1. INTRODUCTION The Cook County Department of Homeland Security and Emergency Management (DHSEM) plays a lead role in the homeland security and emergency management mission within the Chicago Urban Area; any successful entities awarded any contract(s) under this RFP will be expected to work closely with the DHSEM in the provision of services that are essential to this mission. An objective of the DHSEM is to ensure the Urban Area has a region-wide capability to prevent, protect against, mitigate the effects of, respond to and recover from all events, whether manmade or natural. In the instant case, this relates to man-made attacks and other events requiring tactical response and technical rescue. One overarching goal is to help insure effective and efficient coordination and implementation of the region s homeland security and emergency preparedness program, thereby meeting federal, state and local requirements. The DHSEM works to increase security and preparedness; enhance coordination, and the capacity to respond to and recover from regional emergencies; and effectively communicate with vital stakeholders to include the public about preparedness and emergency response to all hazards, whether man made or natural. Working closely with regional partners, the DHSEM ensures coordination of homeland security programs and planning efforts, and enhances communication between local, state, and federal governments, businesses, nonprofits, and the residents of the Urban Area, information sharing and situational awareness, critical infrastructure protection and the development and maintenance of regional core capabilities. 2. BACKGROUND The DHSEM has worked diligently under the leadership of President Toni Preckwinkle to ensure that our Urban Area is able to prepare for, protect and mitigate against, respond to and recover from all hazards, whether man-made or natural. In this, the DHSEM has created operations, intelligence, planning, logistics, and training efforts through federally approved grant funding. It is of vital importance to both the County and its residents that the County develop programs and efforts which not only reflect federal priorities but that can enhance the safety and security of the Urban Area. DHSEM has identified the need to train first responders in responding to situations where lone or multiple gunmen are undertaking, or threatening to undertake, violence against individuals, organizations or ideologies. Collectively, and for the purposes of this document, this shall be known as Active Threat Scenarios (ATS) and Multiple-Assault Counter-Terrorism Action Capabilities (MACTAC). The DHSEM began focusing on preparing first responders in these areas during its first training programs, developed shortly after the leadership transition in the Department in May 2011. The DHSEM seeks to develop a comprehensive, multi-media and multi-disciplinary curriculum for ATS and MACTAC incidents and preparedness measures to deter and/or detect the same. At this time, no such curriculum exists; as a result, and because of the large number of information sources available on this subject, agencies, academic institutions and workplaces often select training or information that is presented to them, not necessarily best practice information. 1
The DHSEM has worked to develop best practice training for tactical operators to reduce multiple training techniques, disjointed information, etc. There remains a disconnect between law enforcement and other sectors to include, the private, non-profit, academic and faith-based communities regarding training and preparedness; a comprehensive training/preparedness program would be beneficial to all. 3. CURRENT TRAINING EFFORTS Working with first responder agencies and training partners, in 2012, the DHSEM trained 120 officers as instructors for ATS and MACTAC. In 2013, the DHSEM trained an additional 500 officers, most as instructors, for ATS Response and MACTAC. Additionally, the DHSEM has conducted several Speakers Series events, such as one in October 2012, focusing on Response and Lessons Learned from the Oslo and Utøya Island, Norway Attacks and Massacre, and another, held on 14 February 2013, to coincide with the 5 th anniversary of the Northern Illinois University shooting in 2008, which focused on Law Enforcement Response to School Violence. The DHSEM will continue to plan lectures designed to reach both first responders, and others, such as school administrators. 4. PURPOSE The DHSEM offers a comprehensive and effective training program to train state and local officials in preparing for, protecting against, mitigating the effects of, responding to and recovering from all-hazards, in a multi-disciplinary effort. Entities across the Urban Area can and do cope with disaster by preparing in advance through training activities and by using the skills learned to build local teams and coalitions that respond to emergencies. In addition, training and exercises are utilized as an instrument to train for and practice prevention, vulnerability reduction, response, and recovery capabilities in a risk-free environment. They can also be used to assess and improve performance. Exercises are an excellent way to demonstrate community resolve to prepare for disastrous events. Comprehensive training in the area of ATS will yield day-to-day benefits for our nation s communities, as both first responders and residents are able to take a more active role in identifying and reporting suspicious behavior. Given the work that Cook County DHSEM is undertaking in our Urban Area and the impact that we have across 134 jurisdictions in Cook County, the DHSEM is seeking Requests for Proposals (RFP) from firms experienced in homeland security, law enforcement, the fire service, general first responder and emergency management services as well as community outreach and work with the private, academic, non-profit and other non-governmental sectors to develop a comprehensive training, exercise and outreach plan following FEMA s whole-community, allhazards approach, which could be a model for other jurisdictions, that would entail at base the following: 2
