RFP 6395 - IPP Exercise Consulting Services.pdf

Rev. 3/2026- Services

Request for Proposal No. OES126-OESAD-

Emergency Management Exercise Program Development and Evaluation Consulting

Services

San Bernardino County Office of Emergency Services 1743 Miro Way Rialto, CA 92376 April 30, 2026

Purchasing Department

Request for Proposal Emergency Management

Exercise Program Development and Evaluation Consulting

Services

No. OES126-OESAD-6395

I. INTRODUCTION

A. Purpose San Bernardino County (County), by and through its included Office of Emergency Services (OES), is soliciting proposals from qualified firms to provide emergency management exercise planning, development, execution, and After-Action Report/Improvement Plans (AAR/IP). This Request for Proposal (RFP) supports the San Bernardino County Operational Area (SBCOA) Integrated Preparedness Plan (IPP) and is aligned with the Standardized Emergency Management System, the National Incident Management System, and the Homeland Security Exercise and Evaluation Program (HSEEP). The selected Contractor will support County departments and SBCOA partners by delivering a comprehensive, multi-year exercise program designed to enhance coordination, interoperability, and preparedness across the SBCOA, in compliance with County, state, and federal requirements. In addition, the Contractor will develop HSEEP-compliant AAR/IPs that translate SBCOA incidents and exercises into actionable, cross-jurisdictional corrective actions.

B. RFP Contact All general questions (not bid questions), must be submitted to the person identified below (RFP Contact):

San Bernardino County Office of Emergency Services Attn: Emmanuel Dizon 1743 Miro Way Rialto, CA, 92376 Phone (909) 356-3943 Email: Emmanuel.Dizon@oes.sbcounty.gov

Questions regarding the contents of this RFP must be submitted in writing through the County Electronic Procurement Network (ePro) on or before the Deadline for Submission of Questions. All questions will be answered, and both the questions and answers will be posted as an Addendum to the RFP in ePro.

E-mail addresses may only be used to submit general questions (not bid questions). Proposals will not be accepted by email or facsimile. Proposals must be submitted electronically through ePro. The completed and signed proposal must be received by the Deadline for Proposals specified in Section II – Proposal Timeline. All Proposers must register with the ePro system prior to the date and time to submit the proposal or they will be disqualified.

C. Reserved

D. Contract Term Services to be provided under this RFP are outlined under Section V, Scope of Work. The Contract period will be for a maximum of three years, beginning on (or around) June 15, 2026, and ending on (or around) June 15, 2029.

E. Location of Services Location(s) where Services are to be provided, completed and managed:

1743 Miro Way, Rialto, CA 92376 and 153 South Lena Road, San Bernardino, CA 92415.

The Proposer must include in Proposal, Attachment E - Cost, all transportation, lodging, and per diem costs sufficient to pay its personnel and travel to the aforementioned locations.

Request for Proposal Emergency Management

Exercise Program Development and Evaluation Consulting

Services

No. OES126-OESAD-6395

F. Assistance to Proposers with a Disability Proposers with a disability may request accommodation regarding the means of communicating this RFP or participating in the procurement process. For more information, contact the RFP Contact no later than ten (10) days prior to the Deadline for Proposals.

II. PROPOSAL TIMELINE

Release of RFP June 1, 2026 Deadline for Submission of Questions June 12, 2026 5:00 PM (PST) Deadline for Proposals June 26, 2026 5:00 PM (PST) Date for Tentative Contract Award July, 2026

Questions regarding the contents of this RFP must be submitted in writing in ePro on or before the Deadline for Submission of Questions. All questions will be answered, and both the questions and answers will be posted as an Addendum to the RFP in ePro.

III. DEFINITIONS

Capitalized terms used in this RFP shall have the meanings given to them in the RFP and as defined below:

After-Action Report/Improvement Plan (AAR/IP): A consolidated document that summarizes exercise results, analyzes capability performance, and outlines corrective actions and timelines for improvement.

Board: The San Bernardino County Board of Supervisors.

California Governor’s Office of Emergency Services: California’s cabinet-level agency responsible for overseeing emergency preparedness, response, recovery, and homeland security.

Community Emergency Response Team (CERT): A community-based initiative that educates and trains volunteers about disaster preparedness for the hazards that may impact their area and trains them in basic disaster response skills, such as fire safety, light search and rescue, team organization, and disaster medical operations.

Contract: The contract between the County and the Proposer resulting from the award issued pursuant to this RFP to the successful Proposer.

Contractor: Any individual, company, firm, corporation, partnership, or other organization to whom a contract award is made by the County.

County: San Bernardino County, including its departments, agencies, and the SBCOA, as applicable.

Defense Support of Civil Authorities (DSCA): Department of Defense support including U.S. military forces, civilians, and contractors provided to federal, state, tribal, and local authorities to prepare for, respond to, and recover from domestic emergencies.

Emergency Operations Plan: A response plan that details what an agency will do during a disaster, including overall authority, roles, and functions.

Request for Proposal Emergency Management

Exercise Program Development and Evaluation Consulting

Services

Emergency Support Functions (ESFs): Provide the structure for coordinating federal interagency support for a federal response to an incident. They are a way to group functions that provide federal support to states and federal-to-federal support, both for Stafford Act-declared disasters and emergencies and for non-Stafford Act incidents.

Facilitator: A County Purchasing Department buyer or designated individual tasked with managing the processes of the evaluation panel.

Federal Emergency Management Agency (FEMA): A U.S. Department of Homeland Security agency, created in 1979, that helps people before, during, and after disasters.

Full-Scale Exercise: An operations-based exercise involving field deployment of personnel and resources to test multiple functional areas in a realistic environment.

Homeland Security Exercise and Evaluation Program (HSEEP): The standardized methodology developed by the U.S. Department of Homeland Security for the design, development, conduct, and evaluation of exercises.

Incident Command System: A standardized, on-scene, all-hazards incident management approach that allows for the integration of facilities, equipment, personnel, procedures, and communications operating within a common organizational structure. It enables a coordinated response among various jurisdictions and functional agencies, both public and private, while establishing common processes for planning and managing resources.

Integrated Preparedness Plan (IPP): A multi-year, risk-informed plan that aligns training and exercise activities with identified preparedness priorities and capability targets for the SBCOA.

Multi-Jurisdictional Hazard Mitigation Plan: A comprehensive plan developed by multiple jurisdictions to reduce the potential for future damages and economic losses from natural hazards.

Multi-Year Training and Exercise Plan: A strategic, living document, usually spanning three to five years, that outlines an organization's preparedness priorities, training needs, and exercise schedule.

National Incident Management System: A nationwide framework that provides a consistent approach for government agencies and partners to work together to prepare for, respond to, and recover from incidents.

Proposal: The offer to provide specific goods or services at specified prices and/or other conditions specified in the RFP.

Purchasing Agent: The Director of the County Purchasing Department.

Request for Proposal (RFP): The request for an offer from Proposers interested in providing the identified services sought to be procured by the County. The RFP specifies the evaluation factors to be used and contains or incorporates by reference contractual terms and conditions applicable to the procurement.

San Bernardino County Operational Area (SBCOA): All departments, twenty-four cities/towns, unincorporated County communities, special districts, and non-government agencies within the County.

Services: The requested services described in this RFP.

Request for Proposal Emergency Management

Exercise Program Development and Evaluation Consulting

Services

Standardized Emergency Management System: The cornerstone of California’s emergency response system and the fundamental structure for the response phase of emergency management. The system unifies all elements of California’s emergency management community into a single integrated system and standardizes key elements.

Subcontractor: An individual, company, firm, corporation, partnership, or other organization, not in the employment of or owned by Contractor, who is performing Services on behalf of Contractor under the Contract or under a separate contract with or on behalf of Contractor.

Tabletop Exercise: A discussion-based exercise that uses a facilitated scenario to examine plans, policies, procedures, and coordination without deployment of resources.

Voluntary Organization Active in Disaster: A coalition of non-profit, faith-based, and community organizations that collaborate to improve disaster response, relief, and recovery.

Workshop: A facilitated planning or training session focused on collaboration, information sharing, or development of emergency management products.

IV. PROPOSAL CONDITIONS

A. Authorized Signatures

All proposals must be signed by an individual authorized to bind the Proposer to the provisions of the

RFP.

B. Term of Offer

Proposals shall remain open, valid and subject to acceptance anytime within nine (9) months after the Proposal submission.

C. Required Review Proposers should carefully review this RFP for defects and questionable or objectionable material.

Comments from Proposers concerning defects and objectionable material in this RFP must be made in writing and received by the RFP contact prior to the deadline for submission of questions identified in Section II or at least ten (10) calendar days before the Deadline for Proposals (whichever occurs last).

This will allow issuance of any necessary amendments or addendums to the RFP. It will also help prevent the opening of a defective RFP and exposure of Proposals upon which an award could not be made.

Protests based on any omission or error, or on the content of this RFP, may be disallowed if not submitted in writing to the attention of the RFP Contact, prior to the deadline for submission of questions identified in Section II or at least ten (10) calendar days before the Deadline for Proposals (whichever occurs last).

D. Incurred Costs

The County is not obligated to pay any costs incurred by Proposer in the preparation of a Proposal in response to this RFP. Proposers agree that all costs incurred in developing a Proposal are the Proposer’s responsibility.

E. Amendments/Addendums to RFP The County reserves the right to issue amendments or addendums to this RFP if the County considers that changes are necessary or additional information is needed.

Changes to a Proposal or withdrawal of a Proposal will only be allowed if a request is received prior to the Deadline for Proposals. No amendments or withdrawals will be accepted after the Deadline for Proposals.

Request for Proposal Emergency Management

Exercise Program Development and Evaluation Consulting

Services

F. Best Value Evaluation As established in this RFP, the County realizes that criteria other than price are important and will award contract(s) based on the Proposal that best meets the needs of the County. The County seeks the optimal combination of quality, price, and various qualitative elements of the required Services that will provide the County the greatest or best value for its money.

