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DIXIE COUNTY
BOARD OF COUNTY COMMISSIONERS
EMERGENCY MANAGEMENT
REQUEST FOR QUOTE
NATURAL DISASTER
FUNCTIONAL EXERCISE
RFQ-DixieContact for Questions:
17600 SE 19 Hwy
Cross City, FL 32628
(352) 498-1240
1.
RFQ Description
Dixie County Emergency Management, on behalf of the Dixie County Board of
County Commissioners, is requesting quotes for a Functional Natural Disaster
Exercise. The Exercise will be funded by Dixie County with a federal grant it
received and must be compliant with all requirements of the Homeland Security
Exercise and Evaluation Program (HSEEP).
The Exercise shall be designed and planned by the selected contractor in
conjunction with the Dixie County Planning Team and shall include all relevant
County agencies, including Sheriff, EMS, Fire, Emergency Management, DOH, and
others. It shall be held at a location and on a date mutually agreed upon by
contractor and the County’s Planning Team. It shall be designed to allow for the
evaluation of the preparedness and response training of the various agencies to a
Natural Disaster incident.
2.
Contractor Instructions
Submission of Quote
Quote submissions must be forwarded via email in pdf format by 4:30 p.m. on April
6th 2015, to the contact below:
scott.garner@dixieemergency.com
Contractor responses shall include the cost for providing all services described
herein. Any and all details that are provided relating to the contractor’s plans or
designs for the Functional Natural Disaster Exercise proposed will be considered by
the RFQ reviewers. Dixie County shall bear no liability or obligation relating to any
email submissions that are not timely received, no matter the cause.
Transmittal Letter
The transmittal letter must contain the identity of the person authorized to commit
the Contractor to a contract, the identity of the individual who can be contacted
regarding proposal content, the identity of any proposed sub-contractors, and the
time validity of the offer. An officer of the contractor must sign the letter.
Company Information and Experience
All responses must include ownership information about the contractor, their
physical and mailing address, and the identity and contact information for the
primary contact person for this RFQ. Responses shall also include a thorough
description of the contractor’s pertinent experience relating to the content of this
RFQ, which must include at least three references for prior Natural Disaster
exercises. The identity and resumes of the persons that will fill the various Exercise
roles shall also be included in the response to the RFQ.
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3.
Statement of Work and Deliverables
The goal of the planned drill is to evaluate the County’s capability to respond to a
“Natural Disaster”. The scope will include an active discussion and analysis
facilitated by the contractor of the preparedness and response of the various county
agencies involved in the exercise, which will include the Sheriff, EMS, Emergency
Management, DOH, and others. This drill will allow the County to identify gaps, as
well as needed enhancement’s, which will help prepare the various agencies for
such a potential assault or a similar actual emergency. The contractor that may be
awarded a contract pursuant to this RFQ shall provide the following to Dixie County:
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4.
Assistance to the County and its Planning Team in developing exercise
objectives based on appropriate target capabilities and scenario(s). The
contractor shall help design the exercise to meet Dixie County’s needs and
the particular situation.
The design of a HSEEP compliant drill, based upon scenarios identified in
conjunction with County officials;
Development of a Situation Manual and other documents to meet HSEEP
requirements;
Holding three HSEEP compliant planning conferences to prepare for the
drill—initial, mid-term and final.
Conduct a one day drill (of not less than 4 hours) based upon the agreedupon scenario involving all relevant County agencies. Supply sufficient
personnel (no less than six) to serve effectively in the roles of Exercise
Director, Controllers, and Evaluators. The drill shall include a short
educational session at the beginning and a “hotwash” at the end of the
exercise to obtain immediate participant feedback on lessons learned.
Prepare and deliver an After Action Report/Improvement Plan (AAR/IP).
The AAR/IPs will be completed and submitted to the County’s Project
Manager within 30 days of the completion of the drill.
Additional Information
Cost of Quote
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Dixie County shall not be responsible or liable for any costs incurred by the
Contractor in the preparation and submission of their quote.
Rejection of Quote
Dixie County reserves the right to reject any or all quotes which are deemed to be
non-responsive, late in submission or unsatisfactory in any way. The County shall
have no obligation to award a contract as a result of this RFQ.
Sub-Contractor Disclosure
The Contractor may propose the entire solution. If the quote by your company
requires the use of sub-contractors, or embedded third party products or services
you must clearly state this in your quote. The County will not refuse a quote based
upon the use of sub-contractors or embedded third party products; however, the
County retains the right to refuse the sub-contractors you have selected.
Contractor Selection
The County reserves the right to make an award based solely on the information
provided, to conduct discussion, or to request quote revisions if deemed necessary.
Quotes should contain your best terms. Your company shall remain solely
responsible for the performance of all work, including work that you sub-contract.
Contractor Demonstrations
The Contractor may be invited to give a demonstration of the capabilities of the
proposed solution. If presented, your demonstration, along with questions and
answers, will be a critical component of the overall Contractor evaluation.
General
A. These documents constitute the complete set of specific requirements and bid
forms.
B. It is the sole responsibility of the bidder to ensure that the bid packet reaches
the Purchasing Office on or before the closing date and time. Dixie County shall
in no way be responsible for delays caused by any reason.
C. All bids must be typewritten and must be signed in ink by an officer or employee
having authority to bind the company or firm.
D. Bidders shall not be allowed to modify their bids after the opening time and
date. Bid files may be examined during normal working hours, after bid opening,
by appointment only.
Qualification of Bidders - Bids will be considered only from firms engaged in
providing/performing services specified herein. Bidder must have adequate
organization, facilities, equipment and personnel to ensure prompt and efficient
service, or they must be able to show that they have the ways and means to fulfill
the obligations of service or other services related to the product/service. The
Board will determine whether the evidence of ability to perform is satisfactory and
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reserves the right to reject bids where evidence submitted, or investigated and
evaluated indicates inability of the bidder to perform.
Award of Bid - The Board reserves the right to award any and all bids to the “Lowest
Responsible and Responsive Bidder”. The Board also reserves the right to award
the contract to more than one bidder, as determined to be in the best interest of the
County.
Responsible bidder: The word “responsible” generally includes attributes of
trustworthiness, quality, and fitness and capacity of the bidder to satisfactorily
perform the proposed work and/or supply the required materials.
Responsive bidder: The word “responsive” means the bidder has met the minimum
requirements and specifications of the bid solicitation.
Drug-free Workplace Programs
Whenever two or more bids which are equal with respect to price, quality, and
service are received by Dixie County for the procurement of commodities or
contractual services, preference shall be given to business with Drug-Free
Workplace programs
5.
Questions
Any questions regarding the project should be directed to.
Scott Garner, Division Chief
352-498-1240*231
Scott.garner@dixieemergency.com
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