Professional Architectural, Engineering, Technology Planning, and Design Services

City of Orange Township - RFP No. 2026-OEM-EOC-01 - Emergency Operations Center Project
CITY OF ORANGE TOWNSHIP
Essex County, New Jersey
REQUEST FOR PROPOSALS / QUALIFICATIONS
Professional Architectural, Engineering, Technology Planning, and Design Services
Emergency Operations Center Two-Site Evaluation and Buildout Design
Orange Police Headquarters / Freddie Polhill Law and Justice Complex
29 North Park Street, Orange, New Jersey 07050
RFP Information Public Distribution Copy
RFP No. 2026-OEM-EOC-01
Issue Date Thursday, July 23, 2026
Mandatory Pre-Proposal Site Walk Monday, July 27, 2026 at 10:00 AM, Orange Police Headquarters /
Freddie Polhill Law and Justice Complex, 29 North Park Street, Orange,
NJ 07050. Attendance is mandatory and subject to public safety facility
access/security instructions.
Deadline for Written Questions Thursday, July 30, 2026 at 4:00 PM
Anticipated Final Addendum / Response Date Monday, August 3, 2026, if needed
Proposal Due Date and Time Thursday, August 6, 2026 at 11:00 AM
Submission Location City of Orange Township, City Hall, Office of the City Clerk/Purchasing
Division, 29 North Day Street, Orange, NJ 07050, or other official
submission method designated by Purchasing/QPA in the public notice.
City Contact Mr. Nile Clements, QPA, City of Orange Township, Finance Office, 2nd
Floor, 29 North Day Street, Orange, New Jersey 07050. All proposer
communications must be submitted through the official procurement
contact only.
Project Location Orange Police Headquarters / Freddie Polhill Law and Justice Complex,
29 North Park Street, Orange, NJ 07050
Procurement Type Professional Services RFP - Planning, Site Evaluation, Design, Bid
Support, Construction Administration, and Grant Documentation
Support
Funding / Grant Reference This project is grant-funded and subject to all applicable federal, state,
local, and grantor requirements, including procurement, documentation,
cost eligibility, reporting, and EHP requirements where applicable.
Security and Site Access Notice
The project involves an active public safety facility and may involve dispatch, communications, network, access-control, floor-plan, and
security information. The City may restrict photographs, access, documents, and dissemination of security-sensitive information.
Proposers must follow all instructions provided by Police, OEM, IT, Purchasing, and authorized City representatives.
Sealed Proposal Label: "RFP No. 2026-OEM-EOC-01 - Emergency Operations Center Project"
City of Orange Township - RFP - Emergency Operations Center Design Services

City of Orange Township - RFP No. 2026-OEM-EOC-01 - Emergency Operations Center Project
1. Notice to Proposers
The City of Orange Township is requesting proposals from qualified professional architectural, engineering, technology planning,
and public safety facility design firms licensed and authorized to practice in the State of New Jersey. The selected firm shall provide
professional services for the City's proposed Emergency Operations Center project at Orange Police Headquarters, 29 North Park
Street, Orange, New Jersey.
The City is considering two possible EOC site options within Police Headquarters. This RFP requires the selected firm to evaluate
both options, verify existing conditions, prepare a comparative feasibility analysis, develop concept alternatives and cost estimates,
recommend the preferred site and scope, and prepare final design and procurement documents only after the City authorizes the
next phase of work.
This solicitation is for professional services only. It is not a construction bid. It does not authorize construction, equipment purchase,
software purchase, radio/communications installation, security system installation, or vendor supply work. Any future construction,
equipment, installation, or technology procurement shall be handled separately as directed by the City and in accordance with
applicable procurement and grant requirements.
Sealed proposals must be received no later than Thursday, August 6, 2026 at 11:00 AM at the City of Orange Township, City Hall,
Office of the City Clerk/Purchasing Division, 29 North Day Street, Orange, NJ 07050, or other official submission method designated
by Purchasing/QPA in the public notice. Proposals received after the deadline may be rejected as nonresponsive. The City reserves
the right to modify the submission method through official public notice or addendum.
