TOWN OF LINCOLN INVITATION TO BID EMERGENCY PLANNING, DISASTER RECOVERY AND HAZARD MITIGATION GRANT PROGRAM SERVICES RFP #

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1 TOWN OF LINCOLN INVITATION TO BID EMERGENCY PLANNING, DISASTER RECOVERY AND HAZARD MITIGATION GRANT PROGRAM SERVICES RFP # Sealed bids are due by 10:30 am on Friday, January 30, 2015 Bid Specs are available online at: or can be picked up at: Lincoln Town Hall 100 Old River Road Lincoln, RI Hours 8:30 am 4:30 pm

2 INDEX EMERGENCY PLANNING, DISASTER RECOVERY AND HAZARD MITIGATION GRANT PROGRAM SERVICES INVITATION TO BID GENERAL SPECIFICATIONS & NOTICE TO VENDORS SCOPE OF WORK

3 TOWN OF LINCOLN INVITATION TO BID EMERGENCY PLANNING, DISASTER RECOVERY AND HAZARD MITIGATION GRANT PROGRAM SERVICES RFP # The Town of Lincoln, RI invites sealed bids from qualified firms with expertise in Emergency Planning, Disaster Recovery and Hazard Mitigation Grant Program Management. Sealed bids will be received by the Purchasing Agent until 10:30 a.m. on Friday, January 30, 2015, at which time they will be opened publicly and read in the Town of Lincoln Council Chambers at 100 Old River Road, Lincoln, RI. The company selected for the above project shall be required to enter into a three year contract with the Town with the option of two additional one-year renewal periods to be executed solely upon the discretion of the Town based on contractor performance. The invitation to bid will be available at the Purchasing Office, Lincoln Town Hall, 100 Old River Road, Lincoln, RI between the hours of 8:30 a.m. and 4:30 p.m. or online at Two (2) copies of the submitted bids are to be placed in a sealed envelope and clearly marked EMERGENCY PLANNING, DISASTER RECOVERY AND HAZARD MITIGATION GRANT PROGRAM SERVICES and be addressed to John Ward, Finance Director, c/o Town of Lincoln, 100 Old River Road, P.O. Box 100, Lincoln, RI No proposals will be accepted after the date and time specified. The Town of Lincoln reserves the right to accept or reject, without prejudice, any or all proposals or to waive any irregularities therein, or to accept the proposal deemed to be in the best interest of the town of Lincoln. Individuals requesting interpreter service for the hearing impaired must request such service 72 hours in advance of this scheduled opening. John Ward Finance Director Town of Lincoln, RI

4 TOWN OF LINCOLN 100 OLD RIVER ROAD PO BOX 100 LINCOLN, RI INVITATION TO BID EMERGENCY PLANNING, DISASTER RECOVERY AND HAZARD MITIGATION GRANT PROGRAM SERVICES RFP # BID OPENING DATE: FRIDAY, JANUARY 30, 2015 TIME: LOCATION: PRESENT BIDS TO: 10:30 AM TOWN OF LINCOLN 100 OLD RIVER ROAD LINCOLN, RI JOHN WARD, FINANCE DIRECTOR TOWN OF LINCOLN 100 OLD RIVER ROAD P.O. BOX 100 LINCOLN, RI BID FORMS AND SPECIFICATIONS MAY BE OBTAINED ONLINE AT OR FROM THE PURCHASING AGENT IN THE FINANCE OFFICE AT THE LINCOLN TOWN HALL, 100 OLD RIVER ROAD, LINCOLN RI, BETWEEN THE HOURS OF 8:30 A.M. AND 4:30 P.M. WEEKDAYS. ANYONE PICKING UP OR DOWNLOADING THE BID PACKET MUST SEND AN TO WITH THEIR CONTACT INFORMATION IN ORDER TO RECEIVE ANY ADDENDA. QUESTIONS MAY BE ED TO BY END OF DAY ON WEDNESDAY, JANUARY 21, QUESTIONS WILL BE ANSWERED AND ED TO ALL BIDDERS BY END OF DAY ON FRIDAY, JANUARY 23, 2015.

