2 CFR Part 200

OPERATION FORTITUDE

RFP # 019-21

Shawnee County Kansas – Hazardous Materials Emergency Preparedness – Exercise Suite FINAL 121-3

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EXECUTIVE SUMMARY

The Shawnee County Board of Commissioners will receive proposals to provide five Tabletop Exercises as a part of Operation Fortitude. The suite of exercises and planning there of will be on a compressed schedule. The suite of exercises and planning will take place both remotely and in person as Covid-19 requirements allow. Shawnee County will be using HMEP grant monies for payment to the Contractor/vendor. The soft match will be attained by using non-grant staff, volunteers and other persons who participate in the exercises and planning processes. Shawnee County will appoint a qualified person to serve as Project Manager and to coordinate and communicate with the Contractor/vendor. The successful Contractor/vendor will be required to meet all timelines outlined here that will be incorporated into any contract. Shawnee County strives to have excellent collaboration with all its partners. Likewise Shawnee County leaders want to ensure the public is afforded copious opportunities to comment and be involved in these processes. Shawnee County will provide the classrooms and meeting areas at no charge to the Contractor/vendor for meetings, exercises and trainings. Some locations may entail the usage of other agencies’ “no cost” facilities. However, Contractor/vendor will be responsible for providing platform for virtual exercises. Shawnee County will provide the data from the Project Hyde Park Corner Commodity Flow Study to the Contractor/vendor. There is a very tight and strict timeline to be followed for this project:

RFP Issued February 3, 2021 RFP Closed – Bids Due February 19, 2021 RFP Awarded by BOCC March 4, 2021 Contract Commencement March 8, 2021 First Virtual Tabletop April 20, 2021 Second Virtual Tabletop May 19, 2021 Third Virtual Tabletop June 22, 2021 Fourth Virtual Tabletop July 13, 2021 Fifth Tabletop takes place in person August 31, 2021 Final Report due by end of business September 11, 2021


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OVERVIEW

During Fall 2018 and Spring 2019 Shawnee County contracted for completion of a Commodity Flow Study. This study must be utilized by the successful contractor in formulating the exercises envisioned in this project. This RFP is not a contract and shall not be interpreted as such. Rather, this RFP only serves as the instrument through which proposals are solicited. In coordination and collaboration with the Shawnee County Local Emergency Planning Committee the intent of this RFP is to seek proposals from Contractor/vendor(s) to complete FIVE TABLETOP EXERCISES in accordance with a strict timeline. The Commodity Flow Study performed in Shawnee County will be made available via googledrive upon request from the vendor/contractors wishing to bid on this project. The information contained in the study must be kept secure and not disseminated to anyone without written permission from the Shawnee County project managers Local Emergency Planning Committee members, AAR/IP Lessons Learned, the Commodity Flow Study and feedback from exercise/training participants have shown that Shawnee County needs a better grasp responding to the dangerous commodities flowing through the jurisdiction and those being stored within the jurisdiction. It is the priority of the Local Emergency Planning Committee (LEPC) to continue building on the last half decade of training and exercises. As the State Capital and as a rural/metro area, it is important that all of our partners are able to continue to come together and be involved in the planning in regards to hazardous materials. A Contractor/vendor/vendor is being hired with an HMEP Grant to address issues as reported by our local planners and other emergency partners. The LEPC has recognized that with incidents happening near large population areas, there is a need to continually rethink and reexamine use of data, information, and technology to achieve and exceed safety goals. During the collection process of the Commodity Flow Study an actual large-scale incident took place, which served to reinforce the need to bring together more facets of the Shawnee County Metro partners. Shawnee County is located in the northeast part of the State of Kansas, and is bounded on the east by Jefferson and Douglas Counties, on the west by Wabaunsee and Pottawatomie Counties, on the south by Osage County, and on the north by Jackson County. Topeka is the county’s largest city and also serves as the county seat. Topeka also serves as the State Capitol. Shawnee County is 550 square miles total area and there are approximately 308.96 people per square mile. With a 2013 population of 178,831, Shawnee County was the 3rd most populated county in the State of Kansas.


