Emergency_Management_Consulting_Services.pdf

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City of Tampa

REQUEST FOR PROPOSALS (RFP) FOR

Emergency Management Consulting Services

26-P-00222

Fire Rescue

Chelsea Mulligan, Procurement Analyst

2555 East Hanna Avenue

Tampa, FL 33610

Phone: (813) 274-8342

Table Of Contents

1. NOTICE

2. SCOPE OF SERVICES

3. GENERAL CONDITIONS

4. INSURANCE REQUIREMENTS

5. CONTENT OF PROPOSALS

6. EVALUATION

7. PROPOSER’S QUESTIONNAIRE, FORMS, AND ACKNOWLEDGEMENTS

8. ATTACHMENTS & EXHIBITS

Attachments:

A - DMI-30-Form-Payment-Package-or-Final-with Invoices_SLBE_ADA

B - DMI-40-Form-LOI-Letter-of-Intent_SLBE_ADA

C - DMI-71-Form-for-RFQ-RFP-Evaluation-Points-V5-SLBE_ADA

D - ADA Requirements

E - Cost Submitting Instructions

F - Draft Agreement

1. NOTICE

1.1. REQUEST FOR PROPOSALS

Sealed proposals for Emergency Management Consulting Services, RFP # 26-P-00222 will be received by the Director of Purchasing, City of Tampa, until Tuesday, May 26, 2026; 3:00 pm: then to be opened.

In accordance with the Americans with Disabilities Act (“ADA”) and Section 286.26, Florida Statutes, persons with disabilities needing a reasonable accommodation to participate in these public hearings or meetings should contact the City of Tampa’s ADA Coordinator at least 48 hours prior to the proceeding. The ADA Coordinator may be contacted by phone at 813-274-3964, email at

TampaADA@tampagov.net, or by submitting an ADA - Accommodations Request online form available at https://tampagov.net/ADARequest. Please note that the City of Tampa may not be able to accommodate any request received less than 48 hours before the scheduled hearing or meeting.

Attached are important instructions and specifications regarding responses to this Request for Proposals. Failure to follow these instructions may result in Proposer’s disqualification.

Questions regarding Vendor Registration, accessing RFP documents or submission assistance within the OpenGov eProcurement Portal shall be directed to procurement-support@opengov.com. Reference RFP # and name in email subject line. Questions pertaining to the

RFP document/specifications will be accepted up to ten business days prior to the scheduled opening date and time and shall be submitted within the OpenGov Portal. Per the City of Tampa’s Communication Policy during any solicitation period including any protest and/or appeal, there should be no contact with City officials or employees, other than Chelsea Mulligan

(chelsea.mulligan@tampagov.net) permitted from any Proposer. Such communication shall result in an automatic disqualification for selection in the pending solicitation and any subsequent City solicitations for a period of six (6) months, no matter the outcome of the solicitation or any protest and/or appeal.

Proposals shall be accepted no later than the time and date specified above. The RFP Opening shall be thereafter and published on the

OpenGov portal. All proposals received after the due date and time shall be rejected. Offers by mail, hand delivery or express mail, telephone, email or transmitted by facsimile (FAX) machine are not acceptable. All submittals are uploaded electronically into the OpenGov eProcurement Portal. No file shall have a special character. No proposal may be withdrawn or modified after the time fixed for the opening of proposals.

Electronic submittals shall be performed in the OpenGov Portal via link https://procurement.opengov.com/portal/cityoftampa. To ensure that an electronic submittal is received by the opening date and time, it is recommended that the Proposer submit their documents with adequate time allowed prior to the deadline. Proposer shall receive an email confirmation of their proposal submittal after clicking on the "Submit" button in the portal. The Proposer shall be responsible for confirming that their submittal is received by the deadline. Any submittal received after the closing date and time will not be considered.

1.2. PRE-PROPOSAL CONFERENCE

A PRE-PROPOSAL CONFERENCE will be held at 9:30 am,Monday, April 20, 2026, at 2555 E Hanna Ave, 2nd Floor, Purchasing to discuss the above referenced subject.

BRING A COPY OF THIS RFP TO THE MEETING.

City of Tampa buildings are controlled access buildings, and all visitors are required to obtain a Visitor's Pass prior to entering.

1.3. INSTRUCTIONS

City of Tampa solicitations are issued electronically via the OpenGov eProcurement Portal. Obtaining solicitations through the portal will ensure that proposers will have the following capabilities: receipt of solicitation documents electronically, track the status of solicitation award activity, receive addenda, receive the results of solicitation awards and view plans and blueprints online electronically. Proposers who obtain specifications and plans from sources other than OpenGov are cautioned that the solicitation packages may be incomplete.

The City will not accept incomplete proposals. Contact OpenGov at procurement-support@opengov.com for more information.

