Comprehensive Wildfire Emergency Evacuation Assessment Contractor

Agency:	Summit County
State:	Colorado
Type of Government:	State & Local
NAICS Category:	541611 - Administrative Management and General Management Consulting Services
Posted Date:	Apr 5, 2024
Due Date:	May 15, 2024
Bid Source:	Please Login to View Page
Contact information:	Please Login to View Page
Bid Documents:	Please Login to View Page

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REQUEST FOR PROPOSALS

for

Comprehensive Wildfire Emergency Evacuation Assessment

April 5, 2024

Proposals Due:

Wednesday, May 15, 2024, no later than 3:00 p.m. MST/MDT.

Overview

Summit County Government (“County”) is soliciting bids from qualified contractors to conduct a comprehensive

wildfire emergency evacuation assessment for Summit County, Colorado. As a key initiative in our commitment to

enhancing community safety and disaster preparedness, we seek to engage an experienced contractor to evaluate and

improve our existing evacuation plans and procedures in response to the increasing threat of wildfires in the region.

The objective of this project is to assess the current wildfire emergency evacuation plans and procedures for Summit

County, Colorado, and develop actionable recommendations to enhance effectiveness, efficiency, and safety. The

assessment should consider various factors, including but not limited to:

• Identification of high-risk areas susceptible to wildfires through computer modeling of multiple scenarios.

• Evaluation of existing evacuation routes, infrastructure, plans and resources.

• Conduct a comprehensive roadway capacity analysis to evaluate the countywide roadway network to include,

but not be limited to:

o Evacuation time estimates for a multitude of evacuation scenarios to include individual municipality

evacuations, simultaneous evacuation of multiple geographic areas and countywide evacuations.

o Identification of pinch points that will slow down egress and recommendations to improve efficiency.

o Identification and recommendations for operational strategies such as alternate traffic patterns to

include contraflow and emergency vehicle ingress.

• Identification and recommendations for roadway infrastructure upgrades to enhance evacuation times and

efficiency.

• Identification and recommendations for evacuation risk mitigation strategies, such as vegetation

management.

• Identification and recommendations for strategies to manage traffic congestion during extended closures of

Interstate 70 and other routes of egress.

• Conduct a comprehensive analysis of the existing mass transit system to identify optimal operational

strategies in utilizing these resources during emergency evacuations. Methods such as hub and spoke

evacuation and point to point evacuation shall be evaluated.

• Assessment of communication protocols and systems for disseminating evacuation orders and information to

residents.

• Analysis of population demographics and potential barriers to evacuation.

• Review of evacuation shelter locations and capacities.

• Consideration of special needs populations and their unique evacuation requirements.

• Integration of technological solutions and tools to improve evacuation planning and execution.

• Coordination with local emergency management, law enforcement, fire departments, and other relevant

stakeholders.

In addition to the assessment detailed above, a successful bid will also include the design, conduct and review of a

tabletop exercise intended to test the updated Emergency Evacuation Functional Annex to the Summit County

Emergency Operations Plan resulting from this assessment. The tabletop exercise shall be compliant with the

Homeland Security Exercise and Evaluation Program (HSEEP) and include an After Action Report and Improvement

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Guide.

Copies of the request are available at www.SummitCountyCO.gov under ‘Bids & Proposals’ or by request at the

Summit County Sheriff’s Office. Contact Brian Bovaird, Director of Emergency Management, for additional project

information at brian.bovaird@summitcountyco.gov or 970.668.2982.

Scope of Services

This project will encompass unincorporated Summit County and all municipalities and special districts located

within the county.

Contractor shall furnish all labor, transportation, and incidentals necessary to perform the comprehensive wildfire

emergency evacuation assessment.

Project management duties shall include, but not be limited to:

• Conducting an in-person project kickoff meeting.

• In-person site visit with Summit County personnel to properly orient to the geography of the county.

• Establishment of a project development team that comprises key stakeholders.

• Conducting virtual meetings, as necessary, to discuss the project, analysis assumptions, analysis results,

and community outreach. This includes preparation of meeting materials (e.g., meeting agenda, invite,

presentation slides, meeting minutes).

