RFP #23-186 - Specialized Confined Space Training for CBJ, Capital City Fire Rescue, Special Teams

Contact & Questions : CBJ Purchasing Division of Finance is the sole point of contact for all matters pertaining to this solicitation. No oral interpretations will be made. Submit any interpretation requests in writing, noting issuing buyer, solicitation number and title, via email to purchasing@juneau.org or the Public Purchase, “Ask Questions” link. Request must be received a minimum of seven (7) business days prior to the solicitation deadline . Submission Instructions : Timely responses are accepted via Electronic Submission * to the CBJ’s eProcurement Provider, Public Purchase, www.publicpurchase.com . Late responses will not be accepted. To respond, complete the FREE, easy, online registration. Tips: Registration is a two-step process; Use the ‘Help’ Menu Tab Public Purchase Register early - Registration may take up to 24hours to complete.

Consultants who successfully register may submit a response by doing the following: Completeonline acknowledgements* of the Terms & Conditions (ATTACHMENT A), Insurance Requirements (ATTACHMENT B) and the City and Borough of Juneau Standard Contract(ATTACHMENT C). *Consultants are provided the opportunity to acknowledge, acknowledge with exceptions, or not accept the required documents. Note: Declining accept of any of the attachments may cause your proposal to be deemed non-responsive. Load the PDF RFP Response as specified. Intent : The City and Borough of Juneau (CBJ) seeks proposals from highly qualified, motivated professional consultants for the provision of a Specialized Training for the CBJ Capital City Fire Rescue (CCFR) Department. The awarded Consultant must provide the following: Confined Space Rescue, Hazardous Material Technician, and Abandoned Mineshaft Rescue Training. It is the intent of the City to enter into a contract with the successful, responsible, and responsive Proposer to complete these as specified in the deliverables. Background : CCFR is a combination Fire Department, with 36 career staff, 40 volunteers, and 9 administrative professional staff. Our department provides Juneau, the Capital City of Alaska, service through teamwork, integrity, professionalism, and positive attitudes. Our department’s vision is always to provide fire, rescue, and emergency medical services at the highest level of excellence, professionalism, and commitment to best serve the needs of our community. CCFR serves a population of over 31,000 residents year round. In the summer months, the population can increase by 18,000 people per day from cruise ship passengers. There are 3,255 square miles in the CBJ, making it the third largest municipality in the United States, larger than the state of Delaware. Juneau is located in the “panhandle” of Southeast Alaska and is approximately 570 miles south of Anchorage and 900 miles north of Seattle. Much of this area is covered with coastal waterways, towering mountains, and expansive ice fields. There are over 160 primary road miles in the city, but the fire service area covers 386 square miles on Douglas Island and the Juneau area. CCFR is also unique in that we perform Aircraft Rescue Fire Fighting (ARFF) response for Juneau International Airport with two career firefighters daily. In the months of May through September, CCFR employs additional EMTs to run a Basic Life Support (BLS) ambulance to facilitate medical transports that may be needed to serve the over one million cruise ship passengers that arrive seven days a week. The BLS Crews assist in transports to our local Bartlett Regional Hospital and to the private air ambulance service companies, as well as covering any instances of “stacked” 911 calls. As a remote full service department, CCFR also provides special team services within the service area. The Special Teams Program includes a high angle rope team, a water rescue team, and hazmat team. The team members are made up of career staff and volunteer participants. CCFR also works closely with local mountain rescuer teams and helicopter operators to provide an air rescue service for incidents that occur in areas that are not accessible by other means. Project Overview, Timeline & Contract Term : The project will involve in-person training for the approximately twenty four (24) members of the CCFR Special Teams programs. The training will be at a location provided by CCFR in Juneau, AK . The training must include Confined Space Rescue, Hazardous Material Technician, and Abandoned Mineshaft Rescue Training, and must be provided by trained, certified professionals. The contract term will be date of award through training completion.. Grant Project Funding : The funding for this project is being provided by the U.S. Department of Homeland Security Grant Number EMW-2021-SS-00025-S01 through the Alaska Division of Homeland Security and Emergency Management 2020 State Homeland Security Grant Program, 20SHSP-GY21 . Consultant must acknowledge and comply with all Federal Guidelines and rules governing the use of Federal monies. Consultant must review, understand, and agree to comply with the DHS&EM Contract Assurances located at this link: https://ready.alaska.gov/Grants/OurDocs Upon conclusion of the solicitation, and prior to award, Consultant’s compliancy and/or good standing with the U.S. Government System for Award Management (SAM) https://sam.gov/content/home will be verified. Payment to Consultant may be withheld if Consultant is not in compliance and/or good standing with the