Emergency Management Plan Development/Updates 2023

Agency:	James City County
State:	Virginia
Type of Government:	State & Local
Category:	B - Special Studies and Analyses - Not R&D F - Natural Resources and Conservation Services R - Professional, Administrative and Management Support Services
Posted:	Jan 5, 2024
Due:	Jan 18, 2024
Solicitation No:	20240656
Publication URL:	To access bid details, please log in.

Bid Number:	20240656
Bid Title:	Emergency Management Plan Development/Updates 2023
Category:	Request for Proposals
Status:	Open

Description:

James City County is soliciting unsealed Request for Proposals from qualified consultants or firms to conduct planning and exercise work to fulfill the emergency management planning needs of the county. The successful consultant or firm must have extensive experience developing Emergency Operations Plans (EOPs) in compliance with the National Incident Management System (NIMS), Comprehensive Planning Guide 101 2.0 and conducting exercises in compliance with the Homeland Security Exercise and Evaluation Program (HSEEP).

Publication Date/Time:

12/12/2023 2:45 PM

Closing Date/Time:

1/18/2024 2:00 PM

Submittal Information:

Via email only: to silke.hudgins@jamescitycountyva.gov

Contact Person:

Silke Hudgins silke.hudgins@jamescitycountyva.gov

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James City County Purchasing Office

101-F Mounts Bay Road

Williamsburg, VA 23185

Phone: (757) 253-6735

Fax: (757) 253-6753

Email: silke.hudgins@jamescitycountyva.gov

http://va-jamescitycounty.civicplus.com/467/Bids-Requests-For-Proposals

James City County, Virginia

Unsealed Request for Proposals No. 20240656

Title:

EMERGENCY MANAGEMENT PLAN DEVELOPMENT/UPDATES 2023

Issue Date: December 12, 2023

Due Date: January 4, 2024, NO LATER THAN 2:00 P.M. (EST)

Submit:

Responses should be emailed to: silke.hudgins@jamescitycountyva.gov . All pages of

the response must be received before the due date and time.

Inquiries:

Questions pertaining to this project should be directed to Silke Hudgins, in writing via

email: silke.hudgins@jamescitycountyva.gov no later than 2:00 pm on December 20,

2023.

JAMES CITY COUNTY DOES NOT DISCRIMINATE IN THE SOLICITATION OR AWARDING OF CONTRACTS ON

THE BASIS OF RACE, RELIGION, FAITH-BASED ORGANIZATIONS, COLOR, NATIONAL ORIGIN, AGE,

DISABILITY OR ANY OTHER BASIS PROHIBITED BY STATE OR FEDERAL LAW.

In compliance with this unsealed Request for Proposal and subject to all the conditions thereof, the

undersigned offers to furnish the goods/services requested and certifies he/she has read, understands, and

agrees to all terms, conditions and requirements of this bid and is authorized to contract on behalf of the

firm named below.

My signature on this solicitation constitutes certification that I or my designated representative have

inspected the job site and am aware of the conditions under which the work must be accomplished.

Claims, as a result of failure to inspect the job site, will not be considered by the County. By my signature on

this solicitation, I certify that this firm/individual is properly licensed for providing the goods/services

specified.

The Undersigned certifies that he (they) are the only person (persons) interested in said project and that it is

made without connection with other persons submitting a proposal on the same scope of services; that the

proposal is made without collusion, fraud, or reservation; that no official or employee of the Owner is

directly or indirectly interested in said proposal, or any portion thereof.

PROPRIETARY INFORMATION

YES ( ) NO ( )

Trade secrets or proprietary information is hereby submitted and identified. Reasons for protection and

exclusion from the Virginia Freedom of Information Act (2.1-340 et seq.) are set forth below. (Additional

sheet may be added if necessary.)

RFP 20240656

Emergency Management Plan Development/Updates

December 2023

Page 1

Offerors should indicate on the Cover Sheet the portions of their proposal that are proprietary. Please list

the page numbers and the reason(s). Do not mark the whole proposal proprietary.

If Proprietary information is stated, Offerors shall submit One (1) Original and One (1) Redacted

copy (removing any proprietary data or material. Clearly identify on the Cover Sheet the “Original”

and “Redacted” copy, as “Redacted Copy of Original Proposal” RFP# 20240656, Emergency

Management Plan Development/Updates.

Name of Person, Persons, or Corporation _____________________________________

By: _______________________________________Date: ________________________________

Print Name: __________________________________Title: _________________________________

Contractor’s Registration and Signature (Provide copy with Proposal)

Registered Virginia Contractor Class and No.: ______________________________________

Registration Expires: ____________________________________________________________

State Corporation Commission ID #: _______________________________________________

Company Name: _______________________________________________________________________

Address: _______________________________________________________________________

City/State/Zip: ___________________________________________________________________

Telephone:____________________________________ FAX: ______________________________

Email Address: __________________________________________________________________

Federal Tax ID: _____________________________________

Print Name:___________________________________ Title:__________________________________

Signature: ______________________________________ Date: _______________________________

This form must be signed in ink. All signatures must be original.

