MEMA RFR - Family Reunification Training - PO 391.docx

Reunification Training Facilitator BID # FY25-PO391 / COMMBUYS Bid# BD-25-1013-PPN00-PPN-115855

Reunification Training Facilitator BID # FY23-PO391 / COMMBUYS Bid# BD-25-1013-PPN00- PPN00-PPN-115855

POSTING DATE: 04/24/2025

BID Name/Title: Reunification Training Facilitator

*No phone calls – All inquiries must be through Commbuys.

1. Description or Purpose of Procurement:

The Massachusetts Emergency Management Agency (MEMA) on behalf of the Northeast Emergency Management Training Center (NEMTEC) invites for quotes for a qualified facilitator to conduct Family Reunification Training. The training will incorporate applicable state Family Reunification Plans.

A qualified facilitator is one with demonstrable experience (see below for required experience) in each of the following areas:

· family reunification following a man-made or natural disaster

· familiarity with Incident Management System

· training development and facilitation;

· written and oral presentation skills;

· work with multiple disciplines and cross jurisdictions.

· effectively use the Standard Response Protocol (SRP) and Standard Reunification Method (SRM), focus on understanding the core concepts, practicing the protocols, and adapting them to specific environment and needs.

2. Applicable Procurement Law

3. Acquisition Method:

4. Whether Single or Multiple Contractors are Required for Contract:

Check One (“X”):

The awarded vendor’s use of subcontractors is subject to the provisions of the Commonwealth’s Terms and Conditions and Standard Contract Form, as well as other applicable terms of this Statewide Contract. Prior approval of the department is required for any subcontracted service of the Contract. Contractors are responsible for the satisfactory performance and adequate oversight of their subcontractors

5. Entities Eligible to Use the Resulting Contract

6. Expected Duration of Contract (Initial Duration and any Options to Renew):

Initial Duration

2 months

Renewal Options

Total Maximum Contract Duration

2 months

7. Anticipated Expenditures, Funding, or Compensation:

Estimated Value of Procurement: The estimated value of contract(s) resulting from this Bid is $60,000. Value will be determined on contract usage.

Compensation Structure: The compensation structure for this project as described and agreed will be based on the accepted bidder proposal and hourly rates. The vendor will be reimbursed for hours worked inclusive of any overhead, to meet all future deliverables.

Invoice Requirements:

· PO Number and Title assigned by MEMA

· Hours worked by position and rate

· Portion of project being invoiced by start and end dates of portion and by portion deliverable

· Submission of reports and supporting documents (should also show completion status)

· Summary of all of invoices/costs to date and remaining balance by deliverable.

The Commonwealth cannot guarantee that any commodities or services will be purchased from any Contract resulting from this Bid. The awarded vendor will negotiate and enter a contract with MEMA representing the maximum project financial obligations. All work must be completed within this maximum obligation.

7.1 Tax Exempt – Vendor may not submit neither bid or invoicing to any Massachusetts government entities that includes sales tax.

7.2 Prompt Payment Discount – All vendors must offer Prompt Payment Discounts to decrease costs to the state and speed up cash flow for vendors. If a vendor does not offer a Prompt Payment Discount, they must demonstrate hardship. If hardship is accepted, all invoices will be paid within 45 days of MEMA receipt of the invoice. (see attached Prompt Payment Discount form for submission with Bid)

7.3 State Fiscal Years – Regardless of funding source, contracts resulting from BIDs must include a budget that is broken out by state fiscal year (July 1 – June 30).

7.4 Travel Reimbursement – Vendor travel must be in as specified in RFR and cannot be more than state employee rates, see current rate at https://mass.csod.com. Only travel required by MEMA will be reimbursed.

7.5 Funding Language

The funding for any contract resulting from this procurement is conditioned upon receipt of federal funds.

This is an acknowledgement that FEMA financial assistance will be used to fund all or a portion of the contract. The contractor will comply with all applicable federal law, regulations, executive orders, FEMA policies, procedures, and directives.

8. Contract Performance Specifications:

Project Background MEMA has built a training framework called the Northeast Emergency Management Training & Education Center (NEMTEC). NEMTEC was launched in March 2023, offering accessible, no-cost, fundamental training in emergency management. NEMTEC’s primary purpose is to provide current, relevant, and comprehensive training and education programs across New England that would not otherwise be achievable by any one state, alone. Delivering the program through virtual, hybrid, and in-person modalities, NEMTEC aligns and shares training resources among the states, works collaboratively to develop and implement training and education programs to meet emerging needs, and manages an extensive curriculum and cadre to benefit the region’s emergency management professions. This organization is led by MEMA and New England State Directors working in close collaboration with and supported by all New England states’ State Training Officers.

Project Objectives Through this procurement, NEMTEC will obtain a subject-matter expert facilitator to conduct a full-day (8-hour) reunification training. The training should accommodate up to 100 people from diverse disciplines and agencies. A total of six sessions of the training will be conducted from June 09, 2025, through June 27,2025. A total of 5 full-day sessions will be held throughout the six New England states. Specific venues for hosting training are still being finalized.

