Request for Quotation

Transcription

1 The Comox Valley Regional District (CVRD) is seeking quotations for the services of a business continuity and emergency planner contractor. The services required under this request for quotation (RFQ) are described in the attached scope of services and the contractor, by submitting a quotation, undertakes to provide the services for the price quoted and as specified. Quotations clearly marked will be received at office of the Comox Valley Regional District at 600 Comox Road, Courtenay, BC V9N 3P6, until 2:00 p.m. Pacific time on Thursday September 10, All prices must be quoted in Canadian dollars with taxes shown as a separate item, as applicable. Prices are to remain valid for a period of 30 days from date of submission. Written quotations, which should include the attached form completed and signed, may be submitted by mail or in person to 600 Comox Road, Courtenay, BC V9N 3P6 or by to communityservices@comoxvalleyrd.ca. In order to be considered, the contractor should ensure the quotation is received by the CVRD before the submission deadline. The contract will be issued to the contractor complying with the provisions of the RFQ offering the best value to the CVRD. The following criteria may be used to select the quotation offering the best value: a) Reputation, qualifications and experience of the contractor in performing similar work b) Ability to meet any time requirements or stipulations provided for in the RFQ; c) Lowest price to the Comox Valley Regional District of having the services provided in accordance with the scope of services. All queries relating to this request for quotation should be directed in writing to Ian Smith, general manager of community services at ismith@comoxvalleyrd.ca. Suppliers obtaining the RFQ documents from on online source assume sole responsibility for checking back to determine if any addenda have been posted that may affect this RFQ and any response they wish to submit for consideration.

2 Scope of Services The Business Continuity/Emergency Planner (Contractor) will provide "the Services" for the Comox Valley Regional District (CVRD) under the direction of the chief administrative officer or designate consisting of the following: Business Continuity A CVRD business continuity plan ensures important CVRD operations continue, with a minimum of interruption. A good business continuity plan considers the protection of assets and records in order to recover quickly and carry on operations in the event of an emergency. At a minimum, the Contractor, performing services in the role of business continuity planner, will: 1. Act as the business continuity planner for the CVRD. The business continuity planner role is to oversee the business continuity plan for the CVRD. This requires ongoing communication with the CVRD executive management team on the overall planning, training, and response for continuity activities and requests for critical decisions to ensure continuation of critical functions and operations; 2. Be responsible to ensure the CVRD business continuity plan is maintained, including training exercises and implementation of the plan; 3. Be responsible for recommending to the CVRD chief administrative officer (CAO) or designate the need for activation of the CVRD's business continuity plan and initiate notification to the CVRD executive management team; 4. In the event of an business interruption, the business continuity planner shall ensure that, at a minimum, the following occurs: a) Initiation of containment procedures to reduce potential losses when safe to do so; b) Establishment of security measures for CVRD's information and assets; c) Thorough assessment of damage to the impacted site; d) Direction of media inquiries to the CVRD's spokesperson; e) Initiation of business response and continuity activities; f) Establishment of alternate worksite location(s); g) Establishment of priorities and continuity recommendations that are aligned with CVRD executive management team approval; h) Appropriate assignment of roles and tasks; i) Liaise with the continuity support team (if applicable) or designated staff to ensure activities are coordinated at the impacted site as well as alternate worksite(s). Emergency Management Emergency Management ensures that the CVRD is able to respond during a disaster, that staff is trained in emergency management and that the communities within the electoral areas of Baynes Sound, Denman/Hornby Islands (Area A), Lazo North (Area B) and Puntledge/Black Creek (Area C) are prepared. At a minimum, the Contractor, when performing services in the role of emergency planner, will: 1. Develop and maintain a CVRD staff training database and provide that database annually to the Comox Valley Emergency Plan (CVEP) coordinator;

3 2. Assist as required the CVEP coordinator in coordinating and implementing emergency related training; 3. Attend CVEP monthly planning meeting as CVRD representative and follow up with CVRD departments as required; 4. Undertake research and prepare reports as required; 5. Assist in responding to public inquiries and concerns; work with the CVEP emergency coordinator to determine and recommend preferred action; 6. In liaison with the CVEP coordinator, assist as required to ensure electoral areas interests and needs are represented and met during an emergency event; 7. Review and provide CVEP coordinator with current CVRD emergency contact information for the CVEP emergency plan; 8. Assist as required the CVEP coordinator in seeking grant funding for electoral area community emergency planning needs; 9. Assist as required the CVEP coordinator in providing electoral area community organizations with emergency planning as required; 10. Assist as required with site investigations of potential problem areas in regards to protection of life and property; 11. Assist as required with the coordination of the emergency preparedness, response and recovery plans prepared by the local authorities and other emergency services and supporting agencies(e.g. emergency services, search and rescue and communication); 12. In conjunction with the emergency coordinator and deputy coordinator be able to plan, coordinate and conduct exercises and training programs as required to keep the local emergency program in a state of readiness; 13. If requested by the CVEP coordinator, and approved by the CVEP Administrative Committee, assist as CVEP deputy coordinator; 14. Coordinate on a yearly basis CVRD staff training exercise on business continuity and emergency planning related to business continuity. Conditions/Qualifications/Experience 1. Must have experience working with local government. 2. Must have experience/training in business continuity. 3. Must be available during high risk times eg. During flood and storm season (approx. Nov. 1 Apr. 1) and also during any high risk warnings issued by government agencies; 4. Ensure that an emergency contact communication device and phone number is available for 24 hour/day call out with access to and a portable laptop computer. 5. Emergency Management Certificate or at a minimum be willing to obtain: Emergency Management Certificate Program: Foundation Courses: EM110 - Introduction to Emergency Management in Canada; EOC110 - Introduction to Emergency Operations Centre; CMD110 - Incident Command System Level 100; ESS100 - Introduction to Emergency Social Services CERMS EOC-2e Emergency Management Certificate Program: Core Courses: EOC120 - Emergency Operations Centre Essentials; EM170 Introduction to Business Continuity Management

4 6. Must have knowledge of the computer programs: MS Word, Outlook, Power point, Excel 7. Must have the ability to plan and assign work, organize resources, prioritize work, and monitor performance; 8. Must have experience in emergency management or services; 9. Must be dependable, reliable, motivated and willing to take initiative; 10. Should have research and analytical skills to assist in problem solving. 11. Must be able to build relations and work in conjunction with government agencies to respond to emergencies; 12. Must have ability to prepare and conduct presentations and reports to the general public, CVRD CAO and, as assigned, to CVRD committees and board. 13. Must be able to open and set up CVRD emergency operations centre in the absence of the emergency coordinator and deputy coordinator (situated in the Comox Valley) within one hour of call out and be able to contact a local area coordinator or liaison officer. For the purposes of providing the Services, the CVRD will provide the Contractor with: Training as required Access to a 4x4 fleet vehicle as available and required in the case of an event. Access to the Comox Road administration offices as required in the case of an event Access to the CVRD computer files including the land use database, internal imap, emergency and business continuity related documents, global and internal contacts, updated staff responsibility listings and other information as may be required from time to time. The Contractor will be required to enter into a contract with the CVRD that includes a confidentiality agreement. Available Budget for the Services The services required would amount to approximately 80 hours per month for a contract fee not to exceed $30,000 per year plus agreed-upon reimbursable expenses up to $10,000 such as for travel and related training.

5 Submissions required by 2:00pm Pacific Time on Thursday September 10, 2015 Name: Address: Contact Name: Phone: Quoted Price $ GST as applicable $ Total Quoted Price $ Name Date Authorized Signature Title