RFP 2526-6 Emergency Management Consultant Services - FAQ

REQUEST FOR PROPOSALS
EMERGENCY MANAGEMENT CONSULTANT SERVICES
RFP 2526-6
Responses Due
April 24, 2026
5:00pm
City of Norman
Fire Department
ATTN: David Grizzle
415 E. Main St.
Norman, Oklahoma 73069

RFP 2526-6
TABLE OF CONTENTS
ITEM PAGE
TABLE OF CONTENTS ...............................................................................1
I. OVERVIEW ...............................................................................................2
II. CITY BACKGROUND ............................................................................2
III. REQUIREMENTS ...................................................................................2
A. SUBMISSION REQUIREMENTS ....................................................2-4
B. RFP CRITERIA ..................................................................................4-6
IV. EVALUATION AND SELECTION ......................................................6
A. EVALUATION CRITERIA ...............................................................6
B. RANKING CRITERIA .......................................................................6-7
V. AFFIDAVITS ...........................................................................................8
A. CERTIFICATE OF NON-DISCRIMINATION .................................8
B. NON-COLLUSION AFFIDAVIT ......................................................9
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RFP 2526-6
I. Overview
The City of Norman seeks a consultant to provide professional services for the review and update
of the City's Emergency Operations Plan (EOP) and assistance with training and other requisite
implementation of the finalized plan. The City's current EOP was written by the City's Emergency
Management Coordinator in 2004 following the Master County Concept. Because the Emergency
Management Division and EOP is housed in the City's Fire Department, the selection of the
consultant and main coordination will be through the Fire Department, with city wide departmental
coordination and collaboration through the development of the updated EOP.
II. City Background
The City of Norman is located directly south of Oklahoma City, is on both the east and west sides
of US Interstate 35 as well as both to the north and south of state numbered Highway 9, and spans
nearly 190 square miles. The City of Norman is the county seat of Cleveland County with a
population of 130,046, pursuant to 2023 Census data, making it the third most populous city in
Oklahoma. The City of Norman is also home to the University of Oklahoma and Lake
Thunderbird. The City of Norman is a full-service municipality operating water, sewer, waste, and
stormwater utility services, emergency response services through the Norman Police Department
and Fire Department, comprised of nine stations, and municipal court services. For additional
information about the City of Norman, visit the City's website at https://www.normanok.gov/.
III. Requirements
A. Submission Requirements
The selected consultant shall produce a professional document, which will include (but not be
limited to):
1. Project Overview
This project involves a comprehensive review, revision, and update of the current Emergency
Operations Plan (EOP) to ensure alignment with current best practices, legal and regulatory
requirements (e.g., FEMA's CPG 101 v3, NIMS, ICS), organizational changes, and lessons
learned from recent incidents and exercises.
2. Objectives
Assess the current EOP's strengths and weaknesses.
Ensure compliance with federal, state, and local emergency management guidelines.
Integrate new threats and hazards, including pandemics, cyber incidents, climate-related
disasters, and active shooter events.
Improve interoperability and coordination with stakeholders and partner agencies.
Produce a final, actionable, and accessible EOP that guides effective emergency
response.
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RFP 2526-6
3. Scope of Services
The contractor/consultant shall perform the following tasks:
Phase 1: Project Initiation (Weeks 1-3)
Review existing EOP and annexes.
Conduct a kickoff meeting with stakeholders sharing project scope, goals, and objectives.
Develop a detailed project plan and timeline.
Identify key personnel, points of contact, and stakeholder groups.
Deliverables:
Meeting agenda and notes
Roster of attendees and planning team
Phase 2: Risk Assessment & Hazard Analysis (Weeks 4-8)
Conduct a gap analysis comparing current EOP with national standards (e.g., CPG 101
v3, NIMS, HSEEP).
Conduct a hazard and vulnerability analysis (HVA) including evaluating critical
infrastructure and dependencies as well as community and organizational risks.
Review after-action reports (AARs) from events and recent drills/exercises.
Deliverables:
Gap analysis and HVA reports including recommendations
Phase 3: Stakeholder Engagement (Weeks 9-12)
Develop stakeholder engagement plan to include preliminary data collection activities
with internal and external stakeholders.
Facilitate a planning team to guide EOP development and define plan format and annex
framework (Basic Plan, Functional Annexes, and Hazard-Specific Annexes) taking into
consideration Emergency Support Functions (ESFs) and Community Lifelines.
Deliverables:
Stakeholder engagement plan and timeline
Roster of partners
Phase 4: Plan Development (Weeks 13-20)
Update/Develop the Basic Plan, Functional Annexes, and Hazard-Specific Annexes,
which include integration of continuity of operations (COOP), communications, logistics,
evacuation, mass care, and recovery elements.
