Attachment A Bidder Questionnaire

RFP 124469 O5

Bidder Name: ______Midwest Assistance Program, Inc. (MAP)_________________________________

Bidder should provide a response to all questions in this attachment to meet the requirements of the

RFP.

CORPORATE OVERVIEW

1.1

BIDDER IDENTIFICATION AND INFORMATION

The bidder should provide the full company or corporate name, address of the company's headquarters, entity organization (corporation, partnership, proprietorship), state in which the bidder is incorporated or otherwise organized to do business, year in which the bidder first organized to do business and whether the name and form of organization has changed since first organized.

Response:

Midwest Assistance Program, Inc. (MAP), headquartered in Maryville, Missouri, is a regional 501c3 nonprofit corporation dedicated to serving rural and federally recognized tribal communities across a nine-state area in the upper Midwest. Our service region includes Iowa, Kansas, Minnesota, Missouri, Montana, Nebraska, North Dakota, South Dakota, and Wyoming. MAP staff live and work in the communities served by the organization and have a deep commitment to their strength, future, and vitality as well as first-hand experience of the challenges rural communities face when recovering from disasters.

MAP focuses on supporting small water and wastewater systems, specifically those serving populations under 5,000.

MAP meets these small communities where they are, providing hands-on support to rural communities facing water and wastewater capacity challenges and disaster recovery. Since 1979, MAP has delivered these services using an on-site approach that engages community leaders and staff and emphasizes personalized guidance, instruction, planning, oversight, training, and compliance.

MAP was incorporated in the state of Nebraska on January 9, 1979. The name and form have not changed since it was organized.

Midwest Assistance Program, Inc.

309 E Summit Dr.

Maryville, MO 64468 Phone: 660.562.2575 map@map-inc.org map-inc.org

1.2

FINANCIAL STATEMENTS

The bidder should provide financial statements applicable to the firm. If publicly held, the bidder should provide a copy of the corporation's most recent audited financial reports and statements, and the name, address, and telephone number of the fiscally responsible representative of the bidder’s financial or banking organization.

If the bidder is not a publicly held corporation, either the reports and statements required of a publicly held corporation, or a description of the organization, including size, longevity, client base, areas of specialization and expertise, and any other pertinent information, should be submitted in such a manner that solicitation evaluators may reasonably formulate a determination about the stability and financial strength of the organization. Additionally, a non-publicly held firm should provide a banking reference.

The bidder must disclose any and all judgments, pending or expected litigation, or other real or potential financial reversals, which might materially affect the viability or stability of the organization, or state that no such condition is known to exist.

The State may elect to use a third party to conduct credit checks as part of the corporate overview evaluation.

Response:

A copy of the financials for MAP can be found in file 124469 O5 Midwest Assistance Program Filed 2 of 2.

1.3

CHANGE OF OWNERSHIP

If any change in ownership or control of the company is anticipated during the twelve (12) months following the solicitation response due date, the bidder should describe the circumstances of such change and indicate when the change will likely occur. Any change of ownership to an awarded bidder(s) will require notification to the State.

Response:

MAP is a regional 501c3 nonprofit corporation, governed by a volunteer Board of Directors. Per state requirements for nonprofit updates, MAP files all applicable annual updates, including any changes in Board leadership, with the appropriate governmental office in each state it operates in.

Nonprofit organizations are not owned but instead governed by the Board of Directors. MAP does not anticipate any change in ownership or company control in the next 12 months following the solicitation response due dates.

1.4

OFFICE LOCATION

The bidder’s office location responsible for performance pursuant to an award of a contract with the State of Nebraska should be identified.

Response:

The MAP central office at 309 E Summit Dr. in Maryville, Missouri, will be the location responsible for performance and oversight of any contracts.

MAP’s Nebraska team works remotely in the state of Nebraska to deliver services and consists of a Nebraska State Field Manager and four Project Managers/Technical Assistance Providers. The Nebraska state team members all reside in Nebraska.

1.5

RELATIONSHIPS WITH THE STATE

The bidder should describe any dealings with the State over the previous ten (10) years. If the organization, its predecessor, or any Party named in the bidder’s solicitation response has contracted with the State, the bidder should identify the contract number(s) and/or any other information available to identify such contract(s). If no such contracts exist, so declare.

Response:

During the past ten years, MAP has worked with the State of Nebraska under the following contracts:

Contract Number 103080 O4(Lead Service Line Inventory): Contract to supply and deliver lead service line inventory documentation to Nebraska’s public water system serving populations of 10,000 to the State of Nebraska for the period January 30, 2023, through January 29, 2026.

Contract Number 103209 O4 (Technical, Managerial, and Financial): Contract to supply and deliver technical, managerial, and financial (TMF) assistance, instruction, and/or training to Nebraska’s public water system serving populations of 10,000 or less to the State of Nebraska for a three-year period from date of award.

1.6

BIDDER'S EMPLOYEE RELATIONS TO STATE

If any Party named in the bidder’s solicitation response is or was an employee of the State within the past twelve (12) months, identify the individual(s) by name, State agency with whom employed, job title or position held with the State, and separation date.

If no such relationship exists or has existed, so declare.

