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HomeMy WebLinkAboutLogistic Services RFQRequest for Qualifications Logistic Services Supporting Disaster Recovery The City of Denton Electric Department (Denton Municipal Electric or DME) of Texas is seeking to establish a pre-event contract with a qualified firm to provide logistical services during recovery from a major weather event or natural disaster. The services will ensure responding personnel will be provided logistical support that is effective, efficient, and eligible for FEMA Public Assistance funding. The contract will be dependent upon the number of disasters and does not guarantee or invoke an annual minimum. The awarded logistics services management contractor (hereinafter referred to as LSM) shall advise and support DME before, during, and after a disaster recovery effort and shall be responsible for coordinating, managing, and overall monitoring of the DME’s logistical support of responding personnel. LSM will be responsible for recommending efficiencies to improve services, coordinating with all applicable City of Denton entities, and allowing DME to focus on electric system recovery. General Natural disasters and major weather events can be extremely damaging to electric grids. Electric companies must plan to prepare for disaster response. Comprehensive logistical support for responding personnel is necessary for efficient electric system recovery. Food, housing, sanitation facilities, and other services are needed to support the recovery effort. In the event of a disaster or emergency, LSM shall be “on-call” to provide services to DME first and be prepared to deploy pre-event staging of equipment and staff to ensure the safety and well-being of electric emergency response personnel. Response will be activated only in the event of an emergency and in accordance with an awarded contract. Response activation will be through a directive issued by the City of Denton’s City Manager or designee. The response of the LSM to the disaster recovery process must be immediate, rapid, and efficient with acceptable cost controls, accountability procedures, written reports, and submittals to ensure compliance with FEMA reporting requirements and any other federal, state, or local regulation. This is to ensure that the City shall have the means to be reimbursed for all eligible disaster recovery costs from the appropriate federal, state, and private agencies. The LSM shall monitor the disaster recovery progress and suggest and assist with implementing recommendations to improve efficiency. The LSM shall stay current with FEMA policies and procedures and promptly notify DME as changes occur. Qualifications/Experience & References (10%) Describe your firm’s qualifications and experience for providing the City the requested services. Include in your response: General Information: the location of the principal office and/or significant branch offices, which office would be directly responsible for the contract if awarded, the number of years providing these services, and the number of staff your firm employs. Personnel: Identify the Project Manager and the list of other key personnel to be included in the resulting agreement, which shall include their names and resumes. All such positions and their purposes or roles in the monitoring operations shall be identified. Organizational Structure and Chain of Command Chart Past Performance: Provide list of firm’s disaster debris monitoring projects completed within the past ten years (include all projects within the State of Texas) that are the same or larger to the magnitude for this RFP, including the public agency, their contact information, FEMA contacts, name of the project, and dollar value. Documentation of Past Safety Performance: Include company’s safety log summaries to OSHA and those of any proposed subcontractors for last two calendar years. FEMA/Other Agency with Jurisdiction Provide a documented reporting and reimbursement management program. References Provide three professional references from projects as similar as possible to the proposed project. Include with each, the name, address, email address, and work telephone number of the reference as well as a brief description of the nature of the professional association. Project Approach & Management (20%) The information presented shall be in sufficient detail to enable DME to ascertain that the LSM understands the effort to be accomplished and should essentially outline the steps for providing the total services proposed. LSM will conduct a pre-storm assessment of the DME’s base camp area and provide a pre-storm plan to DME regarding how LSM will provide the logistics support services. Deployment schedule (30%) Vendor will demonstrate their capabilities to respond to an emergency within the DME service territory. Muster times, available resources, and expected deployment schedule to align with the pre-storm plan. Resources & Availability This section shall clearly define the availability of the LSM’s managers, key personnel, as well as demonstrate the LSM’s ability to provide the equipment necessary to deliver logistical support for disaster recovery. Scope of Services (40%) * Vendor must be able to provide services outlined in each section to be considered for that section. Example: Vendor A may provide qualification documents for all parts of Section 1 but none in Section 2. Vendor A would be considered for Section 1 award. Section 1 Damage Assessment • Feeders sweeps-listing found system damage. • Inspections- verifying if customers can receive power due to customer side damage. • Map changes. • Line guards- day and night guarding of down power lines to prevent further damage and provide public safety. Warehouse • Oversight and management of DME provided material and equipment. • Forklift services • Material handling services. Engineering services • Make ready efforts, infrared inspections, transformer inspections, pole audits, materials list, etc. Vegetation management • Clear vegetation from damaged electrical lines and equipment • Dispose of cleared vegetation Material recovery • Clean up damaged material or other material left behind during or after the event. Section 2 Housing • Sleeping facilities including linens Food • Place for responders to eat out of the elements; including furniture, lights, cutlery, plates, cups, etc. • Catering services- Two hot meals daily and one boxed lunch • Snacks • Ice • Drinks Laundry services • Laundry services for responders, including cleaning of fire-retardant gear. Shower, restroom, water basin • Provide responders with sanitation facilities, such as, a place to shower, shave, etc. • Black and grey water disposal Site security • Physical security for base camp including light towers, guards at the gate, and access control. Medical services • On site medical facilities and staff Fleet services • Parking of utility fleet in a way that helps facilitate fueling and space saving. • Provide fuel and fueling over night for fleet of 200 diesel vehicles, gas vehicles, propane, etc. Miscellaneous • On-site power • Site management • Site support • Site traffic equipment, cones, barricades, etc. • Other logistical support task required.