Consulting Services to Update the City & Borough of Juneau All Hazard Mitigation

RFP No. 25-069 Consulting Services to Update the City & Borough of Juneau (CBJ or City) All Hazard Mitigation Plan (AHMP) Intent : The City and Borough of Juneau seeks proposals from highly qualified Contractors, for the provision of a critical and comprehensive update to the City & Borough of Juneau (CBJ or City) All Hazard Mitigation Plan (AHMP) for the Juneau Borough, which includes, but is not limited to, the downtown Juneau area, Thane, West Juneau (Douglas Island), Douglas, North Douglas Island, Twin Lakes, Lemon Creek, Mendenhall Valley, Auke Bay, Lena, and continues until the roadway ends. This is a grant funded project; and certain deliverables, deadlines, and specifications must be adhered to in order to receive the funding. CBJ will award the contract to the best apparent Contractor who meets all award and funding requirements. Submission Instructions : Late responses will not be accepted. Timely responses are accepted via Electronic Submission * at Public Purchase, www.publicpurchase.com , Contractors who successfully register may submit a response by doing the following: Complete online acknowledgements* of the Terms & Conditions (ATTACHMENT A), Insurance Requirements (ATTACHMENT B) and the City& Borough of Juneau Standard Contract Sample (ATTACHMENT C). Contractors must acknowledge or acknowledge with exceptions. (*NOTE: Exceptions: are reviewed by CBJ RISK & LAW and May not qualify for award .) Load PDF Proposal Response. Include a redacted version, if applicable, to comply with any requests for confidentiality and be sure to note which version is which. Contact, Questions & Addenda : CBJ Purchasing Division is the sole point of contact for all matters pertaining to this solicitation. No oral interpretations will be made. Submit any interpretation requests in writing, noting issuing buyer, solicitation number and title, via email to contact@example.gov or use the “Ask Questions” link at Public Purchase . Requests must be received a minimum of seven (7) business days prior to the solicitation deadline. Any changes to CBJ issued documents will be by an addendum to the solicitation that is promptly issued to all plan holders. All addenda will become part of the solicitation. Pre-Proposal Meeting : A non-mandatory pre-proposal meeting will be held 11/13/2024 at 10:00 a.m. AK Time via Microsoft Teams - Meeting ID : 225 218 366 975 Passcode : r6oCUH. To request participation and submit questions Contractors must email CBJ Purchasing at contact@example.gov a minimum of forty-eight (48) hours prior to the meeting. Note:The meeting will be cancelled if no participation requests are received. About Juneau : Located in the panhandle of Southeastern Alaska, on the traditional land of the Tlingit people, the City and Borough of Juneau (CBJ or City) consists of 3,250 square miles and is only accessible by air or sea. Juneau is Alaska’s capital and has a population of approximately 31,000 people. Juneau is a temperate rainforest and receives around 92 inches of annual precipitation. For more info on Juneau, visit CBJ’s Website Minimum Qualifications : To be considered acceptable CBJ is seeking a Contractor (or team) with the following: Verifiable governmental or community experience providing same type of services for other grant projects. Sufficient qualified, experienced staff with the capacity to complete the project plan on-time and within budget. Based in North America and will provide services during CBJ office hours of: 8:00 a.m. to 4:30 p.m. AK ST. Review of: General Terms & Conditions, Required Insurance & Standard CBJ Contract : Contractors should carefully review all documents required for this project (ATTACHMENTS - A, B & C). The awarded Contractor must comply with all requirements and will be required to sign the CBJ’s contract. Note: A State of Alaska Business License (SOA-BL) is required to complete the contract award. To obtain a SOA-BL Contractors may be required to file their business with the State of Alaska Corporations Division. Contractors who do not have a current SOA-BL at the time of proposal submission may find it difficult to fulfil this requirement in time to meet the required deadline for contract award. Contract Administration : CBJ will assign Tom Mattice, CBJ Emergency Programs Manager, Contract Administrator of the project. Upon notice an alternate designee may be assigned. GENERAL INFORMATION General Grant Overview : FEMA provides funding assistance to applicants via various mitigation grant programs including but not limited to the Flood Mitigation Assistance Program, Pre-Disaster Grant Program, Hazard Mitigation Grant Program, and the Building Resilient Infrastructure and Communities (BRIC) Program to prepare hazard mitigation plans or updates per 'the Disaster Mitigation Act of 2000. These plans identify community hazards and vulnerabilities; and outline preparedness, response, recovery, and mitigation measures to eliminate and reduce disaster damage and associated costs. The purpose of this