G. Right of Rejection Offers must comply with all of the terms of the RFP, and all applicable local, state, and federal laws, codes, and regulations. The County may reject as non-responsive any Proposal that does not comply with all of the material and substantial terms, conditions, and performance requirements of the RFP.

Further, the County may reject a proposal from any entity that is a parent, affiliate, or subsidiary, or that is under common ownership, control, or management with any other entity submitting a Proposal in response to this RFP.

A Proposer may not qualify the Proposal nor restrict the rights of the County. If Proposer does so, the Proposal may be determined to be a non-responsive counter-offer and the Proposal may be rejected.

No Proposal shall be rejected, however, if it contains a minor irregularity, defect or variation. If the irregularity, defect or variation is considered by the County to be immaterial or inconsequential, the County may choose to accept the Proposal.

Minor irregularities may be waived by the Purchasing Agent when they are any of the following:

1. Do not affect responsiveness;

2. Are merely a matter of form or format;

3. Do not change the relative standing or otherwise prejudice other offers;

4. Do not change the meaning or scope of the RFP;

5. Are trivial, negligible, or immaterial in nature;

6. Do not reflect a material change in the work; or

7. Do not constitute a substantial reservation against a requirement or provision.

In such cases the Proposer will be notified of the deficiency in the Proposal and given an opportunity to correct the irregularity, defect or variation or the County may elect to waive the deficiency and accept the Proposal. The decision to provide a waiver shall in no way modify or compromise the overall purpose of the submittal, nor excuse the Proposer from compliance with all requirements if awarded a Contract.

This RFP does not commit the County to award a contract. The County reserves the right to reject any or all Proposals if it is in the best interest of the County to do so. The County also reserves the right to terminate this RFP process at any time.

H. Local Preference

The San Bernardino County has adopted a Local Preference Policy. A local preference of five percent (5%) shall be applied in the cost evaluation of proposals or bids for goods, services, equipment, or a minor public work project, unless an exemption applies. In a price-based bid, five percent (5%) will be deducted from the local vendor’s proposed cost for the purpose of comparison when the local vendor’s proposed cost is not the lowest. If the local vendor’s bid is equal to or lower than the price of an otherwise successful non-local vendor after the 5% preference is applied, the local vendor will be given the opportunity to match the lowest quoted price. In a best value evaluation, five percent (5%) of the awardable points for cost will be added to the local vendor’s score. If the local vendor’s overall score is equal to or lower than that of an otherwise successful nonlocal vendor, the local vendor will be

Request for Proposal Emergency Management

Exercise Program Development and Evaluation Consulting

Services recommended for award.

“Due to the evaluation of qualitative elements along with cost in a best value evaluation, application of local preference for cost proposals may not result in award to a local vendor with the lowest cost after applying local preference.”

Local Vendor - A local vendor is any vendor, contractor or consultant (hereafter “vendor”) that meets all of the following requirements:

1. Vendor’s main office (headquarters) or a major regional office is located within the County;

2. Vendor employs a minimum of 25% of the vendor’s full-time management employees and 25% of its full-time regular employees working from the San Bernardino County location(s);

3. Vendor employs one full-time or two part-time employees with primary residence in the County;

4. Vendor’s “point of sale” for purposes of reporting sales tax to the State Board of Equalization is within the boundaries of the County. The payment of any local share of sales tax must go to the County or a city within the County. If the local business has more than one sales office in the State of California, the office located in the County shall be the point of sale for sales tax calculation;

5. Vendor is not delinquent in any taxes or other payments to the County;

6. Vendor possesses a valid and verifiable business license (if required);

7. Vendor has been open and established for at least six months prior to the issuance of the solicitation;

8. Vendor can demonstrate on-going business activity in the field of endeavor on which they are proposing from that office during the preceding six months;

9. Vendor has not within five years prior to the solicitation admitted guilt or been found guilty by any court or state or federal regulatory enforcement agency of violation of any criminal law or any law or regulation regarding fraud;

10. Vendor is not federally debarred; and

11. Vendor is not suspended or debarred from participation in doing business with the County, in the scope of work that is the subject of the solicitation.

12. Local Vendor Self-certification – Documentation provided

Local Vendor self-certification form is required for any bid or proposal when a local preference is claimed affirming that it meets each of the above stated criteria, and signed by a vendor representative with the authority to obligate the company under penalty of perjury. (See Attachment)

I. Clarification of Offers In order to determine if a Proposal is reasonably susceptible for award, communications by the Facilitator for the evaluation panel are permitted with a Proposer to clarify uncertainties or eliminate confusion concerning the contents of a Proposal. Clarifications may not result in a material or substantive change to the Proposal. The evaluation by the panel may be adjusted as a result of a clarification under this section.

