Calibration Project RFP 12.7.18.doc

State of Nevada

Brian Sandoval

Department of Public Safety

Governor

Division of Emergency Management & Homeland Security

Caleb S. Cage

Chief

2478 Fairview Drive Carson City, NV 89701

State of Nevada Dept. of Public Safety

Division of Emergency Management & Homeland Security

Request for Proposal: 19-2

For

Calibration Project

Release Date:

December 21, 2018

Deadline for Submission and Opening Date and Time: January 25, 2019 @ 2pm

Refer to Section 8, RFP Timeline for the complete RFP schedule

For additional information, please contact:

Judith Lyman, Management Analyst

State of Nevada, Division of Emergency Management & Homeland Security & Homeland Security

2478 Fairview Drive

Carson City, NV 89701

Phone:

775-687-0300

Email address:

ndemfinseoc@dps.state.nv.us

(TTY for Deaf and Hard of Hearing:

1-800-326-6868

Ask the relay agent to dial:

1-775-687-0324/V.)

Refer to Section 9 for instructions on submitting proposals

VENDOR INFORMATION SHEET FOR RFP 19-2

Vendor Must:

A) Provide all requested information in the space provided next to each numbered question. The information provided in Sections V1 through V6 will be used for development of the contract;

B) Type or print responses; and

C) Include this Vendor Information Sheet in Tab III of the Technical Proposal.

including address if different than above

Name:

Title:

Address:

Email Address:

TABLE OF CONTENTS

1.

PROJECT OVERVIEW

2.

ACRONYMS/DEFINITIONS/STATE HOLIDAYS

3.

SCOPE OF WORK

4.

COMPANY BACKGROUND AND REFERENCES

5.

COST/FINANCIAL

6.

WRITTEN QUESTIONS AND ANSWERS/RFP TIMELINE

7.

PROPOSAL SUBMISSION REQUIREMENTS, FORMAT AND CONTENT

8.

PROPOSAL EVALUATION AND AWARD PROCESS

9.

TERMS AND CONDITIONS

10.

SUBMISSION CHECKLIST

ATTACHMENT A – CONFIDENTIALITY AND CERTIFICATION OF INDEMNIFICATION

ATTACHMENT B – TECHNICAL PROPOSAL CERTIFICATION OF COMPLIANCE

ATTACHMENT C – VENDOR CERTIFICATIONS

ATTACHMENT D – CONTRACT FORM

ATTACHMENT E – INSURANCE SCHEDULE FOR RFP 19-2

ATTACHMENT F – REFERENCE QUESTIONNAIRE

ATTACHMENT G – COST SCHEDULE

ATTACHMENT H – COST PROPOSAL CERTIFICATION OF COMPLIANCE TERMS AND CONDITIONS OF RFP

ATTACHMENT I – CERTIFICATION REGARDING LOBBYING

ATTACHMENT J – FEDERAL LAWS AND AUTHORITIES

ATTACHMENT K – LIST OF EQUIPMENT TO BE CALIBRATED………………………………

1. OVERVIEW OF PROJECT

The Waste Isolation Pilot Plant (WIPP) and Emergency Preparedness Working Group (EPWG) provide grant funding to conduct radiation detector/dosimeter calibrations and maintenance annually. These calibrations are conducted for local first response agencies and the Nevada Highway Patrol (NHP). In the past, equipment has been picked-up from agencies, delivered to a calibration vendor, then, after calibration, returned to the agencies. This is done twice each year. ½ of an agency’s equipment is calibrated each time. This has been a very cumbersome process. This system also removes ½ of assigned equipment from first responders for up to a month.

The Nevada Department of Public Safety, Division of Emergency Management and Homeland Security (DEM) seeks to contract for a vendor to provide semi-on-site calibrations to include maintenance. Maintenance is generally described as work not requiring the purchase of parts. This program would be under the direction of the DEM Chief or his designee. The vendor would work with an individual(s) designated by the DEM Chief, to schedule and shuttle equipment to and from three calibration locations.

The calibration locations would be in the area of Pahrump, NV; Reno/Sparks, NV; and Elko NV. Outdoor locations in these areas would be selected for the vendor to set-up and conduct calibrations. Most likely, these would be fire stations or Nevada Department of Public Safety location parking lots.

The Division of Emergency Management & Homeland Security will administer the contract resulting from this RFP. The resulting contract(s) will be for an initial contract term of 4 months, anticipated to begin March 12, 2019 subject to Board of Examiners approval, with an end date of June 30, 2019; with an option to extend the contract for up to two years.

