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Resolution No. 82981 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 RESOLUTION NO. 8298 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF VERNON AUTHORIZING THE ISSUANCE OF REQUEST FOR PROPOSALS FROM QUALIFIED FIRMS TO PROVIDE A VULNERABILITY ASSESSMENT AND EMERGENCY RESPONSE PLAN IN ACCORDANCE WITH THE PUBLIC HEALTH SECURITY AND BIOTERRORISM ACT OF 2001 WHEREAS, in accordance with the Public Health Security and Bioterrorism Response Act of 2001 (H.R. 3448), as amended by the Public Health Security and Bioterrorism Preparedness and Response Act of 2002, (hereinafter collectively referred to as the "Act") and to comply with the requirements of the United States Environmental Protection Agency ("USEPA"), the City of Vernon is required to conduct by June 30, 2004, an assessment of the vulnerability of its water system to a terrorist attack or other intentional acts intended to substantially disrupt the ability of the system to provide a safe and reliable supply of drinking water (hereinafter referred to as "Vulnerability Assessment"); and WHEREAS, in accordance with the Act, the City of Vernon is also required to develop an emergency response plan ("ERP") within six (6) months after completion of its Vulnerability Assessment (December 31, 2004) incorporating the results of the Vulnerability Assessment; and WHEREAS, the City of Vernon would benefit from the retention of a qualified consultant to assist the City in conducting a Vulnerability Assessment and developing an ERP to comply with the newly promulgated federal Vulnerability Assessment and USEPA requirements; and 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 WHEREAS, on October 28, 2003, the Finance Committee considered the recommendation of Bruce V. Malkenhorst, the Director of Finance, dated October 9, 2003, that the City issue Request for Proposals ("RFP") to qualified firms to provide a Vulnerability Assessment and ERP in accordance with the Act pursuant to Section 2.29-2 of the Vernon City Code. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF VERNON AS FOLLOWS: SECTION 1: The City Council of the City of Vernon hereby finds and determines that the recitals contained hereinabove are true and correct. SECTION 2: The City Council of the City of Vernon hereby directs the City Administrator/City Clerk, or his designee, to issue the RFP, a copy of which is attach hereto as Exhibit "A" and made a part hereof, to one or more qualified consultants and to report to the City Council on the proposals received with a recommendation for action. SECTION 3: The City Clerk of the City of Vernon shall certify to the passage of this resolution, and thereupon and thereafter the same shall be in full force and effect. APPROVED AND ADOPTED this 5th day of November, 2003. LEONIS C. MAtAURG, Mayor ATTEST: G� BRUCE V. MALKENHORST, City Clerk - 2 - 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 STATE OF CALIFORNIA ) ) ss COUNTY OF LOS ANGELES ) I, BRUCE V. MALKENHORST, City Clerk of the City of Vernon, do hereby certify that the foregoing Resolution, being Resolution No. 8298, was duly adopted by the City Council of the City of Vernon at a regular meeting of the City Council duly held on Wednesday, November 5, 2003, and thereafter was duly signed by the Mayor of the City of Vernon. (SEAL) BRUCE V. MALKENHORST, City Clerk - 3 - EXHIBIT CITY COUNCIL LEONIS C. MALBURG Mayor THOMAS A. YBARRA Mayor Pro-Tem WM. "BILL" DAVIS Councilman H. "LARRY" GONZALES Councilman W. MICHAEL MCCORMICK Councilman BRUCE V. MALKENHORST City Administrator/City Clerk FAX (323) 826-1438 CITY HALL 4305 SANTA FE AVENUE, VERNON, CALIFORNIA 90058 TELEPHONE (323) 583-8811 EDUARDO OLIVO City Attorney FAX: (562) 869-1883 KEVIN WILSON Director of Community Services & Water FAX: (323) 826-1435 KENNETH J. DeDARIO Director of Light & Power FAX: (323) 826-1425 STEVEN E. PARKER Fire Chief FAX: (323) 826-1407 BRUCE W. OLSON Police Chief FAX: (323) 826-1481 REQUEST FOR PROPOSAL FOR THE PREPARATION OF A VULNERABILITY ASSESSMENT AND EMERGENCY RESPONSE PLAN FOR THE CITY OF VERNON INTENT The City of Vernon is seeking a professional Consulting Firm to prepare a Vulnerability Assessment (VA or Assessment) and emergency response plan (ERP) in accordance with the Public Health Security and Bioterrorism Act of 2001 as amended by the Public Health Security Preparedness and Response Act of 2002. The Assessment shall be a precise and systematic evaluation conducted in full compliance with the United States Environmental Agency (USEPA) requirements. The Assessment shall provide the City with analytical data and detailed recommendations for prevention measures and response to terrorist and intentional attacks on the City of Vernon's water system. As required by HR 3448, the City wishes to conduct a Vulnerability Assessment (VA) and develop an ERP for its drinking water system. All system components, including transmission storage, distribution, and treatment facilities shall be evaluated. The City requires the successful bidder to provide proof of insurance, including a standard certificate of insurance, in at least the amounts and coverage indicated on the insurance schedule. In addition to the standard certificate of insurance, proof of liability coverage shall also be furnished in the form indicated on the attached insurance schedule (Exhibit "A"). The proof of insurance shall be in the form of a notarized letter of insurance or a certified copy of the insurance policy. Proof of insurance shall be provided by the insurance company. This RFP describes the proposal format, preliminary scope of services, and the minimum information that must be included in the Proposal and in the selection process. Failure to submit the Proposal in accordance with the procedures outlined may be cause for disqualification. BACKGROUND The City's Department