RFP-DEM-22-23-037 Emergency IMT Personnel.pdf

State of Florida Division of Emergency Management

Request for Proposals (RFP) For

Emergency Incident Management Team Personnel

RFP No: RFP-DEM-22-23-037

Failure to file a protest within the time prescribed in section 120.57(3), Florida Statutes, or failure to post the bond or other security required by law within the time allowed for filing a bond shall constitute a waiver of proceedings under chapter 120, Florida Statutes. Any protest must be timely filed with the Division of Emergency Management’s Agency Clerk: 2555 Shumard Oak Blvd.

Tallahassee, FL 32399-2100.

Procurement Officer: Mina Barekat Florida Division of Emergency Management

2555 Shumard Oak Blvd.

Tallahassee, FL 32399-2100

Phone: 850-815-4621 Email: Mina.Barekat@em.myflorida.com mailto:Mina

TABLE OF CONTENTS

SECTION 1. INTRODUCTION

1.1 Solicitation Objective

1.2 Background Information

1.3 Who May Respond

1.4 Term

1.5 Definitions

1.6 Special Accommodations

1.7 Contact Provision

1.8 Procurement Officer

1.10 Order of Precedence for Solicitation

1.11 Purchases from Other Entities

SECTION 2. SOLICITIATION PROCESS

2.1 General Overview

2.2 Timeline of Events

2.3 Questions and Answers

2.4 Addendum to the Solicitation

2.5 Must, Shall, Will and Is Required

2.6 Contract Formation

2.7 Disclosure of Proposal Contents

2.8 Modification or Withdrawal of Proposals

2.9 Diversity

2.10 Proposal Disqualification

2.11 No Alternate Proposals

SECTION 3. GENERAL INSTRUCTIONS

3.1 Introduction

3.2 MyFloridaMarketPlace (MFMP) Registration

3.3 Florida Substitute Form W-9 Process

3.4 How to Submit a Proposal

3.5 Responsive Requirements

3.6 Subcontracting

3.7 Ability to Obtain a Letter of Credit or Performance Bond

3.8 Respondent Confidential Information - Redacted Submissions

3.9 Cooperation with the Inspector General

3.10 Florida Accountability Contract Tracking System (FACTS)

3.11 Additional Information

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3.12 Registration with the Florida Department of State

SECTION 4. EVALUATION CRITERIA AND SCORING

4.1 Technical Proposal Evaluation and Criteria – 800 Available Points

4.2 Price Sheet Scoring (Attachment B) – 200 Available Point

SECTION 5. BASIS OF AWARD

5.1 Scoring Calculation

5.2 Preference to Florida Businesses

5.3 Agency Decision

SECTION 6. ATTACHMENTS AND FORMS

6.1 Attachments

6.2 Forms

Remainder of Page Intentionally Left Blank

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SECTION 1. INTRODUCTION

1.1 Solicitation Objective

The Florida Division of Emergency Management (“Division” or “FDEM”) is issuing a Request for Proposals (RFP) to establish Incident Management Team (IMT) Personnel Contracts with multiple Contractors. Contractor will provide the Division with temporary incident management or support personnel during incidents or events that exceed the capabilities or capacities of a particular jurisdiction or agency. The Contractors will work at the direction of the Division. Location of assistance required could be statewide.

The intent of this solicitation is for Contractors to provide personnel resources when not available through State Term Contracts or other sources. It is critical that these support operations are up and operating as soon as possible once a need has been identified.

Contractors interested in submitting a Proposal must comply with all terms and conditions described in this solicitation and supporting attachments.

The Division reserves the right to award a Contract to more than one (1) vendor or no vendors, for all or part of the work contemplated by this RFP, as determined to be the best value to the State.

1.2 Background Information

Since the official launch of Florida’s AHIMT Program in 2015, utilization of teams rapidly grew from a single deployment in 2016 to a total of 22 deployments in response to

Hurricane Ian in 2022. IMTs have been used to manage a myriad of incidents in recent years, including community-based testing sites, COVID-19 vaccination sites, and nurse strike teams during 2020 and 2021; the Surfside Building Collapse and Piney Point

Wastewater Disaster in 2021; and Hurricane Ian in 2022. IMTs have also been used within

Florida to establish and manage Points of Distribution (PODs), manage wildfires, and supplement and support Emergency Operations Center (EOC) personnel. The State has deployed IMTs to support both response operations at both the State and Local levels of government.

Approximately 90% of deployment requests in the past several years have been for Type

3 AHIMTs. Of those deployments, a long team configuration was predominantly requested, with short teams utilized for 30% of deployments.

1.3 Who May Respond

Respondents must provide proof of the ability to meet the Responsive Requirements listed in the RFP in order to be considered for award.

1.4 Term

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The initial term will begin on the execution date of the Contract and shall be for three years, unless terminated earlier in accordance with the Contract conditions. Upon mutual written agreement, the Parties may renew the Contract, in whole or in accordance with section 287.057(14), Florida Statutes.

Initial term pricing must remain identical from year one through year three. Renewal year pricing may increase from initial term pricing but must remain identical from year four through year six. Contracts will be issued with no guaranteed quantity of requested materials, services, or contract renewal. The use of this contract is wholly dependent upon the needs of the Division at the time of an emergency or disaster.

