9.17.2026 Responses to RFP NHMP 08 Questions.docx

Responses to RFP NHMP 08-2026-25 Plan Update – Questions & Answers

1. Can NHCOG clarify the anticipated role of the selected consultant relative to CIRCA's efforts under Attachment B?

The selected consultant will be responsible for leading the overall development and preparation of the updated multi-jurisdictional Natural Hazard Mitigation Plan and ensuring that the final plan meets current FEMA requirements. CIRCA's work under Attachment B is intended to support and complement the consultant's work. The selected consultant will be expected to coordinate with NHCOG and CIRCA, incorporate applicable CIRCA data, analyses, mapping, technical products, and other deliverables into the plan, and avoid unnecessary duplication of work.

Municipal Meetings: Proposers should not assume that attendance at every municipal meeting conducted by CIRCA will be required. NHCOG, CIRCA, and the selected consultant will coordinate regarding meetings where consultant participation is necessary. Relevant information, documentation, and work products generated through CIRCA's municipal coordination efforts will be shared with the selected consultant as appropriate.

Coordination with CIRCA: Regular coordination between the selected consultant, NHCOG, and CIRCA is anticipated throughout the project. The level and frequency of coordination will vary by project phase and will be established following consultant selection. The consultant will be expected to incorporate CIRCA's applicable technical work into the FEMA-compliant plan and coordinate responsibilities to ensure that project requirements are completed without duplication of effort.

Risk Assessment Mapping: Proposers should review CIRCA's Scope of Work in Attachment B when developing their proposed approach. CIRCA's mapping, data, and technical analyses are intended to satisfy and support portions of the risk assessment where they meet applicable FEMA requirements. The selected consultant will be responsible for evaluating those products, identifying any gaps, and preparing or updating additional mapping, data, or analysis necessary to produce a complete FEMA-compliant risk assessment. Proposers should not assume that all hazard mapping must be recreated where suitable and current CIRCA products are available.

Municipal Coordination and Adoption: NHCOG will assist with municipal coordination and serve as the primary regional point of contact for the participating municipalities. CIRCA will provide municipal coordination consistent with its responsibilities under Attachment B. The selected consultant will also be expected to actively support municipal participation, coordinate necessary project meetings in consultation with NHCOG, provide materials required for local review and adoption, and assist with the process necessary to obtain municipal adoption of the completed plan. Final adoption actions and resolutions remain the responsibility of the participating municipalities.

2. Are there expectations regarding the number or format of public engagement activities and municipal coordination meetings?

NHCOG has not established a fixed number of meetings or public engagement activities beyond those necessary to meet FEMA requirements and successfully complete the multi-jurisdictional planning process. Proposers should recommend an appropriate meeting and public engagement strategy based on their experience with comparable multi-jurisdictional hazard mitigation plans.

The proposed approach should provide meaningful opportunities for participation by the twenty-one (21) municipalities, relevant stakeholders, agencies, members of the public, and other participants required by FEMA. Consultants may propose a combination of in-person meetings, virtual meetings, regional meetings, individual municipal coordination, surveys, online engagement, or other effective methods. The selected consultant will work with NHCOG to finalize the meeting and engagement schedule following contract award.

3. Can NHCOG provide the anticipated project budget or available grant funding amount?

We do not have a set budget at this time.

Proposers should provide a detailed fee proposal by task demonstrating how the proposed scope can be completed within the available project resources.

4. Will NHCOG make available the source GIS data, critical facilities inventories, mitigation action tracking information, municipal annex materials, and other underlying datasets used in the 2022 FEMA-approved plans?

Yes. To the extent that these materials are available to NHCOG, existing project information and supporting documentation from the 2022 FEMA-approved plans will be made available to the selected consultant. This may include available GIS data, municipal annex materials, critical facilities information, previous mitigation actions and status information, and other relevant background materials.

The selected consultant will be responsible for reviewing existing information for completeness and currency and for identifying, obtaining, or developing additional information necessary to satisfy current FEMA requirements.

5. Has NHCOG established a target completion date or grant performance period that should be reflected in the proposed schedule?

The solicitation requires proposers to provide a detailed project schedule identifying major tasks and milestones, including NHCOG review, municipal review, public comment, DEMHS review, FEMA review, Approvable Pending Adoption (APA), municipal adoption, and final FEMA approval.

A specific project completion date or grant performance-period deadline has not been identified in the information provided to date. Proposers should therefore provide a realistic schedule based on the proposed scope of work and anticipated FEMA, DEMHS, NHCOG, municipal, and public review requirements. If NHCOG has a specific grant expiration or performance-period deadline, that date should be added to the final response before it is issued.

6. The RFP references a Required Forms section; however, no forms were included. Are any forms required with proposal submission?

No separate certifications, affidavits, disclosures, or other required forms have been identified in the solicitation materials provided. Therefore, proposers should not assume that additional forms are required with proposal submission unless subsequently issued by NHCOG through an addendum.

Proposers remain responsible for providing all information specifically requested within the Submission Requirements, including the required statements in the Cover Letter, proof of insurance, references, qualifications, technical approach, project schedule, and fee proposal.