1;;11~...2009, resolution # 09-346 requires your review, approval, and to be signed by the county...

DOCUMENT VET SHEET ~~)", for ~S(<J ~h

Karen McConnaughay 1;;11~ I? '-'~ Chairman, Kane County Board ~ ~, <"0<?.9 -~

~e>6v ~t?o

NameofDocument: ~U?.- ~~~ £re Qq-OJ-1 ~c~~

Submittedby: --f. heGv'O~ Date Submitted: q ...., f 1-09

--~--~~------------------------

Examined by:

Comments:

Chairman signed: fl) JO -2o _cJ o No ( (Date)

Document returned to: -7 /rill/(. Rev. 8/05

County of Kane PURCHASING DEPARTMENT

KANE COUNTY GOVERNMENT CENTER

CHRISTOPHER ROSSMAN Director of Purchasing

September 17, 2009

To: Ken Shepro

From: Tim Keovongsak@

Re: Approval of Contract Agreement & Request of County Board signature

Swan & Associates

Agreement for the development of a tactical interoperability communication plan of Kane County Office of Emergency Management, per RFP 09-027 TICP Consulting Service, that was approved by the County Board on September 8, 2009, Resolution # 09-346 requires your review, approval, and to be signed by the County Board Chairman. Please return contract agreement to Purchasing Office after reviewed and signed by County Board Chairman. Thanks.

Attached: One original Service Agreement for RFP 09-027 TICP Consulting Service

AGREEMENT

This Agreement is entered into this __ day of 2009, between the Kane County, with offices at 719 South Batavia Avenue, Geneva, Illinois 60134 (hereinafter the COUNTY) and Swan & Associates, 3174 W. Warwick Drive, Peoria, IL 61615 and licensed to do business in the State of Illinois (hereinafter the CONTRACTOR).

WITNESSETH, that the COUNTY has determined that it requires the development of a tactical interoperability communication plan for the Office of Emergency Management, and the CONTRACTOR is in the business of providing these services and is willing to provide same, for and according to the terms and conditions of the attached Contract Documents.

Now therefore in consideration of the mutual promises delineated in the Contract Documents, the parties agree that:

1. CONTRACTOR shall perform all of the work; furnish all of the material and labor necessary to complete the aforementioned services.

2. The Contract Documents shall consist of the following listed documents, signed by the CONTRACTOR where necessary, and which are attached to this Agreement and incorporated herein by reference:

A. CONTRACTOR'S Bid Response Form •Proposed Project Fee & Scope of Work

B. Terms & Conditions and Instructions to Bidders C. Statement of Work

PROPOSAL NUMBER: 09-027 PROPOSAL TITLE: TICP Consulting Service

3. This Contract shall be governed by the laws of the State of Illinois both as to interpretation and performance.

THE PARTIES TO THIS AGREEMENT by their signatures acknowledge they have read and understand the Contract Documents and this Agreement and intend to be bound by their terms.

Swan & Assocl~es L By:G:::>crm;(,JJ 7 P2-, [Title] ~Jak Date: Jp. I~ 2-c::rv j'

ATTEST: ATTEST:

By: __________ ~------John A Cunningham

By: __________________ __ [Name]

Clerk, County Board [Title] ________ _

RFP RESPONSE FORM FOR'

TICP CONSUlTING SERVICE

RFP 09-027 TICP Consulting Service Response Form Page • 1

RFP Due Date & Time: 4:00p.m. Wednesday, July 15. 2009

To: County of Kane Purchasing Department, Bldg. A 719 S. Batavia Ave., Geneva, IL 60134

The proposer shall include with returned RFP all documents, as required within the specification.

The undersigned proposer, having examined the specifications and any other related documents, hereby agrees to supply services as per the attached specification and to perform other work stipulated in, required by and in accordance with the proposal documents attached for and in consideration of the proposed prices.

RECEIPT Of ADDENDA: The receipt of the following addenda is hereby acknowledged: Addendum No. N/A , No. N/A , No. N/A ,

/Base Proposal

By having examined the proposal requirements, specifications, and County's objective, we propose the following fixed fee basis pricing for each task as specified for the development of' a tactical interoperability communication plan for the County.

Vendors shall reference to proposal requirements for pricing matrix, and cost schedule information for submission with proposal response form.

By signing this proposal, the proposer hereby certifies that they are not barred from bidding on this contract as a result of a violation of either Section 33E-3 or 33E-4 of the Illinois Criminal Code of 1961, as amended. The awarding of any contract resulting from this RFP wilt be based upon the funding available to Kane County. The terms of the RFP and the response shall be incorporated by this reference as though fully set forth into the Contract not withstanding any language in the contract to the contrary. In the event of any conflict between the terms of the Contract and the terms of the RFP and the response, the terms of the RFP and the response shall govern. Every element or item of the RFP and the response shall be deemed a material and severable item or element of the contract. THiS SECTION MUST BE SIGNED BY AN AUTHORIZED REPRESENTATIVE OF THIE COMPANY OR ENTITY RESPONDING TO THE

RFP. c~~- J () Signature L ·.}iA "ll k~ f??:~Typed Signature David G. Swan, P.E./ Pres.

