WASHINGTON COUNTY, BOARD OF COUNTY COMMISSIONERS

Transcription

1 WASHINGTON COUNTY, BOARD OF COUNTY COMMISSIONERS REQUEST FOR PROPOSALS FOR EMERGENCY PLANNING, DISASTER RECOVERY AND HAZARD MITIGATION GRANT PROGRAM CONSULTING SERVICES NOTICE IS HEREBY GIVEN that the Washington County Board of County Commissioners is calling for and requesting proposals from qualified providers of FEMA Emergency Planning, Disaster Recovery and Hazard Mitigation consulting services as outlined in this RFP. Specifically, Washington County, Florida has been approved for and continues to apply for Disaster Recovery and Hazard Mitigation Assistance through various Federal Programs through the Federal Emergency Management Agency ( FEMA ), 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 assist with the administration of the recovery effort related to the events of July/August 2013 and April The procedures for selection of the consultant will be in accordance with ALL applicable procurement requirements set forth by the Federal Government, the State of Florida, and the procedures set forth in this statement of qualification request. All responses received will be evaluated in accordance with the selection criteria and corresponding point system, which is further explained in the Request for Qualifications. Each submittal should include a scope of preliminary services expected to be performed by the consultant. It is the intent of this RFP to meet all requirements of the various federal agencies and any contract(s) resulting from this request will include all requirements and contract language required by the agencies involved, the Code of Federal Regulations, State of Florida, and Federal Emergency Management Agency (FEMA) requirements even if the specific language is not included in this request. The complete Request for Proposals information package can be obtained from the Washington County Purchasing website or from the County Coordinator's office. Interested parties are invited to submit a proposal to the County Coordinator's office at 1331 South Blvd, Chipley, Florida, SEALED responses to this request must be hand delivered or mailed to David Corbin, County Coordinator at the above named address in such a manner that they are received no later than February 20,2015 at 3:00 PM "Central Time." All submittals will be publicly opened at this time. Submittals received after the above specified time will not be considered and shall be returned unopened to the sender. All submittals shall be sealed and clearly labeled, RFP DISASTER RECOVERY ADMINISTRATIVE SERVICES. Please provide one (1) original and eight (8) copies of the proposal. 1

2 Please direct any questions regarding these documents to David Corbin at the Washington County Board Office. Questions must be submitted in writing by to David Corbin at or faxed to (850) , with a copy ed to Jackie Snowden at jsnowden@washingtonfl.com. We look forward to working with you. A copy of the RFP may also be found on our web page and click on then on outstanding bids. Washington County is an Equal Opportunity Employer. Washington County does not discriminate on the basis of race, color, religion, national origin, disability, sex or age in the administration of contracts. Washington County encourages all segments of the business community to participate in its procurement opportunities, including small businesses, minority/women owned businesses, and disadvantaged business enterprise. The Board of County Commissioners reserves the right to waive informalities in bids, to reject any or all bids with or without cause, and to accept the bid that, in its judgment, is in the best interest of Washington County, Florida. 2

3 Request for Proposals to Provide Emergency Planning, Disaster Recovery and Hazard Mitigation Grant Program Consulting Services I. GENERAL INFORMATION A. Purpose Washington County is soliciting proposals from qualified consultants ( the consultant ) with expertise in Emergency Planning, Disaster Recovery and Hazard Mitigation Grant Program (HMGP) Management. The qualified consultant shall be responsible for assisting the county in Emergency Planning, Disaster Recovery and Hazard Mitigation activities that are inclusive of but not limited to managing and monitoring flooding mitigation efforts, preparing Project Worksheets and Detailed Damage Inspection Reports, preparing Unified HMGP applications, updating the Local Mitigation Strategy and other Plans, assisting with management of acquisition projects, monitoring construction projects, preparing and reviewing design documents, consulting with agencies to assure compliance with the Federal Programs, assisting with the reimbursement and collection efforts associated with the programs as well as other applicable recovery and mitigation activities. The selected consultant will provide project management services at a negotiated price when, if and to the extent that federal funds are awarded or otherwise made available to the County. 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 Florida agency consultations, review of construction (engineering) plans, Project Worksheet and Detailed Damage Inspection Report Preparation, and Grant Closeout reporting. The consultant will be responsible for preparing and ensuring that all close out paperwork is properly submitted to the appropriate agencies throughout the life of the projects as required. The consultant shall have demonstrated experience and expertise 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. 3

