8.24.2026 RFP-Hazard-Mitigation-Plan.pdf

355 Goshen Rd., PO Box 832, Litchfield, CT 06759 Phone: 860-491-9884

Request for Proposals (RFP):

Natural Hazard Mitigation Plan Update for 21 Rural Towns

RFP NHMP 08-25-2026

Issue Date: August 26, 2026 Response Date/Time: September 28, 2026, by 3pm

Response Location: NHCOG Office 355 Goshen Rd. PO Box 832, Litchfield CT 06759

Introduction The Northwest Hills Council of Governments (NHCOG) seeks a qualified planning/engineering/GIS consultant to assist in the preparation of a multi-jurisdictional natural hazard mitigation plan update for twenty-one (21) member towns. The towns include Barkhamsted, Burlington, Canaan, Colebrook, Cornwall, Goshen, Hartland, Harwinton, Kent, Litchfield, Morris, New Hartford, Norfolk, North Canaan, Roxbury, Salisbury, Sharon, Torrington, Warren, Washington and Winchester.

It is expected that this project is funded primarily through a Federal Emergency Management Agency (“FEMA”) hazard mitigation planning grant administered by the Connecticut Department of Emergency Services and Public Protection (“DESPP”), Division of Emergency Management and Homeland Security (“DEMHS”). NHCOG is the sub-recipient for this project.

FEMA requires local governments to develop, adopt, review, revise, and resubmit hazard mitigation plans for approval every five (5) years to maintain eligibility for certain non-emergency disaster assistance and mitigation project funding. The updated NHMP must comply with all applicable federal requirements, including the Stafford Act, Title 44 Code of Federal Regulations Part 201, FEMA’s current Local Mitigation Planning Policy Guide, FEMA’s Local Mitigation Planning Handbook, and all current FEMA and DEMHS review requirements in effect at the time of plan submission.

Interested firms must demonstrate experience preparing FEMA-approved local or multi-jurisdictional hazard mitigation plans, conducting hazard risk and vulnerability assessments, facilitating municipal and public engagement, and developing practical mitigation strategies suitable for rural communities.

Background

The most recent hazard mitigation plans for the twenty-one participating towns were approved by FEMA on or about July 29, 2022. The plans are available through the Northwest Hills Council of Governments website under the Reports & Documents section and should be reviewed by prospective consultants.

The updated plan must document changes since the prior FEMA approval, evaluate implementation progress, update risk and vulnerability information, identify current priorities, and establish a mitigation strategy for the next five-year planning cycle.

Historically, these plans have been funded using State and Federal Grant funds. It is expected the NHCOG will continue to receive grant funds; however, it is expected to be greatly reduced from previous grant awards for the development of the NHMP. Since we are expecting funds to be limited, we are looking to identify cost savings measures and rely on state resources to help supplement the work that will need to be paid for by this funding source. The primary goal is to ensure the plan can be sufficiently updated and remain in compliance with FEMA requirements, while also reducing the cost to municipalities.

To that end, NHCOG has partnered with CIRCA to provide specific tasks that will be available for the consultant to use in the development of the plan. A detailed Scope of Work is included as Attachment B.

Inquiries General questions regarding this RFP should be directed to Sarah Better, NHCOG Planner II/Program Manager in writing at sbetter@nhcogct.gov, no later than Noon on Thursday, September 17, 2026. Inquiries and responses will be posted on www.nhcogct.gov.

NHCOG will respond to questions in writing only, in the form of addendums that will be posted on the NHCOG website and DAS website. No oral interpretations shall be made to any respondent regarding the meaning of this RFP or related documents. Phone calls regarding this RFP will not be accepted. It is the responsibility of interested firms to periodically check the NHCOG website for amendments, addenda, and responses to questions.

Each firm must submit five (5) paper copies of its proposal in a sealed envelope bearing the firm’s name, full address, project name, and proposal due date and time.

Proposals shall be delivered to:

Northwest Hills Council of Governments 355 Goshen Rd., P.O. Box 832 Litchfield, CT 06759 Sealed envelope(s) should be clearly marked “RFP NHMP 08-2026-25 Plan Update” Proposals may be left at the front desk.

