LMS_Plan_Update_RFP_(Draft).docx

PROPOSAL FOR CONSULTING SERVICES TO COMPLETE REVISION OF THE SANTA ROSA COUNTY LOCAL MITIGATION STRATEGY PLAN UPDATE” Scope of Work Santa Rosa County, acting on behalf of the Local Mitigation Strategy (LMS) Work Group, is soliciting a contractor to facilitate the Local Mitigation Strategy update process and to ensure the LMS Update is prepared to satisfy all federal, state and local requirements. The 2023 Florida LMS Review Tool (v2) and Federal Emergency Management Agency (FEMA) guidance mitigation planning documents detail the planning process. The Contractor is responsible for facilitating the planning process and guiding the Work Group members to produce an LMS update that is approved within time requirements by Florida Division of Emergency Management (FDEM). An important element is to identify changes between the previously adopted LMS and the update. The LMS Work Group support staff will handle communications to the Work Group, the public, and other stakeholders. FDEM is authorized to review LMS updates. Current procedures require submission of the final draft at least 6 months prior to the current LMS expiration: due to FDEM December 8, 2025, the FEMA deadline is June 9, 2026.

Instructions to Proposers

1. General Requirements Consultants interested in performing these services must exhibit considerable relevant experience with this type of work and should emphasize both the experience and capability of the specific personnel who will actually perform the work.

2. Project Background:

Santa Rosa County is a political subdivision of the State of Florida. The County population is approximately 203,162 (2023). The Board of County Commissioners is the governing body and has all the powers and authorities under Chapter 125 and Chapter 252.

3. Scope of Services Santa Rosa County, acting on behalf of the LMS Work Group, is soliciting a contractor to facilitate the Local Mitigation Strategy update process and to ensure the LMS Update is prepared to satisfy all federal, state and local requirements.

Resources:

a. Santa Rosa County 2021 – 2026 LMS Plan:

Local Mitigation Strategy | Santa Rosa County, FL - Official Website (santarosa.fl.gov)

b. DEM and FEMA planning resources:

c. External - All Documents (floridadisaster.org) 2023 Florida LMS Plan Review Tool (v2) Local Mitigation Strategy (LMS) - All Documents (floridadisaster.org)

d. FEMA Local Mitigation Handbook and Plan Guidance (May 2023)

e. NFIP CRS Coordinator's Manual: CRS Resources Home - CRSresources

The 2023 Florida LMS Review Tool (v2) and FEMA guidance mitigation planning documents detail the planning process. The following tasks are not intended to identify every activity that will be performed by the contractor. The Contractor is responsible for facilitating the planning process and guiding the Work Group members to produce an LMS update that is approved within time requirements by FDEM. An important element is to identify changes between the previously adopted LMS and the update. The LMS Work Group chair will handle communications to the Work Group, the public, and other stakeholders. The Florida Division of Emergency Management (FDEM) is authorized to review LMS updates. Current procedures require submission of the final draft at least 6 months prior to the current LMS expiration: due to FDEM December 8, 2025, the FEMA deadline is June 9, 2026.

The person or firm selected for this contract will perform the following tasks:

Task 1 -The LMS Update Planning Process

a. Draft emails, notices, memoranda, and other materials for the LMS Work Group chair and members.

b. Discuss by conference call, the planning process with the LMS Work Group to explain the activity, propose a project schedule, and describe the expectations for Work Group member participation.

c. Identify existing resources to be provided by the Work Group members (e.g., comprehensive plans).

d. Maintain documentation of the planning process (e.g., meeting minutes, sign-in sheets, and methods used to conduct the process and obtain Work Group and public comments). Deliver all backup files and work product files to county via digital files as requested.

Task 2 –Threat Hazard Identification and Risk Assessment (THIRA). (20% of contract price) Assist in the development of the County’s THIRA that will be located within the Santa Rosa County Local Mitigation Strategy.

a. Review the THIRA, incorporate results into the LMS update, compare to the current HIRA to characterize differences.

b. Determine if the THIRA inventory adequately captures historic and cultural resources.

c. Summarize the vulnerability of each hazard and community impacts.

d. Facilitate obtaining the current Repetitive Loss list from FDEM and preparation of maps.

e. Address potential impacts from climate change including sea level rise using the Southeast Florida Regional Climate Change Compact Analysis of the Vulnerability of Southeast Florida to Sea Level Rise.

