Fairfield, Connecticut Purchasing Department

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1 Sullivan Independence Hall 725 Old Post Road Fairfield, Connecticut Purchasing Department (203) FAX (203) 256,3080 Bid # Town of Fairfield Purchasing Authority 725 Old Post Road Independence Hall Fairfield, CT SEALED BIDS are subject to the standard instructions set forth on the attached sheets. Any modifications must be specifically accepted by the Town of Fairfield, Purchasing Authority. Date submitted Delivery days after receipt of order Terms: Cash discount % days Bidder: Doing Business as (trade name) Address Town State Zipcode Signature and Title Date Telephone Number Fax Number Address Sealed bids will be received by the Purchasing Authority at the office of the Director of Purchasing, first floor, Independence Hall, 725 Old Post Road, Fairfield, Connecticut 06824, up to: 2:00 p.m. on 3 January 2013 To provide labor, materials, equipment and all else necessary for consulting services for disaster recovery grant management by the Federal Emergency Management Agency. Notes: 1. Bidders are to complete all requested data in the upper right comer of th~s page and must return ths page and the proposal page with their bid / proposal. 2. No bid shall be accepted from, or contracts awarded to any person / company who is in the arrears to the Town of Fairfield upon debt or contract, or who has been with the prior five (5) years a defaulter as surety or otherwise upon obligations to the Town of Fairfield.

2 Town of Fairfield, Connecticut REQUEST FOR PROPOSALS for Consultant Services Disaster Recovery Grant Management / Project Management Contractors December 19,2012

3 Overview and Scope The Town of Fairfield is requesting proposals ("RFP") from qualified consulting firms to perform disaster recovery grant management and administration services in connection with the Town's applications for reimbursement from State and Federal agencies, including the Federal Emergency Management Agency (FEMA), for significant losses and costs incurred by the Town as a result of the storm that struck the Town on 29 October 2012, and any other declared disasters that occurred during the term of the contract. Proposals are sought from qualified Consultants with substantial experience in obtaining FEMA and other sources of reimbursement for costs incurred by local governments in response to federally declared disasters. The Town has applied for assistance from FEMA and is particularly interested in engaging a firm with substantial experience in obtaining reimbursement through the FEMA Public Assistance Program, utilizing a team with experience in expediting the timing and maximizing the percentage of reimbursement funds, with expertise in obtaining higher than standard reimbursement rates, and facilitating and expediting the distribution of FEMA and other disaster recovery reimbursement funds to local governments. The Town has handled numerous other declared disasters in the past, including the tropical storm Irene event in August However, due to the increased damage during the most recent event, the Town is seeking an outside consultant to assist our work. The Town may also need specialized assistance to address unique needs that are not satisfied by routine disaster assistance programs. Assistance also may be required for very complex restoration or rebuilding challenges. This may include locating funding sources, and providing coordination of sources of help that may be available to assist in the long term recovery process, as well as reducing or eliminating risk from future incidents, which may require considerable intergovernmental agency coordination and technical support. The services will involve extensive interaction with Town departments and other consultants, FEMA and Connecticut DEMHS. The Consultant will report to the Town finance department. It is desired that all of the Consultant's work will be eligible for reimbursement, with the Town only being responsible for our local share. Proiect Specifications The successful Consultant will assist in obtaining public assistance reimbursements, and with developing and implementing recovery projects. A preliminary list of projects in order of approximate cost~complexity includes: Penfield Pavilion foundation repairlraising, building repair, bulkhead modification. South Benson Fishing Pier repair Fairfield Beach Road cul-de-sac bulkhead Southport Beach seawall repair Southport Beach concession building replacement Sasco Beach concession building replacement Ye Yacht Yard Lavatorylstorage building replacement Perry Green Bulkhead