ACKNOWLEDGE RECEIPT OF ADDENDUM: #1____ #2____ #3____ (Please Initial)

RFP 20240656

Emergency Management Plan Development/Updates

December 2023

Page 2

*SCC Requirement per the Virginia Public Procurement Act, VPPA:

§ 2.2-4311.2. Compliance with state law; foreign and domestic businesses authorized to transact

business in the Commonwealth. -- A. All public bodies shall include in every written contract a provision

that a contractor organized as a stock or nonstock corporation, limited liability company, business trust, or

limited partnership or registered as a registered limited liability partnership shall be authorized to transact

business in the Commonwealth as a domestic or foreign business entity if so required by Title 13.1 or Title

50 or as otherwise required by law.

B. Pursuant to competitive sealed bidding or competitive negotiation, all public bodies shall include in

the solicitation a provision that requires a bidder or offeror organized or authorized to transact business in

the Commonwealth pursuant to Title 13.1 or Title 50 to include in its bid or proposal the identification

number issued to it by the State Corporation Commission. Any bidder or offeror that is not required to be

authorized to transact business in the Commonwealth as a foreign business entity under Title 13.1 or Title 50

or as otherwise required by law shall include in its bid or proposal a statement describing why the bidder or

offeror is not required to be so authorized.

C. Any bidder or offeror described in subsection B that fails to provide the required information shall not

receive an award unless a waiver of this requirement and the administrative policies and procedures

established to implement this section is granted by the Director of the Department of General Services or his

designee or by the chief executive of a local governing body.

D. Any business entity described in subsection A that enters into a contract with a public body pursuant

to this chapter shall not allow its existence to lapse or its certificate of authority or registration to transact

business in the Commonwealth, if so required under Title 13.1 or Title 50, to be revoked or cancelled at any

time during the term of the contract.

E. A public body may void any contract with a business entity if the business entity fails to remain in

compliance with the provisions of this section.

RFP 20240656

Emergency Management Plan Development/Updates

December 2023

Page 3

*Virginia State Corporation Commission (“SCC”) registration information: The undersigned Offeror:

 is a corporation or other business entity with the following SCC identification number: ____________ -

OR-

 is not a corporation, limited liability company, limited partnership, registered limited liability partnership,

or business trust -OR-

 is an out-of-state business entity that does not regularly and continuously maintain as part of its ordinary

and customary business any employees, agents, offices, facilities, or inventories in Virginia (not counting

any employees or agents in Virginia who merely solicit orders that require acceptance outside Virginia

before they become contracts, and not counting any incidental presence of the Offeror in Virginia that is

needed in order to assemble, maintain, and repair goods in accordance with the contracts by which such

goods were sold and shipped into Virginia from bidder’s out-of-state location) -OR-

 is an out-of-state business entity that is including with this bid an opinion of legal counsel which

accurately and completely discloses the undersigned Offeror’s current contacts with Virginia and describes

why those contacts do not constitute the transaction of business in Virginia within the meaning of § 13.1-757

or other similar provisions in Titles 13.1 or 50 of the Code of Virginia.

**NOTE** >> Check the following box if you have not completed any of the foregoing options but

currently have pending before the SCC an application for authority to transact business in the

Commonwealth of Virginia and wish to be considered for a waiver to allow you to submit the SCC

identification number after the due date for proposals (the Commonwealth reserves the right to determine in

its sole discretion whether to allow such waiver): 

RETURN SIGNED COVER SHEET (ALL PAGES) WITH PROPOSAL

RFP 20240656

Emergency Management Plan Development/Updates

December 2023

Page 4

JAMES CITY COUNTY

UNSEALED REQUEST FOR PROPOSALS No. 20240656

EMERGENCY MANAGEMENT PLAN DEVELOPMENT/UPDATES

COMPETITION INTENDED

It is James City County’s intent that this unsealed Request for Proposals (RFP) allows

competition. It shall be the offeror’s responsibility to advise the James City County

Purchasing Director in writing if any language, requirement, specification, etc. or any

combination thereof, inadvertently restricts or limits the requirements stated in the RFP to a

single source. The Purchasing Director must receive such notification not later than seven

(7) days prior to the date set for acceptance of proposals.

II. PURPOSE

The purpose of this Request for Proposal is to solicit unsealed Request for Proposals

from qualified consultants to create and/or update emergency management plans and to

create training and exercises to test plans.

III. DEFINITIONS

A. The term “Owner” used in this solicitation refers to James City County (JCC).

B. The term “Consultant” refers to the person or firm to whom an award is made to

perform the work under the contract.

C. The term “Successful Offeror” means the proposer to whom the Owner (on the basis

of the Owner’s evaluation as herein provided) makes an award.

IV. PROJECT OVERVIEW

James City County is soliciting proposals from qualified consultants or firms to conduct

planning and exercise work to fulfill the emergency management planning needs of the

county. These projects will be funded out of the 2023 Local Emergency Management

Performance Grant (LEMPG) from the Virginia Department of Emergency

Management.

The successful consultant or firm must have extensive experience developing

Emergency Operations Plans (EOPs) in compliance with the National Incident

Management System (NIMS), Comprehensive Planning Guide 101 2.0 and conducting

exercises in compliance with the Homeland Security Exercise and Evaluation Program

(HSEEP), along with the specific requirements for each plan listed below.

RFP 20240656

Emergency Management Plan Development/Updates

December 2023

Page 5

This is the opportunity summary page. You are currently viewing an overview of this opportunity and a preview of the attached documentation. For more information, please visit the Publication URL Web page.

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Emergency Management Plan Development/Updates 2023

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See also