REQUEST FOR PROPOSAL FOR THE 5-YEAR UPDATE OF THE OTSEGO COUNTY MULTI-JURISDICTIONAL MULTI- HAZARD MITIGATION PLAN 2013-2018 Submitted by the Otsego County Planning Department Prepared by the Otsego County Planning Department 197 Main Street Cooperstown, NY 13326 Submittal Date: Wednesday April 11, 2012
Table of Contents Otsego County Request for Proposals for Planning Services for Multi Jurisdictional Multi Hazards Mitigation Plan 5 Year Update FORMS Form A Checklist Pg. 1 2 Form B 1 Proposal Cover Sheet... Pg. 3 Form B 2 Proposal Form.. Pg. 4 Form C Non Collusion Certification. Pg 5 Form D Receipt of Addenda... Pg 6 Instructions to Proposers Pg. 7 PROJECT DESCRIPTION A. Problem Statement/ General Information. Pg. 9 10 I. Invitation II. Confidentiality III. Modification/ Withdrawal of Proposals IV. RFP Change/Interpretation V. Addendums B. Scope of Work. Pg 10 12 C. Evaluation Procedure/Factors Considered. Pg. 12 13 and Proposal Criteria I. RFP Format II. Factors For Award III. Debarment D. Standard Terms and Conditions. Pg 12 13 I. Applicable Law II. Dispute Resolutions III. Taxes IV. Insurance and Indemnification V. Payment VI. Reservation of Rights VII. Contract Negotiation and Award VIII. Non Collusion
FORM A CHECKLIST Answer Yes or No 1. I have read ALL of the instructions and specifications. 2. I have filled in ALL blank spaces and supplied one original with three (3) copies and a CD. 3. I have furnished all required information. a. Form A Checklist b. Form B-1 Proposal Cover Sheet c. Form B-2 Proposal Form d. Form C Non-Collusion Certification e. Form D Receipt of Addenda 4. I have signed the Non-Collusion Statement, Form D 5. I am an officer of the company. 6. I have the express authority to obligate my company under the laws of the State of New York. 7. I am returning the original Proposal sheet. 8. I have made copies for my record. 9. I have received all addendums to the invitation to Proposal as identified in Exhibit E. 10. References (Name) (Address) (Contact Number) (Name) (Address) (Contact Number) 11. Exceptions/substitutions: (attach sheets as necessary) 1
12. If successful, the Insurance Requirements Certificate, from an insurance company licensed to do business by New York State, will be provided within ten (10) working days after notification of the award. (If applicable) SIGNATURE: DATE: NAME: (TYPE OR PRINT) TITLE: TELEPHONE NO: FAX NO: E-MAIL ADDRESS: END OF SECTION-FORM A 2
Form B 1 Proposal Cover Sheet TO: OTSEGO COUNTY PURCHASING DEPARTMENT COUNTY OFFICE BUILDING 197 MAIN STREET COOPERSTOWN, NY 13326 The undersigned, having a principal place of business as indicated below, and being responsible for the same, agrees to furnish to the County of Otsego the services listed at the price(s) herein stated, in accordance with the specifications annexed to the proposal. - Please sign and attach the Non-collusion Statement to the proposal. - Delivery to be within the time specified herein, after receipt of notification of award. - The County reserves the right to reject all proposals. Consultant: Address: Tel. No.: E-Mail address By: Name Title: Signature 3
FORM B 2 PROPOSAL FORM I,, DOING BUSINESS AS,, (project administrator) (Business Name) AND LOCATED AT, in the of and (Business Street Address) (City, Town, Village) STATE OF, DO HEREBY SUBMIT THIS PROPOSAL IN RESPONSE TO THIS REQUEST TO PROVIDE SERVICES FOR COMPLETING THE FIVE-YEAR UPDATE TO THE OTSEGO COUNTY MULTI-JURISDICTIONAL MULTI- HAZARD MITIGATION PLAN IN ACORDNACE TO ALL LOCAL, STATE, AND FEDERAL LAWS PERTAINING TO HAZARD MITIGATION PLANS AND IN ACCORDANCE TO THE GUIDELINES OUTLINED WITH IN THE PROPOSAL S SCOPE OF WORK. I HEREBY UNDERSTAND THE COUNTY OF OTSEGO RESERVES THE RIGHT TO REJECT ALL PROPOSALS. 4
FORM C NON-COLLUSION CERTIFICATION By submission of this Proposal, each proposer each person signing on behalf of any Consultant certifies, and in the case of a joint Proposal, each party thereto certifies as to its own organization, under penalty of perjury, that to the best of their knowledge and belief: 1. The prices in this Proposal have been arrived at independently without collusion, consultation, communication, or agreement, for the purpose of restricting competition as to any matter relating to such prices with any other Proposer or with any competitor; 2. Unless otherwise required by law, the prices which have been quoted in this Proposal have not been knowingly disclosed by the Proposer and will not knowingly be disclosed by the Proposer prior to opening, directly or indirectly, to any other Proposer or to any competitor; and 3. No attempt has been made or will be made by the Proposer to induce any other person, partnership, or corporation to submit or not to submit a Proposal for the purpose of restricting competition. Proposer: By: Title: 5
