TOWN OF STRATFORD PURCHASING DEPARTMENT STRATFORD, CONNECTICUT. Subject: Disaster Recovery Grant Management and Administration Services

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1 TOWN OF STRATFORD PURCHASING DEPARTMENT STRATFORD, CONNECTICUT RFP No Issued: November 7, 2012 Subject: Disaster Recovery Grant Management and Administration Services The Town of Stratford through the Office of the Purchasing Agent will receive SEALED PROPOSALS for furnishing the services described in the accompanying specifications, in accordance with the instructions, conditions and reservations that follow: A. CLOSING DATE: Proposals will be received until 3:00 pm November 26, 2012, in the Office of the Purchasing Agent, Room 202, Town Hall, 2725 Main Street, Stratford, CT Any proposal may be withdrawn prior to the above-scheduled time for receiving bids or authorized postponement thereof. Any proposals received after the date and time specified shall NOT be considered. No bidder may withdraw a proposal within 45 days after the actual opening thereof. B. INSTRUCTIONS: Proposals are to be submitted (one (1) original unbound, three (3) bound copies and One (1) electronic copy) in a sealed envelope/package and clearly marked with the bid number and description on the outside of the envelope, including all outer packaging (DHL, FedEx, UPS, etc). Bids must be delivered to: Purchasing Department Stratford Town Hall Rm Main Street Stratford, CT C. CONDITIONS: Bid Surety: A bid surety is not required.

2 Taxes: The Town of Stratford is exempt from all State and Federal taxes. Do not include these amounts in your quotation. Addendums: All addendums will be posted on the town website It is the responsibility of the bidder to check the website for any addendums before submitting their bid. Conflict of Interest: No public official or employee shall, while serving as such, have any financial interest or engage in any business, employment, transaction or professional activity or incur any obligation of any nature which is in substantial conflict with the proper discharge of his/her duties or employment in the public interest. D. RESERVATIONS: The Town of Stratford may consider informal any proposal not prepared and submitted to the Town in accordance with the provisions herein stated. The Town of Stratford reserves the right to reject any or all proposals or parts of proposals; to waive defects in same proposals; or to accept any proposal or part thereof deemed to be in the best interests of the Town of Stratford.

3 RFP TOWN OF STRATFORD Disaster Recovery Grant Management & Admin Projects Related to Hurricane Sandy (October 2012) The Town of Stratford, Connecticut ("Town"), is issuing a Request for Proposal ("RFP") from qualified consulting firms and/or multi-disciplinary consultant teams ("Respondents") to perform Disaster Recovery Grant Management and Administration Services in connection with the Town s applications for reimbursement from State and Federal agencies, including FEMA, for significant losses and costs incurred by the Town from Hurricane Sandy which hit the Town on October 29, 2012, and any other declared disasters that occur during the term of the contract. Proposals are sought from qualified firms 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 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, demolition, historic review process, and right of entry program. The Town is also interested in engaging a firm with substantial experience in successfully working with state Emergency Management Agencies, and in particular, the Connecticut Division of Emergency Management and Homeland Security (CTDEMHS) to facilitate and expedite the distribution of FEMA and other disaster recovery reimbursement funds to local governments. The firm must also have available significant technical expertise in the areas of demolition, construction costs and repair costs, structural issues, architectural, engineering and cost estimating services as needed, to help ensure maximum reimbursement. The firm should also have experience in pursuing and obtaining FEMA reimbursement for "alternative projects" and "improved projects". The Town may also require services addressing eligibility requirements for projects under the Hazard Mitigation program, Federal Highway Administration (FHWA), Natural Resources Conservation Service (NRCS), Community Development Block Grant, FEMA's Disaster Specific Guidance (DSG) and other disaster recovery cost reimbursement programs. The Town reserves the option to award contracts to multiple Consultants but would prefer to award to a single Consultant which is able to provide all of the services requested. The Town seeks to engage 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

4 expertise in obtaining higher than standard reimbursement rates, demolition, environmental and historic review process, and right of entry program pursuant to the federal regulations as to cost sharing, found at 44 C.F.R The firm must also have available significant technical expertise in the areas of demolition, construction costs and repair costs, structural issues, architectural, engineering and cost estimating services as needed, to help ensure maximum reimbursement. The firm should have experience in pursuing and obtaining reimbursement for "alternative projects" and "improved projects". The successful firm will also have substantial experience in successfully working with state Emergency Management Agencies, and in particular, the Connecticut Division of Emergency Management and Homeland Security (CTDEMHS) to facilitate and expedite the distribution of FEMA and other disaster recovery reimbursement funds to local governments. The firm must have experience in private property debris removal including the management and coordination with other programs, including individual assistance. The Town may also require services under the FEMA Hazard Mitigation, Federal Highway (FHWA), Natural Resources Conservation Service (NRCS), and other disaster recovery cost reimbursement programs. The Town may also need specialized assistance to address unique needs that are not satisfied by routine disaster assistance programs. It may also 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 the reduction or elimination of risk from future incidents, which may require considerable intergovernmental agency coordination and technical support. The qualifications and services requested of the Consultant are summarized as follows: Extensive knowledge and familiarity with FEMA laws, regulations, and policies related to disaster recovery reimbursement for all categories of damage, historic, environmental and Towninsurance review processes, and demolition and Right of Entry processes, including but not limited to the Public Assistance Program authorized by the Robert T. Stafford Disaster Relief and Emergency Assistance Act (Stafford Act) found at 42 U.S.C ( Regulations published in Title 44 of the Code of Federal Regulations (44 CFR) Part 206 implement the statute ( Policies written to apply the statute and regulations to specific situations and provide clarification on a range of issues. (Public Assistance Policy Reference Manual - ;FEMA Standard Operating Procedures (SOPs) that provide guidance for FEMA, the State and applicants on the processes. SOPs (

