Active Shooter Full-Scale Exercise Support

Agency:	Summit County
State:	Colorado
Type of Government:	State & Local
Category:	15 - Aircraft and Airframe Structural Components U - Education and Training Services
Posted:	Mar 22, 2024
Due:	Apr 12, 2024
Publication URL:	To access bid details, please log in.

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REQUEST FOR PROPOSALS

for

March 22, 2024

Proposals Due:

April 12, 2024, no later than 1:00 p.m. MST/MDT.

Overview

Summit County Government (“County”) is soliciting bids from qualified contractors to organize, conduct, and

evaluate an active shooter/mass casualty incident full-scale exercise. The exercise will be conducted in accordance

with the Homeland Security Exercise and Evaluation Program (HSEEP) and Advanced Law Enforcement Rapid

Response Training (ALERRT) guidelines.

As part of our commitment to preparedness and response, the Summit County Sheriff’s Office recognizes the critical

need to conduct comprehensive exercises to enhance our capabilities in responding to active shooter/mass casualty

incidents. This full-scale exercise will simulate a realistic scenario to assess our emergency response procedures,

coordination, and communication among various stakeholders.

Copies of the request are available at www.SummitCountyCO.gov under ‘Bids & Proposals’ or by request at the

Summit County Sheriff’s Office. Contact Brian Bovaird, Director of Emergency Management, for additional project

information at brian.bovaird@summitcountyco.gov or 970.668.2982.

Scope of Services

This project will be a joint venture to include Summit County departments, the Summit School District, all fire

districts and law enforcement agencies located within the county, the local hospital and other key stakeholders.

Contractor shall furnish all labor, transportation, and incidentals necessary to perform all required activities for the

full-scale active shooter exercise.

Project management duties shall include, but not be limited to:

• Conducting virtual meetings, as necessary, to discuss the project, analysis assumptions, analysis results,

and community outreach. This includes preparation of meeting materials (e.g., meeting agenda, invite,

presentation slides, meeting minutes);

• Regular meetings with the Summit County Director of Emergency Management to discuss ongoing tasks,

schedule, and budget;

• Assisting with design of a realistic active shooter scenario that aligns with HSEEP/ALERRT guidelines

that addresses the specific needs and vulnerabilities of our community;

• Coordinating with local law enforcement agencies, emergency medical services, fire departments,

schools, hospitals, and other relevant stakeholders to ensure their participation in the exercise;

• Developing exercise objectives, participant roles, and evaluation criteria in consultation with the Summit

County Sheriff’s Office Emergency Management Division;

• Conducting pre-exercise planning, briefings and trainings for participants to ensure their understanding of

roles and responsibilities;

• In person facilitation of the exercise on the designated date, including scenario execution, inject delivery,

and coordination of response activities;

• In person collection of data and feedback during the exercise to evaluate performance and identify areas

for improvement;

• Conducting a virtual after-action conference, to solicit feedback from participants and stakeholders;

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• Development and administration of an online feedback form to supplement the after-action conference

feedback; AND

• Producing an after-action report (AAR) that includes findings, recommendations, and lessons learned

from the exercise. The format of the AAR should be structured through the use of Federal Emergency

Management Agency (FEMA) Mission Areas and Core Capabilities.

Work shall be completed as set forth in a contract for this project to be negotiated with the County based upon the

contractor’s written proposal.

Date and time of service

Service will be performed on an ongoing daily basis beginning on April 29, 2024. Service will be performed on a

regular daily schedule (Monday through Friday) to be agreed upon prior to contract. Potential schedule should be

included in contractor's written proposal.