Programmatic Categorical Exclusion (PCE) is to streamline the process for compliance with NEPA (National Environmental Policy Act) for such funding actions. To be approved all such projects must be compliant with the National Environmental Policy Act and must meet all standards of the Hazard Mitigation Grant Program administrative provisions. AHMP’s must also meet following programmatic and environmental conditions: The hazard mitigation planning activities will not affect natural resources or the human environment. Funds from this grant award may not be used to implement actions identified in the plan. All results of the planning-related activity developed through this grant funded project must be consistent with the requirements in 44 CFR Parts 201 and 206 and must enhance the existing mitigation plan consistent with mitigation planning regulations for Local Mitigation Plans per CFR 201.6. Grant Funding & Budget : Funding for this procurement is to be provided by the Hazard Mitigation Grant Program (HMGP) of the U.S. Federal Homeland Security Grant Monies, Federal Grant No. 4533-2R CFDA No. 97.039 through the State of Alaska Grant No. DR-4533-2, UEI#WEDBSKEPJJW5. Contractor must comply with all State and Federal Guidelines and rules governing the use of grant monies. Contractor will comply with DHS&EM contract assurances located at SOADHS&EM Grants Section Upon conclusion of the solicitation and prior to award, vendor’s compliancy and/or good standing with U.S. Government System for Award Management (SAM) will be verified. Contract Term, Funding & Budget : The contract term will be from date of award (anticipated to be December 2024) through delivery and acceptance by CBJ of the complete and final AHMP. The final AHMP must be delivered to the CBJ by or before 12/01/25 and any extension beyond this date may not qualify for grant funding. The total Grant Award will provide up to $124,000.00 of funding for this project. Proposals that are priced higher than the allotted project budget may not qualify for award. CBJ would encourage all Contractors to thoughtfully prepare a Fee Proposal that is balanced and equitable for the amount of work needed to complete the project and not just propose at the budgetary maximum. Additionally, any funding beyond the SOW and/or the termination of the project would be dependent upon further grant awards and is not guaranteed. Any changes to the contract will require mutual agreement between the CBJ and Contractor and will be documented by a written contract amendment. Payments & Invoicing : Upon award, the Contractor and CBJ will negotiate a mutually agreeable timeline for submission of invoices to ensure timely payments. Payments will be initiated upon receipt of approved invoices and completed required report(s) or project completion. PROJECT INFORMATION Project Background : CBJ has been through the AHMP update process several times previously and has made an effort to keep the document accurate as a living document. In January 2024 CBJ was named as the recipient of Federal and State grants funds to be used to support activities essential to complete the Juneau Hazard Mitigation Plan Update. The last approved Juneau Hazard Mitigation Plan was completed in 2012, which includes a Swiss Avalanche Mitigation Study, and is the current plan to be updated. This will be the CBJ’s fourth revision following the completed plan from 2003 with revisions in 2008, 2012 and an Emergency Operations Plan Ordinance passed in 2016. A review of the CBJ AHMP was completed in 2017 but did not conform to FEMA standards. The 2017 review documentation will be provided to the awarded vendor. Project Expectation Overview : The primary goal of this, the 4th revision, is for the awarded Contractor to refine the current plan, by increasing depth and accuracy where needed. This revision will also include the addition of new sections as required. The updated AHMP must be robust, expansive, relevant, and comprehensive. It must take into account the previous plan’s data done in 2012; however, it is expected that the updated AHMP process and final plan developed will be far more tailored to the current, impending, and immediate issues facing CBJ. The revised updated plan must provide substantive and realistic approaches to emergency mitigation and management of the hazards identified for CBJ. The Contractor will engage with the community through a public meeting processes and will facilitate planning team meetings. In accordance with the public meetings act, CBJ expects to accomplish this public engagement through a Sub-Committee of our Local Emergency Planning Committee (LEPC) to include additional partner agencies. The community will be asked to provide input and engagement through strategic Public Service Announcements (PSA's). The Contractor will describe and annotate all community involvement in the planning process. Throughout the AHMP project process the CBJ will require an extensive and in-depth review with primary and secondary planning teams and will include outreach to subject matter experts to ensure