All questions must be submitted in writing by Friday, July 31, 2026 at 4:00 PM to the official procurement contact designated by the
City. No oral interpretation of this RFP shall be binding. Responses, clarifications, and revisions, if any, shall be issued by written
addendum.
A mandatory pre-proposal site walk will be held on Tuesday, July 28, 2026 at 10:00 AM at Orange Police Headquarters / Freddie
Polhill Law and Justice Complex, 29 North Park Street, Orange, NJ 07050. Proposers are responsible for signing the attendance
sheet and complying with all public safety facility access/security instructions. Proposals from firms that do not attend the mandatory
site walk may be rejected as nonresponsive, subject to the City's procurement requirements.
Table of Contents
1. Notice to Proposers
2. Procurement Schedule
3. Project Purpose and Background
4. Project Location and Two-Site Evaluation Requirement
5. City Objectives
6. Available Information and Required Field Verification
7. Scope of Professional Services
8. EOC Operational, Technology, and Resiliency Requirements
9. Site-Specific Facility Requirements
10. Deliverables
11. Proposal Submission Requirements
12. Evaluation Criteria
13. Fee Proposal Instructions
14. Grant, Procurement, and Compliance Requirements
15. Confidentiality, Security, and Public Safety Information
16. Insurance, Contract, and Legal Requirements
17. City Reservation of Rights
Appendix A - Two-Site Evaluation Matrix
Appendix B - Proposed Fee Form
Appendix C - Proposal Submission Checklist
Appendix D - Required Proposal Label
Appendix E - Abbreviations and Definitions
City of Orange Township - RFP - Emergency Operations Center Design Services

City of Orange Township - RFP No. 2026-OEM-EOC-01 - Emergency Operations Center Project
2. Procurement Schedule
The City intends to proceed according to the following schedule. The City may modify any date by written addendum. Proposers are
responsible for monitoring all City-issued addenda and for acknowledging receipt of all addenda in their proposals.
Milestone Date / Time
RFP Issued Thursday, July 23, 2026
Mandatory Pre-Proposal Site Walk Tuesday, July 28, 2026 at 10:00 AM
Deadline for Written Questions Friday, July 31, 2026 at 4:00 PM
Anticipated Response to Questions / Final Addendum Tuesday, August 4, 2026, if needed
Proposal Due Date Thursday, August 6, 2026 at 11:00 AM
Evaluation / Interviews, if conducted Week of August 18, 2026, or as scheduled by the City
Anticipated Recommendation / Governing Body Action September 2026, subject to City review, legal review, available
governing body schedule, and funding authorization
Anticipated Notice to Proceed After contract execution and City authorization
3. Project Purpose and Background
The City of Orange Township seeks to establish or improve a fixed Emergency Operations Center capability that can support
emergency coordination, continuity of operations, interagency communications, situational awareness, documentation, planning,
public information coordination, resource coordination, executive briefings, and operational decision-making during emergencies
and planned events.
The City requires an EOC that is practical for routine monitoring by a limited OEM staff but capable of scaling during severe
weather, utility outages, public safety incidents, public health events, hazardous materials incidents, large gatherings, infrastructure
failures, mutual-aid operations, and other incidents requiring multi-agency coordination. The EOC must support Police, Fire, EMS,
DPW, Health, Administration, schools, county/state partners, and other stakeholders as needed.
The City has identified two possible EOC site options within Orange Police Headquarters. The first is a second-floor room with
known limitations. The second is the current Police dispatch area with a proposed connection to an adjacent vacant office. Because
the City does not have complete field-verified information for both locations, this RFP intentionally requires a professional two-site
evaluation before the City commits to final design, construction bidding, or technology procurement.
The selected firm shall serve as an independent professional advisor and designer. Prior sketches, layouts, informal estimates,
photographs, operational concepts, and discussions are reference materials only. The selected firm must verify existing conditions
and provide the City with a defensible recommendation based on operational value, cost, code compliance, building systems,
security, constructability, grant alignment, schedule, and risk.
4. Project Location and Two-Site Evaluation Requirement
The project location is Orange Police Headquarters / Freddie Polhill Law and Justice Complex, 29 North Park Street, Orange, New
Jersey 07050. The building is an active public safety facility. The selected firm shall coordinate site access with the City and shall
not disrupt Police, dispatch, communications, prisoner processing, public access, or public safety operations.