5 1. SUBMITTAL TOWN OF LINCOLN GENERAL SPECIFICATIONS Sealed bids (proposals) will be accepted in the office of the Finance Director, Town Hall, Lincoln, Rhode Island, until the time indicated on the attached advertisement for bids, for the commodities, equipment or services listed in the specifications; and will be then publicly opened and read at the prescribed time in the Town Hall Council Chambers. 2. FORM OF BID Proposals shall be submitted on the bid form provided within the invitation to bid package. The bidder is to copy the form, fill it out, and submit it in duplicate. 3. SUBMISSION OF BIDS a) Envelopes containing bids must be sealed and addressed to the Finance Director, Lincoln Town Hall, 100 Old River Road, P.O. Box 100, Lincoln, RI and must be marked with the name and address of the bidder, date and hour of opening, and name of item in bid call. b) The Purchasing Agent will decide when the specified time has arrived to open bids, and no bid received thereafter will be considered. c) Any bidder may withdraw his bid by written request at any time prior to the advertised time for opening. Telephone bids, amendments, or withdrawals will not be accepted. d) Unless otherwise specified, no bid may be withdrawn for a period of thirty (30) days from time of bid opening. e) Negligence on the part of the bidder in preparing the bid confers no rights for the withdrawal of the bid after it has been opened. f) Proposals received prior to the time opening will be securely kept, unopened. No responsibility will be attached to an officer or person for the premature opening of a proposal not properly addressed and identified. Page 1 of 5

6 g) Any deviation from the specifications must be noted in writing and attached as part of the bid proposal. The bidder shall indicate the item or part with the deviation and indicate how the bid will deviate from specifications. 4. RHODE ISLAND SALES TAX The Town is exempt from the payment of the Rhode Island Sales Tax under the 1956 General Laws of the State of Rhode Island, , Paragraph 1, as amended. 5. FEDERAL EXCISE TAXES The Town is exempt from the payment of any excise tax or federal transportation taxes. The price bid must be exclusive of taxes and will be so construed. 6. QUALIFICATION OF BIDDERS The Town may make such investigations as it deems necessary to determine the ability of the bidder to perform the work. The bidder shall furnish the Town with all such information and date for the purpose as may be requested. 7. ADDENDA AND INTERPRETATIONS No interpretation on the meaning of the Contract Document will be made to any bidder orally. Every request for such interpretations should be in writing, addressed to Albert Ranaldi by end of day on Wednesday, January 21, Any and all interpretations, and supplemental instructions which, if issued, will be ed to all perspective bidders (at the respective address furnished by the bidder for such purpose), not later than end of day on Friday, January 23, Failure of bidder to receive any such addendum or interpretations shall not relieve any bidder from obligation under his bid as submitted. All addenda so issued shall become part of the Contract Document. 8. DELIVERY All bids are to be From Origin of Business to various locations within the Town of Lincoln, delivery to be supplied with the Purchase Order. No extra charges for delivery, handling or other services will be honored. Only inside delivery and set-up, where required, will be accepted. TAILGATE DELIVERIES WILL BE REFUSED. The vendor must notify the Town of Lincoln 24 hours prior to delivery. All claims for damage in transit shall be the responsibility of the successful bidder. The Town will not make payment on damaged goods, they must be replaced or adjustments made at the option of the Town. The Town of Lincoln is only represented by the Finance Director in these matters and that division, or its appointed representative or agent, shall be the only entity to negotiate any settlements. Deliveries must be made during normal working hours. Page 2 of 5

7 NOTICE TO VENDORS 1. Contracts shall be awarded by the Town Council to the lowest responsible bidder. In determining lowest responsible bidder, in addition to price, the Town Council may consider: The ability, capacity and skill of the bidder to perform the contract or provide the service required; Whether the bidder can perform the contract or provide the service promptly or within the time specified without delay or interference; The character, integrity, reputation, judgment, experience and efficiency of the bidder; The quality of performance of previous contracts or services; Previous and existing compliance by the bidder with laws and ordinances relating to the contract or service; The sufficiency of the financial resources and ability of the bidder to perform the contract or provide the service; The quality, availability and adaptability of the supplies or contractual services to the particular use required; The ability of the bidder to provide future maintenance and service for the use of the subject contract; The number and scope of conditions attached to the bid. 2. No proposal will be accepted if made in collusion with any other bidder. 3. A bidder who is an out-of-state corporation shall qualify or register to transact business in this State, in accordance with RI General Laws (as amended), Sections , , and The Town of Lincoln reserves the right to reject any and all bid(s). 5. In determining the lowest responsible bidder, cash discounts for payment less than thirty (30) days will not be considered. Page 3 of 5

