Community Risk Assessment and Standards of Cover

COSUMNES COMMUNITY SERVICES DISTRICT
REQUEST FOR PROPOSALS (RFP)
FOR
Community Risk Assessment and
Standards of Cover
(FD-27-013)
Release Date: Tuesday, September 8, 2026
Proposal Deadline: Tuesday, October 6, 2026, by 05:00 p.m.
Proposals must be received by the deadline at the email address below.
Lizy Silva, Sr Management Analyst
Email: LizySilva@cosumnescsd.gov
Phone: 916-405-7133
Cosumnes Community Services District
10573 East Stockton Blvd.
Elk Grove, CA 95624
PLEASE READ: Ukraine/Russia-Related Sanctions Compliance. Consultant/Contractor is aware of the
requirements of California Executive Order N-6-22 ("Ukraine/Russia-Related Sanctions), which obligates
consultants/contractors to comply with existing economic sanctions imposed by the U.S. government in response to
Russia's actions in Ukraine, as well as any sanctions imposed under state law. The Services may be subject to
compliance monitoring by the District. It shall be the consultants/contractors sole responsibility to comply with all
applicable economic sanctions.

Cosumnes Community Services District
FD-27-013 Community Risk Assessment and Standards of Cover RFP
SECTION 1 - PURPOSE
The Cosumnes Community Services District (District) Fire Department (Department) is
accepting proposals for qualified vendors to research, write, and develop a Community Risk
Assessment and Standards of Cover analysis consistent with the guidelines set forth by the
Center of Public Safety Excellence (CPSE) and in accordance with the specifications, terms,
and conditions outlined in this Request for Proposal (RFP). The analysis should build upon the
most recent assessment (completed in 2023). It should evaluate changes in community risk,
demographics, development patterns, and emergency service demands to ensure continued
alignment of fire and emergency medical services with community needs. The analysis should
formulate recommendations that identify service level gaps and guide decisions on resource
deployment, staffing, station locations, and apparatus. The process should support data-driven
planning, enhance operational effectiveness, improve community safety, and maintain alignment
with industry best practices and accreditation standards.
SECTION 2 - DISTRICT PROFILE
The District is located in California's Central Valley in the southern portion of Sacramento
County, four miles south of the Sacramento City limits. The District is the largest community
services district in California, encompassing 157 square miles and serving an estimated
population of 221,000.
The District is a regional agency that provides fire protection services to the cities of Elk Grove
and Galt, as well as to unincorporated areas in southern Sacramento County. Additionally, the
District provides parks and recreation services exclusively to the Elk Grove community.
The District is dedicated to enhancing the quality of life of the residents, businesses, visitors,
and employees within the diverse community by protecting lives, property, and the environment
through superior fire suppression, emergency medical services, fire prevention, and special
operations response; and by providing parks and recreation services through well-maintained
parks and recreational opportunities for health, wellness, and social interactions.
SECTION 3 - SCOPE OF WORK
Exhibit A contains the complete Scope of Work, including specific tasks, deliverables, and
expectations, and should be reviewed carefully by all proposers.
SECTION 4 - RFP OVERVIEW
RFP Timeline
The District will endeavor to administer the proposal process in accordance with the terms and
dates outlined below; however, the District reserves the right to modify the terms, activities,
timeline, or any other aspect of the process at any time, as it deems necessary.
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Cosumnes Community Services District
FD-27-013 Community Risk Assessment and Standards of Cover RFP
EVENT DATE/TIME
RFP Issued September 8, 2026
Deadline for Questions September 18, 2026, at 5:00 p.m.
District Provides Responses to Questions September 25, 2026
Deadline for Proposal Submission October 6, 2026, at 5:00 p.m.
Evaluation / Reference Checks / Interviews* / Selection October - November 2026
Estimated Contract Start Date November 20, 2026
* It is recommended for the Proposer to reserve dates to ensure availability (See Exhibit B - Interview Schedule)
RFP Coordinator
All communications concerning this RFP must be submitted via email to the RFP Coordinator
identified below. The RFP Coordinator will be the sole point of contact for this RFP.
