Request for Proposals for Town Hazard Mitigation Plan

Request for Proposals
for Hazard Mitigation Plan
The Town of Weathersfield is requesting proposals for facilitation and preparation of a Town Hazard Mitigation Plan. A copy of the RFP can be obtained at the Town office or on the website:
5259 Route 5
Ascutney, VT
(802)674-2626
townmanager@weathersfield.org
Sealed bids must be received by:
Noon on Thursday, December 15, 2016, and will be opened at 1:00 PM in the Town Hall


Request for Proposals
Local Hazard Mitigation Planning Services for the
Town of Weathersfield, Vermont
Date of Issue: Nov. 28, 2016
Closing Date: Dec. 15, 2016, 12:00 p.m.
The Town of Weathersfield, in Windsor County, Vermont, (2010 pop. 2825). is seeking the services of a qualified consultant to create a Local Hazard Mitigation Plan. The plan will be submitted to FEMA for approval.
The selected consultant(s) shall 1) demonstrate the ability to identify various hazard mitigation strategies that will eliminate or greatly reduce the impact of hazards that may affect the municipality and 2) have experience related to mitigation planning work.
Funding Source:
This work is funded by a Hazard Mitigation Planning Grant from FEMA. The selected consultant must be available and willing to complete the required work within 12 months of the date of the award of this contract.
It is anticipated that the FEMA grant funds will cover all the consultant expense, which will account for 75% of the entire project cost. The Town of Weathersfield will be responsible for the remaining 25% of project cost, through a combination cash and in-kind hours. Tasks that will be undertaken by the Town of Weathersfield staff and officials include:
• General printing, photocopying, and other direct meeting expenses such as public notices.
• Public outreach and publicity efforts.
• Research (e.g. listers’ data, flood levels and loss data).
The amount available for consultant expense is capped at $14,000. Cost-effectiveness and efficiency will be given very serious consideration. The selected consultant will be expected to propose a budget and timeline that makes the most cost-effective and expedient use of all in-kind resources, as well as other cost-saving measures, such as teleconferencing.
Project Proposal
The project proposal should be organized along the following steps. Each step should indicate the consultant’s role and responsibility, proposed date for completion, number of consultant hours required for each step, hourly rates and any associated direct expense. The Town of Weathersfield brings to this project a willingness to align its resources in the most cost-effective manner possible, so consultants are strongly encouraged to suggest strategies for delegating responsibilities.
 
Step Description
1. Assemble planning team and meet with consultant(s) to review the planning process and confirm outreach strategy.
2. Establish work plan with deliverables, timelines for completion and confirmed roles and responsibilities.
3. Review information on natural hazards and on man-made hazards based on best available data.
4. Review hazard data in one public meeting.
5. Complete vulnerability assessment to quantify the extent of each hazard.
6. Identify mitigation strategies.
7. Review mitigation strategies in a public meeting.
8. Submit plan to the Vermont Division of Emergency Management and Homeland Security (DEMHS) and revise accordingly.
9. Submit revised plan to FEMA, revise if necessary, and adopt plan.
Qualified, interested individuals should submit the following information no later than
Dec. 15, 2016, 12:00 p.m.:
1. Consultant’s qualifications and resume. Please include references and contact information for similar emergency management or hazard mitigation planning projects.
2. Description of experience with grant-funded projects, especially FEMA or Vermont Emergency Management programs.
3. Project and cost proposal, itemized by project steps as identified above. Proposal should include all consultant hourly rates and any associated direct expenses.
Evaluation of Proposals:
Selection of a consultant(s) will be based on the proposal and:
• Documented experience in mitigation planning
• Technical staff capability to assess risks based on identified hazards
• Experience working with local, state, and/or federal government
• Ability to recommend viable mitigation actions
• References of past work in mitigation planning
• Cost
• Timeliness
The Town of Weathersfield encourages responses from disadvantaged, women-owned, minority-owned and small local firms. Selected candidates should be prepared to execute a contract that contains pass-through provisions regarding Federal programs and assurance related to this grant-funded work, including policies regarding conflicts of interest, equal opportunity, non-discrimination, retention of and access to records, and audit requirements, when applicable. The Town of Weathersfield reserves the right to reject any or all responses.
Please deliver responses and inquiries to:
PO Box 550 Ascutney, VT 05030