1.1

GOALS AND OBJECTIVES

1.1.1 Semi-On-Site Calibrations

1.1.1.1 Vendor shall provide calibration/maintenance services at Pahrump, NV; Reno/Sparks, NV; & Elko, NV. A listing of equipment to be calibrated at each location is attached in Attachment K. Numbers of equipment will vary slightly. Therefore, the vendor must provide calibration costs for individual equipment that may be added at a location.

1.1.1.2 Equipment to be calibrated/maintained comes from tribal, State, county, and city governments; fire, special purpose, and utility districts; and private sector partners, such as hospitals, public utilities, and other authorized users. Some equipment is located in remote areas of the State. Therefore, equipment from these remote areas will be shuttled to the calibration locations by a DEM designee. Equipment local to the calibration locations will be shuttled to the vendor by the agencies themselves or the DEM designee.

1.1.1.3 Equipment to be calibrated/maintained at each location will not all be grouped by manufacturer, model, type and probe type - though an effort to do so will be made.

1.1.1.4 The vendor will provide calibration/maintenance of equipment, support, travel, and housing for vendor personnel. Vendor will provide timeline analysis, legal calibration records for each piece of equipment (copies with each piece of equipment and to DEM), and any other related project deliverables.

1.1.1.5 DEM will coordinate between state, county, city, university, tribal and all other stakeholders within the State to support and track development and progress of the semi-on-location calibration project.

2. ACRONYMS / DEFINITIONS

For the purposes of this RFP, the following acronyms/definitions will be used:

2.1

STATE OBSERVED HOLIDAYS

The State observes the holidays noted in the following table. When January 1st, July 4th, November 11th or December 25th falls on Saturday, the preceding Friday is observed as the legal holiday. If these days fall on Sunday, the following Monday is the observed holiday.

3. SCOPE OF WORK

The awarded vendor will provide one (1) or more individuals who will assist with the support, management and outreach of the semi-on-location calibration project. The individual will have primary responsibility for coordinating with the DEM designee for calibration scheduling and tracking calibrations that have been completed. The vendor will provide calibration equipment, support, travel, and housing for vendor personnel.

3.1

DEM EXPECTATIONS

3.1.1 DEM expects the services below to be completed within the contract timeframe. Vendor and DEM will agree on exact timeline and locations to conduct calibrations for the contract period specified. The vendor’s ability to perform the obligations described below shall not be limited by other contractual engagements.

3.1.2 The following are duties and responsibilities of the vendor:

3.1.2.1 Successfully managing calibrations and maintenance, as determined by DEM. Maintenance is considered something not requiring the purchase of replacement parts.

3.1.2.2 Provide calibration and maintenance technicians and equipment that meet all applicable standards.

3.1.2.3 Obtain appropriate reciprocity through the Nevada Radiation Control Program and any other applicable licensing/permitting.

3.1.2.4 Providing and maintaining the project schedule as agreed by vendor and DEM.

3.1.2.5 Written documentation, including calibration certificates & device calibration sticker, on the status of calibrations/repairs after calibrations completed in each location.

3.1.2.6 Coordination between DEM and vendor.

3.1.2.7 Status reports to include, but not be limited to:

a) Overall completion status of the project in terms of approved project plan and schedule;

b) Problems that were encountered and proposed/actual resolutions;

c) Issues that need to be addressed;

d) Project accomplishments during the period; and

e) Project activities to be accomplished during the next reporting period.

3.1.2.8 Interact and coordinate activities with the DEM designee and applicable local agencies.

3.1.2.9 Prepare invoices after completion of calibrations at each location.

3.1.2.10 Anticipate and navigate issues, opportunities, and risks that are financial, interpersonal, organizational, political, or technical to achieve agreed upon results.

3.1.2.11 Assist with the coordination of the calibration project. The vendor must not obligate the State of Nevada, Department of Public Safety, or DEM of any financial obligations of promises to reimburse travel.

3.2 QUALIFICATIONS

3.2.2 Preferred/Desired Qualifications:

3.2.2.1 Awareness of and familiarity with DEM calibration program.

3.2.3 Required Qualifications:

3.2.3.1 Demonstrated experience and leadership coordinating public safety radiological equipment calibrations across multiple jurisdictions and disciplines.

3.2.3.2 Demonstrated experience providing calibration and maintenance technicians and equipment that meet all applicable standards.

3.2.3.3 Demonstrated experience obtaining appropriate licensing/permitting through applicable agencies.

3.2.3.4 Demonstrated experience managing contracts and oversight of contractors to produce deliverables related to public safety radiological equipment calibration.

