Request for Quotation
Disaster Response – Exposure Tracker

1. Organization Background

The International Public Safety Data Institute (IPSDI) is a nonprofit research and data science organization advancing innovation in the fire service. Founded in 2018, IPSDI develops platforms, tools, and analyses that help departments reduce risk and improve emergency response. Our mission is enhancing public safety through data science. Our vision is leveraging technology to provide lifesaving insights that improve fire service operations, community risk reduction, and firefighter health and safety. Learn more at i-psdi.org.

2. Purpose of this RFQ

IPSDI is seeking quotations from qualified vendors to develop technical requirements and survey specifications to support first responders (firefighters) in tracking exposures associated with their disaster responses through IPSDI Exposure Tracker.

3. Background / Project Context

IPSDI Exposure Tracker (formerly NFORS Career Diary) empowers firefighters to take control of their exposure history with a comprehensive, secure record. Firefighters face unique occupational health risks from repeated exposure to carcinogens, toxins, and hazardous conditions. This project will extend the Exposure Tracker to support disaster, mass-casualty, or large-scale/multi-agency incident response contexts, where firefighters and other responders may face distinct or elevated exposure risks not fully captured by day-to-day exposure tracking.

4. Scope of Work

The scope of work is expected to include, at a minimum, the following. Vendors may propose refinements or additional considerations based on their expertise:

• Defining what types of disasters or large-scale incidents (e.g., hazmat, mass-casualty, multi-agency mutual aid deployments) should be addressed
• Identifying what additional exposure data points are relevant in disaster contexts beyond standard day-to-day exposure tracking
• Proposing a data model and functionality for capturing disaster-specific exposures at the individual and/or department level
• Considering interoperability with existing incident command, mutual aid, or emergency management systems, where relevant
• Identifying security, privacy, and safeguard considerations specific to disaster-response data

5. Deliverables

Exact deliverables will be finalized collaboratively with the selected vendor, but may include:

• Discovery / requirements-gathering summary and stakeholder input plan
• Technical assessment/discovery summary
• Proposed data model for disaster-specific exposure tracking
• Testing, documentation, and training/rollout materials

6. Key Dates

7. Budget

Vendors should propose pricing structured by phase or deliverable and may propose a not-to-exceed estimate or a time-and-materials rate card, as appropriate.

8. Vendor Qualifications

Vendors should demonstrate:

• Experience with public safety, fire service, occupational health, or similar domains
• Familiarity with disaster response or emergency management
• Experience running discovery or requirements-gathering processes with non-technical stakeholders (e.g., fire service personnel)
• Experience designing and building software features for complex, mission-driven, or public-safety-oriented products
• Ability to work within grant-funded project constraints and reporting requirements

9. Submission Instructions

Interested vendors should submit a written quotation including the following:

• Company overview and relevant experience/qualifications
• Proposed approach and methodology
• Proposed project timeline with key milestones
• Itemized cost proposal (e.g., by phase, deliverable, or time and materials rate)
• Names and qualifications of key personnel who would be assigned to the project
• At least two references from comparable prior projects
• Any assumptions, dependencies, or clarifying questions

Vendors must be eligible to receive federal grant-funded awards.

10. Evaluation Criteria

Quotations will be evaluated based on the following evaluation factors and weights. IPSDI reserves the right to alter the weight of these criteria at its discretion during evaluation.

11. General Terms & Conditions

• This RFQ does not commit IPSDI to award a contract, pay any costs incurred in the preparation of a quotation, or procure or contract for services.
• IPSDI reserves the right to reject any or all proposals, modify or cancel this solicitation, negotiate with qualified vendors, or make no award.
• IPSDI reserves the right to accept or reject any or all quotations, to negotiate with any qualified vendor, and to waive any informality in quotations received.
• Quotations should remain valid for a minimum of 60 days from the submission deadline.
• Any resulting agreement is subject to IPSDI's standard contracting terms, applicable grant compliance requirements, and available funding.
• All materials developed under this engagement become the property of IPSDI unless otherwise negotiated in the resulting agreement.
• This procurement is subject to federal grant requirements, including 2 CFR Part 200. Vendors may be required to provide supporting certifications and documentation.
• Vendors must disclose any actual or potential conflicts of interest. Organizations involved in developing this solicitation are not eligible to compete.
• IPSDI will retain procurement documentation as required for federal grant compliance and audits.

12. Questions & Point of Contact

Questions regarding this RFQ should be directed to: