ESBD_567617_1791926545427_EXHIBIT A SCOPE OF WORK.pdf

SCOPE OF WORK

MASON COUNTY HAZARD MITIGATION PLAN UPDATE

1. Background and Purpose. Mason County, Texas has been awarded grant funding to update its existing Hazard Mitigation Plan (HMP) in accordance with the requirements of the Federal Emergency Management Agency (FEMA) and the Texas Division of Emergency Management

(TDEM).

This planning effort will include both Mason County (the “County”), the City of Mason, TX, and Mason Independent School District, collectively referred to as “Planning Participants” and must meet all current FEMA Local Hazard Mitigation Planning requirements under 44 CFR Part 201.6 to ensure continued eligibility for FEMA mitigation grant programs.

The selected Consultant will be responsible for leading, coordinating, and completing a FEMA-approvable plan update from project kickoff through final adoption and state/federal approval.

2. General Scope of Services. The Consultant shall provide all professional services necessary to prepare a complete Hazard Mitigation Plan Update that:

• Meets or exceeds FEMA Local Hazard Mitigation Plan requirements (44 CFR §201.6);

• Complies with all applicable TDEM guidance and current state requirements;

• Incorporates updated risk, vulnerability, and capability assessments;

• Reflects current hazard data and planning best practices;

• Includes robust public and stakeholder engagement; and

• Results in formal FEMA approval and adoption by both jurisdictions.

The Consultant is expected to coordinate closely with Planning Participant staff, and TDEM throughout the project.

3. Project Management and Coordination. The Consultant shall:

• Conduct an in-person project kickoff meeting with Planning Participant representatives

(with virtual option for planning members who cannot attend in-person).

• Conduct a minimum of three (3) in-person local planning team meetings (with virtual option for planning members who cannot attend in-person).

• Conduct a minimum of three (3) in-person planning workshops (with virtual option for citizens who cannot attend in-person).

• Develop and maintain a detailed project schedule identifying milestones, deliverables, review periods, and public meetings.

• Coordinate with TDEM for plan review expectations and interim feedback.

• Provide monthly virtual or in-person progress update meetings.

• Prepare agendas, materials, and summaries for all planning team meetings.

• Maintain documentation necessary for FEMA compliance (sign-in sheets, outreach records, comment logs, etc.).

The Consultant shall designate a Project Manager who will serve as the primary point of contact.

4. Planning Process Requirements. The plan update must clearly document the planning process in accordance with FEMA requirements, including:

• Identification of participating jurisdictions.

• Formation and facilitation of a Planning Team.

• Documentation of stakeholder engagement efforts.

• Integration of existing plans, ordinances, and policies.

• Review of and incorporation of relevant state and regional mitigation plans.

• Consideration of socially vulnerable populations and underserved communities.

• Coordination with neighboring jurisdictions and applicable districts.

All elements must be clearly traceable to FEMA’s Local Mitigation Plan Review Guide.

5. Public Involvement. Public participation is a required component of this planning effort and must meet FEMA and TDEM documentation standards. The Consultant shall be responsible for designing, organizing, facilitating, and documenting the public involvement process. The agenda, format, and meeting structure shall be determined by the Consultant, with guidance and input from Planning Participants, based on professional judgment and FEMA planning requirements. However, at a minimum, the public engagement process must include no fewer than three (3) in-person public meetings (with virtual option for citizens who cannot attend in-person), and those meetings must collectively cover the following:

1. Hazard Identification and Planning Kickoff

• Overview of the Hazard Mitigation Plan purpose and requirements

• Explanation of the planning process and opportunities for involvement

• Identification and discussion of local hazards

• Collection of public input regarding past disaster impacts and concerns

2. Risk Assessment and Vulnerability Assessment Review

• Presentation of preliminary hazard data and mapping

• Discussion of vulnerable populations, infrastructure, and critical facilities

• Review of identified risks and potential future impacts

• Solicitation of feedback on community priorities

3. Mitigation Strategy and Draft Plan Review

• Presentation of proposed mitigation goals and actions

• Explanation of prioritization methodology

• Opportunity for public comment on draft strategies

• Overview of next steps toward adoption

The Consultant shall:

• Prepare meeting materials, presentations, sign-in sheets, and handouts.

• Coordinate meeting logistics in collaboration with Planning Participant staff.

• Provide recommended outreach strategies appropriate for a rural community.

• Develop and distribute public notices (print, website, and/or social media as appropriate).

• Provide an online engagement option (survey or comment portal).

• Document attendance, comments received, and responses to comments.

• Ensure all documentation satisfies FEMA plan review requirements.

The draft plan shall be made publicly available for review prior to adoption, and the Consultant shall summarize and incorporate public comments as appropriate.

The intent is for public meetings to be substantive and productive, not merely procedural. The Consultant is expected to guide the process in a way that encourages meaningful participation while maintaining compliance with FEMA and TDEM standards.

6. Hazard Identification, Risk Assessment, and Vulnerability Assessment. The Consultant shall conduct a comprehensive risk assessment consistent with FEMA guidance, including updated and verifiable data sources.

A. Hazard Identification At minimum, the following hazards shall be evaluated (as applicable to the region):

• Flooding (riverine and flash flooding)

• Drought

• Wildfire

• Severe storms (wind, hail, tornado)

• Extreme heat

• Winter storms

• Dam failure (if applicable)

• Any other locally relevant hazards

B. Data Sources

The Consultant shall utilize and document multiple forms of data, including:

• FEMA Flood Insurance Rate Maps (FIRMs)

• National Weather Service data

• State hazard data sets

• Historical disaster declarations

• Local damage records

• GIS-based datasets

• Climate trend data where available

C. Vulnerability Assessment

The vulnerability assessment shall include:

• Population exposure (including socially vulnerable populations)

• Critical facilities inventory (mapped and tabulated)

• Infrastructure exposure

• Repetitive loss properties (as permitted by FEMA data access rules)

• Economic impact estimates (qualitative or quantitative as appropriate)

• Future development trends

• Growth projections

D. Mapping Requirements

The Consultant shall produce high-quality maps, including but not limited to:

• Hazard extent maps

• Floodplain overlays

• Critical facility maps

• Infrastructure and lifeline maps

• Population density maps

• Future land use and development trend maps

• Risk exposure summary maps

All maps shall be GIS-based and provided in both digital (shapefile and PDF) formats.

7. Capability Assessment. The plan update must include a thorough capability assessment that evaluates:

• Existing plans and policies

• Regulatory authority

• Administrative and technical capacity

• Fiscal capabilities

• Staffing resources

• Previous mitigation project implementation

The Consultant shall identify strengths, gaps, and opportunities to improve local mitigation capability.

8. Mitigation Strategy. The mitigation strategy shall:

• Review the status of previous mitigation actions.

• Identify and prioritize new mitigation actions.

• Ensure actions are specific, measurable, and implementable.

• Include responsible party, timeline, estimated cost, and potential funding source.

• Align with FEMA’s Hazard Mitigation Assistance programs.

• Address each identified hazard.

• Consider nature-based and resilient infrastructure solutions where appropriate.

A prioritization method must be documented and clearly explained.

9. Plan Maintenance Process. The Consultant shall develop a formal Plan Maintenance section that includes:

• A schedule for annual review.

• Clear assignment of responsibility for monitoring and reporting.

• Integration with capital improvement planning.

• Procedures for incorporating the plan into other local planning mechanisms.

• Process for continued public engagement.

• Method for tracking mitigation action implementation.

• Clear framework for the next 5-year update.

This section must be practical and tailored to the Planning Participants staffing capacity.

10. Drafting, Review, and Approval Process. The Consultant shall:

• Submit a complete Draft Plan to the Planning Participants for review.

