RFP-DEM-23-24-016.pdf

State of Florida Division of Emergency Management

Solicitation Type: Request for Proposal (RFP) Title: All-Hazards Incident Management Team Functional Exercise Solicitation No.: RFP-DEM-23-24-016

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 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

1.9 Order of Precedence for Solicitation

1.10 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 General Contract Conditions and Contract Formation

2.7 MyFloridaMarketPlace (MFMP) Registration

2.8 Florida Substitute Form W-9 Process

2.9 Disclosure of Proposal Contents

2.10 Modification or Withdrawal of Proposals

2.11 Diversity

2.12 Proposal Disqualification

2.13 No Alternate Proposals

SECTION 3. GENERAL INSTRUCTIONS

3.1 Introduction

3.2 How to Submit a Proposal

3.3 Contents of a Reply

3.4 Responsive Requirements

3.5 Subcontracting

3.6 Respondent Confidential Information - Redacted Submissions

3.7 Cooperation with the Inspector General

3.8 Florida Accountability Contract Tracking System (FACTS)

3.9 Additional Information

3.10 Registration with the Florida Department of State

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SECTION 4. EVALUATION CRITERIA AND SCORING

4.1 Technical Proposal Evaluation and Criteria

4.2 Price Proposal, Attachment B

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

RFP-DEM-23-24-016 Page 3 of 45

SECTION 1. INTRODUCTION

1.1 Solicitation Objective

The Florida Division of Emergency Management (“Division” or “FDEM”) is issuing a Request for Proposal (RFP) to procure a qualified vendor to augment the Credentialing Unit with the design, development, conduct, evaluation, and improvement planning of the 2024 All-Hazards Incident Management Team (AHIMT) Program Exercise. The maximum total budget for this exercise shall not exceed $130,000.

1.2 Background Information

The State of Florida’s AHIMT Program is a partnership of professionals trained and qualified in incident management. The team provides an organizational structure and component management staff to support large-scale emergency responses throughout the State of Florida when needed. Participants include personnel from fire rescue, law enforcement, human services, emergency management, Department of Health, among others.

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

The Division anticipates that the period of performance will begin upon issuance of a State of Florida Purchase Order (PO) through MyFloridaMarketPlace (MFMP).

The exercise will be held at the Florida State Fire College located in Ocala, Florida, from July 22 – 26, 2024.

1.5 Definitions

Definitions contained in section 287.012, Florida Statutes, Rule 60A-1.001, Florida Administrative Code, the Scope of Work, FDEM PO Terms and Conditions, Form PUR 1000 (as it may be updated), 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. 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.

B. All-Hazards Incident Management Team (AHIMT) – A comprehensive resource (team) to provide incident management capabilities or support during incidents or events that are highly complex, time extensive, or exceed a jurisdiction or agency’s capability or capacity.

C. Code O1 – Task may be performed during a planned event or Homeland Security Exercise and Evaluation Program (HSEEP) compliant full-

RFP-DEM-23-24-016 Page 4 of 45 scale/functional exercise that (1) involves equipment deployment; (2) is managed under the Incident Command System (ICS); (3) lasts multiple operational periods; (4) utilizes the Planning “P” process; (5) includes and IAP/EAP; and (6) is a Type 3 complexity or greater. Examples of exercises include oil spills, search and rescue operations, natural disasters, hazardous material response, and fires.

D. 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.”

E. Contract – A binding agreement resulting from this competitive procurement, if any, between the Division and the Vendor. The term Contract and Purchase Order may be used interchangeably throughout the RFP.

F. Customer – The Division of Emergency Management.

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

H. Functional Exercise – a fully simulated interactive exercise that tests the capability of an organization to respond to a simulated event. It is similar to a full-scale exercise but does not include equipment. It simulates an incident in the most realistic manner possible short of moving resources to an actual site.

Functional Exercises are typically focused on exercising plans, policies, procedures, and staff members involved in management, direction, command, and control functions.