J. Public Records Act All Proposals and other material submitted become the property of the County and are subject to release according to the California Public Records Act (Gov. Code, § 7920.000). All Proposal information, including cost information, will be held in confidence during the evaluation and negotiation process. Thereafter, Proposals are subject to becoming a non-exempt public record.

If a Proposer believes that any portion of its Proposal is exempt from public disclosure, it must indicate the specific portions believed to be confidential and not subject to disclosure on Attachment I - Public Records Act Exemptions. The Proposer also must include a brief description that sets out the reasons for exemption

Request for Proposal Emergency Management

Exercise Program Development and Evaluation Consulting

Services from disclosure. Each stated exemption must include a citation to supporting legal authority, including statutory authority or case law, to support exemption from the Public Records Act. Requested exemptions that do not meet the requirements of this section will not be considered.

The County will use reasonable means to ensure that such information is safeguarded, but will not be held liable for inadvertent disclosure of the information. Proposals marked “Confidential” in their entirety will not be honored, and the County might not deny public disclosure of any portion of Proposals so marked.

By submitting a Proposal with portions identified in Attachment I as “Confidential,” Proposer represents that it has a good faith belief that such portions are exempt from disclosure under the California Public Records Act. Proposer may be requested to obtain legal protection from disclosure should a Public Records Act request be received. In the event the County does not disclose the information marked “Confidential,” Proposer agrees to reimburse the County for, and to indemnify, defend (with counsel approved by County) and hold harmless the County, its officers, employees, agents, and volunteers from and against any and all claims, damages, losses, liabilities, suits, judgments, fines, penalties, costs and expenses, including without limitation, attorneys’ fees, expenses and court costs of any nature arising from or relating to the County’s non-disclosure of any such designated portions of a Proposal.

K. Employment of Former County Officials Information must be provided in Attachment G regarding former County Administrative Officials (as defined below) who are employed by or represent Proposer. The information provided must include a list of former County Administrative Officials who terminated County employment within the last five years and who are now officers, principals, partners, associates or members of Proposer and should also include the employment and/or representative capacity and the dates these individuals began employment with or representation of Proposer. For purposes of this section, “County Administrative Official” is defined as a member of the Board of Supervisors or such member’s staff, Chief Executive Officer or member of such officer’s staff, County department or group head, assistant department or group head, or any employee in the Exempt Group, Management Unit or Safety Management Unit.

Failure to provide this information may result in the Proposal being deemed non-responsive.

L. Iran Contracting Act of 2010 In accordance with Public Contract Code section 2204, subdivision (a), the Proposer certifies upon submission that the Proposer signing the Proposal is not identified on a list created pursuant to subdivision (b) of Public Contract Code section 2203 (https://www.dgs.ca.gov/PD/Resources/Page- Content/Procurement-Division-Resources-List-Folder/List-of-Ineligible-Businesses)as a person (as defined in Public Contract Code section 2202, subdivision (e)) engaging in investment activities in Iran described in subdivision (a) of Public Contract Code section 2202.5, or as a person described in subdivision (b) of Public Contract Code section 2202.5, as applicable.

Proposers are cautioned that making a false certification may subject the Proposer to civil penalties, termination of an existing contract, and ineligibility to bid on a contract for a period of three (3) years in accordance with Public Contract Code section 2205. Proposer agrees that signing the Proposal shall constitute signature of this Certification.

M. Disclosure of Criminal and Civil Proceedings The County reserves the right to request the information described herein from the Proposer selected for Contract award. Failure to provide the information may result in a disqualification from the selection process and no award of Contract to the Proposer. The County also reserves the right to obtain the requested information by way of a background check performed by an investigative firm. The selected

Request for Proposal Emergency Management

Exercise Program Development and Evaluation Consulting

Services

Proposer may also be asked to provide information to clarify initial responses. Negative information provided or discovered may result in disqualification from the selection process and no award of Contract.

The selected Proposer may be asked whether the firm, or any of its partners, principals, members, associates or key employees (as that term is defined herein), within the last ten years, has been indicted on or had charges brought against it or them (if still pending) or convicted of any crime or offense arising directly or indirectly from the conduct of the firm’s business, or whether the firm, or any of it partners, principals, members, associates or key employees, has within the last ten years, been indicted on or had charges brought against it or them (if still pending) or convicted of any crime or offense involving financial misconduct or fraud. If the response is affirmative, the Proposer will be asked to describe any such indictments or charges (and the status thereof), convictions and the surrounding circumstances in detail.

In addition, the selected Proposer may also be asked to disclose whether the firm, or any of its partners, principals, members, associates or key employees, within the last ten years, has been the subject of legal proceedings as defined herein arising directly from the provision of services by the firm or those individuals. “Legal proceedings” means any civil actions filed in a court of competent jurisdiction, or any matters filed by an administrative or regulatory body with jurisdiction over the firm or the individuals. If the response is affirmative, the Proposer will be asked to describe any such legal proceedings (and the status and disposition thereof) and the surrounding circumstances in detail.

For purposes of this provision “key employees” includes any individuals providing direct service to the County. “Key employees” do not include clerical personnel providing service at the firm’s offices or locations.