Lizy Silva, Sr Management Analyst
LizySilva@cosumnescsd.gov
Phone: 916-405-7133
RFP Amendment and Cancellation
The District reserves the unilateral right to amend this RFP in writing at any time. The District
also reserves the right to cancel or reissue the RFP in its sole discretion. If an amendment is
issued, the District shall provide notice of the amendment to all Proposers. In addition, the District
shall post the amendment on its website at https://www.cosumnescsd.gov. Proposers shall
respond to the final written RFP and any exhibits, attachments, and amendments thereto.
RFP Questions - Directions for Submission
Specific questions concerning the RFP should be submitted via e-mail to the RFP Coordinator
before the "Deadline for Questions." Proposer questions should clearly identify the relevant
section of the RFP and the page number(s) related to the question. The questions submitted,
and the District's responses, shall be posted on the District's website at
https://www.cosumnescsd.gov.
Any submission to the District by email will receive a reply that the Questions have been received
(during regular business hours). If you do not receive a reply, please contact the RFP
Coordinator prior to the Deadline for Questions date.
Proposal Submittal
Proposals must be submitted no later than the date and time specified in the RFP Timeline.
Proposals received after this time and date will not be considered. Proposers must submit an
electronic copy (a single .pdf file containing all submitted material) to the RFP Coordinator.
Any submission to the District by email will receive a reply that the Proposal has been received
(during regular business hours). If you do not receive a reply, please contact the RFP
Coordinator prior to the Deadline for Proposal Submission date.
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Cosumnes Community Services District
FD-27-013 Community Risk Assessment and Standards of Cover RFP
SECTION 5 - PROPOSAL SUBMISSION REQUIREMENTS
The following guidelines are provided for standardizing the preparation and submission of
proposals. The intent is to assist respondents in preparing their submissions and to assist the
District by simplifying the review process and providing standards for comparing submissions.
Proposals submitted in response to this RFP shall include a complete response to the
requirements in this section in the order presented. The District discourages lengthy and costly
proposals. Proposals should be a straightforward delineation of the respondent's capability to
satisfy the intent and requirements of this RFP and should not contain redundancies and
conflicting statements.
Proposal Format and Content
Proposals should be prepared on standard 8 1/2" x 11" paper. All proposal pages should be
numbered. Failure to follow this specified format, label responses correctly, or address all
subsections may, at the District's sole discretion, result in rejection of the proposal.
Proposals must contain the following information in the order listed:
1. Introductory letter
The introductory letter should be addressed to:
Lizy Silva, Sr. Management Analyst
Cosumnes CSD
10573 East Stockton Blvd.
Elk Grove, CA 95624
The letter shall include the following:
a. Proposer's legal name and corporate structure.
b. Proposer's primary contact information, including name, address, phone, website,
and email.
c. Identification of use of subcontractors and scope of work to be performed by
subcontractors.
d. Identification of any pending litigation against the Proposer.
e. Disclosure of any bankruptcy or insolvency proceedings in the last ten (10) years.
f. Statement indicating the proposal will remain valid for at least 120 days.
g. Signature of a company officer authorized to bind the Proposer to the provisions
of this RFP and any resulting contract.
2. Executive Summary
Provide a concise synopsis of the Proposer's qualifications and proposed approach to
delivering the services described in Exhibit A - Scope of Work. The summary shall
explain the Proposer's understanding of the District's objectives, key elements of the
proposed approach, and qualifications or capabilities that distinguish the Proposer from
other vendors. The Executive Summary shall not exceed two (2) pages.
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Cosumnes Community Services District
FD-27-013 Community Risk Assessment and Standards of Cover RFP
3. Qualifications and Experience
Provide a summary of the Proposer's qualifications and experience related to the services
described in Exhibit A - Scope of Work.
Include the following information:
a. Description of the Proposer's qualifications and experience with the Commission
on Fire Accreditation International (CFAI) 11th Edition Self-Assessment Model,
applicable National Fire Protection Association (NFPA) standards and guidelines,
Insurance Services Office (ISO), International Association of Fire Fighters (IAFF),
International Association of Fire Chiefs (IAFC), and other applicable fire service
standards and best practices.
b. Description of similar Community Risk Assessment, Standards of Cover, and/or
related fire service planning work performed for fire departments within the last five
(5) years. Include any agencies accredited through CFAI.
c. Identification of applicable licenses, certifications, accreditations, and technical
qualifications of the firm and key personnel.
d. Number of years providing services of a similar nature.
e. Recent sample(s) of Community Risk Assessments, Standards of Cover, or
comparable deliverables completed by the Proposer. Samples may be provided
as separate attachments or electronic links.