that the final plan is well-rounded and robust. EXHIBIT 1 contains a list of all Planning Team members compromised of community members and stakeholders. The CBJ All-Hazards Mitigation Plan, will require CBJ to review the plan periodically and after any federally declared disaster by the CBJ Hazard Mitigation Planning Committee to ensure that it remains up to date, reflects current information, and still meets the goals of Juneau. The reviews will determine if there have been any significant changes in CBJ that affect the AHMP. SCOPE OF WORK Overview : The Contractor will collaborate with state, local, and tribal community officials and other participants to create an updated comprehensive, FEMA-approved, local and/or tribal All Hazard Mitigation Plan. The plan will include mandatory travel to the community unless such a visit would negatively impact the community or the offeror. Travel to location will be separately communicated at the time the federal guidelines Task Order for the AHMP is issued. The Contractor will submit a draft updated plan electronically to the CBJ and the SOA DHS&EM designated recipient. The draft plan will be in either Microsoft Word or Adobe PDF format. The Contractor will notify the CBJ Contract administrator and DHS&EM State Hazard Mitigation Officer or designated staff in writing (via e-mail, or formal documentation) when the draft plan is available for review. Following Local and State review, the Contractor will coordinate with CBJ, correct identified deficiencies, and resubmit revised draft plans to the SOA until final approval is obtained. The State will submit each draft plan to FEMA for their evaluation. FEMA will award “Approval Pending Adoption” for state, local, and tribal community plans fulfilling all DMA 2000 criteria until adoption. CBJ will submit FEMA’s Conditionally Approved AHMP to the CBJ assembly for adoption by resolution. The State will submit a copy of the community adoption resolution to FEMA for final approval. The Contractor will not be held liable for governing bodies who refuse to adopt their hazard mitigation plan by resolution. The following scope of work, services and functional requirements will be required in the performance of this contract and in achieving the City’s project objectives. It is expected that at a minimum any submitted All-Hazard Mitigation Plan will include: Complete documentation of the planning process to complete the AHMP. Thorough details and documentation of all methods used to ensure public involvement and feedback. A revision of the community profile from the current AHMP: for more information see the CBJ’s Website All Hazard Mitigation Plan-final Section 2, Pages 11-13 using this link: Community Profile // Community Overview A completed risk analysis including: A description of previous hazard events. A description of the type, location, and extent of all hazards possibly affecting the CBJ. A description of the CBJ’s vulnerability to hazards. Information about the effects of climate change upon all hazards possibly affecting the CBJ. A mitigation strategy for CBJ. A plan maintenance strategy for CBJ. Provide assistance in creating and presenting final plan documents for formal adoption of the AHMP by the CBJ Assembly. The AHMP project will require specific data collection from within the Juneau community. Contractors will provide periodic project reports that include progress narratives and progress financial status reports as required by grant funding schedules and as outlined in Tasks, Deliverables and Deadlines.See detailed project information identified in planned Tasks and required Deliverables. CBJ will work with the awarded Contractor to determine the exact dates that project reports must be submitted to the CBJ Project Manager as per grant reporting guidelines. This AHMP must be in alignment with the State of Alaska Hazard Mitigation Plan to the highest extent possible. Must adhere to FEMA requirements and regulations in accordance with FEMA 44 CFR 201 . All-Hazard Mitigation Plan – Developmen t: The Contractor will collaborate with the City and Borough of Juneau (CBJ), State of Alaska (SOA), tribal communities, and a local planning team (see EXHIBIT 1) to develop an updated All Hazard Mitigation Plans (AHMP) as applicable and defined in accordance with FEMA 44 CFR 201 . The Contractor will encourage and invite Alaskan Native Tribal Councils co-located within the CBJ to participate and adopt their own Local All Hazard Mitigation Plans (LAHMP). The Contractor will write these plans as a Multi-Jurisdictional Hazard Mitigation Plans (MJAHMPs) to meet both FEMA 44 CFR §201.6 and 44 CFR §201.7 standards for local and tribal mitigation planning. The Contractor will perform the associated data collection, analyses, and assessments of tasks as listed. Each activity must fulfill the criteria contained in Section 322 of the Robert T. Stafford Disaster Relief and Emergency Assistance Act (Stafford Act), as amended, 42 U.S.C. 5165 , and the National Flood Insurance Act of 1968, as amended, 42 U.S.C. 4001 et seq., 44 Code of Federal Regulations (CFR) Part 201 . 