CompanySwan & ~sociates, A Professional Corporation

Address 3714 W. Warwick Drive, Peoria, IL 61615

Phone# (309) 231-4911 Fax# (309) 692-8867

Federaii.D./Social Security# 37-1292636 Date July 11,2009

.,

M~ TimKeovongsak County of Kane F'urchasing Department 719 S. Batavia Avenue, Bldg. A Geneva, Illinois 60134

Communications Consultants 3714 W. WARWICK DR.

PEORIA, IL. 61615

PHONE: (309) 692-4420

FAX: (309) 692-8867

July 14, 2009

SUBJECT: PROJECT FEES & TERMS, RFP #09-027 TICP CONSULTING

Dear Mr. Keovongsak:

Swan & Associates is pleased to present you with our proposed fees and terms for delivering our TICP Communications Plan in response to Kane County's Request for Proposals specification number 09-027.

Our base price for all phases of this project, as outlined in the attached Scope Of Work, is $52,165 and includes all of the consultant's expenses for this project. The Swan & Associates consulting team shall not be held responsible for any expenses (director indirect) on the part of Kane County (nor of any included or adjacent municipality, agency or agency members), for their participation in any training, emergency preparedness exercise(s) or other activities related to this project.

Suggested payment terms shall be 1 0% of the contracted amount at the time of. contract award, with the balance payable in nine equal payments at one-month intervals from the date of the contract. It is agreed that the final payment for 10% of the contracted amount shall not be considered due and payable until 30-days after the consultant's satisfactory completion of all contracted tasks and final acceptance of the consultant's TICP lnteroperability Communication plan.

Please call, FAX or E-mail us if there are any questions about this letter. Our voice phone number is (309) 692-4420 and our FAX number is (309) 692-8867. The E-mail

M~ TimKeovongsak Re: RFP #09-027, Consultant's Project Fees and Terms

Page 2 July 14, 2009

address is [email protected]. If I'm out of the office, you can either leave a voice-mail or try contacting me on my cellular phone at (309) 231-4911.

Sincerely, ll

Q4.:JL,P.r:, David G. Swan, P.E. Corporate President

Communications Consultants 3714 W. WARWICK DR.

PEORIA, IL. 61615

PHONE: (309) 692-4420

FAX: (309) 692-8867

July 14, 2009

DETAILED SCOPE OF WORK REGARDING THE RESPONSE TO KANE COUNTY'S RFP #09-027, TICP CONSULTING SERVICE

PRESENTED BY SWAN & ASSOCIATES, A PROFESSIONAL CORPORATION

Swan & Associates takes pride in offering additional details of our response to develop a County-wide Tactical Interoperable Communication Plan (TICP) in response to your Request for Proposals. To form a Kane County TICP, we fully understand that TICP standards require Kane County to utilize the Tactical Interoperable Communications Plan (T!CP) guidance and template, drafted for use by participants in the FY2005 Homeland Security Grant Program (HSGP).

The following five paragraphs are quoted directly from the Preface of the March 2005 version of the "U.S. Department of Homeland Security Office of State and Local Government Coordination and Preparedness Tactical Interoperable Communications Planning Guidance and Template:"

"This Tactical Interoperable Communications Plan guidance and template has been drafted for use by participants in the FY2005 Homeland Security Grant Program (HSGP). It has been created by the Department of Homeland Security (DHS) Office for Domestic Preparedness (ODP) in cooperation with the SAFE COM program of the DHS Science and Technology Directorate's Office for lnteroperability and Compatibility (OIC).

"In May 2004, DHS launched the RapidCom initiative to help improve capabilities for immediate, tactical-level interoperable communications in ten high-threat urban areas. The OIC SAFE COM program and DHS ODP worked in cooperation with federal partners such as the Department of Justice's 25 Cities Project and the CommTech Program to provide assistance to incident commanders in each of these areas in order to improve their abilities to adequately communicate with each other and their respective command center within one hour of a major incident.

"The work done in these urban areas through RapidCom revealed interoperability issues consistent with those found by the National Task Force on lnteroperability (NTFI) such as incompatibility of equipment, the need for a governance structure, and a lack of planning and coordination. In response to these findings, SAFE COM developed a framework called the lnteroperability Continuum to graphically depict the five critical

Re: RFP #09-027, TICP Consulting Service TICP Detailed Scope of Work


elements of success- governance, standard operating procedures, technology, training & exercises, and usage of equipment- that must be addressed to develop robust interoperability solutions. This continuum framework encourages a shift from a technology-centric focus to a comprehensive operational focus on the key interoperability success factors.

