Disaster Logistics Support Services

REQUEST FOR PROPOSAL
PURCHASING DEPARTMENT
P.O. BOX 1349
327 NORTH ASHLEY ST.
VALDOSTA, GEORGIA 31601
LC-2605
FOR: Disaster Logistics Support Services
OPENING DATE: April 24, 2026
TIME: 10:00 am EST
Amy Woods, Finance Department
(229) 671-2527
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INTRODUCTION & GENERAL INFORMATION
Purpose
Lowndes County Emergency Management Agency (EMA) is soliciting sealed proposals from
qualified, licensed, bonded, and insured contractors to provide Disaster Logistics Support
Services. Services shall include, but are not limited to, the provision of equipment, personnel,
technicalsupport,logisticscoordination,documentation,andprojectmanagementnecessaryto
support disaster response and recovery operations.
TheintentofthisRequestforProposals(RFP)istoestablishoneormorepre-event,competitively
procured contracts with qualified firms capable of rapidly mobilizing and delivering scalable
logistics support under emergency conditions.
Theselectedcontractor(s)shallberequiredtofurnishalllabor,supervision,equipment,materials,
andincidentmanagementsupportnecessarytomeettheoperationalneedsofLowndesCounty
during disaster events and other emergency incidents.
For purposes of this RFP, any reference to "Lowndes County" shall be deemed to include the
municipalities of Dasher, Hahira, Lake Park, Remerton, and Valdosta.
Background
Lowndes County is vulnerable to a wide range of hazards, including natural, technological, and
human-causedincidents,whichmaysignificantlyimpactpublicsafety,criticalinfrastructure,and
essential services.
Disaster events may require the rapid activation and coordination of logistics resources to:
Protect life and property
Support displaced and impacted populations
Maintain or restore critical infrastructure and essential services
Support emergency response operations and incident management
To ensure preparedness and operational readiness, Lowndes County seeks to pre-establish
competitively procured contracts with qualified firms capable of providing comprehensive,
scalable disaster logistics support. These contracts are intended to support timely response,
ensure compliance with applicable federal and state reimbursement requirements (including
Federal Emergency Management Agency Public Assistance Program guidelines), and enhance
overall operational effectiveness during emergencies.
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Procurement Contact & Communications
AllcommunicationsregardingthisRequestforProposals(RFP)shallbemadeinwritingonlyand
directed to the Procurement Contact identified below:
Procurement Contact:
Amy Woods
Lowndes County
327 N. Ashley Street
Valdosta, GA 31601
Email: amy.woods@lowndescounty.com
Allquestions,requestsforclarification,andothercommunicationsmustbesubmittedviaemail.
Responsestosubstantivequestionswillbeissuedintheformofwrittenaddendaanddistributed
toallknownprospectiveproposers. Itistheresponsibilityoftheproposertoensurereceiptofall
addenda issued by Lowndes County prior to the submission deadline. Failure to acknowledge
addenda may result in the proposal being deemed non-responsive.
Proposers are expressly prohibited from contacting elected officials, department heads,
evaluationcommitteemembers,oranyotherCountypersonnelregardingthisRFPoutsideofthe
process outlined above.
Unauthorized contact may result in the disqualification of the proposer's submission.
Procurement Schedule
Lowndes County anticipates the following schedule for this procurement. The County reserves
therighttomodifythesedatesatitssolediscretionthroughwrittenaddenda.Alldatesandtimes
listed in this RFP are Eastern Time (ET).
Milestone Date
RFP Release Date March 23, 2026
Pre-Proposal Meeting April 10, 2026 10:00 AM
Deadline for Submission of Questions April 9, 2026 2:00 PM
Responses to Questions Issued April 13, 2026
Proposal Submission Deadline April 24, 2026 10:00 AM
Evaluation Period April 27 - May 8, 2026
Intended Date for Contract Award May 26, 2026
Proposals received after the stated submission deadline will not be considered.