4 Pequot Road Bridge scouring and pavement damage Smith.Richardson Golf Course Maintenance Building The Consultant's objectives will be to maximize the Town's public assistance request and oversee all submittals to ensure the Town captures all of the eligible costs and recaptures all funds that we are entitled to. In addition to typical resources required of public works, police and I fire rescue departments, this event required other departments to participate on a first time-basis, or for significantly more time than required during past events; some involved departments include education, health, information technology, building, finance, human resources, and library, among others. Some of the specific tasks will be to: Organize, manage and administer the FEMA reimbursement process under the Public Assistance Program; Fully develop and implement disaster recovery projects; Provide grant management advice to maximize reimbursements of disaster recovery expenses; Draft a comprehensive damage assessment with recovery cost estimates; Identify creative financing and gap financing opportunities; Coordinate with FEMA staff and other recovery partners; Negotiate maximum FEMA reimbursement rates for project worksheets; Facilitate, maximize, and expedite the distribution of FEMA and other disaster recovery reimbursement funds to the Town, and if applicable advise the Town regarding any appeals; Provide significant technical expertise in the areas of construction costs and repair costs, structural issues, architectural, engineering and cost estimating services as needed, to help ensure maximum reimbursement; Ensure that the Consultant's services provided receive maximum reimbursement under FEMA regulations without duplication of efforts provided by the Town; Prepare draft correspondence to local, Federal and State officials as necessary; Coordinate with FEMA project specialist on the drafting of project worksheets; Prepare project workbooks for the tracking of expenses, contracts, bidding, and payments; Advise the town on federal purchasing regulations (44CFR) as they relate to FEMA; Collaborate with the town's financial staff and treasurer on cash flow management and recovery expense projections; Develop a program overview, complete with projects and related work breakdown schedules; Draft all FEMA-related documents such as: progress pay requests, extension requests, cost/scope change documents and appeals; Work collaboratively with the Town, FEMA, and the Connecticut Public Assistance Office; Prepare and conduct the close-out process, ensuring maximum recovery and retention of all eligible funding, satisfactory disposition of appeals and availability of supporting documents for future audits. Proiect Reporting The Consultant must also rack and monitor their own time and activities by project, or as allowable under the provisions of Federal guidance for direct administrative, indirect, and project management costs according to Federal regulations and policy guidance.

5 The Consultant will provide monthly performance and status reports to the Town finance department on the FEMA public assistance program and other grant programs as requested. Each performance and status report should include, but is not limited to, the following information: Hours billed and amount invoiced by personnel and project; Track in real time the number of hours each Consultant team member devotes to each; Project worksheet for reimbursement purposes; Project worksheet and grant application development and revisions / amendments; Project worksheet and grant application submissions and approvals; Obligated amounts versus eligible estimates; Issues with project worksheet and grant application submissions and resolutions; Amounts awarded to the Town per project worksheet and grant application; Requests for reimbursement submitted; Estimated and actual costs; Reimbursements received by the Town; Insurance deductions; Project worksheet and grant application closeouts. Required Qualifications The Consultant selected must have extensive experience, knowledge of and familiarity with: FEMA laws, regulations, and policies related to disaster recovery reimbursement for all categories of damage, historic, environmental and insurance review processes, including but not limited to the Public Assistance Program authorized by the Robert T. Stafford Disaster Relief and Emergency Assistance Act (Stafford Act); Obtaining reimbursement through the FEMA Public Assistance Program; Leading an experienced team to expedite the timing and maximize the percentage of reimbursement funds; Obtaining higher than standard reimbursement rates; Significant technical expertise in the areas construction costs and repair costs, architectural, engineering and cost estimating services as needed; Pursuing and obtaining FEMA reimbursement for "alternative projects" and "improved projects"; Identifying and addressing eligibility requirements from other funding sources, such as the Hazard Mitigation program, Federal Highway Administration (FHWA), Community Development Block Grant, FEMA's Disaster Specific Guidance (DSG) and other disaster recovery cost reimbursement programs; Successfully working with state Emergency Management Agencies, and in particular, the Connecticut Department of Emergency Management & Homeland Security (DEMHS) to facilitate and expedite the distribution of FEMA and other disaster recovery reimbursement funds to local governments.

