Addendum 1 Q&A RFP-DEM-22-23-026.pdf

ADDENDUM 1

FLORIDA DIVISION OF EMERGENCY MANAGEMENT

WRITTEN ANSWERS TO QUESTIONS

RFP-DEM-22-23-026

Hurricane Loss Mitigation Program

All written questions are reproduced in the same format as submitted by the Vendor.

Question Number Question #1 We wanted some clarification on the eligible applicants that could submit for a project through a municipality. Please confirm which ones of the below are eligible:

- HOAs

- Condominiums Associations

- Single family home owners

- Business owners

Answer #1 Yes, work may be done on private property.

Question #2 Please confirm that from line 67 through line 70 of the application under ANY OTHER mitigation activities these can include flood mitigation activities such as flood protection systems, including temporary barriers.

The rest of the application only make reference to wind retrofit activities.

Answer #2 Mitigation activities must be related to hurricanes and directly or indirectly mitigate a physical structure (home, business, public building, etc.)

Question #3 What qualifies as “drainage projects”? Can you provide us a more specific criteria on this category?

Answer #3 Drainage projects must mitigate against flooding to a physical structure. Generators or other forms of powered flood control are ineligible.

Question #4 What qualifies as “tree trimming and removal” projects? Can you provide us more specific criteria on this category? Are we allowed to remove trees within the public ROW?

Question Number Answer #4 Only residential properties are eligible for tree trimming/removal is; public property and public right of ways (ROW) are not eligible. Protected trees are not eligible (i.e. mangroves).

Trees must be assessed in accordance with the tree risk assessment procedures outlined in Best Management Practices – Tree Risk Assessment, Second Edition (2017). Work must be done by an arborist certified or qualified by the International Society of Arboriculture (ISA) or a Florida licensed landscape architect. Must be done in accordance with F.S. 163.045.

Tree removal (instead of trimming) must be a last resort and be recommended by a qualified expert after following the tree risk assessment procedures referenced above.

This mitigation activity must be related to hurricanes and indirectly mitigate the physical structures (home, garage, barn, etc.) on the homeowner’s property. The property owner must give consent before trees are trimmed.

Question #5 The Town of Briny Breezes is entirely modular and mobile homes, installed from 2 years to > 60 years ago. My question is, if the Town applies for a grant for residential wind retrofit and storm hardening, are these homes eligible? The project we are considering is to provide storm shutters for windows and doors, especially to lower income residents, since we see that many of the homes rely on clamshell coverings or no coverings at all, rather than wind-rated shutters.

Answer #5 Wind retrofitting is only eligible on site-built structures.

Question #6 Can the proposal include mitigation work on more than one public facility?

Answer #6 Yes, the proposer can include as many buildings as possible to fit within the budget and timeframe of the Scope of Work (SOW). Please see page 27 of RFP.

Question #7 Will the documents need to be submitted through MyFloridaMarketPlace (as stated on the webinar) or hard copies including one original signature and a thumb drive (as stated on the RFP)?

Answer #7 Proposals are not to be submitted electronically or through VIP. One (1) original, three (3) copies, and one thumb drive is required per section 29 of the RFP.

Question #8 Are there other applications forms besides wind retrofit, for example, forms for flood protection mitigation?

During the webinar, I was the one that asked the question about properties that my want to mitigate against flooding but it seems that the application only makes reference to wind retrofit, not flooding.

Answer #8 This RFP in encompassing of all hurricane-related mitigation activities that directly or indirectly mitigate a physical structure (home, business, public building, etc.)

Question #9 In the case of the municipality applying on behalf of a private entity, is there any language on the applications that makes the municipality non-liable for any work performed? I couldn’t find any. It seems that the municipality only works as a conduit but it should not be responsible for any cost, product malfunctions, etc.

When I refer to private entities it would be a business, a HOA or a residential property owner.

Answer #9 The Recipient (Proposer that is awarded an HLMP agreement) is responsible for implementing the mitigation project. When in the procurement stage “Task C (Procurement)” on page 23, the Recipient is responsible for contracting the mitigation work.

Question #10 If a Resolution is needed authorizing the City’s submittal of the HLMP application to the State of Florida Division of Emergency Management.

Answer #10 A resolution is not needed for the submission of a proposal. However, a resolution, motion, or similar action is needed for an awarded agreement. Please see page 55 of RFP.

Question #11 Our Community Redevelopment Agency has acquired property with unsafe buildings that pose a danger to surrounding properties if we experience a wind storm (hurricane).

I thought I heard mentioned during the webinar that demolition may be eligible under wind mitigation.

Please let me know where I can locate the eligibility requirements and descriptions if available.

Answer #11 The intent of acquisition and demolition is to make green space. Demolition of structures to allow for new construction is ineligible. All required demolition permits must be obtained, as well as following all applicable state and local laws, regulations, and requirements.

Question #12 In reviewing the HLMP RFP, I cannot find where responders should include budget information. Can you please direct where budget information should be included in the proposal?

Answer #12 Budget information can be included in the “Needs/Justification” section. Please see page 31 of RFP.

Unless requesting less funding, the budget can be found on page 27.

Question #13 We have several small structures located on city property (Park) that are a significant safety issues, and would become a serous hazard should we experience high winds from a T/S or Hurricane.

They are currently scheduled to be demolished within the next 2 months.

Additionally we do have a community center that requires impact resistant windows and doors.

It was mentioned that only one entity could submit for 1 project.

a) Would the title or project description “Wind Mitigation” overall cover both projects if we qualify?

b) Also, I have not been able to locate the application that does not have the watermark “SAMPLE” embedded. Could you point me in the right direction to locate a clean application?

c) Can submit any projects that are on our LMS project list that may “qualify” for HLMP projects?

Answer #13 See Answer #11 for demolition clarification.

Work performed outside an executed contract’s Period of Performance (POP) is not eligible for reimbursement. The Division must perform a Benefit-Cost Analysis (BCA – A FEMA tool) before work can start.

a) Yes

b) The Property Information Sheet (PIS) is to serve as example. The PIS does not need to be filled out in the Proposal. The PIS is to be filled out under an executed contract with accurate projections of project cost (from the procurement procedure) and given to the Division to perform the BCA.

c) Yes, LMS projects are eligible if the proposed project is eligible under HLMP. However, each eligible proposer can only send in one proposal.

Question #14 Note that Section 30 and section 40 is missing in the RFP; is it intentional?

Answer #14 Section 30 and section 40 were deliberately omitted, due to renumbering.