NHCOG must receive proposals no later than 3:00 pm on Monday, September 28, 2026.

Proposals received after the prescribed date and time will not be considered and may be returned to the submitter. No partial submittals will be accepted.

https://www.nhcogct.gov/_files/ugd/0bc5be_588a188010ac45aaaf684f1cc35eb640.pdf https://www.nhcogct.gov/_files/ugd/0bc5be_588a188010ac45aaaf684f1cc35eb640.pdf mailto:sbetter@nhcogct.gov http://www.nhcogct.gov/

Submission Requirements Prospective consultants shall submit a complete proposal containing the following sections:

1. Cover Letter The Cover Letter shall include the name and address of the firm; general information about the firm; the name, title, email address, and telephone number of the individual authorized to commit the firm to a contract; and the name, title, email address, and telephone number of the primary contact for questions and clarifications. The Cover Letter shall also include a statement confirming that the firm's proposal will remain in effect for ninety (90) days following proposal submission and a statement acknowledging that the selected consultant must comply with all applicable municipal, state, and federal requirements.

2. Project Team & Project Management Plan and Qualifications The proposal shall identify the proposed project team and describe the firm's approach to project management and coordination with NHCOG and the twenty-one (21) participating municipalities. This section shall include:

• Identification of the project manager and other key personnel, including their proposed roles and responsibilities.

• Resumes of key personnel, with emphasis on relevant experience in hazard mitigation planning, engineering, GIS, emergency management, public engagement, and successful FEMA plan approval.

• Description of any proposed subcontractors, including their roles and responsibilities.

• Description and status of comparable projects completed by the firm within the last five (5) years.

• Description of the firm's experience managing multi-jurisdictional planning projects and coordinating with municipal, regional, state, and federal agencies.

3. References The proposal shall include three (3) references from comparable projects. For each reference, provide the project name and location, client contact name, email address, telephone number, the firm's role, project cost, and completion date.

4. Technical Approach and Methodology The proposal shall demonstrate the consultant's understanding of the project and describe the proposed approach to completing the Scope of Services contained in Attachment A, including coordination with and incorporation of CIRCA's Scope of Work as described in Attachment B. The consultant shall clearly describe how its work will complement CIRCA's activities, avoid duplication of effort, and ensure that CIRCA's data, analyses, technical products, and other deliverables are appropriately integrated into the Natural Hazard Mitigation Plan update.

At a minimum, this section shall include:

• Description of how the consultant will meet FEMA's current local hazard mitigation plan update requirements.

• Approach to coordinating with NHCOG, CIRCA, and the twenty-one (21) participating municipalities.

• Description of how the consultant will incorporate and build upon the work, data, analyses, and deliverables provided by CIRCA under the Scope of Work included as Attachment B.

• Identification of responsibilities and coordination points between the consultant and CIRCA to ensure that required tasks are completed without unnecessary duplication.

• Public engagement and stakeholder outreach strategy.

• Risk assessment methodology, including proposed data sources, GIS approach, incorporation of CIRCA's technical analyses and data, and treatment of recent hazard events.

• Methodology for reviewing changes in development, changes in community priorities, integration of the previous plan and other relevant planning documents, and the status of prior mitigation actions.

• Proposed process for developing, evaluating, and prioritizing mitigation actions.

• Approach to coordinating reviews, revisions, and technical information with

NHCOG, CIRCA, participating municipalities, DEMHS, and FEMA

5. Proposed Timeline The proposal shall include a detailed project schedule identifying major tasks, deliverables, and milestones. At a minimum, the schedule shall address NHCOG review, municipal review, public comment, DEMHS review, FEMA review, Approvable Pending Adoption (APA), local adoption by participating municipalities, and final FEMA approval.

6. Proof of Insurance The proposal shall include proof of the insurance coverage required by this solicitation. The selected consultant shall be required to maintain all required insurance coverage throughout the term of the contract.

7. Fee Proposal The proposal shall include a detailed cost proposal identifying the total proposed fee and a fee breakdown by task. The fee proposal should clearly identify all costs associated with completing the Scope of Services, including personnel, subcontractors, reimbursable expenses, and any other anticipated project costs.