N. Debarment and Suspension; California Secretary of State Business Entity Registration.

Proposer certifies in Attachment D that neither it nor its principals or subcontractors are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any federal department or agency. (See Attachment D and the following United States General Services Administration’s System for Award Management website https://www.sam.gov). Proposer also certifies in Attachment D that if it or any of the subcontractors listed in the Proposal are business entities that must be registered with the California Secretary of State, they are registered and in good standing with the Secretary of State.

O. Unsatisfactory Performance Proposer affirms that it has no record of unsatisfactory performance with the County in the twenty-four

(24) month period immediately preceding the date of issuance of this RFP.

P. Final Authority The final authority to award a contract(s) as a result of this RFP rests solely with the County Board of Supervisors, or as delegated by the Board of Supervisors.

Q. Reserved

V. SCOPE OF WORK

A. BACKGROUND INFORMATION

County OES strives to promote community safety and resilience through an all-hazards approach for mitigating, preparing for, responding to, and recovering from disasters. Many jurisdictions and special districts within the SBCOA require exercises to remain proficient in emergency management capabilities.

The program series includes various activities to identify organizational capability gaps and develop solutions to resolve them. The Contractor shall design, develop, deliver, execute, and evaluate an

Request for Proposal Emergency Management

Exercise Program Development and Evaluation Consulting

Services exercise program series based on the identified ESFs outlined in the 2025 County Emergency Operations Plan or the current version.

The Contractor will focus on enhancing County staff competencies in key areas such as designing and developing HSEEP-compliant, discussion based (seminars, workshops, tabletop exercises, and games) and operations-based (drills, functional, and full-scale exercises) exercises that align with Emergency Operations Plan-identified ESFs and Multi-Jurisdictional Hazard Mitigation Plan hazards. The selected Contractor will be responsible for facilitating and coordinating these exercises through the exercise planning process, including in-person and virtual planning meetings, in accordance with HSEEP and in alignment with the County IPP.

The Contractor shall develop the exercise program to include interactive workshops, instructional materials, hands-on exercises, and assessments to reinforce learning outcomes. The Contractor shall ensure each module is designed to accommodate varying levels of experience among participants and shall incorporate real-world scenarios relevant to the County and the SBCOA. The Contractor will also provide training evaluation tools and post-training support to ensure knowledge retention and application in the workplace.

B. PROJECT DESCRIPTION

1. County OES is seeking proposals from interested and qualified consultants and organizations to provide development, planning, and execution services of emergency exercises for County departments and the SBCOA. The Contractor shall lead the process, while the OES Planning, Training, and Exercise Division will collaborate on revising or implementing the exercises.

2. The Contractor shall:

a. Design, prepare, deliver, execute, and evaluate discussion and operations-based exercises, a detailed exercise schedule, session attendance tracking, participant feedback reports, and a final program summary. The Contractor agrees that all materials developed under this engagement will become the property of County OES.

b. Provide guidance to OES staff in producing an HSEEP-compliant exercise for County employees.

c. When conducting background research for an exercise, the Contractor must utilize the most current and accurate information available. This is essential to ensure that the plans enhance realism and relevance for the County, multi-jurisdictional agencies, or multiple agencies involved. Effective project management involves identifying, developing, and managing critical and supporting activities, maintaining frequent communication about project status, and using management timelines, such as project management software and scheduling tools.

d. Collaborate with County OES to identify priority ESFs for each training or exercise, ensuring that ESF-specific objectives, roles, and evaluation criteria are included in the planning and documentation.

e. Demonstrate understanding of the County, which includes various jurisdictions and hazards relevant to the County and SBCOA partners.

f. Develop, conduct, and evaluate discussion-based (seminars, workshops, tabletop exercises, and games) and operations-based (drills, functional and full-scale exercises) exercises utilizing the HSEEP guidelines.

g. Develop and assist OES Planning, Training, and Exercise Division members and County Department Emergency Coordinators in designing and delivering a meaningful debrief with the exercise participants, focused on objectives, key observations, strengths, areas for improvement, and actionable recommendations to enhance future preparedness and operations.

Request for Proposal Emergency Management

Exercise Program Development and Evaluation Consulting

Services

h. Develop and assist the OES Community Preparedness and Engagement Division with exercise planning for CERT to include discussion and operations-based exercises for the County unincorporated teams and city led teams.

i. Perform tasks associated with the design, development, conduct, and evaluation of preparedness exercises, during the term of the contract. The Contractor shall provide the necessary labor, equipment, and materials to perform the work and deliver products as described above.

j. Ensure that the exercise plans have a significant effect on local, multi-jurisdictional agencies, or multiagency operations, similar to what would happen during a real incident involving casualties, road infrastructure, intelligence sharing, cybersecurity, and other critical infrastructure that could be at risk.

k. Facilitate planning meetings with the County's Director of Emergency Management or their designee. Additionally, hold meetings with the County OES Planning, Training, and Exercise Division and staff from relevant County departments or committees. This includes, but is not limited to, the County disaster council, SBCOA coordinating council, Voluntary Organizations Active in Disaster, CERT, and any other groups involved in emergency exercises and training.