3.2.3.5 Demonstrated ability and experience managing projects including the following skills and abilities:

a) Project scheduling and using work planning tools;

b) Defining scopes of work;

c) Schedule development;

d) Project budget management;

e) Workflow analysis;

f) Change control and project configuration management, and developing reports including project reporting templates

3.2.3.6 Key personnel will be incorporated into the contract. Key personnel for the purpose of the awarded contract will be the individual(s) assigned to meet the requirements of the Scope of Work. Replacement of key personnel may be accomplished in the following manner:

a) A representative of the contractor authorized to bind the company will notify the State in writing of the change in key personnel.

b) The State may accept the change of the key personnel by notifying the contractor in writing.

c) The signed acceptance will be considered to be an update to the key personnel and will not require a contract amendment. A copy of the acceptance must be kept in the official contract file.

d) Replacements to key personnel are bound by all terms and conditions of the contract and any subsequent issue resolutions and other project documentation agreed to by the previous personnel.

e) If key personnel are replaced, someone with comparable skill and experience level must replace them.

f) At any time that the contractor provides notice of the permanent removal or resignation of any of the key personnel and prior to the permanent assignment of replacement staff to the contract, the contractor shall provide a resume and references for a minimum of two (2) individuals qualified for and proposed to replace any vacancies in key personnel.

g) Upon request, the proposed individuals will be made available within five (5) calendar days of such notice for an in-person interview with State staff at no cost to the State.

h) The State will have the right to accept, reject or request additional candidates within five (5) calendar days of receipt of resumes or interviews with the proposed individuals, whichever comes later.

i) A written transition plan must be provided to the State prior to approval of any change in key personnel.

j) The State reserves the right to have any contract or management staff replaced at the sole discretion and as deemed necessary by the State.

3.3 CREDENTIALLING

The vendor will be required to submit proof of:

3.3.1 Radio Active Materials (RAM) License;

3.3.2 Reciprocity payment for Nevada recognition of license

3.4 STATE PROVIDED ITEMS

3.4.1 Work space: open, outdoor space suitable for calibrations;

3.4.2 Personnel to shuttle equipment to/from calibration locations

4. COMPANY BACKGROUND AND REFERENCES

4.1 PRIMARY VENDOR INFORMATION

4.1.1 Vendors must provide a company profile in the table format below.

Company name:

Ownership (sole proprietor, partnership, etc.):

State of incorporation:

Date of incorporation:

# of years in business:

List of top officers:

Location of company headquarters:

Location(s) of the company offices:

Location(s) of the office that will provide the services described in this RFP:

Number of employees locally with the expertise to support the requirements identified in this RFP:

Number of employees nationally with the expertise to support the requirements in this RFP:

Location(s) from which employees will be assigned for this project:

4.1.2 Please be advised, pursuant to NRS §80.010, incorporated companies must register with the State of Nevada, Secretary of State’s Office as a foreign corporation before a contract can be executed between the State of Nevada and the awarded vendor, unless specifically exempted by NRS §80.015.

4.1.3 The selected vendor, prior to doing business in the State of Nevada, must be appropriately licensed by the Office of the Secretary of State pursuant to NRS §76. Information regarding the Nevada Business License can be located at http://nvsos.gov. Vendors must provide the following:

Nevada Business License Number:

Legal Entity Name:

Is “Legal Entity Name” the same name as vendor is doing business as?

Yes

No

If “No,” provide explanation.

4.1.4 Vendors are cautioned that some services may contain licensing requirement(s). Vendors shall be proactive in verification of these requirements prior to proposal submittal. Proposals that do not contain the requisite licensure may be deemed non-responsive.

4.1.5 Has the vendor ever been engaged under contract by any State of Nevada agency?

Yes

No

If “Yes,” complete the following table for each State agency for whom the work was performed. Table can be duplicated for each contract being identified.

Name of State agency:

State agency contact name:

Dates when services were performed:

Type of duties performed:

Total dollar value of the contract:

4.1.6 Are you or any of your employees now or have been within the last two (2) years an employee of the State of Nevada, or any of its agencies, departments, or divisions?

Yes

No

If “Yes”, please explain when the employee is planning to render services, while on annual leave, compensatory time, or on their own time?

If you employ (a) any person who is a current employee of an agency of the State of Nevada, or (b) any person who has been an employee of an agency of the State of Nevada within the past two (2) years, and if such person will be performing or producing the services which you will be contracted to provide under this contract, you must disclose the identity of each such person in your response to this RFP, and specify the services that each person will be expected to perform.

4.1.7 Disclosure of any significant prior or ongoing contract failures, contract breaches, civil or criminal litigation in which the vendor has been alleged to be liable or held liable in a matter involving a contract with the State of Nevada or any other governmental entity. Any pending claim or litigation occurring within the past six (6) years which may adversely affect the vendor’s ability to perform or fulfill its obligations if a contract is awarded as a result of this RFP must also be disclosed.