1. Review of existing ATS curriculum for both first responders and others that leaders in the field are utilizing to better coordinate with DHS priorities and for potential use by other entities; review to include other stakeholders, from public, private, non-profit and faithbased organizations (FBO s). 2. Review of commonly used, as well as DHS-provided, ATS material. 3. Development of a scalable curriculum for different levels of knowledge and expertise for both first responders (to include law enforcement, the fire service, and Emergency Medical Services), partner organizations (academic institutions, FBO s and others) as well as residents that can be presented either independently or collaboratively to all groups. 4. Rollout of ATS Training 5. Development of Tabletop, Functional and Full-Scale Exercises on ATS incidents. 6. Development of a Speaker s Series, which will bring key subject matter experts in to discuss issues with key groups, representing all sectors (first responders, FBO s, residents, etc.). 7. Development of a comprehensive, multi-media, multi-disciplinary outreach campaign to educate all sectors on preparing for, protecting against, mitigating the effects of, responding to and recovering from ATS events. 5. SCOPE OF SERVICES The Contractor shall provide the following tasks associated with the design, development, conduct, and evaluation of a comprehensive ATS training and exercise program, during the term of the contract. The contractor shall provide the necessary labor, equipment, and materials to perform the work and deliver products as described in this section. The contractor will also coordinate and secure facilities and necessary equipment and resources sufficient to the total projected attendance for all activities under this RFP. I. ATS Curriculum Development 1. Review of current practices and procedures related to ATS training and exercise development, to include other entities model policies and training procedures, and make appropriate recommendations for the DHSEM s training and exercise plan and strategy in this area and effectuation of the same. This review of existing ATS efforts should include training and exercise models, modules and curriculum both first responders and others that leaders in the field are utilizing to better coordinate with DHS priorities and for potential use by other entities; review to include other stakeholders from law enforcement, the fire service, Emergency Medical Services as well as from other public sector entities, and from private, non-profit, academic and faith-based organizations (FBO s). 2. Review of commonly used as well as DHS-provided ATS material. 3. Perform assessment of Cook County ATS training needs, utilizing survey and interview measures to determine resources currently provided and discrepancies between and within the public and private sectors. 3
4. Development of a scalable curriculum for different levels of knowledge and expertise for first responders (to include law enforcement, the fire service, and Emergency Medical Services), partner organizations (academic institutions, FBO s and others) as well as residents that can be presented either independently or collaboratively to all groups. Curriculums may be presented either independently or collaboratively to all groups, and can be presented in beginning, intermediate, and advanced levels, with varying time blocks of instruction to adapt to needs of individual organizations. A. Curriculum for first responders will focus on tactical and technical areas, with development of best-practice training and equipment deployment strategies. This will include recommendations, based on research, best-practices and other input on specific equipment items to be deployed by first responders from various disciplines. Increasing concerns exist about the possibility of Homegrown Violent Extremists undertaking or being involved in Active Threat Scenarios or Mass Casualty Events. As such, any ATS strategies, training efforts and curriculum should consider, complement or reinforce existing Countering Violent Extremism (CVE) and Homegrown Violent Extremism (HVE) strategies or training, or be designed to be able to be integrated into developing CVE or HVE strategies. In this, the contractor will work with the Department to ensure cohesiveness with other programs or initiatives to ensure a comprehensive approach across disciplines and issue areas. B. Curriculum for Partner Organizations (Academic Institutions, Faith Based Organizations and Private Sector) will focus on the development of targeted training for Faith-Based, Academic Institutions and Private Sector partners. C. Curriculum for the general public will address preparation for, mitigation of, response to, and recovery from ATS incidents. 