For more information, please visit our online supplier portal, located at https://procurement.opengov.com/portal/countyofnapa

County of Napa, CA

OES082601

MULTI-AGENCY HAZMAT EXERCISE

RELEASE DATE: August 27, 2026 RESPONSE DEADLINE: September 18, 2026, 5:00 pm

Please refer to the project timeline in this document for all important deadlines.

Request For Proposal #OES082601 Title: Multi-Agency HazMat Exercise

Table Of Contents

1. Summary

2. Calendar of Events

3. Scope of Work

4. Compensation

5. General Conditions

6. Questions Regarding the RFP

7. RFP Addenda

8. Proposal Submission, Due Date and Late Proposals

9. Organization of Proposal and Proposal Organization Requirments

10. Evaluation and Award

11. Evaluation Criteria

12. PSA and Insurance Requirements

13. Local Vendor Preference Policy

14. Protests or Objections

15. Vendor Submissions

Attachments:

A - Professional Services Template

B - Federal Provisions

C - Federal Debarment Certification Example

D - Federal Anti-Lobby Certification Example

Summary The Napa County Office of Emergency Services and the Emergency Medical Services Agency Services are issuing this Request for Proposals (RFP) to secure a service contract with a qualified firm (or firms) specializing in training and exercise design, planning, implementation, facilitation, and evaluation. The selected contractor will develop and deliver a multi-agency exercise addressing multi-casualty incidents and large-scale patient movement during a violent offender event involving hazardous materials.

The exercise premise will focus on an intentional hazardous materials attack targeting an election-themed gathering. All exercise planning, execution, and after-action review must comply with the standards of the Homeland Security Exercise and Evaluation Program (HSEEP).

It is anticipated that the training(s) will be completed by May 31, 2027

Calendar of Events

Release of Request for Proposal: August 27, 2026

Question Submission Deadline: September 9, 2026, 5:00pm

Question Response Deadline: September 10, 2026, 5:00pm

Proposal Submission Deadline: September 18, 2026, 5:00pm

Proposal Review and Selection Completion :

September 25, 2026

Contract Negotiations and Development Completion :

October 9, 2026

Notification of Intent to Award: October 9, 2026

Contract Awarded: October 19, 2026

Commencement of Services: October 20, 2026

*These dates may be changed at the discretion of Napa County. Changes to the due date for questions or due date for proposal submittal will be made by addendum.

Scope of Work

Scope of Work

Under the direction of the Napa County EMS Administrator and the Emergency Services Officer and the County of Napa Planning Team, CONTRACTOR shall develop, facilitate, record, and assist in the evaluation of a full-scale exercise of an intentional violent attack on a moderately populated target incident. The incident will involve first responder participants and teams from various disciplines. The exercise will be conducted in accordance with the Homeland Security Exercise and Evaluation Program (HSEEP) criteria.

Exercise elements will include, but are not limited to the following criteria:

• Introduction to Napa County’s MCI Plan and its interface with Law Enforcement’s scene management and investigative priorities.

• Establishment of incident/unified command, addressing investigative, fire rescue, and patient delivery needs.

• Coordination with private and fire-based EMS providers for triage, treatment, and patient distribution priorities.

• Communicating the need for healthcare facility coordination to ensure safe delivery of victims as well as assisting in family reunification.

Phase I: Multi-Agency Tabletop Exercise Phase I will establish the foundation for a county-wide exercise program that addresses multi-casualty incidents and large-scale patient movement during a violent offender event involving hazardous materials. Between February 2026 and April 2026, the COUNTY anticipates conducting one to two tabletop exercises, designed collaboratively with the CONTRACTOR to ensure inclusivity of participating agencies.

Participating agencies may include Napa County OES, Napa County EMS, Napa County Sheriff, the Cities of American Canyon, Calistoga, Napa, and St. Helena, the Town of Yountville, applicable special districts, State and Federal agencies, American Medical Response, Adventist Health St. Helena, Queen of the Valley Medical Center, and other identified partners.