4. Methodologies and Data Requirements
Provide a brief description of the Proposer's preferred approach for completing the Risk
Assessment.
Include the following information:
a. Risk Assessment Methodology: Describe the Proposer's preferred risk
assessment methodology, including the primary risk factors, analytical methods,
risk categorization/classification approach, and how the methodology will inform
recommendations and deployment/service delivery analysis. Identify any
established models, frameworks, or industry standards incorporated into the
methodology.
b. Data Requirements: Provide a list of the primary data required from the
Department and other anticipated data sources to complete the analysis. Identify
the data elements, preferred format, and any data collection or validation
requirements. Identify any data the Proposer expects to obtain independently and
any anticipated data limitations or assumptions that could affect the analysis.
c. Data Analysis and Validation: Briefly describe how the Proposer will evaluate data
quality, address gaps or inconsistencies, and validate findings with District staff
and/or other stakeholders.
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Cosumnes Community Services District
FD-27-013 Community Risk Assessment and Standards of Cover RFP
5. References
The Proposer must provide at least three (3) references for which they have conducted
similar services within the last five (5) years. References may be contacted as part of the
selection process.
For each reference, provide the following information:
a. Agency or company name.
b. Contact person and title.
c. Phone number and email address.
d. Brief description of services provided.
6. Work Plan
Provide a clear, concise work plan demonstrating the Proposer's ability to provide the
services described in Exhibit A - Scope of Work. The work plan should describe how
the proposed methodologies will be applied, the major tasks and activities, the
deliverables, the project schedule, the key milestones, and the roles of the Proposer and
District. The plan should be simple, easy to read and follow, and demonstrate how the
Proposer will satisfy the objectives and specifications of the RFP.
7. Fee
Provide a detailed fee proposal for the services described in Exhibit A - Scope of Work.
The fee proposal should clearly identify the total project cost and itemize all costs
associated with the services, including applicable professional fees, travel and related
expenses, anticipated meetings or presentations, report production, and any optional or
additional services not included in the base scope.
8. Interview Schedule
To expedite the scheduling of interviews, include a completed copy of Exhibit B
- Interview Schedule in the proposal. Indicate your preferred times in rank order, with 1
being the most favored. If the District decides to conduct interviews and the Proposer is
selected for a follow-up interview, the Proposer will receive an email from the RFP
Coordinator with the scheduled date and time.
9. Commitment to Diversity, Equity, and Inclusion
The District is committed to ensuring that diversity, inclusiveness, and equity are integral
parts of day-to-day management, work, and service delivery. The District's Board
approved the District's equity statement, and it is within District Policy "Commitment to
Diversity, Equity, and Inclusion. Proposers should review the statement available at
https://www.cosumnescsd.gov/DEI. Proposers shall ensure their commitment to and
detail their culture of diversity, equity and inclusion that guide their principles within their
culture and operations. Within this section, the Proposer shall state and provide a detailed
narrative about any diversity, inclusiveness and equity Programs they offer within their
organization.
10. Professional Services Agreement & Insurance Requirements
Attached to the RFP (Exhibit D) is a copy of the District's standard Professional Services
Agreement ("Contract"), which includes Insurance Requirements. The District's standard
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Cosumnes Community Services District
FD-27-013 Community Risk Assessment and Standards of Cover RFP
Contract may be modified, in the District's sole discretion, to address the specific
provisions of this RFP, and Consultants should note that this RFP, including any
specifications or other requirements specific to this RFP, shall be included in the Contract
and the Contract's exhibits following an award of the Contract.
Please review the Contract carefully and note in your proposal any exceptions or
alterations to the Contract or Insurance. Alterations or changes to the Contract or
Insurance that are not in the Proposer's response will not be allowed after
the selection of the Proposer. This includes alterations, exceptions, or changes to the
insurance and indemnity provisions. By requiring these requests up front, the District can
compare all respondents on an equal basis. However, the District reserves the right, in
its sole discretion, to accept or reject any and all proposed changes to
the District's standard Contract.