1. Provide and document opportunities for community members, neighboring communities, regulatory agencies, businesses, and academia to be involved in the planning process. To include at a minimum project, kick off meeting, attendance at Local Emergency Planning Committee (LEPC) meeting, and presentation of final updated, approved plan to the CBJ assembly for adoption. Every effort should be made by local lead and Contractor to conduct meetings and community visits in-person. When in-person meetings are not available due to weather, pandemic mandates, or other events the contractor will employ and document the use of computerized communications software such as Zoom, WebX, Microsoft Teams, etc. Contractor will use all technologies available to enhance public engagement within a given communities cultural and infrastructure capabilities and limitations. 2. Contractor will supply advertisements of meetings, actions, dates, and status utilizing community outreach platforms including but not limited to: a) Applicable community social media platforms (City and Tribal web sites and community Facebook pages). b) Local newspapers and radio stations. c) Email distribution lists that will include members of the planning committee, and all assisting agencies and their associated representatives. d) Coordinate with local planning team leadership to ensure flyers are posted in public. 3. The AHMP will be available for view and comments in spaces that provide open public access, such as local libraries, to obtain necessary public review, evaluation, and feedback and will include but not be limited to the following: a) Provide downloadable forms that can be printed and filled out by hand so members of the planning team and planning area public can capture risks, hazards and vulnerabilities in the area and supply feedback. b) Provide an online process for public for review and comments. c) Provide an acquisition method to collect all feedback and recommendations for review (handwritten and online). d) All public meetings will be documented with sign-in sheets. e) Preliminary or kick-off meeting with the CBJ will identify all hazards in the community (natural, technological, biological, and human). 4. The Contractor will communicate and coordinate with the CBJ through many venues including but not limited to site visits, public meetings, workshops, one-on-one training, teleconferences, online conferences, fax, and e-mail. 5. Describe and develop land use and development trends. 6. Develop a map of existing and proposed land uses and known hazard areas. 7. Conduct thorough hazard identification and risk assessments. At a minimum, all natural hazards pertaining to the SOA must be considered. a) Categories for inclusion include but are not limited to: Earthquake, Wildfire, Extreme Flooding, Avalanche, Ground Failure/ Landslide, Severe Erosion, Infectious Disease, Dam Failure, Energy Failure, Urban Fire, Hazardous Materials Releases, Dock Failure, Transportation Emergency, Communications Failures, and Cyber Terrorism. b) Identify, describe, and provide location of hazards affecting the community. c) Develop an overall summary of each hazard and potential impacts. d) Identify and describe probable future hazard events. e) Provide a list of vulnerable structures and critical facilities identified in each hazard area. Include description, location, and jurisdiction’s vulnerability to each hazard in terms of types and number of buildings, and infrastructure. Include reasons for identifying each facility as critical. Include GPS coordinates for each facility listed. f) For each critical facility and infrastructure component provide the location (IE address, lot & block, longitude, and latitude), building type, current status, and estimated value. g) Provide a list of the number of inhabitants in vulnerable structures whether public or private. h) For each hazard conduct a vulnerability analysis for all critical facilities and infrastructure and develop potential damage and loss estimates for all public and privately owned assets and describe the methodology used to prepare the estimate. i) Provide information regarding the effects of climate change upon all hazards possibly affecting the jurisdiction. j) Present description of identified hazards to the public for review. k) Provide prior history to include identifying, describing, and providing location of previous occurrences. 8. Include any accurate visual representations of each critical facility and infrastructure component, such as: a) photos, b) aerial imagery, maps, c) maps, d) plans, e) technical drawings, f) as-builts. 