Emergency Management Consultant Services

The Fort Wayne-Allen County Airport Authority ("Authority" or "FWACAA") is requesting proposals from qualified emergency management consultants to assess the Authority's emergency management program; evaluate current preparedness, response, recovery, continuity, and coordination capabilities; identify practical improvement opportunities; and develop a sustainable training, drill, and exercise program for Fort Wayne International Airport.

The Authority seeks practical, scalable recommendations and reusable tools that can be maintained by Authority personnel after the consultant's engagement ends. The selected consultant will work with Authority personnel and selected outside partners whose operational roles or subject-matter expertise are relevant to the engagement.

The selected consultant shall provide the professional services, personnel, facilitation, analysis, and documentation necessary to complete the following work. Proposers may recommend refinements that improve outcomes, provided the proposal clearly identifies all assumptions, exclusions, and optional services.

Project Initiation and Work Plan

• Conduct a kickoff meeting with the Authority project team.
• Confirm project objectives, information needs, stakeholder engagement, deliverables, decision points, and schedule.
• Prepare a detailed work plan and information-request list.

Program and Readiness Assessment

• Review existing emergency management, response, recovery, continuity, communication, training, drill, and exercise materials made available by the Authority.
• Review prior drill and exercise records, after-action items, safety committee materials, corrective-action records, and applicable coordination practices.
• Conduct interviews, workshops, or other structured engagement with Authority personnel and selected partners.
• Assess readiness by capability area, including plans, governance, staffing, role clarity, communications, accountability, continuity, recovery, stakeholder coordination, training, exercise cadence, and corrective-action tracking.

Findings and Improvement Roadmap

• Validate preliminary findings with the Authority project team.
• Identify strengths, practical gaps, priority risks, and recommended corrective actions.
• Prepare a prioritized improvement roadmap with near-term and long-term actions, proposed owners, dependencies, and target dates.

Training, Drill, and Exercise Program

• Develop an annual training, drill, and exercise calendar with recommended cadence and responsible owners.
• Develop reusable exercise planning, approval, observation, evaluation, after-action, and improvement-tracking tools.
• Develop scenario-specific drill or exercise outlines addressing airport emergency scenarios, continuity of staff and infrastructure, public safety, stakeholder coordination, and relevant current threats.
• Support planning and delivery of one tabletop exercise and one full-scale exercise, including planning support, facilitation as applicable, evaluation, and after-action documentation.

Implementation and Closeout

• Provide periodic project updates.
• Deliver editable source files for project tools and final deliverables.
• Conduct a closeout briefing for Authority leadership and designated stakeholders.
• Transfer sufficient knowledge so Authority personnel can maintain the program and tools after completion of the engagement.

Required Deliverables

1. Detailed project work plan and schedule.
2. Written readiness assessment identifying strengths, gaps, priority risks, and recommended corrective actions.
3. Improvement roadmap organized by near-term and longer-term priorities, with proposed owners and target dates.
4. Annual training, drill, and exercise calendar.
5. Reusable exercise planning template and approval checklist.
6. Observer/evaluator guide and observer checklist.
7. After-action report template and improvement-plan tracker.
8. Scenario-specific drill and exercise outlines.
9. Planning, facilitation, evaluation, and after-action support for one tabletop exercise and one full-scale exercise.
10. Final report, closeout briefing, and transfer of editable project files.

**Submission:** Proposals must be submitted **electronically** to Klepper@fwairport.com no later than **5:00 p.m. Eastern Time on November 19, 2026**. The email subject line should state: "Emergency Management Consultant Services RFP." Late proposals may be rejected and may not be considered. Proposals should be submitted as a searchable PDF. The fee proposal should be clearly identified within the proposal or submitted as a separate PDF attachment.

Each proposal must remain valid for at least 90 days after the proposal deadline and must include a transmittal letter signed by a person authorized to bind the proposer.

**Questions:** Questions must be submitted in writing to Klepper@fwairport.com no later than November 3, 2026. Responses will be issued by written addendum and posted on the Authority's website under Business, Solicitations & Bidding.

**Evaluation:** Price is weighted at 20% relative to the other evaluation factors.

• 5%: Understanding of the Authority's goals and project scope
• 20%: Qualifications and relevant experience of the consultant and proposed project team
• 10%: Quality, practicality, and completeness of the proposed approach
• 40%: Experience with emergency-management assessment, exercise-program development, airport operations, public-safety coordination, or critical-infrastructure preparedness
• 5%: Proposed schedule, availability, and responsiveness
• 20%: Cost of the fee proposal

**Schedule:** The Airport Authority anticipates awarding the work on or after January 4, 2027. The consultant should plan to be on-site for important dates, including a tabletop exercise in April 2027 and a full-scale exercise in May 2027.

**Security and insurance:** The Authority is not requiring proposal security with this RFP. The selected proposer shall provide evidence of insurance meeting the requirements contained in *Exhibit C – Insurance Requirements*. The successful contractor will complete and submit *Exhibit B, Indiana Legal Employment Declaration*, prior to execution of a contract.