Emergency Management Consulting Services

The City of Sarasota is soliciting proposals to provide consulting and representation services to support the City’s emergency management program. Work includes activities related to mitigation, preparedness, response, and recovery from disasters, both natural and man-made. The Proposer shall possess demonstrated experience in Emergency Management programs and must have extensive knowledge in the FEMA Public Assistance program with Federal and State partners to ensure recovery activities are properly documented and prepared for submission to the State and FEMA. Additional experience must include 404 and 406 hazard mitigation, FHWA-ERP, HSEEP, CPG 101 and CPG-201, amongst others.

All services provided shall be in accordance with 2 C.F.R. Part 200, Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards: §§ 200.318 through 200.327, and Appendix II to Part 200 – Contract Provisions for Non-Federal Entity Contracts Under Federal Awards.

Senate Bill 180 is applicable to this solicitation and any resulting contract(s).

Background

Before, during and after an emergency the City of Sarasota may need to acquire services from emergency management consultants to assist City personnel in trainings, exercises, after action reports, project management, and other onsite emergency management expertise and staffing in order to prepare for, respond to, and recover from emergencies. 

Project Details

• Reference ID: 26-34HR
• Department: Public Safety
• Department Head: Jennifer Jorgensen (Deputy City Manager)

Important Dates

• Questions Due: 2026-07-24T20:00:00.000Z

Evaluation Criteria

• Qualifications of Company (25 pts) —

  Includes company qualifications, information, introduction and executive summary.

• Personnel (25 pts) —

  Personnel qualifications.

• Services/References (20 pts) —

  Services (past projects) and references that support your comments on the products or services you provide.  Past customers related experience with your company.

• Proposal Requirements (20 pts) —

  Details on how you plan to provide your products or services based on the specifications or scope of work provided in this solicitation or proposal request.

• Pricing (10 pts) —

  Subjective Scoring as described in the Request for Proposal Terms and Conditions Version 01-24-25 Standard RFP, Section 11.4.3

Submission Requirements

• Is the Offeror currently registered with the Florida Division of Corporations (Sunbiz)? (required) —

  Note: Active registration is not required to submit a bid but is a mandatory condition for contract award.

• Please enter your FL Document Number. (required)
• Please upload your Sunbiz Registration Document.
• INTEREST IN COMPETITIVE BID FOR PUBLIC BUSINESS (required) —

  Sections 112.313(3) and 112.313(7), Florida Statutes, prohibit certain business relationships on the part of public officers and employees, their spouses, and their children. See Part III, Chapter 112, Florida Statutes and/or the brochure entitled "A Guide to the Sunshine Amendment and Code of Ethics for Public Officers, Candidates and Employees" for more details on these prohibitions. However, Section 112.313(12), Florida Statutes (1983), provides certain limited exemptions to the above-referenced prohibitions, including one where the business is awarded under a system of sealed, competitive bidding; the public official has exerted no influence on bid negotiations or specifications; and where disclosure is made, prior to or at the time of the submission of the bid, of the official's or his spouse's or child's interest and the nature of the intended business. The Commission on Ethics has promulgated this form for such disclosure, if and when applicable to a public officer or employee.

  Does any officer or employee of the City of Sarasota, or their spouse or child, hold an interest in this business entity or the proceeds of this bid as defined by Florida Statute 112.313?

• What office position do you hold? (required)
• The competitive bid to which this statement applies has been/will be (select one) submitted to the following government agency: City of Sarasota, FL (required)
• The person submitting the bid is: (required) —

  Include your full name and position

• The business entity with which the person submitting the bid is associated is: (required)
• My relationship to the person or business entity submitting the bid is as follows: (required)
• The realty, goods and/or services to be supplied specifically  include:  (required)
• The realty, goods and/or services will be supplied for the following period of time: (required)
• Non Collusion Affidavit: Will you submit your notarized affidavit electronically (select YES) or submit a notarized hard copy (select NO)? (required) —

  Offeror shall execute an affidavit, in the form provided by the City, to the effect that they have not colluded with any other person, firm or corporation regarding any response submitted.

  Either electronic or hard copy upload is acceptable. Using the electronic Notary Live submission process will cost approximately $25 paid to Notary Live for the service. You are not required to use this service and if you choose not to, simply select NO on this question to upload your notarized form. 

• Non Collusion Affidavit - Electronic Submission (required) —

  Please download the below documents, complete and have notarized. An online notarization option will be provided for you when responding.

• Non Collusion Affidavit - Hard Copy Submission (required) —

  Please download the below documents, complete, and upload.