County OES reserves the right to add more participants as needed.

l. Develop HSEEP-compliant AAR/IPs that translate SBCOA incidents and exercises into actionable, cross-jurisdictional corrective actions

m. Methodology for tracking improvement items within the SBCOA’s governance structure (OES, SBCOA Coordinating Council, ESF leads, and partner agencies), assigning ownership, and supporting implementation monitoring across SBCOA stakeholders.

n. Integrate corrective actions into the SBCOA IPP and Training and Exercise Program, ensuring lessons learned from SBCOA activations and exercises directly inform future multi-agency training, exercises, and plan updates.

o. Provide the project timeframe or target completion date.

p. Provide monthly progress reports throughout the process.

q. All work must comply with the standards set by the County, the California Governor's Office of Emergency Services, and FEMA.

r. Provide a first draft of the proposed training exercise and subsequent exercises to be distributed electronically to the County’s Director of Emergency Management or designee for distribution to other recipients, as identified by County OES.

C. ADDITIONAL REQUIREMENTS

1. Timeline: The Contractor shall complete all tasks and deliverables within the allotted timeframe as stated in this RFP. The Contractor must allocate sufficient resources to adhere to the schedule.

Extensions will only be granted for significant cause (e.g., emergency incident occurring, operational commitment delays) and with written approval from the County.

2. Quality of Work: All work products must be of professional quality, suitable for public review, and capable of withstanding regulatory scrutiny. The exercise series planning materials should be well written (clear, concise, and free of jargon), logically organized, and grammatically correct and formatted. Data presented must be accurate, and sources must be documented. The County expects a turnkey deliverable—a work series of various exercises to increase capabilities and strengthen the County's response and resilience. The Contractor shall use the FEMA HSEEP for guidance, compliance, and quality assurance.

3. Regulatory Compliance: The Contractor shall comply with all applicable federal, state, tribal, and local laws and regulations in performing this scope of work. It also includes compliance with federal civil rights laws in public participation (ensuring no exclusion of participants on grounds of race, color, Request for Proposal Emergency Management

Exercise Program Development and Evaluation Consulting

Services national origin, disability, etc.), compliance with California open meeting laws as applicable (such as the Ralph M. Brown Act for any public meetings noticed by government bodies), and compliance with the terms of the federal grant funding (e.g., record-keeping as per 2 C.F.R. Part 200). The Contractor must possess or obtain any necessary licenses and insurance, and maintain insurance coverages (liability, errors and omissions, etc.) as required by the County contract. The Contractor shall defend and indemnify the County against any claims arising from Contractor’s performance, as per the County’s standard contract provisions.

4. Reporting and Invoicing: The Contractor shall provide regular progress reports and communicate any issues promptly. Invoices shall be submitted in accordance with the contract terms, tied to deliverables or percent completion of tasks as negotiated. The County may withhold payment for incomplete or unsatisfactory deliverables until remedied. All cost records must be transparent for audit (especially under federal funding).

5. County and Participant Support: OES will assist the Contractor by providing available background information (past plans, geographic information system data), facilitating contacts with participants, and arranging meeting venues or virtual meeting platforms as needed. Participants will also designate a point of contact to work with the Contractor and will provide data and feedback in a timely manner.

However, the primary responsibility for data gathering, analysis, writing, and coordination lies with the Contractor. The Contractor should proactively request any needed information and follow up to keep the project on track.

6. Performance Evaluation: The County will monitor the Contractor’s performance against Proposal milestones, quality of draft deliverables, and responsiveness. If the Contractor fails to perform as expected (e.g., repeated missed deadlines or subpar work requiring extensive revision), the County reserves the right to invoke remedies under the Contract, which may include withholding payment, issuing cure notices, or ultimately terminating the Contract for cause. Conversely, full payment and any performance incentives (if offered) will be contingent on the successful completion of the discussion and operations-based exercises, electronic documentation, and AAR/IPs.

VI. PROPOSAL SUBMISSION

A. General

1. All interested and qualified Proposers are invited to submit a Proposal for consideration. Submission of a Proposal indicates that the Proposer has read and understands the entire RFP, including all appendixes, attachments, exhibits, schedules, and addenda (as applicable) and that all concerns regarding the RFP have been resolved.

2. Proposals must be received by the designated date and time. All Proposers must register with the ePro system prior to the date and time to receive the proposal or they will be disqualified.

Late or incomplete proposals will not be accepted. Electronic response must be submitted through the San Bernardino County Electronic Procurement Network (ePro) https://epro.sbcounty.gov/bso/view/login/login.xhtml. System-related issues in ePro shall be directed to the Purchasing Department at (909) 387-2060. For procurement questions involving ePro, please contact the RFP Contact identified in Section I, Paragraph B - RFP Contact.