4 B. Submission of Qualifications/Proposals 1. One Original and Eight (8) copies of the project proposal must be submitted to the address located below on or before February 20, 2015 at 3:00 PM Central Time. The original proposal shall be clearly marked as such. Proposals submitted late will not be considered. 2. Proposals should be submitted to: David Corbin, County Coordinator 1331 South Blvd, Chipley, FL The envelope containing the proposal must have RFP DISASTER RECOVERY ADMINISTRATIVE 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 David Corbin at the above address or by telephone (850) or by at 5. This Request may be canceled at any time and any and all proposals may be rejected in whole or in part as the County may determine that such actions are in the County s best interest. 6. Submittals should 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, resumes of qualified professionals who will be responsible for completing assigned tasks, a list of pertinent references, and other information requested herein. All known sub-consultants should be identified in the proposal along with the sub-consultant qualifications. Any personnel identified in the proposal shall not be removed or changed without written consent from the County's representative for the project. 7. Offers by telephone or telegram shall not be accepted. Also, submitters are instructed NOT to fax their proposals. Faxed proposals may be rejected as non-responsive regardless of when the fax is received. 4

5 8. It is the sole responsibility of the bidder to ensure that his or her Proposal reaches the Washington County Board of County Commissioners at the location specified herein on time. The County shall not be responsible for late deliveries or mail delays. 9. Costs of preparation of a response to this request for proposals are solely those of the submitter. 10. Any proposal may be withdrawn until the date and time set above for the submission of proposals. Any proposals not so withdrawn shall constitute an irrevocable offer, for a period of ninety (90) days. 11. The consultant awarded this contract shall maintain adequate records to justify all charges, expenses and costs incurred in estimating and performing the work for at least four (4) years after completion of the latter of final grant closeout or final audit of any project work performed under a contract resulting from this RFP. The County shall have access to all records, documents and information collected and/or maintained by others in the course of the administration of this bid. C. Addendum to the Request for Qualifications/Proposals This Request for Proposals shall not be modified in any way except by a written Addendum. Any such written Addendum shall be mailed, faxed or ed to each Consultant recorded by the County Engineer's office as having received this Request for Proposals. Any Consultant submitting a proposal must acknowledge the receipt of any and all written Addenda in the cover letter to the proposal. D. Evaluation Criteria and Selection Process The Board of County Commissioners has designated the County Coordinator as the reviewer for the proposals, but will also allow the County Coordinator to have the option of appointing staff to advise him in this review process. Upon ranking by the County Coordinator, said rankings shall be presented to the Board of County Commissioners for review and potential approval. Firms submitting proposal and subconsultants of these firms are prohibited by law from and are directed not to contact the commissioners and staff regarding 5

6 the proposals. All questions should be directed to the County Coordinator. 1. Firms must meet the minimum qualifications and requirements set forth in Section II of this request. 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. This includes the ability of the firm to follow directions in submitting the response to this request. The Respondent shall provide a narrative of the firm s qualities and capabilities that demonstrate how the firm will work with the County to fulfill the requirements of this RFP. Describe the firm s methods of providing FEMA Public Assistance Consulting Services outlined herein. Proposed Staff Qualifications and Experience: 20 points The evaluator(s) 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 subcontractors 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 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 County. Also, describe the 6

7 approach and methodology you will use to accomplish the work herein. The project approach shall include information on schedule and availability where applicable. Finally, provide a description of the submitter s approach to the project, to include startup procedures/requirements. References: 15 points List the names, addresses, and phone number of at least three (3) references for whom the Project Manager s Team has provided similar services. Provide a list of services that these references have utilized. Local Resources: 10 points Please provide an indication of the proposers knowledge of past or current work experiences in this, or adjoining, communities and examples of other useful local resources. Cost Proposal: 10 points Each submitter must complete and submit the Cost Proposal Form/Fee Schedule included herein. The Cost Proposal will be evaluated on the hourly rates submitted on the cost proposal form for the labor positions listed. All non-labor costs will be billed to the County at cost without markup. II. CONTRACT PROVISIONS & REQUIREMENTS A. The Consultant should be able to meet all of the County s needs including, but not limited to, the following: Provide disaster management and monitoring services for current and/or future disasters. Meetings: Attend all meeting with the State/FEMA personnel including applicant briefings, kick-off meetings, project specific discussions, or status conferences. Technical Assistance: Provide general FEMA Public Assistance, financial management advice and assistance, including, but not limited to: - Develop and support the ongoing activity of the County and any disaster recovery team to manage the FEMA Public Assistance process; - Provide advice to the County and any disaster recovery team as appropriate and participate in related meetings; 7