Does any of the above apply to your company?

Yes

No

If “Yes”, please provide the following information. Table can be duplicated for each issue being identified.

Date of alleged contract failure or breach:

Parties involved:

Description of the contract failure, contract breach, or litigation, including the products or services involved:

Amount in controversy:

Resolution or current status of the dispute:

Status of the litigation:

4.1.8 Vendors must review the insurance requirements specified in Attachment E, Insurance Schedule for RFP 19-2. Does your organization currently have or will your organization be able to provide the insurance requirements as specified in Attachment E.

Yes

No

Any exceptions and/or assumptions to the insurance requirements must be identified on Attachment B, Technical Proposal Certification of Compliance with Terms and Conditions of RFP. Exceptions and/or assumptions will be taken into consideration as part of the evaluation process; however, vendors must be specific. If vendors do not specify any exceptions and/or assumptions at time of proposal submission, the State will not consider any additional exceptions and/or assumptions during negotiations.

Upon contract award, the successful vendor must provide the Certificate of Insurance identifying the coverages as specified in Attachment E, Insurance Schedule for RFP 19-2.

4.1.9 Company background/history and why vendor is qualified to provide the services described in this RFP.

4.1.10 Length of time vendor has been providing services described in this RFP to the public and/or private sector. Please provide a brief description.

4.1.11 Financial information and documentation to be included in Part III, of vendor’s response in accordance with Section 9.4, Confidential Information.

4.1.11.1 Dun and Bradstreet Number

4.1.11.2 Federal Tax Identification Number

4.1.11.3 The last two (2) years and current year interim:

A. Profit and Loss Statement

B. Balance Statement

4.2

SUBCONTRACTOR INFORMATION

4.2.1 Does this proposal include the use of subcontractors?

Yes

No

If “Yes”, vendors must:

4.2.1.1 Identify specific subcontractors and the specific requirements of this RFP for which each proposed subcontractor will perform services.

4.2.1.2 If any tasks are to be completed by subcontractor(s), vendors must:

A. Describe the relevant contractual arrangements;

B. Describe how the work of any subcontractor(s) will be supervised, channels of communication will be maintained and compliance with contract terms assured; and

C. Describe your previous experience with subcontractor(s).

4.2.1.3 Vendors must describe the methodology, processes and tools utilized for:

A. Selecting and qualifying appropriate subcontractors for the project/contract;

B. Ensuring subcontractor compliance with the overall performance objectives for the project;

C. Ensuring that subcontractor deliverables meet the quality objectives of the project/contract; and

D. Providing proof of payment to any subcontractor(s) used for this project/contract, if requested by the State. Proposal should include a plan by which, at the State’s request, the State will be notified of such payments.

4.2.1.4 Provide the same information for any proposed subcontractors as requested in Section 4.1, Vendor Information.

4.2.1.5 Business references as specified in Section 4.3, Business References must be provided for any proposed subcontractors.

4.2.1.6 Vendor shall not allow any subcontractor to commence work until all insurance required of the subcontractor is provided to the vendor.

4.2.1.7 Vendor must notify the using agency of the intended use of any subcontractors not identified within their original proposal and provide the information originally requested in the RFP in Section 4.2, Subcontractor Information. The vendor must receive agency approval prior to subcontractor commencing work.

4.3 BUSINESS REFERENCES

4.3.1 Vendors should provide a minimum of three (3) business references from similar projects performed for private, state and/or large local government clients within the last three (3) years.

4.3.2 Vendors must provide the following information for every business reference provided by the vendor and/or subcontractor:

The “Company Name” must be the name of the proposing vendor or the vendor’s proposed subcontractor.

Reference #:

Company Name:

Identify role company will have for this RFP project

(Check appropriate role below):

VENDOR

SUBCONTRACTOR

Project Name:

Primary Contact Information

Name:

Street Address:

City, State, Zip

Phone, including area code:

Facsimile, including area code:

Email address:

Alternate Contact Information

Name:

Street Address:

City, State, Zip

Phone, including area code:

Facsimile, including area code:

Email address:

Project Information

Brief description of the project/contract and description of services performed, including technical environment (i.e., software applications, data communications, etc.) if applicable:

Original Project/Contract Start Date:

Original Project/Contract End Date:

Original Project/Contract Value:

Final Project/Contract Date:

Was project/contract completed in time originally allotted, and if not, why not?

Was project/contract completed within or under the original budget/ cost proposal, and if not, why not?