• Monthly meetings with the Summit County Director of Emergency Management to discuss ongoing tasks,

schedule, and budget.

Work shall be completed as set forth in a contract for this project to be negotiated with the County based upon the

contractor’s written proposal.

Date and time of service

Service will be performed on an ongoing daily basis beginning on June 3, 2024. Service will be performed on a regular

daily schedule (Monday through Friday) to be agreed upon prior to contract. Potential schedule should be included in

contractor's written proposal.

Indemnification and Insurance

Contractor shall indemnify and hold harmless the County from and against all claims, damages, losses, and expenses

arising out of or resulting from acts or omissions of the Contractor, Contractor’s sub-contractors or otherwise arising

out of the performance of services by Contractor. No later than seven (7) days following the execution of an

Independent Contractor Agreement between the County and Contractor, the Contractor shall provide the County with

certificates of insurance evidencing the types and amounts of insurance specified below:

a. Worker’s Compensation and Employer’s Liability:

i. Worker’s Compensation must be maintained with the statutory limits.

ii. Employer’s liability is required for minimum limits of:

▪ $1,000,000 Each Accident

▪ $500,000 Disease Policy

▪ $1,000,000 Disease Each Employee

b. Commercial General Liability:

i. $1,000,000 Each Occurrence

ii. $2,000,000 General Aggregate

iii. $2,000,000 Products Completed Operations Aggregate

c. Automobile Liability: Contractor will maintain business auto liability coverage covering liability

arising out of any auto (including owned, hired and non-owned autos) used in the performance of

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services under this Agreement.

i. $1,000,000 Combined Single Limit Each Accident

Insurance coverage shall not be reduced below the limits described above or cancelled without the County’s written

approval of such reduction or cancellation. Certificates of such insurance, of agents and subcontractors, shall be

provided to the County upon request. With regard to all insurance, such insurance shall:

• Be primary insurance to the full limits of liability herein before stated and, should County have other valid

insurance, County insurance shall be excess insurance only; and

• Not cancelled without thirty (30) days prior written notice to the County.

Proposal Format

Costs for performing services outlined in this request for proposals shall be clearly stated to allow the County to

effectively evaluate each proposal. Potential daily schedule of services should also be included.

Refinements and Improvements

Applicants should feel free during the proposal submission process to provide any suggestions or comments that might

be advantageous for the County to consider in terms of any efficiencies, issues or processes. The County is not

committed to any single scenario, but efficiency of resources and minimizing impacts are critical in completing this

work.

The following pages contain the RFP instructions and owners requirements.

Part I - ADMINISTRATIVE INFORMATION

A. Issuing Officer

This Request for Proposals (“RFP”) is issued by the Summit County Sheriff’s Office. For questions, please contact

Brian Bovaird, Director of Emergency Management, at brian.bovaird@summitcountyco.gov or 970.668.2980.

B. Purpose

This RFP provides prospective contractors with sufficient information to prepare and submit proposals for

consideration by the County. To be considered responsive, each proposal must provide for completion of the tasks

outlined in the RFP.

C. Scope

This RFP contains the instructions governing the proposals to be submitted and the materials to be included therein.

These are mandatory requirements that must be met to be eligible for consideration.

D. Scheduling

Proposals must be submitted via email to brian.bovaird@summitcountyco.gov to the Summit County Sheriff’s Office

by May 15, 2024, no later than 3:00 PM MST/MDT. The proposal should outline the schedule for commencement

of service.

E. Inquiries and Questions

Prospective applicants are welcome to make inquiries and ask questions concerning the RFP to obtain clarification of

the any requirements or schedule a site visit to the properties. Direct all inquiries to:

Brian Bovaird, Director of Emergency Management

Summit County Sheriff’s Office

970.668.2980

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brian.bovaird@summitcountyco.gov

Time Schedule:

Friday, April 5, 2024, Request for Proposals publicly advertised and posted on County website.

Tuesday, May 7, 2024, Deadline for all questions.