• Notarized Public Entity Crimes Form: Will you submit your notarized Public Entity Crimes form electronically (select YES) or submit a notarized hard copy (SELECT NO)? (required) —

  Offeror has not been convicted of a public entity crime per Section 287.133, Florida Statutes or environmental law in the past five years.

  Either electronic or hard copy upload is acceptable. Using the electronic Notary Live submission process will cost approximately $25 paid to Notary Live for the service. You are not required to use this service and if you choose not to, simply select NO on this question to upload your notarized form. 

• Public Entity Crimes Form - Electronic Submission (required) —

  Please download the below documents, complete and have notarized. An online notarization option will be provided for you when responding.

• Public Entity Crimes Form - Hard Copy Submission (required) —

  Please download the below documents, complete, notarize, and upload.

• DRUG-FREE WORKPLACE CERTIFICATION —

  Preference shall be given to businesses with drug-free workplace programs.  Pursuant to Section 287.087, Florida Statutes, whenever two or more competitive solicitations that are equal with respect to price, quality, and service are received by the State or by any political subdivision for the procurement of commodities or contractual services, a response received from a business that certifies that it has implemented a drug-free workplace program shall be given preference in the award process.  Established procedures for processing tie responses will be followed if none of the tied providers has a drug free workplace program.  In order to have a drug-free workplace program, a business shall:

  1. Publish a statement notifying employees that the unlawful manufacture, distribution, dispensing, possession, or use of a controlled substance is prohibited in the workplace and specifying the actions that will be taken against employees for violations of such prohibition.
  2. Inform employees about the dangers of drug abuse in the workplace, the business's policy of maintaining a drug-free workplace, any available drug counseling, rehabilitation, and employee assistance programs, and the penalties that may be imposed upon employees for drug abuse violations.
  3. Give each employee engaged in providing the commodities or contractual services that are under proposal a copy of the statement specified in Subsection (1).
  4. In the statement specified in Subsection (1), notify the employees that, as a condition of working on the commodities or contractual services that are under proposal, the employee will abide by the terms of the statement and will notify the employer of any conviction of, or plea of guilty or nolo contendere to, any violation of Chapter 894, Florida Statutes, or of any controlled substance law of the United States or any state, for a violation occurring in the workplace no later than five (5) days after such conviction.
  5. Impose a sanction on any employee who is so convicted or require the satisfactory participation in a drug abuse assistance or rehabilitation program as such is available in the employee's community.
  6. Make a good faith effort to continue to maintain a drug-free workplace through implementation of applicable laws, rules and regulations.

  I certify that this firm complies fully with the above requirements.

• Respondent FEIN (required)
• Scrutinized Companies Certification (required) —

  Section 287.135, Florida Statutes prohibits a company from bidding on, submitting a proposal for, or entering into or renewing a contract for goods or services of any amount if, at the time of contracting or renewal, the company is on the Scrutinized Companies that Boycott Israel List, created pursuant to Section 215.4725, Florida Statutes, or is engaged in a boycott of Israel.  Section 287.135, Florida Statutes, also prohibits a company from bidding on, submitting a proposal for, or entering into or renewing a contract for goods or services of $1,000,000 or more, that are on either the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector Lists which were created pursuant to s. 215.473, Florida Statutes.  

  Certification:

  As the person authorized to sign on behalf of Respondent, I hereby certify that the company submitting this proposal is not listed on either the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List, or the Scrutinized Companies that Boycott Israel List. I further certify that the company is not engaged in a boycott of Israel. I understand that pursuant to section 287.135, Florida Statutes, the submission of a false certification may subject company to civil penalties, attorney’s fees, and/or costs.

   

• Subcontractor Information (required) —

  Offeror shall provide a list of any subcontractors they intend to utilize.

  Complete and submit the Subcontractors List below:

   

  SUBCONTRACTORS LIST

  a. Subcontractor/Subconsultant Name

  b. Area Of Work

  c. Point Of Contact Or  Project Supervisor

  d. Phone Number  and

  e. Email Qualified MBE Yes/No

  f. Amount or Percentage of Total Bid

• References (required) —

  Please Provide at least FOUR References 

  Contact Person & Title:        

  Email Address  

  Phone No.    

  Company Name:    

  Mailing Address:   

  Type of commercial work contracted:   

• Conflict of Interest Statement (required) —

  Offeror, its principal(s), officers, agents, or proposed subcontractor(s) shall not have any conflicts of interest as it relates to this solicitation. 

  Attach a statement on company letterhead that discloses any conflict, or potential for conflict of interests, to include any City officer, employee, or attorney or their immediate family (parents, spouse, children) who is also an owner with more than 10 percent ownership interest in Offeror’s business, OR if no conflict of interest exists, provide a statement to that effect.

