INTRODUCTION
PURPOSE
The purpose of this Request for Proposals (RFP) is to solicit sealed proposals from qualified hazard mitigation organizations capable of delivering comprehensive All-Hazards Mitigation services. The objective is to identify and contract with the most qualified organization(s) through a competitive negotiation process, based on the quality and cost-effectiveness of proposed services. These services will support the City of Clovis, City of Texico, Village of Melrose, Curry County, and its rural unincorporated areas in the development and organization of a Hazard Mitigation Planning Team (HMPT) and the creation of a FEMA-compliant All-Hazards Mitigation Plan. The selected vendor will assist in identifying local hazards, assessing risks, and formulating mitigation strategies to enhance community resilience.
A. SPECIFIC CONDITIONS
1. The individual/company submitting an offer or proposal will be referred to as “Offeror” and the City of Clovis will be referred to as “City”
2. Specific capabilities and experience shall address the information included and show how it relates specifically to the Clovis and surrounding areas. The format of response shall follow the outline as required in the RFP document.
3. Award will be made to the Offeror(s) whose proposal is determined to be most professionally and technically complete and most advantageous to the City of Clovis.
4. A proposal may be modified, or withdrawn, prior to the established due date in accordance with the requirements of the NM Procurement Code. (§13-1-106 NMSA 1978).
5. Following award, the Offeror(s), and the City shall designate representatives and identify a main point of contact for all communications. Such individuals shall have authority to coordinate with or direct personnel assigned to the project.
6. Contract terms: the City intends to contract with an Offeror to provide hazard mitigation services for the City of Clovis, City of Texico, Village of Melrose, Curry County and its rural unincorporated area. The term of the contract resulting from this RFP shall be for a period not to exceed the allowed amount pursuant 13-1-150 (NMSA 1978). The City of Clovis reserves the right, by mutual agreement of the parties, to extend the contract on an annual basis at the same price, terms and conditions, not to exceed a total of four (4) years in whatever increments are deemed most appropriate by the City.
B. PROJECT DESCRIPTION/SCOPE OF WORK
Section I. Scope of Service
Task 1: Mitigation Planning Team Coordination
1. Contractor will support the City of Clovis, City of Texico, Village of Melrose, Curry County and its rural unincorporated area in the formation and organization of the All-Hazard Mitigation Planning Team (HMPT).
2. Contractor will review current plans, including but not limited to the existing Curry County Hazard Mitigation Plan, and State of New Mexico Hazard Mitigation Plan.
3. Contractor will provide Meeting File Templates (presentation, sign-in sheets, agendas, etc.) to HMPT personnel.
4. Contractor will coordinate, facilitate, and conduct follow-ups for meetings with the HMPT.
5. Contractor will ensure the Plan is in compliance with the Emergency Management Accreditation Program standards.
Task 2: Risk Assessment and Vulnerabilities
1. Contractor will work with the HMPT to assess new hazards and vulnerabilities to add to the plan including human caused threats.
2. Contractor will conduct data mine and update of critical facilities data and risk modeling (Hazus and other relevant software) by combining pertinent information regarding structure type, valuation, new construction, and any other information that may assist with modeling. Contractor will also identify additional data that will be utilized for hazards and vulnerabilities where risk modeling is unavailable.
3. Contractor will develop maps that clearly define the extent and location of the identified hazards and vulnerabilities by the risk assessment.
4. Contractor will develop risk models for the entire planning area using the most appropriate modeling software.
Task 3: Public Involvement Strategy
1. Contractor will facilitate the identification of the public involvement strategy to be deployed throughout this Plan update process.
2. Contractor will deploy the public involvement strategy approved by the Hazard Mitigation Planning Team (HMPT), including public meetings.
Task 4: Update Goals, Objectives, and Action
1. Contractor will facilitate the development of guiding principles, goals, objectives, and actions within the HMP. Mitigation actions will be prioritized based, in part, on meeting multiple objectives.
2. Contractor will develop a hazard mitigation action catalog that will represent the comprehensive range of mitigation alternatives considered by the HMPT as required under 44CFR section 201.6.
Task 5: Assemble the Plan
1. Contractor will author the plan text. Under this task, the draft Plan will be authored and assembled by the Contractor. Coordinating with the HMPT, the Contractor will format the Plan layout to meet the objectives established for the process.
2. After the initial draft has been developed, the draft Plan will be submitted to the participating governments for a technical/format edit to prepare the draft Plan that will be presented to the public for final review and comment.
3. Contractor will prepare a “summary document” that can be utilized as a public outreach tool. This document will provide key information from the Plan in a reader friendly format that clearly identifies hazard/risk variables by planning area.
4. Once the final draft Plan has been prepared, and all public and HMPT comments have been incorporated into the final draft, Contractor will complete a FEMA Plan Review Tool to illustrate the Plan’s compliance with 44 CFR Section 201.6.
5. The contractor will coordinate with the state and FEMA through any revisions necessary for state and FEMA approvals.
6. Contractor will submit the final plan, pending state and FEMA approval, to the participating governments.
Task 6: Complete Plan Review and Adoption
1. Contractor will support the Hazard Mitigation Planning Team (HMPT) in submission of pre- adoption review drafts of the Plan and the completed Plan Review Tool to NM DHSEM with a formal request for pre-adoption review and approval. It is understood that upon approval, NM DHSEM will forward the draft Plan to FEMA Region VI for their concurrence review. FEMA will issue their “Approval Pending Adoption” once they concur with the state’s review. Contractor will provide Technical Edit assistance during this process, and will engage the HMPT, as appropriate, with any corrections that need to be made.
2. Contractor will present the planning process, findings, and planning results to senior and elected officials.
Upon receipt of an “Approval Pending Adoption” from FEMA Region VI, the HMPT can initiate the adoption phase of this Plan update process through approval by the participating governing bodies. Contractor will prepare a PowerPoint presentation that can be utilized by the HMPT in their presentations to the participating governing bodies for adoption.
**Please see attached for full RFP Packet**