3. The Proposer acknowledges that its electronic signature is legally binding. Submittals in ePro will be opened from the system’s encrypted lock box after the deadline and evaluated as stated in this RFP.

4. Reserved

Request for Proposal Emergency Management

Exercise Program Development and Evaluation Consulting

Services

5. Reserved

6. Proposals must be completed in all respects as required in this section. A Proposal may not be considered if it is conditional or incomplete.

B. Proposal Format Responses to this RFP must be in the form of a Proposal package, which must be submitted in the following format:

1. Presentation

Format the Proposal to fit on an 8-½ v 11 sheet of paper with margins of at least ¾ inches. Text should be single spaced and font size should be no smaller than 11 point. Each page, including attachments, must be clearly and consecutively numbered.

2. Cover Page Use Attachment A as the cover page.

This form must be fully completed and signed by an authorized officer of the Proposer.

3. Table of Contents All pages of the Proposal, including the enclosures, must be clearly and consecutively numbered and correspond to the Table of Contents.

4. Statement of Certification

Include the following on Attachment B:

a. A statement that the offer made in the Proposal is firm and binding for nine (9) months from the

Deadline for Proposals.

b. A statement that all aspects of the Proposal, including cost, have been determined independently, without consultation with any other Proposer (competitor) for the purpose of restricting competition.

c. A statement that all declarations in the Proposal and attachments are true and that this shall constitute a warranty, the falsity of which will entitle the County to pursue any remedy by law.

d. A statement that the Proposer agrees that all aspects of the RFP and the Proposal submitted shall be binding if the Proposal is selected and a Contract awarded.

e. A statement that the Proposer agrees to provide the County with any other information the County determines is necessary for an accurate determination of the Proposer’s ability to perform the Services as proposed.

f. A statement that the Proposer, if selected will comply with all applicable rules, laws and regulations.

g. A statement that the Proposer has reviewed the RFP and General Contract Terms in their entirety and have no exceptions to any requirements, terms or conditions, except as noted in Attachment H.

5. Statement of Experience and Qualifications

Include the following in this section of the Proposal:

a. Business name of the Proposer and type of legal entity such as corporation, partnership, etc. If

Proposer is a business entity that must be registered with the California Secretary of State, Proposer shall provide the County the entity number assigned to it by the Secretary of State.

b. Number of years the Proposer has been in business under the present business name, as well as related prior business names.

Request for Proposal Emergency Management

Exercise Program Development and Evaluation Consulting

Services

c. Statement that the Proposer does not have any commitments or potential commitments that may impact the Proposer’s ability to perform the Contract, if awarded.

d. Detailed outline of experience working with government entities on similar services.

e. Detailed narrative outlining experience developing HSEEP-compliant IPPs, Multi-Year Training and Exercise Plans, and full exercise cycles (tabletop, functional, full-scale). Include samples of previous IPP/Multi-Year Training and Exercise Plan projects and/or HSEEP-compliant documents completed by the Contractor.

f. Resumes of key personnel, including qualifications, education, and project experience. Preferred experience includes:

• HSEEP Master Exercise Practitioner

• Certified Emergency Manager

• Familiarity and subject matter expertise in Incident Command System / Standardized

Emergency Management System / National Incident Management System qualifications and credentialing

• SBCOA-level planning

• SBCOA Emergency Operations Plan aligned training and exercise

• ESF Annexes

• IPP development experience

• CERT Program Manager o Subject matter expertise in CERT scope of work and operations

6. Licenses, Permits, and/or Certifications Provide copies of all licenses, permits and/or certifications in Attachment C as required under Section X. TERMS AND CONDITIONS Paragraph A, 22.

7. Reserved

8. Project Team Organization Chart

Provide an organization chart illustrating the project team, and clearly show the organization of the team and the hierarchy of the members. It must include:

a. Organizational framework for the proposed project team including project manager, key personnel, and assigned tasks of the project team.

9. Proposal Description The Proposal should include the following:

a. A brief synopsis of the Proposer’s understanding of the County’s needs and how the Proposer plans to meet them.

b. A detailed statement of the proposed Services.

c. An explanation of any assumptions or constraints.

d. A detailed statement of the quality control measures that will be used to ensure exercise progression is acceptable.

e. A detailed statement of the proven methodology that will be used for tracking improvement items within the SBCOA’s governance structure (OES, SBCOA Coordinating Council, ESF leads, and partner agencies), assigning ownership, and supporting implementation monitoring across SBCOA stakeholders.

f. A detailed statement indicating how Proposer plans to develop HSEEP-compliant AAR/IPs that translate SBCOA incidents and exercises into actionable, cross-jurisdictional corrective actions.

10. Work Plan and Schedule/Timeline Include the following:

Request for Proposal Emergency Management

Exercise Program Development and Evaluation Consulting

Services

a. Summary of management/work plan for this Project.

b. Detailed project timeline and schedule with milestones and deliverables that align with the

County’s preparedness cycle, IPP priorities, and the proposed training and exercise strategy.

