Manchester Health Department and Glastonbury Health Department - Emergency Preparedness Coordinator

The Town of Manchester and Town of Glastonbury (Towns) each received bioterrorism grants through the State of Connecticut. This request for proposal (RFP) is being solicited by the Town of Manchester on behalf of both towns to hire a contractor to act as its Public Health Emergency Coordinator. The contractor shall serve as project manager for the Public Health Preparedness Contract (PHP). Assure on-time delivery of all PHP Contract deliverables, follow and regularly update the State of Connecticut Department of Public Health (DPH) project work plan, providing updates on project status to the Manchester and Glastonbury Health Departments and the Mass Dispensing Area 33 (MDA 33).

The term of this contract shall be from July 1, 2016 to June 30, 2017. By mutual consent of all parties, this contract may be extended at the same prices, terms and conditions for an additional one (1) year period. There is no guarantee of future work beyond June 30, 2017.

The awarded contractor shall provide the following scope of services:

Meeting Facilitation
Facilitate meetings including those of Mass Dispensing Area 33. Facilitation services include preparing agendas, presentation agendas, presentation materials, and handouts; communicating with committee members; and meeting evaluation.

Emergency Plans
At the direction of the Manchester and Glastonbury Directors of Health, draft changes to existing emergency response plans and their annexes; review plans for consistency and integration with other relevant local, regional, state, and national plans; and facilitate planning process with the goal of continuous improvement of MDA 33’s ability to respond to a public health threat.

Communication
Serve as the chief editor of MDA 33’s Volunteer Newsletter. Communicate as needed with MDA 33’s committee members. Assist MDA 33 staff in maintenance and testing of MDA 33’s Health Alert Network (HAN). Complete annual HAN progress report for DPH submission.

Knowledge Transfer
Stay current with public health emergency preparedness standards, best practices, and resources. Monitor key sources for disease surveillance trends and inform Health Directors periodically. Network with PHP Coordinators across the state of Connecticut. Synthesize and transfer information as appropriate within MDA 33.

Training
Conduct orientation and regular continuing education emergency preparedness training for staff as directed by each town’s health department. Conduct emergency preparedness and response training for volunteers as requested.

Training and Exercise Coordination
Facilitate annual training and exercise workshop for MDA 33; coordinate all training and exercise activities in accordance with Homeland Security Exercise Evaluation Program (HSEEP) guidelines; integrate the training plan with regional Department of Emergency Management and Homeland Security (DEMHS) training plans; facilitate planning, hot wash, and debriefing sessions; prepare notice of drill/exercise reports and After Action Report (AAR). Promote use of TRAIN Connecticut within MDA 33. Monitor and document training records as required.

POD Supplies
Maintain inventory of MDA 33’s Point of Dispensing (POD) supplies in cooperation with POD Supplies Coordinators.

Volunteers
Provide administrative support to MDA 33 Volunteer Committee working closely with MDA 33 health directors to define annual recruitment objectives and strategies. Update and Maintain volunteer database and recruitment kits. Assist with recruitment activities as needed. Prepare and submit the Public Health Emergency Response Team deliverable as specified by DPH.

Operational Readiness Review (ORR)
Lead annual or biannual ORR including documentation submission and plan review/enhancement.

Regional Planning
Participate in regional public health preparedness planning meetings as directed by the Manchester and Glastonbury Health Directors including participation on workgroups or subcommittees. Participate in regional drills as directed.

Reports
Prepare invoices, submit supporting documents, and grant expenditure reports along with health directors as required by DPH no later than 15 business days after receiving information from the health departments. Prepare and submit the annual progress report for the grant in cooperation with the Manchester and Glastonbury Heath Directors and other Planning Committee members.

Contractors are requested to provide the following information with their proposal.
A. Letter of Transmittal.
B. Understanding and approach to the project.
C. Information on firm, qualifications and experience of those individuals assigned to the project.
D. References and examples of past work product as it relates to this RFP.
E. Detailed fee proposal.

All proposals must be received by 4:00 p.m., June 28, 2016. Eight (8) copies shall be placed in a sealed envelope and clearly marked “RFP 16/17-4: Public Health Emergency Preparedness Coordinator”.
Proposals shall be addressed and delivered to the Town of Manchester, Director of General Services as indicated:

Postal Service 
Town of Manchester, Connecticut

Mr. Gerald R. Dupont

Director of General Services 
Lincoln Center 
494 Main Street PO Box 191
Manchester, CT 06040 

All proposals shall be opened publicly and recorded as received. There will be no public reading of proposals. Proposals received later than time and date specified will not be considered. No proposal may be withdrawn within 30 days after the submission due date.

Questions about this RFP may be directed to Gerald R. Dupont, Director of General Services, by email [email protected] or fax (860) 647-5206 or no later than five (5) calendar days prior to the date proposals are due. All information given by the Town except by written addenda shall be informal and shall not be binding upon the Town nor shall it furnish a basis for legal action by any Proposer or prospective Proposer against the Town.