Consulting Services - Emergency Management Exercise Development/Evaluation

Collier County, Florida is soliciting consulting services through a Quick Quote procurement to design, conduct, and evaluate a two-session, full-scale hurricane response exercise at the County's Emergency Operations Center. The contractor will evaluate the existing Audio/Visual (A/V) and related technology systems supporting operations within the EOC and adjoining Emergency Services Center areas, with the primary objective of identifying technology gaps, redundancies, and process inefficiencies affecting situational awareness, operational coordination, and information flow between County departments and partner agencies. The procurement requires four key deliverables: an Exercise Design Package compliant with Homeland Security Exercise and Evaluation Program (HSEEP) methodology; Exercise Facilitation of two half-day sessions with county and partner agency personnel; Participant Feedback Tools including immediate post-exercise hotwash discussions and survey administration; and a comprehensive After-Action Report with technology gap analysis and prioritized improvement recommendations to be delivered within 45 days of the final session. Qualified vendors must demonstrate experience designing and facilitating emergency management exercises using HSEEP or equivalent principles, possess technical understanding of A/V and information systems integration within emergency coordination environments, and be familiar with FEMA Community Lifelines applications. The procurement is structured as a one-time purchase with no renewal options, and award will be made to the responsive vendor with the lowest lump-sum quote. Questions regarding the Quick Quote must be submitted by March 16, 2026, at 3:00 p.m., with all quotation responses due no later than March 20, 2026, at 3:00 p.m. through the Collier County Procurement Services Division Online Bidding System.

This procurement is funded through Federal/State Grant Programs, specifically the Emergency Management Performance Grant Program (EMPG) and Emergency Management Preparedness and Assistance Grant (EMPA) administered by FEMA and the Florida Department of Emergency Management, requiring compliance with extensive federal and state regulations including the Build America, Buy America Act provisions, suspension and debarment certification, and E-Verify compliance. There are no identified set-aside designations or restrictions limiting the types of organizations that may respond, though vendors must maintain appropriate business tax receipts, professional licenses, certificates of authority to conduct business in Florida, and E-Verify enrollment prior to award. The selected contractor must utilize the EOC's existing A/V infrastructure and integrate with current county systems and processes, requiring coordination with multiple County departments and partner agencies during exercise design and execution. Required insurance coverages include Workers' Compensation at statutory limits per Florida Statutes Chapter 440, Employer's Liability at $500,000 single limit per occurrence, Commercial General Liability at $1,000,000 single limit per occurrence with $2,000,000 aggregate, and Professional Liability at $1,000,000 per claim and in the aggregate, with Collier County named as additional insured. The Independent Cost Estimate establishes a total project budget of $97,318.74, comprising $61,318.74 in labor and direct costs plus $36,000.00 in other direct costs for travel, printing, materials, and exercise support expenses, with the actual award amount contingent upon the selected vendor's proposed methodology and staffing approach.