Project Information

Bid Title

P25-15 CWDG Evacuation Drills and Plan

Issuing Agency

Larimer County

Location

Colorado

Published Date

Nov 4, 2025

Closing Date

Dec 5, 2025

Government Level

State & Local

Status

Closed

Ref. #

P25-15

Original Source

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Bid Documents

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Project Description

Due Date	Number	Title	Documents	Contact
2025-12-05	P25-15	P25-15 CWDG Evacuation Drills and Plan	Bid Doc	Les Brown, Purchasing Agent brownxld@larimer.org 970-498-5954

Attachment Preview

REQUEST FOR PROPOSAL (RFP)

RFP #P25-15

CWDG Evacuation Drills and Plan

RFP SUMMARY:

To enter into a contract with a consultant to provide Community Wildfire Defense Grant (NFS)

evacuation drill and plan updates, and signage placement.

This RFP is federally funded through a USDA-USFA- Forest Service Community Wildfire Defense

Grant (CWDG). PTE Federal Award No. 24-DG-11021600-067, Subaward No. G31-004-05, Project

Title: 2024 Community Wildfire Defense Grant (Underserved Communities), see Attachment B.

As this is funded with federal funds, the Consultant must comply with all applicable federal laws,

regulations, and requirements. See Attachment A - Professional Services Agreement, and read

EXHIBIT D, CONTRACT PROVISIONS FOR NON-FEDERAL ENTITY CONTRACTS UNDER FEDERAL

AWARDS; this exhibit will become part of the contract.

QUESTION DEADLINE: November 14, 2025 @ 10:00 a.m. (MT)

All questions regarding this solicitation must be emailed to the Contact Person identified below. If you do not

receive a confirmation email of receipt, please call the Contact Person to verify receipt of your questions. No

questions will be accepted after the date and time referenced above. All questions received will be answered

via Addendum only.

DEADLINE FOR SUBMITTALS: December 5, 2025 @ 2:00 p.m. (MT)

The Board of Larimer County Commissioners will only be accepting proposals electronically submitted via

the Rocky Mountain E-Purchasing System (BidNet, BidNet Direct) portal, up to the date and time referenced

above, at which time they will be recorded, but not publicly opened on behalf of the Commissioner & County

Manager Department.

BIDNET PORTAL / RFP OFFICIAL WEBSITE:

To submit your proposal and view official solicitation documents and addenda only available on the BidNet

portal, use the following link: https://www.bidnetdirect.com/colorado/larimer-county/

CONTACT PERSON:

Purchasing Agent Les Brown, brownxld@co.larimer.co.us, 970-498-5954

NOTE: Unauthorized contact with a County employee other than the Contact Person listed above or

Purchasing Manager regarding this RFP may result in disqualification of your Proposal.

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1. GENERAL INSTRUCTIONS FOR PROPOSERS:

1.1 Artificial Intelligence (AI) Disclosure:

Portions of this solicitation may have been prepared or modified with the assistance of Artificial Intelligence (AI)

technologies. All such content has been reviewed, verified, and approved for accuracy and compliance by the

Purchasing Agent prior to issuance.

1.2 Cooperative Use

Other governmental entities may piggyback on the award of this solicitation, assuming the award vendor is

amenable, and should contact Larimer County Purchasing for any necessary procurement documents. The

entity will deal directly with the award vendor concerning the placement of Purchase Orders, freight charges,

contracting and disputes, invoicing, and payment. Larimer County will not be held liable or responsible for any

liability, claims, costs, damages, demands, actions, losses, judgments or expenses incurred by the vendor or

any government entity relating to such use.

1.3 Equal Opportunity Employer (EEO) / Disadvantaged Business Opportunities:

Larimer County, in accordance with Federal and State laws, is an Equal Opportunity Employer and does not

discriminate. Larimer County strongly encourages the use of small and minority firms, women's business

enterprises, and labor surplus area firm services.

Larimer County hereby notifies all Proposers they will be afforded full and fair opportunity to submit a Proposal

in response to this RFP and they will not be discriminated against on the basis of age 40 and over, race, sex

(including pregnancy), color, religion, national origin, disability, genetic information, sexual orientation, gender

identity, gender expression, military or veteran status, or any other applicable status protected by Federal,

State, or local law in consideration for award.

1.4 Payment:

Payment for work performed or goods sold to Larimer County can be expected within 30 days after receipt of

the invoice and satisfactory acceptance by the Department receiving the service or goods (unless otherwise

stated and agreed to by County).

1.5 Proposal Consideration:

Larimer County reserves the right to reject any and or all proposals, to further negotiate with any and/or all

qualified proposers and to waive informalities and irregularities in proposals received, and to accept any

portion of the proposal if deemed to be in the best interest of Larimer County to do so. If, in the sole judgment

of the Board of County Commissioners, the proposals are substantially equal, the Board may grant the contract

to companies located in Larimer County, however this is not applicable in the case that Federal funds are

used.

