RFP 25-4871 NEW COMPREHENSIVE EMERGENCY MANAGEMENT AND CONTINUITY OF OPERATIONS...

Agency:	Southwest Florida Water Management District
State:	Florida
Type of Government:	State & Local
NAICS Category:	541511 - Custom Computer Programming Services 541512 - Computer Systems Design Services 541519 - Other Computer Related Services 541611 - Administrative Management and General Management Consulting Services
Posted Date:	Nov 22, 2025
Due Date:	Dec 9, 2025
Solicitation No:	RFP 25-4871
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SOLICITATION COVER SHEET

SOUTHWEST FLORIDA WATER MANAGEMENT DISTRICT REQUEST FOR PROPOSALS

SUBMIT PROPOSALS TO: SOUTHWEST FLORIDA WATER MANAGEMENT DISTRICT

VIA: WWW.DEMANDSTAR.COM

DIRECT INQUIRIES TO:

Chamanda Burris, Procurement Supervisor

Phone: 352-505-2970 E-mail: procurement@watermatters.org

DATE POSTED:

October 24, 2025

PROPOSALS WILL BE OPENED:

November 18, 2025, at 2:00 p.m., and may not be withdrawn for 120

days after this date.

PRE-PROPOSAL CONFERENCE: Not Applicable

ORAL PRESENTATIONS: Demos Required for Shortlisted Respondents Only

TITLE: RFP 25-4871 NEW COMPREHENSIVE EMERGENCY MANAGEMENT AND CONTINUITY OF

OPERATIONS PLANNING (CEMP/COOP) SOFTWARE SOLUTION (RFP 25-4871)

SPECIFICATIONS: The Southwest Florida Water Management District (District) is seeking proposals from

qualified consultants or firms for the procurement and implementation of a new Comprehensive Emergency

Management and Continuity of Operations Planning (CEMP/COOP) software solution. This Project includes

updating and enhancing the District’s existing Comprehensive Emergency Management Plan (CEMP),

migrating the current Continuity of Operations Plan (COOP) to the new software solution, and fully integrating

the COOP with the updated CEMP within the selected solution.

Respondent Name:

Reason for No-Bid

Mailing Address:

City-State-Zip:

Telephone Number ( ) -

FAX Number ( ) -

Email address for correspondence:

Toll-Free Number ( ) -

Authorized Signature:

Full Name (please print or type):

Title (please print or type):

I, the above signed, as Respondent, hereby declare that I have carefully read this Request for Proposal and

its provisions, terms, and conditions covering the equipment, materials, supplies, or services as called for,

and fully understand the requirements and conditions. I certify that this proposal is made without prior

understanding, agreement, or connection with any corporation, firm, entity, or person submitting a proposal

for the same goods/services (unless otherwise specifically noted) and is in all respects fair and without

collusion or fraud. I agree to be bound by all the terms and conditions of this Request for Proposal and certify

that I am authorized to sign this proposal for the Respondent.

THE DISTRICT OFFICIALLY POSTS SOLICITATION PACKAGES ON WWW.DEMANDSTAR.COM AND

WWW.WATERMATTERS.ORG/PROCUREMENT. THE DISTRICT RECEIVES PROPOSALS THROUGH

DEMANDSTAR AT WWW.DEMANDSTAR.COM. THE DEMANDSTAR TIME STAMP WILL BE

CONCLUSIVE AS TO THE TIMELINESS OF FILING. IT IS THE RESPONDENT'S RESPONSIBILITY TO

ENSURE THAT ITS PROPOSAL IS TIMELY UPLOADED. PROPOSALS RECEIVED AFTER THE DATE

AND TIME SPECIFIED WILL NOT BE ACCEPTED. TO MAINTAIN A SECURED SEALED PROCESS

ELECTRONIC SUBMISSIONS MAY BE MADE ONLY THROUGH THE DEMANDSTAR PLATFORM.

FAXES, EMAILS, OR HAND DELIVERY WILL NOT BE ACCEPTED.