The City is not responsible for errors and omissions occurring in the transmission or downloading of any solicitation documents, plans, or specifications from the OpenGov eProcurement Portal. OpenGov has no affiliation with the City of Tampa other than as a service that facilitates communication and solicitation submittals between the City and its proposers. OpenGov is an independent entity and is not an agent or representative of the City. Communications to OpenGov does not constitute communications to the City. Contact OpenGov at procurement-support@opengov.com for more information.

mailto:TampaADA@tampagov.net https://tampagov.net/ADARequest mailto:procurement-support@opengov.com https://procurement.opengov.com/portal/cityoftampa https://procurement.opengov.com/portal/cityoftampa https://procurement.opengov.com/portal/cityoftampa mailto:procurement-support@opengov.com

Proposers discovering any ambiguity, conflict, discrepancy, omission, or other error in this RFP, shall immediately notify the City of such error in writing and request modification or clarification of the RFP within the OpenGov eProcurement Portal. Modifications will be made by issuing an addendum and will be given by written notice to all prospective Proposers who received an original RFP from OpenGov

(those who are on the Plan Holders List). Addenda will be posted and disseminated by OpenGov at least five days prior to this RFP opening date. The Proposer is responsible for clarifying any ambiguity, conflict, discrepancy, omission, or other error in the RFP prior to submitting the offer or it shall be deemed waived.

Tabulations (results) will be posted in the OpenGov eProcurement Portal and made available to proposers after the scheduled public opening of the sealed proposals.

The Proposer shall comply with the applicable requirements of Federal and state laws, all Codes and Ordinances of the City of Tampa as amended from time to time and any applicable professional regulations.

The Proposer is expected to carefully examine the entire solicitation package, including but not limited to all the provisions, terms, and conditions. Failure to do so will be at the Proposer’s risk.

2. SCOPE OF SERVICES

2.1. INTRODUCTION/SUMMARY

Before, during, and after an emergency the City of Tampa may need to acquire services from emergency management consultants to assist City personnel in trainings, exercises, after action reports, project management, and other onsite emergency management expertise and staffing in order to prepare for, respond to, and recover from emergencies.

With the nature of emergencies as either being a notice event like a hurricane or a no-notice incident like a mass casualty incident

(MCI), the City of Tampa will need a rapid response time from the Successful Proposer to respond within one hour of the initial notification by the City of the need for services and to be onsite within three (3) hours of the notification. The Successful Proposer shall provide an initial scope of work and projected price to the City of Tampa within twenty-four (24) hours from the time the proposer arrives on site.

The Successful Proposer shall demonstrate experience in programmatic emergency management for a municipality of equivalent size and complexity to the City of Tampa. In addition, the Successful Proposer must have intimate knowledge and expertise in the operations of the National Incident Management System (NIMS), Incident Command System (ICS), Homeland Security Exercise and

Evaluation Program (HSEEP), FEMA Public Assistance Program, Hazard Mitigation Assistance, or other national, State of Florida or

Hillsborough County emergency management requirements.

Timeline:

Release Project Date: April 10, 2026

Pre-Proposal Conference (Non-Mandatory): April 20, 2026, 9:30am

2555 E Hanna Ave, 2nd Floor, Purchasing

Question Submission Deadline: May 20, 2026, 3:00pm

Response Submission Deadline: May 26, 2026, 3:00pm

2.2. BACKGROUND

Before, during and after an emergency the City of Tampa may need to acquire services from emergency management consultants to assist City personnel in trainings, exercises, after action reports, project management, and other onsite emergency management expertise and staffing in order to prepare for, respond to, and recover from emergencies.

2.3. SCOPE OF WORK

The City of Tampa seeks an experienced emergency management consultant to provide trained personnel that are credentialled by

FEMA or the State of Florida National Qualification System (NQS) in various position-specific emergency support roles, including, but not limited to:

A. All Hazard Training and Exercises:

At the direction of City staff and planning stakeholders, provide the design, facilitation, and evaluation of various emergency management training and exercise needs to prepare staff for emergencies including but not limited to emergency planning, preparedness, position specific ICS positions training, Emergency Operations Center (EOC) Functions, recovery operations, mass casualty incidents, active shooter, unified command, and other targeted emergency management and public safety trainings and exercises. All trainings and exercises that the proposer can provide must follow FEMA and HSEEP framework and requirements and any grant requirements if applicable.

B. Incident Management Team Staff Augmentation Support Services:

When the City of Tampa activates its EOC, the City may need to contract additional personnel that are trained and credentialled by

FEMA and/or the State of Florida National Qualification System (NQS) in various position specific emergency support roles including but not limited to:

• EOC Manager

• EOC Operations, Planning, Logistics, and Finance / Admin Section Chiefs

• Emergency Support Function (ESF) Lead Positions / ESF Coordinating Officer

• EOC Recovery Section Coordinator

• Operations, Planning, Logistics, and Finance Section Chief, Branch Directors and Division/Group Supervisors and Unit Leaders

• Recovery – Short-term and Long-term, FEMA Hazard Mitigation projects to implement long- term hazard mitigation measures after a major disaster declaration

• Crisis communications and public relations services

• Community outreach during short-term and long-term recovery; In the field management and personnel to assist with points of distribution, disaster recovery centers, shelters, family assistance center, or other emergency operations

• Geographical Information System (GIS), orthoimagery and geodatabase services

• Volunteer & Donation Specialist

• EOC Unit Leader

• EOC Demobilization Unit Leader

• Floodplain Manager

• Debris Specialist

• Other needed technical assistance in the field, department or EOC that may be required before, during, or after an emergency, including in the City EOC before a hurricane landfall if needed.