of Community Services manages and operates the water distribution system. The City's water system serves a population of approximately 45,000 through nearly 2,000 service connections. Vernon's water distribution system consists of nine wells, three booster plants, six ground level reservoirs, one below ground reservoir, one elevated tank and four backup power generators. The total storage capacity is approximately 16.75 million gallons. In addition, Vernon produces approximately seventy three percent of its water supply from its ground water supplies and purchases approximately twenty seven percent of these supplies from the Metropolitan Water District (MWD). The Assessment will include an evaluation of the City's water supply, transmission, treatment, storage and distribution facilities. The proposed work shall include an evaluation of the existing security systems, including physical and mechanical vulnerabilities. This information shall be used to quantify the risk posed to each facility, prioritize the most critical systems and/or facilities and develop preliminary design recommendations and cost estimates for facility - specific improvements. When completed, this Assessment must meet the newly promulgated federal vulnerability assessment and USEPA vulnerability assessment requirements. CONSULTANT QUALIFICATIONS The City proposes to retain a qualified Consultant to develop the Assessment and ERP. Only Consultants with demonstrated experience and training in the area of water system vulnerability assessments and emergency response plans will be considered. Minimum Consultant qualifications are listed below: • Trained in conducting the Risk Assessment Methodology for Water (RAM-W) vulnerability assessments by Sandia National Laboratory and other agencies; • Demonstrated experience in conducting vulnerability assessments including physical security, water utility operations and internet functions; • Demonstrated experience with the design and implementation of Supervisory Control and Data Acquisition (SCADA)'system components; • Demonstrated experience in security systems evaluation, design and implementation; • Demonstrated experience in drinking water operations including source water management, facilities and information technology systems; • Demonstrated experience in drinking water quality risk and monitoring/detection related issues; 2 • Demonstrated methods and procedures for ensuring the confidentiality of all work project related documents; • Demonstrated experience with the Standardized Emergency Management System (SEMS) and emergency operations planning concepts, training and implementation; • Experience with scenario planning and emergency response exercises; • Experience with the development and implementation of emergency response plans; and • Certified Protection Professional certification desirable. PROPOSED FORMAT The Proposal shall be concise, well organized and demonstrate the Consultant's qualifications and experience relating to the proposed project. The Proposal shall include, at minimum, the following information: 1) Consultant Identification: Legal name of business, form of business (corporation, partnership, or other), location and address, telephone and fax numbers, e-mail address and contact person. 2) Executive Summary: An executive summary of the Proposal identifying the entity/team being presented for consideration. The summary shall include a brief history of the organization, background information and relevant experience. Provide proof of capabilities of your firm/team to meet USEPA Guidelines and to comply with the Sandia National Laboratory Vulnerablity Assessment methodology. 3) Experience: Previous experience in the preparation of vulnerability assessments and ERP. 4) Key Staff. Provide a list of key staff that will be assigned to this project and their relevant qualifications. Include resumes of all key personnel listed. Key personnel, as defined by the City, shall not be removed from the project without prior written approval from the City. Only personnel with equal or better qualifications will be considered for substitution. 5) Project Understanding: A statement demonstrating understanding of the Vulnerability Assessment and ERP requirements shall be included with your proposal. 6) Approach and Scope of Work: Description of services to be provided and how the services and activities will be accomplished. The Preliminary Scope of Work that follows this section is considered to be a general guideline, however, the Consultant shall develop and submit the final scope of work as part of the Proposal. 7) Project Costs: The Assessment and ERP costs are to be included and shall indicate the proposed "not -to -exceed" cost for completing the tasks identified and presented by the Consultant in the Scope of Work. The fee schedule shall be enclosed in a separate envelope titled "fee schedule" and include man-hour estimates per task, hourly -billing rates of personnel to be utilized on the project, and other associated costs. The total "not- K, to -exceed" cost shall include the costs of all personnel, subconsultants, administration, overhead, meeting attendance, research, travel, postage, reproduction, and all other related costs, both direct and indirect, necessary to complete the Project. PRELIMINARY SCOPE OF WORK Project Management: Specify estimate of the Consultant's fee for project management, and required costs to implement recommendations of this assessment. Protect Schedule: Consultant shall submit an initial schedule with the pertinent milestones for major tasks involved in the Assessment and ERP. The schedule shall be updated and submitted monthly to City staff. Meetings: The Consultant shall meet with City's representatives not less than once a month for the duration of the project to discuss the progress of the work, including schedules, budgets, and