NEHRP_FY25_RFP_UPDATEDv1.docx

REQUEST FOR PROPOSAL

FY 2025 National Earthquake Hazards Reduction Program (NEHRP) Earthquake Preparedness and Mitigation Services Nevada Office of Emergency Management / Homeland Security 2478 Fairview Drive Carson City, Nevada 89701 775.687.0300 RFP Issue Date: March 2. 2026 Proposal Due Date: April 6th, 2026

1. INTRODUCTION

The Nevada Office of Emergency Management / Homeland Security (NV OEM) is soliciting proposals from qualified contractors to provide professional services for the implementation of the FY 2025 National Earthquake Hazards Reduction Program (NEHRP) in Nevada.

This Request for Proposal (RFP) outlines the project requirements, scope of work, submission guidelines, and evaluation criteria for contractors interested in supporting Nevada's earthquake preparedness and mitigation efforts.

1.1 Background

The National Earthquake Hazards Reduction Program (NEHRP) is a federal program established to reduce risks to life and property from future earthquakes in the United States through research, education, and public awareness activities. Nevada, being in a seismically active region, faces significant earthquake risks that require ongoing preparedness, mitigation planning, and community resilience building.

NV OEM Chief Resilience Officer and State Hazard Mitigation Officer Heather Lafferty serve to coordinate with Nevada's 17 counties and 28 tribal nations to implement comprehensive earthquake preparedness strategies.

1.2 Project Overview

This project encompasses earthquake preparedness services including but not limited to:

1. Rapid Visual Screening (RVS) assessments of critical facilities

1. Seismic risk assessments and vulnerability analyses

1. Earthquake preparedness training and RVS methodology training for local emergency managers and engineering/inspector officials

1. Development of earthquake mitigation recommendations

1. Technical assistance to local jurisdictions and tribal nations

2. PROJECT INFORMATION

2.1 Funding Source

This project is funded through the FY 2025 National Earthquake Hazards Reduction Program (NEHRP) administered by the Federal Emergency Management Agency (FEMA).

2.2 Budget

Note: The federal share amount of $70,785.00 represents the maximum contract value available for this project.

2.3 Period of Performance

The period of performance for this contract is expected to be from April 1st through September 30, 2026, subject to funding availability and satisfactory contractor performance.

3. SCOPE OF WORK

The selected contractor shall provide comprehensive earthquake preparedness and mitigation services as detailed below. The contractor must demonstrate expertise in seismic risk assessment, structural engineering, emergency management, and community engagement.

3.1 Task 1: Rapid Visual Screening (RVS) Assessments

Conduct Rapid Visual Screening assessments of critical facilities throughout Nevada to identify buildings vulnerable to earthquake damage.

Deliverables:

1. RVS assessment of a minimum of 30 critical facilities (e.g., schools, hospitals, emergency operations centers, fire stations)

1. Individual RVS data collection forms for each facility using FEMA P-154 methodology

1. Photographic documentation of each facility

1. Prioritized list of facilities based on structural vulnerability scores

1. Comprehensive summary report with findings and recommendations

1. GIS database of assessed facilities with vulnerability ratings

3.2 Task 2: Seismic Risk Assessment and Analysis

Develop detailed seismic risk assessments for priority facilities and communities identified through RVS assessments.

Deliverables:

1. Detailed seismic risk assessment for at least 10 high-priority facilities

1. Loss estimation analysis using FEMA HAZUS or equivalent methodology

1. Site-specific ground motion hazard evaluation

1. Building-specific retrofit recommendations with cost estimates

1. Technical reports for each facility assessed

3.3 Task 3: Earthquake Preparedness and RVS Training

Provide comprehensive earthquake preparedness training and technical assistance to local governments, tribal nations, and emergency management personnel. Deliver specialized FEMA P-154 Rapid Visual Screening (RVS) training to local emergency managers, building inspectors, engineers, and other officials who will be involved in facility assessments and seismic risk evaluation.

Deliverables:

1. FEMA P-154 RVS methodology training for local emergency managers, building inspectors, structural engineers, and other relevant officials

1. RVS training materials, field guides, and reference documents

1. Technical assistance to at least 5 counties/tribal nations on earthquake mitigation planning

1. Online training resources and recorded webinars

1. List of personnel trained and certified in RVS methodology

3.4 Task 4: Project Management and Reporting

Provide comprehensive project management and regular reporting to NV OEM and FEMA.