9. Collaborate with the community and develop a mitigation action plan to include a prioritized list of future hazard mitigation goals, objectives, tasks, and action items. a) Identify and prioritize future mitigation goals, objectives and proposed activities and task action. b) The mitigation strategy will be based on existing authority, policy, programs, and resources, as well as the ability to improve and expand these tools. c) Develop a description of mitigation goals, objectives, and action(s) taken to reduce or avoid long- term risk or damage. d) Include a description of how the mitigation strategies will be prioritized, implemented, and administered. e) Include an implementation timeline, potential funding sources, and the responsible agency. f) Develop a prioritized risk assessment for the community to include extent, impact, and probability of future events. g) Identify, evaluate, and analyze these actions or projects, with emphasis on new and existing buildings and infrastructures. h) Determine how the mitigation strategies are cost effective, environmentally sound, and technically feasible. 10. Develop and document a comprehensive strategic planning process for continued plan development, implementation, monitoring and maintenance, evaluation, review, and plan revision. a) Develop a method and schedule to monitor, evaluate, and update the plan every five years. All-Hazard Mitigation Plan – Review Process : The Contractor will ensure that their work includes mitigation goals, strategies, project prioritization identification, and required documentation as indicated to complete the review process of the project. Each activity must fulfill the criteria contained in Section 322 of the Robert T. Stafford Disaster Relief and Emergency Assistance Act (Stafford Act), as amended, 42 U.S.C. 5165, and the National Flood Insurance Act of 1968, as amended, 42 U.S.C. 4001 et seq., 44 Code of Federal Regulations (CFR) Part 201. 1. Review CBJ local, tribal multi-jurisdictional AHMPs using the current FEMA Review Tool and Local or Tribal Plan Review Guides in accordance with both FEMA 44 CFR §201.6 (Local) and 44 CFR §201.7 (as applicable). Mitigation planning CCF 201 2. Complete FEMA Plan Review Tool to indicate which elements of the AHMP are acceptable or unacceptable in accordance with FEMA 44 CFR §201.6 and 44 CFR §201.7 criteria as applicable. Indicate AHMP deficiencies in the respective areas of the FEMA Plan Review Tool. 3. Upon Contractor receipt of the revised AHMP correcting deficiencies, ensure the FEMA Plan Review Tool and AHMP have been updated to reflect all required changes before the SOA submits revised AHMP to FEMA for review. The Contractor will submit each draft plan to CBJ, SOA. The State will submit to FEMA for evaluation. 4. Provide CBJ with a completed FEMA Plan Review Tool from the current applicable FEMA local (or tribal) multi-hazard mitigation planning guidance with the page number and section where each planning requirement is met. The FEMA Plan Review Tool will be in Microsoft Word format only. 5. The State will submit a copy of the community adoption resolution to FEMA for final approval. If community submits adoption resolution prior to APA, Contractor will submit a copy to FEMA and ensure the SOA DHS&EM has a copy for their file. Contractor will assist in electronic files management under direction of CBJ EM staff and SHMO (State Hazard Mitigation Officer). 6. The updated AHMP will fulfill the Robert T. Stafford Act as amended in DMA 2000, Local Mitigation Planning in accordance with (IAW) 44 CFR 201.6 and Flood Mitigation Assistance (FMA) criteria 44 CFR 78.5. This planning project will ensure coordination between the applicant, State of Alaska DHS&EM, and the Department of Commerce, Community and Economic Development (DCCED). Focus will be on communities that could potentially participate in the National Flood Insurance Program (NFIP) and are eligible for BRIC, Hazard Mitigation Grant Program, and Flood Mitigation Assistance Program Grant funding. TASKS & DELIVERABLES Mitigation and Deliverables APA or FINAL FEMA APPROVAL The Contractor will be required to provide the following deliverables: Task: All-Hazard Mitigation Plan FEMA APA or Final Approval: Deliver newly updated Local All-Hazard Mitigation Plan, Tribal All-Hazard Mitigation Plan, and MJAHMPs as appropriate in Microsoft Word and Adobe PDF for CBJ. Timeline: Individual timelines for plan review will vary by requirements established by CBJ. These timelines and requirements will be described in a Task Order utilizing FEMA guidelines. Project Schedule: Each LAHMP, TAHMP, or MJAHMP schedule may vary depending on start date and community progress. Average initial plan review should take 30 days or less. 1. Contractor review of All-Hazard Mitigation Plans regardless of type should take no more than thirty (30) days to complete after initial review and request for further modifications or changes. Mitigation plans developed for communities with a substantial flood risk must develop the flood portion of the plan to qualify as a Flood Mitigation Plan under the National Flood Insurance Program must follow the Flood Mitigation Assistance guidelines. A community is considered to have a substantial threat if they have received federal assistance from flooding events. 