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SR 01-26-2021 3B City Council Report City Council Meeting: January 26, 2021 Agenda Item: 3.B 1 of 5 To: Mayor and City Council From: Bill Walker, Fire Chief, Fire Department Subject: Award Request for Proposal to Three Four Three, LLC, to provide Bioterrorism Training Projects to assist Los Angeles Area Fire Chief’s Association Regional Training Group hosted by Santa Monica Fire Recommended Action Staff recommends that the City Council: 1. Award RFP#274 for professional services to Three Four Three, LLC, to assist Los Angeles Area Fire Chief’s Association Regional Training Group hosted by Santa Monica Fire Department; and 2. Authorize the City Manager to negotiate and execute a professional services agreement with Three Four Three, in an amount not to exceed $302,000 for a twenty-four-month period, with future year funding contingent on Council budget approval and additional grant funding. Summary The Los Angeles Area Fire Chief’s Association (LAAFCA) is comprised of thirty-one fire chiefs throughout Los Angeles County. The Regional Training Group (RTG) is responsible for providing training through various grant programs. The RTG recently applied for and was awarded $1,322,000 from a Measure B grant from Los Angeles County to develop the necessary Training Delivery Model (TDM) to support the Los Angeles region in responding to a bioterrorist emergency. Measure B funds will expire June 30, 2021 unless extended by the County. SMFD has accepted a request by LAAFCA to coordinate and host the grant funding for the RTG for the development and delivery of county-wide bioterrorism courses. Sponsorship of RTG TDM ensures that Santa Monica remains a regional stakeholder and participant in upcoming training programming. The RTG will be responsible for direct administration of the grant with SMFD oversight. 3.B Packet Pg. 21 2 of 5 Discussion On October 13, 2020, Council approved acceptance of $1,322,000 in Measure B funds provided by Los Angeles County. Council awarded a contract for $1,020,000 to another vendor for video and curriculum development services of the county-wide multi- disciplinary bioterrorism content. The Fire Department will use the remaining $302,000 of the Measure B grant to fund the development of specialty first-responder hazardous materials curriculum for the Los Angeles Area Fire Chiefs Regional Training Group. The City of Santa Monica Fire Department will host a professional services contract with Three Four Three, LLC, a subject matter expert to assist in fulfilling LAAFCA’s RTG mission to provide unified, innovative, quality training to enhance firefighter safety and responder effectiveness. Under an agreement with the City of Santa Monica and in collaboration with the LAAFCA’s RTG, the contractor Three Four Three, LLC, will develop a mission-specific training course to improve the bioterrorism readiness of LA-area emergency response personnel. This training will include: Biological Terrorism - Technician-Level Responder Course (BIO-TECH). The course is targeted towards specific groups of emergency responders including firefighters and hazardous materials personnel at the technician and specialist levels. This training will also act as Train-the-Trainer course to build the capacity for continuous training of new emergency responders within the county. The contractor will assist with, support, and further develop the training and response readiness of Los Angeles area fire agencies for bioterrorism incidents. The grant funds will cover the costs of the Fire Department’s facilitation of the RTG TDM and to collaboratively develop and deliver a comprehensive bioterrorism training program. The LAAFCA RTG facilitates and provides training videos and curriculum development to fire departments within Los Angeles County. Centralized regional training effectiveness requires continuing education with new curriculum and compatible technology. The RTG will now facilitate the new bioterrorism curriculum utilizing the Measure B funding. The RTG will be responsible for the direct delivery of the training. 3.B Packet Pg. 22 3 of 5 SMFD staffing will not be impacted by the delivery of the grant. SMFD will benefit from the training courses to improve the specialty bioterrorism readiness and response as one of the county’s fourteen regional fire agencies Hazardous Materials Teams. Vendor/Consultant Selection Bidder Recommendation Best Qualified Firm Three Four Three, LLC Evaluation Criteria The proposal, Three Four Three, LLC was evaluated based on the criteria in SMMC 2.24.190, including experience, credentials, training, capacity to perform services promptly, stability/references, price, and compliance with City specifications. Municipal Code SMMC 2.24.190 RFPs Received Three Four Three, LLC Constant and Associates, Inc. 3.B Packet Pg. 23 4 of 5 Bid Data Date Posted Posted On