8 6. Where prices are the same, the Town of Lincoln reserves the right to award to one bidder, or to split the award. 7. Competitive prices may be obtained by all bidders attending formal bid opening. After a reasonable lapse of time, tabulation bids may be seen by applying in person at the Finance Department. Telephone or written requests for the above will not be honored. 8. As the Town of Lincoln is exempt from the payment of Federal Excise Taxes and Rhode Island Sales Tax, prices quoted are not to include these taxes. 9. In case of error in the extension of prices quoted, the unit price will govern. 10. The contractor will not be permitted to either assign or underlet the contract nor assign either legally or equitably any monies hereunder, or its claim thereto without the previous written consent of the Finance Director. 11. Delivery dates must be shown in your bid. If no delivery date is specified, it will be assumed that an immediate delivery from stock will be made. 12. A certificate of insurance shall be required of a successful vendor. 13. All vendors doing business within the Town are subject to the requirements as stated in the code of Ethics as established by the Town Ordinance No (9/22/92). 14. For contracts involving construction, alteration and/or repair work, the provisions of State Labor Laws concerning payment of prevailing wage rates apply. (See RI General Laws Section et seq., as amended). 15. No goods should be delivered or work started without a Purchase Order. 16. The Town requests that you submit one original and one copy of your bid. 17. Compensation to the contractor for professional services shall be based upon and measured by the following elements which are set forth below: The successful bidder will submit to the Town of Lincoln an invoice for each completed project no later than the 2 nd week of every month. This invoice will then be added to the Town Council agenda; the council meeting is the 3 rd Tuesday of every month. Following the review and acceptance of the Invoice by the Town Council, a payment will be made to the Contractor within 30 days. Additional Work. If, during the performance of this Agreement, other or additional services are required for this contract, the Town may order the Contractor to perform such additional services, payment to the Contractor for the same shall be as provided above. In order to be eligible for payment for additional Page 4 of 5

9 services, Contractor must receive, prior to commencement of work, authorization from the Town of Lincoln. Abandonment of Project. If the Town of Lincoln shall at any time during the performance of this Agreement, deem it necessary for the Town to abandon or involuntarily defer the work under this Agreement, the Contractor shall be entitled to compensation for any work uncompensated, work performed prior to such time. Or compensation shall be withheld if the Town deems the work performed of poor quality. Termination. In the event that either party shall default in its obligations to perform in accordance with this Agreement, the other party may demand, in writing to terminate this Agreement by giving 48 hours written notice. END OF SECTION Page 5 of 5

10 REQUEST FOR PROPOSALS FOR EMERGENCY PLANNING, DISASTER RECOVERY AND HAZARD MITIGATION GRANT PROGRAM SERVICES The Town of Lincoln has been approved for and continues to apply for Disaster Recovery and Hazard Mitigation Grants through various Federal Programs through the Federal Emergency Management Agency, US Department of Housing and Urban Development, Federal Highway Administration, United States Department of Agriculture, and various other State and Federal Agencies and is interested in procuring the services of a consultant to oversee the programs. The procedures for selection of the consultant will be in accordance with procurement requirements set forth by the Federal Government and the procedures set forth in the statement of qualification packet. All responses received will be evaluated in accordance with the selection criteria and corresponding point system, which is further explained in the Request for Proposals Package. The package also identified the scope of preliminary services to be performed by the chosen consultant. The Town of Lincoln reserves the right to reject any and all proposals, to waive informalities and to select the proposal that best suits its needs. The invitation to bid will be available online at or at the Purchasing Office, Lincoln Town Hall, 100 Old River Road, Lincoln, RI between the hours of 8:30 a.m. and 4:30 p.m. Two (2) copies of the submitted bids are to be placed in a sealed envelope and clearly marked EMERGENCY PLANNING, DISASTER RECOVERY AND HAZARD MITIGATION GRANT PROGRAM SERVICES and be addressed to John Ward, Finance Director, c/o Town of Lincoln, 100 Old River Road, P.O. Box 100, Lincoln, RI No proposals will be accepted after the date and time specified. The Town of Lincoln reserves the right to accept or reject, without prejudice, any or all proposals or to waive any irregularities therein, or to accept the proposal deemed to be in the best interest of the town of Lincoln. Individuals requesting interpreter service for the hearing impaired must request such service 72 hours in advance of this scheduled opening. The Town of Lincoln is an Equal Opportunity Employer. We encourage all small and minorityowned businesses to apply. Page 1 of 7