8. Required Forms The proposal shall include all certifications, affidavits, acknowledgments, disclosures, and other forms required by this solicitation, completed and signed where applicable.

9. Additional Information

Consultants may provide pertinent examples of related work prepared by the firm and any additional information that demonstrates the firm's qualifications, experience, or ability to successfully complete the project. Any assumptions, exclusions, or exceptions to the Scope of Services or other solicitation requirements should also be clearly identified in this section.

Selection Process NHCOG will follow an open and competitive process for selecting the preferred consultant.

Proposals will be reviewed and evaluated by a selection committee composed of representatives of NHCOG and/or participating municipalities.

NHCOG may shortlist up to three firms for interviews and presentations. A recommendation for the preferred consultant will be made to the NHCOG Board for formal action. NHCOG Staff will communicate with the selected firm following approval.

Proposals will be evaluated based on the following criteria:

• Corporate experience and capacity.

• Demonstrated understanding of the project and FEMA requirements.

• Experience preparing FEMA-approved local or multi-jurisdictional hazard mitigation plans.

• Quality, completeness, and feasibility of the proposed approach.

• Project organization, methodology, staffing, and staff commitment.

• Experience with rural communities, municipal coordination, and public engagement.

• Technical expertise in risk assessment, GIS, hazard vulnerability analysis, and mitigation strategy development.

• Familiarity with Connecticut planning, emergency management, land use, and hazard mitigation context.

• Ability to meet project schedule and FEMA/DEMHS review requirements.

• Quality of references and comparable project experience.

• Reasonableness and completeness of cost proposal, including fee breakdown by task.

• Proximity to the Northwest Hills region, where relevant to cost and coordination.

The selected consultant will be required to enter into a contract with the NHCOG to undertake the work.

The firm awarded the contract must meet all Municipal, State and Federal affirmative action and equal employment opportunity practices.

The selected consultant will be required to prepare project documents in a timely manner and submit monthly status reports indicating work completed to date and any problems that have affected the project schedule. To this end, the consultant will be expected to assign sufficient administrative, technical, and support staff to complete the scope of work within the established and agreed to schedule.

Terms & Conditions:

Insurance The NHCOG requires Consultants provide and maintain adequate professional liability insurance for errors and omissions in the minimum amount of Two Million Dollars ($2,000,000) and automobile liability insurance in the minimum amount of One Million Dollars ($1,000,000). The Consultant(s) and subcontractors shall carry workman’s compensation insurance. Proof of adequate insurance must be included in the submitted proposal.

Personnel The consultant shall provide the professional services identified in this RFP and Attachment A.

The proposal must identify the person or persons responsible for conducting the work and include resumes, relevant municipal or governmental experience, and references.

NHCOG expects that a senior experienced person will serve as the primary representative for the firm and will be actively involved in performing and managing the work.

Length of Service It is expected and required that the work covered by this scope of services be completed in an expeditious manner. The proposal should indicate an approximate date for completion of the work and anticipated length of time needed to complete the project.

Contract/Agreement The successful bidder shall enter into a contract with the NHCOG and agree to abide by all state and federal contractual requirements. By signing the agreement with the NHCOG, the Consultant agrees to perform work as specified in the scope of work and accepts the terms and conditions set forth in the contract.

Funding Contingency Funding for this project is dependent on funding by the State through the Federal Emergency Management Agency (FEMA) grant administered by DEMHS. All work referenced in this RFP is contingent on adequate funding for the project.

Freedom of Information Respondents are advised that any and all materials submitted in response to this RFP shall become the sole property of NHCOG and shall be subject to the provisions of Section 1-210 of the Connecticut General Statutes (re: Freedom of Information).

Incurred Costs This request for proposals does not commit NHCOG to award a contract or to pay any costs incurred in the preparation of a response to this request. NHCOG will not be liable in any way for any costs incurred by respondents in replying to this RFP.