If any employee of any agency of the State of Nebraska is employed by the bidder or is a subcontractor to the bidder, as of the due date for solicitation response submission, identify all such persons by name, position held with the bidder, and position held with the State (including job title and agency). Describe the responsibilities of such persons within the proposing organization. If, after review of this information by the State, it is determined that a conflict of interest exists or may exist, the bidder may be disqualified from further consideration in this solicitation. If no such relationship exists, so declare.

Response:

Past 12 months: MAP declares that no party named in this response has been an employee of the State of Nebraska within the past twelve (12) months

Current State employees employed by MAP or as subcontractors: MAP declares none

1.7

CONTRACT PERFORMANCE

If the bidder or any proposed subcontractor has had a contract terminated for default during the past ten (10) years, all such instances must be described as required below. Termination for default is defined as a notice to stop performance delivery due to the bidder’s non-performance or poor performance, and the issue was either not litigated due to inaction on the part of the bidder or litigated and such litigation determined the bidder to be in default.

It is mandatory that the bidder submit full details of all termination for default experienced during the past ten (10) years, including the other Party's name, address, and telephone number. The response to this section must present the bidder’s position on the matter. The State will evaluate the facts and will score the bidder’s solicitation response accordingly. If no such termination for default has been experienced by the bidder in the past ten (10) years, so declare.

If at any time during the past five (5) years, the bidder has had a contract terminated for convenience, non-performance, non-allocation of funds, or any other reason, describe fully all circumstances surrounding such termination, including the name and address of the other contracting Party.

Response:

MAP declares that it has not had any contracts terminated in the past ten years for default.

MAP declares that it has not had any contracts terminated in the past five years for convenience, non-performance, non-allocation of funds, or any other reason.

1.8

SUMMARY OF BIDDER’S CORPORATE EXPERIENCE

The bidder should provide a summary matrix listing the bidder’s previous projects similar to this Solicitation in size, scope, and complexity. The State will use no more than three (3) narrative project descriptions submitted by the bidder during its evaluation of the solicitation response.

The bidder should address the following:

i. Provide narrative descriptions to highlight the similarities between the bidder’s experience and this Solicitation. These descriptions should include:

a) The time period of the project,

b) The scheduled and actual completion dates,

c) The bidder’s responsibilities,

d) For reference purposes, a customer name (including the name of a contact person, a current telephone number, a facsimile number, and e-mail address); and

e) Each project description should identify whether the work was performed as the prime Vendor or as a subcontractor. If a bidder performed as the prime Vendor, the description should provide the originally scheduled completion date and budget, as well as the actual (or currently planned) completion date and actual (or currently planned) budget.

ii. Bidder and Subcontractor(s) experience should be listed separately. Narrative descriptions submitted for Subcontractors should be specifically identified as subcontractor projects.

iii. If the work was performed as a subcontractor, the narrative description should identify the same information as requested for the bidders above. In addition, subcontractors should identify what share of contract costs, project responsibilities, and time period were performed as a subcontractor.

Response:

MAP has more than 45 years of experience providing technical assistance, training, and capacity–building support to rural and Tribal communities across its nine-state service region. MAP’s work directly parallels the Stat of Nebraska’s needs for personnel experienced in preparedness, mitigation, response, and recovery support, including programmatic compliance, documentation, and community resilience activities.

The following matrix and narrative project descriptions demonstrate MAP’s experience with projects similar in size, scope, and complexity to this solicitation.

Experience Matrix:

Customer/ Program

Time Period Scheduled Completion

Current Status

Role Budget Reference

Health & Human

Services, Office of

Community Services

Multi-year;

09/30/17 to current

09/30/2030 (current cycle)

On Schedule Prime $1,378,767 (current cycle)

Olivia Barfield, (202) 545-4904, Olivia.barfield@acf.hhs .gov

U.S.

Environmental

Protection Agency (EPA)

2016-present 09/30/2026 (current cycle)

On Schedule Sub awardee $2,112,000 Andrew Nordbye,

(816) 244-9217, anordbye@rcap.org mailto:Olivia.barfield@acf.hhs.gov mailto:Olivia.barfield@acf.hhs.gov mailto:anordbye@rcap.org

EPA Region 7

– Risk &

Resiliency Assessment &

Training

2022-2024 2024O Completed on Schedule

Prime $40,000 Chrislyn Means,

(913) 551-7964, means.chrislyn@epa.g ov

Narrative Descriptions:

1. Office of Community Services (ACF/HHS) – MAP provides comprehensive TA and training that strengthens utility resilience, regulatory compliance, and operational capacity for low-income rural/Tribal communities by supporting sustainable drinking water and wastewater systems.

Work includes:

• Supporting communities in accessing safe, affordable drinking water

• Assisting with environmentally sound wastewater disposal

• Helping communities resolve water/wastewater challenges tied to limited population and geographic isolation

• Increasing community awareness of sound water-use practices

Similarity to This Solicitation:

The Work parallels the RFP’s emphasis on mitigation, preparedness, and strengthening system resilience. MAP routinely assists communities in navigation federal program requirements (similar to FEMA PA/IA/HMA expectations) and provides on-site technical guidance, documentation support, and long-term capacity development.