"The Continuum provided the foundation for the assistance that was provided to the ten urban areas for this initiative. As a result of this initiative, ODP elevated the value of tactical-level interoperability and inserted a new requirement into their grant packages: a requirement for grantees to develop plans that enable their communities to achieve, at a minimum, tactical-level interoperability. The basis for the plans the grantees will develop for tactical-level interoperability will also use the Continuum as a framework for planning interoperable communications planning and therefore all elements may not apply to urban area tactical interoperable communications plans. The guidance contained within (the current version Tactical Interoperable Communications Plan guidance and template) reflects many of the Continuum's elements.

"While the development of plans for incident management interoperability at a tactical level can provide an interim resolution to an area's interoperability needs, such solutions should always be in support of long term interoperability by building upon or accelerating long term strategies and efforts."

· Our proposal is fully aligned with the March, 2005 version of the U.S. Department of Homeland Security, Office of State and Local Government Coordination and Preparedness, Tactical Interoperable Communications Planning Guidance and Template. Major tasks for the TICP Project include:

A.) Urban Area Information-

This set of tasks will include providing a brief overview of the Urban Area/metropolitan areas within Kane County and those areas outside the County where public safety agencies from Kane County normally serve their constit1,1ents located outside of Kane County, including the addressing of interoperable communications within the same boundaries. Also include all other territory within the county where public safety agencies housed outside of Kane County have jurisdictional boundaries within Kane County. Consider information on all communications interoperability goals and objectives outlined in the State Homeland Security Program, Urban Areas Security Initiative (UASI) strategic plan to ensure tactical interoperable communication plans align with the overall strategy. Any challenges with communications faced to date should also be covered in this set of tasks. List all relevant agencies represented in the Tactical Interoperable Communications Plan, including those agencies represented in the Urban Area Working Group (UAWG). Provide name and contact details for the



primary point of contact (POC) that will be available to answer questions about this plan.

B.) Organizational Structure -

Our firm shall assist Kane County EMA as the EMA agency works to establish a shared vision and an effective perpetual organizational structure to support any project or initiative that seeks to solve interoperability issues by providing guidance and support through common policies, processes, and procedures (the Governance Group). This group should consist of representatives from local, tribal, state and federal entities within the identified region, as well as a representative from each public safety discipliR-e serving the area. The Governance Group, typically built upon a written agreement among all participating agencies and organizations, becomes the Regional Authority with overall responsibility for ensuring a successful tactical interoperability implementation within the Region.

C.) Interoperable Equipment -

Technology refers to the equipment/infrastructure, network, and applications that public safety disciplines use to exchange critical information when responding to incidents. Although technology is a critical tool for improving interoperability, it is not the sole component of an optimal solution. Success in each of the other elements of the Continuum is essential for technology solutions to be implemented effectively. An optimal technology solution should be coupled with an operational environment in which responders use equipment on a regular basis, a formalized governance structure is established, responders are trained on communications-specific procedures, and interoperability plans and standard operating procedures are documented and used regularly for incident response.

Incompatible and aging communications equipment offers an obstacle to total interoperability. This is a common challenge that was originally outlined in the National Task Force on lnteroperability's (NTFI) "Why Can't We Talk" document, released in February 2003. Different jurisdictions use different equipment and different radio frequencies that cannot communicate with one another. The radio and communications systems used by various agencies and jurisdictions are often at different stages of their life cycle. While agencies are familiar with their own communications equipment, and select personnel may have a basic understanding of the systems in place in the region, this information has rarely been documented for the overall UASI site or state region.



This baseline inventory and documentation of interoperable communications equipment is fundamental to a successful tactical plan. Regional representatives should identify what resources exist within the region to support a multi-agency, public safety response to an incident.

The template divides interoperable equipment into the types identified by the SAFECOM program: swap radios, shared channels, gateways, and shared systems. All interoperable communications resources shall be listed according to these categories, and indicate what agency is primarily responsible for the operation and maintenance of the equipment.

D.) Policies & Procedures for Interoperable Equipment-

In many of the current UASI (State Homeland Security Program, Urban Areas Security Initiative) sites, agencies have procured equipment that is capable of providing interoperable communications. However, policies are rarely in place that document how communications would be provided in an lED incident. Policies and procedures addressing both operational and technical components are essential in the development and deployment of any solution. They enable first responders to act in a coordinated fashion across disciplines in the event of an emergency. In this section, we shall document the policies and procedures that have been developed for their interoperable equipment.

The following detailed guidance, based on best practices from state and local agencies, has been compiled to assist grantees in developing policies and procedures for each type of interoperable equipment.

1) Swap Radios:

One way to provide interoperability among agencies jointly responding to an incident is to have on-scene responders from all agencies swap their incompatible radios with those from a radio cache. This allows all responders to use a common, compatible set of radios. For a radio cache to be an effective shared resource, it should have the following characteristics:

Be fully charged and maintained, ready for deployment at all times. Include extra charged batteries for extended deployments. Personnel available to transport the radios to the incident scene. Technicians available for on-scene support during the deployment. Checkout and tracking procedures during the incident to ensure

the radios are properly returned to the cache following the incident.