U.S. Government System for Award Management. NOTE: There are budgetary and award restrictions that apply when using these grant funds. Contract Administration Oversight & Compliance : In an effort to maintain the expected level of services and ensure that the Consultant is fulfilling all deliverables and reporting requirements, CBJ will assign Brenwynne Grigg, CCFR Administrative Officer II, or upon notification, other designee as Contract Administrator for this project. During the training, the tactical project oversight will be done by CCFR Assistant Chief, Travis Mead. Contract Changes, including Assignment/Subcontracting : The City does not anticipate changes to the scope of work for this completion of the project; however, if unforeseen issues necessitate changes, the contract may be adjusted by mutual agreement. Changes will be made in the form of a written contract amendment, issued by the CBJ Law Department. If the two parties do not agree, the contract will be terminated and awarded to the next lowest responsive, responsible bidder or re-bid. Any changes or work performed without such approval, even if approved by a contract user, will be at the Consultant's expense and will not be binding. If applicable, any extensions to the contract will be mutually agreed upon and documented by contract amendment. The Consultant may not assign or subcontract any part of the contract without the prior written consent of the CBJ Purchasing Division. The Purchasing Division must review and approve any contractual changes. Review of General Terms & Conditions, Insurance & Contract : Attached to this RFP are documents required for this project (ATTACHMENTS A, B, & C). Consultants should carefully review all these attachments. Awarded Consultant is expected to comply with these requirements and will be required to sign the CBJ’s contract. Scope of Work (SOW) : The Consultant must provide training that meets or exceeds a certified “technician” level course for Confined Space Rescue, Hazardous Material Technician, and Abandoned Mineshaft Rescue that meets the Authority Having Jurisdiction (AHJ) standards. Each of the three courses will be expected to meet the following standards: Occupational Safety and Health Administration (OSHA) 1910.146, OSHA 1926.800, OSHA 1910.120 National Fire Protection Association (NFPA) 1670, NFPA 1006, NFPA 1072, NFPA 472 NOTE: Confined Space Rescue Training and Hazardous Material Technician Training will need to be taught to International Fire Service Accreditation Congress or Pro Board standards that will enable students who complete the course to test for certification at a later date. SEE ADDENDA ISSUED 11/17/2022 - Areas in bold are the changes. This addendum must be acknowledged by anyone who wishes to submit a response. Phase 1 – Confined Space Rescue Training : Consultant will provide 40 hours of in-person Confined Space Rescue Training for up to 24 students, a minimum of 12 participants being from CCFR. Note: Consultants should identify in their proposals the number of instructors they will provide to best deliver the requested training. Instructor travel and rental car costs should be included in the total price. Consultant will be required to purchase rental car insurance with the standard coverage recommended by rental agency. CCFR will provide instructor housing at a fire station. The Consultant will provide the supplied air system and any specialty rescue gear needed for training. CCFR will provide a classroom, whiteboard, AV equipment, and access to appropriate training sites needed for hands-on exercises and rescue scenarios. The Consultant will provide hard copies of any curriculum packages. Certificates of Completion will be provided by the Consultant stating that the training is compliant with the stated applicable standard. Schedule: Training must be completed prior to September 15, 2023. Phase 2 – Hazardous Material Technician Training : Consultant will provide 40 hours of in-person Hazardous Material Technician Training for up to 24 students, a minimum of 12 participants being from CCFR. Note: Consultants should identify in their proposals the number of instructors they will provide to best deliver the requested training. Instructor travel and rental car costs should be included in the total price. Consultant will be required to purchase rental car insurance with the standard coverage recommended by rental agency. CCFR will provide instructor housing at a fire station. CCFR will provide any necessary equipment. CCFR will provide a classroom, whiteboard, AV equipment, and access to appropriate training sites needed for hands-on exercises and rescue scenarios. The Consultant will provide hard copies of any curriculum packages. Certificates of Completion will be provided by the Consultant stating that the training is compliant with the stated applicable standard, will be issued independently to all participants that successfully complete the course. Schedule: Training must be completed prior to September 15, 2023. Phase 3 – Abandoned Mineshaft Rescue Training : Consultant will provide two to three days of training, based on the discretion of the instructor, of in-person Abandoned Mineshaft Training in a Non-MSHA compliant environment for up to 24 students, a minimum of 12 participants being from CCFR. Note: Consultants should identify in their proposals the number of instructors they will provide to best deliver the requested training. Instructor travel and rental car costs should be included in the total price. Consultant will be required to purchase