C. Emergency Planning Services:

The City of Tampa may need expert consulting services to develop emergency management plans at the direction of City personnel.

These plans may consist of, but are not limited to:

• Continuity of Operations Planning and Continuity of Government Planning

• Emergency Operations Planning

• Disaster housing planning

• Risk and Vulnerability Assessments

• Security Assessments

• Hazard mitigation planning and project grant management

• Flood mitigation planning, including expertise in the National Flood Insurance Program’s Community Rating System (CRS)

• Debris Management Planning

• Other mission specific plans, checklists, standard operating procedures, etc. that will make the City of Tampa better prepared to respond and recovery from an emergency.

D. Emergency Management Grant Development and Management:

Federal, State of Florida and Hillsborough County grants may become available before or after and emergency. Proposers should have expertise in various grants from but, not limited to, Department of Homeland Security, FEMA Public Assistance, Hazard Mitigation

Assistance Programs, the Florida Division of Emergency Management, Housing and Urban Development, etc. Services may include developing applications for specific grants as well as managing and implementing awarded grants.

2.4. PROPOSER SUBMITTALS

The following must be submitted in the proposal:

1. Contract Termination for Default. Has the Proposer’s company had a contract terminated for default in the last five years? Termination for default is defined as notice to stop performance which was delivered to the Proposer due to the

Proposer's non-performance or poor performance and the issue of performance was either not litigated due to inaction on the part of the Proposer; or litigated and determined that the Proposer was in default.If the company has had a contract terminated for default in this period, submit full details including the other party's name, address, and the phone number. Present the company’s position on the matter. City Representative will evaluate the facts and may, at its sole discretion, reject the RFP on the grounds of its past experience.

2. Contract Litigation/Legal Proceedings. The Proposer shall identify any pending lawsuits, past litigation relevant to subject matter of this RFP, providing a statement of any litigation or pending lawsuits that have been filed against the

Company in the last five years.If an action has been filed, state and describe the litigation or lawsuit filed, and identify the court or agency before which the action was instituted, the applicable case or file number, and the status or disposition for such reported action. If no litigation or lawsuit has been filed against the company, provide a statement to that effect.

2.5. MANAGEMENT

If, during the course of the project, the Successful Proposer makes personnel changes, the City has the right of review, acceptance, and/or reject proposed substitute(s). The City will make available the City’s management team for interview and consultation during plan(s) development and for review of the draft and final plans.

2.6. COORDINATION WITH THE CITY

The Successful Proposer shall identify the Project Manager to work in close coordination with the City. The City’s Project Manager shall be the City’s point of contact. The City shall approve any changes to the Project Manager or personnel assigned to the project.

During the term of the contract, the Project Manager shall meet on-site with the City’s Project Manager and/or other designated City officials as necessary, for the purpose of discussing and coordinating work to be performed, or performance of work.

2.7. Project Overview

Before, during and after an emergency the City of Tampa may need to acquire services from emergency management consultants to assist City personnel in trainings, exercises, after action reports, project management, and other onsite emergency management expertise and staffing in order to prepare for, respond to, and recover from emergencies. The Successful Proposer shall demonstrate experience in programmatic emergency management for a municipality of equivalent size and complexity to the City of Tampa. In addition, the Successful Proposer must have intimate knowledge and expertise in the operations of the National Incident Management

System (NIMS), Incident Command System (ICS), Homeland Security Exercise and Evaluation Program (HSEEP), FEMA Public

Assistance Program, Hazard Mitigation Assistance, or other national, State of Florida or Hillsborough County emergency management requirements. With the nature of emergencies as either being a notice event like a hurricane or a no-notice incident like a mass casualty incident (MCI), the City of Tampa will need a rapid response time from the Successful Proposer to respond within one hour of the initial notification by the City of the need for services and to be onsite within three (3) hours of the notification. The Successful

Proposer shall provide an initial scope of work and projected price to the City of Tampa within twenty-four (24) hours from the time the proposer arrives on site.

2.8. Cost To The City

Each proposer must complete and submit, at minimum, the cost proposal line items included in ATTACHMENT E. Costs will be evaluated on the hourly rates submitted for the positions listed. Any non-labor projected costs will be billed to the City at cost without markup. Positions to be included in cost proposal are the following (or equivalent – please state job title and description for equivalent positions quoted).

The Proposer and its staff assigned to provide Services for the City shall include travel and accommodation expenses in the proposal price. The Proposer shall comply with the City's current travel policy and current IRS mileage reimbursement rate. Original receipts must be submitted in order for the Successful Proposer to be reimbursed for travel expenses.

Itemize any fees, expenses, and any optional costs separately.

2.9. Continuity of Staffing

Proposer shall provide an emergency contingency plan; outlining measures and procedures for assuring continuity of staffing, communications, labor and equipment availability, etc. during and after emergency events. Awarded respondent(s) will be required to provide contact name and phone number in the event of an emergency. This person should be available 24 hours a day, 7 days a week.

