Meeting Type: BCC Regular Meeting
Meeting Date: 3/19/2024
Item Status: New
From: Wanda Gautney, Purchasing Director; Tom Tyler, EMA Director; Danon Smith, Deputy EMA Director
Submitted by: Susan Kilby-Aaron, Assistant Purchasing Director
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ITEM TITLE
Title
Request for Proposals for Baldwin County Local Emergency Planning Committee Tabletop and Full-scale Exercise for the Baldwin County Commission
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STAFF RECOMMENDATION
Recommendation
Award the Request for Proposals (RFP) for a Baldwin County Local Emergency Planning Committee (LEPC) Tabletop Exercise (TTX) and Full-Scale Exercise (FSE) to The Haz Mat Guys Productions, Inc., in the amount of $49,435.00 and authorize the Chairman to execute the Contract. The Contract will be effective upon full execution and will expire September 30, 2024.
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BACKGROUND INFORMATION
Background: The RFPs were due in the Purchasing Office on February 15, 2024, at 2:00 P.M. Five (5) firms submitted a proposal. The proposals were thoroughly evaluated and scored based on five (5) factors: project approach, capacity to meet timelines, qualifications/experience, references/similar projects, and cost proposal. The review panel consisted of Tom Tyler, EMA Director, Douglas Hatten, Emergency Management Specialist, Wanda Gautney, Purchasing Director and Susan Kilby-Aaron, Assistant Purchasing Director. Staff recommends the Commission award the RFP to the Haz Mat Guys Productions, Inc., based on their experience and expertise in planning and conducting exercises specific to hazardous materials emergencies, and authorize the Chairman to execute the contract for a tabletop and full-scale hazmat exercise. RFP tabulation is attached for review.
Grantee Award to Baldwin County EMA for the Hazardous Materials Emergency Preparedness (HMEP) Grant Cooperative Agreement, Subaward #24DOT issued by Alabama Emergency Management Agency (AEMA):
Federal Allocation: $40,000.00
Local Match (20%): $10,000.00
Total Allocation: $50,000.00
Effective Dates: 10/1/23 - 9/30/24
Project: Conduct Table-Top and Full-Scale Exercise for Rail HAZMAT Incident Scenario and Update Emergency Operations Plan (EOP).
Previous Commission action/date: 01/02/2024: BCC approved Baldwin County Local Emergency Planning Committee (LEPC) Tabletop Exercise (TTX) and Full-Scale Exercise (FSE) and authorized the Purchasing Director to advertise RFP; and further, authorized the Chairman/Purchasing Division Commissioner for the BCC to approve any necessary addendums or clarifications if required after the RFP was advertised.
09/05/2023: BCC approved and executed the Hazardous Materials Emergency Preparedness Grant Cooperative Agreement with AEMA for the Local Emergency Planning Committee to conduct a full-scale hazmat exercise.
FINANCIAL IMPACT
Total cost of recommendation: $49,435.00
Budget line item(s) to be used: 28070020.51990
If this is not a budgeted expenditure, does the recommendation create a need for funding? N/A
LEGAL IMPACT
Is legal review necessary for this staff recommendation and related documents?
Standard Professional Services Contract
Reviewed/approved by: N/A
Additional comments: N/A
ADVERTISING REQUIREMENTS
Is advertising required for this recommendation? Yes
If the proof of publication affidavit is not attached, list the reason: N/A
FOLLOW UP IMPLEMENTATION
For time-sensitive follow up, select deadline date for follow up: 03/19/2024
Individual(s) responsible for follow up: Wanda Gautney, Purchasing Director
Action required (list contact persons/addresses if documents are to be mailed or emailed): Letter to Firms
Additional instructions/notes: N/A