Deliverables:

1. Detailed project work plan within 30 days of contract execution

1. Monthly progress reports including activities, accomplishments, and challenges

1. Quarterly financial reports with budget tracking

1. Coordination with NV OEM Resilience Portfolio Team

1. Final comprehensive project report documenting all activities and outcomes

1. All data in formats compatible with FEMA reporting requirements

4. MINIMUM QUALIFICATIONS

Contractors must meet the following minimum qualifications to be considered for this project:

4.1 Experience Requirements

1. Minimum of 5 years of experience in earthquake preparedness, seismic risk assessment, or related fields

1. Demonstrated experience conducting FEMA P-154 Rapid Visual Screening assessments

1. Proven track record of successful federal grant management (FEMA, USGS, or similar)

1. Experience working with rural and tribal communities

1. Previous work on NEHRP-funded projects (preferred)

4.2 Staff Qualifications

The contractor must provide qualified personnel with the following credentials:

1. Licensed Professional Engineer (PE) in structural or civil engineering (required)

1. Certified Emergency Manager (CEM) or equivalent (preferred)

1. FEMA RVS trained personnel

1. Proficiency in HAZUS or similar loss estimation software

1. Strong written and oral communication skills

4.3 Technical Capabilities

1. Ability to travel extensively throughout Nevada, including rural and remote areas

1. Access to necessary equipment for field assessments

1. GIS mapping and spatial analysis capabilities

1. Capacity to develop professional training materials and presentations

4.4 Insurance and Licensing

1. General Liability Insurance: Minimum $1,000,000 per occurrence

1. Professional Liability Insurance: Minimum $1,000,000 per claim

1. Workers' Compensation Insurance as required by Nevada law

1. Automobile Liability Insurance: Minimum $1,000,000 combined single limit

1. Valid Nevada business license or ability to obtain prior to contract execution Note: The State of Nevada must be named as an additional insured on all insurance policies. Current certificates of insurance must be provided with the proposal.

5. PROPOSAL REQUIREMENTS

Proposals must include all of the following components in the order specified. Incomplete proposals will not be considered.

5.1 Cover Letter

Submit a cover letter (maximum 2 pages) that includes:

1. Company name, address, and contact information

1. Brief overview of company and relevant experience

1. Statement of interest and understanding of project goals

1. Name and contact information of primary contact person

1. Authorized signature of company representative

5.2 Technical Proposal

The technical proposal (maximum 25 pages) must address:

5.2.1 Approach and Methodology

1. Detailed work plan for accomplishing each task in the Scope of Work

1. Methodology for conducting RVS assessments

1. Approach to stakeholder engagement and community outreach

1. Quality assurance procedures

1. Risk mitigation strategies

5.2.2 Timeline and Schedule

1. Proposed project timeline with key milestones

1. Gantt chart or similar project schedule

1. Deliverable submission schedule

5.2.3 Project Team

1. Organizational chart showing project team structure

1. Resumes/CVs for all key personnel (including licenses and certifications)

1. Roles and responsibilities of each team member

1. Level of effort (hours) for each team member by task

1. Subcontractor information (if applicable)

5.3 Past Performance and References

Provide the following information for at least three (3) relevant projects completed within the past five (5) years:

1. Project description and scope

1. Client name and contact information

1. Project dates and budget

1. Outcomes and deliverables

1. Relevance to this RFP

5.4 Cost Proposal

Submit a detailed cost proposal in a separate, sealed envelope or as a separate PDF document. The cost proposal must include:

1. Total project cost not to exceed $70,785.00

1. Cost breakdown by task (Tasks 1-4)

1. Labor costs by position/role with hourly rates and estimated hours

1. Direct costs (travel, materials, equipment, etc.)

1. Indirect costs/overhead (with approved indirect cost rate if applicable)

1. Any cost assumptions or exclusions

1. Payment schedule tied to deliverable completion

5.5 Required Forms and Certifications

Include completed and signed copies of the following:

1. Certificate(s) of Insurance meeting requirements in Section 4.4

1. Nevada Business License or statement of intent to obtain

1. W-9 Form

1. Debarment Certification

1. Conflict of Interest Statement

1. Nevada Certifications Regarding Lobbying (if applicable)

6. SUBMISSION INSTRUCTIONS

6.1 Proposal Due Date and Time

Proposals must be received no later than April 6, 2026. Late submissions will not be accepted.

6.2 Submission Format

1. Submit one (1) electronic copy via email to: heatherlafferty@oem.nv.gov

1. Submit one (1) original hard copy and three (3) copies by mail or hand delivery to:

Nevada Office of Emergency Management Attn: Heather Lafferty, Chief Resilience Officer 2478 Fairview Drive Carson City, NV 89701

1. File format: PDF preferred for electronic submissions

1. Subject line for email: "NEHRP FY25 Proposal – [Company Name]"

1. Package marking for hard copies: "NEHRP FY25 RFP Response – DO NOT OPEN"

6.3 Questions and Clarifications

Questions regarding this RFP must be submitted in writing via email to heatherlafferty@oem.nv.gov no later than March 13, 2026.

No phone inquiries will be accepted. All communications must be in writing to ensure fairness and transparency.

