Major Incident Standby Services for Collier County

As requested by the Collier County Emergency Management Division (hereinafter, the “Division or Department”), the Collier County Board of County Commissioners Procurement Services Division (hereinafter, “County”) has issued this Request for Proposals (hereinafter, “RFP”) with the intent of obtaining proposals from interested and qualified Proposers in accordance with the terms, conditions and specifications stated herein, in the Solicitation and/or attachments. The Proposers, at a minimum, must achieve the requirements of the Specifications, Scope of Services or Scope of Work stated herein. All references to “Proposer” are also referred to as “Consultant,” “Firm,” “Offeror,” “Contractor,” and “Vendor. The Collier County Emergency Management Division is seeking to award a pool of Proposers to provide a wide range of disaster or major emergency supplies, equipment, and personnel. The awarded contract may also be activated under other critical circumstances that do not involve a formal disaster declaration or local state of emergency, at the discretion of the County Manager or the Emergency Management Director. Examples include, but are not limited to, severe thunderstorms causing localized flooding, acts of mass violence, pandemics, or supply chain disruptions. This solicitation covers manpower support, supplies, equipment, and other disaster-related resources. The County reserves the right to seek multiple Proposers based on the Proposer’s availability, pricing, response times, and experience. Proposers may specialize in specific areas—for example, some may focus on skilled disaster manpower support, while others may excel in providing supplies, equipment, or base camp operations. A Proposer might not have expertise in all areas, such as supporting general or medical shelters or managing logistics. Therefore, the County aims to assign the most responsive, experienced, and cost-effective Proposers to roles that best match their strengths, whether in manpower or in the case of providing supplies, equipment, and base camp services as a specialty. The County reserves the right to choose or discount any Proposer that does not have enough submissions to warrant the overhead costs of the contractual efforts. The County strongly prefers to have direct, on-site points of contact, skilled in local Emergency Operations Center (EOC) operations, during disaster or emergency operations to facilitate coordination of readiness activities, tasking, deployment, daily operational and financial reporting, and demobilization efforts. Proposers who subcontract manpower, equipment, supplies, or other resources under this solicitation will be fully responsible for the turnkey performance and quality of their subproposer's work. Unless otherwise directed by the County, all reports—including financial documentation, activity logs, and equipment and personnel rosters—must be submitted daily following the National Incident Management System (NIMS), at a frequency required by the County that may include daily reports. Proposer(s) must be staffed on-site or remotely to provide the cost and event reporting necessary for accurate documentation to aid in the validation of payment for services and the County’s effort to seek reimbursement under FEMA, State, or Federal Guidelines of eligibility at the time of the event. Documentation may include but not be limited to: Cataloged and legible supplier receipts, date and time-stamped photographs, legible event logs, sign-in and sign-out sheets, validation of staging, set-up, operations, and demobilization efforts. Once awarded, the results of this solicitation may be used by other County Departments following the Board of County Commissioners' Procurement Ordinance. Local municipalities, Constitutional Officers, and independent taxing districts may request to use the resources covered under this solicitation by coordinating with the County’s Emergency Operations Center (EOC). The County Manager or their designee will determine whether to authorize the use of the awarded contract for a specific event or EOC mission. If approved, the requesting entity must reimburse the County directly. In most cases, the County will fund these efforts using disaster relief or reimbursement from various sources. FEMA funding/reimbursement may be used, in part, to support this procurement. Historically, County departments have spent approximately $1.2 million; however, this may not be indicative of future buying patterns.