RFP 6154 - VC Community Emergency Access Assessment

Project: RFP 6154 - VC Community Emergency Access Assessment Ref. #: RFP 6154 - VC Community Emergency Access Assessment Department: GSA Type: RFP Status: Open Open Date: Dec 19th 2023, 8:00 AM PST Questions Due Date: Dec 28th 2023, 5:00 PM PST Close Date: Jan 8th 2024, 5:00 PM PST Days Left: < 1 Project Description:1.1 Introduction/Purpose The County of Ventura-Human Services Agency (HSA) is releasing this competitive Request for Proposals (RFP) to identify one (1) experienced and qualified organization to analyze survey data, conduct a series of listening sessions and a community town hall, collect community partner data in relation to disaster preparedness, response and recovery, perform an Equity Analysis, perform a Gap Analysis, and provide a report of their findings. Proposals from and/or partnerships with small and microbusiness, local businesses in economically disadvantaged areas and those who regularly hire employees with expertise in serving economically disadvantaged and

diverse communities are encouraged. 1.2 Background/Overview Disasters impact some members of our community more than others. By understanding the needs and gaps, we can work together to increase personal and community preparedness as well as inform emergency planning and resources that are inclusive and accessible. The goal of the Ventura County Community Emergency Access Assessment is for all community members to have equitable access to emergency information, resources and services. As a precursor to the Ventura County Community Emergency Access Assessment project, HSA has conducted partner engagement, built relationships and working partnerships with key stakeholders, and gathered disaster response and lessons learned data from prior emergencies that can be used for effective communication and to strengthen operations and improve outcomes. The next phase of the project includes primary and secondary data collection focused on disproportionate impacts experienced by individuals with Access and Functional Needs (AFN) in disaster preparedness, response and recovery. The data will focus on individuals’ experiences – level of personal preparedness, daily living needs that impact ability to access disaster resources or take action during emergencies, and other barriers influencing disaster awareness and education. The data will also focus on community partner preparedness – inclusive planning, awareness of community ability and needs, and available resources or services. The information gleaned from this assessment and final report will be shared with community members and partner organizations to strengthen countywide approach to emergencies. Opportunities to provide feedback will be facilitated through the Emergency Planning Council (EPC) AFN Working Group and community Town Halls. Analyses and reports will influence data-driven decisions about services and partnerships in an effort to improve disaster-related outcomes experienced by members of the county’s vulnerable communities. The final project report(s) will inform (1) formal planning considerations and recommendations brought to the EPC by the AFN Working Group, (2) database expansion and situational awareness, and (3) community capacity building. The selected contractor will collect primary and secondary data that will inform the County of ways we may enhance our disaster response efforts for members of the AFN community. Primary data, which will need to be collected by the contractor, includes information gathered from listening sessions and a town hall meeting, both of which will be planned and executed by the selected contractor. Secondary data that will need to be collected includes partner data about the individuals they serve, including but not limited to, disaster-related services provided to populations served by the community partners, services offered to aid individuals who have access and functional needs, and results from any recent surveys or assessments related to these topics. The selected contractor will use this information to perform Equity and Gap Analyses and provide a report of the findings to the County of Ventura Human Services Agency. 1.3 Action Dates The following is an outline of the anticipated schedule for the proposal review and contract award. Issue Request for Proposal (RFP): December 19, 2023 Last day for vendor questions: December 28, 2023, by 5:00pm Last day to designate Intent to Bid January 08, 2024, by 5:00pm Proposals Due January 08, 2024, by 5:00pm Evaluation-award January/February 2024 Start Work March 01, 2024 1.4 Questions Regarding RFP All questions concerning this Proposal should be submitted online under the “Messages” tab. All other questions may be directed to GSA SENIOR Buyer Gabriel Piña at (805) 662-6886, or via email at gabriel.pina@ventura.org. The County shall not be obligated to accept the lowest priced proposal. An award, if made, will be in the best interests of the County after all factors have been evaluated. While the County intends to enter a contract for these services, it will not be bound to do so. The County reserves the right to reject any or all proposals. The County shall be the sole judge of the successful offers hereunder. Deadline for questions or clarifications concerning this RFP is December 28, 2023, by 5:00pm. Important Events:OngoingOpen DateOnline PortalPosting date for the OpportunityDec 19th 2023, 8:00 AM PSTN/AUpcomingClose DateOnline PortalDeadline for SubmissionsJan 8th 2024, 5:00 PM PSTN/APassedQuestions Due DateOnline PortalDeadline to submit QuestionsDec 28th 2023, 5:00 PM PSTN/A Supporting Documentation:3 Certifications.pdfDocumentationDec 12th 2023, 11:57 AM PST - Executive Summary Cover Letter.docxDocumentationDec 12th 2023, 11:58 AM PST - General Conditions 2021 Final.pdfDocumentationDec 12th 2023, 11:58 AM PST - RFP 6154 Community Emergency Access Assessment Final.docxDocumentationDec 19th 2023, 4:19 PM PST - RFP 6154 – VC Community Emergency Access Assessment Q A, December 29, 2023.docxOtherDocument - PROJECT DETAILS HAVE CHANGED.Dec 29th 2023, 8:54 AM PST - Commodity Codes: NIGP 91523 Conference Coordinating and Planning Services NIGP 91812 Analytical Predictive Studies and Surveys Consulting NIGP 91825 Compliance Consulting, Including American Disabilities Act (ADA) NIGP 91858 Governmental Consulting NIGP 91867 Human Services Consulting, Including Mental Health Consulting NIGP 91881 Natural Disasters, Fire, Flood, Wind, Quakes, Consulting NIGP 91892 Urban Planning Consulting NIGP 91893 Security and Safety Consulting NIGP 99029 Disaster Preparedness and Emergency Planning Services NIGP 99049 Incident Management Response Services, Including Patient Tracking, Responder Credentialing, Asset and Inventory Management