overall status of the project. Monthly Protect Status: The Consultant shall submit to the City on a monthly basis an accurate record of tasks completed. Research and Data Collection: Specific site information, engineering reports and SCADA system operating manuals will be provided at the project kickoff meeting to be scheduled following the issuance of the Notice to Proceed to the Consultant. Vulnerability Assessment: The Consultant shall conduct an assessment relating to the vulnerability of the City's water distribution system to a terrorist attack or other intentional acts intended to substantially disrupt the ability to provide safe and reliable drinking water supply. The vulnerability assessment shall include a review of the City's existing facilities including pipes, constructed conveyances, water treatment, storage, distribution facilities, computer automated systems and the operation and maintenance of facilities. The consultant must certify that the Vulnerability Assessment fulfills all USEPA requirements. The following items shall be evaluated and discussed in the Assessment: 4 • Determine/identify the terrorist and intentional acts that could damage or disrupt the missions and functions of the system and cause significant public health hazards. • Identify the important missions/functions of the system; • Identify the undesirable consequences of the damage and disruption of the system; • Specifically identify the actions, methods and means to mitigate and prevent the damage and disruption and prioritize; • Identify and recommend the necessary actions, methods and means to recover from the damage and disruption and prioritize. System Evaluation: Perform a systematic site evaluation of the City's water system. The Consultant shall evaluate each facility's existing processes, controls, operations, and security to include the collection of performance data on the following: • Important/critical facilities, processes and assets; • Physical protection system features of deterrence, detection, delay and response; • Internet/SCADA protection system features; • Security policies and procedures and compliance with these policies and procedures; • Computer accounting system. Identi : Identify the potential adverse risks that could affect the distribution system and the City's service area, to include: The loss of critical functions and/or major service disruption; and Intentional attack on City assets or systems with the intention of affecting public safety or health by contamination of the water supply, chemical release or chemical theft. Terrorist and Intentional Acts: Define how terrorist and intentional acts could be carried out that would result in: • Infliction of physical damage; • Chemical, biological, and radiological contamination; • Cyber attacks on the SCADA system or any other process control system within the distribution system that has the potential to affect the water supply; • Interdependency disruptions (e.g. electrical, reservoir or pump station failure); • Assess the likelihood of such terrorist and intentional acts from defined threat sources (e.g. terrorist, insider, vandalism); k, Aunroach to Assessment: • The approach to the Assessment shall be a system evaluation that will evaluate the risk to the water system based on the effectiveness of the security system against the specific terrorist and intentional acts determined in the initial step; • The Assessment shall determine the most critical assets in the water system, detail their interrelationships with other assets in the system, identify the consequences of terrorist and intentional acts that could be directed against them, and evaluate the effectiveness of both existing and proposed protection; • The Assessment shall, identify system vulnerabilities and provide a prioritized plan for security upgrades, modifications of operational procedures, including financial accounting systems and/or policy changes to mitigate identified risks to critical assets; • The Assessment shall provide a comparison of the relative safety of the existing security configuration versus the risk after identified improvements have been completed. The Assessment shall include an analysis comparing the cost of protection against the potential risk. The Consultant shall prepare a prioritization plan for security upgrades, modifications of operational procedures, and/or policy changes to mitigate identified risks to critical assets. The Consultant shall also identify initial costs and annual operating and maintenance costs for the recommended security improvements. The Consultant shall develop a schedule for final design and construction of proposed facilities. In addition, the Consultant shall consider costs, construction methods, service area, land use, in developing a plan to sequentially incorporate the recommended security improvements; • The Consultant shall conduct a review of the exposure and risk associated with illicit introduction of chemical, biological, and radiological water quality contaminants into the water system and make recommendations on the feasibility, cost/benefit, and practical logistics of installing water quality monitoring devices and other devices to prevent and mitigate the contamination. • The Consultant shall describe operation and maintenance requirements, including time and costs for any specialized training needed by City staff. The Consultant shall determine the necessary permits from the City to construct, operate and maintain the improvements proposed under this project; 4. Emergency Response Plan: • The Consultant shall review the City's existing Emergency Response Plan and develop an ERP for the City based on the findings of the Assessment and in order to improve emergency responsiveness, efficiency, security and minimize security risks; and • The Consultant shall certify that the ERP fulfills all