11 Request for Proposals to Provide Emergency Planning, Disaster Recovery, and Hazard Mitigation Grant Program Services I. GENERAL INFORMATION A. Purpose The Town of Lincoln is soliciting proposals from qualified consultants ( the consultant ) with expertise in Emergency Planning, Disaster Recovery and Hazard Mitigation Grant Program Management. The qualified consultant shall be responsible for Emergency Planning, Disaster Recovery and Hazard Mitigation activities that are inclusive of but not limited to managing and monitoring debris management projects, preparing Project Worksheets and Detailed Damage Inspection Reports, preparing Unified HMGP applications, updating the Hazard Mitigation and other Comprehensive Emergency Management Plans, managing acquisition projects, monitoring construction projects, preparing and reviewing design documents, consulting with agencies to assure compliance with the Federal Programs as well as other applicable recovery and mitigation activities. The selected consultant will provide project management services at a negotiated price when and if federal funds are awarded to the Town. In addition to having knowledge and experience in federal grant elements, the consultant shall also have the ability and experience in conducting federal and State of Rhode Island agency consultations, review of construction (engineering) plans, Project Worksheet and Detailed Damage Inspection Report Preparation, and grant closeout reporting. The consultant shall have demonstrated experience in the public facilitation process to assist the public in meaningful participation in Disaster Recovery Programs and the Unified HMGP process. The consultant should have skills and experience in successful public outreach and participation techniques, to include facilitating and conducting public workshops, individual and group meetings with interested homeowners, liaison with State and Federal officials, reporting at Board of Freeholder meetings and presenting information as needed. The consultant should have staff members and/or sub-consultants with experience and qualifications in grant management and engineering design review, Federal and State regulatory compliance. B. Submission of Proposals 1. One Original and one (1) copy of the project proposal clearly marked must be submitted to the address located below on or before 10:30am on Friday, January 30, Proposals submitted late will not be considered. 2. Proposals should be submitted to: John Ward, Finance Director Town of Lincoln 100 Old River Road P.O. Box 100 Lincoln, RI Page 2 of 7

12 3. The envelope containing the Proposal must have EMERGENCY PLANNING, DISASTER RECOVERY AND HAZARD MITIGATION GRANT PROGRAM SERVICES displayed on the outside of the envelope. 4. This package contains information on qualification requirements of the Consultant and information required to be included in the proposal. Questions regarding the proposal should be directed to Albert Ranaldi, Town Planner, at the above address, by telephone or by at 5. This Request for Proposals may be canceled at any time and any and all proposals may be rejected in whole or in part as the Town may determine that such actions are in the Town s best interest. 6. Proposals must include a cover letter, a description of the consulting firm s capabilities and services, a discussion of the firm s expertise relative to the background and experience requirements contained herein, and resumes of qualified professionals who will be responsible for completing assigned tasks. This material should also be provided for key sub-consultants. C. Addendum to the Request for Proposals 1. This Request for Proposals shall not be modified in any way except by a written Addendum. Any such written Addendum shall be prepared by the Town Planner and shall be mailed, faxed or ed to each Consultant recorded by Town Planner as receiving this Request for Proposals package. Any Consultant submitting a proposal must acknowledge the receipt of any and all written Addendums in the cover letter to the proposal. D. Evaluation Criteria and Selection Process 1. Firms must meet the minimum qualifications and requirements set forth in Section II of this Request for Proposals. A very low rating in any of the categories will be sufficient cause for the rejection of the proposal. 2. Respondents will be evaluated on the basis of written material submitted and according to the following factors. Qualifications of the Firm: 25 points The qualifications, experience and past performance of the respondent will be judged against the scope of services. The same criteria will be applied to proposed subcontractors which the respondent intends to employ. Page 3 of 7

13 Proposed staff qualifications and experience: 30 points The evaluation team will review the resumes of the respondent s proposed staff to determine the level and type of qualifications and experience as it relates to the scope of services. The same criteria will be applied to the personnel of proposed sub-contractors which the respondent intends to employ. The information on staff qualifications should include education, training, technical and project experience, names and points of contact of prior employers and dates of employment, relevant and related experience, job descriptions on current and prior projects and any applicable certifications. Resumes should include a list of knowledge, skills and abilities of the individual which qualify that individual for the assigned position that individual will hold. Project methodology approach: 20 points Each proposal will be evaluated on the respondent s project approach. The respondent should submit a project plan which will allow the evaluation team to determine how the respondent will best meet the needs of the Town. Capacity to respond: 15 points Office locations maintained by the respondent for the last 12 months will be considered in determining the respondent s capacity to respond timely to the Town s need for services. Cost: 10 points The cost evaluation will be based upon the hourly labor rates submitted by the respondent in Attachment A. In the event two or more respondents receive equal points, an interview will be conducted with each firm. It is the Town of Lincoln s discretion to interview any potential respondents to this RFP. The final selection will be based on the proposal considered most advantageous to the Town. II. QUALIFICATIONS A. The Consultant shall be a full-service firm with a very high degree of professionalism and significant experience with these services. B. It is preferred that the Consultant have comprehensive knowledge of Long Term Community Recovery Planning. C. It is preferred that the Consultant have experience working with FEMA Public Assistance Staff following a Presidentially Declared Major Disaster. Page 4 of 7

