Disaster Aid Services

The Commonwealth of Kentucky Finance and Administration Cabinet, on behalf of the Department of Military Affairs/Kentucky Division of Emergency Management (KYEM), is seeking multiple master agreements to provide pre-trained emergency management personnel to support disaster preparedness, response, recovery, and mitigation operations across Elliott County and throughout Kentucky. The procurement encompasses 16 identified position categories including SEOC operations, incident management, logistics support, volunteer coordination, public assistance, individual assistance, hazard mitigation, public information, information technology, and debris management services. Personnel must be deployable within 48 hours of notification and capable of scaling within 24 hours to work at the Kentucky State Emergency Operations Center, FEMA Joint Field Offices, regional centers, or impacted areas throughout the state. All assigned personnel must complete mandatory FEMA training requirements (IS-100.c, IS-200.c, IS-700.b, IS-800.b, and specialized courses), pass employment drug screening and criminal background checks, and provide driver's license verification prior to deployment with annual recertification required. Pricing shall be submitted on an hourly basis as either single rates for in-office and telecommuting work or position-specific rates, with all rates being inclusive of travel, lodging, subsistence, and other costs with no additional reimbursements available. Vendor questions were accepted in two rounds with deadlines of September 22 and October 10, 2025, and Commonwealth responses issued by October 3 and October 14, 2025. Proposals are due November 7, 2025, at 3:30 PM ET, submitted electronically through the eProcurement system. Technical proposals will be evaluated on a 1,000-2,000 point scale covering company experience (pass/fail), FEMA experience (200 points), grant programs knowledge (250 points), disaster recovery coordination (200 points), project coordination (250 points), federal program experience (250 points), disaster declaration experience (200 points), staffing qualifications (150 points), capacity and expertise (150 points), training capabilities (150 points), and disaster recovery plan sample (200 points), with cost proposals evaluated on a maximum of 800 points, and potentially up to 200 additional points for oral presentations if required. Proposals scoring below 50 percent of maximum technical points will not proceed to cost evaluation. The initial contract term runs from award through May 31, 2027, with three optional two-year renewal periods available upon mutual agreement.

No set-asides or restrictions on contractor type are identified in this procurement; all qualified vendors are eligible to submit proposals regardless of disadvantaged enterprise status. The Commonwealth explicitly stated it does not intend to award new contracts to existing vendors, though four existing master agreements will run concurrently with any new awards, meaning current contractors are not required to resubmit. All contractors must maintain Commercial General Liability Insurance of $1,000,000 per occurrence and $2,000,000 aggregate with the Commonwealth listed as additional insured on a primary and non-contributory basis, and must comply with all Kentucky employment, tax, workers' compensation, and non-discrimination statutes. The Commonwealth is tax-exempt and will not reimburse federal excise tax, Kentucky sales or use tax, or proposal development costs; all contract services are subject to firm fixed pricing for the first twelve months, after which price increases may be requested if justified by industry-wide changes and submitted at least 30 days in advance. No specific budget or award value is stated in the procurement documents; awards will be determined through the competitive evaluation process with the Commonwealth reserving the right to negotiate with the top-ranked vendor, request Best and Final Offers, reject any or all proposals, and extend the contract for periods less than standard renewal terms.