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Auburn is located in the southwest corner of the county Just west of Interstate 335. Auburn was originally named Brownsville, after its founder John Brown, but the name was changed in the 1860s to avoid confusion with another town with the same name. The 2010 census indicates the city has a total area of 0.64 square miles and a population of 1,127. Rossville is located near the northwest corner of the county along Highway 24. Edna was originally selected as the town's name, but later it was renamed to Rossville after William W. Ross. The 2010 census indicates the city has a total area of 0.61 square miles and a population of 1,151. Silver Lake is located near the northwest corner of the county along Highway 24. The city was incorporated in 1871. The 2010 census indicates the city has a total area of 0.60 square miles, with 0.02 square miles of water, and a population of 1,439. Topeka is located near the center of the county along Interstates 70, 335 and 470 and the Kansas River. Topeka is both the State Capital and the County Seat of Shawnee County. The city is well known for the landmark United States Supreme Court case Brown vs. Board of Education of Topeka which declared segregation in public schools on account of race to be unconstitutional. On June 8, 1966, Topeka was struck by an F5 tornado Total dollar cost was put at $100,000,000. The 2010 census indicates the city has a total area of 61.47 square miles, with 1.30 square miles of water, and a population of 127,473. Willard is located in the northwest corner of the county along the Kansas River. The 2010 census indicates the city has a total area of 0.11 square miles and a population of 92. The main water courses are the Kansas River, which flows in a generally southeast direction, and the Wakarusa River, which flows in a generally east/northeast direction. Thirty-three named streams were identified in Shawnee County including Cross Creek, Indian Creek, Mission Creek, Shunganunga Creek and Soldier Creek. Major lakes include Lake Shawnee, Shawnee County State Lake, Lake Jivaro, Sherwood Lake and Silver Lake. Hazardous materials and waste are a concern for Shawnee County, because a sudden accidental or intentional release of such materials can be dangerous to human health, to nearby property, and to the quality of the environment. Such releases may come from both fixed sources, such as a manufacturing or storage facility, or from a transportation source, such as a truck or pipeline. Shawnee County and the Local Emergency Planning Committee have cataloged and pre-identified fixed facilities that could experience accidental releases due to equipment failure, human error, or a natural or manmade hazard event. Hazardous materials pose a threat to communities in east-central Kansas. Localities where hazardous materials are fabricated, processed, and stored as well as those where hazardous waste is treated, stored, and disposed of are most at risk for hazardous materials incidents. In 2011, there were 172 facilities housing hazardous chemicals in east-central Kansas identified by the Community Right to Know Act. Shawnee County has three Interstate Highways and three U.S. Highways. Total mileage for Federal roadways in Shawnee County is 106.717 miles. Major roads include Interstate 70, an east-west route


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passing through Topeka, Interstate 335, a north-south spur route that passes through Topeka, Interstate 470 route that loops through SW & SE Topeka and branches into Interstate 70, U.S. Highway 75, a north-south route passing through Topeka, and U.S. Highway 24, an east-west route that passes through Rossville, Silver Lake and Topeka.

State Highways include K- 4, a northeast running route that passes through Topeka. The Commodity Flow Study indicated that a large number of transporters of hazardous chemicals/materials, agricultural goods, and petroleum industry products commonly use these routes. The Commodity Flow Study also indicated that response and recovery in many of these areas needs to be enhanced. Union Pacific Railroad (UP) and Burlington Northern Santa Fe Railroad transport hazardous materials through the center of the core downtown Topeka on a daily basis; while also having switching yards which can/will hold hazardous materials in storage until they can be transported. Three hospitals reside within Shawnee County: Stormont Vail Health Care (Level II Trauma Center), KU St Francis Campus (Level IV Trauma Center) and US Veterans Administration Hospital.


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PROPOSAL AND SUBMISSION FORMAT RFP #019-21 will be issued on Wednesday February 3, 2021. It can be accessed in the googledrive located at https://rb.gy/l6pvih It can also be accessed on the Shawnee County Purchasing Website: https://rpm365.sncoapps.us/Request/Listing Proposals for RFP #019-21 must be received by 1400 hrs CST Friday February 19, 2021 through the portal. Late proposals will not be considered or returned.

Due to Covid-19, Shawnee County is no longer accepting bids via mail. All bids must be submitted through an online portal and bidders must register if they wish to submit a bid. https://rpm365.sncoapps.us/Request/Listing In their submissions, Contractor/vendors shall provide a brief introduction document stating that they understand the County’s needs and the Contractor/vendor’s capability to perform the services described in this RFP to meet those needs. Contractor/vendors shall provide a cover letter, which will be considered an integral part of the submission. The cover letter must be signed by individual(s) who is (are) authorized to contractually bind the Contractor/vendor(s). Each signature must indicate the classification or position that the individual holds in the firm. The cover letter must designate a person or persons who may be contacted during the period of evaluation with questions or contract issues. For each listed individual, include the name, title, address, telephone number, fax number and email address. Contractor/vendors shall provide their name, address, contact person, telephone number, fax number, email address and Contractor/vendor’s US Tax ID Number. Contractor/vendors shall provide documentation detailing their years in business, nature of business, locations of business, location of headquarters, number of employees, nature of business plan (in relation to continued growth). As part of their proposal, the Contractor/vendor shall submit the “Pricing” form that is located later in this document.

https://rb.gy/l6pvih

https://rpm365.sncoapps.us/Request/Listing

https://rpm365.sncoapps.us/Request/Listing


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GENERAL TERM AND CONDITIONS

1.1 ADDITIONAL INFORMATION. Information about the Shawnee County Government and current proposals may be obtained on the internet at www.snco.us under the information tab. Contractor/vendors should carefully examine the entire RFP, and addenda thereto, and all related reference materials and data referenced in this RFP. Contractor/vendor will be presumed to be familiar with all specifications and requirements of this RFP. The failure or omission to examine any form, instrument or document will in no way relieve Contractor/vendors from any obligation with respect to this proposal. Additional information or corrections will be posted to the Shawnee County website.