11. Certification Regarding Debarment or Suspension Complete Attachment D.

12. Cost

Complete proposed pricing on Attachment E.

13. References Provide three (3) references from other entities, preferably public agencies, of same or similar size as the County, with whom you have established a contract on a project of this nature. Provide Contact Name, Address, Phone Number, email, and dates Services were provided on Attachment F.

14. Former County Officials Complete Attachment G.

15. Exceptions to RFP Complete Attachment H.

16. Public Records Act Exemptions Complete Attachment I – Public Records Act Exemptions if applicable.

17. Indemnification and Insurance Requirements Affidavit

Submit evidence of ability to insure as stated in Section X, Paragraph B – Indemnification and Insurance Requirements. Proposer must complete and submit Attachment J – Indemnification and Insurance Requirements Affidavit, and ensure the form is complete, including the signature from Proposer’s insurance broker/agent.

VII. EVALUATION

Proposals will be subject to an Initial Review to confirm responsiveness, by determining whether each Proposal includes the stipulated content, required certifications or licensing, etc., and is presented in the required format, in order for the Proposal to advance for evaluation. Any reasonable person reviewing for responsiveness must be able to ascertain that the Proposal meets these requirements.

The evaluation process includes the following categories and may include additional specific criteria.

Likewise, the listed considerations are possible considerations and may not be the only factors involved in the evaluation.

A. QUALIFICATIONS AND EXPERIENCE

Weight: 25% Considerations:

• Proposer background and reputation

• Qualifications and experience of the project team

• Experience with similar services and entities

• Proposer’s experience with translating incidents and exercises into actionable corrective actions

B. TECHNICAL REVIEW

Request for Proposal Emergency Management

Exercise Program Development and Evaluation Consulting

Services

Weight: 35% Considerations:

• Statement of understanding of the County’s needs

• Quality of the sample work provided

• Quality of the work plan provided

• Quality of the proposed schedule, including milestones and deliverables

• Quality control measures proposed

• Quality of the proposed training and exercises

• Quality of the proposed methodology for tracking, assigning, and implementing items

• Ability of the Proposer to incorporate corrective actions and lessons learned into future trainings, exercises, and plan updates

C. PRICE

Weight: 30% Considerations:

• Overall reasonableness of proposed pricing

D. REFERENCES

Weight: 10% Considerations:

• Demonstrated satisfactory performance of similar work

• Demonstrated knowledge and expertise

• Work product, quality of interactions

• Timely delivery of services and customer satisfaction

The County may, at its sole discretion, create a shortlist of Proposals for further evaluation; require an oral interview, presentation, or demonstration; and utilize outside experts to assist in the evaluation process;

and/or issue a request for Best and Final Offer (BAFO) from one or more Proposers.

The County will establish an evaluation panel with responsibility for reviewing all Proposals and conducting the evaluation. A Facilitator will manage the integrity of the evaluation process and will not be a voting member of the evaluation panel. An initial meeting will be scheduled and held with the evaluation panel members, wherein the Facilitator will distribute all relevant information to the evaluators including the RFP, evaluation criteria, and evaluation instructions.

After the initial meeting, evaluators will independently review and score the Proposals. The evaluation panel will then convene again to discuss the individual scores to resolve questions and to discuss the basis for individual scores, but not for the evaluators to agree upon scoring. At the end of this discussion, each evaluator will be given an option to revise his/her scores.

Evaluators will make independent determinations for scores, including review and understanding of any additional information obtained by the group discussion. In the event a score is revised, the evaluator will document the new score, and provide comments to support the revision.

If clarifying information is needed at any point, the Facilitator will contact Proposer(s) to obtain the necessary information. The Facilitator will then provide the information to the evaluation panel electronically or verbally, as appropriate.

Request for Proposal Emergency Management

Exercise Program Development and Evaluation Consulting

Services

If the evaluation process includes components such as oral interviews, product demonstration, and/or site visits, the Facilitator will coordinate those with evaluators. Individual scoring and any subsequent evaluation panel meetings with respect to such components must be conducted.

Once all ratings are finalized and documented, the Facilitator will create a final evaluation scoring worksheet.

VIII. NEGOTIATIONS AND NOTICE OF INTENT TO AWARD

The County may require the potential Proposer(s) selected to participate in negotiations. This may include cost, technical, or other clarifications needed to make a decision.

A. Contract Negotiation

After selection, negotiations may be conducted with the Proposer(s) of the highest-ranked Proposal(s).

Negotiations, if held, shall be within the scope of work in the request for Proposals. If the contract negotiations take place in San Bernardino County, California, the Proposer will be responsible for its travel and per diem expenses of its personnel.

B. Failure to Negotiate

If the selected Proposer:

1. Fails to provide the information required to begin negotiations in a timely manner; or

2. Fails to negotiate in good faith; or

3. Indicates it cannot perform the Contract within the budgeted funds available for the Services; or

4. If the Proposer and the County, after a good faith effort, simply cannot come to terms;

Then the County may terminate negotiations with the Proposer initially selected and…