CONTRACTOR shall complete the following tasks to support Phase I:

Task 1: Planning Team and Initial Planning Meeting (IPM) The CONTRACTOR shall coordinate with Napa County EMS and OES to convene the official County Exercise Planning Team. The Initial Planning Meeting (IPM) may occur in-person or virtually and will be professionally facilitated to ensure full participation, structured discussion, and actionable outcomes. All planning activities shall follow HSEEP guidance and core capability criteria.

Deliverables for Task 1:

A. Exercise Planning & Core Alignment

• Develop the Draft Exercise Plan, clearly defining the exercise scope, objectives, and the core capabilities

(e.g., specific Emergency Support Functions or capabilities like On-Site Incident Management, Mass Care Services) they are designed to test.

B. Exercise Design & Documentation

• Finalize the exercise design and development elements, which include the intended format (e.g., Tabletop, Functional, Full-Scale), participant roles, and evaluation methodology.

• Complete initial documentation of these design elements, such as the draft Situation Manual

(SitMan), Briefing or initial Master Scenario Events List (MSEL) structure.

C. Scenario Research & Development

• Conduct comprehensive research and analysis to support the development of a realistic and plausible scenario.

• The scenario must focus on an intentional hazardous materials (HazMat) attack within a moderately populated area in Napa County, specifically detailing the type of agent, dispersal method, and initial impacts to establish a strong narrative foundation.

D. Meeting Management & Communication

• Efficiently develop and distribute meeting minutes within 48 hours of the meeting conclusion.

• Ensure the minutes capture key decisions, action items, assigned owners, and deadlines for transparent and accountable task tracking.

Task 2: Mid-Term Planning Meeting (MPM) The CONTRACTOR shall review and refine all exercise materials, documents, and planning tasks in preparation for delivery. To minimize travel costs, this meeting may be conducted virtually as a facilitated webinar.

Deliverables for Task 2:

• Draft of refined exercise materials, including the Situation Manual (SitMan).

• Development and distribution of meeting minutes.

• Engagement of Subject Matter Experts (SMEs) to validate the exercise scenario and ensure realism.

Task 3: Tabletop Exercise(s) (TTX) The CONTRACTOR shall work with the Planning Team to design and deliver one to two tabletop exercises. The scenario shall emphasize law enforcement’s role under Unified Command while incorporating public safety, healthcare, and emergency management partners. The exercises will reinforce:

• Use of the Incident Command System (ICS).

• Coordinated patient distribution consistent with the Napa County Mass Casualty Incident (MCI) Plan.

• SEMS-compliant regional medical/health resource ordering.

Deliverables for Task 3:

• HSEEP-compliant Situation Manual (SitMan), including objectives, capabilities, participant roles and responsibilities, discussion questions, and feedback tools.

• In-person facilitation of one to two tabletop exercises with inclusive participation from county, local, and partner agencies.

• Documentation and synthesis of participant feedback for incorporation into the Phase I After-Action

Report (AAR).

Phase I: Multi-Agency Tabletop Exercise A. Task 1: Planning Team and Initial Planning Meeting (IPM)

The CONTRACTOR shall work with Napa County OES to coordinate the official County Planning Team.

Participating jurisdictions may include Napa County OES, Napa County EMS, Napa County Sheriff, Cities of American Canyon, Calistoga, Napa, St. Helena, and Yountville. The initial planning meeting may take place in-person or virtually. This is expected as a professionally facilitated meeting led by the CONTRACTOR who shall engage all team members within the meeting, ensuring that all have an opportunity to provide feedback. All planning and exercise conduct shall follow established HSEEP guidance and core capability criteria.

• Deliverables for Task 1:

• Develop draft exercise scope, objectives and aligned core capabilities;

• Identify exercise design and development elements and begin development of exercise documentation;

• Develop and distribute meeting minutes; and

• Provide an analysis of research that may be used in developing a realistic/plausible scenario for an intentional attack on a moderate population center in the County of Napa.