1.2 COMMUNICATIONS. All communications should be communicated through the Department of Administrative Services with subject title “OPERATION FORTITUDE”. Telephone inquiries will not be accepted. Any questions regarding the RFP should be submitted to EM Interim Director Errin Mahan, Deputy Director Scott Garcia and Operations Section Chief Nelson Casteel Any email request for information must include company name, and include the following information: contact name, address, telephone number, RFP name, and RFP response due date.

1.2.1 Following approval of a contract, the Contractor/vendor shall appoint a person whose responsibilities include reporting directly to the designated Official Agency Contact (aka Project Managers). The Contractor/vendor shall be available for communication at all times during contract period for these activities. 1.3 MEETINGS WITH CONTRACTOR/VENDORS. At its discretion, Shawnee County may convene meeting(s) with Contractor/vendors in order to gain a more complete understanding of the proposals. If Shawnee County decides a meeting is warranted, the Contractor/vendors will be notified by phone and email to make an appointment.

1.4 CONFLICTS OF INTEREST. Contractor/vendors must disclose any potential conflicts of interest that the Contractor/vendor may have due to other clients, contracts, or interests associated with the services under this RFP.

1.5 TERMINATION FOR CAUSE. In accordance with 2CFR200, if the Contractor/vendor fails to perform an order, or take appropriate corrective action, the contract shall be terminated for cause

1.6 TAXES. All prices quoted are to be less Federal Excise Tax and Kansas Sales Tax. The County’s purchases are not subject to taxation. Tax exemption certificates will be provided upon request.

1.7 ACCEPTANCE. Contractor/vendors shall hold their price firm and subject to acceptance by the County for a minimum period of two hundred and forty (240) working days from the date of the proposal opening on February 19, 2021.

1.8 AWARD. In accordance with grant requirements, Shawnee County must award contracts only

to responsible Contractor/vendors possessing the ability to perform successfully under the terms and conditions of a proposed procurement. Consideration will be given to such matters as

http://www.snco.us/

mailto:[email protected]




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Contractor/vendor integrity, compliance with public policy, record of past performance, and financial and technical resources. While the County is entertaining contracts for these services, it will not be bound to award a contract.

1.8.1 Award will be made to the Contractor/vendor offering the most advantageous proposal. The

criteria are not listed in any order of preference. 1.8.2 The County will contact and evaluate the Contractor/vendor’s references; contact any

Contractor/vendor to clarify any response; contact any current users of a Contractor/vendor’s services; solicit information from any available source concerning any aspect of a proposal; and seek and review any other information deemed pertinent to the evaluation process.

1.8.3 The County will not be obligated to accept the lowest priced proposal, but will make an award in

the best interests of the County after all factors have been evaluated. 1.8.4 The County will be the sole judge of the successful proposals hereunder. The County reserves

the right to award a contract to other than the Contractor/vendor submitting the lowest total price and to negotiate with any or all Contractor/vendors. Contractor/vendors are advised that it is possible that an award may be made without discussion or any contact concerning the proposals received. Accordingly, proposals should contain the most favorable terms from a price and technical standpoint, which the Contractor/vendor can submit to the County. DO NOT ASSUME that you will be contacted or afforded an opportunity to clarify, discuss, or revise your proposal.

1.8.5 Award will be by means of a written agreement negotiated with the successful Contractor/vendor.

A Notification of Intent to Award may be sent to any Contractor/vendor selected. To the extent allowed by law, negotiations will be confidential and not subject to disclosure to competing Contractor/vendors unless an agreement is reached.

1.9 RESTRICTIVE OR AMBIGUOUS SPECIFICATIONS. It is the responsibility of the prospective

Contractor/vendor to review the entire RFP packet and to notify the Shawnee County Director of Administrative Services if the specifications are formulated in the manner that would unnecessarily restrict competition. Any such protest or question regarding the specifications or proposal procedures must be received in the Department of Administrative Services not fewer than ten (10) business days prior to the time set for proposal opening. These requirements also apply to specifications that are ambiguous.

1.10 PROPOSAL ORIGINAL AND COPIES. The County requires that the Contractor/vendor submit

bids via the portal as indicated on the previous page. Not counting required documents, relevant exhibits and relevant attachments, proposals are limited to no more than fifty pages (50), and must be in at least font Arial and size 11 with line spacing no smaller than 1 ½ lines.

1.11 WAIVING OF INFORMALITIES. The County reserves the right to waive minor informalities or

technicalities when it is in the best interests of the County. If discrepancies between sections or other errors are found in a proposal, the County may reject the proposal; however, the County may, at its sole option, correct any arithmetical errors in price. The County may waive any immaterial deviation or defect in a proposal. The County’s waiver of an immaterial deviation or defect will in no way modify


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the RFP documents or excuse the Contractor/vendor from full compliance with the RFP requirements, if awarded a contract.

1.12 DECLARATIVE STATEMENTS. Any statement or words (i.e., must, shall, will etc.) are

declarative statements and the Contractor/vendor must comply with the condition. Failure to comply with any such condition may result in the proposal being non-responsive and disqualified.

