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The original item was published from 12/23/2019 4:22:34 PM to 1/13/2020 5:05:04 PM.

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Posted on: December 23, 2019

[ARCHIVED] RFP for Local Hazard Mitigation Planning Services

The current Hartford Hazard Mitigation Plan was last updated in 2014 and is the result of a FEMA sponsored pilot program to create a more thorough and comprehensive Local Hazard Mitigation Plan that meets the new FEMA standard. The following is a link to the Plan:
Hartford’s 2014 Hazard Mitigation Plan involved an extensive citizen participation process, a comprehensive review of data and hazardous conditions, and development of comprehensive mitigation strategies with specific actions to achieve these strategies. Much of the Plan continues to be relevant, and therefore the Town anticipates the update employing many of the same strategies rather than a major rewrite of the Plan.
The selected consultant must be available and willing to complete the required work in a timely manner. Our preferred schedule is to provide Vermont Emergency Management (VEM) with a Draft Plan update within six (6) months of the date of the award of this contract, and provide FEMA with a Final Plan within nine (9) months of the date of the award of this contract. Variations on the schedule will be considered.
II. Funding
This work is partially funded by a Hazard Mitigation Assistance grant from FEMA through the State of Vermont. As such, use of these funds are regulated by State and Federal rules and regulations.
The amount available for consultant expense is capped at $10,000. If the proposal exceeds $10,000, the consultant shall select areas that will be eliminated from the scope of work. 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.
Request for Proposals Hartford Hazard Mitigation Plan Update Page 2 of 4
Qualified, interested individuals should submit the following information no later than Monday, January 13, 2020 at 4:00 p.m. in the Hartford Town Manager’s Office.
III. Project Proposal
The project proposal should be organized along the following steps (some discretion is allowed as long as the proposal is in line with the requirements of the FEMA Review Tool). 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 Hartford 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.
Consultant Responsibilities
1. Establish work plan with deliverables, timelines for completion, confirmed roles and responsibilities, and adequate review periods with the Town staff, Mitigation Plan Update Committee (includes Resilience Hartford Committee), State and FEMA at various stages of the Plan development.
2. Review information on hazards based on best available data.
3. Design and facilitate one community participation meeting to review hazard data and solicit input.
4. Based on current data, review and update 2014 Plan vulnerability assessment to quantify the extent of each hazard.
5. Review and update /identify new mitigation strategies.
6. Design and facilitate a second public meeting to review mitigation strategies and solicit input.
7. Update 2014 Plan with new information strategies and actions; provide drafts for Town staff, Hazard Mitigation Plan Update Committee, and Selectboard reviews.
8. Submit draft to Vermont Emergency Management (VEM) and revise accordingly.
9. Submit revised Plan to FEMA, revise if necessary, for final Plan adoption.
10. The final Plan document must be available to the Town of Hartford in an accessible format (e.g. Word) to be used in future plan updates.
Town Responsibilities
1. Update of the first four Chapters of the 2014 Plan to reflect activity in the past five years. Some editing may be required by the consultant.
2. General printing, photocopying, and other direct meeting expenses such as public notices and materials for the planning team and the public for the two community meetings.
3. Public outreach and publicity efforts.
4. Some research (e.g. listers’ data, flood levels and loss data).
5. Assemble planning team and meet with consultant(s) to review the planning process and confirm outreach strategy.
6. Coordinate planning team meetings including distribution of materials.
7. Organize and publicize the two community meetings.
Other Proposal Submittals
1. Consultant’s qualifications and resume. The selected consultant(s) shall have experience related to mitigation planning work.
Request for Proposals Hartford Hazard Mitigation Plan Update Page 3 of 4
2. A minimum of three references and current contact information for similar emergency management or hazard mitigation planning projects.
3. Description of experience with grant-funded projects, especially FEMA or Vermont Emergency Management programs.
4. One work example.
5. Project and cost proposal, itemized by project steps as identified above. This is a lump sum bid plus direct expenses. The proposal shall include all consultant hourly rates and any associated direct expenses.
IV. Evaluation of Proposals
Consultant selection will be based on the proposal and the following:
• Documented ability to identify various hazard mitigation strategies that will eliminate or greatly reduce the impact of hazards that may affect the municipality.
• Experience in hazard 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 hazard mitigation actions.
• References of past work in hazard mitigation planning.
• Ability to complete the project within the preferred time period.
• Cost.
The Town of Hartford 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.
V. Limitations of Liability
The Town of Hartford assumes no responsibility and no liability for costs incurred by proposer in responding to this Request for Proposal, or in responding to any further request for interviews, additional data, etc. prior to the issuance of a contract.
VI. Insurance
Prior to signing a contract with the Town of Hartford, the consultant must show evidence that he/she has the following insurance coverage through the term of this agreement:
o Commercial General Liability: Commercial General Liability Insurance including but not limited to Bodily Injury, Personal/Advertising Injury, Broad Form Property Damage, Products and Completed Operations Liability and Contractual Liability with limits of, at minimal, $1,000,000 Combined Single Limit for each occurrence. The Consultant must list the TOWN as Additional Insured’s on its Commercial General Liability Policy.
o Workers’ Compensation & Employers Liability: Worker’s Compensation Insurance and Employers Liability Insurance with limits of, at minimal $500,000 for any one occurrence or a completed and signed Non-Employee Work Agreement and a Liability Hold Harmless Agreement.
Request for Proposals Hartford Hazard Mitigation Plan Update Page 4 of 4
VII. Revisions to the Request for Proposals
The Town of Hartford reserves the right to modify any technical and submission requirements associated with this proposal and the scope of work.
VIII. Rejection of Proposals
The Town of Hartford reserves the right to reject any or all proposals or to award contracts in whole or in part if it is in the best interest of the Town.
IX. Submission of Proposal
The deadline for submission of proposals is no later than Monday, January 13, 2020 at 4:00 p.m. Proposals submitted after this time and date will not be accepted.
Submit six copies of the proposal with the following information clearly printed on the outside:
Hartford Hazard Mitigation Plan
Town of Hartford
Town Manager’s Office
171 Bridge Street
White River Junction, VT 05001
E-mailed or fax submittals will not be accepted.
Contacts for More Information
Matt Osborn, AICP, Planner
Dept. of Planning and Development Services
171 Bridge Street
White River Jct., VT 0500l
Lori Hirshfield, Director
Dept. of Planning and Development Services
171 Bridge Street
White River Jct., VT 0500l

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