Town of Jamestown. Long-Term Recovery Plan

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1 Long-Term Recovery Plan Town of Jamestown Background The Town of Jamestown is a small mountain community of approximately 300 people located in Boulder County, 12 miles northwest of the City of Boulder. The town experienced a traumatic flood event on September 11, 2013 that lasted for three days. During this event the town lost 20% of the homes, 50% of the drinking water distribution system, the water treatment plant infrastructure, 50% of the roads, a bridge and culvert, and the JVFD Fire Hall in an area approximately 23 acres in size. Despite the tremendous loss, Jamestown has started down the road of recovery. About 90% of the population was displaced since the floods heavily damaged the drinking water infrastructure and roads. Nearly one-third of the residents have been able to return to town since a limited number of cisterns have been donated and some temporary road repairs were completed. However, many are still temporarily living elsewhere in Boulder County. The town administration is working very hard to return critical infrastructure to functional with the objective of allowing the population to return home by August There is a great deal of construction occurring in the town related to stream restoration, as well as with the replacement of the water distribution system, the water treatment plant and roads repair. Protective measures are taking place including debris removal from the channels and gulches and stream stabilization in preparation for spring run-off. Federal and State resources are currently being organized and expended to fix crucial infrastructure and stabilize the areas of the stream that go through the town. Efforts are also beginning to envision the long-term future and what it will take to build a more resilient community. Long Term Recovery Planning Consultant Jamestown is gearing up to develop a Long-Term Recovery Plan. The intent of the Long-Term Recovery (LTR) Plan for Jamestown is to engage the community to map out a multi-year recovery action plan following the flood events of September The LTR Plan will specifically address the objectives of the recovery process, long-term sustainability and the efficient use and leveraging of available recovery resources. The plan will lay out an action matrix for the town over a period of approximately 5 years, to serve as a work plan for the town s recovery efforts. Jamestown is looking for a planning consultant with strong project management and facilitation skills to help guide the community through a participatory planning process and develop this recovery plan. Approach The planning consultant will work with the Board of Trustees and a team of planners from state and federal agencies. Since Colorado does not have a lot of long-term recovery plan examples, we have assembled a team of various subject matter experts and experienced recovery planners to support the role of the planning consultant. In this instance, community engagement, group meeting facilitation, strong organization and communication skills, and technical report writing and assembly will be paramount in developing and executing the participatory process as well as the resulting plan. This team model was conceived to support a consultant 1

2 planner who may not have extensive experience in disaster recovery planning per se, but who has strong relevant project management, planning and facilitation skills. Client stakeholders Residents of Jamestown and the greater Jamestown area Board of Trustees, Town of Jamestown Existing Planning Team Partners Colorado Office of Emergency Management Recovery Liaison - Olivia Stinson Colorado Department of Local Affairs, Long-Term Recovery Planner and two planners from the Community Development Office - Anne Miller and Andy Hill FEMA Community Planning and Capacity Building planner- TBD Roles: Jamestown Board of Trustees o Provide guidance and support to the consultant, including updated information about the recovery progress of each existing town committee Colorado OEM Recovery Liaison o Advises on planning process, approach and framework o Assists with managing and facilitating meetings o Provides linkages to resource agencies DOLA planners o Advises on planning process, approach and framework o Assists with managing and facilitating meetings o Provides linkages to resource agencies FEMA CPCB planner o Advises on planning process, approach and framework o Assists as needed for facilitation support o Provides linkages to federal resource agencies Planning consultant o Design and organize the planning process, including but not limited to: collecting, organizing, synthesizing and sharing all background research and current studies to date; organizing and facilitating community meetings, online engagement tools, documentation of the process and results of each meeting; assembly of all meeting results and emerging projects and potential funding sources into a cohesive report. o Coordinate disaster recovery and support experts and organize their participation at key junctures in the planning process. o Communicate regularly with the community members, Board of Trustees, Mayor and assembled partners and experts through meetings, phone calls, s and other interactions. 2

3 o Conduct additional research and outreach as needed to county, state and federal agencies, community organizations and non-profit organizations, including but not limited to identification of potential funding sources. Resource agencies: State, federal, private and nonprofit experts in various related fields; these agencies can be brought in to community meetings or planning team meetings to advise on technical aspects or provide information on funding opportunities. Examples may include the Environmental Protection Agency, Housing and Urban Development, Colorado Energy Office, American Planning Association, American Institute of Architects, and other agencies and institutions. State and federal planners will support access to these professionals for the planning contractor. Process: The planner, with support from the team, will guide the greater Jamestown community members and partners through a participatory planning process to address long-term objectives, projects, and priorities in the recovery effort as a result of the September 2013 flood event. The Board of Trustees (BOT) and the planning contractor will agree on the planning process that will be used. One possible approach: Early July: Initial meeting to finalize contract and planning process with BOT and project management team (OEM Recovery Liaison, DOLA and FEMA planners) Early July: Pre-meeting with BOT and project management team, followed by community kick-off meeting for the Long-Term Recovery Plan Late July: Pre-meeting with project development team, followed by community input meeting Early August: Progress update meeting with BOT and project development team (input from BOT), followed by community input meeting Late August: Present draft plan to BOT and project development team, followed by community presentation of draft with initial feedback Early September: Draft plan feedback from BOT and project development team (meeting if necessary) September: Present final draft to BOT at Town Board meeting While the BOT would like to consider community participation process ideas from the planning contractor, the BOT is estimating the need for five to seven meetings, including a minimum of three community participation meetings and roughly two meetings each month with the project management team, as needed. The consultant will hold work sessions with the BOT and planning team at key moments throughout the process. These meetings will serve as an opportunity for the BOT to give direction and orientation, suggest modifications or course corrections and provide overall direction in the context of ongoing town policy and management. The Town Board will appoint a Board member to be the primary point of contact, with support from the Colorado Office of Emergency Management Recovery Liaison. The plan should include recovery goals and actions that address housing and development, parks and recreation, arts and culture, public infrastructure and facilities, the stream and environment, 3