Site Option Preliminary Known Conditions Required Professional Evaluation
Site Option 1 - Second-Floor A room located on the second floor of Police Field verify dimensions and layout; evaluate occupant
Room Headquarters. The room reportedly has load, egress, fire/life-safety, ADA/accessibility, HVAC
minimal electrical outlets, no HVAC serving feasibility, ventilation, electrical capacity, emergency
the room, one entrance/exit, and no power/UPS, IT/data, lighting, acoustics, security/access
functioning windows. A prior layout or sketch control, constructability, cost, schedule, and operational
may be available from the City for reference. suitability as an EOC.
Site Option 2 - Current Police The current Police dispatch area is under Field verify dimensions, wall/opening feasibility, active
Dispatch Area / Adjacent consideration with a proposed dispatch impacts, continuity of dispatch operations,
Vacant Office doorway/opening extending into an adjacent construction phasing, security separation,
vacant office. The City currently has limited noise/acoustics, HVAC/electrical/IT capacity,
information on the second room, camera/CAD/dispatch feed feasibility,
dimensions, building systems, wall type, radio/telephone/data integration, emergency
structural/fire rating, and operational power/UPS, code/fire-rating impacts, cost, schedule,
constraints. and operational suitability as an EOC or
EOC/communications support space.
4.1 Required Recommendation
The selected firm shall prepare a written recommendation identifying the preferred site option and the reasons for that
recommendation. The recommendation shall address operational utility, cost, constructability, code compliance, HVAC/electrical/IT
feasibility, dispatch/communications impacts, security, continuity of operations, grant alignment, schedule, and risk.
City of Orange Township - RFP - Emergency Operations Center Design Services

City of Orange Township - RFP No. 2026-OEM-EOC-01 - Emergency Operations Center Project
4.2 No Final Site Selection Implied
The inclusion of both site options in this RFP does not constitute City approval of either location. The selected firm shall not proceed
to final design for either location until the City issues written authorization after reviewing the two-site evaluation, concept
alternatives, and cost estimate.
5. City Objectives
* Create a realistic, fundable, code-compliant, and operationally useful Emergency Operations Center within Orange Police
Headquarters.
* Evaluate both possible locations before the City commits to one site, final design, construction bidding, or equipment
procurement.
* Develop a practical EOC design that supports a one-person OEM operation during routine monitoring and expands to multi-
agency activation during major incidents.
* Integrate EOC functionality with City public safety operations, dispatch information, City camera feeds, communications
systems, IT/network capability, emergency power, and secure access where feasible.
* Avoid over-design, unnecessary fixed workstations, avoidable construction cost overruns, incompatible technology,
unsupported equipment, or grant-ineligible scope.
* Create construction-ready documents and technical specifications only after the City approves the preferred site, scope,
budget, and procurement path.
* Maintain complete project documentation suitable for City records, grant review, reimbursement support, audit review, and
future maintenance.
6. Available Information and Required Field Verification
The City may provide available floor plans, sketches, photographs, prior layouts, grant materials, IT/communications information,
facility records, and related reference documents. The City does not represent that all information is complete, current, or field
verified. The selected firm is responsible for independently verifying existing conditions and identifying missing information that
affects scope, design, cost, schedule, compliance, or constructability.
Potential Reference Material Purpose / Limitation
Prior layout/sketch for second-floor Useful as a starting point only. The selected firm must field verify dimensions,
room conditions, and feasibility.
Photographs or informal observations Useful for proposer understanding. Not a substitute for field verification.
Grant award, investment justification, or Used to align the project with approved funding, budget, EHP status, and eligible
scope materials activities.
Police HQ building records or drawings May assist with building-system review. The selected firm must verify current
conditions.
IT, communications, dispatch, camera, May be restricted due to public safety and security concerns. Access will be controlled
access-control, and network information by the City.
City operational requirements The selected firm must validate and translate operational requirements into practical
facility, technology, and design requirements.
Field Verification Requirement
The selected firm shall not rely solely on prior plans, sketches, verbal descriptions, or informal estimates. The firm shall verify room
dimensions, access, egress, HVAC, electrical, emergency power, IT/data pathways, fire/life-safety systems, security/access control,
and constructability before recommending a site or preparing design documents.