Rules of Use: The following are some rules of use that may be included in this section. These examples are not exhaustive. The region should



include any rules of use in this section that will apply to radio caches, including:

National Incident Management System compliance. · Use of plain language (no radio codes). Use of Unit Identification. Use of encryption I no encryption.

Interoperable Communications Request: This section shall detail the process that will be followed when an incident commander determines that an interoperability resource is required and a radio cache is determined to be the appropriate resource. This section shall define what information is provided during the interoperable communications request, how the request will be handled by dispatch and who will be responsible for determining what interoperability resource should be deployed to the scene. Assuming a radio cache is determined to be the most appropriate resource, this section shall specify whether any parties need notification that the particular radio cache has been activated for an incident.

Radio Cache Actnvation: This section shall detail the process that will be followed during the activation of a radio cache. This section shall include how the incident commander will be provided an estimated time of arrival on scene for the radio cache and what process will be used to track the distribution of radios at the incident scene.

Radio Cache Deactivation: This section shall detail the process that will be followed during the deactivation of a radio cache. This section shall include how the radios will be returned to the radio cache.

Problem ID and Resolution: This section shall detail the process that will be followed for problem identification and resolution associated with the use of a radio cache.

2) Shared Channels:

Shared channels refer to common frequencies or channels (such as those of a participating agency) that have been established and are programmed into radios to provide interoperable communications among agencies. In order to use this option adequately, all user radios must be capable of operating on the same channel. Shared channels and shared systems are the only types of interoperable communications equipment that are always available because they are included and always operational in each piece of equipment.



The National Law Enforcement Emergency Channel (155.475 MHz) is an example of a shared channel available for use in the region if all agencies are using the VHF High Band.

If shared channels are available for use by the region, the specific channels and their purpose shall also be documented.

Rules of Use: The following are some rules of use that may be included in this section. These examples are not exhaustive. The region shall include any rules of use in this section that will apply to shared channels, including:

National Incident Management System compliance. Use of plain language (no radio codes). Use of Unit Identification. Use of encryption I no encryption.

Procedures: This section shall detail the process that will be followed when an incident commander determines that an interoperability resource is required and a Shared Channei is determined to be the appropriate resource. This section shall specify if anyone should be notified when a Shared Channel resource will be required for a significant amount of time in order to support a particular incident.

Problem Identification & Resolution: This section shall detail the process that will be followed for problem identification and resolution associated with the use of shared channel.

3) Gateways:

Gateway systems provide connections between two or more radio networks, allowing users on one network to communicate with users on other networks.

For example, a group of users on an ultra-high frequency (UHF) channel used by Agency A can be connected to a group of users on a very-high frequency (VHF) channel used by Agency B. An interconnect is created by connecting two or more radio channels or voice paths with a gateway device or console patch. ·

Gateway systems can be configured to support any number of channels. Using gateway systems, usually graphical user interface, a dispatch operator can select the appropriate channels to interconnect. With many gateways, multiple interconnect sessions involving distinct groups can be established at any giv~n time by the gateway operator. The maximum number of simultaneous interconnect sessions in progress depends on the gateway system. Examples of gateways include M/A-Comm's Network First, Raytheon's JPSACU-1000 and Sytech's RIOS.


Page 7. July 14, 2009

Gateway systems are typically used in regions where there is overlapping coverage of participating radio communications systems. For example, two agencies responding to an incident can have channels from their respective communications networks interconnected, but this is only useful if the coverage area of each network includes the incident location. An agency must be able to access its own communications network. Thus, the service areas for a gateway system is generally restricted to the overlapping service area of all participating agencies in any given interconnect.

Participating Agencies: Using Appendix 0, jurisdictions shall list which agencies will be included in the use of gateway solutions.

Rules of Use: The following are some rules of use that may be included in this section. These examples are not exhaustive. The region should include any rules of use in this section that will apply to gateways, including:

National Incident Management System compliance. Use of plain language (no radio codes). Use of Uriit Identification. Use of encryption I no encryption.

Interoperable Communucations Request: This section shall detail the process that will be followed when an incident commander determines that an interoperability resource is required and a gateway is determined to be the appropriate resource. This section shall define what information is provided during the interoperable communications request, how the request will be handled by dispatch and who will be responsible for determining what interoperability resource shall be deployed to the scene. Assuming a gateway is determined to be the most appropriate resource, this section shall also specify whether any parties need notification that the particular gateway has been activated for an incident.

Gateway Activation: This section shall detail the process that will be followed during the activation of a gateway. If a mobile gateway will be deployed to the scene of the incident, this section shall include how the incident commander will be provided an estimated time of arrival for the resource. For all gateways (i.e. fixed or mobile configurations) this section shall detail: what authorizations have to be obtained before interconnecting agency channels; how the Incident Commander, or designee (such as the Communications Unit Leader), is notified that the interconnects have been established; and, how users on affected channels are notified prior to the interconnect that routine use of the



channel. will be suspended so that the channel can be used to support the response to an incident.