4 disaster/emergency response and preparedness, social and human services, and economic sustainability. The plan should also include potential sources of funding for each action. Since the town is small, resources are limited, and many residents are still displaced (and thus it is a challenge to attend several meetings), the planning process and the organization of input gathering and documentation should reflect what the community will support and should work hard to engage all area residents. The consultant will work closely with the BOT and planning team first to decide and agree upon the planning process approach. It is expected the consultant will come to this meeting with ideas on process design and schedule, communications and outreach strategies, and having read background materials (to be provided upon hire). Summary of Activities & Deliverables (with responsible party): Long-term recovery planning process design and schedule (proposed by consultant, agreed upon by the BOT) Communications and outreach strategy for the plan, including proposed approach to engage the entire community (proposed by consultant, determined by group) Notes/minutes and respective deliverables from each community meeting (consultant) Documentation of the process and outcomes, including photos (consultant) Review the county hazard identification and risk assessment information and summarize the plan and plan process (communicate this information in the planning process so the data may be considered by the community). The objective is to help inform the long-term recovery plan ideas and future land use and development decisions for the town. (consultant with support from OEM Recovery Liaison) Long-Term Recovery Plan Summary narrative and Action Matrix with potential funding sources to support identified projects. Narrative will provide the context and necessary background, identify the overarching themes and community goals, discuss the relationship to regional plans, summarize the assessment of risk and needs, include key maps or diagrams and document the process. The action matrix will include community-identified objectives and actions/projects, urgency or timeline information, assignment of the action and possible funding and other resources (consultant with support/advising from planning team) Specific and detailed recommendations for changes to the existing comprehensive plan, land use regulations, and other policy documents to be consistent with the recovery plan (consultant with support from planning team if needed) Timeframe: It is envisioned this entire process will take approximately 3-4 months. Estimated Salary/Contract Budget: $25,000 for all process design, activities and deliverables described in RFP. 4

5 APPLICATION INSTRUCTIONS Schedule: - Release of RFP June 4, Bidder Acknowledgement June 6, Questions Due June 10, Responses Distributed to All Bidders June 18, 2014 by 5 pm - Proposals Due Date June 23, Board review of proposals Week of June 23, Interviews June 30, Contract Award September 30, Completion Date Questions & Answers: All questions concerning this RFP are due by the Questions Due Date and must be directed to Jamestown Purchasing. purchasing@jamestownco.org Proposal Format: 1. Cover letter 2. Firm Information/Composition of Project Team 3. Summary of your understanding of and approach to the requested services 4. Proposed options to facilitate the planning process and to encourage the greatest amount of community engagement 5. Proposed work schedule with milestone deliverables, dates, and fee proposal with a completion date of September 30, Itemized fee proposal 7. Itemized in-kind services (if applicable) 8. Summary of qualification of all key personnel assigned to this project 9. Annotated list of references (with addresses and telephone numbers) RFP Submission: The RFP Name must be indicated on the outside of the envelope. Interested parties must submit proposals (7 hard copies and an electronic copy) to the Town of Jamestown Town Hall by Proposal Due Date for their proposals to be considered. Send electronic proposals to: Jamestown Purchasing purchasing@jamestownco.org 5

6 Address hard copy proposals to: Town of Jamestown Town Hall PO Box 298 (118 Main St) Jamestown, CO or- Jamestown Office Boulder County Flood Rebuilding and Permit Information Center 1301 Spruce St. (Garden Level) Boulder, CO Contract Term: Final acceptance of the Jamestown Long-Term Recovery Plan by the Jamestown Town Board is due on or before September 30, Rejection of Proposals: The Town reserves the right to reject any or all proposals, to waive any irregularity or informality in the proposal, and to accept or reject any item or combination of items, when to do so would be to the advantage of the Town. The Town will not be liable for any cost/losses incurred by the Bidder throughout this process. Cost for Preparing Proposals: The cost for developing the proposal is the sole responsibility of the Bidder. The Town will not provide reimbursements for such costs. 6