FORM D Receipt of Addenda RFP Form: Acknowledgement of Receipt of Addenda By signing the following statement, the Proposer acknowledges receipt of addenda concerning this Request for Proposals. Any addenda issued by Otsego County will be transmitted to all Proposers on the County's List of Proposers receiving this RFP and any other party requesting a copy of the Request for Proposals. Failure to receive addenda does not relieve the Proposer from responsibility of complying with all terms and conditions set forth in this Request for proposal and subsequent addenda. Addenda #1 Date: Addenda #2 Date: Addenda #3 Date: Signed: Signed: Signed: 6
INSTRUCTIONS TO PROPOSERS The Proposer hereby agrees to the provisions of Section 103-a of the General Municipal Law which requires that upon the refusal of a person, when called before a grand jury to testify concerning any transaction or contract had with the state, any political subdivision thereof, a public authority or with any public department, agency or official of the state or of any political subdivision thereof or of a public authority, to sign a waiver of immunity against subsequent criminal prosecution or to answer any relevant questions concerning such transaction or contract, (a) such person, any firm, partnership or corporation of which he/she is a member, partner, director or officer shall be disqualified from thereafter selling to or submitting Proposals to or receiving awards from or entering into any contracts with any municipal corporation or any public department, agency or official thereof, for goods, work or services, for a period of five years after such refusal, and (b) any and all contracts made with any municipal corporation or any public department, agency or official thereof, since the effective date of this law, by such person, and by any firm, partnership, or corporation of which he/she is a member, partner, director or officer may be cancelled or terminated by the municipal corporation without incurring any penalty or damages on account of such cancellation or termination, but any monies owing by the municipal corporation for goods delivered or work done prior to the cancellation or termination shall be paid. The proposer to whom a contract shall be let, granted or awarded is prohibited from assigning, transferring, conveying, subletting or otherwise disposing of the same or of his/her right, title or interest therein or his/her power to execute such contract, to any other person or corporation, except as provided in Section 103 of the General Municipal Law. The proposer to whom a contract shall be let, granted, or awarded shall comply with all rules and regulations of the Americans with Disabilities Act (ADA). 7
Otsego County Request for Proposals for Planning Services for Multi Jurisdictional Multi Hazards Mitigation Plan 5 Year Update A. Problem Statement/ General Information Otsego County is soliciting proposals from qualified consultants to perform the 5 Year update to the County s Multi Jurisdictional All Hazard Mitigation Plan(HMP) 2006. The five year update is necessary in order for the County to continue to be eligible for FEMA hazard mitigation project funding as outlined under section 44 CFR 201.6(d)(3). The update must meet the intent of the law and regulation, include the planning process, risk assessment and mitigation strategy. Proposers will assess regional assets and potential hazards, revise mitigation actions for each of the partner entities, and analyze overall risk assessment for the region. Proposers will provide a prescriptive approach with an emphasis on action and implementation of hazard mitigation strategies Proposals shall meet the requirements of the Stafford Act and Title 44 Code of Federal Regulations (CFR) 201.6 ; Section 44 CRF Part 201 and The Local Mitigation Plan Review Guide dated October 1, 2011 I. Invitation The Otsego County Purchasing Department will accept proposals until April 11, 2012 at 4:00p.m. EST. Proposals shall include at minimum one original, three hard copies and one CD in a sealed envelope submitted to the address below: ELECTRONIC SUBMITTALS ARE NOT ACCEPTED. PROPOSALS NOT RECEIVED BEFORE THE SPECIFIED DEADLINE FOR SUBBMISSION WILL NOT BE CONSIDERED AND WILL BE RETURNED UNOPENED AFTER AWARD NOTICE Proposals should be addressed to: Jennifer Pajerski, Purchasing Agent County Office Building 197 Main Street Cooperstown, NY 13326 Phone: 607 547 7501 For non technical questions contact the County Purchasing Agent, Jennifer Pajerski at: pajerskij@otsegocounty.com For technical questions, please contact the staff at Otsego County Planning.(607 547 4225) Karen Sullivan: sullivank@otsegocounty.com Psalm Wyckoff: wyckoffp@otsegocounty.com Ryan Hinton: hintonr@otsegocounty.com 8