FEDERAL GRANT AND FEMA PUBLIC ASSISTANCE COMPLIANCE
Services procured under this RFP may be funded, in whole or in part, through federal disaster
assistance programs, including the Federal Emergency Management Agency Public Assistance
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(PA)Program.Accordingly,allworkperformedandcostsincurredshallcomplywithallapplicable
federal, state, and local laws, regulations, and guidance, including but not limited to 2 CFR Part
200(UniformAdministrativeRequirements,CostPrinciples,andAuditRequirementsforFederal
Awards).
The selected contractor(s) shall be responsible for ensuring full compliance with all applicable
federal requirements, including those related to procurement, contract administration, cost
eligibility, and documentation.
Record Retention and Documentation
The contractor shall maintain all records, supporting documentation, and cost data related to
servicesperformedunderthiscontractforaminimumofthree(3)yearsinaccordancewith2CFR
200.334,orlongerifrequiredbystateorlocallaw,auditrequirements,oruntilfinalresolution
of any audits, appeals, or litigation, whichever is later.
Such records shall include, but are not limited to:
Detailed labor records, including names, titles, hours worked, and pay rates
Equipment usage records, including type, hours of operation, and applicable rates
Materials and supply documentation, including invoices and receipts
Subcontractor agreements and supporting documentation
Daily activity logs and operational reports
Photographic documentation, where applicable
Load tickets, manifests, or other tracking documentation (as applicable to services
performed)
Access to Records
The contractor agrees to provide the County, the State of Georgia, Federal Emergency
ManagementAgency,theU.S.DepartmentofHomelandSecurity,theU.S.ComptrollerGeneral,
and their authorized representatives full access to any books, documents, papers, and records
related to this contract for the purpose of audits, examinations, excerpts, and transcription.
Required Contract Provisions
The resulting contract shall incorporate all applicable provisions required under 2 CFR Part 200,
Appendix II, including but not limited to:
Equal Employment Opportunity (EEO)
Davis-Bacon Act (if applicable)
Contract Work Hours and Safety Standards Act
Clean Air Act and Federal Water Pollution Control Act
Debarment and Suspension (2 CFR Part 180)
Byrd Anti-Lobbying Amendment
Compliance with FEMA Requirements
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Thecontractorshallperformallworkinamannerthatensureseligibilityforreimbursementunder
the Federal Emergency Management Agency Public Assistance Program. The contractor shall
cooperate fully with the County in meeting all documentation and compliance requirements
necessary to support reimbursement.
Failure to comply with applicable federal requirements may result in the disallowance of costs
and may constitute grounds for contract termination.
SCOPE OF WORK / SERVICES
Contract Intent and Term
ItistheintentofLowndesCountytopre-establishcontractsforbothimmediate(emergency)and
non-immediate disaster logistics support services to ensure a rapid and effective response to
disasters and other emergencies.
Theinitialcontracttermshallbeforaperiodofone(1)year,withtheoptiontorenewforupto
four (4) additional one-year terms, subject to mutual agreement and approval by Lowndes
County.
Anytaskorder,workassignment,orprojectinitiatedpriortotheexpirationofthecontractmay,
at the County's discretion, be extended beyond the contract term until such work is completed
and accepted.
Awards may be made to one or multiple vendors, and contracts shall be non-exclusive. The
Contractor(s) may be utilized on an as-needed basis throughout the contract term and may be
calledupontosupportplannedevents,specialoperations,orsmaller-scaleincidentsinaddition
to large-scale disaster activations.
Lowndes County reserves the right to:
Expand or modify the scope of services as operational needs evolve
Issue task orders or assignments based on specific incident requirements
Investigate and evaluate the qualifications and capabilities of any proposer at any time
Proposers shall possess and maintain all required licenses, permits, certifications, equipment,
personnel, and resources necessary to perform the services described in this RFP.
