RFP Professional Consulting Services for Emergency Management Exercise

Agency: Washington County
State: Minnesota
Type of Government: State & Local
NAICS Category:
  • 541611 - Administrative Management and General Management Consulting Services
  • 541618 - Other Management Consulting Services
  • 611430 - Professional and Management Development Training
Posted Date: Feb 15, 2024
Due Date: Mar 8, 2024
Bid Source: Please Login to View Page
Contact information: Please Login to View Page
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Bid Title: RFP Professional Consulting Services for Emergency Management Exercise
Category: Washington County Sheriff's Office
Status: Open

Description:

This Request for Proposal (RFP) has been prepared by Washington County to secure services for professional consulting for a large-scale Emergency Management disaster related training and exercise event.

Publication Date/Time:
2/15/2024 12:00 AM
Publication Information:
Country Messenger
Closing Date/Time:
3/8/2024 4:00 PM
Contact Person:
Jennifer Flores, Senior Procurement Specialist
Email: Jennifer.Flores@co.washington.mn.us
Related Documents:

Attachment Preview

Request for Proposals (RFP) for
Professional Consulting Services for
Emergency Management Exercise
RFP release date: February 15, 2024
Submission due date: March 8, 2024
A great place to live, work and play…today and tomorrow
Government Center | 14949 62nd Street North | P. O. Box 6 | Stillwater, MN 55082-0006
P: 651-430-6001 | F: 651-430-6017 | TTY: 651-430-6246
www.co.washington.mn.us
Washington County is an equal opportunity organization and employer
Table of Contents
1. Introduction ....................................................................................................................................................... 3
1.1. Background Information............................................................................................................................ 3
1.2. County Authorized Representative............................................................................................................ 3
1.3. Schedule..................................................................................................................................................... 3
2. Scope of Services ............................................................................................................................................... 3
2.1. Scope of Work to be Performed ................................................................................................................ 3
2.2. Deliverables ............................................................................................................................................... 4
2.3. Other Requirements .................................................................................................................................. 4
3. Proposal Content ............................................................................................................................................... 5
3.1. Cover Letter ............................................................................................................................................... 5
3.2. Qualifications and Experience ................................................................................................................... 5
3.3. References ................................................................................................................................................. 5
3.4. Cost and Fee Schedule ............................................................................................................................... 5
3.5. Appendix A ................................................................................................................................................. 5
3.6. Appendix B ................................................................................................................................................. 5
3.7. Appendix C ................................................................................................................................................. 5
4. Proposal Submittal............................................................................................................................................. 6
5. Proposal Evaluation and Selection..................................................................................................................... 6
5.1. Evaluation Committee ............................................................................................................................... 6
5.2. Evaluation Criteria ..................................................................................................................................... 6
5.3. Interview/Presentation.............................................................................................................................. 6
5.4. Final Selection ............................................................................................................................................ 7
5.5. Reserved Rights.......................................................................................................................................... 7
6. Proposal Questions ............................................................................................................................................ 7
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Professional Consulting Services for Emergency Management Exercise
1. Introduction
This Request for Proposal (RFP) has been prepared by Washington County to secure services for professional
consulting for a large-scale Emergency Management disaster related training and exercise event.
1.1. Background Information
The County was established in 1849 and has the powers, duties, and privileges granted counties by state
law, codified in Minn. Stat. § 373. The County serves an area of 423 square miles, with an estimated
population of 267,568. The County’s fiscal year begins on January 1 and ends on December 31. The County is
governed by a five-member Board of County Commissioners representing separate districts within the
County. In addition, the Offices of County Attorney and Sheriff are elected on a county-wide basis.
The County offers a full range of services including courts, property tax administration, law enforcement and