2. EPA Rural & Tribal Technical Assistance (TA) - MAP leads technical assistance (TA) across its nine-state region to support managerial/financial/operational compliance, project readiness (e.g., USDA borrower conditions), asset mapping (GIS), and disaster preparedness/response of rural and Tribal water/wastewater utilities.

Work includes:

• Supporting utilities in achieving financial sustainability and long-term resilience

• Ensuring compliance with state, territorial, and federal regulations

• Developing infrastructure project readiness, including meeting USDA borrower conditions

• Creating accurate digital and paper asset maps

• Assisting with natural disaster preparedness and response

MAP routinely provides disaster related planning and resiliency assistance, directly aligning with Nebraska’s need for qualified personnel who understand both regulatory requirements and the operational realities of small systems. The work mirrors FEMA related tasks such as documentation support, risk assessment, and capacity evaluation.

mailto:means.chrislyn@epa.gov mailto:means.chrislyn@epa.gov

3.EPA Region 7 Risk & Resiliency Assessments - MAP delivered risk and resiliency training, planning support, and natural disaster preparedness assistance to drinking water systems in overburdened communities with a population of under 3,300.

Work included:

• Conducting risk and vulnerability assessments

• Identifying natural disaster threats and mitigation strategies

• Developing utility resilience plans

• Providing technical assistance and training in compliance with federal guidance

The project most closely aligns with Nebraska’s need for personnel with disaster preparedness, mitigation planning, risk assessment, and recovery competencies. Deliverables match FEMA program expectations, including documentation accuracy, regulatory alignment, and system level risk evaluation.

Prime vs Subcontractor: All three projects above were performed as Prime.

1.9

SUBCONTRACTORS

If the awarded bidder(s) intends to subcontract any part of its performance hereunder, the awarded bidder(s) should provide:

i. name, address, and telephone number of the subcontractor(s),

ii. specific tasks for each subcontractor(s),

iii. percentage of performance hours intended for each subcontract; and

iv. total percentage of subcontractor(s) performance hours.

No Response Required:

MAP does not intend to subcontract any part of its performance under this contract; all work will be performed by MAP personnel.

TECHNICAL RESPONSE

2.1

Describe bidder’s process for providing PA technical services.

i. Bidder’s process for reviewing projects for sub-recipients not yet obligated by FEMA

ii. Bidder’s process for reviewing projects for sub-recipient(s) after obligation to ensure eligible payments made to sub-recipient(s) and smooth closeout process

iii. Bidder’s process for working with sub-recipients to ensure needs of project are met (Please provide at least one narrative description of previous work with a sub-recipient) Response:

Midwest Assistance Program, Inc. (MAP), a member of the national Rural Community Assistance Partnership (RCAP) network, has provided technical assistance to rural and tribal communities since 1979. MAP’s mission is “to help rural communities and tribal nations improve their environment, quality of life, and achieve self-sustainability.”

MAP’s technical assistance providers (TAPs) are trained in risk and resilience assessment, emergency response planning, mitigation planning, FEMA Region 7 coordination, and infrastructure management, as supported throughout the attached RCAP/MAP training materials.

MAP uses a consistent, repeatable, FEMA-aligned process that ensures accurate eligibility determinations, regulatory compliance, and timely project closeout.

i. MAP’s Process for Reviewing Projects for Sub-recipients Not Yet Obligated by FEMA

MAP conducts pre-obligation technical assistance using a structured approach drawn from RCAP’s risk and resilience assessment methodology. This process includes:

1. Initial Intake and Eligibility Screening

• Conduct structured interviews with the sub-recipient to document damages, facility conditions, and emergency actions using asset inventories and worksheets similar to those in RCAP’s “Small Systems Risk & Resilience Assessment” training.

• Determine whether damages correlate with eligible facilities (e.g., pipes, distribution systems, monitoring systems, treatment facilities).

2. Damage Documentation & Field Assessment

• Perform field assessments using RCAP’s Field Assessment Checklists to document conditions, threats, and potential mitigation needs.

• Capture photos, GPS points, and narrative descriptions that align with FEMA Public Assistance (PA) documentation expectations.

3. Scope of Work (SOW) Development

• MAP TAPs help the sub-recipient translate damages into a clear, FEMA-eligible SOW using hazard-based analysis similar to the risk assessment model (identify threat, asset, consequence, and required mitigation).

• Ensure SOW items are tied to documented impact, not deferred maintenance.

4. Pre-Obligation Compliance Checks

• Validate:

o Insurance considerations o Environmental/historic preservation triggers o Codes & standards o Duplication of benefits

• Assist with assembling complete pre-obligation documentation for FEMA/State review.

This process ensures sub-recipients enter obligation with well-developed, eligible, defensible project files.

ii. MAP’s Process for Reviewing Projects After Obligation to Ensure Eligible Payments and Smooth Closeout

MAP’s post-obligation technical assistance focuses on financial accuracy, procurement compliance, documentation completeness, and readiness for closeout.

1. Post-Obligation Kickoff & File Review

• Review FEMA’s obligated version of the project, including SOW, cost estimates, special conditions, and EHP requirements.

• Compare FEMA documents with the community’s operational information (e.g., utility maps, asset inventories, ICS structure, contractor lists) captured using RCAP’s Utility Information templates.