4.3.3 Vendors must also submit Attachment F, Reference Questionnaire to the business references that are identified in Section 4.3.2.

4.3.4 The company identified as the business references must submit the Reference Questionnaire directly to State of Nevada, Division of Emergency Management & Homeland Security.

4.3.5 It is the vendor’s responsibility to ensure that completed forms are received by the State of Nevada, Division of Emergency Management & Homeland Security on or before the deadline as specified in Section 8, RFP Timeline for inclusion in the evaluation process. Reference Questionnaires not received, or not complete, may adversely affect the vendor’s score in the evaluation process.

4.3.6 The State reserves the right to contact and verify any and all references listed regarding the quality and degree of satisfaction for such performance.

COST

Cost information must not be included with the vendor's Technical Proposal, please refer to Section 9, Proposal Submission Requirements, Format and Content.

Vendors must provide detailed fixed prices for all costs associated with the responsibilities and related services. Clearly specify the nature of all expenses anticipated (refer to Attachment G, Cost Schedule).

FINANCIAL

6.1 PAYMENT

6.1.1 Upon review and acceptance by the State, payments for invoices are normally made within 30 - 45 days of receipt, providing all required information, documents and/or attachments have been received.

6.1.2 Pursuant to NRS 227.185 and NRS 333.450, the State shall pay claims for supplies, materials, equipment and services purchased under the provisions of this RFP electronically, unless determined by the State Controller that the electronic payment would cause the payee to suffer undue hardship or extreme inconvenience.

6.2 BILLING

6.2.1 The State does not issue payment prior to receipt of goods or services.

6.2.2 The vendor must bill the State as outlined in the approved contract and/or payment schedule.

6.2.3 Vendors will need to be registered with the State Controller’s Office vendor database. Registration can be completed via electronic vendor registration located on the State Controller’s Website. http://www.controller.nv.gov/VendorServices/Electronic_Vendor_Registration.html

6.2.4 Vendors may propose an alternative payment option; alternative payment options must be listed on Attachment H, Cost Proposal Certification of Compliance with Terms and Conditions of RFP. Alternative payment options will be considered if deemed in the best interest of the State, project or service solicited herein. The State does not issue payment prior to receipt of goods or services.

7 WRITTEN QUESTIONS AND ANSWERS

7.1 QUESTIONS AND ANSWERS

7.1.1 In lieu of a pre-proposal conference, the State of Nevada, Division of Emergency Management & Homeland Security will accept questions and/or comments in writing, received either by email or facsimile regarding this RFP.

7.1.2 Questions must reference the identifying RFP number and be addressed to the State of Nevada, Division of Emergency Management & Homeland Security, Attn: Contracts, emailed to ndemfinseoc@dps.state.nv.us.

7.1.3 The deadline for submitting questions is as specified in Section 8, RFP Timeline.

7.1.4 Vendors must provide their company name, address, phone number, email address, fax number, and contact person when submitting questions.

7.1.5 All questions and/or comments will be addressed in writing and responses emailed or faxed to prospective vendors on or about the date specified in Section 8, RFP Timeline.

RFP TIMELINE

The following represents the proposed timeline for this project. All times stated are Pacific Time (PT). These dates represent a tentative schedule of events. The State reserves the right to modify these dates at any time. The State also reserves the right to forego vendor presentations and select vendor(s) based on the written proposals submitted.

9 PROPOSAL SUBMISSION INSTRUCTIONS

9.1 GENERAL SUBMISSION INSTRUCTIONS

Vendors’ proposals must be packaged and submitted in counterparts; therefore, vendors must pay close attention to the submission requirements.

If complete responses cannot be provided without referencing confidential information, such confidential information must be provided in accordance with Section 9.4, Part III Confidential Information. Specific references made to the tab, page, section and/or paragraph where the confidential information can be located must be identified on Attachment A, Confidentiality and Certification of Indemnification and comply with the requirements stated in Section 9.6, Confidentiality of Proposals.

The required CDs must contain information as specified in Section 9.5.4.

Detailed instructions on proposal submission and packaging follows and vendors must submit their proposals as identified in the following sections. Proposals and CDs that do not comply with the following requirements may be deemed non-responsive and rejected at the State’s discretion.

9.1.1 All information is to be completed as requested.

9.1.2 Each section within the technical proposal and cost proposal must be separated by clearly marked tabs with the appropriate section number and title as specified.

9.1.3 Although it is a public opening, only the names of the vendors submitting proposals will be announced per NRS 333.335(6). Technical and cost details about proposals submitted will not be disclosed. Assistance for handicapped, blind or hearing-impaired persons who wish to attend the RFP opening is available. If special arrangements are necessary, please notify the State of Nevada, Division of Emergency Management & Homeland Security designee as soon as possible and at least two (2) days in advance of the opening.

