Questions and Answers RFP-DEM-21-22-026 HLMP.pdf

FLORIDA DIVISION OF EMERGENCY MANAGEMENT

WRITTEN ANSWERS TO QUESTIONS

RFP-DEM-21-22-026

Hurricane Loss Mitigation Program

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

Question Number Question #1 The City of Deerfield Beach would like to apply for the HLMP grant; however, with the cost of construction supplies and HLPM maximum subsidy amount of $25,000 per applicant, it is difficult to harden homes. Can the City assist residents with more than $25,000?

Answer #1 The project awards $194,000.00 for hurricane mitigation. The city can assist residents with more than $25,000.00 if the Benefit-Cost Analysis (BCA) has a score ≥ 1.00 with the final project cost.

Please see page 23 of RFP for information on BCA.

Question #2 Would a project to replace windows and store fronts with impact resistant glass qualify for this funding? Similar glass project to the project we have now at our Emergency Operations Center.

Answer #2 Yes, as long as the project provides complete envelope protection to the structure. Products must meet large and small missile impact resistance.

Question #3 A. I have a question about RFP-DEM-21-22-026 Hurricane Loss Mitigation Program. The synopsis at this link https://vendor.myfloridamarketplace.com/search/bids/detail/1081 states that the Division is seeking “…Proposers who seek to perform mitigation retrofit improvements to residential properties.”

FDEM gave a presentation to the Monroe County LMS group on March 21, 2022. At that time, it was discussed that roof repairs/replacements at our water treatment plant would be considered an eligible project. Considering the summary text, I just want to make sure that this would still be deemed an eligible project, although it is not a residential property.

The water treatment plant is owned by the Florida Keys Aqueduct Authority, a special district of the state, and provides potable water to all of Monroe County. Please let me know if you have any additional questions.

https://vendor.myfloridamarketplace.com/search/bids/detail/1081

Question Number Answer #3 Non-residential structures can be mitigated as long as utilizing complete envelope protection.

Public buildings like City Halls or Code Enforcement buildings have been mitigated in previous projects. Drainage projects have also been funded in the past. Tree trimming around buildings is another eligible project. The proposal must clearly identify how the project is hurricane mitigation.

Question #4 B. Would the Authority’s project would be considered an eligible project.

Answer #4 Eligible projects include residential structures, public buildings, or projects that protect those structures from the effects of hurricanes.

Question #5 How many copies of the proposal must be submitted? Page 12 of the attached RFP states applicants must submit one original and "four (3) copies."

Answer #5 Please see revised language: “The Proposer must submit one (1) original, three (3) copies and one

(1) thumb drive that contain the Technical Proposal, … Question #6 I work for the City Utilities Department. I was wondering if this grant could be applied to a project within the

City where we are looking to stop tidal flooding in a low lying area. We are looking to install a permanent tidal barrier that would protect multiple homes and that later could be added to as sea level rises to continue to protect against tidal surge as it advances. However, the design alone would cost close to the $194,000.

The construction would not be completed by June 2023 but design could be completed by then. Would this grant allow for this type of application?

Answer #6 Yes, tidal barriers are considered hurricane mitigation. The period of performance is until June 30, 2023. The project cannot close until construction is complete. Sending a proposal to only cover project design is not adequate hurricane mitigation.

Question #7 Is this RFP limited to residential structures? If so, what is the definition of a residential structure?

Answer #7 No. Public buildings have been mitigated in previous projects. Residential Structures are considered as site-built single and multi-family homes.

Question #8 Can individual hospitals within our Division (15 total between Orange, Osceola, Seminole, and Lake

Counties) apply for multiple individual projects that may independently incur the maximum cost or does the Division (which uses a single Medicare license) only qualify for a total of $194,000 total to be split between projects at our different hospitals in the Division?

Answer #8 Eligible proposers are governmental entities, nonprofit organizations, and public and private educational institutions. See pages 4-5 for more information. Individual hospitals (if considered an eligible proposer) can apply. However, proposers cannot stack projects towards the same scope of work (SOW) to increase funding.

Question #9 For clarification, this grant program is specifically only for residential properties? I need mitigations to a fire station, will this program apply to governmental buildings?

Answer #9 This program applies for governmental buildings as well. Complete envelope is required. For a fire station, this includes (but is not limited to): bay doors, windows, doors, and roof.

Question #10 Is there an application form, or do proposers need to make their own document following the instructions in # 31, Presenting the Proposal?

Answer #10 There is not an application form. Each proposer must create their proposal.

Question #11 #30 in the RFP says “1 original, four (3) copies, and one thumb drive.” How many copies do we need?

Answer #11 Please see Answer #5.

Question #12 Is this for only residential buildings or can local cities utilize this for governmental buildings such as fire stations ?

Answer #12 Please see Answer #9.

Question #13 In the text on page 26, under Deliverables, it says that Deliverable 1 is due within 120 days of the contract execution date. In the table on page 29, it says the Deliverable 1 due date is no later than 45 days post contract execution.

Answer #13 Page 26 explains that the initial Property Information Sheet (PIS, Deliverable 3) is due within 120 days of contract execution. While Deliverable 1 does not have a specific due date, Deliverable 3 (which is derived from Deliverables 1 and 2) has a specific due date.

Question #14 I work for the St Johns Housing Partnership. The SJHP is an IRS 501(c)3 corporation.

I’m also our qualifying agent as a residential contractor.

What type of properties are eligible? Do they have to be homesteaded?

Answer #14 Eligible proposers are on pages 4-5 of RFP. Proposers MUST follow state and local procurement guidelines when bidding/procuring projects.

Question #15 The SJHP owns about 70 scattered site rental properties, most are east of I 95 and within a few miles of the ocean, none are on the barrier island. They are a mix of single family and small multi-family structures, some built back in the 40’s others less than 20 years old.

Would affordable rental properties be eligible for this program, whether single family homes or small multi-family?

Answer #15 Single and multi-family site-built homes are eligible properties, even if a rental. If a home is a rental, you must work with the homeowner, not the current tenant.

Projects MUST follow state and local procurement guidelines.

Question #16 Would we be able to do this work under my license as the contractor AND administer the program?

Answer #16 No.

Question #17 It is a reimbursement program, but is the reimbursement monthly or quarterly?

Answer #17 You may request reimbursement as often as needed. At a minimum, we request that you submit quarterly.

Question #18 Does our proposed project have to be approved and ranked by the County’s Local Mitigation Strategy (LMS)

Committee to be considered eligible?

Answer #18 No.

Question #19 Will we be considered ineligible if we have funds budgeted for the project already?

We have a shovel-ready project (hospital generator replacement and addition of a quick-connect switchboard and transfer switch) that we HAVE budgeted for, however with increasing construction costs, we will be pretty far (hundreds of thousands of dollars) over budget.

If awarded funding, we would use it to supplement what is already budgeted.

Answer #19 You can have additional funds budgeted for the project. However, the project in its entirety must be completed by June 30, 2023, not just the first $194,000.00 spent.