2. Procurement & Contracting Support

• Ensure procurement and contracting follow 2 CFR 200 requirements.

• Verify documentation such as:

o RFPs/quotes o Bid tabulations o Contracts o Debarment checks o Cost reasonableness analyses

3. Documentation & Reimbursement Management

MAP provides a structured documentation system consistent with FEMA expectations:

• Timesheets and force account summaries

• Equipment usage logs

• Material invoices

• Contractor pay applications

• Change order justification (tied back to authorized SOW)

MAP verified practices through RCAP training emphasize tracking operational components, equipment, safety data sheets, and roles/responsibilities, useful in populating FEMA required documentation.

4. Project Monitoring & Compliance

• Conduct periodic checkins to ensure work aligns with the obligated SOW.

• Help manage SOW changes that require FEMA approval (Versioning/PA Updates).

• Support mitigation measures when available (406 mitigation).

5. File Completion & Closeout Preparation

Using RCAP guidance that stresses documentation, continuous review, and annual plan updates, MAP ensures:

• All documentation is organized and uploaded.

• All insurance and duplication-of-benefits statements are complete.

• Final inspections are supported.

• The subrecipient is prepared for risks and audit reviews.

This process results in timely, clean, and compliant closeouts.

iii. MAP’s Process for Working with Sub-recipients to Ensure Project Needs Are Met

MAP uses a hands on, relationship driven approach, consistent with RCAP’s belief that “everyone deserves accessible, affordable clean water” and that communities must have the knowledge and support to build resilience.

1. Collaborative Engagement

MAP TAPs work directly with operators, utility staff, councils/boards, and emergency responders:

• Establish communication channels and ICS roles defined in RCAP emergency planning guidance.

• Ensure all project decisions align with community capacity, staffing, and equipment capabilities.

2. Technical Guidance Throughout the Project

MAP provides:

• Engineering/technical translation for non-technical councils

• Support incorporating mitigation strategies aligned with AWWA G430 best practices (security, asset protection, cybersecurity).

• Clarification of FEMA requirements and practical implementation strategies

3. Capacity-Building

MAP helps communities create and maintain:

• Updated asset inventories

• ERP/RRA linkages

• Financial practices that support resilience and long-term sustainability (as highlighted in RCAP training modules).

Narrative Example:

Situation

A severe weather event caused widespread power loss and system disruptions. The water district needed assistance documenting emergency protective measures, assessing damage to pumps and monitoring systems, and preparing for FEMA Public Assistance.

MAP Actions

1. Rapid Field Assessment:

Using RCAP’s Field Assessment Guide, MAP documented physical damage, safety hazards, and asset vulnerabilities.

2. Damage Inventory & Eligibility Screening:

MAP worked with the operator to record damaged assets, categorize emergency and permanent work, and identify actions eligible under PA.

3. Development of FEMA-Ready Documentation:

MAP assisted in compiling photos, operator logs, and emergency activities, creating a complete project file consistent with FEMA Region 7 expectations.

4. Procurement & Financial Oversight:

MAP guided the district through proper solicitation of electrical repair services and established compliant timesheet and force account documentation.

5. Mitigation Identification:

Based on the G430 mitigation framework, MAP recommended and justified eligible 406 mitigation (e.g., elevation of electrical panels, improved access control).

6. Capacity Building & ERP Integration:

MAP updated the district’s emergency response plan using EPA templates, integrated ICS assignments, and trained staff on improved detection and communication procedures.

Outcome

The project was obligated without delay, the community received full reimbursement for eligible work, and the district increased its resilience and preparedness for future events.

Conclusion

MAP’s documented processes—grounded in RCAP national best practices, EPA guidance, and FEMA Region 7 expectations—ensure sub-recipients receive:

• Accurate and defensible pre-obligation project development

• Compliant reimbursement and documentation

• Supportive, capacity-building technical assistance that strengthens long-term resilience

This makes MAP uniquely effective at guiding rural and tribal communities through the full FEMA PA project lifecycle.

2.2 Describe bidder’s process for providing IA technical services.

Response:

Since 1979, MAP has provided hands-on technical assistance across rural and tribal communities, emphasizing equitable access to services, clear communication, and durable resilience. As a member of the RCAP national network, our Technical Assistance Providers (TAPs) are trained to work inside established emergency management structures, facilitate ICS roles/responsibilities, and operationalize checklists, documentation standards, and mitigation planning— competencies we apply directly to IA operations (registration, inspections coordination, eligibility documentation, appeals, outreach, and closeout).

Process Overview (End-to-End IA Support)

Phase 1 — Readiness, Activation & Surge

1. Pre-Event Readiness & Playbooks MAP maintains deployable playbooks and checklists aligned to ICS functions (public information, operations, planning/logistics) to ensure rapid stand-up of Survivor Intake/Registration and Applicant Services Centers (in person or virtual). We tailor staffing plans, communications trees, and safety protocols using the ICS role templates and emergency communications practices reflected in our ERP/ICS training.

2. Coordination with State, Tribal, and Local Partners We integrate into the State/Tribal Joint Field Office structure, local Emergency Operations Centers, and community anchor organizations, ensuring consistent messaging and survivor flow. Our teams use the RCAP utility/partner contact frameworks and resource-typing mindset to align people, places, and equipment rapidly.