11. Supportive Information
This section may include graphs, charts, photos, resumes, and any other relevant
information in support of the Proposer's qualifications.
SECTION 6 - PROPOSAL EVALUATION
The Contract Award will be made to the Contractor who, in the best judgment of the District, will
perform the work consistent with the RFP and who demonstrates the competence level and
professional qualifications necessary to perform the required services satisfactorily.
Proposals will be evaluated on various criteria, including but not limited to:
* Relevant qualifications, certifications, and experience performing similar CRA/SOC and
fire service planning services.
* Quality and appropriateness of proposed methodology, data requirements, and approach
to risk assessment and analysis.
* Demonstrated understanding of District requirements and feasibility of the proposed work
plan, schedule, deliverables, and project management approach.
* Reasonableness, competitiveness, and transparency of the proposed cost and overall
value.
* Completeness, clarity, organization, and responsiveness of the proposal to the RFP
requirements, including any proposed exceptions.
Finalists may be invited to participate in an interview. The District reserves the right to conduct
interviews, request clarification or additional information, or make a selection based solely on
the submitted proposals. The District is not obligated to interview all Proposers or request
additional information before making an award.
Selection
Following evaluation and selection, the selected Consultant shall provide all required documents
necessary for contract execution, including, but not limited to:
* Completed IRS Form W-9
* Required insurance documentation
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Cosumnes Community Services District
FD-27-013 Community Risk Assessment and Standards of Cover RFP
* Applicable licenses, certifications, and accreditations
The selected Consultant will be required to enter into the District's Professional Services
Agreement and comply with all insurance requirements identified in the Agreement.
Proposed pricing shall remain valid in accordance with the proposal submitted, and any pricing
adjustments identified therein shall be subject to District review and approval.
SECTION 7 - GENERAL TERMS AND CONDITIONS
Collusion
By submitting a response to the RFP, each Proposer represents and warrants that its response
is genuine and not made in the interest of or on behalf of any person not named therein; that the
Proposer has not directly induced or solicited any other person to submit a sham response or
encouraged any other person to refrain from submitting a response; and that the Proposer has
not in any manner colluded to secure any improper advantage over any other person submitting
a response.
Gratuities
No person will offer, give, or agree to give any District employee or its representatives any
gratuity, discount or offer of employment in connection with the award of contract by the District.
No District employee or representative will solicit, demand, accept, or agree to accept from any
other person a gratuity, discount, or offer of employment in connection with a District contract.
Required Review and Waiver of Objections by Proposers
Proposers should carefully review this RFP and all attachments and submit comments,
questions, defects, objections, or any other matter requiring clarification or correction
(collectively called "comments") in writing to the District no later than the deadline established in
this RFP. This will allow issuance of any necessary amendments and help prevent the opening
of defective proposals upon which contract award could not be made.
Protests based on any alleged defect with the RFP will be considered waived and invalid unless
the Proposer brings the alleged defect to the attention of the District, in writing, by the deadline
as established in this RFP.
Nondiscrimination
No person will be excluded from participation in, be denied benefits of, be discriminated against
in the admission or access to, or be discriminated against in treatment or employment in the
District's contracted programs or activities on the grounds of disability, age, race, color, religion,
sex, national origin, or any other classification protected by federal or California State
Constitutional or statutory law; nor will they be excluded from participation in, be denied benefits
of, or be otherwise subjected to discrimination in the performance of contracts with the District
or in the employment practices of the District's consultants. Accordingly, all Proposers entering
into contracts with the District will, upon request, be required to show proof of such
nondiscrimination and to post in conspicuous places, available to all employees and applicants,
notices of nondiscrimination.
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Cosumnes Community Services District
FD-27-013 Community Risk Assessment and Standards of Cover RFP
Proposal Preparation Costs
The District will not pay any costs associated with the preparation, submittal, or presentation of
any proposal made in response to this RFP.