Advertise In (City Charter & SMMC) Vendors Downloaded Date Publicly Opened 10/15/2020 City's Online Bidding Site Santa Monica Daily Press 12 11/09/2020 Best Qualified Firm Justification A team of experts in Fire service interviewed the two firms. Based on this criteria and criteria in SMMC 2.24.190, the evaluation committee recommends Three Four Three, LLC as the best qualified firm to provide a comprehensive bioterrorism training program. Three Four Three, LLC has over thirty years’ experience in the Fire Service and are a subject matter expert in Fire HazMat training. Three Four Three, LLC provided excellent references and was within the projected budget set aside for the services. Based on these criteria, Three Four Three, LLC is recommended as the best qualified firm to provide professional services to assist Los Angeles Area Fire Chief’s Association Regional Training Group develop a comprehensive bioterrorism training program in accordance with City specifications and scope of work. Financial Impacts and Budget Actions Staff seeks authority to approve funding from the Miscellaneous Grants Fund to award a professional services agreement with Three Four Three, LLC to provide professional services to assist the LAAFCA Regional Training Group with a comprehensive bioterrorism training program. Future years’ funding is contingent on Council budget approval and future grant funds. Professional Service Agreement FY 2020-21 Budget Request Amount Department Account # Total Contract Amount   $302,000 20190001.556530   $302,000 3.B Packet Pg. 24 5 of 5 Prepared By: Terese Toomey, Principal Administrative Analyst Approved Forwarded to Council Attachments: A. Three Four Three Oaks B. Measure B grant acceptance 10.13.2020 Item 3D 3.B Packet Pg. 25 3.B.a Packet Pg. 26 Attachment: Three Four Three Oaks (4393 : Award RFP for Bioterrorism Training Project on behalf LAAFCA) City Council Report City Council Meeting: October 13, 2020 Agenda Item: 3.D 1 of 4 To: Mayor and City Council From: Bill Walker, Fire Chief, Fire Department Subject: Acceptance of 2019 Measure B Grant and increase to the Agreement with Advanced Problem Solving, LLC for the Los Angeles Area Fire Chiefs Regional Training Group (LAAFCA RTG) Training Delivery Model Recommended Action Staff recommends that the City Council: 1. Authorize the City Manager to accept a grant awarded in the amount of $1,322,000 from Los Angeles County 2019 Measure B for bioterrorism training projects for the Fire Department on behalf of the Los Angeles Area Fire Chiefs Regional Training Group (LAAFCA RTG); and to accept all grant renewals. 2. Authorize the City Manager to execute all necessary documents to accept the grant and all grant renewals. 3. Authorize the City Manager to negotiate and execute a first modification to Contractual Services Agreement #10967 with Advanced Problem Solving, LLC, (APS) a California-based company, in an amount not to exceed $1,020,000 on the same terms and conditions for a total amount not to exceed $4,020,000 over a five-year period, with future year funding contingent on Council budget approval and contingent upon the Fire Department securing the associated grant funding. 4. Authorize budget changes as outlined in the Financial Impacts & Budget Actions section of this report. Summary -one fire chiefs throughout Los Angeles County. The Regional Training Group (RTG) is responsible for providing training through the Federal Homeland Security Grant Programs. The RTG recently applied for and was awarded $1,322,000 from a Measure B grant from Los Angeles County to develop the necessary Training Delivery Model (TDM) to support the Los Angeles region in responding to a bioterrorist emergency. Measure B funds will expire June 30, 2021 unless extended by the County. 3.B.b Packet Pg. 27 Attachment: Measure B grant acceptance 10.13.2020 Item 3D (4393 : Award RFP for Bioterrorism Training Project on behalf LAAFCA) 2 of 4 SMFD has accepted a request by LAAFCA to coordinate and host the grant funding for the RTG TDM including the development and delivery of the Haz Mat specialty courses. Sponsorship of RTG TDM ensures that the City of Santa Monica remains a regional stakeholder and participant in upcoming training programming. The RTG will be responsible for direct administration of the grant with SMFD oversight. Discussion SMFD has received Federal Homeland Security Grant funds to facilitate the training homeland security goals. The grant programs directly support the national priority of expanding regional collaboration, which defines what it means for the whole community to be prepared for all types of disasters and emergencies. In addition to the Homeland Security Grant funds, the additional Measure B grant funds will be used to develop and deliver mission-specific training courses to improve the all-hazards readiness of Los Angeles-area emergency response personnel in