Phase 2 — Survivor Registration & Intake

1. Multi-Channel Registration Assistance MAP staff support survivors in-person (DACs/DRCs, mobile intake), by phone, and virtually, by helping them complete registrations, upload documentation, and understand program timelines. We adapt the “Utility Information” and “Personnel/Role” templates from our ERP curriculum to define clear intake roles, escalation paths, and accessibility accommodations at each site.

2. Accessibility & Equity by Design Centers are set up for ADA compliance, translation/interpretation, and trauma-informed service. Our RCAP training emphasizes inclusive communication, public notification workflows, and critical customer outreach— all directly transferable to IA survivor communications.

Phase 3 — Document Collection, Eligibility Triage & Inspection Support

1. Document Triage & Case File Completeness We employ checklist-driven file assemblies (identity, occupancy, ownership, damage, insurance) and maintain chain-of-custody standards. MAP’s field-assessment discipline originating from our infrastructure risk assessments and field checklists, translates into consistent, high quality documentation survivors need for eligibility decisions.

2. Inspection Scheduling & Survivor Coaching MAP coordinates survivor availability, provides “what to expect” guidance for inspectors, and ensures damages and temporary repairs are documented clearly. Our training on incident specific procedures and communications helps survivors understand steps before/after inspections.

Phase 4 — Determinations, Payments, Verifications & Case Management

1. Determination Support & Payment Readiness We help survivors review determination letters, resolve discrepancies, and understand allowable expenses, insurance interactions, and duplication-of-benefits rules. The QA/communications disciplines taught in our ERP/ICS modules support transparent updates and consistent messaging.

2. Fraud Prevention & Quality Assurance MAP applies dual control file reviews, exception reporting, and spot audits. Our checklist culture and version control practices, emphasized in our field/ERP trainings, reduce errors, prevent recoupments, and streamline monitoring.

3. Wrap-Around Services and Unmet Needs Referrals We connect survivors to crisis counseling, legal aid, voluntary organizations active in disaster (VOADs), and long term recovery groups. Our resilience training promotes durable recovery strategies and partner linkages that extend beyond immediate IA.

Phase 5 — Appeals, Corrections & Escalations

1. Appeals Preparation & Submission MAP coaches survivors on appeal scope, assembles additional documentation (e.g., contractor estimates, photos, receipts), and tracks deadlines. The “incident-specific procedures” model keeps appeal steps consistent and time-bound.

2. Complex Case Escalation For atypical or high-complexity cases (e.g., title/ownership issues, manufactured housing), we route cases through predefined escalation paths and senior QA reviewers using the defined roles/responsibilities our ICS training advocates.

Phase 6 — Data, Reporting & Performance Management

1. Metrics & Dashboards We track registrations completed, average cycle times by step, deficiency rates, appeal outcomes, and accessibility metrics. Our training’s emphasis on “don’t let the plan collect dust, review annually and update” underpins continuous improvement via daily huddles and after-action reviews.

2. Secure Information Management Building on our information protection practices (from cyber/SCADA to admin systems in our courses), we apply least-privilege access, audit logs, and encryption to safeguard PII and sensitive records throughout the IA process.

Phase 7 — Closeout, After-Action & Resilience Uplift

1. File Closeout & Compliance We ensure documentation is complete, determinations and payments are reconciled, and any recoupment risks are resolved. The same documentation rigor we apply to utility closeouts translates to IA program closure.

2. After-Action Review (AAR) & Community Resilience MAP facilitates AARs with state/tribal/local partners, capturing lessons and updating SOPs. We also deliver briefings that help communities harden against future impacts (e.g., mitigation guidance, public communication playbooks).

2.3

Describe bidder’s process for providing HMGP technical services.

i. Bidder’s process to review applications for eligibility and completeness to FEMA approval

ii. Bidder’s process for reviewing projects for sub-recipient(s) after obligation to ensure eligible payments made to sub-recipient(s) and smooth closeout process

iii. Bidder’s process for working with sub-recipients to ensure needs of project are met (Please provide at least one narrative description of previous work with a sub-recipient) Response:

Midwest Assistance Program, Inc. (MAP), part of the national RCAP network, has provided technical assistance to rural and tribal communities since 1979. MAP staff are trained in Risk & Resilience Assessments, Emergency Response Planning, mitigation planning, field assessments, and coordination with FEMA Region 7—all essential elements of compliant, effective Hazard Mitigation Grant Program (HMGP) support.

MAP’s approach follows FEMA’s mitigation intent and the principles in RCAP/AWWA’s resilience and mitigation training prioritizing hazard identification, risk reduction, and community capacity-building.

i. MAP’s Process to Review HMGP Applications for Eligibility and Completeness Prior to FEMA Approval

MAP uses a structured, checklist driven eligibility review system rooted in RCAP’s risk assessment, field assessment, and mitigation planning methodologies.

1. Application Intake & Administrative Completeness Review

MAP initiates the review by assessing the application for all required HMGP components:

• Subrecipient and jurisdiction information

• Hazard description & event data

• Scope of Work (SOW)

• Cost estimates and procurement approach

• Benefit Cost Analysis (BCA) readiness

• Environmental & Historic Preservation (EHP) triggers

Our staff apply documentation practices inspired by the Utility Information, roles, and checklist-based planning tools used in RCAP’s ERP and RRA templates to ensure completeness.