8 - Provide advice as to the eligibility of facilities, work and costs and develop justifications for presentation to the State of Florida and FEMA with regard to any issues which may arise. Correspondence: Prepare correspondence to the State of Florida and FEMA on behalf of the County as necessary; Prepare a program management plan; Prepare periodic reports to the County as to the status of FEMA Public Assistance progress and participate in all status meetings. Inspection/Damage: Inspect, as needed, disaster related damage to eligible facilities, identify eligible emergency and permanent work and review records of emergency expenses incurred by the County. Document: Ensure that all eligible damages have been quantified and presented to FEMA Inspectors/Project Officers or other related FEMA personnel. Financial Tracking: Categorize, record, track and file costs on approved forms in support of the financial reimbursement process. Communicate with County departments on an as needed basis and maintain an up-to date database of eligible Force Account labor, equipment, and materials costs as reported on Event Activity Tracking Forms to prepare weekly reports to County management. Financial Management: Assist in requesting Immediate Needs Funding or Grants Based on Estimates; Development and tracking of plans for cash flow management and disbursements by State/FEMA; Insurance evaluation, documentation adjusting and settlement services; tracking of project progress, expenditures, reimbursement requests and receipts. Project Worksheets: Prepare project worksheets for review by FEMA and the State ensuring that the scope of work is accurate and comprehensive, estimates are accurate, expenses are eligible and documented, and that projects are categorized as small or large in a manner that ensures prompt and sufficient reimbursement to the County; attend all meetings with the County, State and FEMA to negotiate individual Project Worksheets as needed. Repair and Restoration: Review the scope of work and bidding procedures of proposed damage repair/construction work for compliance with FEMA requirements. 8

9 Documentation: Support County departments with organizing reimbursable expenses; review, maintain and ensure accuracy of documentation prepared by County departments. Reporting: Compile and summarize in FEMA approved format(s) costs for presentation to FEMA and the State and inclusion in project worksheets. Deadlines: Ensure that the County meets all deadlines imposed by FEMA and/or the State for documentation, appeals, completion of work, etc. Appeal: If the County disagrees with a FEMA determination, make all reasonable efforts to resolve any such dispute and/or strategize and write appeals. Closeout: Preparation of closeout packages including final funding reconciliation, copies of required permits, exemptions or waivers, bid documents, change orders, improved project filings, compliance monitoring, and other documents required or useful for grant closeout review. Prepare all documentation for, and represent the County in all project closeout activities and participate in exit conferences with the State and federal FEMA representatives. Audit: Upon completion of all projects and draw down reimbursement for all eligible costs, finalize preparations for State and Federal FEMA final inspections and audits. The Consultant will be responsible to review and ensure that all documents are accurate and correct and will be liable for the errors and or omissions. All contracts and bids will be issued and entered into by the County. The County will have the right to all portions of the project including the use of contracted engineering firms of Washington County to perform the ride-thru with FEMA and State staff as their representative and may be used to perform engineering services including design and CEI for the duration of the disaster. The Board of County Commissioners will appoint a responsible individual to serve as the County representative, and all services provided under this contract will be coordinated with the County's representative for this project. B. Payments associated with this contract will be in accordance with Task Orders issued by the County. Task Orders will be in accordance with individual grants received by the County or in accordance with 9

