RFP AVIA 27-08 Family Assistance Portfolio

Charlotte Douglas International Airport (CLT), a department of the City of Charlotte, North Carolina, is requesting proposals for comprehensive Family Assistance Portfolio services under RFP AVIA 27-08, with proposals due November 6, 2026 at 10:00 a.m. EST through the e-bidding portal. The Charlotte Business Inclusion (CBI) program goal is zero percent; however, CBI Program requirements remain applicable if subcontracting opportunities arise during performance.

The scope encompasses review and validation of CLT's existing Family Assistance Support Plan (FASP), design and delivery of progressive training and exercise programs, and on-call emergency family assistance operational support. Deliverables include a FASP gap analysis with updated plan, a modular workshop series addressing family assistance operations and communications, two tabletop exercises (one per contract year), a full-scale exercise incorporating realistic operational scenarios, and comprehensive HSEEP-format documentation including exercise plans, situation manuals, and after-action reports. Proposers must furnish qualified controllers and evaluators, manage volunteer coordination, and demonstrate experience in aviation emergency management, family assistance planning, and HSEEP-aligned training programs.

The contract term is two years with one optional one-year renewal, with an estimated service start date of January 1, 2027. The contract is non-federally funded. Pricing must be submitted as a two-year lump sum with itemized breakdowns by major service areas (program management, FASP review and update, training and exercise program, controllers and evaluators, and documentation) plus separate pricing for the one-year renewal option. On-call emergency services pricing must use at least two pricing structures selected from retainer models, time-and-materials hourly rates, or pre-priced incident activation packages. All pricing must be all-inclusive and firm for the contract term. Proposers must provide three client references and Commercial General Liability insurance of at least $1 million. Proposers must comply with security requirements for access to secured airport areas. Questions are due October 20, 2026. Proposer interviews may be conducted at CLT's discretion.