2. Eligibility Verification (Programmatic)

MAP evaluates project compliance with FEMA mitigation principles by:

• Confirming the project reduces future hazard impacts (aligning with mitigation concepts taught in the G430 Standard and RCAP mitigation modules).

• Ensuring the activity is cost-effective, technically feasible, and compliant with hazard mitigation priorities.

• Verifying that the proposed work is not deferred maintenance.

3. Hazard, Risk, & Mitigation Consistency Review

Using RCAP’s Risk & Resilience Assessment (RRA) methodology, MAP assesses whether the proposed mitigation aligns with documented threats, consequences, and mitigation measures.

This includes review of:

• Threat/asset relationships

• Hazard profiles (e.g., flood, cyber, tornado, drought)

• Mitigation actions (structural and non-structural)

4. Technical Accuracy, SOW Precision & Cost Reasonableness

• MAP reviews the technical feasibility of the project using its field assessment disciplines.

• Cost estimates are checked for accuracy, allowable categories, and duplication of benefits concerns.

5. EHP & Compliance Screening

MAP identifies whether the project triggers environmental or historic assessments (based on FEMA’s requirements and RCAP’s emphasis on dependency hazards and proximity based risks).

6. Presubmission File Assembly

MAP compiles a clean, FEMA ready application package using the same documentation discipline used in RCAP’s resilience planning and emergency plan development.

ii. MAP’s Process for Reviewing Projects After FEMA Obligation to Ensure Eligible Payments and Smooth Closeout

Once FEMA obligates the HMGP project, MAP provides ongoing administrative, financial, and technical support to ensure compliance, eligibility of expenditures, and a seamless closeout.

1. Kickoff & Obligated File Review

MAP begins by reviewing FEMA’s obligated documents, including:

• Approved SOW

• Cost share

• EHP conditions

• Period of performance

This mirrors RCAP’s emphasis on post-planning updates, annual review practices, and document retention for RRA/ERP compliance.

2. Procurement & Contract Compliance

MAP ensures:

• Procurement meets 2 CFR 200

• Contracts include allowable costs

• Documentation is thorough (quotes, bids, selection rationale)

The rigor comes from RCAP’s process driven approach to operational and financial infrastructure planning.

3. Documentation & Payment Support

MAP helps subrecipients assemble:

• Force account summaries

• Timesheets

• Equipment logs

• Invoices

• Change order justifications

This system mirrors RCAP’s reliance on checklists, field documentation tools, and role-based workflows emphasized in emergency and resilience planning.

4. Performance Monitoring & SOW Adherence

MAP performs periodic SOW alignment reviews to ensure:

• Work matches the obligated SOW

• Mitigation components are installed as approved

• Deviations receive prior approval through formal FEMA versioning when applicable

5. EHP, Insurance, & Benefit-Cost Verification

MAP ensures post-obligation actions still satisfy all relevant compliance conditions.

6. Closeout Preparation

Using its established “don’t let it sit on the shelf, review annually” philosophy from RCAP training, MAP ensures:

• Complete documentation packages

• Reconciled expenditures

• Submittal of reports

• Closeout meeting preparation

The result is a clean, timely, audit ready closeout.

iii. MAP’s Process for Working With Subrecipients to Ensure Project Needs Are Met

MAP’s approach centers on relationship driven technical assistance, clear communication, and the resilience based methodologies taught through trainings. This ensures the project remains feasible, community appropriate, and mitigation effective.

1. Collaborative Planning & Communication

MAP applies the communication, ICS role alignment, and notification systems emphasized in RCAP’s ERP and resilience trainings.

MAP:

• Holds regular meetings with sub-recipients

• Ensures clear SOW understanding

• Coordinates with engineers, contractors, and regulatory agencies

• Provides plain-language explanations to boards/councils

2. Technical Guidance Throughout the Project

MAP provides:

• Interpretation of FEMA HMGP policy

• Assistance with engineering deliverables

• Guidance on mitigation measures consistent with AWWA G430 best practices (cybersecurity, access control, monitoring, redundancy).

3. Capacity Building & Long Term Resilience

MAP ensures that mitigation projects connect to broader community resilience goals, drawing from RCAP’s:

• RRA frameworks

• ERP development

• Mitigation planning concepts

• Community communication strategies

Narrative Example:

Context

The water district experienced recurring damage to monitoring systems and pump infrastructure due to severe flooding.

They sought HMGP funding to elevate electrical controls, improve access control, and install flood-resistant infrastructure.

MAP Actions

1. Risk, Hazard & Mitigation Analysis Using the RCAP/AWWA Small Systems RRA Worksheet, MAP identified flooding as a high-risk threat to critical assets and determined elevation and hardening measures as appropriate mitigation.

2. HMGP Application Support MAP coordinated documentation gathering, developed the mitigation SOW, supported the BCA inputs, and ensured EHP considerations were prepared using RCAP’s structured templates.

3. Post-Obligation Management MAP helped the district follow procurement standards, track contractor invoices, and maintain documentation using RCAP’s checklist-based administration approach.