Contracts will be issued with no guaranteed quantity of requested services. The usage of this contract is wholly dependent upon the Division’s needs at the time of the emergency event.

The Contract may only be renewed in accordance with section 287.057(14), Florida

Statutes.

1.5 Definitions

Definitions contained in section 287.012, Florida Statutes, Rule 60A-1.001, Florida Administrative Code, the Scope of Work, draft Contract, Form PUR 1000, and Form PUR 1001 are incorporated by reference. Where in conflict, the definitions listed in this section supersede the incorporated definitions. All definitions apply in both their singular and plural sense.

A. Activation – Issuance of a purchase order or written (email or fax) authorization to proceed with a task.

B. Agency Administrator – The official responsible for the management of a geographic unit or functional area. The managing officer of an agency, division thereof, or jurisdiction having statutory responsibility for incident mitigation and management.

C. All-Hazards – Any threat or incident, natural or manmade, that warrants action to protect life, property, the environment, and public health or safety, and to minimize disruptions of government, social, or economic activities. It includes, but is not limited to, natural disasters, cyber incidents, industrial accidents, pandemics, acts of terrorism, sabotage, and destructive criminal activity targeting critical infrastructure.

D. Alternate Care Site – General term for any building, structure of opportunity, lot, land, or collocated property that is temporarily converted for healthcare use during a public health emergency or public emergency event to provide additional healthcare capacity and capability for an affected community, as an alternative to a traditional established healthcare institution.

E. Authority Having Jurisdiction – The Authority Having Jurisdiction (AHJ) is an organization, office, or individual having statutory responsibility for enforcing the requirements of a code, standard, or procedure, or for approving equipment, materials, and installation. For the specific purposes of this Guide, the relevant

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AHJ is the Florida Division of Emergency Management. Other references to AHJ will note a qualifier such as “State” or “Local” AHJ, if necessary.

F. Confidential Information – Any portion of a Respondent’s documents, data, or records disclosed relating to its Proposal that the Respondent claims is confidential and not subject to disclosure pursuant to chapter 119, Florida Statutes, the Florida Constitution, or any other authority and is clearly marked “Confidential.”

G. Contract – Any binding agreement that results from this competitive procurement, if any, between the Division and the Vendor.

H. Contractor – The Vendor or Vendors that enters into a Contract as a result of this solicitation.

I. Credentialing – Credentialing is the process of providing documentation that identifies personnel and authenticates and verifies their qualification(s) for a particular ICS position. A credential is issued by the AHJ.

J. Customer – The Division of Emergency Management.

K. Deployment – A deployment is the movement of resources and personnel from one location to another, typically an area directly impacted by a disaster.

L. Division – The Division of Emergency Management.

M. Emergency – Any incident, whether natural, technological, or human-caused, that necessitates responsive action to protect life or property.

N. Event – An event, wherever referred to in this documentation, is a planned occurrence requiring the use of the Incident Command System to manage resources. The event must meet the same organizational and incident complexity requirements as for an incident. Event examples include large-scale parades, sporting events, festivals, conventions, and fairs.

O. Federal Emergency Management Agency (FEMA) – Federal Emergency Management Agency (FEMA) is a United States government agency with the purpose to coordinate aid and respond to disasters around the nation when local resources are insufficient.

P. Incident – An occurrence, natural or human-caused, that requires a response to protect life or property. Incidents can, for example, include major disasters, emergencies, terrorist attacks, terrorist threats, civil unrest, wildland and urban fires, floods, hazardous materials spills, nuclear accidents, aircraft accidents, earthquakes, hurricanes, tornadoes, tropical storms, tsunamis, war-related disasters, public health and medical emergencies, and other occurrences requiring an emergency response.

Q. Incident Action Plan (IAP) – An Incident Action Plan is a written plan that contains objectives and information that is used in the management of an event or incident.

IAPs should include incident goals, objectives, strategies, and tactics.

R. Incident Command System (ICS) – ICS is a widely applicable management system designed to enable effective, efficient incident management by integrating a combination of facilities, equipment, personnel, procedures, and communications operating within a common organizational structure.

S. Incident Management Team (IMT) – IMTs are deployed as a team of personnel trained and qualified in various Incident Command System (ICS) positions to manage major or complex incidents extending into multiple operational periods and requiring a significant number of local, state, or regional resources.

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T. Long Team – Provides personnel trained and qualified in the Type 1, 2, or 3 Command and General Staff ICS positions. For Type 1 and Type 2 teams, long-team configurations typically include 44 personnel.

U. Mission – A request generated by the internet-based State Emergency Response Team (SERT) Incident Management Application with a unique identifier number and information required to fulfil a request.

V. MyFloridaMarketPlace - MyFloridaMarketPlace (MFMP) is the State of Florida’s eProcurement system.

W. National Incident Management System (NIMS) – A system mandated by HSPD- 5 providing a consistent nationwide approach for state, local, territorial, and tribal governments. This system allows the private-sector and nongovernmental organizations to work effectively and efficiently together to prepare for, respond to, and recover from domestic incidents regardless of cause, size, or complexity. To provide for interoperability and compatibility among state, local, territorial, and tribal capabilities, NIMS includes a core set of concepts, principles, and terminology. HSPD-5 identifies these components as the Incident Command System; multi-agency coordination systems; training; identification and management of resources (including systems for classifying types of resources);

qualification and certification; and the collection, tracking, and reporting of incident information and incident resources.