5. Develop online, social and multi-media applications and/or content to emphasize learning objectives as well as convey curriculum through instructional and educational videos, etc. This may include integrating DHSEM systems with existing tools or applications to assist various sectors during real-world events. 6. Develop ATS Checklists specific to particular organizations or institutions, based on national best practice and as a component of the training and education component, to function as a safety planning document for the institution. 7. Create certification system whereby stakeholders may acquire a type of credential through training in beginner, intermediate, and advance in-person modules. 8. Develop process for certifying trainers for each curriculum that is developed. 9. Provide for digitization and upload of all in-person modules and printed materials for access through DHSEM s online portal. 4
10. Edit and update the curriculum as needed to maintain national best practice, align with current research, and address the specific needs of Cook County constituents. II. ATS TRAINING DELIVERY 1. Assist with the expansion of the DHSEM s Training Tracking System or other identified learning management system. 2. Coordinate the scheduling and delivery of trainings with partner agencies or community stakeholders. Those groups with the greatest constituent impacts, in terms of number or leadership, should be targeted first. For example, Chicago Public Schools would likely be approached before a private academic institution in the northwest suburbs. 3. Recommend appropriate in-service training for DHSEM that defines acceptable best practices in response to ATS emergency incidents and effectuation of the same. 4. Design Speakers Series that brings relevant, well-known, and beneficial experts on ATS topics to key public and private sector groups, namely first responders, academic institutions, and FBO s. 5. Reproduce student and instructor materials as determined. 6. Adhere to county, state and federal rules, regulations and course reporting requirements, as required 7. In cooperation with County personnel, establish an online registration system and database for training and exercise participants. Provide reporting mechanism from database for DHSEM administrative purposes. 8. Notify all participants via email no less than 14 calendar days before each training. 9. Provide final list of registrants and their contact information to County within two weeks following each training. 10. Facilitate County support for training activities among partner agencies. 11. Develop materials that can be accessed by public and private sector constituents through DHSEM s portal. 12. Develop Certificate signifying course completion through the DHSEM. III. ATS EXERCISE DELIVERY Design, development, execution and evaluation of events for various organizations at all levels aligned with Homeland Security Exercise and Evaluation Program (HSEEP) guidance in order to 5
address ATS events. Additional assistance may be needed to facilitate support for preparedness exercises among a myriad of partner agencies. 1. Create simulations specific to Cook County that will allow members of the public and private sectors to discuss approaches and receive collaborative education on appropriate preparation, response, mitigation, and recovery measures. 2. Involve participation of the key federal, state, and local professionals and organizations that would normally participate as appropriate to the situation (i.e. DHS/FEMA, law enforcement agencies, hospitals, public health departments, emergency medical services, fire departments, and emergency management agencies, Senior Leadership etc.) that would normally be involved based upon the scenario. Designs will be of sufficient intensity to impact the local, multi-jurisdictional, agency or multi-agency operations in a manner similar to what would be expected during an actual incident. 3. Incorporate agency specific scenarios (such as health and hospitals) into activities if allowable. 4. To the extent appropriate, the Contractor will consult with the appropriate agencies to identify the resources that will be involved in the planning of the trainings and exercise as well as have agency representatives notified of the date and time of the exercise as early as possible to maximize their ability to benefit from the exercise(s). 5. During any background research of plans or details in preparation for exercise, the contractor must use the most current and accurate information available to plan exercises to ensure and enhance realism and relevance to the County, multi-jurisdictional agency, or multi agency. Contractor must then provide sources in clear format (i.e. datasheet, handout) to stakeholders for private research. 6. Coordinate the scheduling and delivery of exercises with partner agencies or community stakeholders. Those groups with the greatest constituent impacts, in terms of number or leadership, should be targeted first. For example, Chicago Public Schools would likely be approached before a private academic institution in the northwest suburbs. 7. Ensure all exercise activities are NIMS and HSEEP complaint. 8. Adhere to county, state and federal rules, regulations and course reporting requirements, as required 9. Provide personnel to assist in the facilitation, control and evaluation of exercise; identify, train, brief and coordinate the same. 10. Identify Exercise Evaluation Guidelines (EEGs), facilitate hot wash debriefs, collect and analyze feedback from evaluators, prepare After Action Conferences and Reports (AAC and AAR, respectively) and Improvement Plans (IP) as well as any other exercise evaluation materials and associated documents. 6