Gateway Deactivation: This section shall detail the process for identifying who will decide when the Gateway is no longer required to support the incident and how each agency will be notified prior to the disconnection of channels from each interconnect.

Problem Identification and Resolution: This section shall detail the process that will be followed for problem identification and resolution associated with the use of a Gateway.

4) Shared Systems:

Shared systems refers to the. use of a single radio system infrastructure to provide service to most agencies within a region. Shared systems are typically built upon a trunking architecture. The region shall only list a shared system as an available interoperability resource if the majority of public safety users within the region share a common system. In the case where less than a majority of public safety uses a shared system, there may be several incompatible systems shared by subsets of users within the region. Possession of a single radio system allows subsets of users to achieve interoperability; however for the purposes of this document, shared systems should only be listed if they have a significant impact on regionwide, public-safety interoperability. If a shared system is available for use by the region, the system should be documented.

Rules of Use: This section shall detail the process that will be followed when an incident commander determines that an interoperability resource is required and a shared system channel/talk group is determined to be· the appropriate resource. This section shall specify if anyone should be notified when a Shared System resource will be required for a significant amount of time in order to support a particular incident. The region should develop a standard set of rules of use for common channel/talk group assignment and document these in this section. Importantly, this is one of two types of interoperability solutions that can have an "automatic deployment" based upon the occurrence of an incident (such as a law enforcement pursuit) because the resource is always available in all participating radios; the other always-available solution is Shared Channels for this same reason. The following are some rul.es of use that may be included in this section. These examples are not exhaustive. The region shall include any rules of use in this section that will apply to gateways, including:

National Incident Management System compliance


Use of plain language (no radio codes) Use of Unit Identification Use of encryption I no encryption


Problem Identification & Resolution: This section shall detail the process that will be followed for problem identification and resolution associated with the use of a Shared System.

E.) Plans for Tactical Communications During lED Incident -

For the purpose of this Tactical Interoperable Communications Plan, utilize the scenario of an Improvised Explosive Device (JED) detonated in a crowded venue.

1) Participating Disciplines:

Document the functional disciplines to which this Tactical Interoperable Communications Plan applies. For the purposes of satisfying the requirements of an FY05 UASI grant, this Tactical.lnteroperable Communications Pian is intended to apply to first responders. In particular, it should apply to functional disciplines that would be involved on-scene in the first 12 hours of the response to a terrorist event.

· 2) Planned Use of Interoperable Equipment:

Document how available interoperability equipment will be used within the NIMS structure to support the response to an incident. Standard ICS 205 forms or the equivalent should be included to show functional assignments of communications resources.

The method of interoperable communications to be used during an incident shall be included for each of the following:

Incident Command and General Staff Operations Section, including separate functional groups or

geographic divisions Planning Section Logistics Section Finance Section (if established)

Depending on the equipment listed in Section C - Interoperable Equipment, any of the following methods might be used to provide communications capabilities to these groups:

Swap Radios from a radio cache could be distributed to the Logistics Section members to allow them to communicate using compatible radios.


Page10 July 14, 2009

A Shared Channel or Channels could be assigned to .provide required interoperability.

A Gateway could be used to interconnect channels from the respective agencies or systems.

Shared System resources (i.e. talk groups) could be established to support required communications among the agencies.

F.) Training -

Training and exercises refers to the instructional support designed to develop knowledge, skills, and performance of public safety personnel. Proper training and regular exercises are critical to the implementation and maintenance of a successful interoperability solution. Success will be assured by regular, comprehensive, and realistic exercises that address potential problems in the region and involve the participation of all relevant personnel. Without training and exercises, emergency responders· will not be able to effectively use the technology in the event of a major incident.

The two-way radio is today one of a public safety officer's most used pie<;:es of equipment - as important to the firefighter as a breathing apparatus and to the police officer as a handgun. Unfortunately, while training and certification is routinely required for these latter pieces of equipment, it is rarely provided for radio equipment particularly with regard to interoperability. A radio will do no good when needed to respond to an incident if the public safety officer does not know how to use it.

Proper training and regular exercises are critical to the implementation of a successful interoperability solution. Federal guidance now requires agencies to implement the National Incident Management System (NIMS) program for incident management.

Issued on March 1, 2004, NIMS provides a consistent nationwide approach for federal, state, territorial, tribal, and local governments to work effectively and efficiently together to prepare for, prevent, respond to, and recover from domestic incidents, regardless of cause, size, or complexity.

For FY2005, state and territory level efforts to implement NIMS must included the following:

" Incorporating NIMS into existing training programs and exercises. " Ensuring that federal preparedness funding, including Homeland

Security Grant


Page11 July 14, 2009

Program (HSGP) funds, support NIMS implementation at the state and local levels (in accordance with eligibility and allowable uses of grants).

• Incorporating NIMS into Emergency Operations Plans (EOPs). • Promotion of intrastate mutual aid agreements. e Coordinating and providing technical assistance to local entities

regarding NIMS. • Institutionalizing the use of Incident Command System (ICS).

