THE TOWN OF NORTH SMITHFIELD

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1 THE TOWN OF NORTH SMITHFIELD SPECIFICATIONS FOR REQUEST FOR PROPOSALS FOR EMERGENCY PLANNING, DISASTER RECOVERY, DEBRIS MANAGEMENT, AND HAZARD MITIGATION PROGRAM SERVICES SEPTEMBER 2014 FINANCE DIRECTOR TOWN HALL NORTH SMITHFIELD, RHODE ISLAND

2 TOWN OF NORTH SMITHFIELD REQUEST FOR PROPOSALS FOR EMERGENCY PLANNING, DISASTER RECOVERY, DEBRIS MANAGEMENT AND HAZARD MITIGATION PROGRAM SERVICES Sealed proposals, in duplicate, plainly marked, "Sealed Proposal" with the above title will be received until 3 p.m., prevailing time, Thursday, October 9 th at the Office of the Finance Director, Town Hall, North Smithfield, R.I. Bids will be opened by 3:30 pm that same day. Copies of specifications must be obtained at the above office on and after September 11, 2014 between the hours of 8 a.m. and 4 p.m on Mondays through Wednesdays, 8 am and 7 pm on Thursdays and 8 a.m. and 12 p.m. on Fridays. This is an evaluated bid with a weighted scale. No proposal may be withdrawn for a period of sixty (60) days subsequent to the opening thereof without. The Town reserves the right to reject or accept any or all proposals, waive any informalities in the process or accept the proposal deemed to be in the best interest of the Town. Paulette Hamilton Town Administrator I-5 2

3 GENERAL TERMS AND CONDITIONS 1. RECEIPT AND OPENING OF PROPOSALS: Sealed Bids (Proposals) will be accepted and time stamped upon receipt in the Office of the Finance Director, Town Hall, North Smithfield, Rhode Island, until the time indicated on the attached Advertisement for RFP s, for the commodities, equipment or services listed in the specifications, and will then be publicly opened. NOTE: WHERE THE WORD BID APPEARS IT SHOULD BE SUBSTITUTED WITH THE WORD PROPOSAL. 2. FORM OF BID: Proposals shall be submitted in duplicate, on form provided, with supplemental information, drawings, warranties and other required documentation, literature and material to be provided, with the bid, on the bidders own form. 3. SUBMISSION OF BIDS: a. Envelopes containing bids must be sealed and addressed to the Office of the Finance Director, Town Hall, PO Box 248, Slatersville, RI, 02876, and must be marked with the name and address of the bidder, date and hour of opening, and name of item in RFP call. b. The Town Administrator will decide when the specified time has arrived to open bids, and no bid received thereafter will be considered. The Town Administrator s decision as to receipt of proposals will be final. c. Any proposer may withdraw their proposal by written request at any time prior to the advertised time for opening. Telephonic proposals, amendments, or withdrawals will not be accepted. d. Unless otherwise specified, no proposal may be withdrawn for a period of sixty (60) days from time of proposal opening. e. Negligence on the part of the proposer in preparing the proposal confers no rights for the withdrawal of the proposal 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. g. Any deviation from the Specifications must be noted in writing and attached as part of the proposal. The Bidder shall indicate the item or part with the deviation and indicate how the proposal 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 I, as amended. I-5 3

4 5. FEDERAL EXCISE TAXES: The Town is exempt from the payment of any excise tax or federal transportation taxes. The price proposed must be exclusive of taxes and will be so construed. 6. QUALIFICATION OF PROPOSERS: The owner may make such investigations as it deems necessary to determine the ability of the PROPOSER to perform the work. The bidder shall furnish the Town with all such information and data for the purpose as may be requested. 7. ADDENDA AND INTERPRETATIONS: No interpretation on the meaning of the Plans, Specifications or other Contract Document will be made to any proposer orally. Every request for such interpretations should be in writing, addressed to the Town Administrator, PO Box 248, Slatersville, RI, 02876, and to be given consideration must be received at least seven (7) days prior to the date fixed for the opening of the proposals. All questions pertaining to the specifications or proposal procedure should be first directed to the Town Planner. Where information from the Town Planner differs from information from any other source, the information from the Town Planner prevails. The Town is not responsible for information obtained from any other source. 8. AWARD OF BIDS: The Town reserves the right to award in whole or in part. The Town may qualify several firms and issue task orders based on this qualification. 9. DELIVERY: NA 10. HOLD HARMLESS: The contractor shall be responsible for his work and every part thereof, and for all materials, tools, appliances, and property of every description used in connection therewith. The contractor agrees to indemnify and save harmless the Town of North Smithfield, its employees and agents, against loss or expense by reason of the liability imposed by law upon the contractor, all sub-contractors, or owner for damage because of bodily injuries, including person or persons or on account of damage to property arising out of or in consequence of the performance of this work whether such injuries to persons or damage to property are due or claimed to be due to any negligence, including gross negligence, of a sub-contractor, the owner, the general contractor, his or their employees or agents, or any other person. I-5 4