7. Scope of Professional Services
The City may authorize work by phase, task, or written notice to proceed. The selected firm shall not advance to later phases
without written City authorization. The scope shall include, but is not limited to, the following professional services.
Task 1 - Kickoff, Document Review, and Project Work Plan
* Conduct a kickoff meeting with Administration, OEM, Police/Dispatch, IT, Fire, Engineering/Facilities, Purchasing/QPA, Law
Department, and grant compliance personnel as requested by the City.
* Review available grant materials, facility information, prior sketches, photos, operational goals, technology concepts, funding
limits, and schedule constraints.
* Prepare a document request list, project work plan, decision-point schedule, and list of missing information needed before
design.
Task 2 - Existing Conditions Assessment for Both Site Options
* Perform site visits and field measurements for both potential EOC locations and related support spaces.
* Document existing conditions with photographs, measurements, sketches, deficiencies, assumptions, and field notes.
City of Orange Township - RFP - Emergency Operations Center Design Services

City of Orange Township - RFP No. 2026-OEM-EOC-01 - Emergency Operations Center Project
* Verify Site Option 1 conditions including limited outlets, lack of HVAC, single entrance/exit, non-functioning windows, lighting,
wall/ceiling/floor conditions, fire/life-safety systems, and accessibility.
* Verify Site Option 2 conditions including current dispatch operations, adjacent vacant office, wall/opening feasibility,
structural/fire-rating concerns, noise/acoustics, security, technology pathways, and construction phasing.
* Identify required specialty testing, hazardous materials review, structural review, code review, electrical load study, HVAC
assessment, or other investigations.
Task 3 - Code, Life Safety, ADA, and Building Systems Review
* Evaluate occupancy classification, occupant load, egress, exit access, travel distance, emergency lighting, exit signage, fire
alarm, sprinkler/fire suppression, fire-rated construction, and accessibility issues.
* Evaluate HVAC feasibility, ventilation, technology heat loads, electrical capacity, panel locations, emergency power, UPS,
grounding, cabling pathways, and network/data capacity.
* Identify required permits, approvals, inspections, code upgrades, or operational limitations for each option.
Task 4 - EOC Operational Programming
* Validate the City's EOC operational requirements based on NIMS/ICS coordination functions, local emergency management
responsibilities, public safety coordination, executive briefings, public information, resource tracking, and documentation needs.
* Recommend practical workstation counts and activation layouts for routine monitoring, partial activation, full activation,
executive briefing, remote/hybrid coordination, and training/tabletop use.
* Provide layout concepts that avoid unnecessary permanent stations while preserving scalability and operational flow.
Task 5 - Technology, Communications, AV, IT, and Security Planning
* Coordinate with City IT, OEM, Police/Dispatch, Fire, and other stakeholders to define displays, workstations, network/data,
video conferencing, phones, printers/scanners, camera feeds, dispatch feeds, radio/telephone/data needs, digital status
board/digital dry board functions, and secure access requirements.
* Prepare a technology requirements matrix separating construction infrastructure, City-furnished equipment, grant-funded
equipment, optional/future items, and separately procured vendor systems.
* Address resiliency, emergency power, UPS, cybersecurity, device support, maintainability, and future expansion.
Task 6 - Concept Alternatives, Cost Estimates, and Preferred Site Recommendation
* Prepare concept layouts for each site option with clear assumptions and limitations.
* Prepare rough order of magnitude cost estimates for each site option, including building modifications, HVAC, electrical,
IT/data, AV infrastructure, security/access control, emergency power/UPS, design contingencies, and likely soft costs.
* Identify base scope, alternates, optional/future phases, possible grant-eligible items, potentially grant-ineligible items, and
locally funded betterments.
* Prepare a comparison matrix and written recommendation for the preferred site and scope.
Task 7 - Regulatory, Environmental, Historic Preservation, and Grant Alignment Review
* Review the proposed scope against known grant requirements, EHP/environmental/historic preservation status, procurement
requirements, and eligible/ineligible cost considerations.
* Identify any approvals, grantor coordination, EHP clearance, scope-change review, or documentation needed before
construction bidding or work begins.