First responder communications training typically takes place during a responder's initial basic training, and then infrequently throughout the first responder's career. It is the intent of the NIMS guidelines to promote more thorough and frequent training on all aspects of multi-agency incident response, and in particular those involving such critical issues as communications. This Tactical Interoperable Communications Plan shall document efforts to provide routine communications training, including training for use of interoperable communications resources.

Finally, no technical solution will work without trained support staff. The state and/or ,urban area must ensure that sufficient personnel are trained as Communications Unit Leaders, as defined within NIMS, to support equipment deployment. As part of this Tactical Interoperable Communications Plan, agency personnel are required to document the disciplines and numbers of certified Communications Unit Leaders. The Tactical Interoperable Communications Plan shall address staffing to ensure that Communications Unit Leaders are available at all times (24/7).

c-~-,, J 1 , ·-.. -Ucw /'~ n> 'J v~"' I +-; ~..,..~ ) David G. Swan, P.E. Corporate President

COUNTY OF KANE

RFP 09-027 TICP Consulting Service T&C

COMPETITIVE SELECTION PROCEDURE- REQUEST FOR PROPOSAL TERMS AND CONDITIONS

For KANE COUNTY BOARD, Geneva, Illinois

A. REQUEST FOR PROPOSALS

A.01 Definition: Request for Proposals (RFP) is a method of procurement permitting discussions with responsible offerors and revisions to proposals prior to award of a contract. Award will be based on the criteria set forth herein.

A.02 Proposal Opening:

Sealed proposals will be received at the Kane County Purchasing Department until the date and time specified, at which time the names of offerors will be read aloud and recorded on an abstract. Contents of the sealed proposals will be opened and evaluated in private with proposal information kept confidential until an award is made. Late proposals shall be rejected and returned unopened to the sender. Kane County does not prescribe the method by which proposals are to be delivered; therefore, it cannot be held responsible for any delay, regardless

·of the reason, in delivery of the proposals.

A.03 Proposal Preparation: Proposals must be submitted on this form and all information and certifications called for must be furnished. Proposals submitted in any other manner, or which fail to furnish all information or certificates required, may be summarily rejected. Proposals may be modified or withdrawn prior to the time specified for the opening of proposals. Proposals shall be filled out legibly in ink or typewritten with all erasures, strikeovers and corrections initialed in ink by the person signing the proposal. The proposal shall include the legal name of the Vendor, the complete mailing address, and be signed in ink by a person or persons legally authorized to bind the Vendor to a contract. Name of person signing should be typed or printed below the signature.

A.04 Proposal Envelopes: Envelopes containing proposals must be sealed and addressed to the County of Kane, Purchasing Department. The name and address of the Vendor and Invitation Number must be shown in the upper left corner of the envelope.

A.05 Addenda: A.05.1

A.05.2

Addenda are written instruments issued by the County prior to the date for receipt of proposals which modify or interpret the RFP by addition, deletion, clarifications, or corrections.

Prior to the receipt of proposals, addenda will be mailed or delivered to all who are known to have received a complete Request for Proposals.

A.05.3

A.05.4

RFP 09-027 TICP Consulting Service · T&C

After receipt of proposals, addenda shall be distributed only to offerors who submitted proposals, and those offerors shall be permitted to submit new proposals or to amend those submitted.

Each offeror shall ascertain prior to submitting a proposal that all addenda issued have been received and acknowledge on the proposal response form, by submission of a proposal, such act shall be taken to mean that such offeror has received all addenda, and that the offeror is familiar with the terms thereof and understands fully the contents of the addenda.

A.06 Evaluation of Proposals:

A.06.1

A.06.2

A.06.3

The proposals submitted by offerors shall be evaluated solely in accordance with the criteria set forth in the RFP. The Proposals shall be categorized as:

Acceptable;

Potentially Acceptable; that is, reasonably susceptible of being made acceptable; or Unacceptable.

A.O? Discussion of Proposals:

A.07.1

A.07.2

A.08 Negotiations:

The Evaluation Panel may conduct discussions with any offeror who submits an acceptable or potentially acceptable proposal. Offerors shall be accorded fair and equal treatment with respect to any opportunity of discussion and revision of proposals. During the course of such discussions, the Evaluation Panel shall not disclose any information derived from one proposal to any other offeror.

During the initial discussion, the offeror shall be prepared to give an oral presentation covering the following topics: (a) The specific services to be provided; (b) Qualifications of the offeror, experience of personnel, etc; (c) The working relationship to be established between the

County .and the Offeror, including, but not limited to, what each party should expect from the other.

(d) A review of the costs associated with this project.

The County of Kane reserves the right to negotiate specifications, terms and conditions which may be necessary or appropriate to the accomplishment of the purpose of this RFP. The County may require the entire proposal be made an integral part of the resulting contract. This implies that all responses, supplemental information, and other submissions provided by the offeror during discussions or negotiations will be held by the County of Kane as contractually binding on the successful offeror.