B. Task 2: Mid-Term Planning Meeting (MPM)

The CONTRACTOR shall review and refine all exercise materials, documents and tasks. In consideration of travel costs, this meeting may take place as a facilitated webinar.

• Deliverables for Task 2:

• Provide a draft of the refined exercise materials, including the Situation Manual (SitMan);

• Develop and distribute meeting minutes; and

• Invite the perspective of Subject Matter Experts (SME) to provide information on the exercise scenario.

C. Task 3: Tabletop Exercise(s) (TTX)

The CONTRACTOR shall work with Exercise Planning Team to establish a scenario, that focuses on law enforcement and their role under unified command within the scope of Napa County Multi-Casualty Incident Management Plan. Specifically, it is intended to share the importance of utilizing the incident command structure, a coordinated patient distribution and SEMS compliant regional med/health resource ordering process. Objectives for the tabletop exercises will be, at a minimum, but not limited to the exercise elements defined in the project description.

• Deliverables for Task 3:

• HSEEP Compliant Situation Manual, complete with exercise objectives and capabilities, participant roles and responsibilities, discussion questions, and participant feedback tools.

• In-person delivery of 1 – 2 facilitated discussions with a variety of partnering agencies that will apply the training in a full-scale exercise.

• Delivery of exercise feedback to be incorporated into final after-action report.

Phase II: Family Reunification Center

D. Task 4: The CONTRACTOR will work with the exercise planning team to develop a family reunification center functional training. This will build from the tabletop exercise and incorporate some of the scenarios and events that will develop within the full-scale exercise. This is specifically intended to incorporate, develop, and build upon discussions the county has already begun regarding family reunification while providing some practical application to the concept.

Phase III: Full-Scale Exercise E. Task 4: Final Planning Meeting (FPM)

The CONTRACTOR shall work with Exercise Planning Team to identify final gaps in the exercise design, and work to review and approve all exercise documents, finalize exercise staffing and establish facilitator and evaluator training schedules. Elements of a quality design will include realistic components to engage players. These elements should be developed with the idea of remaining evergreen for the next few years so they may be re-used in regional exercises or training. This professionally facilitated meeting will be led by the CONTRACTOR who shall engage all team members within the meeting, ensuring that all have an opportunity to provide feedback.

• Deliverables for Task 4:

• Facilitate the meeting and finalize exercise design documents;

• Develop and distribute meeting minutes; and

• Develop exercise documents to include: Exercise Plan (ExPlan), Controller/Evaluator Handbook, Exercise

Evaluation Guides (EEGs), and Participant Feedback Tools.

F. Task 5: Exercise Logistics The CONTRACTOR shall support the exercise with the following:

• Deliverables for Task 5:

• CONTRACTOR on-site presence at exercise location on date of exercise;

• Provide sufficient quantities of evaluator and facilitator materials and handouts (player materials to be provided by each jurisdiction);

• As needed, conduct pre-exercise trainings;

• Controller/Evaluator training

• Facilitator training

G. Task 6: Exercise Evaluation and Reporting

The CONTRACTOR shall prepare an After-Action Report (AAR) for the overall exercise and jurisdictional specific annexes for each participating jurisdiction. Each evaluator will provide completed exercise evaluations to contractor.

• Deliverables for Task 6:

• After Action Report (AAR/IP);

• Conduct an after-action meeting with participating jurisdictions;

Develop and provide an After-Action Report (AAR) and Improvement Plan (IP), provide one (1) draft and one (1) final document in electronic editable format scope information

Accessibility and Web Presence

• Contractor shall ensure that any reports, and any deliverable to the County, be delivered in a manner to ensure non-discrimination and equal access to County services and digital properties such as websites, documents, and applications by persons with a disability under the Americans with Disabilities Act (ADA) and under § 508 of the Rehabilitation Act of 1973. Successful respondent shall ensure that any deliverable, including but not limited to, reports, documents, videos, multimedia productions, live broadcasts and any and all other web content and information communications technology are fully accessible and in compliance with federal accessibility standards and laws and with the County's Web Content Accessibility Standards.