I. Homeland Security Exercise and Evaluation Program (HSEEP) – A set of fundamental principles for exercise programs, as well as a common approach to program management, design and development, conduct, evaluation, and improvement planning.

J. 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.

K. 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.

L. 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.

M. MyFloridaMarketPlace – MyFloridaMarketPlace (MFMP) is the State of Florida’s eProcurement system.

N. Position Specific Task Book (PTB) – A task checklist for a trainee’s on-the-job or experiential training that provides an observable, measurable, and

RFP-DEM-23-24-016 Page 5 of 45 standardized means to evaluate and document trainee proficiency. For the purposes of this document, “PTB” references Position Task Books developed by Florida unless otherwise noted.

O. Proposal – The formal response to an RFP.

P. Purchase Order – A binding Contract document Q. 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.

R. Respondent – A Vendor who submits a Proposal to this solicitation.

S. State – The State of Florida.

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

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

V. Type 2 AHIMT – Team consisting of all ICS positions and technical specialists

(minimum 15 personnel, typically 26-44 personnel). Capable of managing up to 500 incident personnel.

W. Vendor(s) – An entity that is capable and in the business of providing commodities or services like those within the solicitation. The term Vendor, Contractor, and Respondent may be used interchangeably throughout the

RFP.

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

Mina Barekat, Purchasing Specialist Florida Division of Emergency Management

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2555 Shumard Oak Boulevard Tallahassee, FL 32399-2100 Phone: 850-815-4621 Email: Mina.Barekat@em.myflorida.com

1.9 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 and Forms to this RFP

1.10 Purchases from Other Entities

Pursuant to their own governing laws, and subject to the agreement of the Vendor, 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. Anyone who wants to attend may do so in person or via conference call. Once the Division has reviewed and evaluated the Proposals, the Division will post its decision on the MyFloridaMarketPlace Vendor Information Portal (VIP).

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.

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Timeline of Events - Action/Location Event Time

(Eastern Time) Event Date

RFP posted on the VIP. 5:00 PM 3/4/2024

Deadline to submit questions to the

Procurement Officer.

2:00 PM 3/11/2024

Division’s anticipated posting of answers to Respondent’s questions on the VIP.

5:00 PM 3/15/2024

Deadline to submit Reply and all required documents to the Procurement

Officer.

5:00 PM 3/26/2024

Public Opening.

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

To dial in via conference call:

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

To attend in person:

2555 Shumard Oak Blvd Tallahassee, FL 32399

9:00 AM 3/27/2024

Formal Evaluations Conducted. NA 3/29/2024 –

4/3/2024

Evaluator Scores due to Procurement. 5:00 PM 4/3/2024

Anticipated Post Notice of Intent to

Award on the VIP.

5:00 PM 4/11/2024

2.3 Questions and Answers

Respondents will submit all questions during the Question and Answer period 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. The Questions and Answers Addendum will become part of the solicitation.

Questions are requested to be submitted in the following format:

RFP Section / Attachment Name and Page Number

Question

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

Division answers to written inquiries will be issued via the VIP.

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2.4 Addendum to the Solicitation

The Division reserves the right to modify this solicitation by issuing addenda.

Addenda will be posted on the 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.

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 General Contract Conditions and Contract Formation

In accordance with Rule 60A-1.002(7), Florida Administrative Code, Form PUR 1000, General Contract Conditions is included herein by reference, but is superseded in its entirety by Attachment D, Federal Funding Terms and Conditions, and Attachment C, FDEM PO Terms and Conditions. The PUR 1000 can be found at:

http://www.dms.myflorida.com/business_operations/state_purchasing/document s_forms_references_resources/purchasing_forms.

The following sections of the PUR 1000 are inapplicable:

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

The Contract document will consist of the Attachment A, Scope of Work, the Contract document and Forms, Special Conditions, and the Attachment B, Price Proposal submitted by the awarded Respondent 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.

