMISSIONS BECOME PUBLIC RECORD: All responses, inquiries, or correspondence relating to or in reference to the RFP, and all other reports, charts, displays, schedules, exhibits, and other documentation submitted by respondents shall become the property of the Town when received. Respondents are advised that all materials submitted for consideration in response to this Request for Proposal shall be considered to be public records as defined in Title 38, Chapter 2 of the Rhode Island General Laws, without exception, and may be released for inspection immediately upon request once an award has been made.

 

10. PROPRIETARY INFORMATION: Trade secrets or similar proprietary data which the respondent does not wish disclosed to other than personnel involved in the evaluation or contract administration will be kept confidential to the extent possible. Each page shall be identified in boldface at the top and bottom as "CONFIDENTIAL." Any section of the proposal which is to remain confidential shall also be so marked in boldface on the title page of that section. Cost information may not be deemed confidential. In spite of what is labeled as confidential, the determination as to whether or not it is shall be determined by Rhode Island law.

 

11. ANTI-KICKBACK ACKNOWLEDGEMENT: The respondent acknowledges, under the pains and penalties of perjury, that he/she has not been offered, paid, or solicited for any contribution or compensation, nor has he/she been granted a gift, gratuity, or other consideration, either directly

or indirectly by any officer, employee or member of the governing body of the Town who exercises any functions or responsibilities in connection with either the award or execution of the

project to which this contract pertains. Further, the respondent acknowledges, under the pains and penalties of perjury, that he/she has not offered, paid, or solicited by way of any contribution

or compensation, nor has he/she granted a gift, gratuity or other consideration either directly or indirectly to any officer, employee, or member of the governing body of the Town who exercises any functions or responsibilities in connection with either the award or execution of the project to

which this project or contract pertains.

 

12. NONDISCRIMINATION: The successful bidder will not discriminate against any employee based on race, creed, color, national origin, sex, sexual orientation, gender identity, age, handicap, religion or religious preference.

 

13. INSURANCE: The successful bidder shall carry sufficient liability insurance and agree to indemnify the Town against all claims of any nature which might arise as a result of the conduct of the work described in this RFP and respondent’s proposal.

 

14. DISCRIMINATION PROHIBITED: During the performance of the Scope of Work described in this RFP, the respondent must ensure that no otherwise qualified person shall be excluded from participation or employment, denied program benefits, or be subject to discrimination based on race, creed, color, national origin, sex, sexual orientation, gender identity, age, handicap, religion or religious preference.

 

15. The respondent agrees to comply with the requirements of Title VI of the Civil Rights Act of 1964 (42 USC 2000d et seq.); Section 504 of the Rehabilitation Act of 1973, as amended (29 USDA 794); American with Disabilities Act of 1990 (42 USDA 12101 et seq.); Title IX of the Education Amendments of 1972 (20 USDA 1681 et seq.); The Food Stamp Act, and the Age Discrimination Act of 1975, the United States Dept. of Health and Human Services Regulations found in 45 CFR, Parts 80 and 84; The United States Dept. of Education Implementing Regulations (34 CFR, Parts 104 and 106); and the United States Dept. of Agriculture, Food and Nutrition Services (7 CFR 272.6).

 

16. The respondent agrees to comply with all other provisions applicable to law, including but not limited to the Governor’s Executive Order No. 96-14, which prohibits discrimination on the basis of sexual orientation, and RIGL 28-5-5 and 28-5-41.1, relating to gender identity or expression.