X. National Qualification System (NQS) – A nationwide approach and best practices for AHJs to use in qualifying, certifying, and credentialing incident management and support personnel.

Y. National Wildfire Coordinating Group (NWCG) – A group formed under the direction of the Secretaries of the Interior and Agriculture to improve the coordination and effectiveness of wildland fire activities and provide a forum to discuss, recommend appropriate action, or resolve issues and problems of substantive nature.

Z. Product - An item that may be a Product or Commodity which includes service, technology, or software. The terms Products and Commodities can be used interchangeably throughout this RFP.

AA. Proposal – The formal response to an RFP.

BB. Reserve Rate – The ability for the Division to put personnel on reserve/standby without paying the regular work rate. Up to 120 hours (5 days).

CC. Resources – Personnel, equipment, teams, supplies, and facilities available or potentially available for assignment to incident operations and for which status is maintained. Resources are described by kind and type and may be used in operational support or supervisory capacities at an incident or at an EOC.

DD. Respondent – A vendor who submits a Proposal to this solicitation.

EE. Short Team – Provides personnel trained and qualified in the Type 1, 2, or 3

Command and General Staff ICS positions. For Type 1 and Type 2 teams, short-team configurations typically include 26 personnel.

FF. State – The State of Florida.

GG. State Holiday – An observed and paid State holiday.

HH. Type – A NIMS resource classification that refers to the capability of a specific kind of resource, numerically classified according to established metrics.

II. Vendor(s) - An entity that is capable and in the business of providing a

RFP-DEM-22-23-037 Page 7 of 80 commodity or service like those within the solicitation.

1.6 Special Accommodations

Any person requiring a special accommodation due to a disability should contact the Division’s Procurement Manager at (850) 815-4606. Requests for accommodation for meetings must be made at least five (5) working days prior to the meeting. A person who is hearing or speech impaired can contact the American with Disabilities Act (ADA) Coordinator by using the Florida Relay Service at (800) 955-8771 (TDD).

1.7 Contact Provision

As required by section 287.057(25), Florida Statutes, the Division highlights the following provision: Respondents to this solicitation or persons acting on their behalf may not contact, between the release of the solicitation and the end of the 72-hour period following the agency posting the notice of intended award, excluding Saturdays, Sundays, and state holidays, any employee or officer of the executive or legislative branch concerning any aspect of this solicitation, except in writing to the procurement officer or as provided in the solicitation documents. Violation of this provision may be grounds for rejecting a response.

1.8 Procurement Officer

The Procurement Officer listed below is the sole point of contact for this RFP:

Mina Barekat, CPM, CSM, FCCN, FCCM, Purchasing Specialist Florida Division of Emergency Management 2555 Shumard Oak Boulevard Tallahassee, FL 32399-2100 Phone: 850-815-4621 Email: Mina.Barekat@em.myflorida.com

All emails to the Procurement Officer should contain the solicitation name and number in the subject line of the email.

1.10 Order of Precedence for Solicitation

In the event conflict exists among the documents comprising the RFP, the conflict will be resolved in the following order of priority (highest to lowest):

1. Addenda, in reverse order of issuance

2. Scope of Work

3. Evaluation Criteria and Scoring and Methodology for Selection

4. Attachments to this RFP

1.11 Purchases from Other Entities

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Pursuant to their own governing laws, and subject to the agreement of the Contractor, other state agencies as defined in Rule 60A-1.001(2)(b) and (c), Florida Administrative Code, and Eligible Users as defined per Rule 60A-1.001(2), Florida Administrative Code, may be permitted to make purchases at the terms and conditions contained herein upon written approval from the Division (Executive Director or designee) prior to contracting and are also required to follow the provisions of section 287.042(16), Florida Statutes.

SECTION 2. SOLICITIATION PROCESS

2.1 General Overview

The RFP is a method of competitively soliciting a commodity or contractual service under chapter 287, Florida Statutes. Vendors can submit formal questions in writing to the Procurement Officer by the deadline listed in the Timeline of Events. Proposals must be submitted by the deadline listed in the Timeline of Events. The Division will hold a public opening of the Proposals at the date, time, and location below. Respondents are not required to attend. Anyone who wants to attend may do so in person or via conference call. At the time of the meeting, the Division will open and read aloud the names of the Respondents that came in before the deadline listed below. Once the Division has reviewed and evaluated the Proposals, the Division will post its decision on the Vendor Information Portal.

2.2 Timeline of Events

The table below contains the Timeline of Events for this solicitation. Respondents shall become familiar with the Timeline of Events. The dates and times within the Timeline of Events may be subject to change. It is the Respondent’s responsibility to check for any changes. All changes to the Timeline of Events will be made through an addendum to the solicitation. Respondents are responsible for submitting all required documentation by the dates and times specified below (Tallahassee, Florida local time). The Division will not consider late submittals.

Timeline of Events - Action/Location Event Date Event Time

(Eastern Time)

RFP posted on the VIP. 6/13/2023

Deadline to submit questions to the

Procurement Officer.