Please Note: Otsego County is not responsible for any costs incurred by prospective firms prior to the singing of a contract. II. Confidentiality. The content of all proposals will be kept confidential until the selection of the Consultant is publicly announced. At that time, the selected proposal is open for review. After the award of the Contract, all proposals will then be public information. III. Modification/Withdrawal of Proposals. A respondent may withdraw a proposal at any time prior to the final submission date by sending a written notification of withdrawal, signed by an agent authorized to represent the agency. The respondent may thereafter submit a new or modified proposal prior to the final submission date. In no other manner may a modification be offered. A final proposal cannot be changed or withdrawn after the time designated for receipt, except for modifications requested by Otsego County after the date of receipt and following oral presentations. IV. RFP Change/Interpretation. No oral change or interpretation of any provisions contained in this RFP is valid whether issued at a pre proposal conference or otherwise. Written addenda will be issued when changes, clarifications, or amendments to proposal documents are deemed necessary by Otsego County. V. Addendums. We (Otsego County) reserve the right to make Addendums to our RFP. Any addenda issued by Otsego County will be transmitted to all Proposers on the County's List of Proposers receiving this RFP and any other party requesting a copy of the Request for Proposals. Recipients are required to acknowledge the receipt of Addendums by signing and dating the Receipt of Addendum form attached to RFP, by qualified member of consulting firm. B. Scope of Work The tasks outlined in this section are expected to be followed closely by the consultants while performing the Otsego County Multi Jurisdiction Multi Hazard Mitigation Plan update. 9
The Planning Department s staff will assist with the review of documents, provide contact information for public outreach, supply data and map information on other supportive tasks as agreed upon. The consultants will be responsible for the following tasks: 1. Review the current Otsego County 2006 Multi Jurisdiction and 2011 annex (including six additional communities) for Otsego County. The consultant shall be familiar with the current New York State Hazard Mitigation Plan. 2. Review and evaluate the existing natural and manmade hazards in the County addressing them in risk levels of High Hazards, Moderately High Hazards, Moderately Low Hazards, and Low Hazards. Consultant will have a thorough understanding of these hazards and will know how these hazards may impact existing and future development, property, and lives in Otsego County. 3. Engage the public and government and non government agencies as a vital component in the update process. Planning staff will provide contact information and oversee meeting arrangements. The consultant is in charge of setting up meetings with first responders, government officials, community groups, nonprofits, private businesses, school districts/educational facilities, and individuals in order to symbiotically communicate and facilitate an understanding of concerns and objectives, for Otsego County and all 34 municipalities in the county. See Appendix C 3 of 2006 HMP for involved agencies. Involved agencies shall include but not limited to; o Otsego Co. Office of Emergency Services o Otsego Co. Health Department o Otsego Co. Planning Department o Otsego Co. Building and Codes o New York Emergency Management Office o New York DEC o American Red Cross o Local Hospitals 4. Perform a complete review of past and recent natural and manmade disasters as of 2006 to present. Evaluate the flood response and recovery efforts during the declared 2006 & 2011 flood emergencies and formulate strategies for mitigation measures for future events. 5. Assess each municipalities extent of flooding to localized areas. Through correspondence among the municipalities a review as to where the extent of the flooding occurred and what actions can be taken to mitigation the 10
situation with an anticipated timeframe and responsible party to implement the action. 5. Recommend and prioritize Hazard mitigation measures with in the county s HMP Risk Assessment Scale. Review and evaluate respective coordination and response tactics within the County emergency response system and local response teams. 6. Outline the necessary updates to the COUNTY Plan and review and update the plans vulnerability assessment with the most relevant available information. 7. Include revisions that are consistent with the New York State Mitigation Plan, and incorporate all new FEMA requirements for Hazard Mitigation Plans. 8. The proposer will review the general development trends of the County from current 2010 census information, local information or other sources to the plan. 9. Develop a schedule for hosting and completing three (3) public input meetings during the drafting phase, and one (1) public hearing for the final draft prior to submission. Proposer shall coordinate the meetings with the County Planning Department in order to accommodate a broad geographic representation and an equal opportunity for participation. 