Specifically, Contractor shall ensure that all websites, mobile applications, and digital content or services provided under this Agreement comply with the latest version of the U.S.

Department of Justice’s rule on Website and Mobile Application Accessibility, which currently requires conformance with the Web Content Accessibility Guidelines (WCAG) 2.1 Level AA.

• Any web presence, including websites created, maintained, or administered for the provision of services will require approval from Napa County Information Technology Services (ITS).

• Contractor shall supply when requested by County documentation to evaluate current conformance with federal Web Content Accessibility Guidelines which may include, but is not limited to, a Voluntary Product Accessibility Template (VPAT).

• Contractor shall supply when requested by County documentation to evaluate website security which may include, but is not limited to a Soc 2 Type 2, or ISO 27001.

Compensation This competitive proposal process will evaluate the capability and affordability of the proposals. The selected vendor will be compensated as agreed upon during the contract negotiation process.

Continued funding is contingent on the vendor meeting contractually agreed upon project deliverables and milestones. The contract shall be awarded as soon as possible and shall continue through May 31, 2027, subject to successful completion of the contract deliverables. Funding for this contract shall not exceed $80,000.

General Conditions

Proposal Process

The County reserves the right to:

• Accept proposals, award proposals and/or not award proposals on individual items listed, on group items, or on the proposal as a whole.

• Request clarification of information submitted.

• Request additional information from competitors.

• Waive any informality in the proposals.

• Waive any irregularity in the submission and review process.

• Reject any and all submittals.

• Accept the proposal that appears from all considerations to be in the best interest of the County.

• Modify the scope of work after the selection process without re-issuing the RFP.

The County may reject the proposal of any proposer who previously failed to perform properly, or complete on time, contracts of a similar nature, or to reject the proposal of a proposer who is not in a position to perform such a contract satisfactorily. The County may reject the proposal of any proposer who is in default of the payment of taxes, or other monies due to Napa County.

None of the materials submitted will be returned to the respondent unless they are not submitted within the timelines of the RFP.

This solicitation and related information can be found at https://procurement.opengov.com/portal/countyofnapa. Napa County does not guarantee the accuracy of information posted on or obtained from sources other than this e-procurement portal.

Provision of Information to Respondents

Proposals will become a public record and available for release to the public upon selection of a successful Respondent and an Intent to Award Notification is distributed. Proposers should not include proprietary, trade secret, or other confidential information in their Proposals, and do so at their own risk.

If such information is included, Proposers must clearly identify it as confidential, proprietary, or trade secret within the Proposal. The County will consider information so identified as a request to withhold it, but the County may nonetheless release, redact or withhold such information in its sole discretion. If the County redacts or withholds such information, the Proposer shall indemnity the County and defend, at its own expense, any legal actions or challenges seeking to obtain the redacted or withheld information from the County. Nothing in this RFP creates any obligation for the County to notify the Proposers or obtain the Proposer's approval or consent before releasing information subject to disclosure under the California Public Records Act. Submitting a Proposal in response to this RFP shall constitute the Proposer’s acknowledgement and acceptance of these provisions regarding the Public Records Act.

Web Presence, Accessibility, and Security

Any web presence, including websites created, maintained, or administered for the provision of services will require approval from Napa County Information Technology Services (ITS).

Proposers shall supply when requested by County documentation to evaluate current conformance with federal Web Content Accessibility Guidelines which may include, but is not limited to, a Voluntary Product Accessibility Template (VPAT).

Proposers shall supply when requested by County documentation to evaluate website security which may include, but is not limited to a Soc 2 Type 2, or ISO 27001.