As an emergency can be either a "notice event," like a hurricane, or a "no-notice incident," like a mass casualty incident (MCI), the City of Tampa will need a rapid response time from the Successful Proposer to respond within one hour of the initial notification by the City of the need for services and to be onsite within three (3) hours of the notification. The Successful Proposer shall provide an initial scope of work and projected price to the City of Tampa within twenty-four (24) hours from the time the proposer arrives on site.

2.10. Qualifications of the Firm and Key Staff

Proposer’s qualifications must include, at minimum, the following and information related to these qualifications. These qualifications must be included in its proposal:

• Provide background of the firm and an overview of firm’s history and experience indicating that it has the necessary resources, understanding, qualifications and expertise for providing required services related to Disaster Recovery and related public assistance, including the approximate number of Project Worksheets prepared and submitted on behalf of clients, approximate amount billed and received on behalf of municipalities in disaster related recovery, corporate work history, and experience with engagements involving damaged municipalities.

• Proposer shall demonstrate successful experience in coordinating with Federal, State and Local emergency agencies, citing disaster event, project scope of its referenced engagement and funding outcomes for the affected municipalities.

• Proposer shall demonstrate certifications for any position-specific staff used for staff augmentation, trainings, exercises, and grant development and management.

• Provide a summary of staff qualifications. Key project staff must be full time employees of the proposing firm.

• Provide a summary of staff FEMA or State of Florida National Qualification System credentials for specific positions. Staff must be credentialed credentialled by FEMA or the State of Florida National Qualification System (NQS).

Failure to provide the above-referenced qualifications may render a proposal non-responsive.

2.11. Technical Approach/Project Plan

The City requires that each Proposer prepare a focused and detailed plan outlining the primary tasks, estimated hours, responsibility, major deliverables and timing, with a start date to be determined as soon as practicable.

At minimum, the RFP response will cover the following:

• Project plan shall include a statement of work or development of statement of work

• FEMA/other agency Public Assistance approach

• Methods to be used to gather and document detailed departmental information on business functions in order to comply with

FEMA/other agency processes and regulations

• Strategies planned to implement FEMA/other agency Program Assistance

• Projected number of hours for each proposed staff member

• Statement of tasks for staff members

• Timeline of related tasks

• Staffing availability and capacity

• Information and staff time needed from the City

• Detail related to the format of all documentation to be presented (i.e. Microsoft Word, Excel, etc.)

Attach a description of the Proposer's accessibility to the City in terms of the geographic location of the individuals with primary responsibility for the client relationship with the City, and the travel time and restrictions, if any, to be on site at the City In addition, indicate how travel cost and time will be billed, i.e. from the point of origin or as if the Proposer were situated in the City.

Failure to provide any of the above-referenced information may render a proposal non-responsive.

2.12. Required Staff for this Contract

1. Senior Advisor for Disaster Recovery: Provides technical assistance to the City staff or designee. This individual should demonstrate an extensive knowledge of the operational and regulatory aspects of FEMA/other agency public assistance programs and have a minimum of 5 years’ experience as a senior member of a state or federal recovery operation, or equivalent experience commensurate with the ability to perform the necessary duties.

2. Technical Assistant: Reviews and determines the technical requirements and cost analysis of projects. Reviews and approves

Project Worksheets, gathers and evaluates technical data, reviews construction contracts for compliance with state, federal and local laws, regulations and policies, provides expert assistance on payment issues regarding permanent work and alternate/improved projects. Individual should have training and education in one or more technical fields of construction, engineering, architecture, environmental assessments, historic preservation, insurance and knowledge of federal regulations pertaining to FEMA/other agency public assistance programs. Reviews and determines the financial management and administrative technical requirements and cost principles for applicable project and scope of work activities. Cooperatively works with internal financial management and administrative oversight in the completion and approval of project worksheets, claim forms, invoicing, accounts payable, payroll, audits and inspections in compliance with state, federal and local laws, regulations and policies. Provides expert assistance on applicable grant project accounting and local compliance with state and federal uniform administrative requirements in 2 CFR Part 200 and other relevant regulations. Individual should have training and education in one or more technical fields related to grant accounting, cost principles, laws and regulations, and be highly proficient and knowledgeable about applicable OMB Circulars; specifically, OMB Circular A-133, FAR, Federal Funding

Accountability and Transparency Act, and Block Grant program requirements.

3. Project Manager: Serve as the day-to-day principal point of contact for the Successful Proposer and to assure that Successful

Proposer personnel are performing within the contract scope of services. Duties include, but are not limited to, the below:

• Execute all task orders signed by the City representative.

• Ensure that all deliverables are produced, including the following:

A. Monthly time sheets for all personnel evidencing the assigned task(s) worked, the time worked on the task(s), and the names of all individuals performing the work (due on the 15th day of the following month B. Weekly report evidencing the task(s) worked, percentage of completion of the task(s), and a report showing the progress and accomplishments since the prior week (due on the Monday following the week for which the report is prepared).

C. Monthly reports summarizing the activities of the Contractor staff and providing appropriate advice and courses of action in accordance with the Contract and Scope of Services.