1.6 Proposal Preparation:

Proposers will not be compensated for generating, producing, or duplicating any proposal materials associated

with this RFP. Proposals must be furnished exclusive of any Federal, State, or Local taxes; Larimer County is

tax exempt.

1.7 Proposal Submission:

Proposers must be registered with BidNet in order to submit a proposal; registration is free. Larimer County

strongly recommends proposers register well in advance of the submittal deadline to ensure they have

adequate time to upload and submit their proposal.

It is the sole responsibility of the Proposer to ensure all required Proposal documents are submitted through

BidNet by the submission deadline. Proposals will be time-stamped by BidNet upon receipt; BidNet does not

allow for uploading or submitting Proposal documents after the Proposal submittals deadline has passed, so

allow adequate time to upload and submit your Proposal prior to the deadline. Larimer County will not accept

uploads that are “saved” but not “submitted”. To verify that a Proposal has been submitted successfully,

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Proposers may contact BidNet Support, or verify, via the Proposal Management tab in the Proposer’s account,

that the documents are not in “Draft” status.

Proposers are required to submit one (1) non-redacted proposal. All parts of the proposal should be

combined and submitted as one (1) single .pdf file; proposals comprised of multiple separate files are

not acceptable and your proposal may be rejected.

By submitting a proposal, the proposer agrees they may not rescind their proposal on or after the closing date

and time identified in the RFP or as modified by addendum. No delivery will become due or be accepted until

an agreement has been completed either in the form of a formal executed contract, or a purchase order issued

by the Purchasing Manager of Larimer County. Prices and terms will remain in effect until a contract has

been executed.

1.8 Public Records:

Proposers may choose to also provide one (1) redacted .pdf proposal (as one single file), excluding any

information that is not subject to disclosure under the Colorado Open Records Act (“CORA”), such as trade

secrets, privileged information and confidential commercial, financial, geological or geophysical data exempt

from public disclosure under C.R.S. §§ 24-72-204(3)(a)(IV). Statements that the entire proposal is confidential

will not be honored. After the Notice of Award has been issued, all information submitted in response to this

request for proposal (RFP) may be publicly disclosed if required under the CORA. If provided, the redacted

electronic copy will be used to satisfy CORA requests. Proposers that do not provide a redacted electronic

copy will have their non-redacted electronic copy used to satisfy CORA requests. Larimer County will

endeavor to keep the non-redacted proposal, separate and apart from the redacted proposal subject to the

provisions of CORA or Order of Court.

1.9 Reasonable Accommodations:

Per the Americans with Disabilities Act (ADA), Larimer County will provide reasonable accommodation to

qualified individuals with a disability who need assistance. Services can be arranged with at least seven (7)

business days’ notice. Please email the Contact Person listed on the page 1 or call Relay Colorado

711. “Walk-in” requests for auxiliary aids and services will be honored to the extent possible but may be

unavailable if advance notice is not provided.

1.10 Regulatory and Legal Compliance Requirements:

No vendor awarded a solicitation will be federally debarred. Such debarment will be checked through the

System for Award Management, at www.sam.gov.

All businesses, organizations, and individuals contracting with Larimer County must comply with Title II of the

Americans with Disabilities Act of 1990, as amended. For more information on these requirements and to read

the full Title II text, please go to the following web page: https://www.ada.gov/ada_title_II.htm.

Domestic Preferences (2 CFR 200.322)

When federal funds are used, Larimer County to the greatest extent practicable and consistent with law, may

provide preference for the purchase, acquisition, or use goods, products, and materials produced in the United

States. This includes, but is not limited to, iron, aluminum, steel, cement, and other manufactured

products. The requirements of 2 CFR 200 must be included in all subawards, contracts, and purchase orders

under Federal awards.

For projects involving infrastructure—whether or not infrastructure is the primary purpose—the stricter of the

Domestic Preference or Buy America requirements will apply (see below).

Buy America Preferences for Infrastructure Projects (2 CFR 184):

When federal funds are used.

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• All iron or steel articles, materials, or supplies must be produced entirely in the U.S. (from initial melting

through coatings).

• All manufactured products must be produced in the U.S., with more than 55% of total component costs

coming from U.S. sources.

• All construction materials (non-ferrous metals, plastic and polymer products, glass, fiber optic cable

(including drop cable), optical fiber, lumber, drywall, engineered wood) must be manufactured in the

U.S.

• Cement, aggregates (sand, gravel, stone), and aggregate binding agents are excluded and not subject

to Buy America.

Recovered Materials Requirement (2 CFR 200.323):

Larimer County and its contractors must comply with Section 6002 of the Solid Waste Disposal Act (as

amended by the Resource Conservation and Recovery Act). This requires purchasing EPA-designated items

(40 CFR Part 247) that contain the highest practicable percentage of recovered materials, consistent with

satisfactory competition. This applies when the item’s purchase price exceeds $10,000 or when County

purchases of that item exceeded $10,000 in the previous fiscal year. Covered categories include paper

products, vehicular products, construction and transportation products, park and recreation products,

landscaping products, non-paper office products, and miscellaneous products.