* Support the City with technical narratives, cost breakdowns, and scope descriptions needed for grant review or approval
requests.
Task 8 - Schematic Design and Design Development for City-Approved Preferred Option
* Prepare schematic design documents for the City-approved preferred site or City-approved alternates.
* Update cost estimates and confirm scope alignment with funding, schedule, procurement, and operational requirements.
* Conduct design review meetings and incorporate City-authorized revisions.
Task 9 - Final Construction Documents and Technical Specifications
* Prepare final architectural, engineering, electrical, mechanical, technology infrastructure, security/access-control infrastructure,
AV infrastructure, and related construction documents as required for bidding and permitting.
* Prepare technical specifications, bid forms, alternates, unit prices, allowances, details, schedules, and professional cost
estimates as authorized by the City.
* Separate professional design documents from equipment/vendor procurement packages where required by the City or
applicable procurement rules.
Task 10 - Bid Support and Construction-Phase Professional Services
* Assist the City with technical responses to bidder questions, addenda, pre-bid meeting support, bid review, and
recommendation support as authorized.
* Provide construction administration support, shop drawing/submittal review, RFI responses, field observations, meeting
minutes, pay application review, change order review, punch list, and closeout support as authorized by the City.
* Support the City with final documentation, as-built/record information, warranties, training records, photos, closeout packages,
and grant documentation support.
City of Orange Township - RFP - Emergency Operations Center Design Services

City of Orange Township - RFP No. 2026-OEM-EOC-01 - Emergency Operations Center Project
8. EOC Operational, Technology, and Resiliency Requirements
The selected firm shall translate the City's operational requirements into a practical EOC design.
The final recommended program shall be based on actual space, code, cost, technology, security, and grant constraints identified
during the site evaluation.
Requirement Area Minimum Planning Considerations
EOC Operations Routine monitoring, partial activation, full activation, executive briefing, incident action planning
support, documentation, resource tracking, public information coordination, training/tabletop use,
and hybrid/remote coordination.
Workstations and Seating Flexible conference-table or modular workstation layout, practical scaling for Police, Fire, EMS,
DPW, Health, Administration, IT, OEM, public information, and partner agencies.
Displays and Situation Status Main display wall or interactive screen, digital status board/digital dry board, map display,
weather/radar, WebEOC/incident management tools if used by the City, video conferencing, and
shared situational awareness feeds.
IT / Network Data drops, secure network connectivity, Wi-Fi where authorized, LTE/failover planning,
cybersecurity, device support, printer/scanner support, and network segmentation if needed.
Public Safety Interface Police dispatch information, camera feeds, radio/telephone/data coordination, emergency notification
support, and operational separation from dispatch where required.
Electrical / Power Sufficient outlets, dedicated circuits as needed, generator/emergency power review, UPS for critical
equipment, surge protection, grounding, cable management, and technology heat loads.
HVAC / Environmental Heating/cooling, ventilation/fresh air, technology load cooling, air quality, occupant comfort, and
maintainability.
Security / Access Control Controlled access, camera coverage, secure storage, access logging if required, protection of
sensitive floor plans and communications information.
Continuity / Resiliency Ability to operate during power outages, severe weather, communications disruptions, and
concurrent public safety operations.
9. Site-Specific Facility Requirements
Site Option Issues to Resolve Before Final Design
Site Option 1 - Second-Floor Confirm room dimensions, layout capacity, egress adequacy, ventilation/HVAC solution,
Room electrical upgrades, data pathways, emergency power/UPS, lighting, fire/life-safety,
ADA/accessibility, security, window status, and whether a second means of egress or other
mitigation is required.
Site Option 2 - Dispatch / Confirm wall/opening feasibility, whether a doorway compromises fire rating/security/structure,
Adjacent Office dispatch continuity during construction, operational separation between EOC and active
dispatch, noise/acoustics, technology interface, HVAC/electrical/data capacity, emergency
power/UPS, and cost/schedule risk.
Common Requirements Both options must be evaluated for code compliance, operations, cost, grant eligibility,
maintainability, future expansion, cybersecurity, emergency power, and construction phasing.
10. Deliverables
* Kickoff meeting agenda, minutes, document request list, and project work plan.