6 Because federal monies will be used to hnd this planning study, the Consultant will be required to comply with the all requirements, including: Maintenance of all books, documents, payrolls, papers, accounting records and other evidence pertaining to costs incurred as part of this project, which will be available for inspection by any authorized representatives of FEMA at reasonable times during the period of the contract and for three years thereafter; All contractual requirements of FEMA and all applicable federal regulations. Format of Proposal Qualified consultants will not be on federal or state debarment lists. The proposal must include the following information, which will be used as a basis for evaluation: 1. Delivery of responses: a. Responses must be in sealed envelopes and marked with the reference title, the number , and the due date and time. The Consultant's name and address must appear on the envelope. b. The Town of Fairfield is dedicated to waste reduction and the practice of using and promoting the use of recycled and environmentally preferable products. Consultants are encouraged to submit proposals that are printed double-sided (except for the signed proposal page) on recycled paper, and to use paper dividers to organize the proposal for review. All pages should be secured with a binder clip, staple or elastic band, and may not be submitted in plastic binders or covers, nor may the bid contain any plastic inserts or pages. 2. Information should be complete, accurate and concise; your proposal should include: a. A brief description of your firm and any subcontractors, the firm's qualifications, and resumes of the key personnel who are proposed to work on this project; b. Your relevant prior experience, including a list of all clients served during the past five years, complete with names, addresses and telephone numbers of contact persons for each; c. Your approach to the project, including how you will address and accomplish each element of the work described; d. Examples of work produced for similar projects completed within the past five years; e. Sample reports for past projects / FEMA applicants and/or state public assistance offices; f. An itemized fee schedule for the scope listed, including a cost figure by task, and an hourly fee schedule for all personnel proposed to work on the project; Notes to Candidates You must submit one original and five (5) written copies of your proposal. Questions concerning this RFP must be in writing and directed only to:

7 Corinne Dyer, Buyer fax ct.us Inquiries must reference the RFP due date and must be received no later than 26 December Failure to comply with these conditions will result in the candidate waiving the right to dispute the RFP specifications and conditions. Any addenda will be posted to the Town of Fairfield website, which is It is the Consultant's responsibility to monitor the website for additional information. The Town intends to award a contract for this work. It may be potentially renewed for other events for a three (3) year period, based on mutual agreement of the parties. Submission Requirements Proposals must be received by 2:00 p.m. on 3 January 2013; send sealed proposals to: Town of Fairfield Purchasing Authority 725 Old Post Rd Fairfield, CT 06824

8 ACCEPTANCE PERIOD In submitting the proposal, the Candidate agrees that the proposal will remain valid for a period of ninety (90) days after the closing date for submission, and may be extended beyond that time by mutual agreement. Prices quoted must be firm, for acceptance by the Town of Fairfield, for a period of ninety (90) days. ADDENDA TO THE FWP In the event it becomes necessary to revise any part of this RFP, addenda will be posted to the Town of Fairfield website, whlch is THE CANDIDATE The Candidate shall be thoroughly familiar with the requirements of all specifications and the actual physical conditions of the various actual and proposed project sites. The submission of a proposal shall be construed as evidence that the Candidate has examined the actual job conditions, requirements, and specifications. Any claim for labor, equipment or materials required or difficulties encountered that could have been foreseen will not be recognized. ASSIGNMENT OF CONTRACT No contract may be assigned or transferred without the prior written consent of the Purchasing Authority. INSURANCE COVERAGE The successful Candidate will be required to furnish and maintain insurance and a comprehensive general liability certificate of insurance naming the Town as additional insured. The insurance is to be suitable liability, worker's compensation, and professional coverage. The Certificates of Insurance will be provided by companies licensed in the State of Connecticut and will be in reasonable amounts satisfactory to the Town. FEDERAL. STATE AND LOCAL. LAWS All applicable Federal, State, and local laws, and rules and regulations of all authorities having jurisdiction over the locality of the project shall apply to the contract and are deemed to be included herein. RIGHT TO ACCEPT 1 REJECT AFTER REVIEW OF ALL FACTORS, TERMS AND CONDITIONS, INCLUDING PRICE, THE PURCHASING AUTHORITY OF THE TOWN OF FAIRFIELD RESERVES THE RIGHT TO REJECT ANY AND ALL BIDS, OR ANY PART THEREOF, OR WAIVE DEFECTS IN SAME, OR ACCEPT ANY PROPOSAL DEEMED TO BE LN THE BEST INTEREST OF THE TOWN OF FAIRFIELD.

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