When the awarded Vendor receives a State of Florida PO, processed through MFMP, services will be authorized to begin. The PO will be subject to all terms of this solicitation 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:

RFP-DEM-23-24-016 Page 9 of 45 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/myflorida marketplace/mfmp_agency_customers/purchase_order_terms_conditions.

2.7 MyFloridaMarketPlace (MFMP) Registration

Awarded vendor(s) must have completed this process prior to Contract execution.

For additional information, please visit: https://vendor.myfloridamarketplace.com/.

During a disaster event or emergency, the required MFMP transaction fee(s) as specified in Section 14 of the PUR 1000, will be exempt by the Division pursuant to Rule 60A-1.031 Florida Administrative Code.

2.8 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/.

2.9 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.

2.10 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.

2.11 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 Vendors and subcontractors.

2.12 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:

RFP-DEM-23-24-016 Page 10 of 45 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 https://vendor.myfloridamarketplace.com/ https://flvendor.myfloridacfo.com/

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

b) Evidence of collusion among vendors.

c) 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.

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

e) 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.

2.13 No Alternate Proposals

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 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

RFP-DEM-23-24-016 Page 11 of 45 http://www.dms.myflorida.com/content/download/2934/11780/1001.pdf http://www.dms.myflorida.com/content/download/2934/11780/1001.pdf 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 the 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.

Each response package should be sealed and addressed to the Procurement

Officer and display the following information:

Responding Vendor Name Solicitation Number Solicitation Title

Attention: Mina Barekat

Florida Division of Emergency Management Responding Vendor Name Solicitation Number: RFP-DEM-23-24-016

Title: AHIMT Functional Exercise

3.3 Contents of a Reply

Proposals should be formatted as follows:

a) One (1) unredacted and bound paper copy of the Proposal that contains the two (2) Volumes as outlined below. Volumes must be clearly labeled and tabbed. Utilize 8.5” x 11” paper.

Volume One, Administrative Qualifications:

Tab 1, Required Forms, Tab 2, Certifications, Volume Two, Technical Evaluation Criteria:

Tab 1, Proposal Cover Letter, Tab 2, Company Background, Tab 3, Company Experience and Past Performance, Tab 4, Qualifications of Exercise Staff (Organization chart, resumes, and certifications of staff dedicated to this project), Tab 5, Operational Plan

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b) One (1) unredacted and bound paper copy of the Price Proposal as outlined below:

Volume Three, Price Proposal:

Tab 1, Attachment B, Price Proposal.

c) One (1) electronic file of the entire Proposal to include Volume One, Volume Two, Volume Three and a scanned redacted copy, if applicable (See 3.6), on a USB “thumb drive.” The electronic file should be labeled with the Respondent’s name.

The electronic file 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, the response shall be deemed non-responsive. All electronic documents must be fully searchable.

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

If mathematical error(s) in a Respondent’s Price Proposal calculations are identified by the Division, unit prices submitted by the Respondent may 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.

Vendors pricing shall be all inclusive including: airfare, meals, lodging, rental vehicles, fuel, parking, tolls, meeting materials, exercise materials, and other directly related costs.

Failure by the Vendor to provide pricing as described shall result in the Proposal being deemed non-responsive and therefore, the Proposal shall be rejected.

Footnotes, notations, additions, and exceptions made in reference to or on the Attachment B, Price Proposal will not be considered.

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 Respondent’s capabilities to satisfy the requirements of this solicitation. The emphasis of each Proposal shall be on completeness and clarity of content.

Additional details of Volume requirements are outlined below in sections 3.3.1, 3.3.2., and 3.3.3.

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3.3.1. Volume One Requirements

Vendors should utilize the individual section tabs in their proposal as outlined below:

3.3.2. Volume Two Requirements

Volume Two - Technical Proposal 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 the name of the person with delegated signature authority for this RFP.

Tab 2 Company Background Include a brief narrative on the background of the company. Outline the details of the firm’s size, date established and ownership.