5 Organize, manage and administer the FEMA Reimbursement Process under the Public Assistance Program; Negotiate maximum FEMA reimbursement rates for Project Worksheets prepared by FEMA with assistance from Town consultants; Attend meetings with the Town, Federal agencies, and State agencies to negotiate and represent Project Worksheets (PWs) and the obligation of eligible amounts. Provide grant management advice to maximize reimbursements of disaster recovery expenses. Provide advice to Town personnel and consultants; attend and participate in meetings as required. Facilitate, maximize, and expedite the distribution of FEMA and other disaster recovery reimbursement funds to the Town; Provide significant technical expertise and guidance in working with state and federal historic review procedures required for FEMA reimbursement including the negotiation and implementation of Memorandums of Understanding with FEMA as to any Memorandum's of Understanding concerning environmental or historic reviews related to FEMA reimbursement. Work with the Connecticut Division of Emergency Management and Homeland Security (CTDEMHS) to facilitate, maximize, and expedite the distribution of FEMA and other disaster recovery reimbursement funds to the Town; Negotiate maximum FEMA reimbursement rates for alternative projects; Negotiate maximum FEMA reimbursement rates for improved projects; Provide significant technical expertise to advise the Town and successfully negotiate with FEMA concerning the expeditious and successful completion of the historic, environmental and insurance review processes; Provide significant technical expertise in the areas of demolition, 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 third party consultants engaged by the Town;

6 Prepare draft correspondence to local, Federal and State officials as necessary. 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. Keep track and monitor Consultant's own time and activities by project, or as allowable under the provisions of Federal guidance for direct administrative, indirect, and project management costs (reference Federal regulations and policy guidance for these topics). Provide bi-weekly performance and status reports to Town Finance Director and Chief Administrative Officer (CAO) on the status of 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: 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; PW and grant application development and revisions / amendments; PW and grant application submissions and approvals; Obligated amounts versus eligible estimates; Issues with PW and grant application submissions and resolutions; Issues requiring assistance; Amounts awarded to Town per PW and grant application; Requests For Reimbursement submitted; Estimated and actual costs; Reimbursements received by Town; Insurance deductions; PW and grant application closeouts; Specialized assistance to address unique needs that are not satisfied by routine disaster assistance programs. It may also be required for very complex restoration or rebuilding challenges. 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 the reduction or elimination of risk from future incidents, which may require considerable intergovernmental agency coordination and technical support. Provide audit preparation services: The Consultant shall provide support services to the Town to manage and prepare for potential audits from the Town receiving grant funding. These services will include but should not be limited to:

7 Preparation and responses to inspections and audits for on-going and completed projects. Preparation of formal audit responses and justifications; attendance at associated meetings and hearings as needed. Provide technical advice regarding the reimbursement under the FEMA Hazard Mitigation program (upon request). Provide technical advice regarding the reimbursement under the Federal Highway Administration (FHWA), Natural Resource Conservation Service (NRCS), and other disaster recovery cost reimbursement programs (upon request). The services will involve extensive interaction with Town departments, Town and other consultants, FEMA and CTDEMHS. The Consultant will report to the Town s Director of Finance and the Chief Administrative Officer (CAO) TERM OF AGREEMENT: The Town intends to award a contract for one (1) year, subject to the termination and non-appropriation requirements of the contract. SUBMISSION REQUIREMENTS: Any Proposer submitting a proposal in response to this RFP shall submit one (1) original unbound, three (3) bound copies and One (1) electronic copy of the Technical Proposal and the separately sealed Price Proposal no later than 3:00 P.M. on November 26, 2012 to: Michael Bonnar Purchasing Agent Town of Stratford 2725 Main Street Stratford, CT The Submission shall include at minimum the following information from the Consultant; a list of at least 5 previous references within the past two years, a proposed fee scheduled, and resumes of the proposed staff that will be assigned to the project. Proposals must be received at this office no later than 3:00 p.m. EST on Monday November 26 th, The deadline will be strictly observed. Proposals delivered to any other office or location will be rejected as non-responsive. If at the time of the scheduled RFP opening, the Town Hall Purchasing Department is closed due to uncontrolled events such as fire, snow, ice, wind, or building evacuation, the RFP opening will be postponed until 3:00 p.m. on the next normal business day. RFP will be accepted until that date and time.