Align roles and responsibilities with ICS/NIMS structures.
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RFP 2526-6
Finalize data collection activities including interviews, workshops, and/or surveys with
emergency services, public health, utilities, schools, and other partners.
Deliverables:
Stakeholder engagement summary report
Draft EOP
Phase 5: Review and Revision (Weeks 21-24)
Circulate draft EOP and conduct stakeholder review sessions.
Facilitate a review workshop or tabletop exercise with emergency services, public health,
utilities, schools, and other partners to assess cross-functional coordination and validate
assumptions and procedures as defined in the Plan and Annexes.
Incorporate feedback and finalize updates to the plan.
Deliverables:
Plan validation materials
Summary of feedback and changes to draft EOP
Phase 6: Approval and Adoption (Weeks 25-26)
Submit Final EOP in editable (e.g., Word) and final (PDF) formats.
Provide an executive summary and quick-reference guide.
Conduct a briefing/training session on EOP updates for leadership and staff.
Deliverables:
Final EOP in formats as specified
Executive summary and quick-reference guide
Training materials and presentation
4. Assumptions
Organization will provide access to existing EOPs, AARs, personnel, and data as needed.
Stakeholders will be available for interviews and review sessions.
Final approval and adoption will be conducted by the designated authority (e.g.,
Emergency Manager, CEO, or City Council).
Questions regarding the proposals should be directed to David Grizzle, at 405-307-7190 or
david.grizzle@normanok.gov. No inquiries will be received after April 17, 2026. The questions
should cite the section of the RFP needing clarification. Responses to the questions will be posted
by April 21, 2026 at https://www.normanok.gov/businesses/bids-rfps-rfqs.
B. RFP Criteria
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RFP 2526-6
1. Proposals submitted in response to this RFP-2526-6 will be accepted at Norman Fire
Administration ATTN: David Grizzle, 415 E. Main St., Norman, Oklahoma 73069 until
5:00pm April 24, 2026. Responses received after this time will not be accepted.
2. A response to this RFP should not be deemed to be construed as a contract or an indication
of a commitment of any kind on the part of the City of Norman, nor to any obligation for
costs incurred in the preparation in response to the RFP. The selected consultant will be
required to enter into a contract with the City of Norman following selection of its proposal
and prior to commencement of services.
3. Authorized Signatures. When submitting proposals, corporate entities are required to
comply with Oklahoma State law regarding authorized signatures.
The City of Norman requires that a proposal be signed by a duly authorized corporate
official with authority to bind the interested party by the proposal as stated in Oklahoma
State statute, "...signed by the chair or vice chair of the Board of Directors, or the President,
or by a Vice President, and attested by the Secretary or an Assistant Secretary; or by
officers as may be duly authorized to exercise the duties..." 18 O.S. 22.
However, should some other official with the corporation sign, such as a secretary signing
a document, such signature needs to be accompanied by a certificate or a copy of a
resolution adopted by the Board setting forth the authority of that individual to execute a
contract.
With respect to limited liability corporations, every manager is an agent of the company
for the purpose of business and binds the limited liability company. Therefore, instruments
and documents shall be valid and binding upon the limited liability company if executed
by one or more of its managers. 18 O.S. 32
As set forth above, when submitting proposals, certification adhering to the state statutes
should accompany documents being submitted for consideration.
4. Prohibited interest. No member, officer, employee of the City of Norman, or member of
its governing body during his or her tenure, or one (1) year thereafter, shall have any
interest, direct or indirect, in any resultant contract or the proceeds thereof.
5. Equal Employment Opportunities. In connection with this proposal, the consultant shall
not discriminate against any employee or applicant for employment because of race, color,
religion, ancestry, national origin, age, place of birth, disability, sex, sexual orientation,
gender identity or expression, familial status, marital status, including marriage to a person
of the same sex, being disabled, or disadvantaged person, or a Veteran, except where
religion, sex or national origin is a bona fide occupational qualification reasonably
necessary to the normal operation of the consultant.
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RFP 2526-6
6. Affidavits. In accordance with State law, the consultant must submit a certificate of non-
discrimination and non-collusion affidavit with this proposal to be considered. Failure to
submit these affidavits may render the proposal incomplete and thus eliminate the
consultant from further consideration.
7. Insurance Requirements. The consultant(s) chosen for this project shall work with the City
on appropriate insurance coverage requirements during the contract negotiation process.