Tab 3

Company Experience and Past Performance Describe your company’s number of years of experience providing similar services. Describe your company’s commitment to fulfil the scope of work requirements.

Volume One - Administrative Qualification Documents Layout

Tab 1

Complete and submit the required Forms, below:

1. Form 1 – Vendor Acknowledgement

2. Form 2 – Vendor Certification of Mandatory Responsive Requirements

3. Form 3 – Addenda Acknowledgement (if applicable)

4. Form 4 – PUR 1355, Foreign Countries of Concern Attestation

*Do not utilize your own forms or alter these forms in any way.

Tab 2

Certifications If the following documents do not apply to your company, the Respondent may leave this tab blank. Otherwise, provide the following documentation, if applicable:

1. Certification of Women and Minority Business.

2. Certification of Wartime or Service-Disabled Veteran.

3. Evidence of MyFloridaMarketPlace registration.

https://vendor.myfloridamarketplace.com/

4. Evidence of completion of an electronic Substitute Form W-9.

https://flvendor.myfloridacfo.com/

5. Evidence of a current and active registration with the Department of

State or a Florida Certificate of Authorization pursuant to section 607.1503, Florida Statutes.

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The Proposer shall provide information on two (2) separate and verifiable contracts in which the vendor provided and managed services similar as outlined in the scope of work to include entity name, contact information, contract amount or total spend, specific dates and any other relevant information.

The Proposer shall provide the following components: After Action Reports, Master Sequence of Events List and meeting agenda or minutes.

Samples should clearly demonstrate the vendors ability to meet the Scope of Work for this project.

Tab 4

Qualifications of Exercise Staff (see SOW for requirements)

Organization chart:

Submit an organization chart displaying the staff dedicated to this project.

The organization chart must include names, position/job title, contact information, and a description of each member’s role and responsibly to fulfill the project scope of work.

Resumes:

Provide an individual bio and/or resumes of each staff listed in the organization chart.

Certifications:

The Project Manager and the Exercise Director shall be Master Exercise Practitioner Program (MEPP) certified. Include a copy of their certification with their resume.

Personnel included in your organization chart must remain dedicated through the life of the project. Changes in staff must be approved by the Contract Manager.

Tab 5

Operational Plan

The Proposer shall include a narrative description that establishes their plan for how each deliverable will be completed within the proposed timeline and demonstrates an approach to identify and manage unforeseen events that may negatively impact this exercise from being completed on time, within scope, and within budget.

Proposers are also encouraged to provide any other pertinent information that will assist the Division in evaluating the proposed operational plan.

Failure of the Vendor to provide any information required in the Technical Proposal portion of their Response may result in a score of zero for that element of the evaluation.

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3.3.3. Volume Three Requirements

3.4 Responsive Requirements

The Procurement Officer will review Proposals to determine if they are Responsive and Responsible utilizing the requirements outlined below.

a) Was the proposal received by the date and time in the Timeline of Events?

b) Did the vendor sign and submit all required forms?

c) Did the vendor submit an electronic file that contains all Volumes with signed forms and a fully completed Price Proposal?

d) Did the vendor submit Operational plan?

3.5 Subcontracting

Subcontracting is allowable for this solicitation. However, the Vendor shall be fully responsible for all work performed under the Contract. Awarded Vendors shall only use those subcontractors properly and specifically identified in Respondent’s Proposal.

3.6 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 confidential are responsive, the Division will provide the Redacted Copy

Volume Three – Price Proposal

Tab 1

Attachment B

• Respondents shall download Attachment B, Price Proposal in Excel format, and include pricing for all cells. Failure to provide pricing in each cell shall deem the vendors’ Price Proposal non-responsive

RFP-DEM-23-24-016 Page 16 of 45 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.

3.7 Cooperation with the Inspector General

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

3.8 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 Statute. The link to the DFS FACTS public website is: https://facts.fldfs.com.