6/20/2023 2:00 PM

Division’s anticipated posting of answers to

Respondents’ questions on the VIP.

6/29/2023

Deadline to submit Proposal and all required documents to the Procurement Officer.

7/7/2023 3:00 PM

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Timeline of Events - Action/Location Event Date Event Time

(Eastern Time)

Public Opening.

Procurement to open responses and read Respondents’ names aloud only.

Conference Call Info:

Dial in Number- 1 888 585 9008 Conference Room- 527-059-248 Location:

2555 Shumard Oak Blvd Tallahassee, FL 32399

7/7/2023 3:30 PM

Formal Evaluations Conducted.

7/11/2023 –

7/25/2023

3:00 PM

Evaluator Scores due to Procurement. 7/25/2023 3:00 PM

Anticipated to post Notice of Intent to Award on the VIP.

8/1/2023

Anticipated Contract Execution. 8/15/2023

2.3 Questions and Answers

Respondents will address all questions during the question and answer period regarding this solicitation in writing to the Procurement Officer via email. The deadline for submission of questions is reflected in the Timeline of Events section.

The Division requests that all questions have the solicitation number in the subject line of the email. Questions are requested to be submitted in the following format:

Question

Vendor Name RFP Section / Attachment

Page # Question

Questions will not constitute formal protest of the specifications of the solicitation.

Division answers to written inquiries will be issued via the Vendor Information Portal.

2.4 Addendum to the Solicitation

The Division reserves the right to modify this solicitation by issuing addenda. Addenda will be posted on the Vendor Information Portal (VIP). It is the responsibility of the

Respondent to regularly check for addenda to the RFP. The Respondent is solely responsible for determining whether addenda to the RFP have been issued and for reviewing impact of addenda on the RFP.

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2.5 Must, Shall, Will and Is Required

Although this solicitation uses terms such as “must”, “shall”, “will”, and “is required”, and may define certain items as requirements, the Division reserves the right, in its discretion, to waive any minor irregularity, technicality, or omission if the Division determines that it is in the best interest of the State to do so. However, failure to provide requested information may result in the rejection of a Proposal. There is no guarantee that the Division will waive an omission or deviation, or that any Vendor with a Proposal containing a deviation or omission will be considered for award of this procurement. The Division may reject any Proposal not submitted in the manner specified by this solicitation.

2.6 Contract Formation

The Contract will consist of Attachment A, Scope of Work; the Contract document and Forms; Special Conditions; and Attachment B, Price Sheet submitted by the awarded Respondent(s) and agreed upon by the Division, upon which the award was based. This solicitation and all terms are hereby incorporated by reference. No additional documents submitted by a Respondent will be incorporated in the Contract.

During the solicitation period, the Division may specifically identify and incorporate by reference any additional documents which are to be incorporated into the Contract.

The General Contract Conditions to Respondents (PUR 1000, 2006 version) are incorporated by reference and can be accessed at:

http://www.dms.myflorida.com/business_operations/state_purchasing/documents_for ms_references_resources/purchasing_forms.

The following section of the PUR 1000 (General Contract Conditions) is inapplicable:

• Section 24. Force Majeure, Notice of Delay, and No Damages for Delay.

Products and services will be authorized to begin when the awarded Contractor(s) receive a State of Florida Purchase Order, processed through MyFloridaMarketPlace (MFMP).

The Purchase Order will be subject to all terms of this solicitation, terms of the contract agreement, and the MFMP “Purchase Order Terms & Conditions.” In submitting a Proposal, the Respondent agrees to be legally bound by these terms and conditions which are incorporated by reference and can be accessed at:

https://www.dms.myflorida.com/business_operations/state_purchasing/myfloridamarket place/mfmp_agency_customers/purchase_order_terms_conditions.

2.7 Disclosure of Proposal Contents

All documentation produced as part of any RFP will become the exclusive property of the Division and will not be returned to the Respondent unless withdrawn prior to the RFP opening in accordance with the Modification or Withdrawal of Proposal section.

RFP-DEM-22-23-037 Page 11 of 80 http://www.dms.myflorida.com/business_operations/state_purchasing/documents_forms_references_resources/purchasing_forms http://www.dms.myflorida.com/business_operations/state_purchasing/documents_forms_references_resources/purchasing_forms https://www.dms.myflorida.com/business_operations/state_purchasing/myfloridamarketplace/mfmp_agency_customers/purchase_order_terms_conditions https://www.dms.myflorida.com/business_operations/state_purchasing/myfloridamarketplace/mfmp_agency_customers/purchase_order_terms_conditions

2.8 Modification or Withdrawal of Proposals

Respondents may modify the Proposal at any time prior to the RFP due date by sending the modified Proposal to the Procurement Officer. A Proposal may be withdrawn by notifying the Procurement Officer in writing before the RFP opening.

2.9 Diversity

The Division is dedicated to fostering the continued development and economic growth of minority, veteran, and women owned businesses. Participation of a diverse group of Respondents doing business with the State of Florida is central to the Division’s effort.

To this end, minority, veteran, and women owned businesses are encouraged to participate in the state’s competitive procurement process as both Contractors and subcontractors.

2.10 Proposal Disqualification

Each Respondent must meet the requirements and possess the experience and personnel resources to provide the products/services described in this RFP to be eligible for award. Proposals that do not meet all requirements, specifications, terms, and conditions of the solicitation or fail to provide all required information, documents, or materials may be rejected as non-responsive.