A.09 Notice of Unacceptable Proposal:


When the Evaluation Panel determines an offeror's proposal to be unacceptable, such offeror shall not be afforded an additional opportunity to supplement its proposal. The decision of the Evaluation Panel shall be final.

A.1 0 Confidentiality: The County's Director of Purchasing shall examine the proposals to determine the validity of any written requests for nondisclosure of trade secrets and other proprietary data identified. After award of the contract, all responses, documents, and materials submitted by the offeror pertaining to this RFP will be considered public information and will be made available for inspection, unless otherwise determined by the Director of Purchasing. All data, documentation and innovations developed as a result of these contractual services shall become the property ofthe County of Kane. Based upon the public nature of these RFP's, an offeror must inform the County, in writing, of the exact materials in the offer which cannot be made a part of the public record in accordance with the Illinois Freedom of Information Act.

A.1 0.1 Confidential information submitted by the Vendor shall be labeled and shall be maintained in confidence to the extent permitted by the Illinois Open Meetings Act, and the Illinois Freedom of Information Act.

A.11 Interpretation or Correction of Documents: Vendors shall promptly notify the County of any ambiguity, inconsistency of error they may discover upon examination of the specification documents. Interpretations, corrections and changes will be made by addendum.

A. 12 Variances: State or list by reference any variations to specifications, terms and conditions.

B. TERMS AND CONDITIONS

8.01 Authority: This Request for Proposals is issued pursuant to applicable provisions of the Kane County Purchasing Department.

8.02 Errors in Proposals: Offerors are cautioned to verify their proposals prior to submission. Negligence on the part of the offeror in preparing the proposal confers no right for withdrawal or modification of the proposal.

8.03 Reserved Rights: The County of Kane reserves the right at any time and for any reason to cancel this Request for Proposals, or to accept an alternate Proposal. The County reserves the right to award one or more contracts for their services specified herein. The County reserves the right to waive any immaterial defect in any proposal. Unless otherwise specified by the offeror, the County has ninety (90) days to accept. The county may seek clarification from any offeror at any time and failure to respond promptly is cause for rejection.


8.04 Incurred Costs: The County of Kane will not be liable in any way for any costs incurred by respondents in replying to this RFP.

8.05 Award: Proposals will be evaluated and negotiated by the Evaluation Panel. The Evaluation Panel shall have the authority and discretion to determine the qualifications, responsibility and capabilities of offerors, the reasonableness of price, and other factors (where applicable): (a) adherence to all conditions and requirements of the proposal specifications; (b) price; (c) qualifications of the Vendor, including past performance, financial responsibility, general reputation, experience, service capabilities, and facilities; (d) delivery or completion date; (e) product appearance, workmanship, finish, taste, feel, overall quality, and results of product testing; (f) maintenance costs and warranty provisions; and (g) repurchase or residual value.

8.05.1 Confidential information submitted shall be maintained in confidence to the extent permitted by the Illinois Open Meetings Act, and the Illinois Freedom of Information Act. The Evaluation Panel's final recommendation and reports shall be forwarded to the appropriate committees of the Kane County Board for consideration and award of the contract.

8.06 Criteria for Selection:

8.07 Pricing:

All proposals submitted in response to this RFP will be evaluated based on the following criteria as specified in SOW - page 3.

The price for the contract is to be held firm for the term of the contract.

8.08 Taxes: The County of Kane of exempted for paying Illinois Retailers Occupation Tax and Federal Excise Tax.

8.09 Warranty: Vendor or Seller (as case may be) expressly warrants that all goods and services (real property and all structures thereon) will conform to the drawings, materials, performance and any other specifications, samples or other description furnished by the County, and will be fit and sufficient for the purpose intended, merchantable, of good material and workmanship. Vendor or Seller (as case may be) agrees that these warranties shall run to Kane County, its successor, assigns, customers and users of the products or services and that these warranties shall survive acceptance of the goods or performance of the services.

8.10 Indemnity: Contractor and/or Servicer and/or Seller (as case may be), agrees to save, hold harmless, defend and indemnify the County of Kane and its Officers, Agents and Employees from any and all liability or loss incurred by the County of Kane resulting from Contractor's and/or Servicer's and/or Seller's noncompliance with any laws or regulations of any governmental authority having jurisdiction over Contractor's and/or Servicer's and/or Seller's performance of this contract and Contractor's and/or Servicer's and/or Seller's violation of any of the terms and conditions of this agreement, and from the Contractor's and/or Servicer's and/or


Seller's negligence arising from, in any manner and in any way connected with, the terms and conditions of this Agreement and arising from the Contractor's and/or Servicer's and/or Seller's performance thereunder.

Contractor and/or Servicer and/or Seller shall provide to the County of Kane proof of adequate insurance coverage to satisfy the indemnification provisions herein.

8.11 Equal Employment Opportunity: The equal employment opportunity clause required by the Illinois Fair Employment Practices Commission is hereby incorporated by reference in all contract made by the county of and in all bid specifications therefore furnished by the county to all Vendors, contractors and subcontractors.

