RFP2M23-25: Local Hazard Mitigation Plan Preparation Services
| Agency: | City of Alhambra |
|---|---|
| State: | California |
| Type of Government: | State & Local |
| Category: |
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| Posted: | Jan 10, 2024 |
| Due: | Jan 30, 2024 |
| Solicitation No: | RFP2M23-25 |
| Publication URL: | To access bid details, please log in. |
| Bid Number: |
RFP2M23-25
|
| Bid Title: |
RFP2M23-25: Local Hazard Mitigation Plan Preparation Services
|
| Category: | Request For Proposals |
| Status: | Open |
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Attachment Preview
CITY OF ALHAMBRA FIRE DEPARTMENT
RFP2M23-25
REQUEST FOR PROPOSALS (RFP)
FOR
LOCAL HAZARD MITIGATION PLAN PREPARATION SERVICES
PROPOSALS ARE DUE NO LATER THAN
4:00 P.M. ON
TUESDAY, JANUARY 30, 2024
CITY OF ALHAMBRA FIRE DEPARTMENT
301 NORTH FIRST STREET
ALHAMBRA, CA 91801
RFP2M23-25 – Page 1
City of Alhambra Fire Department
Request for Proposals
Local Hazard Mitigation Plan Preparation Services
INTRODUCTION
The City of Alhambra Fire Department (hereinafter referred to as “AFD”) is requesting proposals
from qualified firms (“Proposer”) to prepare a new City of Alhambra Local Hazard Mitigation Plan
in compliance with State and Federal Guidance and Regulations.
Proposals
• Proposals are due no later than: Tuesday, January 30, 2024 at 4:00 P.M.
• Single copies, proposals submitted without the RFP pages, with incomplete information,
or without current references, may be eliminated without further review.
• Late submittals will be rejected. All responses must be completed as required, signed by
an official of the firm who is authorized to enter a binding contract with the City on behalf
of the company.
• The City of Alhambra reserves the right to reject any or all proposals with or without cause.
The City reserves the right to waive minor inconsistencies in submitted Proposals.
Proposal Submission
Please submit one (1) signed original and four (4) copies of the proposal. The proposal package
must be sealed and plainly labeled:
City of Alhambra Fire Department
Attention: Joseph Lawrence, Battalion Chief
RFP2M23-25
301 North First Street
Alhambra, CA 91801
DO NOT OPEN WITH REGULAR MAIL
Questions Regarding This RFP
All questions regarding this RFP must be submitted in writing via email:
Joseph Lawrence, Battalion Chief
Email: jlawrence@alhambrafire.org
Questions regarding this proposal shall be submitted via email no later than 12:00 P.M. on
Monday, January 22, 2024. Questions received after the deadline will be rejected.
This RFP is posted on the City’s website under City Bid Notices/RFP’s. Proposers shall be
responsible for monitoring the site to obtain information regarding this solicitation. Failure to
respond to required updates may result in a determination of a nonresponsive proposal. Any
subsequent changes to this RFP from the date of release to Proposal Due Date will result in an
addendum by the City. Notification of such addenda shall be effected by posting on the City’s
website, as set forth in the Notice Inviting Proposals.
RFP2M23-25 – Page 2
City of Alhambra Fire Department
Request for Proposals
Local Hazard Mitigation Plan Preparation Services
Proposal Deadline
All proposals must be received by the Alhambra Fire Department located at 301 North First Street,
Alhambra, CA 91801 NO LATER than 4:00 P.M., Tuesday, January 30, 2024. Postmarks will
not be accepted in lieu of this requirement. The Proposer is solely responsible for reading and
completely understanding the requirements of the RFP.
If the proposal is mailed, it is the sole responsibility of the Proposer to have the proposal delivered
to AFD by the date and time specified in the RFP. Any proposals received later than the specified
date and time will not be accepted or considered. All responses will be retained as property of
AFD.
Additional Conditions of Award
Award of contract by the City Council, if any, will be made in the best interest of the City and shall
be based upon various factors, including but not limited to the following: Consultant’s
qualifications, experience, reputation, responsiveness, availability and cost. The City of Alhambra
reserves the right to accept or reject any or all proposals, to be the sole judge of the merits and
qualifications of the service and/or items offered and the ability of Consultant to responsibly
perform. An award of contract may be made to other than the firm offering the lowest costs.
INFORMATION FOR PREPARATION OF PROPOSAL
The AFD is requesting proposals from qualified firms to facilitate a hazard mitigation planning
process in accordance with the Federal Emergency Management Agency (FEMA) and other
hazard mitigation planning guidance and regulations, and to prepare a new FEMA-approved Local
Hazard Mitigation Plan (LHMP) for the City. The City has not previously prepared a FEMA-
approved hazard mitigation plan.
The term “Consultant”, “Respondent”, “Proposer” or “Contractor”, shall refer to any legal entity or
entities submitting a proposal in response to this RFP.
The successful Proposer shall have experience in similar types of services. All Proposers
responding to this RFP will be evaluated on the basis of their expertise, prior experience on similar
projects, demonstrated competence, ability to meet the requested services, adequate staffing,
reference checks, cost, responsiveness, and understanding of services to meet the needs and
concerns of AFD.