* Existing conditions assessment report for both site options, including photographs, measurements, noted deficiencies, and
required follow-up investigations.
* Code, life-safety, accessibility, HVAC, electrical, emergency power, IT/data, security, and constructability review memorandum.
* EOC operational program and technology requirements matrix.
* Concept layouts for both site options.
* Two-site comparison matrix and preferred site recommendation.
* Rough order of magnitude cost estimates for both site options, including base scope, alternates, optional items, and likely
locally funded items.
* Grant/EHP/procurement alignment memorandum identifying scope risks, approvals needed, and documentation requirements.
* Schematic design package for City-approved preferred site or City-approved alternates.
* Design development package and updated professional cost estimate.
* Final construction documents, technical specifications, bid alternates, professional cost estimate, and permit/bid-ready package
as authorized.
* Bid support, addenda support, technical bid review, construction administration support, field observation reports,
RFI/submittal/change order review, punch list, and closeout support as authorized.
* Grant closeout and audit-support documentation, including final photos, invoices/cost records, technical certifications, as-
built/record information, and closeout memorandum as applicable.
City of Orange Township - RFP - Emergency Operations Center Design Services

City of Orange Township - RFP No. 2026-OEM-EOC-01 - Emergency Operations Center Project
11. Proposal Submission Requirements
Proposals must be organized in the order below. Proposals should be clear, direct, and limited to information needed for evaluation.
The City may reject proposals that are incomplete, materially nonresponsive, fail to include required forms, fail to acknowledge
addenda, or fail to demonstrate the qualifications required for this project.
1. Cover letter signed by an authorized representative, identifying the firm, primary contact, project manager, and
acknowledgement of all addenda.
2. Statement of project understanding, including understanding of two-site evaluation, EOC operations, public safety
communications support, Police HQ constraints, and budget-controlled grant-funded design.
3. Firm profile and location of the office that will perform the work.
4. Proof of New Jersey professional licensure and identification of the architect/engineer of record. Identify all subconsultants and
specialty consultants.
5. Project team organization chart and resumes for key personnel.
6. Relevant experience with EOCs, public safety facilities, dispatch/communications centers, municipal renovations, emergency
power, HVAC/electrical upgrades, IT/AV/security integration, and grant-funded public projects.
7. Project approach covering field verification, code review, EOC programming, technology coordination, site comparison, concept
alternatives, cost estimating, final design, bid support, construction administration, and grant documentation support.
8. Proposed schedule for kickoff, existing conditions report, concept alternatives, preferred site recommendation, schematic
design, final design, bid support, and construction-phase support.
9. At least three similar project references with public-sector contact information.
10. Fee proposal using Appendix B or substantially similar format.
11. Disclosure of actual or potential conflicts of interest, including relationships with contractors, technology vendors,
communications vendors, equipment suppliers, or prior project participants.
12. Required City, State, and federal forms, certifications, disclosure forms, and insurance information required by the City.
11.1 Number of Copies and Format
* Submit one signed original proposal, three hard copies, and one electronic PDF copy on USB flash drive, unless the City issues
different instructions by addendum.
* The outside of the sealed package must be labeled exactly as shown in Appendix D.
* Do not include security-sensitive floor plans, network diagrams, access credentials, or protected law-enforcement information in
a public-facing proposal unless specifically directed by the City.
12. Evaluation Criteria
The City will evaluate proposals based on the criteria below. The City may conduct interviews, request clarifications, check
references, negotiate as permitted by law, or make an award based on written proposals alone.
Evaluation Criteria Weight Evaluation Focus
Emergency management / EOC / public 20% Experience with EOCs, communications centers, dispatch environments, public
safety facility experience safety facilities, continuity spaces, or similar mission-critical municipal projects.
Two-site assessment and design 20% Strength of field verification, code review, site comparison, concept
approach alternatives, constructability analysis, and preferred-site recommendation
approach.
Mechanical, electrical, HVAC, emergency 15% Ability to resolve the second-floor room's known limitations and dispatch-area
power, life-safety, and accessibility renovation constraints.
expertise
Technology, communications, AV, IT, 15% Ability to coordinate EOC displays, digital status board, network/data,
cybersecurity, and security/access-control dispatch/camera feeds, phones, radio/data needs, access control, and
planning maintainable technology infrastructure.