USEPA requirements. Cil DELIVERABLES: Based on its investigations, assessments and recommendations, the consultant shall prepare necessary documents to support its findings in the Assessment and ERP. The Consultant shall Prepare documents, which shall include, but not limited to, the following: • Assessment Report, due concurrently with the ERP; • Emergency Response Plan, due concurrently with the VA; • The consultant shall prepare an assessment and engineering report with cost estimates for implementation of major components and prevention measures with estimated costs of the damage from different types of terrorist attacks; • A completed checklist of all facilities shall be included in the Assessment and ERP; • Technical reports which include a prioritized list of critical systems and/or facilities, security strategy, prioritized plan for security upgrades, risk and cost analysis, and the results of the review of contaminant monitoring systems; • Recommended modifications for operational procedures; • Recommended policy changes to improve security and training documents; • The consultant shall submit draft copies of the reports for the City's review. In conformance with the City's recommendations and upon mutual agreement of modifications deemed necessary by the City and consultant, the consultant shall reevaluate, revise, and finalize the reports. The final copy of the Assessment shall be in sufficient detail to facilitate the final system -wide and site -specific engineering for security improvements; and • The consultant shall perform routine and final review prior to making submittals to the City to insure accuracy, conformance and integrity of all work. The consultant shall perform quality assurance/quality control checks on all submittals made to the City. The or review any submittal that has not been reviewed and signed by City will not accept f the consultant's and/or his or her designee to certify the accuracy and completeness of the submittal. CONSULTANT SELECTION: The selection of a firm to provide services will be based on demonstrated competence, professional qualifications, staffing and previous experience necessary for the satisfactory performance of the services required. Prior experience with providing similar services is hi desirable. The City of Vernon will evaluate the proposals, interview the best candidatey consultants and select the consultant. VA t CITY RESPONSIBLITIES The City of Vernon shall provide the consultant with the following: • Access to copies of all available existing data, information, reports, risk management plans, records and maps which may be relevant to this project; • Access to City staff including Public Works, Police, and other City Departments as required; • City staff will support consultant's access to the collection of existing data, information, reports, etc.; • Access to all facilities included in this project; and • Support staff to assist consultant when required. JOB WALK A non -mandatory job walk will be held on Tuesday, November 18, 2003, at 10:00 A.M., starting at the City of Vernon City Hall, 4302 Santa Fe Avenue, Vernon, CA, 90058. Please contact Scott Rigg at (323) 583-8811, Ext. 279 for further details. PROPOSAL SUBMITTAL The Proposal shall be submitted to Samuel Kevin Wilson, Director of Community Services, 4305 Santa Fe Avenue, Vernon CA, 90058, no later than 3:00 P.M., December 10, 2003. The consultant shall provide insurance according to the attached insurance schedule. It is mandatory that the insurance provided be in either of the two forms specified in Section II-b of the schedule. The consultant fee schedule shall be submitted in a separate sealed envelope. The fee schedule shall detail the cost of the deliverables and any other costs required with unit costs for additional services. 8 41 ' a 1 1 Y 1 INSURANCE SCHEDULE (CONSULTANT) The Consultant shall provide proof of insurance, including a standard certificate of insurance, in at least the following amounts and coverage (combined single limit permitted): I. Hazards Automobile Liability Owned Automobiles Hired Automobiles Non -Owned Automobiles Workers' Compensation Employers' Liability II. General and Professional Liability Coverage and Limits Bodily Inj Property Damage Each Person Each Accident Each Accident $500,000 $1,000,000 $500,000 $1,000,000 $500,000 $1,000,000 $ Statutory $1,000,000 per employer Premises Operations $1,000,000 $2,000,000 Elevators (if applicable) Independent Contractors Products - Completed Operations Contract Liability $1,000,000 $2,000,000 $1,000,000 $2,000,000 $1,000,000 $2,000,000 $1,000,000 $2,000,000 Professional Liability $2,000,000 $2,000,000 $500,000 $500,000 $500,000 $1,000,000 $1,000,000 $1,000,000 $1,000,000 $1,000,000 $2,000,000 a. The general liability policy shall contain the following special endorsements which shall, be noted on or attached to the standard certificate of insurance: 1. An endorsement naming the City of Vernon, its officers, and employees as insureds under the policy. 2. An endorsement providing the City of Vernon thirty (30) days notice of cancellation or material reduction of coverage. 3. An endorsement providing coverage for all operations under this agreement. 4. Such other endorsement as may be required by addendum hereto b. In addition to the standard certificate of insurance, proof of general and professional liability coverage shall be furnished in the form checked below. Certification of the following_ proofs by the insurance agent or broker will not be accepted• X For each policy, a notarized letter from the underwriter or carrier certifying that the coverage and statements in the standard certificate of insurance (attached thereto) are true and correct and that the signator is an officer authorized to so certify, or X A copy of each policy certified by an officer of the underwriter or carrier and notarized.