D. Quarterly reports summarizing its activities measured against the goals and objectives of this contract demonstrating the use of strategies and tactics outlined in its proposals to the City. Such quarterly reports shall be due not later than December

31, March 31, June 30 and September 30, of each calendar year during the term or extended term of this agreement. The

Final Report shall be the report that is due December 31, of each year that the contractor is engaged in contract work with the City.

4. Other Positions: Other positions may be considered and utilized off this contract. Proposer can add those positions and hourly bill rates to Attachment E in this RFP.

At least one staff member must be a FEMA-certified incident management team professional, such as: a HSEEP-certified Exercise

Specialist, Incident Commander, or certified Training Specialist. The City reserves the right to determine acceptability and relevance of specific qualifications.

Failure to meet any of the above-referenced requirements may render a proposal non-responsive.

2.13. Budget

The City’s expenditure for this project will be determined based on the proposals submitted in response to this RFP and to the extent any services are required when requested by the City.

2.14. Proposer Requirements

A. Emergency Operations Management Support Proposer Requirements:

• Coordinate planning meetings with stakeholders and technical writing on plan development

• Provide requested all hazard trainings and all necessary supplies to perform the training

• Provide on-site and virtual support staff to augment city staff for emergencies or special events as requested.

• Coordinate, facilitate and develop emergency exercises and after-action reports at the direction of city staff.

• Vendor must perform all consulting services in accordance with the Agency’s existing EMS software suite, adhering to all system requirements, workflows, data standards, and operational protocols.

B. Federal and State Public Assistance Consulting Services:

The Successful Proposer shall provide the Federal and State Public Assistance Consulting Services (e.g., storm events, pandemics, and/or National Security Events) described herein. The Federal and State Public Assistance Consulting Services must comply with the requirements of all public assistance applicable laws and regulations. Relevant work will typically fall into one of the below categories.

General Guidance:

• General Federal and State Public Assistance grant management advice and assistance

• Review development of solicitations to ensure compliance with FEMA, State, and/or other granting agency requirements and eligibility for reimbursement is maintained

• Assistance with development and ongoing activities to manage the Federal and State Public Assistance process

• Assistance with preparation of correspondence to the State of Florida, FEMA, and/or other granting agencies when required

• Advice as to eligibility of expenses

• Ensure the City meets all deadlines imposed by FEMA, State of Florida, and other granting agencies for documentation, appeals, completion of work, etc.

• Assistance with hazard mitigation proposals, alternate projects, and improved projects to protect the City’s interests

• Attend meetings with FEMA, City staff, FDEM, FDEM auditors, and other agencies in conjunction with and on behalf of the City

• Proactively identify opportunities to maximize Public Assistance and Post-Disaster Mitigation funding within the current regulatory framework (including CDBG-DR, Flood Mitigation Assistance).

• Assistance and guidance on the implementation of the Florida Recovery Obligation Calculation (F-ROC)

• Other related activities as requested by the City (e.g., pandemics, National Security Events).

Reimbursement:

Provide assistance and consultation in documenting expenses for submittal for reimbursement.

• Consultant will provide a complete documentation package for each City project, or combined projects, including damage assessments; cost estimates; labor, equipment, and material summaries; agreements; bid documents; invoices; checks; photos;

maps; and other supporting documentation.

• Successful Proposer will review eligibility issues and work with the City to review Project Worksheets for small and large projects based upon information gathered from departments.

• Successful Proposer will provide granting agencies with accurate and cohesive documents to expedite the approval timeline by limiting policy hurdles.

• Coordinate any time extension requests with the State of Florida. FEMA, and/or other granting agencies when necessary so that eligibility is not forfeited.

• Assist the City in preparing reimbursement documentation for other Federal and State public assistance event.

• Provide insurance review and help formulate Project Worksheets to receive maximum reimbursement.

• Assist in formulation and preparation of Project Worksheets, compiling and summarizing category costs so the scope of work is accurate and comprehensive, estimates are accurate, expenses are eligible and documented, and projects are categorized in a manner that ensures prompt and sufficient reimbursement to the City

• Ensure all projects are formulated to both account for insurance proceeds while maximizing grant allowances.

• Analyze work using duplication of benefits policy and obtaining and maintaining requirements.

Work with FEMA (Grant Portal) and State of Florida for grant coordination and reimbursement.

• Upload all documents in an organized fashion to the appropriate system.

• Coordinate and manage deliverables with the State of Florida and FEMA.

• Work with the City to complete requests through the systems, including reimbursement requests and required quarterly reports.

• Ensure reimbursement requests will include all necessary documents, not only for reimbursement, but also to ensure ease of project closeout.

• Consultant will create an electronic copy of the documentation provided to FEMA and the State of Florida, in an organized fashion, on the City’s server or shared site. Successful Proposer will also assist the City in establishing document control, establishing a file retention system and data management processes to ensure disaster records are complete and ready for audit.

• Provide periodic updates regarding the status of Federal and State Public Assistance process as requested.

• Assistance with project final inspections and audits.

Work with Other Federal and State Assistance agencies for grant coordination and reimbursement for other events similar to those required above for FEMA.

Work with FEMA to recoup the maximum Direct Administration Costs (DAC).