9.1.4 If discrepancies are found between two (2) or more copies of the proposal, the master copy will provide the basis for resolving such discrepancies. If one (1) copy of the proposal is not clearly marked “MASTER,” the State may reject the proposal. However, the State may at its sole option, select one (1) copy to be used as the master.

9.1.5 For ease of evaluation, the proposal must be presented in a format that corresponds to and references sections outlined within this RFP and must be presented in the same order. Written responses must be in bold/italics and placed immediately following the applicable RFP question, statement and/or section. Exceptions/assumptions to this may be considered during the evaluation process.

9.1.6 Proposals are to be prepared in such a way as to provide a straightforward, concise delineation of capabilities to satisfy the requirements of this RFP. Expensive bindings, colored displays, promotional materials, etc., are not necessary or desired. Emphasis should be concentrated on conformance to the RFP instructions, responsiveness to the RFP requirements, and on completeness and clarity of content.

Unnecessarily elaborate responses beyond what is sufficient to present a complete and effective response to this RFP are not desired and may be construed as an indication of the proposer’s lack of environmental and cost consciousness. Unless specifically requested in this RFP, elaborate artwork, corporate brochures, lengthy narratives, expensive paper, specialized binding, and other extraneous presentation materials are neither necessary nor desired.

The State of Nevada, in its continuing efforts to reduce solid waste and to further recycling efforts requests that proposals, to the extent possible and practical:

9.1.6.1 Be submitted on recycled paper;

9.1.6.2 Not include pages of unnecessary advertising;

9.1.6.3 Be printed on both sides of each sheet of paper; and

9.1.6.4 Be contained in re-usable binders rather than with spiral or glued bindings.

9.1.7 For purposes of addressing questions concerning this RFP, the sole contact will be the State of Nevada, Division of Emergency Management & Homeland Security as specified on Page 1 of this RFP. Upon issuance of this RFP, other employees and representatives of the agencies identified in the RFP will not answer questions or otherwise discuss the contents of this RFP with any prospective vendors or their representatives. Failure to observe this restriction may result in disqualification of any subsequent proposal per NAC 333.155(3). This restriction does not preclude discussions between affected parties for the purpose of conducting business unrelated to this procurement.

9.1.8 Any vendor who believes proposal requirements or specifications are unnecessarily restrictive or limit competition may submit a request for administrative review, in writing, to the State of Nevada, Division of Emergency Management & Homeland Security. To be considered, a request for review must be received no later than the deadline for submission of questions.

State of Nevada, Division of Emergency Management & Homeland Security shall promptly respond in writing to each written review request, and where appropriate, issue all revisions, substitutions or clarifications through a written amendment to the RFP.

Administrative review of technical or contractual requirements shall include the reason for the request, supported by factual information, and any proposed changes to the requirements.

9.1.9 If a vendor changes any material RFP language, vendor’s response may be deemed non-responsive per NRS 333.311.

9.2 PART I – TECHNICAL PROPOSAL

9.2.1 The technical proposal must include:

9.2.1.1 One (1) original marked “MASTER”; and

9.2.1.2 Six (6) identical copies.

9.2.2 The Technical Proposal must not include confidential information (refer to Section 9.4, Part III, Confidential Information) or cost and/or pricing information. Cost and/or pricing information contained in the technical proposal may cause the proposal to be rejected.

9.2.3 Format and Content

9.2.3.1 Tab I – Title Page

The title page must include the following:

Part I – Technical Proposal

Vendor Name:

Address:

9.2.3.2 Tab II – Table of Contents

An accurate and updated table of contents must be provided.

9.2.3.3 Tab III – Vendor Information Sheet

The vendor information sheet completed with an original signature by an individual authorized to bind the organization must be included in this tab.

9.2.3.4 Tab IV – State Documents

The State documents tab must include the following:

A. The signature page from all amendments with an original signature by an individual authorized to bind the organization.

B. Attachment A – Confidentiality and Certification of Indemnification with an original signature by an individual authorized to bind the organization.

C. Attachment C – Vendor Certifications with an original signature by an individual authorized to bind the organization.

D. Attachment I – Certification Regarding Lobbying with an original signature by an individual authorized to bind the organization.

E. Copies of any vendor licensing agreements and/or hardware and software maintenance agreements.

F. Copies of applicable certifications and/or licenses.

9.2.3.5 Tab V – Attachment B, Technical Proposal Certification of Compliance with Terms and Conditions of RFP

A. Attachment B with an original signature by an individual authorized to bind the organization must be included in this tab.