Severability If any terms or provisions of this Request for Proposals shall be found to be illegal or unenforceable, then such term or provision shall be deemed stricken and the remaining portions of this document shall remain in full force and effect

Acceptance or Rejection by the NHCOG NHCOG reserves the right to accept and or reject any or all responses submitted for consideration or to negotiate separately in any manner necessary to serve the best interests of the NHCOG. Respondents whose responses are not accepted shall be notified in writing.

Amending or Canceling Request NHCOG reserves the right to amend or cancel this RFP, prior to the due date and time, if it is deemed to be in its best interest to do so.

Waiver of Informalities NHCOG reserves the right to accept or reject any and all responses to this RFP, or any part thereof, and to waive any informalities and/or technicalities that are deemed to be in its best interest.

Work Products All data, maps, GIS files, outreach materials, meeting records, drafts, final documents, and other work products prepared by the consultant shall be submitted to NHCOG for review and approval. All resulting work products shall be provided in editable digital format and PDF format and shall become the property of NHCOG.

NHCOG’s review or approval shall not relieve the consultant of responsibility for technical adequacy or operate as a waiver of NHCOG’s rights. The consultant shall remain liable according to applicable laws and professional standards for damages caused by negligent performance of services.

Assignment The selected firm shall not assign, transfer, convey, subcontract, or otherwise dispose of the resulting agreement, or any rights or interests therein, without prior written consent from

NHCOG.

Termination NHCOG may terminate the consultant’s resulting contract at any time due to cause, default or negligence on the part of the consultant; or if the consultant fails, in the opinion of NHCOG or its member municipalities, to meet the general terms and conditions of any resulting contract or to provide a level of service that is deemed to be in the best interest of the NHCOG or its member municipalities.

Attachment A Scope of Services

Natural Hazard Mitigation Plan Update

Overview

NHCOG seeks consultant assistance to update the Natural Hazard Mitigation Plans for twenty-one (21) member towns as a FEMA-approvable multi-jurisdictional Natural Hazard Mitigation Plan. The updated plan must satisfy all current FEMA Local Mitigation Plan requirements and must be approved by NHCOG, DEMHS, and FEMA. The plan shall include jurisdiction-specific information for each participating town and shall be structured to support local adoption by each participating governing body following FEMA’s Approvable Pending Adoption determination.

The updated plan must satisfy all current FEMA Local Mitigation Plan requirements and must be approved by NHCOG, DEMHS, and FEMA. The plan shall include jurisdiction-specific information for each participating town and shall be structured to support local adoption by each participating governing body following FEMA’s Approvable Pending Adoption determination.

The updated NHMP shall address, at minimum:

• FEMA’s current local mitigation planning requirements.

• All applicable plan update requirements for plans previously approved by FEMA.

• Changes in development since the prior plan.

• Changes in community priorities.

• Status of mitigation actions from the previous plan.

• Integration of the previous plan into other local planning mechanisms.

• Updated hazard event data and disaster declaration information.

• Updated risk and vulnerability assessments.

• Updated mitigation goals, actions, priorities, and implementation responsibilities.

• Plan maintenance procedures for the next five-year cycle.

• Formal adoption by each participating jurisdiction.

Project Deliverables

FEMA requires local hazard mitigation plans (HMPs) to be reviewed, revised, and resubmitted for approval every five years to maintain eligibility for certain non-emergency disaster assistance and mitigation project funding. The update process must follow the standard planning elements while specifically addressing changes that have occurred since the previous plan's approval.

The deliverable will be a Natural Hazard Mitigation Plan (NHMP) for all 21 towns. Your Scope of Work should reflect and take into consideration the work and data provided by CIRCA in Attachment B. The Scope of Work should address any remaining gaps and provide the technical assistance necessary to develop an NHMP that complies with the following requirements:

Specific Plan Update Requirements The core of the update focuses on documenting changes since the last version of the plan:

• Changes in Development (Requirement E1): The plan must describe any development that has occurred in hazard-prone areas since the previous plan was approved. This includes describing how these changes have increased or decreased the community’s vulnerability.

• Changes in Priorities (Requirement E2-a): The update must document how the plan was revised to reflect changes in community priorities. If priorities have not changed, this must be explicitly stated.