11. Provide Corrective Action Data 12. Notify all participants via email no less than 14 calendar days before each event. 13. Coordinate the registration of participants and ensure County receives all original sign-in sheets and rosters. 14. Reproduce materials as needed for exercise activities. 15. Provide final list of registrants and their contact information to County within two weeks following each event. 16. Facilitate County support for exercise activities among partner agencies. IV. ATS COMMUNITY OUTREACH 1. Develop resources such as handbooks, guides, and checklists that are target-specific, so as to cater across age, occupation, and locale. The ATS curriculum will go beyond a train-the-trainer model. For example, resources will be developed for school administrators, teachers, and students alike. 2. Develop a comprehensive, multi-media, multi-disciplinary outreach campaign to educate all sectors on preparing for, protecting against, mitigating the effects of, responding to and recovering from ATS events. 3. Develop resources such as handbooks, guides and checklists that address preparation topics such as security assessments and emergency planning; mitigation and response topics such as deter, detect, defeat and/or run, hide, fight training; and recovery topics such as social resources. 4. Foster outreach and partnerships with templates for invitations to in-person modules and updates regarding future DHSEM activities relating to ATS training. 5. Assist in marketing and public awareness efforts related to ATS training. 6. Develop online, social media, and print marketing and media campaign in conjunction with the DHSEM to educate stakeholders, partners and other audiences about the principles being taught and conveyed. V. GENERAL REQUIREMENTS 1. The contractor will undertake work planning, program and task management, defining the scope of activities, capabilities, tasks and objectives, developing schedules, resources as well as designing, developing and producing all required documentation. 7
2. The contractor will coordinate or facilitate with County, the identification of partner agencies and community stakeholders. 3. Coordinate or facilitate with County, the development of a work plan and timeline to roll out agency approved training and exercises to all entities, to include partner agencies and community stakeholders. 4. Provide effective project management to ensure identification, development, and management of critical and supportive activities, frequent communication about project status; and use of management timelines (e.g., project management timeline, scheduling software. 5. Provide a Project Lead and manage all Contractor staff engaging in activities and other personnel; this may include embedding personnel, at the request of the DHSEM, within the Department proper. 6. As requested by County, attend or participate via conference call all planning meetings specific to the project. 7. Develop a participating agency list for every agency involved inclusive of contact information. Provide a clean, digital version of list for DHSEM records. 8. Adhere to all U.S. DHS requirements for ATS. VI. QUALIFICATIONS Consultant must display overall experience, familiarization and capacity with respect to training and exercise related to first responder entities and the Homeland Security Exercise and Evaluation Program (HSEEP) as well as expertise dealing with DHS, FEMA and other relevant federal entities, local and state entities as well as the private, non-profit, academic, faith-based and non-governmental sectors as well as the following qualifications: 1. Experience and familiarity working on security assessments 2. Prior experience in completing FEMA Approved Plans 3. Prior experience with curriculum development and FEMA approval of the curriculum 4. Law Enforcement Training and Tactical experience 5. Outreach experience specifically with Faith Based, Academic Institutions and Private Sector. Successful team must show familiarity with Cook County and entities listed above in Cook County. 6. Overall familiarity with Police, Fire and Emergency Management planning and protocols. VII. PERIOD OF PERFORMANCE 8
The Period of Performance shall commence as of the date of a fully executed contract and continue for 36 months. The DHSEM may at its own discretion, and based on the successful contractor s performance, extend any contract awarded as a result of this procurement for up to two (2) additional one (1) year periods VIII. AVAILABLE FUNDING Potential contractors are hereby put on notice that the services that are contemplated by this RFP will be funded by grants from the federal government and the DHSEM s budget for these services will be limited by the availability of grant funding. IX. SUBMISSION OF PROPOSAL Applications must include the following: 9.1. Cover Letter The cover letter shall be signed by an authorized representative of the Proposer. The letter shall indicate the Proposer s commitment to provide the services proposed at the price and schedule proposed. 