B. If the exception and/or assumption require a change in the terms or wording of any section of the RFP, the contract, or any incorporated documents, vendors must provide the specific language that is being proposed on Attachment B.

C. Only technical exceptions and/or assumptions should be identified on Attachment B.

D. The State will not accept additional exceptions and/or assumptions if submitted after the proposal submission deadline. If vendors do not specify any exceptions and/or assumptions in detail at time of proposal submission, the State will not consider any additional exceptions and/or assumptions during negotiations.

9.2.3.6 Tab VI – Scope of Work

Vendors must place their written response(s) in bold/italics immediately following the applicable RFP question, statement and/or section.

9.2.3.7 Tab VII – Section 4 – Company Background and References

Vendors must place their written response(s) in bold/italics immediately following the applicable RFP question, statement and/or section. This section must also include the requested information in Section 4.2, Subcontractor Information, if applicable.

9.2.3.8 Tab VIII – Other Informational Material

Vendors must include any other applicable reference material in this section clearly cross referenced with the proposal.

9.3 PART II – COST PROPOSAL

9.3.1 The cost proposal must include:

9.3.1.1 One (1) original marked “MASTER”; and

9.3.1.2 Six (6) identical copies.

9.3.2 The Cost Proposal must not be marked “confidential”. Only information that is deemed proprietary per NRS 333.020(5)(a) may be marked as “confidential”.

9.3.3 Format and Content

9.3.3.1 Tab I – Title Page

The title page must include the following:

Part II – Cost Proposal

Vendor Name:

Address:

9.3.3.2 Tab II – Cost Proposal

Vendor’s response for the cost proposal must be included in this tab.

9.3.3.3 Tab III – Attachment H, Cost Proposal Certification of Compliance with Terms and Conditions of RFP

A. Attachment I with an original signature by an individual authorized to bind the organization must be included in this tab.

B. In order for any cost exceptions and/or assumptions to be considered, vendors must provide the specific language that is being proposed in Attachment H.

C. Only cost exceptions and/or assumptions should be identified on Attachment H.

D. Do not restate the technical exceptions and/or assumptions on this form.

E. The State will not accept additional exceptions and/or assumptions if submitted after the proposal submission deadline. If vendors do not specify any exceptions and/or assumptions in detail at time of proposal submission, the State will not consider any additional exceptions and/or assumptions during negotiations.

9.4 PART III – CONFIDENTIAL INFORMATION

9.4.1 The confidential information proposal must include:

9.4.1.1 One (1) original marked “MASTER”; and

9.4.1.2 One (1) identical copy.

9.4.2 Format and Content

9.4.2.1 Tab I – Title Page

The title page must include the following:

Part III – Confidential Information

Vendor Name:

Address:

9.4.2.2 Tab II - Confidential Technical Information

A. Vendors only need to submit information in Tab II if the proposal includes any confidential technical information (Refer to Attachment A, Confidentiality and Certification of Indemnification).

B. Vendors must cross reference back to the technical proposal sections, as applicable.

9.4.2.3 Tab III – Confidential Financial Information

Vendors must place the information requested in Section 4.1.11 in this tab

9.5 CONFIDENTIALITY OF PROPOSALS

9.5.1 As a potential contractor of a public entity, vendors are advised that full disclosure is required by law.

9.5.2 Vendors are required to submit written documentation in accordance with Attachment A, Confidentiality and Certification of Indemnification demonstrating the material within the proposal marked “confidential” conforms to NRS §333.333, which states “Only specific parts of the proposal may be labeled a “trade secret” as defined in NRS §600A.030(5)”. Not conforming to these requirements will cause your proposal to be deemed non-compliant and will not be accepted by the State of Nevada.

9.5.3 Vendors acknowledge that material not marked as “confidential” will become public record upon contract award.

9.5.4 The required CDs must contain the following:

9.5.4.1 One (1) “Master” CD with an exact duplicate of the technical and cost proposal contents only.

A. The electronic files must follow the format and content section for the technical and cost proposal.

B. The CD must be packaged in a case and clearly labeled as follows:

Master CD

Vendor Name:

Part II – Cost Proposal

Part III – Confidential Technical

9.5.4.2 One (1) “Public Records CD” which must include the technical and cost proposal contents to be used for public records requests.

A. This CD must not contain any confidential or proprietary information.

B. The electronic files must follow the format and content section for the redacted versions of the technical and cost proposal.

C. All electronic files must be saved in “PDF” format.

D. The CD must be packaged in a case and clearly labeled as follows:

Public Records CD

Vendor Name:

Part II – Cost Proposal for Public Records Request

9.5.5 It is the vendor’s responsibility to act in protection of the labeled information and agree to defend and indemnify the State of Nevada for honoring such designation.