4. Project Oversight & Closeout MAP verified mitigation components were installed per the SOW, prepared closeout documentation, and guided the district through final submission.

Outcome

The project was funded, implemented on time, and closed out smoothly. The mitigation measures significantly increased the system’s resilience to future flooding events echoing MAPs emphasis on long term resilience and hazard mitigation.

Conclusion

MAP’s HMGP technical assistance approach is:

• Structured and documentation-driven, following RCAP/AWWA checklists, field assessment tools, and mitigation planning methods.

• Compliance-focused, ensuring adherence to FEMA requirements from application to closeout.

• Community-centered, emphasizing communication, capacity building, and resilience enhancement.

• Field-proven, demonstrated by successful past mitigation projects with rural and tribal sub-recipients.

MAP provides not just HMGP compliance, but durable, community based mitigation outcomes.

HOURLY RATES

Bidders should provide not-to-exceed hourly rates that will be used for Task Orders as they are issued. There is no guarantee on the number of hours that will be used.

The hourly rates provided below will not be a scored item for the evaluation of this solicitation, but all responses will be reviewed for cost realism and reasonableness.

The roles listed below are mandatory roles that the bidder must be able to provide the State (See RFP Section V.F. for more detailed role descriptions). Bidders may add additional roles/titles as they see fit. The hourly rates shall be inclusive of labor, overhead, and all other expenses, with the exception of travel costs, which will be factored in as needed on task orders as they are issued to awarded bidders.

These not-to-exceed rates will be fixed for the first two (2) years of the contract. Any request for a price increase subsequent to the first two (2) years of the contract shall not exceed five percent (5%) of the price proposed for the period. Increases shall not be cumulative and will only apply to that period of the contract. The request for a price increase must be submitted in writing to the State Purchasing Bureau a minimum of 120 days prior to the end of the current contract period. Documentation may be required by the State to support the price increase.

The State reserves the right to deny any requested price increase. No price increases are to be billed to any State Agencies prior to written amendment of the contract by the parties.

The State will be given full proportionate benefit of any decreases for the term of the contract.

Required Personnel Roles (See RFP Section V.F.) Standard Hourly

Not-to-Exceed Rate

Overtime Hourly Not-to-Exceed

Rate

1. Project Manager $106 $106

2. Senior Advisor for Public Assistance $106 $106

3. Public Assistance Program Liaison $100 $100

4. Public Assistance Technical Assistance Liaison $100 $100

5. Appeals Specialist $106 $106

6. Senior Debris Specialist $106 $106

7. Senior Advisor for Hazard Mitigation Assistance $106 $106

8. Hazard Mitigation Assistance Program Liaison $100 $100

9. Hazard Mitigation Assistance Benefit-Cost Analysis Specialist $106 $106

10. Hazard Mitigation Assistance Technical Liaison $100 $100

11. Lead Individual Assistance Specialist $106 $106

12. Individual Assistance Specialist $106 $106

13. Closeout Specialist $106 $106

14. Disaster Recovery Specialist $106 $106

15. Accounting Analyst $100 $100 Additional Personnel Roles/Titles (Add Rows as Necessary) Standard Hourly

Not-to-Exceed Rate

Overtime Hourly Not-to-Exceed

Rate

Name Model / SN Info

EOS Arrow Receiver, Mounting Plates, Battery

1902-18307493 EOS Arrow 100 GNSS Receiver, EOS Arrow Antenna Mounting Plates, EOS Arrow Replacement Battery

SXBlue III GPS

SN:1012A 057

Samsung Galaxy TabA Tablet R52K90PSD9F 8" 32 GB Wifi Tablet SXBlue III GPS

SN:1012A 059

MN: A1271

SN: AFYJL90939381776

Bad Elf GNSS Surveyor 7034 comes with hard case, lanyard, 12v charger, usb cable iPad Mini 4 tablet Model # A1538 F9FTQLH7GHKL 8" 128 GB Wifi Tablet, wall charger & usb cable

MN: A1271

SN: AFYJL90939381649

Bad Elf GNSS Surveyor 7066 comes with hard case, lanyard, 12v charger, usb cable iPad Mini 4 tablet Model # A2133 DMQYJ848LM93 8" 64 GB Wifi Tablet, wall charger & usb cable

MN: A1271

SN: AFYJL90939381815

Bad Elf GNSS Surveyor 7058 comes with hard case, lanyard, 12v charger, usb cable iPad Mini 4 tablet Model # A2133 DMQYWFNLLM93 8" 64 GB Wifi Tablet, wall charger & usb cable

MN: A1271

SN: AFYJL90939381605

Bad Elf GNSS Surveyor 7699 comes with hard case, lanyard, 12v charger, usb cable iPad Mini 4 tablet Model # A2133

DMQYWEDMLM93

8" 64 GB Wifi Tablet, wall charger & usb cable

MN: A1271

SN: AFYJL90939381775

Bad Elf GNSS Surveyor 7354 comes with hard case, lanyard, 12v charger, usb cable iPad Mini 4 tablet Model # A2133

DMQYWFZQLM93

8" 64 GB Wifi Tablet, wall charger & usb cable

MN: A1271

SN: AFYJL90941381783

Bad Elf GNSS Surveyor 7757 comes with hard case, lanyard, 12v charger, usb cable iPad Mini 4 tablet Model # A2133