10. Provide quarterly progress reports to the Planning Department with details of progress and expenditures. Include in this relevant questions and/or concerns. 11. The Proposer will be responsible for a FEMA approved and accepted plan. The proposer will submit a final plan to the State at a minimum of 6 8 weeks before the expiration of the current plan (January 13, 2013) in order to provide sufficient time for State to review and provide feed back and the consultant to comply with needed revisions so that it is in compliance with all FEMA and NYSOEM regulations. 11
C. Evaluation Procedure /Factors Considered and Proposal Criteria I. RFP Format: o Cover Letter: Include an over view of your company, age and size of business, location of principle location and concerning locations near COUNTY area, and company s philosophy of service edict. o Letter of Understating: Include a statement indicating understating of job, project approach and affirmation of the firms ability to complete job in accordance to said guidelines. 1. Provide the firm s person of contact concerning the proposal and phone number and email. 2. Provide a timeline of project phases and completion date, and scheduled quarterly report dates. o List of Qualifications: 1. Provide a brief summary of similar projects in the last 10 years. 2. Provide a brief statement on staff ability and vehicle mobility information; (Demonstrating an adequate number of staff members and reasonable transportation for efficient job completion) 3. Provide a brief description of the company s technical resources, team specialties and operation management details. Provide three (3) references for similar projects within the past five (5) years. Personal resumes can be sent as attachments to the proposal o Pricing: There are no provisions for project cost increases after award, and total cost must not exceed the $73,935 allowed by the FEMA grant program. For purpose of evaluation, the Consultant is requested to provide an itemized breakdown for preparing, submitting, and completing an approved plan update and shown in a project timeline. II. Factors for Award: Evaluation will be based on a four (5) factor grading system out of 100 points. 1. Qualifications/Project Approach (30 points) 2. Related Experience (20 points) 3. Staff Resources/Efficiency (15 points) 4. References (15 points) 5. Price/Rates and Time frame (20 points) III. DEBARMENT: 12
By submitting proposal, the consultant agency certifies they are not DEBARRED from submitting proposals for contracts issued by any public authority of New York State or any federal government agency. D. Standard Terms and Conditions Any Contract entered into shall contain, among others, the following standard clauses and conditions: I. Applicable Law: This contract shall be governed by the laws of the State of New York. The venue of any dispute shall be in Otsego County. II. Dispute Resolutions: All disputes shall be resolved in the court appropriate jurisdiction in the State of New York. III. Taxes: The County is exempt from all sales and use taxes. IV. Insurance and Indemnification: Consultant upon award must have ability to provide necessary insurance documentation and contract specifications in accordance to Otsego County s guidelines. V. Payment: Payments would be made on a reimbursement upon submittal of the quarterly report. Payments will reflect the percentage of work completed at the time of invoice. Ex: If 40% of work is completed by first quarter, the payment will reflect 40% of the contract amount. Payment is to be made within 30 days of receipt of quarterly reports. All quarterly reports should include an invoice and this should include an itemized statement showing the services rendered and the date on which the services were rendered. VI. Reservation of Rights: We reserve the right to reject any and all proposals; Cancel any task request if staffing is discovered to not be satisfactory; Award Contracts solely on the written proposal; request oral interviews with the highest ranked firms; terminate negotiations with any Proposer should it be in the County s best interest. VII. Contract Negotiation and Award: Highest ranked Proposer(s) may be invited to enter contract negotiations with Otsego County. We reserve the right to terminate negotiations if agreement cannot be reached and may contact the second highest Proposer. This process may continue until successful negotiations are achieved. VIII. Non Collusion: Included with the proposal should be a notarized noncollusion statement signed by an agent authorized to represent the agency responding to the RFP, thereby certifying that the proposal is genuine and no collusion with anyone or in any manner has occurred. 13