9.5.6 Failure to label any information that is released by the State shall constitute a complete waiver of any and all claims for damages caused by release of said information.

9.6 PROPOSAL PACKAGING

9.6.1 If the separately sealed technical and cost proposals as well as confidential technical information and financial documentation, marked as required, are enclosed in another container for mailing purposes, the outermost container must fully describe the contents of the package and be clearly marked as follows.

9.6.2 Vendors are encouraged to utilize the copy/paste feature of word processing software to replicate these labels for ease and accuracy of proposal packaging.

Contracts State of Nevada, Division of Emergency Management & Homeland Security 2478 Fairview Drive City, NV 89701

VENDOR’S NAME:

9.6.3 Proposals must be received at the address referenced below no later than the date and time specified in Section 8, RFP Timeline. Proposals that do not arrive by proposal opening time and date will not be accepted. Vendors may submit their proposal any time prior to the above stated deadline.

9.6.4 The State will not be held responsible for proposal envelopes mishandled as a result of the envelope not being properly prepared.

9.6.5 Email, facsimile, or telephone proposals will NOT be considered; however, at the State’s discretion, the proposal may be submitted all or in part on electronic media, as requested within the RFP document. Proposal may be modified by email, facsimile, or written notice provided such notice is received prior to the opening of the proposals.

9.6.6 The technical proposal shall be submitted to the State in a sealed package and be clearly marked as follows:

Contracts

State of Nevada, Division of Emergency Management & Homeland Security 2478 Fairview Drive

City, NV 89701

VENDOR’S NAME:

9.6.7 The cost proposal shall be submitted to the State in a sealed package and be clearly marked as follows:

Contracts

State of Nevada, Division of Emergency Management & Homeland Security 2478 Fairview Drive

City, NV 89701

VENDOR’S NAME:

9.6.8 Confidential information shall be submitted to the State in a sealed package and be clearly marked as follows:

Contracts

State of Nevada, Division of Emergency Management & Homeland Security 2478 Fairview Drive

City, NV 89701

VENDOR’S NAME:

9.6.9 The CDs shall be submitted to the State in a sealed package and be clearly marked as follows:

Contracts

State of Nevada, Division of Emergency Management & Homeland Security 2478 Fairview Drive

City, NV 89701

VENDOR’S NAME:

10 PROPOSAL EVALUATION AND AWARD PROCESS

10.1 Proposals shall be consistently evaluated and scored in accordance with NRS §333.335(3) based upon the following criteria:

10.1.1 Demonstrated competence

10.1.2 Experience in performance of comparable engagements

10.1.3 Conformance with the terms of this RFP

10.1.4 Expertise and availability of key personnel

10.1.5 Cost

10.1.6 Presentations

10.1.6.1 The State reserves the right to forego vendor presentations and select vendor(s) based on the written proposals submitted.

Note: Financial stability will be scored on a pass/fail basis.

Proposals shall be kept confidential until a contract is awarded.

10.2 The evaluation committee may also contact the references provided in response to the Section identified as Company Background and References; contact any vendor to clarify any response; contact any current users of a vendor’s services; solicit information from any available source concerning any aspect of a proposal; and seek and review any other information deemed pertinent to the evaluation process. The evaluation committee shall not be obligated to accept the lowest priced proposal, but shall make an award in the best interests of the State of Nevada NRS § 333.335(5)

10.3 Each vendor must include in its proposal a complete disclosure of any alleged significant prior or ongoing contract failures, contract breaches, any civil or criminal litigation or investigations pending which involves the vendor or in which the vendor has been judged guilty or liable. Failure to comply with the terms of this provision may disqualify any proposal. The State reserves the right to reject any proposal based upon the vendor’s prior history with the State or with any other party, which documents, without limitation, unsatisfactory performance, adversarial or contentious demeanor, significant failure(s) to meet contract milestones or other contractual failures. See generally, NRS §333.335.

10.4 Clarification discussions may, at the State’s sole option, be conducted with vendors who submit proposals determined to be acceptable and competitive NAC §333.165. Vendors shall be accorded fair and equal treatment with respect to any opportunity for discussion and/or written revisions of proposals. Such revisions may be permitted after submissions and prior to award for the purpose of obtaining best and final offers. In conducting discussions, there shall be no disclosure of any information derived from proposals submitted by competing vendors.

10.5 A Notification of Intent to Award shall be issued in accordance with NAC §333.170. Any award is contingent upon the successful negotiation of final contract terms and upon…