SOUTHWEST FLORIDA WATER MANAGEMENT DISTRICT

REQUEST FOR PROPOSALS 25-4871

NEW COMPREHENSIVE EMERGENCY MANAGEMENT AND CONTINUITY OF OPERATIONS

PLANNING (CEMP/COOP) SOFTWARE SOLUTION

TABLE OF CONTENTS

PART I - GENERAL CONDITIONS

1.1 Purpose

1.2 Definitions

1.3 Development Cost

1.4 Changes, Delays, and Addenda

1.5 Pre-Proposal Conferences

PART II - INTRODUCTION

2.1 General Information

2.2 Background Information

2.3 Term of Contract

2.4 Proposal Calendar

1.6 Rules for Proposals

1.7 Proposal Format

1.8 Proposal Opening

1.9 Questions

1.10 Conflict of Interest

1.11 Proposal Withdrawal

PART III – NATURE OF SERVICES REQUIRED

3.1 Project Objectives

3.2 Scope of Work

3.3 Deliverables

3.4 Performance Schedule

1.12 Public Availability of Records

1.13 Responsive/Responsible

1.14 Right to Accept or Reject Proposals

PART IV - INSURANCE

4.1 Insurance Requirements

1.15 Notice of Intent to Award

1.16 Protests

1.17 Contract Information

1.18 Indemnification

1.19 Withholding Payment

PART V - EVALUATION PROCEDURES

5.1 Review of Proposals

5.2 Evaluation Method and Criteria

5.3 Final Selection

1.20 Termination

1.21 Law Compliance

1.22 American With Disabilities Act (ADA)

1.23 Public Entity Crimes

1.24 Discrimination

1.25 Responsible Vendor Determination

1.26 Scrutinized Companies

1.27 Correspondence

1.28 Background Checks

1.29 Purchases by Other Public Agencies

1.30 Employment Eligibility Verification

ATTACHMENTS

Attachment 1 Cost Proposal Response Form

Attachment 2 Mutual Non-Disclosure Agreement

Attachment 3 Performance Schedule

Attachment 4 Business Process Analysis and

Business Impact Analysis User Guide –

072019

Attachment 5

FEMA Developing And Maintaining

Emergency Operations Plans -

Comprehensive Preparedness Guide

(CPG) 101

1.31 No Use of Coercion for Labor or Services

1.32 Contracting With Entities of Foreign

Countries of Concern

Attachment 6

Florida Division of Emergency

Management (FDEM) Local

Comprehensive Emergency

Management Plan Compliance Criteria

(CEMP-001.xlsx)

Attachment 7 Sample Agreement

RFP 25-4871 NEW COMPREHENSIVE EMERGENCY MANAGEMENT AND CONTINUITY OF OPERATIONS PLANNING (CEMP/COOP)

SOFTWARE SOLUTION

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October 24, 2025

PART I - GENERAL CONDITIONS

1.1 PURPOSE. The purpose of this solicitation is to provide guidelines for submission of proposals for the

services described in Part III, hereinafter referred to as the “Services.”

1.2 DEFINITIONS. "Respondent" means consultant, contractor, organization, firm, college or university, or

other entity submitting a response to this solicitation. "District" means the Southwest Florida Water

Management District, which is the issuing agency.

1.3 DEVELOPMENT COST. Neither the District nor its representatives will be liable for any expenses incurred

in connection with the preparation of a response for this solicitation. All proposals should be prepared

simply and economically, providing a straightforward and concise description of the Respondent's ability to

meet the requirements of the solicitation.

1.4 CHANGES, DELAYS, AND ADDENDA. The District reserves the right to delay scheduled solicitation due

dates if determined to be in the best interest of the District.

District solicitations, changes, delays, and addenda are available for review and download at

http://www.watermatters.org/procurement and www.demandstar.com. Persons/firms receiving solicitations

from the Internet websites are responsible to recheck the websites for any changes or addenda.

All interpretations and supplemental instructions will be in the form of written addenda, including District

answers provided in response to SECTION 1.9, QUESTIONS, of this solicitation. Respondents will

acknowledge receipt of all addenda in their proposal.