• Accurately and properly track DAC in compliance with FEMA guidelines.

• Work with the City to ensure labor time and tasks are properly recorded.

• Start tracking DAC related activities once eligible (and/or FEMA Declaration), to ensure reimbursement approval for our grants management services through each Project Worksheet.

Assist with appeals and closeout.

• Assistance with dispute resolution and appeals.

• Capture all project information in a cohesive manner that allows for a smooth transition from project formulation through closeout.

• Work with the City, State, and FEMA to capture all eligible costs and work through all concerns prior to submitting an appeal.

If an appeal is warranted, our team will provide a response backed by a full policy review.

Failure to meet any of the above-referenced requirements may render a proposal non-responsive.

2.15. Proposer Submittals

The Proposer shall submit the following:

Emergency Operations Management Support Proposer Submittals:

• Three professional references

• Resumes and qualifications of key company personnel

• List of clients and summary of work provided relating to training/exercises, emergency planning, grant management, staff augmentation, FEMA Public Assistance, etc.

• Example product of work to include an emergency management exercise situation manual

• Example product of work to include an emergency management plan

Federal and State Public Assistance Consulting Services:

• Provide a total of five case studies: three case studies that illustrate prior Public Assistance work and two case studies of Pandemic

Assistance.

Case studies should include: Client, Type of Event (e.g., storm/hurricane, wild-fires, earthquake, pandemic), Dates of Event, Time

Period Support Provided, Services Provided, Outcomes, Lessons Learned, Close-out Date and/or Current Status, Management’s

Resumes, Total Cost for Services Paid by the Client to Awardee Related to the Incident

Failure to provide any of the above-referenced items may render a proposal non-responsive.

2.16. Location

Work will be performed both onsite and virtually depending on the nature of the task order.

Attach a description of the Proposer's accessibility to the City in terms of the geographic location of the individuals with primary responsibility for the client relationship with the City, and the travel time and restrictions, if any, to be on site at the City. In addition, indicate how travel cost and time will be billed, i.e. from the point of origin or as if the Proposer were situated in the City.

3. GENERAL CONDITIONS

3.1. PROPOSAL DUE DATE

Sealed proposals will be received no later than the date and time indicated on page one of this document. Proposals will not be accepted after this time. All proposals shall be submitted through the OpenGov eProcurement Portal (electronically). File name should not have special characters. Proposer must wait for confirmation of successful upload.

City of Tampa Requests for Proposals are issued electronically via the OpenGov Portal. Obtaining proposals through OpenGov will ensure that proposer will have the following capabilities: receipt of proposal documents electronically, track the status of award activity, receive addenda, receive the results of awards and view plans and blueprints online electronically. Proposers who obtain specifications and plans from sources other than OpenGov are cautioned that the proposal packages may be incomplete. The City will not accept incomplete proposals. Contact OpenGov at procurement-support@opengov.com for more information.

The City is not responsible for errors and omissions occurring in the transmission or downloading of any solicitation documents, plans, or specifications from the OpenGov eProcurement Portal. OpenGov has no affiliation with the City of Tampa other than as a service that facilitates communication and proposal submittals between the City and its vendors. OpenGov is an independent entity and is not an agent or representative of the City. Communications to OpenGov does not constitute communications to the City. Contact OpenGov at procurement-support@opengov.com for more information.

3.2. ADDENDUM AND AMENDMENT TO RFP

If it becomes necessary to revise or amend any part of this RFP, OpenGov will provide notification of the Addendum to all prospective

Proposers who received an original RFP notification, making them a plan-holder. Addenda will be posted and disseminated by OpenGov at least five days prior to the RFP opening date.

It will be the responsibility of the Proposer to review OpenGov prior to submitting a proposal to ascertain if any addenda have been issued, to obtain all such addenda, and to click Confirm Receipt in the OpenGov system for each addenda issued.

3.3. ERRORS AND OMISSIONS

Proposers discovering any ambiguity, conflict, discrepancy, omission, or other errors in this RFP, shall immediately notify the City of such error via email within the OpenGov eProcurement Portal and request modification or clarification of the RFP. Modifications will be made by issuing an addendum and will be given by written notice to all prospective Proposers who queried the solicitation in the

OpenGov Portal. Addenda will be posted and disseminated by OpenGov at least five days prior to the RFP opening date. The Proposer is responsible for clarifying any ambiguity, conflict, discrepancy, omission, or other error in this RFP prior to submitting the proposal or it shall be deemed waived.