Multi-Jurisdictional Participation
Although proposals will be evaluated through a coordinated process, each participating
jurisdictionretainsfullandindependentauthoritytoacceptorrejectanyproposalandtoexecute
a contract at its sole discretion.
Contracts executed pursuant to this RFP shall constitute separate and independent agreements
between the contractor and each individual jurisdiction. Execution of a contract by one
jurisdiction shall not obligate or bind any other jurisdiction.
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General Scope of Services
The Contractor shall provide comprehensive disaster logistics support services, which may
include, but are not limited to, the following:
A. Logistics Coordination and Resource Management
Incident logistics coordination in support of Emergency Operations Center (EOC)
activities
Resource ordering, tracking, and accountability in alignment with NIMS/ICS principles
Coordination with local, state, and federal partners
B. Commodity Management and Distribution
Establishment and operation of Points of Distribution (PODs)
Procurement, transportation, storage, and distribution of emergency commodities (e.g.,
water, food, tarps, ice)
Inventory tracking and reporting
C. Warehousing and Inventory Management
Establishment and management of temporary or long-term staging areas and
warehouses
Inventory control systems, tracking, and reporting
Material handling and security
D. Base Camps and Temporary Facilities
Design, setup, operation, and demobilization of base camps and support facilities
Provision of temporary housing, sanitation, food service, and support services for
responders and essential personnel
E. Equipment, Fleet, and Fuel Support
Provision and management of equipment and fleet resources
Fuel sourcing, storage, and distribution
Maintenance and repair services
F. Donations and Volunteer Management Support
Establishment and operation of donations management systems
Coordination of unsolicited goods and volunteer resources
G. Documentation and Reporting
Daily operational reporting and activity tracking
Photographic and video documentation of operations
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Development of reports necessary to support reimbursement through the Federal
Emergency Management Agency Public Assistance Program
H. Project and Program Management
On-site project management and supervisory personnel
Coordination with County staff and incident command structure
Cost tracking, documentation, and reporting
Mobilization and Operational Requirements
The Contractor shall be capable of mobilizing personnel, equipment, and resources within a
timeframe specified by the County, which may include immediate (within 12-24 hours) or
scheduled deployment depending on the nature of the incident.
All operations shall be conducted in accordance with:
The National Incident Management System (NIMS)
The Incident Command System (ICS)
Applicable local and state emergency management frameworks
Task Orders and Activation
Work under this contract shall be initiated through written or verbal authorization by Lowndes
County. Verbal authorizations shall be followed by written confirmation as soon as practicable.
The County reserves the right to:
Activate one or multiple contractors simultaneously
Assign specific scopes of work by task order or project assignment
Adjust operational requirements based on incident needs
Technical Specifications and Operational Requirements
This section establishes the minimum technical and operational requirements for services
provided under this RFP.
TheselectedContractorshalldevelopandmaintainacomprehensiveoperationalplantoprovide
resources and logistical support to Lowndes County. Implementation of this plan, including
deployment and activation of personnel, equipment, or services, shall occur only upon
authorization from Lowndes County.
The Contractor shall demonstrate the capability to:
Pre-position resources in advance of anticipated incidents
Rapidly mobilize and deploy resources following an event
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Achieve full operational capability within timeframes appropriate to the scale and
complexity of the incident
Technical and Logistical Support
The Contractor shall provide technical assistance and logistical support across the full spectrum
of emergency response and recovery operations, including but not limited to the following:
A. Personnel and Staffing
Provide qualified operators, technicians, and support personnel necessary to
perform all required services in a safe, timely, and cost-effective manner
Provide supervisory and project management staff sufficient to support
operational complexity
Provide background-checked personnel upon request for designated positions
B. Equipment, Materials, and Operational Support
The Contractor shall furnish all equipment, materials, and services necessary for full
lifecycle operations, including:
Site establishment, operation, maintenance, and demobilization
Staging area and warehouse operations
Transportation, material handling, and storage
This includes, but is not limited to:
Logistics coordination and support
Transportation and transfer of equipment and materials
Forklifts, box trucks, and material handling equipment (MHE)
Emergency procurement and sourcing capabilities, including rapid purchasing
methods
Pre-event and post-event contracting support
Base Camp and Temporary Facility Operations
TheContractorshallprovideturnkeybasecampsolutions,includingdesign,setup,operation,and
demobilization.