1.13 PROPOSAL FORMAT. The County reserves the right to use all pertinent information (also

learned from sources other than disclosed in the RFP process) that might affect the County’s judgment as to the appropriateness of an award to the best-evaluated Contractor/vendor. This information may be appended to the proposal evaluation process results. Information on a service provider from reliable sources, and not within the service provider’s proposal, may also be noted and made part of the evaluation file. The County shall have sole responsibility for determining a reliable source. The County reserves the right to conduct written and/or oral discussions/interviews after the proposal opening. The purpose of such discussions/interviews is to provide clarification and additional information to make an award that is in the best interest of the County.

1.14 INDEMNIFICATION AND INSURANCE. Contractor/vendor agrees to hold the County harmless

from any damage or injuries which may occur to persons or property as a result of Contractor/vendor's activities pursuant to this agreement. Contractor/vendor shall maintain during the term of this agreement the following policies of insurance

1.15 WORKERS COMPENSATION. Contractor/vendor's employees shall be covered by a policy of

such insurance, or contractor shall be self-insured in accordance with the laws of the state of Kansas. 1.16 CERTIFICATES. Contractor/vendor shall maintain on file with the County at all times

certificates evidencing such insurance coverage and naming the County, it's officers and employees, as an additional insured and providing therein, that the County shall receive thirty (30) days notice prior to any termination, modification or cancellation of any portion or all, of the insurance coverage contained therein.

1.17 OMISSION OF INFORMATION. Contractor/vendors are hereby cautioned that failure to include

any information requested may be just cause for rejection of proposal. 1.18 NOTICE TO SUCCESSFUL BIDDERS. The successful bidder will be notified by letter,

telephone or email as soon as possible after bids have been evaluated and approved by the Shawnee County Board of County Commissioners.

1.19 NOTICE TO UNSUCCESSFUL BIDDERS. Unsuccessful bidders will not be notified. 1.20 GRANT REQUIREMENTS – AFFIRMATIVE STEPS. In accordance with the CFR and Grant

Requirements, Shawnee County must take all necessary affirmative steps to assure that minority businesses, women’s business enterprises, and labor surplus area firms are used when possible. Affirmative steps must include:


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1.20.1 Placing qualified small and minority businesses and women's business enterprises on solicitation lists;

1.20.2 Assuring that small and minority businesses, and women's business enterprises are solicited

whenever they are potential sources; 1.20.3 Dividing total requirements, when economically feasible, into smaller tasks or quantities to

permit maximum participation by small and minority businesses, and women's business enterprises; 1.20.4 Establishing delivery schedules, where the requirement permits, which encourage participation

by small and minority businesses, and women's business enterprises; 1.20.5 Using the services and assistance, as appropriate, of such organizations as the Small Business

Administration and the Minority Business Development Agency of the Department of Commerce. 1.21 GRANT REQUIREMENTS – RELEASE OF INFORMATION. Contractor/vendor agrees that

any material prepared by the persons or firms employed or contracted by the Shawnee County shall not be subject to copyright, and the State of Kansas shall have unrestricted authority to publish, disclose, distribute or otherwise use, in whole or in part, any reports, data or other material prepared under this agreement. Shawnee County will determine what information is considered sensitive and if that information that will not be published in public domain.

1.22 GRANT REQUIREMENTS – COMPLIANCE WITH CFR 2. Contractor/vendor agrees to comply

fully with the applicable requirements outlined in 2 CFR Part 200 Appendix II. 1.23 SIGNATURE OF CERTIFICATION. Contractor/vendor and all subcontractors thereof shall sign

a memorandum of agreement with Shawnee County stating that they will follow all applicable CFR’s relating to this grant project.


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OBLIGATIONS, RIGHTS AND REMEDIES 2.1 CONTRACT TERMS. The contents of the proposal of the successful Contractor/vendor will

become contractual obligations and failure to accept these obligations in a contractual agreement may result in cancellation of the award. The RFP and proposals shall be attached as part of the contract (“Contract”) between the County and the selected Contractor/vendor. The County reserves the right to negotiate other terms and conditions it deems appropriate and necessary under the circumstances to protect the public’s trust.

2.2 INCORPORATION. All specifications, drawings, technical information, the RFP, the proposal,

award and similar items referred to or attached or which are the basis for the contract are deemed incorporated by reference as if set out fully in this RFP.

2.3 ALTERATIONS OR AMENDMENTS. No alterations, amendments, changes, modification or

additions to the contract shall be binding on the County without the prior written approval of the County.

2.4 ASSIGNMENT. Contractor/vendor shall not assign or sub-contract the contract, its obligations

or rights hereunder to any party, company, partnership, incorporation or person without the prior written specific consent of the Project Manager or their designee.

2.5 WARRANTY. Contractor/vendor warrants to the County that all services rendered shall

conform to the specifications, proposal or other descriptions furnished or incorporated by reference. Contractor/vendor extends to the County all warranties allowed under Kansas state law.