The County of Kane, State of Illinois, represents that it and the employing agencies responsible to it, conform to the following:

We do not discriminate against any employee or applicant for employment because of race, creed, color, age, disability, religion, sex, national origin/ancestry, sexual orientation, marital status, veteran status, political affiliation, or any other legally protected status. We will take whatever action is necessary to ensure that applicants and employees are treated appropriately regarding all terms and conditions of employment. We will post in conspicuous places, available to employees and applicants for employment, notices setting forth the provisions of this nondiscrimination clause ..

We will, in all solicitations or advertisements for employees placed by or on behalf of the employing agencies, state that all qualified applicants will receive consideration for employment without regard to race, creed, age, disability, religion, sex, national origin/ancestry, sexual orientation, marital status, veteran status, political affiliation, or any other legally protected status. (Ordinance No. Res.No. 82-90, 6-1 0-80; Res. No. 81-"79, 6-9-81: Res. No. 82-90, 6-8-82; 05-303, 09-23-05) State law references Fair Employment Practices Act, Ill. Rev.Stat. Ch. 48, Sec.851 et seq.; requirements for public contracts, Ill. Rev. Stat. Ch. 48, Sec. 854.

8.12 Default: If delivery of services is not completed by the time promised, the County reserves the right, without liability, in addition to its other rights and remedies, to terminate the contract by notice effective when received by the Contractor. ·

8.13 Payments: The payment terms for this contract will be made on a monthly basis by the County of Kane.

B .14 Eligibility: By signing the proposal response form, the Vendor hereby certifies that they are not barred from bidding on this contract as a result of a violation of Article 33E, Public Contracts of the Illinois Criminal Code of 1961, as amended (Illinois Complied Statutes, 720 ILCS 5/33E-1 ).


B. 15. CERTIFICATE OF INSURANCE REQUIRED BY KANE COUNTY Contractor to furnish and deliver prior to commencement of work, a completed Certificate of Insurance satisfactory to the requirements of County of Kane containing:

a) The Contractor and all subcontractors shall provide a Certificate of Insurance naming the Owner (Kane County) as certificate holders and as additional insured. The certificate shall contain a 30-day notification provision to the owner (Kane County) prior to cancellation or modification of the policy.

b) Commercial General Liability insurance including Products/ Completed Operations, Owners arid Contractors Protective Liability and Broad Form Contractual Liability with the exclusion pertaining to explosion, collapse and underground Property Damage hazards eliminated. The limit of liability shall not be less than the following:

General Aggregate $2,000,000

Products and Completed Operations · $2,000,000

Personal and Advertising Injury

Each Occurrence

or- Combined Single Limit

$1,000,000

$1,000,000

$1,000,000

c) Business Automotive Liability Insurance including owned, hired and non-owned automobiles with limits of not less than the following:

Each Person for Bodily Injury $1,000,000

Each Occurrence for Bodily Injury $1,000,000

Each Occurrence for Property Damage $1,000,000

or- Combined Single Limit $1,000,000

d) Statutory Worker's Compensation Insurance, including occupational disease with Employer's Liability limit shall be in compliance with limit of the State of Illinois.

e) Professional Liability policy to cover all claims arising out of the Consultant's operations or premises, Sub-consultant's operation or premises, anyone directly employed by the Consultant or Sub-consultant, and the Consultant's obligation of indemnification under this Contract.

Limits:

Aggregate $1,000,000

Vendors to furnish a copy of the Endorsement showing Kane County as an additional named insured on the General Liability, Auto, and Excess policies.

The Contractor shall cease operations on the project if the insurance is cancelled or reduced below the required amount of coverage.

B. 16 Additional Information and Comments: Include any other information you believe to be pertinent, but not specifically mentioned elsewhere.

STATEMENT OF WORK For

TICP CONSULTING SERVICE

OVERVIEW

RFP 09-027 TICP Consulting Service sow

This Request for Proposal (RFP) is for the purpose of contracting with a qualified firm or individual to provide services for the development of a tactical interoperability communications plan for the County of Kane.

SCOPE OF SERVICES

A. Conduct a tactical interoperable communications assessment of current radio communications systems within Kane County.

B. Develop a county-wide Tactical Interoperable Communications Plan (TICP) that will enhance interoperable communications protocols within Kane County and is aligned with the Statewide Communications lnteroperabilityPian (SCIP).

C. Validate the county TICP through a full-scale or table-top exercise. The validation exercise must be compliant with the Homeland Security Exercise Evaluation Program (HSEEP), National Incident Management Systems (NIMS) guidelines and lEMA exercise development and approval requirements.

D. · Facilitate the activities of the TICP Governance Committee.

E. Develop and facilitate training workshops or conferences on the provisions of the TICP for response personnel.

F. Ensure that all county and municipal radio frequency data is entered into the Communications Assets Survey and Mapping (CASM) tool. Each governance structure will coordinate with municipalities and interoperable communications experts to complete their entries into CASM.

G. Project must be completed in its entirety by June 30, 2010.