A. Deployment Requirements
Base camps shall be fully operational within 24 hours of notice to proceed
Initialsanitation(portabletoiletsandhandwashingstations)shallbeoperational
within 8 hours
B. Capacity Requirements
First Responder Camps: 50, 100, or 250 personnel (5:1 shower ratio)
Support Personnel Camps: 100, 250, 500, or 1,000 personnel (15:1 shower ratio)
C. Required Components
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Site preparation and layout
Sleeping units (tents or trailers) with:
o Beds or cots
o Linens, blankets, and pillows
o Fire safety equipment (smoke detectors, extinguishers, exit signage)
Restroom and shower facilities:
o Separate male/female facilities
o Hygienekits(toothbrush,toothpaste,soap,shampoo,razor,deodorant,etc.)
o Towels (minimum 1 towel and 2 washcloths per person)
Portable sanitation:
o Lighted units for nighttime use
o Secondary containment to prevent environmental contamination
o Handwashing stations at all sites
Food service (galley operations):
o Meals consistent with U.S. Forest Service standards
o Three meals per day (minimum two hot meals)
o 24-hour feeding capability for all operational shifts
o Dining capacity for at least 40% of camp population
Utilities and infrastructure:
o Potable water, wastewater, and power (fully self-sufficient if utilities
unavailable)
o Capability to connect to existing utilities when available
o Required cost deductions for County-provided utilities (clearly itemized)
Additional support services:
o Refrigeration units
o Laundry services ("fluff and fold," 24-hour turnaround)
o Offices and command centers (including satellite connectivity such as
Starlink)
o Wireless internet service
o Lighting systems
o Traffic-controlled and well-lit parking areas
Medical and security:
o Support for on-site medical clinic setup
o Non-sworn security personnel for access control and site safety
Operational Support Services
The Contractor shall provide additional operational capabilities, including:
Fuel supply and fuel management
Vehicle and equipment maintenance and repair
Emergency communications (satellite and radio systems)
Generator deployment and power distribution
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Flood mitigation and pumping operations
Debris push/clear ("cut and toss") operations
Hazardous materials and specialized response support
Warehouse establishment within 50 miles of Lowndes County
Conex storage units
Donations management
Point of Distribution (POD) setup and operations
Decontamination and site cleanup
Commodity Procurement and Delivery
The Contractor shall provide for the rapid procurement and delivery of emergency commodities.
A. Delivery Requirements
Initial delivery of commodities shall occur within 24 hours of authorized order
B. Initial Surge Capability (Minimum Expectations)
Bottled Water: 5 truckloads (53' trailers, minimum 20 pallets each, 16-oz bottles or
equivalent)
Ice: 5 truckloads (53' trailers, minimum 20 pallets each, 7-lb bags or equivalent)
MREs: 3 truckloads (minimum 1,248 cases total)
Tarps: Minimum 1,000 units (20' x 25' minimum)
C. Generator Deployment
Initial deployment shall include:
(2) - 100 kW
(2) - 250 kW
(4) - 300 kW
(6) - 500 kW
(1) - 600 kW
Includesinstallation,maintenance,cabling,andaminimumof72hoursofcontinuousfuel
supply
LowndesCountyreservestherighttomodifyquantities,deliverylocations,andresource
types based on incident conditions.
Mobilization and Staffing Requirements
The Contractor shall:
Provide predefined rapid response teams ("strike packages")
Deploy initial personnel and equipment within 8 hours of notification
Achieve full operational capability within 24 hours
Scale operations up or down based on incident needs
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