The City of Rancho Palos Verdes is requesting Proposals from qualified consulting firms to perform project and grant management services for the Greater Portuguese Bend Landslide Voluntary Property Buyot Program, which is funded by a $42 million FEMA Hazard Mitigation Grant.REISSUED: The RFP submittal deadline is Monday June 30, 2025 @4:00 PMThe RFP document can be downloaded here /RFP-Project-and-Grant-ManagementRESPONSES TO REQUESTS FOR CLARIFICATIONS: Questions are numbered and in black font. Reponses to requests for clarification are in blue font. 1. Has the City started the implementation of the HMGP grant for acquisitions? If so, can the City provide a status on where they are in the process? The City has started the implementation of the HMGP grant for acquisitions. As part of the pre-award work, the City has contracted with appraisal firms, a title company, and an escrow agent. The preliminary title reports and appraisals have all been completed. The City just issued the appraisals on May 12th to the individual property owners, which initiated the appraisal appeal process. Concurrently, the City is requesting additional information regarding potential duplication of benefits from the selected applicants. FEMA has issued an RFI that the City plans to respond to in mid-June. It is expected that the selected FEMA Project and Grant Manager will have the initial actions of requesting bids for hazard mitigation and demolition, verifying what received funding will qualify as duplication of benefits, coordinating with the City’s attorney on indemnification procedures and applicants withdrawing lawsuits and claims, and assembling the official offers. 2. Do the projects we provide in the Staff Qualifications and Experience section need to be completed or can we include projects that are in progress? The example projects to be provided can be either completed or active projects, or a combination of both. Completed project examples will demonstrate that the firm was able to conduct the project in a set timeframe and budget. 3. RFP page 7 of 13 Scope of Work states, “Meet with the homeowners to explain the process and details of the acquisition process and provide updates as requested.” Would the City please clarify the level of public or homeowner-facing engagement the selected consultant will be expected to support, specifically if the selected consultant will lead the engagement, or will it remain City-led? Most of the homeowner-facing engagement will be via email or telephone. Responses to communications with the property owners would be coordinated through City staff. If more detailed discussions are needed, hybrid meetings could be coordinated for the consultant to attend. There may be written correspondence that the consultant prepares, pre-approved by the City, where the City staff would be copied on the communication. Would the City please clarify if the selected consultant will coordinate directly with FEMA and Cal OES, or will communication remain City-led? The consultant would be expected to participate in communications with FEMA and Cal OES, including emails, phone calls, and virtual or hybrid meetings. There may be minor communications for clarification on procedure or similar tasks where the consultant would contact CalOES and FEMA directly and City staff would be copied on the communication. For meetings, City staff would remain the lead and would have the consultant attend. 5. Has any geotechnical analysis been conducted on the properties? There has not been site specific City-led geotechnical analysis on the individual properties. The geotechnical analysis has been area-wide. 6. Are there specific community concerns or priorities that have been raised by displaced residents that we should be aware of? The community concerns raised to date have been addressed on the City’s webpage designated for the landslide. https://www.rpvca.gov/1707/Land-Movement-Updates 7. RFP page 8 of 13 Scope of Work states, “Assist the City in evaluating options for procurement of qualified contractors (e.g., environmental inspections, demolition contractors, etc.) in accordance with 2 CFR Part 200 and the State of California procurement standards. Note that the City has already procured the services for appraisals, title reports, and escrow to continue with preaward tasks.” Are there properties that have completed appraisal and title work to date? The City has started the implementation of the HMGP grant for acquisitions. As part of the pre-award work, the City has contracted with appraisal firms, title company, and an escrow agent. The preliminary title reports and appraisals have all been completed for the 23 selected properties. RFP page 8 of 13 Scope of Work states, “Coordinate project permitting processes and ensure all permit applications are submitted and permits acquired as required by applicable laws.” Is the City requesting support from the selected consultant in managing or tracking demolition-related permits, including environmental and construction-related clearances? Yes. The consultant would be expected to provide that support. Is the City able to disclose how many properties have known hazardous materials (e.g., asbestos, lead-based paint) that may affect demolition timelines?Of the 23 selected properties, 22 of them were built before 1961. There is only one home that was constructed since then, and it was built in 2004. The expectation is that 22 of the homes would require some form of hazardous mitigation. 10. Is the City currently using a documentation management system (e.g., FEMA GO, internal tracker) for acquisition tracking and reporting, or will the selected consultant need to implement a system? The City is not currently using a documentation management system. The selected consultant will need to implement a system. 11. RFP page 10 of 13 Proposal Format states, “Prior Experience: Demonstrate that the firm has significant experience providing services on similar projects within the past five (5) years. A list of public sector clients is preferred.”Would the City please confirm that the public sector client list should be specific to similar projects within the last five years? The list of public sector clients should be specific to similar projects within the last five years.
