Bid Detail

12-299 - RFP: Disaster Recovery Grant Management & Admin Projects Related to 2011 Tornado & Snow Storm

End date: Tuesday February 21, 2012 at 2 p.m.

The City of Springfield, MA. ("City"), is issuing a Request for Proposals ("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 City's applications for reimbursement from State and Federal agencies, including FEMA, for significant losses and costs incurred by the City as a result of the EF-3 tornado which struck the City on June 1, 2011, and the October 29, 2011 snowstorm, 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 City 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 City is also interested in engaging a firm with substantial experience in successfully working with state Emergency Management Agencies, and in particular, the Massachusetts Emergency Management Agency (MEMA) 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 City may also require services addressing eligibility requirements for projects under the Hazard Mitigation program, Federal Highway Administration (FHWA), Massachusetts Department of Transportation (MassDOT), Natural Resources Conservation Service (NRCS), Community Development Block Grant, FEMA's Disaster Specific Guidance (DSG) and other disaster recovery cost reimbursement programs.

The City 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 City 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 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. § 206.47.

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 Massachusetts Emergency Management Agency (MEMA) 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 City may also require services under the FEMA Hazard Mitigation, Federal Highway (FHWA), Massachusetts Department of Transportation (MassDOT), Natural Resources Conservation Service (NRCS), and other disaster recovery cost reimbursement programs.

The City 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 insurance 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. §§ 5121 - 5207 (http://www.fema.gov/pdf/about/stafford_act.pdf); Regulations published in Title 44 of the Code of Federal Regulations (44 CFR) Part 206 implement the statute (http://www.access.gpo.gov/nara/cfr/waisidx_07/44cfrv1_07.html); Policies written to apply the statute and regulations to specific situations and provide clarification on a range of issues. (Public Assistance Policy Reference Manual -http://www.fema.gov/government/grant/pa/9500toc.shtm) ;FEMA Standard Operating Procedures (SOPs) that provide guidance for FEMA, the State and applicants on the processes. SOPs (http://www.fema.gov/government/grant/pa/sop.shtm).;
• 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 City consultants;
• Attend meetings with the City, 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 City 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 City;
• 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 Massachusetts Emergency Management Agency (MEMA) to facilitate, maximize, and expedite the distribution of FEMA and other disaster recovery reimbursement funds to the City;
• Negotiate maximum FEMA reimbursement rates for demolition projects;
• Negotiate maximum FEMA reimbursement rates for Right of Entry projects;
• Negotiate with FEMA to successfully expand the area covered by the Right of Entry approval designation;
• Negotiate maximum FEMA reimbursement rates for alternative projects;
• Negotiate maximum FEMA reimbursement rates for improved projects;
• Provide significant technical expertise to advise the City 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;
• Provide significant technical expertise in the areas of planning and economic development to work in partnership with the community with the goal of the long-term recovery planning and the comprehensive plan to help the community transition from recovery to redevelopment including significant technical expertise relating to resources and funding opportunities available to assist in implementing recovery projects.
• 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 City;
• 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 City Finance Director and Budget Director 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:
o Hours billed and amount invoiced by personnel and project
o Track in real time the number of hours each Consultant team member devotes to each Project Worksheet for reimbursement purposes
o PW and grant application development and revisions / amendments
o PW and grant application submissions and approvals
o Obligated amounts versus eligible estimates
o Issues with PW and grant application submissions and resolutions
o Issues requiring assistance
o Amounts awarded to City per PW and grant application
o Requests For Reimbursement submitted
o Estimated and actual costs
o Reimbursements received by City
o Insurance deductions
o 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 City to manage and prepare for potential audits from the City receiving grant funding. These services will include but should not be limited to:
o Preparation and responses to inspections and audits for on-going and completed projects.
o 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), Massachusetts Department of Transportation (MassDOT), Natural Resource Conservation Service (NRCS), and other disaster recovery cost reimbursement programs (upon request).

The services will involve extensive interaction with City departments, City and other consultants, FEMA and MEMA. The Consultant will report to the City's Director of Finance and the City Budget Director.


TERM OF AGREEMENT: The City intends to award a contract for three (3) years, 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, Nine(9) bound copies and One (1) electronic copy of the Technical Proposal and the separately sealed Price Proposal no later than 2:00 P.M. on February 21, 2012. to:

Lauren Stabilo
Chief Procurement Officer
City of Springfield
Office of Procurement
36 Court Street - Room 405
Springfield, MA 01103

Proposals must be received at this office no later than 2:00 p.m. EST on Tuesday, February 21, 2012. 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, City Hall or the Office of Procurement is closed due to uncontrolled events such as fire, snow, ice, wind, or building evacuation, the RFP opening will be postponed until 2:00 p.m. on the next normal business day. RFP will be accepted until that date and time.

The City of Springfield supports the goal of twenty percent minority and women participation in all contracts. No questions will be answered unless received by the Chief Procurement Officer at least 7 days prior to the expiration of the time set for submitting bids or proposals. The Chief Procurement Officer reserves the right to waive any informality in and to reject any or all bids if it is in the public interest to do so.


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