7. EVALUATION CRITERIA

Proposals will be evaluated by a selection committee using the following criteria and point system:

1. Technical Approach and Methodology Quality and feasibility of proposed approach to accomplish all tasks; innovation and creativity in methodology; demonstration of understanding of earthquake preparedness challenges in Nevada

2. Qualifications and Experience Company's relevant experience in earthquake preparedness and NEHRP projects; team qualifications and expertise; demonstrated success with similar federal grants

3. Past Performance Quality of work on similar projects; ability to meet deadlines and budget; client satisfaction; relevance of past projects to current scope

4. Project Management and Timeline Reasonableness and completeness of proposed schedule; quality of project management plan; identification of risks and mitigation strategies

5. Cost Proposal Competitiveness and reasonableness of pricing; value for services; clarity and completeness of cost breakdown

A minimum score of 70 points is required for a proposal to be considered for award. The highest-scoring proposal will be recommended for contract award, subject to successful contract negotiations.

7.1 Selection Process

1. Initial screening for compliance with minimum qualifications

1. Evaluation of technical proposals by review committee

1. Interviews with top-ranked contractors (if deemed necessary)

1. Reference checks for top-ranked contractors

1. Final scoring and contractor selection

1. Contract negotiations and execution

7.2 Award Notification

All contractors who submit proposals will be notified of the selection decision. The anticipated award date is April 10, 2026. NV OEM reserves the right to extend this timeline as necessary.

8. GENERAL TERMS AND CONDITIONS

8.1 RFP Terms

1. Right to Reject: NV OEM reserves the right to reject any or all proposals, to waive informalities or irregularities, and to accept or reject any item or combination of items.

1. Right to Cancel: NV OEM reserves the right to cancel this RFP at any time prior to execution of a contract.

1. Modification of Proposals: Contractors may not modify proposals after the submission deadline.

1. Proposal Costs: NV OEM is not liable for any costs incurred by contractors in preparing and submitting proposals.

1. Public Records: All proposals become the property of NV OEM and are subject to public disclosure under Nevada Public Records Law after contract award.

1. Confidential Information: Contractors must clearly mark any information considered proprietary or confidential. However, NV OEM cannot guarantee confidentiality and will release information as required by law.

8.2 Contract Terms

1. Contract Type: This contract will be a cost-reimbursement contract with a not-to-exceed amount of $70,785.00.

1. Payment Terms: Payment will be made upon satisfactory completion and acceptance of deliverables as outlined in the contract.

1. Contract Modifications: Any modifications to the contract scope, schedule, or budget must be approved in writing by NV OEM.

1. Termination: NV OEM may terminate this contract for convenience with 30 days written notice or immediately for cause.

1. Dispute Resolution: Any disputes will be resolved in accordance with Nevada state law.

8.3 Federal Requirements

This project is funded with federal FEMA funds and is subject to all applicable federal requirements, including but not limited to:

1. 2 CFR Part 200 - Uniform Administrative Requirements, Cost Principles, and Audit Requirements

1. FEMA Public Assistance Program and Policy Guide

1. Equal Employment Opportunity (EEO) requirements

1. Davis-Bacon Act prevailing wage requirements (if applicable)

1. Buy American Act requirements

1. Prohibition on certain telecommunications equipment (2 CFR 200.216)

1. Debarment and Suspension requirements

1. Record retention requirements (3 years after final payment)

8.4 Nevada State Requirements

1. Compliance with all Nevada state laws and regulations

1. Nevada prevailing wage requirements (if applicable)

1. Nevada business license requirements

1. Nevada insurance requirements

1. Indemnification of State of Nevada

8.5 Intellectual Property and Data Rights

All work products, deliverables, data, reports, and materials developed under this contract shall become the property of NV OEM and FEMA. The contractor grants NV OEM and FEMA a perpetual, royalty-free, non-exclusive license to use, modify, and distribute all work products.

9. CONTACT INFORMATION

All inquiries and correspondence related to this RFP should be directed to:

Heather Lafferty Chief Resilience Officer / State Hazard Mitigation Officer Nevada Office of Emergency Management / Homeland Security 2478 Fairview Drive Carson City, Nevada 89701 Phone: 725-296-4128 Email: heatherlafferty@oem.nv.gov NV OEM appreciates your interest in this project and looks forward to receiving your proposal.

APPENDIX A: KEY DATES AND TIMELINE

Note: All dates are subject to change. Any modifications to the timeline will be communicated to all prospective contractors.

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2478 Fairview Drive • Carson City, Nevada 89701 • 775.687.0300 Governor Joe Lombardo • Brett D. Compston, Chief Helping people prepare for, respond to, and recover from emergencies and disasters by building a more resilient Nevada through coordination and partnerships image1.png