• Revise the plan based on local comments.

• Submit the plan to TDEM for State review.

• Address all TDEM and FEMA review comments.

• Support the Planning Participants through FEMA “Approval Pending Adoption” (APA) status.

• Assist with formal adoption resolutions.

• Provide final FEMA-approved plan in digital and print-ready format.

11. Deliverables. At minimum, the Consultant shall provide:

• Project schedule

• Meeting agendas and summaries

• Public outreach documentation

• GIS map files and PDFs

• Draft Hazard Mitigation Plan

• Final FEMA-approved Plan

• Adoption-ready resolutions

• Electronic files (Word, PDF, GIS, and source data)

All documents shall be editable and owned by the County.

12. Compliance and Standards. The completed plan must:

• Meet FEMA Local Mitigation Plan requirements (44 CFR 201.6).

• Follow FEMA’s Local Mitigation Plan Review Guide (current edition).

• Meet all TDEM planning standards.

• Support eligibility for FEMA Hazard Mitigation Assistance grants.

• Be completed within the grant performance period.

13. Consultant Qualifications. Firms responding to this solicitation should demonstrate:

• Prior experience completing FEMA-approved local hazard mitigation plans.

• Familiarity with TDEM review process.

• GIS capability and mapping experience.

• Experience facilitating public engagement in rural communities.

• Knowledge of FEMA Hazard Mitigation Assistance programs.

14. Budget Guidance. Mason County has secured grant funding to complete this Hazard

Mitigation Plan update. The County intends to enter into a contract that reflects reasonable and customary pricing for similar jurisdictions in Texas.

While the exact grant amount is not disclosed in this solicitation, proposers should be aware that available funding is consistent with typical awards for similarly situated Texas counties completing a standard plan update. For purposes of proposal development and cost reasonableness, the County anticipates the project budget to be in the approximate range of $65,000 to $85,000. Proposers should submit their most responsive and cost-effective approach based on the scope outlined in the RFP.

The County does not anticipate extraordinary scope expansion beyond what is outlined in this Scope of Work. Proposals that are significantly above or below customary pricing for this type of work may be subject to additional review for cost reasonableness.

Proposals shall:

• Provide a not-to-exceed lump sum fee covering the full scope of services.

• Include a task-based cost breakdown sufficient to evaluate cost reasonableness.

• Confirm that the proposed amount includes all meetings (minimum of three public meetings), stakeholder coordination, GIS mapping, data acquisition, travel, revisions, and support through TDEM and FEMA approval.

• Clearly identify any assumptions that materially affect pricing.

The County reserves the right to:

• Negotiate scope refinement and pricing.

• Remove optional elements if necessary to align with grant funding.

• Reject proposals that are determined to be outside the range of cost reasonableness for this type of project.

All proposed costs must comply with 2 CFR Part 200 cost principles and be allowable, allocable, necessary, and reasonable. The County’s intent is to balance fiscal responsibility with the selection of a qualified firm capable of delivering a practical, implementable, and FEMA-approvable plan.

15. Project Timeline. The anticipated project duration is approximately 12–18 months, subject to grant requirements. The Consultant shall propose a detailed timeline that includes:

• Kickoff

• Data collection

• Public meetings

• Draft submission

• TDEM review

• FEMA approval

• Adoption

16. Closing Note. Mason County intends for this plan update to be practical, implementable, and reflective of local priorities, not merely a compliance document. The selected Consultant should approach this effort as a collaborative planning process that strengthens the County’s long-term resilience while meeting all FEMA and TDEM requirements. The County will make reasonable efforts to provide available prior Hazard Mitigation Plan materials, GIS data, and other supporting datasets that may assist in the update process. However, proposers should assume responsibility for identifying, collecting, validating, and developing any additional data necessary to complete the Hazard Mitigation Plan update in accordance with applicable state and federal requirements.