2.6 REMEDIES. The County shall have rights and remedies afforded under Kansas law in contract

and in tort, including but not limited to rejection of goods, rescission, right of set-off, refund, incidental, consequential and compensatory damages and reasonable attorney’s fees.

2.7 ORDER OF PRECEDENCE. In the event of inconsistent or conflicting provisions the FINAL

contract shall always prevail. 2.8 SEVERABILITY. If any provision of the contract is declared illegal, void or unenforceable, the

remaining provisions shall not be affected but shall remain in force and in effect. 2.9 GOVERNING LAW. The laws of the State of Kansas shall govern the contract. The District

Court of Shawnee County, Kansas shall have exclusive and concurrent jurisdiction of any disputes that arise under the Contract.

2.10 DEFAULT. If Contractor/vendor fails to perform or comply with any provision of the Contract or

the terms or conditions of any documents referenced and made a part hereof, the County may terminate the contract, in whole or in part, and may consider such failure or noncompliance a breach of contract. The County expressly retains all its rights and remedies provided by law in case of such breach, and no action by the County shall constitute a waiver of any such rights or remedies. In the event of termination for default, the County reserves the right to purchase its requirements elsewhere, with or without competitive proposals.


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2.10.1 The County, reserves the right, in case of Contractor/vendor default, to procure the services from other sources and hold the defaulting Contractor/vendor responsible for any excess costs occasioned thereby. If a Contractor/vendor’s default is due to a failure to perform or because of a request for a price increase, the County reserves the right to remove the Contractor/vendor from the County’s Contractor/vendors list for twenty-four months. Conditions and circumstances which shall constitute a material and substantial default of the contract by Contractor/vendor shall include, but not be limited to the following:

2.10.2 Failure of Contractor/vendor to operate in a manner which enables Contractor/vendor to remain

in compliance with the requirements of Federal laws, the State laws and County resolutions will result in default. Minor infractions of such requirements shall not constitute a material and substantial default of this contract; rather, failure of Contractor/vendor to substantially comply with such provisions shall be determined by recommendation of the Project Manager and confirmed by decision of the County. Furthermore the Project Manager or their designee and the County must indicate and agree that the violation is chronic, persistent, and of such major significance as to be a genuine threat to public health and safety. Should the violation be the result of the actions which are not within the scope of work of this contract, or within the purview of Contractor/vendor's responsibility, Contractor/vendor shall not be found in breach of this contract.

2.11 COMPLIANCE WITH ALL LAWS. Contractor/vendor is assumed to be familiar with and agrees

to observe and comply with all federal, state, and local laws, statutes, ordinances, and all regulations in any manner affecting the provision of goods and/or services, and all instructions and prohibitive orders issued regarding this work and shall obtain all necessary permits.

2.12 INDEMNIFICATION AND HOLD HARMLESS. Contractor/vendor shall indemnify, defend, save

and hold harmless the County, its officers, agents and employees from all suits, claims, actions or damages of any nature brought because of, arising out of, or due to breach of the contract by Contractor/vendor, its subcontractors, suppliers, agents, or employees or due to any negligent act or occurrence or any omission or commission of Contractor/vendor, its subcontractors, suppliers, agents or employees.

2.13 NONDISCRIMINATION AND NON-CONFLICT. Shawnee County is committed to the concept

of equal employment opportunity. All bidders and Contractor/vendors are expected to comply with the provisions of K.S.A. 44 1030 and 44 1031, copies of which are attached and shall be a part of this contract and other applicable Federal and Kansas laws governing equal employment opportunity. In accordance with K.S.A 44-1030, vendor hereby agrees to the following:

2.13.1 He or she will observe the provision of the Kansas Commission on Human Rights and will not

discriminate against any person in the performance of work under the present contract because of race, religion, color, sex, national origin, ancestry, or physical disability.

2.13.2 In all solicitations or advertisements for employees, he or she will include the phrase, “Equal

Opportunity Employer”, or a similar phrase to be approved by the Kansas Commission on Human Rights.


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2.13.3 If he or she fails to comply with the manner in which he or she will be deemed to have breached the present contract, and it may be canceled, terminated, or suspended, in whole or in part, by Shawnee County, Kansas

2.13.4 If he or she is found guilty of a violation of the Kansas Act Against Human Rights under a

decision, or order of the Kansas Commission on Human Rights which has become final, he or she will be deemed to have breached the present contract, and it may be canceled, terminated, or suspended, in whole or in part, by Shawnee County, Kansas; and,

2.13.5 He or she will include the provisions of subsections (a) through (d) inclusively of this paragraph

in every subcontract or purchase order so that such provision will be binding upon such subcontractor of vendor.

2.14 CONFLICT OF INTEREST. Contractor/vendor covenants that it has no public or private

interest, and shall not acquire directly or indirectly an interest that would conflict in any manner with the provision of its goods or performance of its services. Contractor/vendor warrants that no part of the total contract amount provided herein shall be paid directly or indirectly to any officer or employee of the County as wages, compensation, or gifts in exchange for acting as officer, agent, employee, subcontractor or consultant to Contractor/vendor in connection with any good provided or work contemplated or performed relative to the Contract.