Indemnification and Insurance

Contractor shall indemnify and hold harmless the County from and against all claims, damages, losses, and expenses

arising out of or resulting from acts or omissions of the Contractor, Contractor’s sub-contractors or otherwise arising

out of the performance of services by Contractor. No later than seven (7) days following the execution of an

Independent Contractor Agreement between the County and Contractor, the Contractor shall provide the County with

certificates of insurance evidencing the types and amounts of insurance specified below:

a. Worker’s Compensation and Employer’s Liability:

i. Worker’s Compensation must be maintained with the statutory limits.

ii. Employer’s liability is required for minimum limits of:

▪ $1,000,000 Each Accident

▪ $500,000 Disease Policy

▪ $1,000,000 Disease Each Employee

b. Commercial General Liability:

i. $1,000,000 Each Occurrence

ii. $2,000,000 General Aggregate

iii. $2,000,000 Products Completed Operations Aggregate

c. Automobile Liability: Contractor will maintain business auto liability coverage covering liability

arising out of any auto (including owned, hired and non-owned autos) used in the performance of

services under this Agreement.

i. $1,000,000 Combined Single Limit Each Accident

Insurance coverage shall not be reduced below the limits described above or cancelled without the County’s written

approval of such reduction or cancellation. Certificates of such insurance, of agents and subcontractors, shall be

provided to the County upon request. With regard to all insurance, such insurance shall:

• Be primary insurance to the full limits of liability herein before stated and, should County have other valid

insurance, County insurance shall be excess insurance only; and

• Not cancelled without thirty (30) days prior written notice to the County.

Proposal Format

Costs for performing services outlined in this request for proposals shall be clearly stated to allow the County to

effectively evaluate each proposal. Potential daily schedule of services should also be included.

Refinements and Improvements

Applicants should feel free during the proposal submission process to provide any suggestions or comments that might

be advantageous for the County to consider in terms of any efficiencies, issues or processes. The County is not

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committed to any single scenario, but efficiency of resources and minimizing impacts are critical in completing this

work.

The following pages contain the RFP instructions and owners requirements.

Part I - ADMINISTRATIVE INFORMATION

A. Issuing Officer

This Request for Proposals (“RFP”) is issued by the Summit County Sheriff’s Office. For questions, please contact

Brian Bovaird, Director of Emergency Management, at brian.bovaird@summitcountyco.gov or 970.668.2981.

B. Purpose

This RFP provides prospective contractors with sufficient information to prepare and submit proposals for

consideration by the County. To be considered responsive, each proposal must provide for completion of the tasks

outlined in the RFP.

C. Scope

This RFP contains the instructions governing the proposals to be submitted and the materials to be included therein.

These are mandatory requirements that must be met to be eligible for consideration.

D. Scheduling

Proposals must be submitted via email to brian.bovaird@summitcountyco.gov by April 12, 2024, no later than 1:00

p.m. MST/MDT. The proposal should outline the schedule for commencement of service.

E. Inquiries and Questions

Prospective applicants are welcome to make inquiries and ask questions concerning the RFP to obtain clarification of

the any requirements or schedule a site visit to the properties. Direct all inquiries to:

Brian Bovaird, Director of Emergency Management

Summit County Sheriff’s Office

970.668.2981

brian.bovaird@summitcountyco.gov

Time Schedule:

Friday, March 22, 2024, Request for Proposals publicly advertised and posted on County website.

Monday, April 8, 2024, Deadline for all questions.

Wednesday, April 10, 2024, All questions, comments and responses to questions posted by the County at Bids

and Proposals on www.SummitCountyCO.gov

Friday, April 12, 2024, Proposals must be submitted via email to brian.bovaird@summitcountyco.gov

no later than 1:00 p.m. MST/MDT.

Friday, April 12, 2024, Official Bid Opening at 3:00 p.m.

Tuesday, April 16, 2024, Interview with short-listed proposers if necessary

Monday, April 22, 2024, Contract negotiations (week of)

Friday, April 26, 2024, Notice of Award and send unsuccessful bidder letter (email) to all proposers

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F. Instructions for Submission of Proposals

It is imperative, when submitting a proposal, that the outside of the submission email be addressed as follows and with

appropriate text in the email subject line and text in the top few lines of the body of the email:

Email Address:

brian.bovaird@summitcountyco.gov

Subject Line Text:

<Vendor’s Name> - Proposal for: Active Shooter Full-Scale Exercise Support

Body Text:

ATTN: Brian Bovaird, Director of Emergency Management

Summit County Sheriff’s Office

Proposal for: Active Shooter Full-Scale Exercise Support

1. Contractor's company name

2. Contact name and phone number

G. Late Proposals

It is the responsibility of each vendor submitting a proposal to ensure that emailed proposals arrive to the Summit

County Sheriff’s Office by April 12, 2024, no later than 1:00 p.m. MST/MDT.