Any one or more of the following causes may be considered as sufficient for the disqualification of a vendor and the rejection of its Proposal or Proposals:

• More than one Proposal for the same contract from an individual, firm, or corporation under the same or different names.

• Evidence of collusion among vendors.

• Any suspension or debarment of the parent company, subsidiary, or individual involved with the vendor by federal or any state jurisdiction within the last five (5) years.

• If the unit prices are obviously unbalanced either in excess or below reasonable cost analysis values.

• If there are any unauthorized additions, interlineations, conditional or alternate bids, or irregularities of any kind which may tend to make the proposal incomplete, indefinite, or ambiguous as to its meaning.

The Division reserves the right to request additional information pertaining to the Respondent’s ability and qualifications to provide the products/services described in this RFP, as deemed necessary during the RFP or after contract award, if any. The Division reserves the right to determine which Proposals meet the requirements of this solicitation and which Respondents are responsive and responsible.

2.11 No Alternate Proposals

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Only one Proposal may be submitted by each Respondent. Respondents that wholly or partially own one or more subsidiaries or affiliates, each with its own Brand, may submit only one Proposal on behalf of one Brand regardless of the number of Brands, subsidiaries, or affiliates owned or controlled by the Respondent.

SECTION 3. GENERAL INSTRUCTIONS

3.1 Introduction

This section contains the General Instructions and Special Instructions to Respondents including mandatory requirements. PUR 1001, General Instructions to Respondents, are incorporated by reference and provided at:

http://www.dms.myflorida.com/content/download/2934/11780/1001.pdf.

The following sections of the PUR 1001 (General Instructions) are inapplicable:

• Section 3. Electronic Submission of Proposals: Proposals shall be submitted in accordance with the instructions in this solicitation.

• Section 4. Terms and Conditions: Section 1.10 will supersede

• Section 5. Questions: Questions shall be submitted in accordance with the Questions and Answers section of this solicitation.

3.2 MyFloridaMarketPlace (MFMP) Registration

Awarded vendor(s) must have completed this process prior to Contract execution. For additional information, please visit: https://vendor.myfloridamarketplace.com/.

3.3 Florida Substitute Form W-9 Process

Awarded vendor(s) must register and complete an electronic Florida Substitute Form W- 9 prior to contract execution. The Internal Revenue Service (IRS) receives and validates the information vendors provide on the Form W-9. For instructions on how to complete the Florida Substitute Form W-9, please visit: https://flvendor.myfloridacfo.com/.

3.4 How to Submit a Proposal

The instructions for this solicitation have been designed to help ensure that Proposals are reviewed and evaluated in a consistent manner, as well as to minimize costs and response time. Any and all information submitted in variance with these instructions is subject to not being reviewed or evaluated.

The Respondent is responsible for ensuring the Division receives its Proposal no later than the date and time provided in Section 2.2, Timeline of Events, of this RFP (or as revised by addenda). Proposals that are not timely submitted with all required information may be deemed non-responsive. All methods of delivery or transmittal to the Procurement Officer are exclusively the responsibility of Respondent and the risk of non-receipt or delayed receipt shall be borne exclusively by the Respondent.

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Each response package should be addressed to the Procurement Officer and display the following information: Responding Vendor Name; Solicitation Number; Solicitation Title;

and the Proposal Opening date as indicated in this section:

Attention: Mina Barekat Florida Division of Emergency Management Responding Vendor Name Solicitation Number: RFP-DEM-22-23-037 Title: Emergency Incident Management Team Personnel Proposal Opening: 07/7/2023

Contents of Proposals should be formatted as follows:

Proposal Submission

Vendors responses must include:

1. One (1) unredacted and bound paper copy of the Proposal: Volume 1, Technical Proposal and Volume 2, Administrative Qualifications, as outlined below. Utilize 8.5” x 11” paper. Proposals should be clearly labeled with volume tabs. All pages should be consecutively numbered.

2. One (1) separately sealed original Attachment B, Price Sheet for initial and renewal periods (if applicable).

• If mathematical error(s) in a Respondent’s Price Proposal calculations are identified by the Division, unit prices submitted by the Respondent will be used to determine the total price for that Respondent. Price(s) will be finalized based on a confirmed attempt to clarify by the Division to the vendor and, if applicable, corrected Price Proposal.

• The price provided shall include the cost of all things necessary to accomplish the services outlined in Attachment A, Scope of Work and the Vendor’s response hereto, including, but not limited to, the Vendor furnishing the proposed solution; miscellaneous expenses; and the application of all multiples (i.e. overhead, fringe benefits, etc.), travel, and incidental expenses. Failure by the Vendor to provide a price on Attachment B, Price Sheet shall result in the Proposal being deemed non-responsive and therefore, the Proposal shall be rejected. Footnotes, notations, and exceptions made to Attachment B Price Sheet may not be considered.

3. One (1) electronic file of the entire Proposal (containing separate folders for Volumes 1, 2, and 3) on a USB “thumb drive.” Electronic files should include a scanned redacted copy if applicable.

• All thumb drives should be labeled with the Respondent’s name and the Proposal number.