3.4. FLORIDA PUBLIC RECORDS LAW

In accordance with Chapter 119 of the Florida Statutes, and, except as may be provided by Chapter 119 of the Florida Statutes and other applicable State and Federal Laws, all Proposers should be aware that the Proposal and the responses thereto are in the public domain and are available for public inspection and copying. Proposer is required to acknowledge whether or not they are asserting that certain information in its proposal is confidential and/or proprietary and/or exempt from public disclosure. If the Proposer is asserting that certain information in its Proposal is confidential and/or proprietary and/or exempt from public disclosure, then the

Proposer is required to do the following:

1. Identify, with specificity, the information which the Proposer asserts is confidential and/or proprietary and/or exempt from public disclosure,

2. Place such information in a separate file labeled “REDACTED, EXEMPT FROM PUBLIC DISCLOSURE” this uploaded document must be separate from the Proposer's other Proposal documents,

3. Specifically cite the applicable Florida Statute(s) that exempts such information from public disclosure - such citation must be placed within the redacted file. The “REDACTED” file that contains the Proposer's confidential/proprietary/exempt information must be submitted with the Proposer's other Proposal documents. Proposer is advised that failure to follow the aforementioned instructions may result in Proposer's alleged confidential/proprietary/exempt information being disclosed to the public. This will be the Proposer’s “REDACTED” copy. All submittals received in response to this Proposal will become the property of the City of Tampa and will not be returned. In the event of an award, all documentation produced as part of the contract will become the exclusive property of the City.*

Be aware that the designation of an item as exempt from public disclosure by a Proposer may be challenged in court by any person or entity. By designation of material in your Proposal submittal as exempt from public disclosure, Proposer agrees to defend the City of

Tampa (and its employees, agents and elected and appointed officials) against all claims and actions (whether or not a lawsuit is commenced) related to Proposer’s designation of material as exempt from public disclosure and to hold harmless the City of Tampa

(and its employees, agents and elected and appointed officials) for any award to a plaintiff for damages, costs and attorneys’ fees, and for costs and attorneys’ fees incurred by the City by reason of any claim or action related to your designation of material as exempt from public disclosure.

*Note: The City will not accept Proposal submittals when the entire submittal is labeled as exempt from public disclosure and the proposal will be deemed non-responsive. Proposer’s References and Cost or Price information will be deemed a public record, and if a claim of confidentiality/proprietary information is made, the City may deem the

Proposal submittal as “non-responsive”.

1. In accordance with Section 119.071(1)(b)2, Florida Statutes, sealed bids, proposals, or replies received by the City of Tampa pursuant to a competitive solicitation are exempt from section 119.07(1), Florida Statutes and section 24(a), Art. I of the State

Constitution until such time as the City of Tampa provides notice of an intended decision or until 30 days after opening the bids, proposals, or final replies, whichever is earlier.

2. In accordance with Section 119.071(1)(b)3, Florida Statutes, if the City of Tampa rejects all bids, proposals, or replies submitted in response to a competitive solicitation and the City of Tampa concurrently provides notice of its intent to reissue the competitive solicitation, the rejected bids, proposals, or replies remain exempt from section 119.07(1), Florida Statutes and section 24(a), Art. I of the State Constitution until such time as the City of Tampa provides notice of an intended decision concerning the reissued competitive solicitation or until the City of Tampa withdraws the reissued competitive solicitation. A bid, proposal, or reply is not exempt for longer than 12 months after the initial City of Tampa notice rejecting all bids, proposals, or replies.

3. The City of Tampa is a public agency subject to Chapter 119, Florida Statutes. In accordance with Florida Statutes, 119.0701, Successful Proposer agrees to comply with Florida’s Public Records Law, including the following:

A. Successful Proposer shall keep and maintain public records required by the City to perform the services;

B. Upon request from the City, Successful Proposer shall provide the City with copies of the requested records, having redacted records in total or in part that are exempt from disclosure by law or allow the records to be inspected or copied within a reasonable time (with provision of a copy of such records to the City) on the same terms and conditions that the

City would provide the records and at a cost that does not exceed that provided in Chapter 119, Florida Statutes, or as otherwise provided by law;

C. Ensure that public records, in part or in total that are exempt or that are confidential and exempt from public record requirements are not disclosed except as authorized by law for the duration of the contract term and following completion

(or early termination) of the contract if the Contractor does not transfer the records to the City;

D. Upon completion (or earlier termination) of the award, Successful Proposer shall within 30 days after such event either transfer to the City, at no cost, all public records in possession of the Successful Proposer or keep and maintain the public records in compliance with Chapter 119, Florida Statutes. If Successful Proposer transfers all public records to the City upon completion (or earlier termination) of the award, Successful Proposer shall destroy any duplicate records that are exempt or confidential and exempt from public records disclosure requirements. If Successful Proposer keeps and maintains public records upon completion (or earlier termination) of the award, Successful Proposer shall meet all applicable requirements for retaining public records. All records stored electronically must be provided to the City in a format that is compatible with the information technology systems of the agency.

E. The failure of Successful Proposer to comply with Chapter 119, Florida Statutes, and/or the provisions set forth above shall be grounds for immediate unilateral termination of the contract by the City; the City shall also have the option to withhold compensation due Successful Proposer until records are received as provided herein.

F. IF THE SUCCESSFUL PROPOSER HAS QUESTIONS REGARDING THE

APPLICATION OF CHAPTER 119, FLORIDA STATUTES TO THE

SUCCESSFUL PROPOSER’S DUTY TO PROVIDE PUBLIC RECORDS

RELATING TO THIS AWARD, CONTACT THE CUSTODIAN OF PUBLIC

RECORDS AT 813/274-8351, AND MAILING ADDRESS OF PURCHASING

DEPARTMENT, HANNA CITY CENTER BUILDING, 2ND FLOOR, 2555 E.