• Employer Identification Number -or- (2) Social Security Number: (required) —

  ** The City of Sarasota collects your social
  security number for tax reporting purposes.

• In submitting this Solicitation, the respondent makes all representations required by the Instructions to respondent and further warrants and represents that: Respondent has examined copies of all the Solicitation Documents and acknowledges that all addenda have been reviewed. (required)
• Emergency Priority Service (required) —

  In the event of an emergency, Respondent will provide priority service for the City of Sarasota.
  CONTINUITY OF OPERATION DURING EMERGENCY? Select YES or NO

• E-Verify Affidavit: Will you submit your notarized affidavit electronically (select YES) or submit a notarized hard copy (select NO)? (required) —

  Please download the below documents, complete, and upload.

  Either electronic or hard copy upload is acceptable. Using the electronic Notary Live submission process will cost approximately $25 paid to Notary Live for the service. You are not required to use this service and if you choose not to, simply select NO on this question to upload your notarized form. 

• E-Verify Affidavit Via Notary Live (required) —

  Please download the below documents, complete and have notarized. An online notarization option will be provided for you when responding.

• E-Verify Affidavit Traditional (required) —

  Please download the below documents, complete, and upload.

• AFFIDAVIT REGARDING PROHIBITION ON CONTRACTING WITH ENTITIES OF FOREIGN COUNTRIES OF CONCERN: Will you submit your notarized affidavit electronically (select YES) or submit a notarized hard copy (select NO)? (required) —

  Please download the below documents, complete, and upload.

• AFFIDAVIT REGARDING PROHIBITION ON CONTRACTING WITH ENTITIES OF FOREIGN COUNTRIES OF CONCERN (required) —

  Please download the below documents, complete and have notarized. An online notarization option will be provided for you when responding.

• AFFIDAVIT REGARDING PROHIBITION ON CONTRACTING WITH ENTITIES OF FOREIGN COUNTRIES OF CONCERN (required) —

  Please download the below documents, complete, and upload.

• ADA Accessibility Confirmation (required) —

  Respondent acknowledges and warrants that their products, programs and services are currently in compliance and during the Term of this Agreement shall remain in compliance with all applicable Federal disabilities laws and regulations, including without limitation the accessibility requirements of Section 508 of the Rehabilitation Act of 1973, as amended (29 U.S.C. 794d), and its implementing regulations set forth at Title 36, Code of Federal Regulations, Part 1194.  Respondent agrees to promptly respond to, resolve and remediate any complaint regarding accessibility of its products, programs or services in a timely manner and provide an updated version to the CITY at no cost.  The CITY reserves the right to request, from the Respondent, a timeline by which accessibility standards will be incorporated into the programs, products or services.  The Respondent shall provide such a timeline within a reason time.   The Respondent further agrees to indemnify and hold harmless the CITY from any claims arising out of its failure to comply with the requirements of this section.  Failure to comply with these requirements shall constitute a material breach of this solicitation and any subsequent agreements and shall be grounds for termination of any agreement by the CITY.

• Confirmation of Good Faith in Response (required) —

  The Respondent, hereby declares that no person or other persons other than the undersigned are interested in this Solicitation as Principal, and that this Solicitation is made without collusion with others; and that we have carefully read and examined the specifications, and with full knowledge of all conditions under which the services herein  is  contemplated  must  be  furnished,  hereby  propose  and  agree  to  furnish  this  service  according  to  the requirements set out in the specifications for said service for the prices as listed on the previous pages.

• REQUIRED - Appendix A 44 C.F.R. Part 18 Certification Regarding Lobbying (required) —

  Please download the below documents, complete, and upload.

  Certification Regarding Lobbying

• REQUIRED -CERTIFICATION REGARDING DEBARMENT, SUSPENSION, INELIGIBILITY and VOLUNTARY EXCLUSION (required) —

  Please download the below documents, complete and upload.

  Certification Regarding Debarment

• Required- Acknowledge review of FEMA Contracting Provisions Guide, as applicable (required)
• REQUIRED- Upload your Proposal document here (required)
• Upload additional documents —

  Please use this area to upload any additional documents that may be required by solicitation.

• Do you want to use a electronic pricing table (required)
• Who will evaluate Cost for this Project (required) —

  If you select Admin Scoring, no further action is required

  If you select Evaluation Committee, please select Evaluation Commitee in the Evaluation Criteria Section 

• Does this project require Subcontractor Information? (required)
• Is this project subject to 2 C.F.R. Part 200 for Federal Awards? (required)