Federal Grant Program Nonfunding Clause
The City has been allocated Federal grant funding under FEMA’s Hazard Mitigation Grant
Program for this planning process. In the event grant funding is rescinded, the City reserves the
right to notify the provider of such occurrence in writing, effective as of the most recent bill for
services provided by Proposer. Exercise by the City of its right to terminate the contract shall
relieve the City of all further obligation.
RFP2M23-25 – Page 3
City of Alhambra Fire Department
Request for Proposals
Local Hazard Mitigation Plan Preparation Services
GENERAL INFORMATION
When determined appropriate, AFD will provide information in its possession relevant to
preparation of items required by this RFP. AFD will provide only the staff assistance and
documentation specifically referred to herein at its discretion.
Contractor shall be responsible for retaining data, records and documentation for the preparation
of required items. These materials shall be made available to AFD as requested by AFD.
The City is not liable for any costs incurred by respondents prior to entering into a formal contract.
Costs of developing a response to this RFP are entirely the responsibility of the respondent and
will not be reimbursed in any manner by the City. Pre-contractual expenses are not to be included
in the Contractor’s cost proposal. Pre-contractual expenses include, but are not limited to,
preparation of the proposal, submission of the proposal and additional information, attendance at
pre-proposal conference, negotiation any matter related to this RFP with the City, and/or any other
expenses incurred by the respondent prior to the date of award and execution, if any, of the
contract.
The City reserves the right to accept or reject the combined or separate components of proposals
in part or in its entirely, or to waive any informality or technical defect in proposal.
All data, documents and other products used, developed, or produced during response
preparation of the RFP will become property of the City. All responses to the RFP shall become
property of the City. Proposer information identified as proprietary shall be maintained
confidential, to the extent allowed under the California Public Records Act.
The City reserves the right to reject, replace and approve any and all subcontractors. All
subcontractor(s) shall be identified in the response to the RFP and the City reserves the right to
reject and subcontractor(s). All subcontractor(s) shall be the responsibility of the prime contractor
and the City shall assume no liability of such subcontractor(s).
PROPOSER RESPONSIBILITIES
Proposer shall assume responsibilities for all services in its proposal. Proposer shall identify a
Project Manager as the sole point of contact with the greatest knowledge in regard to the required
service operations and contractual matters, including payment of any and all charges resulting
from the Agreement.
The signer of the RFP must declare in writing that the only person, persons, company, or parties
interested in the proposal as principals are named therein; that the proposal is made without
collusion with any other person, persons, company, or parties submitting a proposal; that it is in
all respects fair and in good faith without collusion or fraud, and that the signer of the proposal
has full authority to bind the proposer.
The Contractor shall exercise reasonable care and diligence to prevent any actions or conditions
that could result in a conflict with the best interests of the City. This obligation shall apply to the
Contractor; the Contractor’s employees, agents, and subcontractors associated with
accomplishing work and services hereunder. Additionally, no person, firm, or subsidiary thereof
RFP2M23-25 – Page 4
City of Alhambra Fire Department
Request for Proposals
Local Hazard Mitigation Plan Preparation Services
who has been awarded a contract resulting from this RFP may be awarded an agreement for the
provision of services, the delivery of supplies, or the provision of any other related action that is
required, suggested, or otherwise deemed appropriate as an end product of this RFP. Therefore,
Contractor is precluded from contracting for any work recommended as a result of this RFP.
PROPOSAL FORMAT
Proposer must submit satisfactory evidence to the AFD supporting their ability to meet the scope
of work within a prompt time frame. Structure your proposal to include the scope of services
response, general time implementation schedule, cost proposal (fees/contract price), and
exhibits. Also, to improve consistency, the proposals must conform to the following format:
1. Cover Letter. Introductory letter expressing interest in the project. The letter should
include the following:
• Name of submitting company/entity and the legal status of the submitting
company/entity (partnership, LLC, corporation, etc.).
• Name, title, address, telephone number, and email address of the person designated
as the primary contact for the submitting company or entity.
• The cover letter must be signed by a person authorized to represent and legally bind
the firm.
2. Firm’s Qualifications. Provide a statement of qualifications.
3. Staffing Requirements. A staffing chart by job description or title. Indicate which staff are
in-house and which are sub-consultants. The Proposer may reserve the right to involve
other personnel, as their services are required. The specific individuals will be assigned
based on the need and timing of the service required. The City of Alhambra reserves the
right to have any of Proposer’s personnel removed from providing services to the City
under this Agreement.
4. Experience and Approach. Describe your firm’s experience and approach with similar
projects. Please provide a narrative explaining your background and recent experience
with similar projects as the scope of work identified in this RFP. Provide a task listing that
shows the methodology to be used on this project.
5. Local Hazard Mitigation Planning Experience. Provide specific experience related to
managing hazard mitigation planning activities at the local level, to include but not limited
to: managing the hazard mitigation planning process, researching and drafting local
hazard mitigation plans, conducting public engagement and outreach, receiving FEMA
approval of drafted plans, etc.
6. Implementation Plan and Schedule. Proposer shall submit an implementation plan
summarizing the work phases to be completed, the deliverables to be provided at each
work phase, and the timeline for completion of each work phase.
7. Work Plan. Provide a schedule and work plan for approval. This shall have benchmarks,
deadlines, and other related time-based metrics to ensure the Proposer remains on-track
for roll out of billing services.
RFP2M23-25 – Page 5
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For more information, please visit the Publication URL Web page.
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