IV. Evaluation and Selection
A. Evaluation Criteria
A selection committee will review and score proposals submitted prior to the deadline. The City
reserves the right to request additional information from proposers submitting qualifications. The
City reserves the right to reject any or all qualifications and the right, in its sole discretion, to
accept the qualifications it considers most favorable to the City's interest. The City further reserves
the right to reject all qualifications and seek new qualifications when such procedure is deemed
reasonable and in its best interest.
The criteria for evaluating the qualifications and selecting a consultant will focus on:
The consultant's specific approach to the project. Although the City has identified the
general nature of services required, the consultant is encouraged to provide any additional
innovative approach or methodology to provide the requested services.
Capabilities and previous experience in comparable projects of this type and the specialized
experience and technical competence of the consultant.
Past record of performance on contracts with other governmental agencies or on similar
projects, including such factors as quality of work, control of costs, and ability to meet
established schedules.
Capacity of the personnel to perform the work in a timely manner.
Qualifications of individuals who will have direct involvement in tasks on this project.
B. Ranking Criteria
Proposals will be scored according to the following criteria with a maximum score of 100 points:
1. Understanding Project Requirements (Point Range 0-25)
Evaluation of the proposals responsiveness to the specific requirements outlined in
the submission requirements.
Clarity and completeness of the proposal and consultant's approach to enhancing
the emergency response plan and implementation/training.
2. Reputation and Experience (Point Range 0-20)
Assessment of consultant's previous experience and success in managing similar
emergency management projects.
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RFP 2526-6
Quality and relevance of references.
3. Methodology and Project Management (Point Range 0-20)
Suitability of proposed methodology for achieving project objectives within the
specified timeline.
Quality of the project management plan, including risk identification and mitigation
strategies.
4. Qualifications of Key Personnel (Point Range 0-20)
Education, experience, and qualifications of the project manager and key staff
assigned to the project.
Relevance of the team's skills and previous collaborative experiences to the project
submission requirements.
5. Local Understanding and Availability (Point Range 0-15)
Demonstrated understanding of Norman community and its specific emergency
management needs.
Proximity and availability of personnel/consultant's office.
[Remainder of Page Intentionally Left Blank]
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RFP 2526-6
V. Affidavits
A. CERTIFICATION OF NONDISCRIMINATION
In connection with the performance of work under this contract, the contractor agrees as follows:
A. The contractor agrees not to discriminate against any employee or applicant for
employment because of race, color, religion, ancestry, national origin, age, place of birth,
disability, sex, sexual orientation, gender identity or expression, familial status, or marital
status, including marriage to a person of the same sex. The Contractor shall take affirmative
action to ensure that employees are treated without regard to their race, color, religion,
ancestry, national origin, age, place of birth, disability, sex, sexual orientation, gender
identity or expression, familial status, or marital status, including marriage to a person of
the same sex. Such actions shall include, but not be limited to, the following: employment,
upgrading, demotion or transfer, recruiting or recruitment, advertising, lay-off, termination,
rates of pay or other forms of compensation, and selection for training, including
apprenticeship. The Contractor and Subcontractor shall agree to post in a conspicuous
place, available to employees and applicants for employment, notices setting forth the
provisions in this section.
B. In the event of the Contractor's noncompliance with this nondiscrimination clause, the
contract may be canceled or terminated by the City Council. The Contractor may be
declared by the City Council ineligible for further contracts with the said agency until
satisfactory proof of intent to comply shall be made by the Contractor.
C. The Contractor agrees to include this nondiscrimination clause in any subcontracts
connected with the performance of this agreement.
I have read the above stated clause and agree to abide by its requirements.
By: _______________________________
Title: ______________________________
Sworn to and subscribed before me this _________day of _________, 2026.
_______________________________
Notary Public
My commission expires: ______________
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RFP 2526-6
B. NON-COLLUSION AFFIDAVIT
STATE OF ________________________ )
COUNTY OF ______________________ )
__________________________, of lawful age, being first duly sworn on oath says that (s)he is
the agent authorized by the bidder to submit the attached bid. Affiant further states that the bidder
has not been a party to any collusion among bidders in restrain of freedom of competition by
agreement to bid at a fixed price or to refrain from bidding; or with any government official or
employee as to quantity, quality, or price in the prospective contract, of any other terms of said
prospective contract; or in any discussions between bidders and any government official
concerning exchange of money or other thing of value for special consideration n the letting of a
contract; that the bidder/contractor has not paid, given or donated or agreed to pay, give or donate
to any officer or employee of the City of Norman (or other entity) any money or other thing of
value, either directly or indirectly in the procuring of the award of a contract pursuant to this bid.
SIGNED: ______________________________
Subscribed and sworn to before me this ______ day of _____________________, 2026.
________________________________
Notary Public
My Commission Expires: __________________
My Commission Number: __________________
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