H. Proprietary Information

Any restrictions on the use of data contained within a proposal must be clearly stated in the proposal itself.

Response Material Ownership

All materials submitted regarding this RFP become the property of the County and will only be returned at the County's

option.

J. Incurring Costs

The County is not liable for any costs incurred by those who have submitted proposals prior to issuance of a signed

contract.

K. Acceptance of Proposal Content

The contents from the selected contractor’s proposal will become contractual obligations if a subsequent agreement is

reached. Failure of the successful contractor to accept these obligations may result in cancellation of the award and

such contractor may be removed from future solicitations.

L. Acceptance Time

The County intends to make a proposal selection within 20 business days after the closing date for receipt of proposals.

M. Budget

Costs for performing services must be included in the proposals and should be clearly stated to allow the County to

effectively evaluate each proposal.

PART II – PROPOSAL CONTENT

The proposal submitted must clearly address the requirements outlined in the RFP. Any concerns that the contactor

may have about meeting these requirements shall be specifically identified in the proposal.

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Scope of Work

Provide an outline of the contractor’s understanding of the project. Summarize the basic approach to providing the

services, and any recommendations on improving efficiencies in the process.

Qualifications

Contractor shall furnish a summary of experience on similar projects and be prepared to provide examples. Include a

brief description of past and current projects. Each summary shall include a brief project description and name, address

and phone number of a local contact person involved in the project. The statement of qualifications should also provide

a summary of contractor's ability to successfully complete the requirements of this RFP. The statement of qualification

shall be brief but shall include at a minimum the following:

1. Description of similar projects

2. Capabilities (including equipment) and staff.

3. Proposed methodology that outlines the approach, tools, and resources you will employ to conduct the

assessment and develop recommendations

4. Description of the qualifications, expertise, and experience of the team members who will be involved in

executing the project.

PART III – PROPOSAL EVALUATION AND SELECTION

The County intends to engage the most qualified contractor available for this assignment while minimizing the costs

to the County. Responsiveness to the RFP will be a principle basis for evaluation. Proposals shall provide a

straightforward and concise presentation adequate to satisfy the requirements of the RFP. The proposal should clearly

express the contractor's understanding of the County's specific requirements, indicating the contractor's qualifications

to conduct this service in a thorough and efficient manner.

Failure to disclose a conflict of interest is a misdemeanor criminal offense under Colorado Law. Such conflict may

arise if any public official exercises any substantial discretionary function in connection with a government contract,

purchase, payment or other pecuniary transaction without necessary disclosures as defined by Colorado Revised

Statutes (C.R.S.) Section 18-8-308 as amended.

Selection Process.

1. The County reserves the right to reject any and all proposals, to consider alternatives, to waive irregularities

and to re-solicit proposals.

2. The County reserves the right to conduct such investigations of, and discussions with, those who have submitted

proposals (“Proponents”) or other entities as it deems necessary to assist in the evaluation of any proposal or to

secure maximum clarification and completeness of any proposal.

3. All proposals submitted must be valid for a minimum period of ninety (90) days after the date of the proposal

opening. Each Proponent must submit with the proposal a list of all subcontractors, independent contractors or

sub-consultants employed or proposed to be employed by the Proponent in the performance of the contract.

4. Selection of a contractor will be made at the sole discretion of the County. The County may consider the

following criteria when evaluating proposals that includes but is not limited to:

a. Cost;

b. The reputation, experience and efficiency of the Proponent;

c. The ability of the Proponent to perform the contract or provide the goods and services within the time

specified;

d. The comparative quality of the goods and services bid;

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Bid Title:	Active Shooter Full-Scale Exercise Support
Category:	Emergency Management
Status:	Open

Active Shooter Full-Scale Exercise Support

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See also