Task 3 - Capability Assessment & Other Plans (20% of contract price)

a. Review with each community its capability assessments that describe agency functions and how hazards are addressed.

b. Gather information from appropriate county and city staff to identify new or changes in existing plans, programs, policies, ordinances, or regulations that pertain to hazard mitigation to include in the updated Capability Assessment.

c. Identify changes (proposed or finalized by FEMA) in flood insurance studies, flood insurance rate maps, participation in the CRS program, and ongoing and proposed efforts to reduce flood losses.

d. Review LMS annual reports

e. Review State Hazard Mitigation Plan to identify coordinating updates appropriate for consistency.

f. Draft revisions to pertinent sections of the LMS for review by the pertinent community and Work Group representatives.

Task 4 - LMS Work Group Meeting #1 & Mitigation Initiatives/Actions/Projects (20% of contract price)

a. Work Group meeting #1: review HRVA and revisions; review Mitigation Goal Statement; review changes in capability assessment.

b. Review progress on the list of mitigation initiatives through review of LMS Annual Reports and facilitate Work Group member contributions to update list of mitigation initiatives.

c. Facilitate a discussion on the proposed LMS update changes.

d. Incorporate revisions in the LMS and circulate for comment.

Task 4.5 - Repetitive Loss Area Analyses This subtask will be performed only if specifically assigned. Communities that participate in the CRS that have 10 or more properties identified by the NFIP as "repetitive loss" properties are required to prepare "repetitive loss area analyses" in accordance with the FEMA Guidance (CRS Coordinator's Manual; Mapping Repetitive Flood Losses). The analyses can be adopted by individual communities as an addendum to the LMS.

Task 5 - LMS Work Group Meeting #2 & Draft LMS Revisions (20% of contract price)

a. Work Group meeting #2: review all revisions; summarize substantive comments; incorporate current LMS projects provided by each jurisdiction into update; consider new programmatic actions and prioritize; identify potential projects that could also accrue CRS points; focus on mitigating Severe Repetitive Loss and Repetitive Loss properties.

b. Complete all of the parts of the Plan Review Tool in final form, ready for delivery to FDEM.

c. Prepare final draft LMS Update.

d. Provide final draft LMS Update in electronic format and six (6) hardcopies for communities to make for public review and solicit comments.

e. Conduct public meeting(s), report comments to LMS Work Group and address.

Task 6 - Final Draft LMS Update, Final LMS Update, and LMS Adoption (20% of contract price)

a. Prepare final draft of complete LMS Update and Florida LMS Crosswalk for submission to FDEM (deadline assigned: December 8, 2025) provide to County and Work Group members digitally by this date.

b. Incorporate FDEM comments into LMS and provide to county and all Work Group members for concurrence.

c. Prepare final LMS and provide to County and Municipal Work Group members for adoption.

d. Incorporate resolutions of adoption into LMS Update.

e. Deliver all digital files for submission to FDEM on or before which is inclusive of final Excel version of the Florida LMS Review Tool, completed as described in the Review Tool’s instructions and electronic copy of all the plan documents to be submitted by FDEM to FEMA.

f. Deliver all backup files and work product files to county via digital files as requested

4. Qualifications Consultant’s qualification and resume. Please include references and contact information for similar emergency management or hazard mitigation planning projects.

Appendix A

RFQ EVALUATION CRITERIA SCORING MATRIX

LOCAL MITIGATION STRATEGY PLAN UPDATE SERVICES FOR LOCAL MITIGATION PROJECTS

SUPPORTING SANTA ROSA GRANTS AND SPECIAL PROGRAMS

DIRECTIONS: Score each firm in each category. In the event of a tie, an alternate evaluator will be asked to evaluate the firms based on the submitted proposals. The alternate score will be the tiebreaker.

Evaluator's Name: _______________________________________

Signature:______________________________________________

Date:__________________________________________________

Point Spread (score can be between ranges below) 45 Point scale: 45=Perfect 20 = Good 10 = Missing key elements 20 Point scale: 20 = Perfect 10 = Good 5 = Missing key elements 15 Point scale: 15 = Perfect 10 = Good 5 = Missing key elements 5 Point scale: 5 = Perfect 3 = Good 1 = Missing key elements