• Electronic files must be non-restricted, meaning they can be saved and shared for retention and evaluation purposes. If an electronic copy is restricted, and therefore unable to be saved, shared, or distributed to committee members, RFP-DEM-22-23-037 Page 14 of 80 the response shall be deemed non-responsive. All electronic documents are to be fully searchable to the fullest extent practicable.

• The Respondent is responsible for ensuring that all metadata contained in the electronic, redacted copy is removed from it.

Proposals that fail to submit all required information may be deemed non-responsive.

Proposals should be prepared simply and economically, providing a straightforward, concise delineation of the contractor’s capabilities to satisfy the requirements of this solicitation. The emphasis of each Proposal shall be on completeness and clarity of content.

Volume One Requirements

Volume One - Technical Proposal Submission Layout

Tab 1

Proposal Cover Letter A cover letter on the Respondent’s letterhead with the following information:

Company Name, physical address, primary point of contact, and Federal Employer Identification Number (FEID/N).

Tab 2

Company Background Include a brief narrative on the background of the company that outlines details of the firm’s size, date established, ownership, total number of employees, and total number of personnel engaged in activities relevant to this RFP.

Tab 3

Technical Evaluation Criteria Include a reply to meet each of the following Technical Evaluation criterion:

Relevant Experience and Resumes At a minimum, your company must have provided similar experience in the last five (5) years with deploying at least one Incident Management Team to a Type 1, 2, or 3 incident as defined by the NIMS Incident Complexity Guide.

Describe your company’s number of years’ experience providing similar services. Describe the types of services that are offered by your company.

Give three (3) specific and detailed examples within the last 5 years of your company deploying a Type 1, 2, or 3 Incident Management Team. Each example should be clearly numbered, limited to three (3) pages each, and should include a response for each item below:

o Name of event or incident, o Contracting entity, RFP-DEM-22-23-037 Page 15 of 80 o Total dollar amount invoiced, and total dollar amount of compensation received, o Location of deployment, o Nature of the incident, o Incident complexity (e.g., Type 1) o Length of deployment, o Number of staff provided, o Incident Management Team Typing (e.g., Type 1) o Mobilization timeframes, o Describe how your company handled record management, o Describe how your company handled credentialing, accountability, and timekeeping measures for personnel, o Describe if you were the prime contractor or sub-contractor.

You must provide a verifiable contact name, phone number, and email for each example.

For each example, provide one (1) completed Incident Action Plan (IAP) for a single operational period during the respective incident/event. IAP’s are not limited to the three (3) page restriction.

In addition, provide at least two resumes for each single resource on the pricing sheet as well as resumes that correspond to each position listed under the Type 1 Long IMT category on the pricing sheet.

Reliability and Response Time Demonstrate your company’s ability to offer quality and reliable services.

Describe your company’s business model. Describe your company’s management plan to include qualified staffing. Describe how your company would respond to different types of events (i.e., hurricane, flood, tornado...).

Detail what portions of the scope will be handled directly and what portions will need to be subcontracted.

Provide a total number of representatives currently employed by your company in the State of Florida.

Describe how your company plans to respond to no notice, short notice, and long-term events. Provide response times (in hours) from mobilization to site ready/operational for each type of the positions.

Customer Service Define your company’s customer service quality assurance model, including but not limited to: Customer service team structure, designated point of contact for emergency operations, processes for effectively resolving customer issues, and how your company handles the possible lack of requested staffing during a disaster event. Use specific examples of customer service issues and how they were handled.

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Timekeeping Capabilities Vendors must have an electronic system that tracks at a minimum, the following:

o Personnel check-in/check-out dates and times at the designated worksite location.

o Personnel credentials.

Explain your company's electronic timekeeping and timesheet validation processes. Include the name/type of software system utilized and discuss its capabilities.

Vendors must provide a printout/sample of your current timekeeping system.

Electronic Reporting Capabilities:

Vendors should have an electronic system for recording and reporting purposes which tracks, at a minimum, the following:

o Operational hours per day per site (ex. 0800 – 1700 Operations;

Bravo Site) o Number of personnel and licensure type per site o Total number of days each personnel member has been on site o Number of available personnel o Total number of daily hours worked by personnel on site o Total number of daily overtime hours worked by personnel on site o Operational issues

Vendors must provide a printout/sample of your current reporting system.

Volume Two Requirements

Volume Two - Administrative Qualification Documents Submission Layout

Tab 1

Complete and submit the required Forms, below:

1. Form 1 – Vendor Acknowledgement

2. Form 2 – Response Requirements

3. Form 3 – Subcontracting

4. Form 4 – Addenda Acknowledgement (if applicable)

Tab 2

Certifications and Other Required Documentation

In the event that the evaluation results in identical evaluations of Proposals, FDEM will select a Respondent based on the criteria identified in section 287.057(12), Florida Statutes. If the following documents do not apply to your

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3.5 Responsive Requirements

The Division will not evaluate Proposals that do not contain the documents required by the following section, which are the minimum mandatory, responsiveness requirements, and any such Proposals will be deemed non-responsive.

The Procurement Officer will review Proposals for Responsiveness Requirements as outlined below and on Form 5, Responsive Requirements – Procurement Review.