The chosen facilitator will work with the New England states’ emergency management agencies to most effectively incorporate applicable state Family Reunification Plans into the reunification training.

Training Objectives The training should include the following topics:

· Overview of the benefits of a standard protocol of response to multiple incidents

· Benefits of a common operation picture within an organization and in surrounding organizations

· Review of applicable state Family Reunification Plans.

· Overview of the National Incident Management System & Incident Command System & its applicability to schools, colleges, and other organizations caring for children

· Communication with Law Enforcement, Emergency Management and other first responders.

· The training shall include classroom/lecture, tabletop, and functional components to afford participants ample opportunity to reach the objectives and a working comfort level of the templates

· How to adopt and apply applicable state Family Reunification Plans within participants’ organization

· How to plan and conduct a reunification exercise

· A tabletop-like exercise/drill of reunification implementation

· Other items deemed necessary by consultant’s expertise

By the conclusion of the training, participants should be able to:

· Understand applicable state Family Reunification Plans & benefits to their organization

· Understand basic Incident Command System and its benefits

· Plan a reunification exercise

· Assemble a reunification team

· Understand how and when to communicate with law enforcement & other emergency responders prior to and during an incident

· Demonstrate practical knowledge of reunification and the applicable state Family Reunification Plans Anticipated audience:

· Elementary and high school administration

· College administration & security

· Law enforcement personnel

· Emergency Management Directors

· Fire/EMS personnel

· Hospitals

· Childcare providers

Tentative course dates and locations:

· 6/9/2025 Pelham Memorial School, Pelham, New Hampshire

· 06/11 Vermont

· 6/13 Smith College, Northampton, MA

· 6/23 Framingham State University, Framingham, MA

· 6/26 Sedgwick Middle School, West Hartford, CT

9. Instructions for submission of responses Submission Requirements:

9.1 Proposal

· Bidders to describe their approach to facilitating Family Reunification Training in the context of public school emergencies. In their submission the vendor should detail their experience in

· family reunification following a man-made or natural disaster

· familiarity with Incident Management System

· training development and facilitation;

· written and oral presentation skills;

· work with multiple disciplines and cross jurisdictions.

The vendor should describe how they will work the New England states’ emergency management agencies to most effectively incorporate applicable state Family Reunification Plans into the reunification training.

9.2 Budget

Bidders to provide a detailed price proposal including total number of instructor-led delivery hours with staff labor rates. The proposal for this work must cover and include the cost for all contingencies, including all labor and materials necessary for the delivery of services.

9.3 Qualifications

· A detailed description of how the vendor meets/exceeds the qualifications for facilitating the training described in this SOW.

· Provide at least three (3) references for whom they have provided a similar service to the service of the bid, within the last three years.

Required Forms Responses to this RFR must contain the following documents. All required documents must be submitted with a bid package and must be in the file name and format below. PDF versions may accompany each document but may not substitute for the MS Office versions.

10. Evaluation Criteria Proposals will be evaluated based on the Evaluation Criteria listed below.

Response Budget Qualifications

11. Deadline for responses and procurement calendar

Small Business Purchasing Program (SBPP) Program Background. The Massachusetts Small Business Purchasing Program (SBPP) was established pursuant to Executive Order 599 to increase state contracting opportunities with small businesses having their principal place of business within the Commonwealth of Massachusetts. Pursuant to the SBPP, it is the intention of the issuing department to award this Small Procurement to one or more SBPP participating business(es) as described below.

SBPP Award Preference. While all businesses, no matter the size or principal place of business, may submit responses to this solicitation, should an SBPP participant respond and meet the best value criteria described in this solicitation, the SBPP participant shall be awarded the contract. The Strategic Sourcing Services Team (SST) will not evaluate submissions from non-SBPP participants unless no SBPP Bidder meets the SSST’s best value evaluation criteria.

SBPP Participation Eligibility. To be eligible to participate in this procurement as an SBPP participant, an entity must meet the following criteria, and be marked as an SBPP-registered business in COMMBUYS:

1. Have its principal place of business in the Commonwealth of Massachusetts;

2. Been in business for at least one year;

3. Employ a combined total of 50 or fewer full-time equivalent employees in all locations, or employees work less than a combined total of 26,000 hours per quarter; and

4. Have gross revenues, as reported on appropriate tax forms, of $15 million or less, based on a three-year average.

Non-profit firms also must be registered as a non-profit or charitable organization with the MA Attorney General’s Office and be up to date with all filings required by that office and be tax exempt under Section 501(c) of the Internal Revenue Code.

SBPP Compliance Requirements. It is the responsibility of the Bidder to ensure that their SBPP status is current at the time of submitting a response and throughout the life of any resulting contract. Misrepresentation of SBPP status will result in disqualification from consideration, and may result in debarment, contract termination, and other actions. To learn more about the SBPP, including how to apply, visit the SBPP webpage, http://www.mass.gov/sbpp.

Program Resources and Assistance. Bidders and Contractors seeking assistance regarding SBPP may visit the SBPP Webpage, or contact the SBPP Help Desk at sbpp@mass.gov.

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