Friday, May 10, 2024, All questions, comments and responses to questions posted by the County at Bids and

Proposals on www.SummitCountyCO.gov

Wednesday, May 15, 2024, Proposals must be submitted via email to brian.bovaird@summitcountyco.gov

no later than 3:00 p.m. MST/MDT.

Wednesday, May 15, 2024, Official Bid Opening at 4:00 p.m.

Friday, May 17, 2024, Interview with short-listed proposers if necessary

Monday, May 20, 2024, (week of) Contract negotiations

Monday, May 27, 2024, Notice of Award and send unsuccessful bidder letter (email) to all proposers

F. Instructions for Submission of Proposals

It is imperative, when submitting a proposal, that the outside of the submission email be addressed as follows and with

appropriate text in the email subject line and text in the top few lines of the body of the email:

Email Address:

brian.bovaird@summitcountyco.gov

Subject Line Text:

<Vendor’s Name> - Proposal for: Wildfire Emergency Evacuation Assessment

Body Text:

ATTN: Brian Bovaird, Director of Emergency Management

Summit County Sheriff’s Office

Proposal for: Wildfire Emergency Evacuation Assessment

1. Contractor's company name

2. Contact name and phone number

G. Late Proposals

It is the responsibility of each vendor submitting a proposal to ensure that emailed proposals arrive to the Summit

County Sheriff’s Office by 3:00 PM MST/MDT on May 15, 2024.

H. Proprietary Information

Any restrictions on the use of data contained within a proposal must be clearly stated in the proposal itself.

Response Material Ownership

All materials submitted regarding this RFP become the property of the County and will only be returned at the County's

option.

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J. Incurring Costs

The County is not liable for any costs incurred by those who have submitted proposals prior to issuance of a signed

contract.

K. Acceptance of Proposal Content

The contents from the selected contractor’s proposal will become contractual obligations if a subsequent agreement is

reached. Failure of the successful contractor to accept these obligations may result in cancellation of the award and

such contractor may be removed from future solicitations.

L. Acceptance Time

The County intends to make a proposal selection within 20 business days after the closing date for receipt of proposals.

M. Budget

Costs for performing services must be included in the proposals and should be clearly stated to allow the County to

effectively evaluate each proposal.

PART II – PROPOSAL CONTENT

The proposal submitted must clearly address the requirements outlined in the RFP. Any concerns that the contactor

may have about meeting these requirements shall be specifically identified in the proposal.

Scope of Work

Provide an outline of the contractor’s understanding of the project. Summarize the basic approach to providing the

services, and any recommendations on improving efficiencies in the process.

Qualifications

Contractor shall furnish a summary of experience on similar projects and be prepared to provide examples. Include a

brief description of past and current projects. Each summary shall include a brief project description and name, address

and phone number of a local contact person involved in the project. The statement of qualifications should also provide

a summary of contractor's ability to successfully complete the requirements of this RFP. The statement of qualification

shall be brief but shall include at a minimum the following:

1. Description of similar projects

2. Capabilities (including equipment) and staff.

3. Proposed methodology that outlines the approach, tools, and resources you will employ to conduct the

assessment and develop recommendations

4. Description of the qualifications, expertise, and experience of the team members who will be involved in

executing the project. A successful bid will demonstrate an interdisciplinary group of practice leaders in

transportation engineering/planning, wildfire science, and emergency preparedness.

PART III – PROPOSAL EVALUATION AND SELECTION

The County intends to engage the most qualified contractor available for this assignment while minimizing the costs

to the County. Responsiveness to the RFP will be a principle basis for evaluation. Proposals shall provide a

straightforward and concise presentation adequate to satisfy the requirements of the RFP. The proposal should clearly

express the contractor's understanding of the County's specific requirements, indicating the contractor's qualifications

to conduct this service in a thorough and efficient manner.

Failure to disclose a conflict of interest is a misdemeanor criminal offense under Colorado Law. Such conflict may

arise if any public official exercises any substantial discretionary function in connection with a government contract,

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Comprehensive Wildfire Emergency Evacuation Assessment Contractor

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See Also

Bid Title:	Comprehensive Wildfire Emergency Evacuation Assessment Contractor
Category:	Emergency Management
Status:	Open