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SCOPE OF WORK

3.0 The Contractor/vendor will collaborate with Shawnee County Emergency Management, the Local Emergency Planning Committee as well as local and regional stakeholders to utilize the data from the Operation Hyde Park Corner Commodity Flow study to hold four virtual Tabletop Exercises and one in-person Tabletop Exercise in accordance with the timeline. The exercises must conform to the CFR’s, laws, regulations, and other directives as put into place from the Kansas Commission on Emergency Planning and Response (CEPR). 3.01 Overall Goals of Shawnee County:

For HMEP FY19, Shawnee County undertook a Commodity Flow Study (Project Hyde Park Corner) that was written by a contractor and met the goal of ascertaining gaps in response and recovery. Operation Fortitude has goals and objectives to utilize that invaluable document to provide betterment to all components in Shawnee County:

• The contractor provided invaluable information regarding the different "hot spots" throughout Shawnee County and study has indicated that much work on preparedness, response and recovery planning likely needs to take place.

• The LEPC wants to ensure that Shawnee County and its responders have sufficient and valid data to perform planning, response and recovery for Hazardous Materials incidents as well

• Through analyzing the Commodity Flow Study, Shawnee County wants to ascertain if changes and adjustments need to be made to the 2016 HazMat Plan

• Shawnee County would like to improve the usage of technology and test if the possible communication gaps found in an analysis of the Commodity Flow Study can be addressed satisfactorily.

• Shawnee County would like to ascertain if there is a need to address and plan for training and equipment purchases.

• Several of the hot spots chosen by the Operation Fortitude Planning Team are in areas where response times will be impacted negatively on a regular daily basis because of their locations and remoteness. Shawnee County feels that it is vital to the safety of our responders and those we serve that we provide every possible/potential opportunity for them to succeed.

• Because of the different locations, the different jurisdictions and the need to bring everyone together, it is felt that these five (5) Tabletop exercises will best serve the first responders, ESF's, EOC and policy group to examine and assess for any gaps based on the Project Hyde Park Corner Commodity Flow Study.

It is envisioned and planned at this point in the process that the following organizations would be participating in the exercises:

190th Air Refueling Wing Fire Department Shawnee County Emergency Management American Medical Response Shawnee County Fire District #1 American Red Cross Shawnee County Fire District #2 Auburn Police Department Shawnee County Fire District #3 City of Topeka Fire Department Shawnee County Fire District #4


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City of Topeka Police Department Shawnee County Health Department City of Topeka Traffic Engineering Shawnee County LEPC Colmery-O'Neil VA Medical Center Shawnee County Sheriff's Office Community Resources Council Shawnee Heights Fire District Kansas Department of Transportation Silver Lake Police Department KU-St Francis Hospital Soldier Township Fire Department Metropolitan Topeka Airport Authority (MTAA) Stormont Vail Hospital Mission Township Fire Department USD321 Kaw Valley Schools Regional Hazardous Material Teams USD345 Seaman Schools Rossville Police Department USD372 Silver Lake Schools Salvation Army USD437 Auburn Washburn Schools Shawnee County 1033 Group USD450 Shawnee Heights Schools Shawnee County BOCC - Policy Group USD501 Topeka Schools Shawnee County Coroner Valeo Behavioral Health Shawnee County Department of Corrections Washburn University Police Department It should be noted that others will likely be added as the Contractor/vendor undertakes analysis and examination of the Commodity Flow Study and provides advice and counsel to Shawnee County. It should also be noted that the four virtual Tabletop Exercises will be by invitation only, with said invitation list being provided by Shawnee County. The fifth Tabletop Exercise, that will be held in person, will invite those who participated in the previous four virtual Tabletop Exercises. Furthermore, the fifth Tabletop Exercise, that will be held in person, will allow observers as approved in writing by the Shawnee County Project Managers. 3.02 Objectives:

#1 With the selected/successful contractor, examine and assess the previous suite of

exercises (Operations Pegasus) to identify gaps, risk and hazards. #2 With the selected/successful contractor, examine and assess the Project Hyde Park

Corner Commodity Flow Study to identify the risks and hazards. #3 With the selected/successful contractor, examine and assess the recently promulgated

Hazard Mitigation Plan. #4 With the selected/successful contractor, examine conduct Five Tabletop Exercises based

on Objectives #1, #2 & #3. #5 With the selected/successful contractor, an AAR report would be required after each of

the tabletop exercises which allows for those findings, practices and lessons learned to be incorporated into the later final and fifth Tabletop Exercises.


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3.03 Who will be performing the task or activity? Shawnee County Emergency Management and the Contractor/vendor will collaborate and team-up to complete four virtual Tabletop Exercises and one in-person Tabletop Exercise based on the timeline. The following requirements are non-negotiable:

1. The Exercise Director, Facilitator and at least two evaluators must be MEP. 2. The Exercise Director and Facilitator for all four virtual Tabletop Exercises must be present in

and work out of the Shawnee County Emergency Management Situation Room during the exercises.