rental car insurance with the standard coverage recommended by rental agency. CCFR will provide instructor housing at a fire station. The Consultant will provide a supplied air system and any specialty rescue gear needed as agreed upon in planning for the training. CCFR will provide access to appropriate training sites needed for hands-on exercises and rescue scenarios. Certificates of Completion will be issued independently to all participants that successfully complete the course. Schedule: Training must be completed prior to September 15, 2023. Compensation & Terms of Payment : Consultants should review the following information regarding compensation and payment terms when developing their expected compensation. Phase 1: Cost to provide 40 hours of in-person Confined Space Rescue Training, as described in the SOW. Include: Instructor travel, per diem, and rental car costs should be included in the total price. Phase 2: Cost to provide 40 hours of in-person Hazardous Material Technician Training, as described in the SOW. Include: Instructor travel, per diem, and rental car costs should be included in the total price. Phase 3: Cost to provide two to three days of in-person Abandoned Mineshaft Training , as described in the SOW. Include: Instructor travel, per diem, and rental car costs should be included in the total price. Please provide a daily rate. Terms of Payment : Upon final award, a Purchase Order (PO) will be issued to the Consultant. The PO will serve as the Consultants ‘Notice to Proceed’ with the work and serves as a guarantee of payment for services. Payments will be issued a minimum of 30 days after receiving a completed invoice for services at the conclusion of each phase. Final invoice must be received not later than September 15, 2023. EQUIPMENT PROVIDED BY CCFR : Please refer to EXHIBIT A - CCFR STANDARD EQUIPMENT (attached to the RFP) for a list of CCFR equipment, materials and resources that can be made available for use by the awarded Contractor. NOTE: Contractors are responsible to provide any/all needed equipment, beyond what CCFR can supply; to guarantee professional classes that meet the specified deliverables for each Phase. Detail equipment costs in your Price Proposal. Evaluation Criteria : To determine the most advantageous proposal for the CBJ, an evaluation committee, of subject matter experts will be formed and they will review, evaluate, score and rank proposals in accordance with criteria and categories identified below and as stated in the Proposal Evaluation Form. Clarification of submitted material may be requested during the evaluation process. Interviews by telephone or in-person with top ranked Proposers may be conducted at the discretion of the evaluation committee. If interviews are held, finalists will be notified of any interview requirements. Proposal Requirements : Proposals are to be prepared in such a way as to provide a concise delineation of the Consultant’s capabilities to satisfy the requirements of the SOW for this RFP. The content should be identified by a table of contents that includes page numbers and follows a defined sequence for deliverables as requested in the RFP. The page limit for this RFP is 20 pages ; however, the limit, excludes CV’s or resumes, required relevant work samples, or examples as specified, copies of required business or professional licenses, and professional references.Provide the following information in your proposal: a. Title page and transmittal letter. Include the number and title of the RFP, the name of your firm, name of the contact person, address, telephone and fax number, email address, and date of submission. A person who has authority to bind the company must sign the transmittal letter and provide their title. b. Understanding and Methodology. (Weight 20%) Briefly describe your understanding of the project, the services required, and your proposed method to accomplish the project. c. Experience & Qualifications. (Weight 30%) Specify each person who will provide services to CBJ under this contract, their role, and a brief summary of qualifications and specialized experience. Specify project manager, their availability, and anticipated scale of involvement. d. References. (Weight 25%) Describe two (2) projects accomplished by the proposed personnel, which are similar in concept and scope. Provide client names, individual contact persons, and telephone numbers for these projects. e. Price proposal.(Weight 25%) Provide an all-inclusive, (See Compensation & Terms of Payment ) Price Proposal indicating a description of services and compensation that you expect to receive for the performance of the contract as specified in the Scope of Work. Detail by deliverable, the cost associated with each task. The following formula will be used to determine the award of points for Consultant’s Fee Proposals: Points Awarded = (Lowest Price Proposal) x (Maximum Points for Price) Divided by the Price of the Proposal Evaluation Form : - See PDF Version of the RFP Doucment Award : Following evaluations and scoring, the successful Proposer will be required to accept the City’s contract. Any changes needed to the scope, schedule, or compensation as outlined in the RFP document may be discussed, and adjustments may be considered, upon mutual agreement. If agreement cannot be reached, the CBJ will terminate the discussion and the next highest ranked Proposer will be offered the project. Upon receipt of a fully executed contract, the CBJ will issue a purchase order that will serve as the Notice to Proceed.