Cost_Submitting_Instructions.pdf

This is a Cost Submitting Instructions attachment for the City of Tampa Fire Rescue Department's Request for Proposals (RFP #26-P-00222) for Emergency Management Consulting Services. The City seeks qualified emergency management consultants to provide comprehensive support including all-hazard training and exercises, incident management team staffing, emergency planning, grant development, after-action reports, and onsite expertise. The procurement requires proposers to demonstrate rapid response capability—within one hour of initial notification and physically onsite within three hours—and to submit an initial scope of work and projected price within twenty-four hours of arrival. A non-mandatory pre-proposal conference is scheduled for April 20, 2026, at 9:30 a.m. at 2555 E Hanna Avenue, 2nd Floor; written questions are due by May 20, 2026, at 3:00 p.m.; and proposals must be submitted electronically by May 26, 2026, at 3:00 p.m. The contract term is three years from the effective award date with two additional optional one-year renewal periods and potential unilateral extensions for up to three thirty-day periods.

Proposers must submit fully burdened labor costs for 2,080 estimated service hours organized into two categories: Manager/Leaders and Professionals, Clerical and Field work, with positions further subdivided by EOC support and public assistance support if applicable. Proposers shall identify all position classifications with corresponding billable rates and must exclude travel time from the labor cost calculation, as travel will be billed separately to ensure compliance with federal and state travel guidelines. All non-labor costs will be billed at cost without markup. The evaluation criteria award 10 points for cost (lowest cost receives maximum points), 30 points for firm relevant experience, 20 points for project team qualifications, 20 points for responsiveness to scope of services, 5 points for criminal history screening practices, and up to 15 points for Small Local Business Enterprise (SLBE) participation, with additional discretionary points available for SLBE participation from externally recognized agencies. Successful proposers must maintain comprehensive insurance coverage including Commercial General Liability of at least $1 million per occurrence and execute a DMI-40 Form Letter of Intent within ten workdays after notice of intent to award.