The Proposer certifies that by submitting an offer, neither the Consultant nor subcontractors, the organization

nor its principals are suspended or debarred or otherwise excluded from procurement by the Federal

government and do not appear on the Excluded Parties List System (EPLS) maintained by the General

Services Administration (GSA).

2. PROJECT OVERVIEW:

Larimer County intends to enter into an agreement with a qualified Consultant to provide community

engagement and education activities related to the Community Wildfire Defense Grant (CWDG). These

activities include execution of evacuation exercises and drills, emergency planning, education, workshops,

training, sign design, placement, and installation, plan improvements, and innovative public education

deliverables.

This multi-year initiative aims to strengthen wildfire preparedness, community resilience, and evacuation

readiness across the various project communities. Project Communities include the Glacier View Fire

District, Crystal Lakes Fire District, Cherokee Meadows Community located in the Livermore Fire District,

and the Poudre Canyon Fire District.

There are a number of activities planned for the Federally-funded Community Wildfire Defense Grant

(CWDG) Red Feather Lakes Area Wildfire Defense Project (the “Project”); Attachment B - Subaward No.

G-31004-05. The Project is a multi-faceted project funded through ~$9.6 million grant award from the

USDA/US Forest Service. The County has $200,000 (not-to-exceed) funds available for the services listed

in this solicitation.

3. QUALIFICATIONS:

Qualifications, at a minimum, include the following:

1. The Consultant must have completed at least one (1) project of similar scope and size within the past

five (5) years.

4. SCOPE OF WORK:

The Consultant, at a minimum, will provide, perform, and/or furnish the following:

1. Conduct one or more evacuation exercises each year of the performance period.

1.1. The County envisions this may include:

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1.1.1. Virtual (preferred) or in-person workshops and seminars (including pre- and post-surveys), on

topics including wildfire evacuation planning, community preparedness, alerts/warnings, and

evacuation procedures, home ignition zone, resilience, and mitigation procedures.

1.1.2. Community drills and exercises, aligned with the Homeland Security Exercise and Evaluation

Program (HSEEP), and including a “Drill-in-a-Box” toolkit, structured around HSEEP templates,

including participant handbooks, controller and evaluator guides, and After-Action Reports and

Improvement Plans (AAR/IPs), that communities can reuse.

2. Establish and/or update evacuation plans and procedures.

2.1. The County envisions this may include:

2.1.1. A review of current processes, and recommendations for improvements for the existing

evacuation and emergency plans, including local Community Wildfire Protection Plans, for each

project community.

2.1.2. Alternative Education Deliverables, including:

2.1.2.1.1. A portfolio of evacuation stories (a “human library”) capturing local lived

experiences.

2.1.2.1.2. One (1), or more, short, ADA-accessible, 10-minute Public Service

Announcement (PSA) video that is adaptable for multiple platforms, representing the

project communities, including local evacuation first-hand accounts, addressing the

importance of evacuation, Larimer County’s emergency processes and procedures, as

well as alerts and warning systems (including evacuation alerts and preparedness for

recreationists).

2.1.2.1.3. Strategies for gamifying preparedness (e.g., interactive challenges, mobile

applications, community competitions).

2.1.3. Public Education & Outreach, including educational fliers on evacuation preparedness tailored

to multiple audiences (residents, general public, English as a second language populations, ADA,

tourists, recreationists, short-term visitors), which is visually accessible, translatable, and

distributed in both print and digital formats.

3. Up to 400 non-flammable County-purchased signs marking evacuation routes will be established within the

communities to further enhance evacuation procedures; placement of these signs by Contractor will be

complete by the end of the grant performance period.

3.1. The County envisions this may include working with the communities on signage, to identify specifics

on location, sign design, placement, and the number of signs per each community.

5. INSURANCE:

BEFORE submitting your company proposal, confirm with your insurance carrier that your company can meet

the insurance requirements published in the solicitation. Your company insurance coverages should be

correctly noted in the most current EOC. NOTE: All Larimer County contracts require that the Award Vendor

possess appropriate insurance at all times during the contract; these coverages are purchased at the

company's expense. The County’s insurance requirements may necessitate a company adding or increasing

coverage/limits, and those changes may impact pricing for the proposed project. These costs must be included

in your pricing at the time of submission and will not be permitted to be added later.

5a. INSURANCE REQUIREMENTS:

Prior to commencement of any work, contractor/vendor shall provide a Certificate of Insurance issued to

Larimer County, 200 West Oak St., Suite 4000, Fort Collins, Colorado 80521 as the Certificate Holder. The

insurance required herein shall be procured and maintained in full force and effect for the duration of the

Contract or Agreement and shall be written for not less than the following amounts, or greater if required by

law. Such certificate shall be delivered to InsuranceCert@larimer.org.

1. Workers' Compensation and Employers' Liability (waiver available if no employees)

1.1. Workers’ Compensation:

Statutory

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Commodity Codes

• NAICS 541611Administrative Management and General Management Consulting Services

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