Questions Regarding the RFP Proposers shall submit all inquiries regarding this bid via the County's e-Procurement Portal, located at https://procurement.opengov.com/portal/countyofnapa.

Please note the deadline for submitting inquiries in the Calendar of Key Events. All answers to accepted inquiries will be posted on the Napa County e-Procurement Portal. Proposers may also click “Follow” on this RFP to receive an email notification when answers are posted. It is the responsibility of the Proposer to check the website for answers to inquiries. Questions will not be answered that would tend to constitute an evaluation of a response being prepared or that might give an unfair advantage to a potential respondent

No prior, current or post award verbal conversations or agreements with any officer, agent, or employee of the County or any other person or entity shall affect or modify any terms or obligations of this RFP or any agreement resulting from this process. Potential proposers should not contact Napa County officials or staff regarding any aspect of this RFP. If such contact is made, the County reserves the right to reject the Proposal.

RFP Addenda Proposers are required to register for an account via the County's e-Procurement Portal hosted by OpenGov. Once the Proposer has completed registration, they will receive addenda notifications to their email by clicking “Follow” on this project. Ultimately, it is the sole responsibility of each proposer to periodically check the site for any addenda at https://procurement.opengov.com/portal/countyofnapa.

It is the sole responsibility of the Proposer to ensure that they obtain information related to any Addenda, and acknowledge any and all Addenda electronically in the e-Procurement Portal as part of their Response. Failure to do so will result in rejection of the response.

Proposal Submission, Due Date and Late Proposals By submitting a proposal, the Proposer represents and warrants that:

The information provided is genuine and not a sham, collusive, or made in the interest or in behalf of any party not therein named, and that the proposer has not directly or indirectly induced or solicited any other proposer to put in a sham proposal, or any other proposer to refrain from presenting information and that the prospective provider has not in any manner sought by collusion to secure an advantage.

The proposer has not paid or agreed to pay any fee or commission, or any other thing of value contingent upon the award of an exclusive operating area, to any employee, official, or existing Contractor of the County of Napa.

Submit Electronic Responses via the County's e-Procurement Portal https://procurement.opengov.com/portal/countyofnapa.

The deadline for submission of proposals in response to this RFP is 5:00 pm on Friday, September 18, 2026. Late proposals will not be accepted or considered.

The County reserves the right to request additional information not included in this RFP from any or all proposers after the Proposal Submission deadline.

Any modification, amendment, addition, or alteration to any submission must be presented, in writing, executed by an authorized person or persons, and submitted prior to the final date for submissions. No amendments, additions or alterations will be accepted after the time and date specified as the submission deadline unless requested by the County.

The submission of a proposal shall be an indication that the proposer has investigated and satisfied themself as to the conditions to be encountered, the character, quality and scope of the work to be performed, and the requirements of the County, including all terms and conditions contained within this

RFP

Organization of Proposal and Proposal Organization Requirments Proposals shall contain the following information and shall be organized in the same order as provided herein. See Vendor Submissions:

1. Cover Page. Cover page shall state Title and RFP number (Multi-Agency HazMat Exercise , RFP Number OES082601), name of proposing company, and name and signature of the person who is authorized to make decisions and represent the submitting firm with respect to this RFP.

2. Company Information. This section shall state:

1. The legal name of the company which can enter into a contract with the County and any alternate names for which the company is known (D.B.A.);

2. Mailing, and physical address(es);

3. Remit-to billing address;

4. Phone, fax, and website (if applicable);

5. Organization type;

6. Federal I.D. number

7. Federal Unique Entity ID, if applicable

8. List of owners;

9. List of corporate officers with titles (if applicable); and

10. Name (first and last), title, mailing address, phone number, fax and email of the person to receive notices and who is authorized to make decisions or represent the company with respect to this RFP

3. Company History, Experience, Qualifications, Approach to Scope of Work, and Cost Controls. See Evaluation Criteria This section shall consist of the information requested in "Evaluation Criteria" to allow for review of company history, experience, qualifications, description of offered services, approach to the Scope of Work, and cost controls. Each question/information section request should be copied into proposal with answers following each request.