Grant, EHP, procurement, documentation, 15% Ability to preserve funding eligibility, separate base/alternate/optional items,
and audit-readiness awareness avoid ineligible work, support approvals, and maintain records.
Project team, schedule, availability, and 10% Project manager strength, staffing, schedule realism, availability, and ability to
coordination ability coordinate with Police, OEM, IT, Administration, and other departments.
Fee proposal / cost reasonableness 5% Transparent, reasonable, phase/task-based fee proposal with clear
assumptions and hourly rates for authorized additional services.
13. Fee Proposal Instructions
* Provide a task-based fee proposal using Appendix B or substantially similar format.
* Use lump-sum pricing where feasible for kickoff, existing conditions assessment, two-site analysis, EOC programming, concept
alternatives, preferred-site recommendation, schematic design, design development, final construction documents, and grant
closeout support.
* Provide hourly rates for authorized additional services, meetings, specialty investigations, bid support, construction
administration, field observations, and task-order work.
* Clearly separate Site Option 1 assessment/design, Site Option 2 assessment/design, public safety communications/dispatch
interface planning, technology/AV/security planning, optional/future-phase work, reimbursables, and subconsultants.
City of Orange Township - RFP - Emergency Operations Center Design Services

City of Orange Township - RFP No. 2026-OEM-EOC-01 - Emergency Operations Center Project
* Identify all assumptions, exclusions, contingencies, reimbursables, optional services, and anticipated additional investigations.
* Do not use cost-plus-percentage-of-cost or percentage-of-construction-cost pricing methods.
* Do not include construction, equipment purchase, software subscription, communications installation, or vendor supply costs as
part of the professional services fee unless identified separately as an estimating allowance or planning figure.
14. Grant, Procurement, and Compliance Requirements
The project may be funded in whole or in part with federal, state, and/or local funds. The selected firm shall support the City in
maintaining project eligibility, documentation, competitive procurement integrity, and audit-ready records. The selected firm must
comply with all requirements included in the final contract and all applicable City, State, and federal requirements.
* The selected firm shall support documented procurement procedures, full and open competition, cost reasonableness, conflict-
of-interest controls, and complete project records.
* The selected firm shall not create an unfair competitive advantage for itself or any related contractor, supplier, installer,
equipment vendor, software vendor, communications vendor, or technology vendor.
* If the selected firm develops specifications or requirements for a future construction, equipment, technology, communications,
or vendor procurement, the City may restrict or prohibit the firm or related entities from competing for that later procurement if
required by law, grant rules, or City counsel.
* The selected firm shall support separation of base bid, alternates, optional/future phases, possible grant-eligible work,
potentially grant-ineligible work, and local betterments.
* No construction, demolition, ground disturbance, equipment purchase, installation, or irreversible work shall proceed until the
City confirms required approvals, including EHP/environmental/historic preservation clearance where applicable.
* The selected firm shall provide technical narratives, drawings, cost breakdowns, photographs, meeting records, and closeout
documentation needed for grant reporting, reimbursement, audit review, and record retention.
* The final contract may include federal contract provisions, debarment/suspension requirements, Equal Employment
Opportunity requirements, Byrd Anti-Lobbying certification, access-to-records provisions, remedies, termination provisions, and
other clauses as determined by the City.
15. Confidentiality, Security, and Public Safety Information
* The project involves an active public safety facility and may involve sensitive information regarding Police operations,
dispatch/communications, floor plans, network infrastructure, camera systems, access control, emergency power, and security.
* Proposers and the selected firm shall comply with all City instructions regarding access, photographs, escorts, document
handling, confidentiality, and return or destruction of sensitive information.
* The City may withhold or restrict certain information from public distribution and may provide sensitive materials only at the site
walk, after written request, or after execution of confidentiality requirements, as determined by the City.
* The selected firm shall not disclose public safety-sensitive information except as authorized by the City.
16. Insurance, Contract, and Legal Requirements
Final insurance limits, indemnification, contract language, disclosure forms, business registration requirements, political contribution
disclosure requirements, pay-to-play/fair-and-open documentation, professional liability requirements, cybersecurity/data
requirements, confidentiality provisions, grant clauses, and other legal requirements shall be governed by the City's final contract
documents and applicable law.