10 tasks desired by the County in support of disaster recovery and hazard mitigation activities. No payments are intended or implied outside of specifically negotiated Task Orders. This contract has an open ended period of performance. The consultant will be responsible to prepare and submit all necessary close-out paperwork to federal and state agencies as required, including all supporting documentation and to ensure that all billing to federal and state agencies is complete and accurate for the life of the projects. C. FEMA Contract Requirements: All proposers shall agree to the following, where applicable, to the Federal guidelines regarding procurement of goods or services. (1). Equal Opportunity: During the performance of this contract, the contractor agrees as follows: (a) The contractor will not discriminate against any employee or applicant for employment because of race, color, religion, sex, or national origin. The contractor will take affirmative action to ensure that applicants are employed, and that employees are treated during employment without regard to their race, color, religion, sex, or national origin. Such action shall include, but not be limited to the following: Employment, upgrading, demotion, or transfer; recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of compensation; and selection for training, including apprenticeship. The contractor agrees to post in conspicuous places, available to employees and applicants for employment, notices to be provided setting forth the provisions of this nondiscrimination clause. (b) The contractor will, in all solicitations or advertisements for employees placed by or on behalf of the contractor, state that all qualified applicants will receive considerations for employment without regard to race, color, religion, sex or national origin. (c) The contractor will send to each labor union or representative of workers with which he has a collective bargaining agreement or other contract or understanding, a notice to be provided advising the said labor union or workers representatives of the contractor s commitments under this section, and shall post copies of the notice in conspicuous places available to employees and applicants for employment. (d) The contractor will comply with all provisions of Executive Order of September 24, 1965, and of the rules, regulations and relevant orders of the Secretary of Labor. 10

11 (e) The contractor will furnish all information and reports required by Executive Order of September 24, 1965 and by rules, regulations and orders of the Secretary of Labor, or pursuant thereto, and will permit access to his books, records, and accounts by the administering agency and the Secretary of Labor for purposes of investigation to ascertain compliance with such rules, regulations and orders. (f) In the event of the contractor s noncompliance with the nondiscrimination clauses of this contract or with any of the said rules, regulations, or orders, this contract may be canceled, terminated, or suspended in whole or in part and the contractor may be declared ineligible for further Government contracts or federally assisted construction contracts in accordance with procedures authorized in Executive Order 11246, and such other sanctions may be imposed and remedies invoked as provided in Executive Order 11246, or by rule, regulation, or order of the Secretary of Labor, or as otherwise provided by law. (g) The contractor will include the portion of the immediately preceding paragraph (a) and the provisions of paragraphs (a) through (g) in every subcontract or purchase order unless exempted by rules, regulations, or orders of the Secretary of Labor issued pursuant to section 204 of Executive Order 11246, so that such provisions will be binding upon each subcontractor or vendor. The contractor will take such action with respect to any subcontractor or purchase order as the administering agency may direct as a means of enforcing such provisions, including sanctions for noncompliance: Provided, however, that in the event a contractor becomes involved in, or is threatened with, litigation with a subcontractor or vendor as a result of such direction by the administering agency the contractor may request the United States to enter into such litigation to protect the interests of the United States. 2. Anti-Kickback Act: (a) The Contractor shall comply with 18 U.S.C. 874, 40 U.S.C and the requirements of 29 C.F.R. pt. 3 as may be applicable, which are incorporated by reference into this RFP and any related contract. (b) The contractor or subcontractor shall insert in any subcontracts the clause above and such other clauses as the FEMA may by appropriate instructions require, and also a clause requiring 11

12 the subcontractors to include these clauses in any lower tier subcontracts. The prime contractor shall be responsible for the compliance by and subcontractor or lower tier subcontractor with all of the contract clauses. (c) A breach of the contract clauses above may be grounds for termination of the contract, and for debarment as a contractor or subcontractor as provided in 29 C.F.R Contract Work Hours and Safety Standards Act: Where required pursuant to 44 C.F.R (i)(6), the contractor must comply with Sections 103 and 107 of the Contract Work Hours and Safety Standards Act as supplemented by Department of Labor Regulations at 29 C.F.R. pt. 5. Said compliance shall include: (a) Overtime requirements: No contractor or subcontractor contracting for any part of the contract work which may require or involve the employment of laborers or mechanics shall require or permit any such laborer or mechanic in any workweek in which he or she is employed on such work to work in excess of forty hours in such workweek unless such laborer or mechanic receives compensation at a rate not less than one and one-half times the basic rate of pay for all hours worked in excess of forty hours in such workweek. (b) Violation; Liability for Unpaid Wages; Liquidated Damages: In the event of any violation of the clause set forth in Paragraph (1) of this section the contractor and any subcontractor responsible therefore shall be liable for the unpaid wages. In addition, such contractor and subcontractor shall be liable to the United States for liquidated damages. Such liquidated damages shall be computed with respect to each individual laborer or mechanic, including watchmen and guards, employed in violation of the clause set forth in paragraph (1) of this section, in the sum of $10 for each calendar day on which such calendar day on which such individual was required or permitted to work in excess of the standard workweek of forty hours without payment of the overtime wages required by the clause set forth in paragraph (1) of this section. (c) Withholding for unpaid wages and liquidated damages. The County shall upon its own action or upon written request of an authorized representative of the Department of Labor withhold or cause to be withheld, from any moneys payable on account of work performed by the contractor or subcontractor under any such contract or any other Federal contract with the same prime 12