4. Pricing/Rate Proposal. This Section shall communicate your proposed price for required services.

Proposals over $80,000 will not be considered.

5. References. Provide 3 references (company, contact, phone number, date(s) and description of service(s) provided). References should be entities for which similar work has been completed. Data entry submission -See "Vendor Submissions".

6. Disclosures. Data entry submission -See "Vendor Submissions".

7. PSA and Insurance Acceptance or Exception. Data entry submission -See "Vendor Submissions".

All information provided as a response to this RFP should be in the context of the information requested in the RFP. Please do not submit additional flyers, brochures, marketing material, etc.

Proposals must be submitted through the County's e-Procurement Portal located at

Evaluation and Award

Evaluation

A panel will review all proposals submitted pursuant to the terms of the RFP and select the highest ranked proposal(s) for consideration based on the evaluation criteria noted below. After proposals have been received and reviewed, the highest ranked proposer(s) may be invited to meet with the evaluation panel at no cost to the County to discuss and clarify any questions concerning the proposer's proposal and the County’s requirements.

At any time during the evaluation process, the County may request “Best and Final” offers based upon the County’s improved understanding of the offers or changed scope of work. Based on the initial proposals, further clarification and/or revision of proposals, and Best and Final offers, if requested, the panel will select the proposal that provides the best value to the County. The County may negotiate final pricing and a contract form with the successful proposer.

Because this proposal is negotiable, all data shall remain confidential until after an award recommendation is made, and there shall be no public opening and reading of proposals.

The County reserves the right to award an agreement without further competition based on the responses received to this RFP.

Award

The County intends to award a contract to the firm who distinguish themselves as capable of the type and breadth of services provided for in the Scope of Work as evident in submitted Proposal. Selection and determination of qualifications is at the sole discretion of the County.

The County will attempt to negotiate a contract with the firm submitting the top ranked Proposal. If no contract can be successfully negotiated with the top ranked Proposer, then the County may, at its election enter into negotiations with the next highest ranked Proposer; and move down the list of Proposers in order of scoring until a contract can be negotiated.

Upon selection of qualified Proposer, completion of successful negotiations, and distribution of the “Intent to Award Notification” has taken place, the contract will be presented to the appropriate authority level for authorization.

The County reserves the right to decline awarding a contract to any of the Proposers.

Evaluation Criteria Qualifications and experience will be evaluated to determine the proposal that provides the best value to the County.

No. Evaluation Criteria Scoring Method Weight (Points)

1. Company History and Background

Please provide a description and brief history/background of your company. Included in this should be the number of years in business; list of owners;

board of directors, if applicable; key company personnel; number of total employees (both company wide and those working out of the office, warehouse, or depot from where services for this contract will originate); and number of staff who provide consultant services regarding emergency medical services, emergency management, law enforcement, and fire expertise (both company wide and those working out of the office, warehouse, or depot from where services for this contract will originate).

Points Based 10 (10% of Total)

2. Background, Experience, Qualifications, and Approach to Scope of Work

Please describe background, experience, qualifications, technical capabilities, training programs, safety programs, and expertise providing consultant services for HSEEP complaint exercise planning. Experience and qualifications of key field personnel should be included. A description of your customer service approach and process, should also be included. Any current or past contracts with government agencies can be listed and described in this section. Licensing and certification shall also be described in this section. This Section shall also include a detailed description of the offered services and approach to the Scope of Work and any environmentally sustainable business practices that your company utilizes, whether in the office or in the field. Attention to the details provided in Attachment A – Scope of Work should be considered with your response.

Points Based 50 (50% of Total)

3. Cost Control

Please provide information on how you will control project costs to ensure all work is completed within the negotiated budget for the project. Include the name and title of the individual responsible for cost control.