• Status of Previous Actions (Requirement E2-b): A status update is required for all mitigation actions identified in the previous plan. The plan must identify which actions were completed and, for those not complete, whether they are still relevant or will be removed.

• Past Integration Efforts (Requirement E2-c): The updated plan must describe how the jurisdiction successfully integrated the previous mitigation plan into other planning mechanisms (such as capital improvement or comprehensive plans) over the last five years.

A Current Planning Process Updates must document a new, active planning process rather than just describing the pervious one.

Documentation of Preparation: The plan must describe the schedule, activities, and who was involved in the current update.

• Stakeholder Involvement: The update must provide documentation that neighboring communities, regional agencies, and other interests (businesses, academia, non-profits) had an opportunity to be involved.

• Public Participation: The public must be given an opportunity to comment on the plan during the drafting stage and prior to final approval. The plan must document how this feedback was incorporated.

Updated Risk Assessment The risk assessment must be reviewed and revised to reflect current conditions:

• New Hazard Data: The plan must include information on hazard events that have occurred since the last plan update, including any state or federal disaster declarations.

• Vulnerability Summaries: The update should verify that previous vulnerability descriptions are still valid and update them if demographics, land use, or hazard information has changed.

Mitigation Strategy Update The strategy serves as the roadmap for the next five years:

• Re-evaluating Goals: Goals must be reviewed to ensure they still address long-term vulnerabilities to the identified hazards.

• Comprehensive Range of Actions: Each participating jurisdiction must identify and analyze a comprehensive range of specific mitigation actions, including at least one action for every hazard identified in the risk assessment.

Plan Maintenance The update must describe the method and schedule for keeping the plan current over the next five-year cycle:

• Monitoring and Evaluation: It must specify how, when, and by whom the plan will be tracked and evaluated for effectiveness.

• Update Process: The plan must identify the specific process that will be followed to update the document again in another five years.

Formal Plan Adoption Once FEMA determines the updated plan is "Approvable Pending Adoption" (APA), the governing body of each participating jurisdiction must formally adopt the plan. Documentation of this adoption (typically a resolution) is required for final FEMA approval.

Attachment B Scope for CIRCA Resilient CT Work for the Northwest Hills Council of Governments

CIRCA will conduct the following tasks under the Resilient Connecticut Program, in alignment with the NHCOG Hazard Mitigation Plan Update. The Resilient Connecticut Program is supported by state funding and so the following tasks will be completed at no cost to NHCOG:

• Reach out to each town to schedule a meeting with town staff (public works, emergency management, engineers, planners, etc.) to review their hazard and climate concerns.

o Note: COG assistance would be appreciated here for identifying the correct contacts and possibly for following up with any unresponsive towns.

• Prepare materials and facilitate the above-mentioned meeting, including:

o Overview of the purpose and need for a hazard mitigation plan.

o Overview of the Resilient Connecticut program and how it aligns with the region’s hazard mitigation plan update.

o Review of the Climate Change Vulnerability Index and the Zones of Shared Risk for each town.

o Review of all town actions from the previous hazard mitigation plan to discuss their current status and whether they should be carried forward to the new updated plan.

o Discussion of any potential new actions the town might like to add to the new updated plan.

o Review list of critical facilities for each town from last HMP update and ask for any updates.

o Discussion of any recent severe weather events affecting the town.

o Discussion of recent development patterns, particularly in floodplains or other potentially vulnerable areas o Discussion of town’s particular capabilities/strengths when it comes to hazard mitigation o Discussion of any additional climate concerns the town might have.

• Take notes at the above-mentioned meetings, to be shared with NHCOG staff.

o NHCOG staff and any consultants working with NHCOG are also welcome to attend any/all meetings; CIRCA staff can include them on meeting invitations and coordinate a shared presentation if desired.

• Digitize Zones of Shared Risk for each municipality (maps can be included in municipal HMP annexes)

• Create Climate Change Vulnerability Index (CCVI) maps for each municipality (maps can be included in municipal HMP annexes).

• Digitize Resilience Opportunity Areas (ROARs) for each municipality (maps can be included in municipal HMP annexes) o CIRCA will present a draft ROARs map to NHCOG for feedback before finalizing the ROARs map.