3. The Contractor/vendor must provide the means, equipment, software, and access to a platform from which the four Tabletop Exercises take place and include access to such in their pricing.

a. This equipment and platform must include the capability to record the sessions. b. This equipment and platform must include the capability to utilize breakout rooms c. This equipment and platform must be rated in a manner that allows those with strict

network protocols to gain access. 4. Shawnee County would prefer that those with relationships with Shawnee County not be

engaged in evaluating the four virtual Tabletop Exercises so as to erase any hint or perception of bias.

5. The Shawnee County Operation Fortitude Project Managers must be provided an opportunity to vet those who will be assisting in and with all the endeavors the Contractor/vendor performs as a part of the contract.

6. The audio/video coverage of all virtual Tabletop Exercises must be recorded, saved and provided to the Shawnee County Project Manager no later than 3 calendar days after the completion of the exercise.

7. The Contractor/vendor will provide all documents, forms, files and other HSEEP required items and any additional items as outlined by the Shawnee County Project Managers.

8. Should the Contractor/vendor have employees or personnel actively working on their MEP, those candidates may be grandfathered-in, and allowed to perform certain functions only after receiving written authorization by the EM Interim Director Errin Mahan, Deputy Director Scott Garcia and Operations Section Chief Nelson Casteel

9. The Operation Fortitude Planning expects the Contractor/vendor to use the AAR/IP from Operation Pegasus, the assessments and THIRA from our annual TEPW planning meetings and the Project Hyde Park Corner Commodity Flow Study to write, facilitate and evaluate the tabletop exercises.

3.04 What task or activity is to be performed (scope of work)?

This scope of work entails a highly cooperative and collaborative effort between the county and the Contractor/vendor. Shawnee County Emergency Management shall coordinate with the Contractor/vendor to ensure the five Tabletop Exercises can take place in accordance with the firm timeline.

The Operation Fortitude Planning Team has selected Hot Spots and Posts for the Contractor/vendor to base the four virtual Tabletop Exercises on.






RFP # 019-21 Page 17 of 21

As for the Fifth Tabletop Exercise (in person), the lessons learned from the previous four Tabletop Exercises will be utilized, as well as several other Hot Spots and Posts outlined in the Project Hyde Park Corner Commodity Flow Study.

These Hot Spots and Posts have been code-named so as to prevent Tabletop Exercise attendees/participants from “gaming the scenario.”

Hot Spots and Posts

• Garbo 3

• Brutus 1

• Tricycle 2

• Enigma 1

• Ultra 2

• Patton 8

3.05 Why is the task or activity being performed? Previous HMEP Grant funds allowed Shawnee County to procure the services of a contractor to perform exercises (Operation Pegasus), which allowed the LEPC to examine gaps in the current HazMat Plan. HMEP Grants afforded Shawnee County the opportunity to complete the Project Hyde Park Corner Commodity Flow Study in FY19. The LEPC has seen a need to test the current HazMat Plans based on newly provided information from that study. It is felt by the LEPC and subject matter experts that the HazMat plan should be exercised based on the recently completed study and then be modified based on all exercises starting with the HMEP 17 Operation Pegasus suite and going through the HMEP 21 Operation Fortitude suite. 3.06 When is the task or activity projected to be performed? (Proposed Timeline)

RFP Issued February 3, 2021 RFP Closed – Bids Due February 19, 2021 RFP Awarded by BOCC March 4, 2021 Contract Commencement March 8, 2021 First Virtual Tabletop April 20, 2021 Second Virtual Tabletop May 19, 2021 Third Virtual Tabletop June 22, 2021 Fourth Virtual Tabletop July 13, 2021 Fifth Tabletop takes place in person August 31, 2021 Final Report due by end of business September 11, 2021 Planning Meetings will be permitted to take place virtually and will be set in coordination between the Contractor/vendor and the Shawnee County Project Managers.

Bidders who are interested in knowing the exact locations can contact Operations Section Chief Nelson Casteel at [email protected]



RFP # 019-21 Page 18 of 21

It is envisioned that there be at least an Initial Planning Meeting and a Final Planning Meeting at a minimum for each virtual Tabletop Exercise. It is envisioned that there be at least an Initial Planning Meeting, Middle Planning Meeting and a Final Planning Meeting for the final and fifth Tabletop Exercise (in person).

3.07 What is the projected number participants involved in the task or activity? The four virtual Tabletop Exercises will be by invitation only, with said invitation list being provided by Shawnee County. Estimate at least 5 groups of 6 per exercise The fifth Tabletop Exercise, that will be held in person, will invite those who participated in the previous four virtual Tabletop Exercises. Estimate at least 8 groups of 6 per exercise 3.08 Where will the task or activity take place? The Contractor/vendor will be required to provide the means, equipment, software and access to a platform from which the four Tabletop Exercises take place and include access to such in their pricing.