HANNA AVE, TAMPA, FL 33610.

Note: Acknowledgement of the Florida Public Records Law must be submitted with the proposal, under PROPOSER’S

QUESTIONNAIRE, FORMS, AND ACKNOWLEDGEMENTSCONDITIONS.

3.5. CITY OF TAMPA ETHICS CODE

The Proposer shall comply with all applicable governmental and city rules and regulations including the City's Ethics

Code which is available on the City's Website. (City of Tampa Code, Chapter 2, Article VIII. - Section 2-522)

Moreover, each Proposer responding to this Request for Proposal acknowledges and understands that the City's Charter and Ethics

Code prohibit any City employee from receiving any substantial benefit or profit out of any contract or obligation entered into with the

City, or from having any direct or indirect financial interest in effecting any such contract or obligation. The Successful Proposer shall ensure that no City employee receives any such benefit or interest as a result of the award of this Request for Proposal. (City of Tampa

Code, Chapter 2, Article VIII. - Section 2-514(d))

Please note that the City's Ethics Code may be accessed on the Internet by utilizing the website link http://www.tampagov.net/human-resources/info/lobbyist-information or can be found in the City of Tampa’s municipal codes published online by the Municipal Code Corporation at the website link https://www.municode.com/library/fl/tampa/codes/code_of_ordinances. Printed copies of the Ethics Code can also be obtained from the City Clerk's Office for a fee of $0.15 cents a page.

3.6. WARRANTIES AND GUARANTEE

The City of Tampa will not accept any disclaimer of the warranties of merchantability and fitness for a particular purpose for the products offered. Proposals will clearly state any additional warranties and guarantees against defective materials and workmanship. A copy of the complete manufacturer's warranty statement is to be submitted with the proposal.

The material(s) supplied shall be guaranteed to be free from defect of composition, conception, and workmanship for a minimum period one-year from the date of installation and final acceptance by the City. Any parts or portions found not in accordance with this

RFP will be rejected by the City and returned to the Successful Proposer at the Successful Proposer’s expense for immediate replacement.

3.7. COPYRIGHTS AND PATENT RIGHTS

Proposer warrants that there has been no violation of copyrights, patent or other intellectual or proprietary rights in manufacturing, producing and/or selling the item(s) ordered or shipped as a result of this Proposal, and Successful Proposer agrees to indemnify, https://procurement.opengov.com/portal/cityoftampa/projects/249922/document?section=2390074 https://procurement.opengov.com/portal/cityoftampa/projects/249922/document?section=2390074 https://procurement.opengov.com/portal/cityoftampa/projects/249922/document?section=2390068 http://www.tampagov.net/human-resources/info/lobbyist-information https://www.municode.com/library/fl/tampa/codes/code_of_ordinances defend and hold the City harmless from any and all liability, loss or expense by any such violation including litigation costs and attorneys' fees through the appellate process, and damages which may be incurred by reason of any infringement at any time during the prosecution or after the completion of work.

3.8. PROCUREMENT PROTEST PROCEDURES

A protest must be filed with the Director of the soliciting Department within five (5) business days of posting the City’s intent to award and may be filed by an actual Proposer, who is allegedly aggrieved in connection with the issuance of a proposal solicitation or pending award of any contract in any competitive process utilized by the City of Tampa for procurements of supplies, materials or services and construction of public improvements and has standing to protest under Florida Law. Any protest must be filed in accordance with the

City of Tampa Code, Chapter 2, Article V, Division 3, Purchases and Contracts, Section 2-282, Procurement Protest Procedures. Protests not complying with the provisions of this Section shall not be reviewed.

All dates and times specified in the Protest Procedures in Section 2-282 are calculated as city business days. A City business day shall mean 8:00 am to 5:00 pm Monday through Friday, with the exception of city holidays. In all instances any document required to be transmitted by a certain date must be received in the required office by 4:30 pm. An envelope which is postmarked by the required date is not sufficient. Transmittal by fax, email or other electronic means may be accepted. However, it shall be the responsibility of the party transmitting the document(s) to ensure that the document(s) were received, and the transmitting party shall bear any risk of interruption or failure in the electronic transmission.

3.9. SLBE PARTICIPATION

In an effort to promote increased opportunities for Small Local Business Enterprises (SLBEs), the City actively solicits the participation of certified SLBE firms in the performance of contracts. To obtain a list of the City’s Certified SLBE Companies, visit the Equal Business

Opportunity (EBO) Office website at http://www.tampagov.gov/ebo. Under programs and Services select SLBE Directory. The directory includes SLBE Certified Companies which are listed by Type of Services and by Company Names.

NOTE: In accordance with the Equal Business Opportunity Ordinance Chapter 26.5, SLBE vendors are eligible for weighted points in the selection process. Refer to DMI-71-Form for the SLBE participation scoring criteria for this RFP.

For additional information visit the Equal Business Opportunity Office website at www.tampagov.gov/ebo

3.10. INCURRED EXPENSES

The City is not responsible for any expenses which Proposers may incur in the preparation and submittal of proposals requested by this

RFP, including but not limited to, costs associated with travel, accommodations, interviews, or presentations of…