No interpretation of the meaning of the specifications or other solicitation documents, nor correction of any

apparent ambiguity, inconsistency or error therein, will be made to any Respondent orally. Prospective

Respondents are advised that no other sources are authorized to give information concerning, explaining,

or interpreting solicitation documents. Any information obtained from an officer, agent or employee of the

District or any other person will not affect Respondent’s risks or obligations or relieve it from fulfilling any

and all conditions of the solicitation.

1.5 PRE-PROPOSAL CONFERENCES. None.

1.6 RULES FOR PROPOSALS. Two or more firms may combine for the purpose of responding to this

solicitation providing that one is designated as "Prime" Respondent and the other as "Sub-Respondent(s)".

The signer of the proposal must declare that any person or entity with any interest in the proposal, as a

principal, is identified therein; that the proposal is made without collusion; that it is, in all respects, fair and

in good faith; and that the signer of the proposal has full authority to negotiate for and bind the Respondent

stated on the solicitation cover sheet.

1.7 PROPOSAL FORMAT. In order to assist the District's review process, proposals are to be prepared

utilizing the following format. The evaluation criteria are set forth in PART V – EVALUATION

PROCEDURES.

1.7.1 Cost/Fee Schedule. The cost/fee schedule containing all price information as defined in

ATTACHMENT 1 - Cost Proposal Response Form must be submitted as a separate file from any

file(s) containing all non-price factors as identified in SECTION 1.7, PROPOSAL FORMAT.

1.7.2

Sign and Return the Solicitation Cover Sheet. The person signing the proposal must be an

authorized signatory of Respondent as demonstrated by such individual being listed as an officer

on the Florida Division of Corporations (Sunbiz.org) website or in Respondent’s Articles of

Incorporation, or specifically authorized on a Board Resolution. Such documentation verifying the

authorized signatory must be submitted as part of this section.

RFP 25-4871 NEW COMPREHENSIVE EMERGENCY MANAGEMENT AND CONTINUITY OF OPERATIONS PLANNING (CEMP/COOP) SOFTWARE

SOLUTION

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October 24, 2025

1.7.3 Table of Contents. This should include clear identification of the material by section and page

number.

1.7.4

Letter of Transmittal. This letter should not exceed two pages in length and should briefly state

the Respondent's understanding of the work to be performed and make a positive commitment to

performing the work in a timely fashion. This letter should give the names of the individuals who will

be authorized to make representations for the organization, their titles, addresses and telephone

numbers. This letter should, as applicable, include conflict of interest information per SECTION

1.10. CONFLICT OF INTEREST, below, or state no such conflicts of interest exist. This letter must

be signed by an official authorized to negotiate for the Respondent.

1.7.5 Organizational Profile and Qualifications. This section of the proposal should provide the

following:

1.7.5.1

A description of the Respondent’s organization, including location(s), size, range of

activities, number of client organizations, current and projected workloads, and any other

appropriate information to describe the organization. Emphasis should be given to the

organization's relevant experiences that indicate their overall capability to deliver the

services specified in PART III – NATURE OF SERVICES REQUIRED. The Respondent

must explain a) its ability to furnish the required services, b) its (and Sub-Respondents’)

performance history on similar enterprise-level support activities, c) current and projected

workload as related to its willingness to meet the ongoing support requirements of the

District

1.7.5.2 Name and address of operating company and contact, indicate type of business (i.e.

Individual, Partnership, Corporation, etc.)

1.7.5.3

Number of years in business, number of years as a provider of the services specified in

PART III – NATURE OF SERVICES REQUIRED, total number of employees, number

of people regularly employed as support consultants, and specifically, the number of

people regularly employed to provide the services specified in PART III NATURE OF

SERVICES REQUIRED.

1.7.5.4

Documentation showing CEMP implementation and support of at least 25 enterprise-

level customers. Of the supported customers, provide a summary, not to exceed a

maximum of five pages, highlighting a minimum of ten that most closely mirror, at least,

the District’s minimum expectations as outlined in PART III – NATURE OF SERVICES

REQUIRED. Indicate their longevity as Respondent customers, average support

incidents per year, and products supported.