Proposals over $80,000 will not be considered. This section is separate and distinct from that of the section where pricing is submitted: Do not include your price offer in this section.

Points Based 5 (5% of Total)

4. Pricing Information/Structure

This Section shall communicate your proposed price for required services.

Proposals over $80,000 will not be considered.

Points Based 35 (35% of Total)

PSA and Insurance Requirements

Professional Services Agreement

The successful proposer will be expected to enter into a Professional Services Agreement (PSA) with the County. The County’s standard General Terms and Conditions of the PSA is attached (see Attachments Tab) to this RFP for review by prospective Proposers. Proposers are not required to submit a signed copy of the County’s PSA with their proposal but are merely directed to review the PSA to ensure that all Proposers understand the County’s PSA requirements.

Proposers should clearly note in their proposals whether they take exception to any of the PSA requirements and should include a detailed explanation of the reason for the exception and a counterproposal or alternative suggestion(s) for the County’s review. However, after review of any proposer’s exceptions, the County reserves the right to reject any and all exceptions taken to the County’s PSA.

Insurance Requirements

Proposers are directed to review the County’s insurance requirements as detailed in the attached draft PSA, General Terms and Conditions (Article IV, Article V, and Exhibit C ) and are required to submit a written statement with their proposal indicating their willingness and ability to meet all the County’s insurance requirements. Additionally, required insurance endorsements must be scheduled endorsements specifically naming Napa County. Without prior written approval, blanket endorsements will not be accepted

Proposers who are unable to meet all the County’s insurance requirements may submit with their proposal an alternative plan for obtaining insurance that will adequately mitigate the risks associated with providing the services. Any alternative insurance coverage request is subject to review and approval by County Counsel and the County’s Risk Management Officer.

Failure to meet the County’s insurance requirements (as determined by County Counsel and County Risk Management) may be sufficient reason for disqualification from the selection process.

Local Vendor Preference Policy Federal Funds may or will be used, therefore no local vendor preference is included.

Protests or Objections The County’s appeals process is as follows:

A bidder or proposer who is not selected for contract award may protest the award of the contract to another bidder or proposer by submitting a written protest. Subcontractors, sub consultants, and members of the public may not submit a protest.

Protest Deadlines

(a) For contracts awarded pursuant to an RFP or RFQ (Request for Qualifications), the protest must be received by the Purchasing Agent no later than 5:00 p.m. on the seventh calendar day after the County notifies all proposers via the Intent to Award Notification.

(b) Notwithstanding subsection (a) above, if a proposal or statement of qualifications is rejected as non-responsive or because the bidder is not a responsible bidder, the protest must be received by the Purchasing Agent no later than 5:00 p.m. on the seventh calendar day after the County notifies the bidder or proposer that their bid or proposal is being rejected.

(c) The County’s notification under subsections (a) and (b) above may be by any reasonable means, including but not limited to U.S. mail, e-mail, facsimile, or internet posting. The effective date of notice by mail is the date that the notice is deposited in the mail. The effective date of all other means of notice is the date it is transmitted.

(d) If the seventh calendar day falls on a weekend or County holiday, the deadline to submit a protest shall be extended to 5:00 p.m. on the first business day following such weekend or holiday.

(e) Written protests must be delivered to:

Napa County Purchasing Agent

County Administration Building

1195 Third Street, Suite 310

Napa, CA 94559

Content of Protest

The protest must be identified as a “RFP protest” in the subject line or title of the document and shall clearly state all legal and factual grounds claimed for the protest. Any grounds not raised in the written protest are deemed waived by the bidder or proposer.

Resolution Process

(a) Upon timely receipt of a written protest, the Purchasing Agent will convene a meeting with the protesting party and appropriate County staff to seek informal resolution and/or to clarify the issues.