responding to a bioterrorist emergency. The funding will be used to collaboratively develop and deliver a comprehensive bioterrorism training program targeted for first responders, public health officers, healthcare workers, and emergency managers to improve the all-hazards readiness in Los Angeles County. The funding also includes the development and delivery of mission-specific training courses to improve the specialty bioterrorism readiness and to collaboratively develop and deliver a comprehensive bioterrorism training program. In November 2019, Council approved an Agreement with Advanced Problem Solving (APS), LLC for video and curriculum development services for the Los Angeles Area Fire Chiefs Regional Training Group, Training Delivery Model after a competitive process. The not to exceed amount of the five-year agreement with APS was $3,000,000. The Fire Department will use $1,020,000 of the $1,322,000 new Measure B grant to fund the increased contract with APS for video and curriculum development services of the county-wide multi-disciplinary bioterrorism content. The remaining 3.B.b Packet Pg. 28 Attachment: Measure B grant acceptance 10.13.2020 Item 3D (4393 : Award RFP for Bioterrorism Training Project on behalf LAAFCA) 3 of 4 $302,000 will be used for the development of specialty first-responder hazardous materials curriculum for the Los Angeles Area Fire Chiefs Regional Training Group. SMFD will return to Council to award these funds once a competitive process has been completed. The LAAFCA RTG facilitates and provides training videos and curriculum development to fire departments within Los Angeles County. Centralized regional training effectiveness requires continuing education with new curriculum and with streamlined, and presented curriculum on the following: Mutual Threat Zone, Operational Risk Assessment, Rapid Intervention Crew, May Day Calls, Marine Firefighting, Coordinated Wildland Response, COVID-19 Response, Cyber Security, COVID-19 Safety Stand Down, Firefighter Safety Stand Down, Firefighter Safety Stand Down: Leadership and Behavioral Wellness, Firefighter Safety Stand Down: Maintaining Cohesion in Times of Stress, and Operational Risk Management. The RTG will now facilitate the new bioterrorism curriculum utilizing the Measure B funding. The RTG staff will be responsible for the direct delivery of the training. SMFD staffing will not be impacted by the delivery of the grant. SMFD will benefit for the training courses to improve the specialty bioterrorism readiness and response as one o fire agencies Hazardous Materials Teams. Past Council Actions Meeting Date Description 11/12/2019 (Attachment A) Award of agreement with Advanced Problem Solving for video and curriculum development services for the Los Angeles Area Fire Chiefs Regional Training Group Financial Impacts and Budget Actions Staff seeks authority to accept a grant from Los Angeles County 2019 Measure B funds for an amount of up to $1,322,000. SMFD will manage the contract with APS on behalf of the RTG. The RTG is responsible for the development and delivery of the necessary training to support the Los Angeles region in responding to a bioterrorism emergency and appropriate funds. 3.B.b Packet Pg. 29 Attachment: Measure B grant acceptance 10.13.2020 Item 3D (4393 : Award RFP for Bioterrorism Training Project on behalf LAAFCA) 4 of 4 Staff seeks authority to increase the amount of the contract #10967 with Advanced Problem Solving for video and curriculum development services for the Los Angeles Area Fire Chiefs Regional Training Group. The remaining $302,000 will be used to contract with a different vendor for the development of the fire-specific hazardous materials curriculum for the RTG. SMFD will return to Council to award these funds once a competitive process has been completed. Future year funding is contingent upon SMFD being awarded annual federal homeland security grant funds and on Council budget approval. If SMFD is not awarded additional grant funds, SMFD is not obligated to fulfil the LAAFCA RTG Training Delivery Model Contract. FY 2020-21 Grant Budget Changes Establish Revenue Budget Appropriate Funds Account Number Amount Account Number Amount 20190001.405720 $1,322,000 20190001.556530 $1,322,000 Contract Modification Request Agreement # Current Authorized Amount Modified Request Amount Account Number Total Amount 10967 $1,950,000 - 20190001.555177 $1,950,000 $1,050,000 - 20190001.55518C $1,050,000 - $1,020,000 20190001.556530 $1,020,000 Total Revised Contract Amount $4,020,000 Prepared By: Terese Toomey, Principal Administrative Analyst Approved Forwarded to Council Attachments: A. Attachment A Staff Report Advanced Problem Solving Item 3 B 11.19.19 B. APS Oaks expires 6-18-21 3.B.b Packet Pg. 30 Attachment: Measure B grant acceptance 10.13.2020 Item 3D (4393 : Award RFP for Bioterrorism Training Project on behalf LAAFCA)