1.7.6

References. Respondent must provide at least three (3) separate, relevant, and verifiable

references for public entities that use the Respondent’s proposed consulting services of similar size

and scope as specified in PART III – NATURE OF SERVICES REQUIRED. Each reference must

be able to comment on Respondent’s relevant experience. References must be public entities of

similar operations and size or larger than the District. One reference must be from a Florida state

agency or Florida county jurisdiction. Failure to comply with reference requirements may result in

rejection according to SECTION 1.14 RIGHT TO ACCEPT OR REJECT PROPOSALS. Submit a

summary sheet indicating the following:

• Name of the entity

• Time period and summary of the scope of work provided by Respondent.

• Contact name, address, e-mail address and phone number

RFP 25-4871 NEW COMPREHENSIVE EMERGENCY MANAGEMENT AND CONTINUITY OF OPERATIONS PLANNING (CEMP/COOP) SOFTWARE

SOLUTION

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October 24, 2025

1.7.7

Methodology Approach. This section shall include a written narrative describing the Respondent’s

overall approach to fulfilling the requirements of this solicitation as outlined in PART III – NATURE

OF SERVICES REQUIRED. The narrative should address each subsection below and provide a

clear, structured explanation of the proposed methodology.

The submission is limited to a maximum of seven (7) single-sided pages, using a minimum 10-point

font, and must be included with the proposal.

1.7.7.1 Scope of Work. This section of the proposal must explain the Scope of Work as you

understand it.

1.7.7.2

Onboarding Methodology. Respondents must provide a detailed description and timeline

of their onboarding methodology for new clients. The onboarding plan should demonstrate

a clear understanding of the District’s operational environment and include the following

components:

• Implementation Timeline – The Performance Schedule, Attachment 3, with an

anticipated start date of February 1, 2026, and concluding at the point of “full

productive use,” defined as the point at which the software is fully configured, all

required data has been migrated, designated District staff have been trained, and the

solution is actively being used in day-to-day operations without reliance on temporary

workarounds or parallel legacy systems.

• District Resource Requirements - A breakdown of the District staff roles required to

support implementation, organized by department (e.g., Emergency Operations

Center, Information Technology) or by functional role (e.g., application administrator,

subject matter expert). For each role, the Respondent must specify:

o The required skill set or expertise

o The estimated weekly time commitment during implementation

o The anticipated level of involvement after the solution is in production

• District Deliverables - A list of specific deliverables or inputs required from the District

to support a successful implementation. This may include access to existing solutions,

documentation, data sets, and participation in planning, configuration, or validation

sessions.

• Onboarding Costs - Any costs associated with onboarding activities must be clearly

identified and itemized in the proposal.

1.7.7.3 Software Training Plan - Respondents must provide a comprehensive training plan that

supports the successful adoption and use of the proposed software solution. The plan

should include:

• Training Types and Time Commitments - A description of the types of training to be

provided, organized by user role (e.g., application administrator, general staff, subject

matter expert). For each role, specify:

o The format of training (e.g., live virtual sessions, recorded modules, hands-on

workshops);

o The estimated time commitment required to complete training; and

o Any follow-up or refresher training options available.

RFP 25-4871 NEW COMPREHENSIVE EMERGENCY MANAGEMENT AND CONTINUITY OF OPERATIONS PLANNING (CEMP/COOP) SOFTWARE

SOLUTION

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October 24, 2025

This page summarizes the opportunity, including an overview and a preview of the attached documents.

Broadcast Date	Identifier	Title	Date Due	Documents
10/24/2025	RFP 25-4871	RFP 25-4871 NEW COMPREHENSIVE EMERGENCY MANAGEMENT AND CONTINUITY OF OPERATIONS PLANNING (CEMP/COOP) SOFTWARE SOLUTION	12/09/2025	Solicitation Documents Addendum 1 with date changes Addendum 2

RFP 25-4871 NEW COMPREHENSIVE EMERGENCY MANAGEMENT AND CONTINUITY OF OPERATIONS PLANNING (CEMP/COOP) SOFTWARE SOLUTION

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