13 contractor, or any other federally-assisted contract subject to the Contract Work Hours and Safety Standards Act, which is held by the same prime contractor, such sums as may be determined to be necessary to satisfy any liabilities of such contractor or subcontractor for unpaid wages and liquidated damages as provided in the clause set forth in paragraph (2) of this section. (d) Subcontracts. The contractor or subcontractor shall insert in any subcontracts the clauses set forth in paragraph (1) through (4) of this section and also a clause requiring the subcontractors to include these clauses in any lower tier subcontracts. The prime contractor shall be responsible for compliance by any subcontractor or lower tier subcontractor with the clauses set forth in paragraphs (1) through (4) of this section. 4. Access to Records: The following access to records requirements apply to this Bid and any associated contract: (a) The contractor agrees to provide the County, the FEMA Administrator, the Comptroller General of the United States, or any of their authorized representatives access to any books, documents, papers, and records of the Contractor which are directly pertinent to this contract for the purpose of making audits, examinations, excerpts and transcripts. (b) The contractor agrees to permit any of the foregoing parties to reproduce by any means whatsoever or to copy excerpts and transcriptions as reasonably needed. (c) The contractor agrees to provide the FEMA Administrator or his authorized representatives access to construction or other work sites pertaining to the work being completed under this Bid or any related contact. 5. Retention of Records: The contractor agrees to maintain all books, records, accounts and reports required under this contract for a period of not less than three (3) years after the date or termination or expiration of this contract, except in the event of litigation or settlement of claims arising from the performance of this contract, in which case contractor agrees to maintain the same until the County, the FEMA Administrator, the Comptroller General of the United y of their duly authorized representatives, have disposed of all such litigation, appeals, claims or exceptions related to the litigation or settlement of claims. 13

14 6. Clean Air Act: As applicable pursuant to Federal Law: (a) The contractor agrees to comply with all applicable standards, orders or regulations issued pursuant to the Clean Air Act, as amended, 42 U.S.C et seq. (b) The contractor agrees to report each violation to the County and understands and agrees that the County will, in turn, report each violation as required to assure notification to the Federal Emergency Management Agency, and the appropriate Environmental Protection Agency Regional Office. (c) The contractor agrees to include these requirements in each subcontract exceeding $100,000 financed in whole or part with federal assistance provided by FEMA. 7. Federal Water Pollution Control Act: As applicable pursuant to Federal Law: (a) The contractor agrees to comply with all applicable standards, orders or regulations issued pursuant to the Federal Pollution Control Act, as amended, 33 U.S.C et seq. (b) The contractor agrees to report each violation to the County and understands and agrees that the County will, in turn, report each violation as required to assure notification to the Federal Emergency Management Agency, and the appropriate Environmental Protection Agency Regional Office. (c) The contractor agrees to include these requirements in any subcontract exceeding $100,000 financed in whole or in part with federal assistance provided by FEMA. 8. Energy Efficiency: As required by Federal Law, the contractor agrees to comply with mandatory standards and policies relating to energy efficiency which are contained in the state energy conservation plan issued in compliance with the Energy Policy and Conservation Act. 9. Federal Socioeconomic Factors: In the spirit of 44 C.F.R (b)-(i) and 2 C.F.R , the County encourages Small Business Entities, Minority Owned Business Entities, Woman Owned Business Entities and/or Labor Surplus Areas to submit bids and proposals. 14

15 III. FORM OF SUBMITTAL-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 & Qualifications of 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 above. 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 three (3) references for whom the Project Manager s Team has provided similar services. Provide a list of services that these references have utilized. 6. Local Expertise- Provide any local expertise and/or experience that may benefit the proposer in this matter. 7. Costs- Please complete and submit Attachment A with all hourly rates that will apply. 15

16 Classification Attachment A: 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) $ Hourly Rate The above hourly rates shall include all applicable overhead and profit. All 16

17 non-labor related project costs (including travel, lodging, and per diem) will be billed to the COUNTY at cost without mark-up. Any anticipated project related costs that the COUNTY should expect should be set forth below and specified in detail. 17