* The selected firm must maintain all professional licenses required to perform the work in New Jersey.
* The selected firm must identify the professional of record and all subconsultants.
* The selected firm must maintain professional liability/errors and omissions insurance acceptable to the City.
* The selected firm must comply with all City, State, and federal forms and certifications required at the time of award.
* The City may require additional insurance, bonding, confidentiality, cybersecurity, or security screening provisions based on the
final scope and access requirements.
17. City Reservation of Rights
* The City reserves the right to reject any or all proposals, waive informalities, request clarification, conduct interviews, negotiate
as permitted by law, or make no award.
* The City may award all, part, or none of the services described in this RFP.
* The City may authorize work by phase, task, component, or written notice to proceed.
* The City may revise the project scope based on funding, grant direction, cost estimates, facility conditions, governing body
action, operational need, or professional findings from the two-site evaluation.
* The City may cancel, amend, reissue, or delay this RFP at any time in the best interest of the City.
* This RFP does not obligate the City to award a contract, proceed with design, procure equipment, or proceed with construction.
* All final procurement, contract, and award decisions remain subject to City, State, federal, and grant requirements and approval
by the appropriate City officials.
City of Orange Township - RFP - Emergency Operations Center Design Services

City of Orange Township - RFP No. 2026-OEM-EOC-01 - Emergency Operations Center Project
Appendix A - Two-Site Evaluation Matrix
The selected firm shall complete and expand this matrix as part of the two-site evaluation. The matrix shall support the City's
decision on whether to proceed with Site Option 1, Site Option 2, a phased approach, or another City-approved configuration.
Evaluation Category Site Option 1 - Second- Site Option 2 - Dispatch / Recommendation / Notes
Floor Room Adjacent Office
Room dimensions / usable square
footage
Occupant load / layout capacity
Egress / life safety / single exit issue
HVAC / ventilation / air quality
Electrical capacity / outlets / panel
capacity
Emergency power / UPS feasibility
Data / network / Wi-Fi / LTE/failover
AV / displays / digital status board
Dispatch / camera / communications
interface
Security / access control
ADA / accessibility
Fire alarm / sprinkler / fire-rated
construction
Structural / doorway-opening Not applicable unless
feasibility modified
Construction phasing / continuity
impact
Permitting / EHP / historic issues
Rough order of magnitude cost
Grant/funding alignment
Schedule risk
Overall ranking
Appendix B - Proposed Fee Form
Proposers may use this form or a substantially similar format. All assumptions, exclusions, reimbursables, hourly rates, and optional
services must be clearly stated.
Task / Component Lump Sum Hourly / NTE Reimbursables Total
Task 1 - Kickoff / document review / work plan $ $ $ $
Task 2 - Existing conditions field assessment - both sites $ $ $ $
Task 3 - Code / life safety / building systems review $ $ $ $
Task 4 - EOC operational program validation $ $ $ $
Task 5 - Technology / communications / AV / security $ $ $ $
planning
Task 6 - Concept alternatives and site recommendation $ $ $ $
Task 7 - Regulatory / EHP / grant alignment review $ $ $ $
Task 8 - Schematic design / design development $ $ $ $
Task 9 - Final construction documents / specifications $ $ $ $
Task 10 - Bid support $ $ $ $
Task 11 - Construction administration / inspection support $ $ $ $
Task 12 - Grant closeout / record support $ $ $ $
Optional - Additional structural review $ $ $ $
Optional - Hazardous materials review/testing coordination $ $ $ $
Optional - Additional public safety communications interface $ $ $ $
planning
Total Proposed Professional Services Fee $ $ $ $
Attach hourly rate schedule for all personnel classifications and subconsultants. Attach detailed assumptions and exclusions.
Appendix C - Proposal Submission Checklist
* [ ] Signed cover letter and proposer contact information.
* [ ] Acknowledgement of all addenda.
* [ ] Mandatory site walk attendance confirmed.
* [ ] Statement of project understanding.
* [ ] Project approach and schedule.
City of Orange Township - RFP - Emergency Operations Center Design Services