DMPCQSGWLM93

8" 64 GB Wifi Tablet, wall charger & usb cable

MN: A1271

SN: AFYJL90941381751

Bad Elf GNSS Surveyor 7352 comes with hard case, lanyard, 12v charger, usb cable iPad Mini 4 tablet Model # A2133 DMPCQTL8LM93 8" 64 GB Wifi Tablet, wall charger & usb cable

GIS and Drone Inventory

Anker Carry pouch, USB charging cable

Anker Carry pouch, USB charging cable

Anker Carry pouch, USB charging cable

Anker Carry pouch, USB charging cable

Anker Carry pouch, USB charging cable

Anker Carry pouch, USB charging cable

GPS Units & Accessories

Geneq GPS Receiver Complete w/antenna, plate, tripod (missing parts), case. Compatible with Android only. Geneq SXBlue

Anker Carry pouch, USB charging cable

Geneq GPS Receiver Complete w/antenna, plate, tripod, case. Compatible with Android & iOS. Geneq SXBlue II/III Replacement

Bad Elf GNSS Surveyor 11329 comes with hard case, lanyard, 12v charger, usb cable iPad Mini 4 tablet Model # A2567 P9NN7552Q3 8" 64 GB Wifi Tablet, wall charger & usb cable

Bad Elf Flex Mini Extreme S/N: 514579 comes with hard case, lanyard, usb cable, K&F

Concept Tripod

Bad Elf Flex Mini Extreme S/N: 513941 comes with hard case, lanyard, usb cable, K&F

Concept Tripod

Bad Elf Flex Mini Extreme S/N: 514579 comes with hard case, lanyard, usb cable, K&F

Concept Tripod

Bad Elf Flex Mini Extreme S/N: 515041 comes with hard case, lanyard, usb cable, K&F

Concept Tripod

Bad Elf Flex Mini Extreme S/N: 515045 comes with hard case, lanyard, usb cable, K&F

Concept Tripod

Bad Elf Flex Mini Extreme S/N: 515051 comes with hard case, lanyard, usb cable, K&F

Concept Tripod

Bad Elf Flex Mini Extreme S/N: 515504 comes with hard case, lanyard, usb cable, K&F

Concept Tripod

Bad Elf Flex Mini Extreme S/N: 515514 comes with hard case, lanyard, usb cable, K&F

Concept Tripod

Bad Elf Flex Mini Extreme S/N: 515516 comes with hard case, lanyard, usb cable, K&F

Concept Tripod Bad Elf Flex Pole Kit Single leg pole for attaching Bad Elf Flex.

Trimble DA2

PN:118607-00 SN:

6441100544 Antenna and two battery packs

Trimble DA2

PN:118607-00 SN:

6441100440 Antenna and two battery packs

GPS Range Pole 5/8" connector GPS BiPod Extending legs

WISPR SkyScout SN: 1889ESS000010162405 Blue HereLink NDAA & Pelican Case WISPR 24MP Mapper Sony SEL16F28 6801310 Exmor APS-C-COM Sensor Payload

DJI Mavic 3 Pro SN: 1581F67QE23CD00A00QF Fly More Combo (DJI RC PRO) Shoulder Carry Pack &

PropGuards

DJI Mavic 3 Pro SN: 1581F67QE241900A009A Fly More Combo (DJI RC PRO) Shoulder Carry Pack &

PropGuards

Wingtra Ray SN:1744510307 WingtraRAY Bundle w/PPK, Wingtra WingtraRAY

Parachute Add-On, Wingtra Premium Tablet, Wingtra WingtraRAY Heavy Flyer Add-On

Wingtra WingtraRAY MAP61 Payload Sony Sigma Z192343 2002177 61 MP, full-frame sensor, 17 mm lens, low oblique configuration

Aircraft, Sensors, & Accessories

Midwest Assistance Program, Inc.

Profit Loss October 2024 through September 2025

Fiscal Year 2025

Ordinary Income/Expense

Income 7,139,173.33

Gross Profit 7,139,173.33

Expense

5000 · Payroll Expenses 5,379,073.77

5100 · Contractual 310,216.12

5200 · Travel 689,325.32

5300 · Supplies/Equipment 158,626.36

5500 · Other Costs 382,340.28

Total Expense 6,919,581.85

Net Ordinary Income 219,591.48

Other Income/Expense

Other Expense 32,995.87

Net Other Income -32,995.87

Net Income 186,595.61

Midwest Assistance Program, Inc.

Balance Sheet As of September 30, 2025

Sep 30, 25

ASSETS

Current Assets

Checking/Savings 1,018,509.71

Accounts Receivable 804,794.71

Other Current Assets 50,181.96

Total Current Assets 1,873,486.38

Fixed Assets 60,690.34

Other Assets 671,829.76

TOTAL ASSETS 2,606,006.48

LIABILITIES & EQUITY

Liabilities

Current Liabilities 597,885.97

Long Term Liabilities 133,088.45

Total Liabilities 730,974.42

Equity 1,875,032.06

TOTAL LIABILITIES & EQUITY 2,606,006.48

II. Terms and Conditions

III. Vendor Duties

IV. Payment

Sections II - IV