A. Complete and Submit Form 1 – Vendor Acknowledgement.

B. Complete and Submit Form 2 – Response Requirements.

C. Complete and Submit Form 3 – Sub-Contracting (if applicable).

D. Complete and Submit Form 4 – Addendum Acknowledgement (if applicable).

E. Complete and Submit Attachment B - Price Sheet (initial and renewal years).

F. Provide proof of ability to obtain a letter of credit or performance bond.

3.6 Subcontracting

Subcontracting is allowed. However, the Contractor shall be fully responsible for all work performed under the Contract. Any Contractor shall use only those subcontractors properly and specifically identified in Form 3, Subcontracting of the Proposal, except as permitted below.

A. Subcontracting after Contract Execution To subcontract any services not originally identified in the Proposal, a Contractor shall submit a written request to the Division’s Contract Manager identified in the Contract. The written request shall include, but is not limited to, the following:

1. The name, address, and other information identifying the subcontractor.

2. Type of services to be performed by the subcontractor.

3. Time of performance for the identified service.

4. How the Vendor plans to monitor the subcontractor’s performance of the identified services.

5. Certification that the subcontractor has all licenses and county authority, as applicable, and/or has satisfied all legal requirements to provide the services company, Respondent may leave blank. Otherwise, provide the following documentation, if applicable:

1. Certification of Minority Business

2. Certification of Wartime or Service-Disabled Veteran

Tab 3

Proof of Ability to Obtain a Letter of Credit or Performance Bond

Provide proof of ability to obtain a letter of Credit or Performance Bond per Section 3.7.

RFP-DEM-22-23-037 Page 18 of 80 to the Division. Also, the Vendor shall certify that the subcontractor is approved by the Florida Division of State to transact business in the State of Florida. If the subcontractor is an out-of-state company, it must have a Florida Certificate of Authority from the Department of State, Division of Corporations, to transact business in the State of Florida. For additional information, please visit the following website: www.sunbiz.org.

6. Acknowledgement from the subcontractor of the Vendor’s contractual obligation to the Division and that the subcontractor agrees to comply with all terms and conditions of the resulting Contract.

The Contractor acknowledges that it shall not be released of its contractual obligation to the Division because of any subcontract. The Contractor is solely responsible for ensuring the subcontractor maintains the insurance as required. The Division may treat the Contractor’s use of a subcontractor not contained herein and/or approved by the Division as a breach of this Contract.

3.7 Ability to Obtain a Letter of Credit or Performance Bond

Proof of ability to obtain a letter of credit or performance bond shall be written on letterhead of the company that documents the Respondent’s present ability to obtain a letter of credit or performance bond. The letter must refer specifically to this RFP and the State of Florida. Awarded Vendors may be required to provide one of the following prior to execution of a Contract:

• An irrevocable letter of credit in the amount of $500,000 from a financial institution licensed to do business in the State of Florida; or

• A performance bond for $500,000 from a surety company or bonding agent authorized to do business in the State of Florida

3.8 Respondent Confidential Information - Redacted Submissions

The following subsection supplements section 19 of the PUR 1001. If a Respondent considers any portion of the documents, data, or records submitted in its Proposal to this solicitation to be confidential, proprietary, trade secret, or otherwise not subject to disclosure pursuant to chapter 119, Florida Statutes, the Florida Constitution, or other authority, a Respondent must mark the document as “Confidential” and simultaneously provide the Division with a separate redacted copy of its Proposal and briefly describe in writing the grounds for claiming exemption from the public records law, including the specific statutory citation for such exemption. This redacted copy shall contain the Division’s solicitation name, number, and the Respondent’s name on the cover and shall be clearly titled “Redacted Copy.” The Redacted Copy should only redact those portions of material that the Respondent claims are confidential, proprietary, trade secret, or otherwise not subject to disclosure pursuant to chapter 119, Florida Statutes, the Florida Constitution, or other authority.

In the event of a request for public records pursuant to chapter 119, Florida Statutes, the Florida Constitution, or other authority, to which documents that are marked as

RFP-DEM-22-23-037 Page 19 of 80 http://www.sunbiz.org/ confidential are responsive, the Division will provide the Redacted Copy to the requestor.

If a requestor asserts a right to the Confidential Information, the Division will notify the Respondent that such an assertion has been made. It is the Respondent’s responsibility to assert that the information in question is exempt from disclosure under chapter 119, Florida Statutes, or other applicable law. If the Division becomes subject to a demand for discovery or disclosure of the Confidential Information of the Respondent in a legal proceeding, the Division shall give the Respondent prompt notice of the demand prior to releasing the information (unless otherwise prohibited by applicable law). The Respondent shall be responsible for defending its determination that the redacted portions of its Proposal are confidential, proprietary, trade secret, or otherwise not subject to disclosure.

By submitting a Proposal, the Respondent agrees to protect, defend, and indemnify the

Division for any and all claims arising from or relating to the Respondent’s determination that the redacted portions of its Proposal are confidential, proprietary, trade secret, or otherwise not subject to disclosure. If the Respondent fails to mark any exempt material as “Confidential” or fails to submit a Redacted Copy of the information it claims is confidential, the Division is authorized to produce, in its entirety, all documents, data, or records submitted to the Division in answer to a public records request for these records.