(b) If the protest is not resolved at the informal meeting, the Purchasing Agent shall provide a written response to the protesting party within fifteen (15) business days following the informal meeting. County Counsel may be consulted before the written response is issued. The response shall state the Purchasing Agent’s decision and facts and law supporting that decision.

(c) Notwithstanding subsection (b) above, if the protest is not resolved at the informal meeting and the protest is to the County’s determination that the bidder is not a responsible bidder, the bidder may request a hearing to present evidence contesting the County’s determination. The request for a hearing must be in writing and received by the Purchasing Agent no later than 5:00 p.m. on the third business day after the date of the informal meeting in subsection (a). The Purchasing Agent shall serve as the hearing officer and issue a written decision within fifteen (15) business days following the conclusion of the hearing.

(d) The County shall not award the contract being protested until after the Purchasing Agent issues a written decision on the protest, unless the Purchasing Agent, in consultation with County Counsel and the Director of the Department administering the contract, makes a written determination that the award of the contract without further delay is necessary to protect public health, safety, or welfare. The Purchasing Agent’s written decision on the protest shall be final and exhaust the protestor’s administrative remedies.

Exclusive Remedy

(a) The procedure and time limits set forth in this Section are mandatory and are the protester’s sole and exclusive remedy. Failure to comply with these procedures and time limits shall constitute a waiver of any right to further pursue a protest.

(b) The submission of a protest shall not preclude the County from rejecting all bids or proposals and re-advertising or canceling the contract. Rejecting all bids or proposals shall render a protest moot and terminate all protest proceedings.

Vendor Submissions Proposals must be submitted through the County's e-Procurement Portal located at https://procurement.opengov.com/portal/countyofnapa

Cover Page and Company Information* See Organization of Proposal and Project Organization Requirements (Items Nos.1 and 2) for Required Information.

*Response required

COMPANY HISTORY, EXPERIENCE, QUALIFICATIONS, APPROACH TO SCOPE

OF WORK, AND COST CONTROLS*

See Evaluation Criteria (Items Nos. 1, 2, and 3) for required information that must be provided.

*Response required

Pricing/Rate Proposal* Please Provide Pricing and Rate Proposal Information

*Response required

References* Provide a minimum of three (3) current references for which your agency has provided services similar to those described in this Request for Proposals. References shall include entity, contact name, address, title, phone number, and term of contract.

The County reserves the right to contact references not provided in the submittals.

*Response required

You are required to disclose any alleged significant prior or ongoing contract failures, any civil or criminal litigation or investigation pending which involves the Proposer or a verification of no responsive incidents.*

Failure to comply with the terms of this provision may disqualify any proposal. The County of Napa reserves the right to reject any proposal based upon the Proposer’s prior history with the County of Napa or with any other party, which documents, without limitation, unsatisfactory performance, significant failures to meet contract milestones or other contractual failures.

Please disclose below. If you have no disclosures to report please write that you have no reportable disclosures.

*Response required

The proposer accepts the County’s standard Agreement; and is willing and able to meet the County’s insurance requirements, found in the draft Agreement, Sections IV, V, and Exhibit C ( Agreement attached)*

☐ Yes ☐ No

*Response required

When equals "No"

If no was selected, please provide reasons/exceptions:* PSA: Respondents should clearly note in their proposals whether they take exception to any of the PSA requirements and should include a detailed explanation of the reason for the exception and a counterproposal or alternative suggestion(s) for the County’s review. However, after review of any respondent’s exceptions, the County reserves the right to reject any and all exceptions taken to the County’s PSA.

Insurance: Respondents who are unable to meet all the County’s insurance requirements may submit with their proposal an alternative plan for obtaining insurance that will adequately mitigate the risks associated with providing the services. Any alternative insurance coverage request is subject to review and approval by County Counsel and the County’s Risk Management Officer.

Failure to meet the County’s insurance requirements (as determined by County Counsel and County Risk Management) may be sufficient reason for disqualification from the selection process.

*Response required