2. All products produced in relation to this grant will be the property of the City and Borough of Juneau. Project Management: Provide plan review and technical assistance to communities (city and tribe) for concurrent completion of LAHMP or MJAHMPs. The Contractor must understand communities will have additional responsibilities and priorities unrelated to hazard mitigation planning, such as subsistence activities and grant management. Often, all community activities are organized and managed by the same few members. The Contractor will provide weekly status update reports to CBJ Emergency Programs and staff. TIMELINE & MILESTONES a) Identify and describe Hazards to community/ Provide list of identified hazards to CBJ Project Coordinator. Yr1Q1 b) Assess and describe Vulnerability of assets/ Provide hazard vulnerability information for identified hazards to CBJ Project Coordinator for review Yr1 Q1 c) Assess and describe Risk to population/ Provide hazard risk information for identified hazards to CBJ Project Manager for review Yr1Q2. d) Provide description of estimated losses for each hazard identified / Provide estimate of losses for each hazard identified to CBJ Project Manager for review – Yr1Q2. e) Identify and prioritize future mitigation goals, objectives and proposed activities / task actions / Provide prioritized list of future hazard mitigation goals, objectives, and task items to CBJ Project Manager for review Yr1Q3. f) Submit Draft of Local Plan (Plan) for State review- Yr1 Q4. g) Submit Draft of plan for FEMA review- Yr1Q4. h) Submit FEMA approved Local Hazard Mitigation Plan to City Assembly/Council for adoption- Yr2Q1. i) Submit final local Hazards Mitigation Plan to FEMA for Approval Yr2Q2. Reporting Requirements : The Contractor will provide timely weekly progress reports to CBJ identifying accomplishments achieved for this project on forms specified by the CBJ project manager. The Contractor will include the following performance measures and information in the weekly progress reports: a) List plan in review by CBJ to include community name, and type of plan. b) How many days plan has been in review by CBJ. c) Name and status of plan in review. Include narrative information to specify any plan review issues or concerns. d) Date plan was sent too community for edits/changes. e) Date plan was sent to DHS&EM by community Contractor or AHMP designee to do secondary review. f) Date plan was sent to FEMA for initial review. g) Date FEMA sent plan to DHS&EM for the community to make AHMP changes. h) Date amendments received for review from community Contractor or AHMP designee. i) Date APA was received from FEMA. j) Date APA and FEMA approved draft of AHMP was sent to community for adoption. k) Date Resolution adopting AHMP was received from community (if applicable) Narrative reports will compare actual accomplishments to the objectives established for the reporting period in the project timeline, report reasons for deviation, and justification for timeline adjustment requests. The reports will include any significant events or activities. Invoices submitted must be detailed and supported by narrative reports. Reimbursement will be based upon authorized and allowable expenditures consistent with the Scope of Work and grant guidelines, and submission of timely quarterly narrative and financial progress reports. Indirect costs are not allowed. Periodic, Quarterly Narrative, and Financial Reports are required according to the schedule outlined in each individual Task Order. Often these reports will be required on the 15th day of the month after conclusion of an annual quarter or reporting timeline otherwise defined. This will apply to submission of a final report after all items from the FEMA Guidelines’ Task Orders are complete. Information Provided By The City : More information on what is currently available with regards to the CBJ Hazard Mitigation Plan(s) and preparedness can be found on the CBJ’s Emergency Programs Website. Look under the General Information Tab at the top right of the page for the following links: Documents & Plans – City and Borough of Juneau Juneau Hazards – City and Borough of Juneau Personal and Household Preparedness Urban Avalanche Advisory Community Emergency Response Team CBJ Emergency Programs Manager will provide a list of recent hazard related events to help build hazard assessment history. Data, Findings & Report & Plan Ownership : CBJ will retain sole and complete ownership of the final CBJ Hazard Mitigation Plan. including any and all project materials, associated, or incorporated into the final report. This is inclusive of demonstrative graphs, charts, etc included in the Plan and includes all data derived from this Project, along with any reports of findings and recommendations and any presentation materials, including PowerPoint presentations. The plan will be the exclusive physical and intellectual property of the City and as required, in accordance with federal requirements, to be within the public domain. A CBJ staff person or a new Contractor who is similarly trained and experienced as the Contractor may add to the data in the future, using the same or similar methodologies. Such new data and any resulting recommendations and findings would be clearly