corrections, public works, human services, parks, solid waste management, library, community health,
county extension, and general administration. The County employs approximately 1,300 employees.
1.2. County Authorized Representative
The County Authorized Representative for this RFP is:
Jennifer Flores, Senior Procurement Specialist
Jennifer.Flores@co.washington.mn.us
1.3. Schedule
Washington County anticipates the following schedule:
Schedule
RFP Release Date
Questions Due
Addendum Release Date
Proposals Due
Notification of Award
Commencement Date
Completion Date
Due Date
February 15, 2024
February 22, 2024
February 29, 2024
March 8, 2024
March 18, 2024
April 1, 2024
June 1, 2025
2. Scope of Services
The successful Contractor will have the abilities to perform all the functions below. Contractors who cannot
provide the full range of requested services may submit a proposal but must clearly note any services listed
in this request which would not be provided. Contractors are also encouraged to highlight any services for
which they possess particularly notable qualifications.
2.1. Scope of Work to be Performed
Washington County Emergency Management is accepting proposals for professional consulting services to
provide expertise in developing, planning, and facilitating a three-day training and exercise event which
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Professional Consulting Services for Emergency Management Exercise
aligns with the Federal Emergency Management Agency’s (FEMA) Integrated Emergency Management
Course (IEMC) curriculum.
The Contractor will meet monthly (minimum) with the planning team (optional virtual), meeting frequency
determined by lead planning team members. The Contractor will engage with all exercise stakeholders
including fire service, law enforcement, public health, emergency medical services, elected officials, state
government, and non-governmental agencies to help provide a coordinated approach to the disaster
planning/preparedness, response, and recovery objectives.
2.2. Deliverables
Planning
Generate a planning schedule to support the IEMC planning team’s objectives for the IEMC’s participant
roster, scenario development, training requirements, and day-of timeline of events for the exercise.
Contractor will provide expert guidance to the planning team by assisting in the coordination and
development of meeting timelines, agendas, and scheduling priorities.
Contractor will assist with the coordination of logistics to support the IEMC and its required trainings for
participants.
Training and Exercise
Contractor will advise and recommend training prerequisites for IEMC participants.
Contractor will actively support exercise personnel working as controllers, evaluators, SimCell (exercise
injects).
Contractor will provide Homeland Security Exercise and Evaluation Program (HSEEP) compliant exercise
materials to include a Master Scenario Event List (MSEL), Player Handbook, Evaluator and Controller
Manuals, and After-Action Report.
Assist in the development of exercise materials for use by all participants.
Coordinate the post exercise Hotwash for the IEMC event.
Participate in planning and facilitating pre IEMC Tabletop Exercise
Assistance
Provide technical assistance to exercise planning team leader in HSEEP compliance.
Provide oversight to assure all exercise actions and documentation are HSEEP and Incident Command
System (ICS) compliant.
2.3. Other Requirements
Minimum Requirements
Documented experience in IEMC planning. Experience in a leadership role in extended Emergency
Operations Center (EOC) activations for major events or incidents. Minnesota or International Association of
Emergency Managers (IAEM) certification in Emergency Management and five years of progressive
emergency management experience.
Preferred Requirements
Extensive experience in leading the planning and facilitating of large disaster related exercises, trainings, or
drills. Trained in ICS-100 through ICS-400, FEMA G775, and FEMA G191.
Page |4
Professional Consulting Services for Emergency Management Exercise
Compensation
This is a grant funded contract with a set time period determined by the grant cycle. Compensation for the
Contractor shall not exceed $21,500. The planning team may require a “not to exceed” amount in any final
agreement for services to ensure this effort is within the spending limits defined in the grant. The Contractor
will not be eligible for mileage reimbursement as part of the compensation.
3. Proposal Content
The following will be considered minimum contents of the proposal and must be submitted:
3.1. Cover Letter
Introduce the Contractor submitting the proposal and state the Contractor’s understanding of the services.
Include name, address, telephone number, and email address of the contact person(s), as well as the names
of any others participating in the proposal.
3.2. Qualifications and Experience
Provide demonstrated qualifications and experience that proves the ability to perform the work, to include
detailed experience in IEMC planning/participation and resume.
3.3. References
Provide three references with direct knowledge of plan creation and training delivery in accordance with the
requirements outlined in the Scope of Services. Include company, contact name, email address, phone
number, and a brief description of the services you provide.
3.4. Cost and Fee Schedule
Provide all fees associated with the proposed contract for services, to include proposed hourly rate.
Compensation structure shall be organized in three phases based on proposed deliverables.
3.5. Appendix A
Provide a signed Appendix A – County’s Standard Terms and Conditions as the Contractor to whom the
contract is awarded shall be required to comply with the terms and conditions contained therein.
3.6. Appendix B
Provide a signed Appendix B – Special Provisions for Federally Funded Procurements, Certification of
Primary Participant Regarding Debarment, Suspension, and Other Responsibility Matters as the Contractor
to whom the contract is awarded shall be required to comply with the terms and conditions contained
therein.
3.7. Appendix C
Provide a signed Appendix C – Vendor/Contractor IT Acceptable Use Policy Acknowledgement form as the
Contractor to whom the contract is awarded shall be required to comply with the terms and conditions
contained therein.
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