3.9 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.

3.10 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:

RFP-DEM-23-24-016 Page 17 of 45 https://facts.fldfs.com/

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 meet all responsive requirements will be independently scored by the evaluators using the evaluation criteria and scoring outlined below (see Form 5, Evaluation Workbook).

4.1 Technical Proposal Evaluation and Criteria

A total of 85 points are available for the Technical Evaluation (Volume Two, Technical Proposal) as outlined below.

Technical Proposal Evaluation Criteria Available Points

1. Company Experience and Past Performance 30

2. Qualifications of Exercise Staff (Organization chart, resumes, and certifications)

3. Operational Plan 30

Total Possible Score for Technical Proposal 85

Assessment Assessment Description

Poor/limited

• Lack of understanding of the services needed; or

• Lack of experience in performing contracts of similar size/scope; or

• Fails to demonstrate capability/capacity.

Adequate

• General understanding of the project; or

• Provides acceptable capability/capacity.

Exceptional

• Demonstrates superior understanding of the project; or

• Provides excellent and innovative capability.

A. Company Experience/Past Performance – Maximum 30 points

0 - No demonstrated experience providing similar services. No examples provided, is missing any component required in Volume 2, Tab 3, or provided no response.

10 - Provided two (2) examples that do not meet the size, scope, or complexity required. Examples lack grammatical clarity and components are unclear, RFP-DEM-23-24-016 Page 18 of 45 http://www.sunbiz.org/ inadequate, or disorganized.

20 – Provided two (2) examples that adequately demonstrated experience providing similar services. Grammar is adequate, and examples provided are similar in size, scope, and complexity. Components are clear, adequate, and organized.

30 – Provided two (2) examples that exceptionally demonstrated experience providing services of similar size, scope, and complexity. Grammar is exceptional and the components are comprehensive, thorough, and well organized.

B. Qualifications of Exercise Staff (Organization chart, resumes, and certifications) – Maximum 25 points

0 – Proposers response is missing either an organization chart, resumes, required certifications, and/or exercise staff do not meet the minimum requirements.

15 – Proposers response provided an Exercise Director and Project Manager with MEPP certifications. A completed organization chart with accompanied resumes is provided, and resumes provided demonstrate experience with projects of similar size, scope, and complexity.

25 – Proposers response provided an Exercise Director and Project Manager with MEPP certifications and a completed organization chart with accompanied resumes, and every member’s resume demonstrates exceptional experience with the size, scope, and complexity of the project.

C. Operational Plan – Maximum 30 points

0 – Did not include a narrative description that demonstrates the Proposers understanding of the project and method for completing the scope of work, including a proposed timeline for all exercise activities.

10 –Provided a deliverable timeline that is not achievable or realistic. Strategies proposed to identify and mitigate project risks are vague, limited, or unrealistic.

The narrative description and supplemental information provided are poorly written and/or illustrate a lack of understanding of the project.

20 – Provided a deliverable timeline that is achievable and realistic. Strategies used to identify and mitigate project risks are generalized, adequate, and realistic.

The narrative description and supplemental information provided are well-written and illustrate a clear understanding of the project.

30 – Provided a deliverable timeline that is achievable and realistic. Strategies used to identify and mitigate project risks are detailed, comprehensive, and realistic. The narrative description and supplemental information provided are exceptionally well-written and clearly illustrates a deep understanding of the

RFP-DEM-23-24-016 Page 19 of 45 project.

4.2 Price Proposal, Attachment B

A total of 15 points for the Price Proposal Evaluation.

The Respondent with the lowest combined grand total will receive the maximum points as outlined in the table below. Other Respondents shall receive points based on the following formula:

(X ÷ N) x 15 = 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. The Procurement Officer will average the Technical Proposal scores to determine each Respondent’s Final Technical Score. Only the Procurement Officer will review and score Respondent’s Price Proposal.