noted as those of the City and not this Contractor. Dissemination of any of the information that is provided by the CBJ or developed or produced through this project will be forbidden without prior permission from the City and may require a formal records request to be released. Public Engagement & Travel Expenses : As noted in the SOW and Deliverables the Contractor will be required to hold several public meetings and conduct a presentation of the final report materials to the CBJ assembly upon completion of the AHMP. Contractors are allowed to decide how they will meet these requirements and provide details in their RFP responses. Contractors must identify which deliverable(s) require an in-person component and describe what processes or activities will be completed in-person, the length of time expected, the size of team needed, all required resources, i.e. meeting rooms, etc. and any expected or required assistance needed from CBJ to complete these tasks. An all-inclusive estimate of the anticipated costs for all Travel Expenses, that includes lodging, transportation, per diem, etc. must be provided in the Contractor’s fee proposal response. The costs must be detailed and added as a separate line item on the submitted fee proposal. The CBJ Project Manager reserves the right to negotiate with the selected Contractor on any part of the in-person component that the Contractors identify as necessary. AWARD, EVALUATION CRITERIA & PROPOSAL CONTENT Award : Following the posting of evaluations and scoring, the successful Proposer will be required to accept the City’s contract. If needed, any changes to the scope, schedule, or compensation as lined out in the RFP document may be discussed and must be mutually agreed upon. Changes will be documented in the Contact. Note: Any agreed adjustments cannot have an effect on the ranking of proposals. If agreement cannot be reached, with the apparent best Proposer, the CBJ will discontinue the discussion and the next highest ranked Proposer will be offered the project. Prior to drafting a contract Contractors must provide proof of compliance with pre-award requirements, i.e. SOA BL and Certificate of Insurance (COI). After final contract execution, the CBJ Purchasing Division will issue a purchase order to the Contractor that will serve as the Notice to Proceed (NTP). Evaluation Criteria : To determine the most advantageous proposal for the CBJ, an evaluation committee will review, evaluate, score and rank proposals in accordance with criteria and categories identified below and as stated in the Proposal Evaluation Form. Clarification of submitted material may be requested during the evaluation process. NOTE: Interviews by telephone or in-person with top ranked Proposers for this project are not likely but, in required to make a final determination, may be conducted at the discretion of the evaluation committee. If interviews are held, finalists will be notified of any interview requirements. Submittal, Title Page & Letter of Transmittal : Proposals are to be prepared in such a way as to provide a concise delineation of the Vendor’s capabilities to satisfy the requirements of this RFP. Emphasis should be concentrated on conformance to the RFP instructions, responsiveness to the RFP requirements or scope of work and on completeness. The clarity of content should be identified by a table of contents that includes page numbers and follows a defined sequence for deliverables as requested in the RFP. The page limit for this RFP is 20 total pages (using no less than 11-point font). When providing examples or samples of previous projects, hyperlinks are preferred. The page limit excludes, CV’s or resumes, copies of required business or professional licenses, and professional references. Awarded Contractor must have a State of Alaska business license prior to issuance of the notice to proceed. Include a Transmittal Letter that is less than one page and includes all the following: a. The RFP number and title b. Proposer’s name (legal name of entity) c. Complete Proposer’s Contact Information, include Telephone number(s) and Fax number(s), Email addresses for all parties involved in the project, Web site address (if available). d. Briefly describe your understanding of project and summarize qualifications and capabilities to meet RFP requirements. Identify any challenges associated with implementing the work. e. Identify person(s) authorized to represent the company during contract negotiations and the term of the contract. Include their title(s) and contact information. f. Acknowledge receipt of any addenda issued for this RFP. g. The transmittal letter must be signed by the person who has authority to bind the company. The name and title of the individual signing the proposal must be clearly shown immediately below the signature. Understanding & Methodology : (Weight25%) Provide a comprehensive narrative that illustrates your understanding of the purpose of the scope, objectives, and requirements of the project, including the project schedule and deliverables. Identify any challenges