9.2. Statement of Qualifications This section addresses the experience of the proposer in working with Active Threat Scenario programs and/or curriculum development including project management and planning similar in scope as described in this RFP. Specifically, the Proposer shall demonstrate the following: Developing new curriculum Providing emergency management-related trainings Developing and implementing HSEEP compliance Exercises Working with First Responder Communication at local, state and/or federal levels Success with planning and implementing projects that require multi-jurisdictional and multi-disciplinary coordination This section must also include: (a) A brief description of the Proposer s track record including history, number of employees and number of years in business. (b) Detail the Proposer s overall qualifications and experience to perform the services as described in this RFP (c) Provide at least three (3) references preferably from a municipality or government entity related to a project of similar scope and magnitude as described in this RFP. The following information must be included for each reference: Client Name, address, contract person, telephone number and email address 9
Project Summary. Description of services provided similar to the services described in this RFP. Project Budget and total dollar value of contract Project Timeframe 9.3 Project Approach and Methodology Discuss in detail the Proposer s overall approach and methodology to accomplish the deliverables outlined in this solicitation. Discuss in detail the Proposer s work plan to manage the project. 9.4 Key Personnel Provide a summary of individuals who will be dedicated to this Project. Discuss the overall resources of the Proposer to accomplish the work. Include a description of how the Proposer will staff this project and which tasks will be assigned to each staff member. An Organizational Chart and job descriptions must also be provided. For each key personnel identified, the following information must be provided: Title and reporting responsibility Proposed role in the project, including functions and tasks for which they will have responsibility Time commitment to this project Areas of expertise and past experience that is pertinent to this project Base location for where he/she will be working from and local availability Resumes 9.5 Subcontracting or Teaming The proposer may be comprised of one (1) or more firms as to assure the overall success of the project. The proposer shall identify each team member and specify their role. The DHSEM Executive Director reserves the right to accept or reject any of the team members if in the Executive Director s sole opinion replace of the team member, based on skills and knowledge is in the best interest of the County. 9.6 Preliminary Cost Proposal Proposals should include an estimated level of effort (hours) as well as estimated total cost. 9.7 Economic Disclosure Statement (EDS). Proposer must complete and return the Economic Disclosure Statement and Forms along with their proposal. The EDS Form can be found under Exhibit A. X. EVALUATION CRITERIA 10.1 Responsiveness of Proposal 10
Proposer is compliant with all the submission requirements of the proposal. 10.2 Technical Proposal Proposals will be reviewed and selected on the following criteria: 10.2.1. Professional and Technical Competence. Ability to provide the services, including the capacity to perform the Scope of Services. 10.2.2. Qualifications of the Proposer to successfully perform the services in the RFP, as evidenced by the successful implementation of projects of similar scopes and magnitude and response to qualifications listed in Section VI. 10.2.3. Management and Organizational Capacity. This project requires significant coordination and management across the entire County. Proposals will need to address the variety of resources available for the project and how resources will support this project. 10.2.4. Key Personnel. Qualifications and experience of the proposed key personnel as evidenced by relevant experience to include local availability of staff. 10.2.5. Budget. Reasonableness of Budget. Budget must also include a description of which portion(s) of the project will be subcontracted and the expected amount of money each will receive under this contract. APPLICATION SUBMISSION AND DEADLINE A Pre-Bid Conference/Information Session will be held for potential applicants on May 5, 2012 at 2:30 pm at the DHSEM Office located at 69 W. Washington, Suite 2600, Chicago, IL 60602. Interested applicants must RSVP for this session to Toyla Rice, DHSEM Procurement Officer at Toyla.Rice@cookcountyil.gov. Participants must check in with the security desk in the lobby of the building to gain access to the floor. Applicants may also submit questions to Ms. Rice in advance of the session. All questions regarding this RFP will be submitted in writing to Toyla Rice no later than May 7, 2014 by 4:00 pm. Responses to all questions will be posted to the DHSEM website: www.cookcountyhomelandsecurity.org by May 13, 2014. CONTRACT TERM This is a contract effective for thirty-six (36) months with two (2) one (1) year extension options after award by the DHSEM and after proper execution of the Contract Documents. 11
FINAL SUBMISSION: An original and four copies are due no later than May 23, 2014 by 4:00pm CST. Applications should be addressed to: Toyla Rice Procurement Officer Cook County Department of Homeland Security and Emergency Management 69 W. Washington, Suite 2600 Chicago, IL 60659 Please address any questions regarding this RFP to Toyla Rice at 312-603-8197 or Toyla.Rice@cookcountyil.gov. 12