5 TOWN OF NORTH SMITHFIELD SPECIFICATIONS REQUEST FOR PROPOSALS FOR EMERGENCY PLANNING, DISASTER RECOVERY AND HAZARD MITIGATION PROGRAM SERVICES The Town of North Smithfield has been impacted by several federal disasters over the past several years and has utilized consultant services for grant management, debris management, and related services. The Town is looking to qualify several firms to issue task orders as needed for emergency planning, disaster recovery, debris management, and hazard mitigation. The procedures for selection of the consultants 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 North Smithfield reserves the right to reject any and all proposals, to waive informalities and to select the proposal that best suits its needs. Interested parties are invited to request in person a Request for Proposals Package between the hours of 8:00 a.m. and 4:00 p.m. on Monday through Wednesday, 8:00 am and 7:00 pm on Thursday, and 8:00 am and noon on Friday from the Town of North Smithfield Office of the Finance Director, 1 Main Street, Slatersville, RI 02876, telephone (401) SEALED responses to this request must be hand delivered (1 Main St., Slatersville, RI) or mailed to the North Smithfield Office of the Finance Director at the Town Hall, PO Box 248, Slatersville, RI in such a manner that they are received no later than 3:00 PM EST on Thursday, October 9th, Bids will be opened at 3:30 PM on the same day. Proposals received after the above specified time will not be considered. The Town of North Smithfield is an Equal Opportunity Employer. We encourage all small and minority-owned businesses to apply. I-5 5

6 Request for Proposals to Provide Emergency Planning, Disaster Recovery, Debris Management and Hazard Mitigation Program Services I. GENERAL INFORMATION A. Purpose The Town of North Smithfield is soliciting proposals from qualified consultants ( the consultant ) with expertise in Emergency Planning, Disaster Recovery, Debris Management 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 RIEMA, RIDOT, RI Department of Administration, RIDEM and Federal officials, reporting at Town Council meetings and presenting information as needed. The consultant should have staff members and/or subconsultants with experience and qualifications in grant management and engineering design review, Federal and State regulatory compliance. B. Submission of Proposals 1. One Original and Two (2) copies of the project proposal must be submitted to the address located below on or before Thursday, October 9, 2014, no later than 3:00 p.m. local time. The original proposal shall be clearly marked as such. Proposals submitted late will not be considered. 2. Proposals should be submitted to: Town of North Smithfield, Rhode Island Office of the Finance Director, PO Box 248 I-5 6

7 Slatersville, RI The envelope containing the Proposal must have Disaster Recovery and Hazard Mitigation 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 Bob Ericson at the above address or by telephone (401) x312 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 Purchaser and shall be mailed, faxed or ed to each Consultant recorded by Purchaser 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 sub-contractors which the respondent intends to employ. 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 I-5 7

8 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. 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 Disaster Recovery, Debris Management, and Hazard Mitigation. C. It is preferred that the Consultant have experience working with FEMA Region I Public Assistance Staff following a Presidentially Declared Major Disaster. I-5 8

9 III. CONTRACT PROVISIONS A. The Consultant should be able to meet all of the Town s needs including, but not limited to, the following: Coordinate with the State and Federal Agencies. Comply with all grant program mandates and documentation requirements. Conduct financial tracking of Program funds and homeowner payments. Prepare Project Worksheets and Detailed Damage Inspection Reports as required by current and/or future disasters. Provide debris management and monitoring services for 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. B. Payments associated with this contract will be in accordance with Task Orders issued by the Purchaser. Task Orders will be in accordance with individual grants received by the Purchaser or in accordance with tasks desired by the Purchaser in support of disaster recovery and hazard mitigation activities. No payments are intended or implied outside of specifically negotiated Task Orders. 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 Purchaser 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 Purchaser. 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. I-5 9

10 Attachment A Classification Project Manager Assistant Project Manager Senior FEMA Specialist FEMA Policy Specialist Grant Manager Senior Planner Planner Senior Inspector Inspector 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 (define): Hourly Rate I-5 10

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