Proposal Withdrawal
To withdraw a proposal, the Proposer must submit a written notice of intent to withdraw, signed
by an authorized representative, to the RFP Coordinator. After withdrawing a previously
submitted proposal, the Proposer may submit another proposal at any time up to the deadline
for submitting proposals.
Proposal Errors
Proposers are liable for all errors or omissions contained in their proposals. Proposers will not
be allowed to alter proposal documents after the deadline for submitting a proposal.
Incorrect Proposal Information
If the District determines that a Proposer has provided, for consideration in the evaluation
process or contract negotiations, incorrect information which the Proposer knew or should have
known was materially incorrect, that proposal will be determined non-responsive and will be
rejected.
Assignment and Subcontracting
The Consultant may not subcontract, transfer, or assign any portion of the contract without prior,
written approval from the District. Each subcontractor must be approved in writing by the District.
The substitution of one subcontractor for another may be made only at the discretion of the
District and with prior, written approval from the District.
Notwithstanding the use of approved subcontractors, the Proposer, if awarded a contract under
this RFP, will be the prime consultant and will be responsible for all work performed and will be
responsible for all costs to subcontractors for services provided by the Proposer. The Proposer
is prohibited from performing any work associated with this RFP or using contractors for any
service associated with this RFP offshore (outside the United States).
Right to Refuse Personnel
The District reserves the right to refuse, at its sole discretion; any subcontractors or any
personnel provided by the Proposer or approved subcontractors. The District reserves the right
to interview and approve all Proposer staff members in District's sole discretion. Proposer's staff
may be subject to the District's background and drug testing processes at any time.
Proposal of Additional Services
If Proposer offers services in addition to those required by and described in this RFP, those
additional services may be added to the contract before contract signing at the sole discretion
of the District.
Licensure
Before a contract pursuant to this RFP is signed, the Proposer must hold all necessary business
and professional licenses. The District may require any or all Proposers to submit evidence of
proper licensure.
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Cosumnes Community Services District
FD-27-013 Community Risk Assessment and Standards of Cover RFP
Conflict of Interest and Proposal Restrictions
By submitting a response to the RFP, the Proposer certifies that no amount will be paid directly
or indirectly to an employee or official of the District as wages, compensation, or gifts in
exchange for acting as an officer, agent, employee, subcontractor, or consultant of the Proposer
in connection with the procurement under this RFP.
Notwithstanding this restriction, nothing in this RFP will be construed to prohibit another
governmental entity from making a proposal, being considered for award, or being awarded a
contract under this RFP.
Any individual, company, or other entity involved in assisting the District in the development,
formulation, or drafting of this RFP or its scope of services will be considered to have been given
information that would afford an unfair advantage over other Proposers, and said individual,
company, or other entity may not submit a proposal in response to this RFP.
Contract Negotiations
After a review of the proposals and completion of the demonstration and proof of concept, the
District intends to enter into contract negotiations with the selected Proposer(s). These
negotiations could include all aspects of services and fees.
Execution of Contract
If the selected Proposer(s) does not execute a contract with the District within fifteen (15)
business days after notification of selection, the District may give notice to that Proposer of the
District's intent to select from the remaining Proposers or to call for new proposals, whichever
the District deems appropriate.
Right of Rejection
The District reserves the right, in its sole discretion, to reject any and all proposals or to cancel
this RFP in its entirety at any time.
Any proposal received which does not meet the requirements of this RFP may be considered to
be nonresponsive, and the proposal may be rejected. Proposers must comply with all of the
terms of this RFP and all applicable State laws and regulations. The District may reject any
proposal that does not comply with all of the terms, conditions, and performance requirements
of this RFQ.
Proposers may not restrict the rights of the District or otherwise qualify their proposals. If a
Proposer does so, the District may determine the proposal to be a nonresponsive counter-offer,
and the proposal may be rejected.
The District reserves the right, in its sole discretion, to waive variances in technical proposals
provided such action is in the best interest of the District. Where the District waives minor
variances in proposals, such waiver does not modify the RFP requirements or excuse the
Proposer from full compliance with the RFP. Notwithstanding any minor variance, the District
may hold any Proposer to strict compliance with the RFP.
The District reserves the right, at its sole discretion, to request clarifications of proposals or to
conduct discussions for the purpose of clarification with any or all Proposers. The purpose of
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