3.9 Cooperation with the Inspector General

Pursuant to section 20.055(5), Florida Statutes, the Contractor, and any subcontractors understand and will comply with their duty to cooperate with the inspector general in any investigation, audit, inspection, review, or hearing.

3.10 Florida Accountability Contract Tracking System (FACTS)

On March 1, 2012, the Department of Financial Services (DFS) implemented a centralized web-based contract reporting system to increase transparency and accountability in government contracting in Florida. The system, known as Florida Accountability Contract Tracking System or FACTS, displays grant and contract procurement information, expenditure data, audit information, and contract document images as required per section 215.985, Florida Statutes. The link to the DFS FACTS public website is: https://facts.fldfs.com. Any contract resulting from this solicitation will be included in the FACTS system.

3.11 Additional Information

By submitting a Proposal, the Respondent certifies that it agrees to and satisfies all criteria specified in this solicitation. The Division may request, and the Respondent shall provide, supporting information or documentation. Failure to supply supporting information or documentation as required and requested may result in the Proposal being deemed non-responsive.

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3.12 Registration with the Florida Department of State

If awarded a Contract, the Respondent shall provide a PDF file of their current and active registration with the Department of State prior to contract execution. NOTE: Pursuant to section 607.1501, Florida Statutes, out-of-state corporations where required must obtain a Florida Certificate of Authorization pursuant to section 607.1503, Florida Statutes, from the Florida Department of State’s Division of Corporations to transact business in the

State of Florida. Website: www.sunbiz.org.

SECTION 4. EVALUATION CRITERIA AND SCORING

Each Proposal determined to be in compliance with responsive requirements will be independently scored by the evaluators using the evaluation criteria and scoring outlined below per (see Form 6, Evaluation Workbook).

4.1 Technical Proposal Evaluation and Criteria – 800 Available Points

The Respondent will be awarded up to 800 points for its submitted Technical Proposal in accordance with the evaluation criteria outlined in 4.1, Technical Proposal Submission Instructions. Only the Technical Proposal document (Volume One) submitted by the Respondent will be provided to the Evaluators for evaluation. The Evaluators will not consider other documents provided.

Evaluation Criteria Scoring

(total possible points)

Relevant Experience and Resumes 300

Reliability and Response Time 250

Customer Service 100

Timekeeping Capabilities 100

Electronic Reporting Capabilities 50

Price Sheet 200

Total Possible Score 1000

Relevant Experience and Ability – Maximum points The Respondent shall be awarded up to 100 points for each for the 3 experience examples provided for a possible score of 300 points.

Evaluation Criteria Available Points

The Respondent’s example demonstrated exceptional experience and ability.

The Respondent’s example demonstrated good experience and expertise.

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The Respondent’s example demonstrated intermediate experience and expertise.

The Respondent’s example demonstrated poor experience and expertise.

The Respondent’s example failed to demonstrate and met the minimum experience and expertise.

Reliability and Response Time – Maximum 250 points

Evaluation Criteria Available Points

The Respondent exceptionally described their reliability and response times.

The Respondent adequately described their reliability and response times.

The Respondent poorly described their reliability and response times.

The Respondent failed to describe their reliability and response time.

Customer Service – Maximum 100 points

Evaluation Criteria Available Points

The Respondent exceptionally defined their customer service model.

The Respondent adequately defined their customer service model.

The Respondent poorly defined their customer service model. 25

The Respondent failed to define their customer service model. 0

Timekeeping Capabilities - Maximum 100 points

Evaluation Criteria Available Points

The Respondent exceptionally described their timekeeping capabilities.

The Respondent adequately described their timekeeping capabilities.

The Respondent poorly described their timekeeping capabilities. 25

The Respondent failed to describe their timekeeping capabilities. 0

Electronic Reporting Capabilities - Maximum 50 points

Evaluation Criteria Available Points

The Respondent exceptionally described their timekeeping capabilities.

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The Respondent adequately described their timekeeping capabilities.

The Respondent poorly described their timekeeping capabilities. 12

The Respondent failed to describe their timekeeping capabilities. 0

4.2 Price Sheet Scoring (Attachment B) – 200 Available Point

A total of 200 points are available for the Price Sheet Evaluation.

Respondents shall download Attachment B, Price Sheet, and complete pricing for all

Position Titles.

Vendors must provide an hourly, overtime, and reserve rate for all Job Titles and NIMS Types. Any vendor who fails to provide an hourly, overtime, or reserve rate in any of the highlighted cells on the price sheet shall be considered non-responsive. The prices submitted by the bidder shall be firm.

The Respondent with the lowest combined grand total will receive the maximum points as outlined in the table below. Optional Renewal Pricing will not be calculated for price points. Other Respondents shall receive points based on the following formula:

(X ÷ N) x 200 = Z

Where:

X = Lowest Grand Total N = Respondent’s Grand Total Z = Points Awarded

SECTION 5. BASIS OF AWARD

5.1 Scoring Calculation

The Division intends to award Contracts to the most responsive and responsible Respondent’s whose Proposals are determined to be the best value to the state. An award of a Contract does not guarantee usage. Usage of all Contracts will be determined by the Director or his designee.

The Procurement Officer will determine whether a Respondent is responsive and responsible. Technical responses will be scored by independent evaluators with the evaluation criteria set forth in Section 4 of this RFP.