14 III. CONTRACT PROVISIONS A. The Consultant should be able to meet all of the Town s needs including, but not limited to, the following: Provide debris management and monitoring services for current and/or future disasters. Prepare Project Worksheets and Detailed Damage Inspection Reports as required by current and/or future disasters. Prepare Project Worksheet Closeout packages for current and/or future disasters. Provide any and all emergency planning, disaster recovery, and mitigation planning and program management services required by the Town. Work with homeowners and local government staff to prepare timely HMGP grant applications. Conduct public and individual meetings to assist homeowners with the program requirements. Coordinate with the State and Federal Agencies. Comply with all grant program mandates and documentation requirements. Review architectural plans, soil tests, foundation designs, construction details, elevations certificates and other specifications for elevation projects. Conduct pre-construction planning for compliance with building codes and coordinate with the planning department for any specialized design issues. Make project eligibility determinations. Interview contractors and sub-contractors for qualifications, experience, references, insurance and financial stability. Develop construction packages for contractor bidding. Conduct contract closings between homeowners, contractors, and the Town. Conduct financial tracking of Program funds and homeowner payments. Inspect construction for compliance with program requirements and to approve milestone payment requests from contractors. Coordinate change orders requested by homeowner. Conduct final inspections, make adjustments, (if required) and provide final elevation certificates to homeowners and the Town. Develop and submit quarterly progress reports to the Town and State. Provide in Progress Reviews as required to keep the Town informed on project progress. Assist and facilitate local government staff with the PA, HMGP, CDBG and EDA processes. Serve as Project Manager for elevations, acquisitions, pilot reconstruction critical facility retrofitting, safe room and emergency shelter retrofitting or constructing, and drainage projects. Project management services cover all tasks from the application process through closeout of projects as required by grant guidelines. B. Payments associated with this contract will be in accordance with Task Orders issued by the Town. Task Orders will be in accordance with individual grants received by the Town or in accordance with tasks desired by the Town in support of disaster recovery and hazard mitigation activities. No payments are intended or implied outside of specifically negotiated Task Orders. Page 5 of 7

15 This contract has a period of performance of three years (36 months) with the option of two additional one-year renewal periods to be executed solely upon the discretion of the Town based on contractor performance. IV. FORM OF PROPOSAL 1. Cover Letter Include the name of the contact person for the Consultant. Acknowledge receipt of any Addenda that may be issued by Town. 2. History of the Firm Provide a detailed history of the Consultant s firm, qualifications, and prior experience that relates to this project. 3. Project Approach Describe the Consultant s approach to the needs specified in Section III. 4. Staff Qualifications Provide detailed biographical information on the individuals who will provide project services, including education, training, and experience. 5. References List the names, addresses, and phone number of at least five (5) references for whom the Project Manager s Team has provided similar services. Please provide a list of services that these references have utilized. 6. Other Include any other pertinent information that may be used by the Town. to evaluate the Consultant s proposal. 7. Please fill out Attachment A with all hourly rates that apply. Page 6 of 7

16 Attachment A Classification Hourly Rate Project Manager $ Assistant Project Manager $ Senior FEMA Specialist $ Grant Manager $ Senior Planner $ Planner $ Senior Inspector $ Inspector/Debris Monitor $ Senior Environmental Specialist $ Environmental Specialist $ Senior Engineer $ Mid-Level Engineer $ Engineer Intern $ Senior Architect $ Mid-Level Architect $ Entry Level Architect $ CADD Technician $ Construction Manager $ Construction Inspector $ Scheduler $ Cost Estimator $ Project Control Specialist $ Data Storage Website Manager $ GIS Specialist $ Financial Lead $ Financial Assistant $ Clerical/Administrative Assistant $ Payroll Review Clerk $ Other Positions (Please Specify) $ Please submit bid proposal page and any brochures in DUPLICATE. Page 7 of 7

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