associated with implementing the work. Describe the methodology you intend to practice and demonstrate how it will serve to accomplish the scope of work. Discuss any operational plan, problem solving approaches, techniques, standards, or creative methods to be used for getting the job done. Include the proposed project schedule and timeline, identifying any major tasks. a.Demonstrate a thorough understanding of the purpose, objectives, and scope of work. b. Identify and address pertinent issues and potential problems related to the project. c. Demonstrate and provide an understanding of the services and schedule the City expects. d. Describe a complete, practical approach for completing the scope of work and fulfilling the requirements. Management Plan : (Weight30%) Points will be awarded based on how well your proposal explains the management plan you intend to follow. The plan must demonstrate how you will serve to accomplish the scope of work and achieve the City’s objectives and project goas. Include the following: a. Organizational chart specific to personnel assigned to accomplish the work, including any sub-Contractors. NOTE: Sub-Contractors cannot be added after contract award without the prior, written consent of the Purchasing Division. b. Individual responsible for decision-making and accountable for the completion of work (project manager), and the extent to which this individual will be available to the City. Provide his/her level of authority. c. Define your accountability system, lines of authority and communication. d. Discuss how this project fits into your overall organizational structure and the current workload. e. Discuss your management approach to potential contractual disputes. f. Ability to provide services within budget. Experience & Qualifications : (Weight30%) Points will be awarded based on how well your firm provides a comprehensive narrative describing your proposed project team’s specialized experience, capabilities, and unique qualifications for the performance of the work. Include the following: a. A list of projects (of similar size & complexity) and previous work experience over the past five (5) years that demonstrate your ability to complete this project successfully. b. Include a description of the approach to the work including staff supervision and training. Include resumes for each proposer’s professional staff to be assigned work in the project including any sub-Contractors. The resumes must describe each individual’s education, specialized training or certification and experience in the area assigned. The proposal must identify the project manager and key personnel assigned to the project. Identify whether project managers will have decision-making authority and their availability to the City via telephone or email during normal business hours. c. Provide References (contact name, current phone number, current email, and project name) for three (3) completed project listed above; verify that the contacts will be available to provide references during the evaluation period. d. Highlight any Alaska, or Juneau specific project(s) or work experience. Explain how this experience may provide a unique perspective or advantage and better understanding of the required SOW. (Note: Alaska experience is not required but may be preferred. Fee Proposal : (Weight 15%) Provide an all-inclusive comprehensive Fee Proposal indicating a description of services and compensation that you expect to receive for the performance of the contract. Detail by deliverable, the cost associated with each task. If appropriate, include a separate list of key positions and provide details on the range of fees and projected time allotted for each role. Provide any additional info that you consider necessary as consideration for fees and services that your company provides. If necessary, provide an all-inclusive estimate of the anticipated costs for Travel Expenses, i.e., lodging, transportation, per diem, etc. These associated travel costs must be detailed as a separate line item on the submitted fee proposal but must also be added to the total fee proposal for consideration. NOTE: The CBJ Project Manager reserves the right to negotiate with the selected Contractor on any part of the in-person component that the Contractors identify, as necessary. Points will be awarded based only on the Total Fee Proposal price, i.e. the lowest price will receive the most points, using the formula shown. Points Awarded = (Lowest Price Proposal) x (Maximum Points for Price) Price of This Proposal Sample Evaluation Form : Evaluator No.____ Proposer________________ Maximum Score Achievable = 1,000 points CRITERIA Weight % Score (0 – 10*) Total Points = (Numerical Score X Weight) Understanding & Methodology 25 Management Plan 30 Experience & Qualifications 30 Fee proposal (determined using formula) 15 Determined by Purchasing Rank __________ Grand Total *Point Guide : Outstanding (9 or 10 points)Adequate to Good (6 to 8 points) Marginally Acceptable (3 or 4 points) Unacceptable (0 or 1 point)No scores using numbers 2, or 5