The Exercise Director and Facilitator for all four virtual Tabletop Exercises must be present in and work out of the Shawnee County Emergency Management Situation Room during the exercises.

The fifth and final Tabletop Exercise will take place in an in-person format whereby the Exercise Director and Facilitator must be onsite at a location selected and mutually agreed to by the Shawnee County Project Manager and the Contractor/vendor.

The audio/video coverage of all virtual Tabletop Exercises must be saved and provided to the Shawnee County Project Manager no later than 3 calendar days after the completion of the exercise.


RFP # 019-21 Page 19 of 21

KANSAS CEPR GUIDANCE AND REQUIREMENTS

The Kansas Commission on Emergency Planning and Response (CEPR) has outlined specific activities and reporting that must be met in order for grant monies to be spent on a suite of exercises as envisioned here. 3.1 Payment for services will be made to the Contractor as follows:

DATE AUTHORIZATION TO PAY AMOUNT

4/30/2021 FOLLOWING COMPLETION OF SPECIFIC ACTIVITIES OUTLINED IN THE TIME LINE 20%




3.2 The Contractor/vendor being awarded the contract for this RFP shall contact the Shawnee County Clerk to receive a packet containing the necessary documentation that allows for the Contractor/vendor to be an approved vendor for Shawnee County. 3.2.1 No payments can be made without a valid vendor number assigned by the Shawnee County Clerk. 3.2.2 It is recommended that the Contractor/vendor makes contact with the Clerk’s office and completes all paperwork before February 20, 2021. 3.3 Contractor/vendors providing a quotation/bid shall fill out and sign the sheet in Section 4.0. 3.4 Proposals that do not include all the information requested in the Section 4.0 will be considered non-responsive. 3.5 The Interim Director of Shawnee County Emergency Management, Deputy Director of Shawnee County Emergency Management and the Operations Section Chief of Shawnee County Emergency Management shall review all the RFP’s that are submitted on time and those that meet the requirements set forth in this RFP and then make a written recommendation.

3.5.1 The recommendation will be made from an evaluation process. Said process will ensure the most responsible, responsive and reliable Contractor/vendor, (not necessarily the lowest overall cost) who can provide the best service to the County and other entities of the covered response areas is forwarded to the BOCC.

3.5.2 If during the evaluation process, the County is unable to determine a Contractor/vendor’s ability to

perform, the County has the option of requesting evidence of the Contractor/vendor’s ability. The Contractor/vendor will be notified and permitted two calendar days to comply with any such written request.

3.5.4 The County reserves the right to cancel this solicitation at any time, prior to or after the submittal

deadline.


RFP # 019-21 Page 20 of 21

3.5.5 Shawnee County will not pay any costs incurred in proposal preparation, presentation, demonstration or negotiation, nor does it commit to procure or contract for any services. All costs of proposal preparation will be borne by the Contractor/vendor. 3.5.6 It is understood that all proposals, inquiries, and correspondence relating to this RFP and all reports, charts, displays, schedules, exhibits, and other documentation will become the property of the County when received by the County and may be considered public information under applicable law. 3.5.7 The County assumes no liability for any costs incurred by Contractor/vendors throughout the entire selection process. 3.6 Shawnee County reserves the right to accept or reject any and/or all proposals. 3.7 No oral interpretations will be made to any Contractor/vendors as to the meaning of specifications or any other contract documents. All addenda shall become part of the contract documents.

3.8 Open Records Act: All proposals become the property of Shawnee County. Kansas law requires all information contained in proposals to become open for public review once a contract is signed or all proposals are rejected. 3.8.1 Copies of individual proposals may be obtained under the Kansas Open Records Act by calling 785-251-4042 to request an estimate of the cost to reproduce the documents and remitting that amount with a written request to the above address, or a consultant may make an appointment by calling the above number to view the proposal file. Upon receipt of the funds, the documents will be mailed. Information in proposal files shall not be released until a contract has been executed or all proposals have been rejected.


RFP # 019-21 Page 21 of 21

Pricing Sheet

4.0 Contractor/vendor shall submit this form with their proposal.

Total Price: _______

Please itemize:

First Virtual Tabletop $_______

Second Virtual Tabletop $_______

Third Virtual Tabletop $_______

Fourth Virtual Tabletop $_______

Fifth Tabletop (in person) $_______

Bidders name: ______________________________

Address: ___________________________________

Contact person: ______________________________

Telephone number : __________________________

Email address: ______________________________

Tax ID Number: ______________________________

By their signature below, the Contractor and all subcontractors thereof certifies they are familiar with and will follow all applicable Code of Federal Regulations (CFR200) related to this grant project. By their signature below, the Contractor and all subcontractors thereof certifies they are familiar with and will follow all applicable guidance and requirements set forth by the Kansas CEPR including Appendix A.

____________________ ___________________________ ___________________

Signature Printed Name Date

A scan of this form or one that is electronically signed is permissible.

Any bid without this signed form being submitted will be automatically disqualified.

2 CFR 200 AS PROVIDED BY KDEM HMEP GRANT ADMNISTRATOR










Documents

2 CFR Part 200