The Division will combine the Respondent’s Final Technical Score and Respondent’s Grand Total calculated points for price to determine the Respondent’s Final Evaluation Score.

Award will be made to the highest average scored Respondents for combined technical and pricing.

The Division has the right to award multiple contracts, for all or part of the work contemplated by this solicitation. The Division reserves the right to accept or reject all offers, and to waive any minor irregularity, technicality, or omission if the Division determines that doing so will serve the best interest of the State. An irregularity is not material and therefore, minor, when it does not give the Respondent a substantial advantage over other Respondents and thereby restrict or stifle competition. Furthermore, the Division has the right to use products or

RFP-DEM-23-24-016 Page 20 of 45 services from any awarded vendor, for any line item, simultaneously and at the Division’s discretion.

5.2 Preference to Florida Businesses

Applicable to bids for goods only: Pursuant to the requirements of paragraph 287.084(1)(a), F.S., if the lowest responsible and responsive bid is by a vendor whose principal place of business is in a state or political subdivision thereof which grants a preference for the purchase of such personal property to a person whose principal place of business is in such state, the Division will award a preference to the lowest responsible and responsive bidder having a principal place of business within Florida, which preference is equal to the preference granted by the state or political subdivision thereof in which the lowest responsible and responsive bidder has its principal place of business.

If the lowest bid is submitted by a bidder whose principal place of business is located outside the state, and that state does not grant a preference in competitive solicitation to vendors having a principal place of business in that state, the preference to the lowest responsible and responsive bidder having a principal place of business in this state will be five percent.

A vendor whose principal place of business is outside this state must accompany any written bid documents with a written opinion of an attorney at law licensed to practice law in that foreign state as to the preferences, if any or none, granted by the law of that state to its own business entities whose principal places of business are in that foreign state in the letting of any or all public contracts.

5.3 Agency Decision

The Division will post a Notice of Intent to Award on the VIP website:

https://vendor.myfloridamarketplace.com/.

SECTION 6. ATTACHMENTS AND FORMS

6.1 Attachments

Attachment A – Scope of Work Attachment B – Price Proposal Attachment C – FDEM PO Terms and Conditions Attachment D – Federal Funding Terms and Conditions

6.2 Forms

Required forms to be returned with Proposal:

Form 1 – Vendor Acknowledgement

Form 2 – Vendor Certification of Mandatory Responsive Requirements Form 3 – Addendum Acknowledgement Form 4 – PUR 1355, Foreign Countries of Concern Attestation Form 5 – Evaluation Workbooks (for Evaluation Committee use only)

RFP-DEM-23-24-016 Page 21 of 45

Attachment A Scope of Work

Introduction

The State of Florida, Division of Emergency Management (FDEM) is seeking a qualified vendor to augment the Credentialing Unit with the design, development, conduct, evaluation, and improvement planning for the 2024 All-Hazards Incident Management

Team (AHIMT) Program Exercise scheduled to take place at the Florida State Fire

College.

This exercise will evaluate the ability for select members of Florida’s five (5) Regional

Type-3 AHIMTs to form a single Type-2 All-Hazards Incident Management Team. Exercise dates are tentatively scheduled for July 22-26, 2024, at the Florida State Fire College in

Ocala, FL.

Contract Manager

Charles Walrath

AHIMT Planner

Email: Charles.Walrath@em.myflorida.com

Phone: (850) 591-6271

Objectives

This exercise should simulate a real-life scenario in which up to 50 AHIMT members from varying regions across Florida will be required to coordinate and respond to a simulated disaster as a single, cohesive unit. The primary objective for this exercise is to test the ability of the Regional AHIMTs to integrate into one Type-2 AHIMT, as well as provide an opportunity for members to further expand their professional resume by utilizing this exercise a qualifying experience towards the completion of Florida AHIMT Position

Specific Task books (PTBs) through the Florida Division of Emergency Management.

Goals

Exercise goals will be established by the Florida Division of Emergency Management’s

Credentialing Unit to ensure Homeland Security Exercise and Evaluation Program

(HSEEP) criteria are satisfied. This includes the facilitation of an After-Action Meeting and the development of a final After-Action Report/Improvement Plan (AAR/IP).

FDEM Responsibilities

1. Advertise exercise availability to the regional AHIMTs.

2. Selecting exercise participants.

3. Provide lunch and refreshments for exercise participants.

4. Coordinate venue location.

Vendor Tasks

The awarded vendor will complete the following tasks:

RFP-DEM-23-24-016 Page 22 of 45 mailto:Charles.Walrath@em.myflorida.com

1. Develop, design, and conduct one (1) Functional Exercise to include participants from the five (5) Florida regional AHIMTs. The Functional Exercise should address statewide and regional consequence management actions, include the interface with state and local entities, and address the actual transition of incident command.

2. Conduct a Hotwash at the conclusion of the exercise.

3. Conduct an After-Action Review/Improvement Plan (AAR/IP) Conference no later than August 23rd , 2024. This debriefing session should focus on identifying improvements in policies, procedures, and actions. Additionally, the vendor will facilitate discussion on all event-related activity to improve team capabilities based on lessons learned from the exercise.

4. Develop Homeland Security and Exercise Evaluation (HSEEP) compliant documentation, including:

• Exercise Plan (ExPlan)

• Controller and Evaluator Handbook (C/E Book)

• Master Scenario Events List (MSEL)

• Exercise Evaluation Guide (EEGs)

• Participant Feedback Forms

• Sign-in Sheets

• Agenda(s)

Schedule of Deliverables

Within 15 days of the conclusion of each task, the vendor shall provide FDEM with an invoice and a detailed program performance report which documents the satisfactory completion of the task as outlined in the Scope of Work. Upon receipt and acceptance by FDEM, the Vendor shall be paid in accordance with agreed upon budget.

1) Prior to the Functional Exercise:

a) Develop, design, and conduct an Initial Planning Meeting (IPM) which focuses on the exercise concept, structure, objectives, scope, scenario, tentative dates, and staffing assignments. This meeting may be conducted in-person or virtually.

Deliverables required for this meeting include:

i) Sign-in sheet

ii) Meeting minutes

iii) Agenda

iv) Presentation materials (e.g., PowerPoint, handouts, etc.)

b) Develop, design, and conduct a Master Scenario Events List (MSEL) Meeting which focuses on the development of the MSEL and provides an opportunity for stakeholders to provide input on the structure of the exercise, as well as an overall status update before the Midterm Planning Meeting (MPM). This meeting

RFP-DEM-23-24-016 Page 23 of 45 may be conducted in-person or virtually. Deliverables required for this meeting include:

i) Sign-in sheet

ii) Meeting minutes

iii) Agenda

iv) Presentation materials (e.g., PowerPoint, handouts, etc.)

v) Draft Master Exercise Scenario Events List

c) Develop, design, and conduct a Midterm Planning Meeting (MPM) which will be an in-progress review of all major issues/key events and planning documents, including the administrative and logistical support areas. This meeting may be conducted in-person or virtually. Deliverables required for this meeting include:

i) Sign-in sheet

ii) Meeting minutes

iii) Agenda

iv) Presentation materials (e.g., PowerPoint, handouts, etc.)

v) Draft Master Exercise Scenario Events List

vi) Draft Exercise Plan Draft (EXPLAN)

d) Develop, design, and conduct a Final Planning Meeting (FPM) to review all exercise planning details before the actual exercise. The final Functional

Exercise Plan (EXPLAN), along with the MSEL, will be approved at this time. The

Controller/Evaluator (CE) Handbook and the Exercise Evaluation Guides (EEGs) will be developed and reviewed at this meeting as well. This meeting may be conducted in-person or virtually. Deliverables required for this meeting include:

i) Sign-in sheet

ii) Meeting minutes

iii) Agenda

i…