RFP FRRD.pdf

Creating Community ~ Talent, Oregon

REQUEST FOR QUALIFICATIONS

FOR THE PROVISION OF

Fire Recovery and Resiliency Management

Due Date: September 27, 2021

4 pm (PST)

Issued by

City of Talent c/o Rogue Valley Council of Governments

155 N 1st St, PO Box 3275

Central Point, OR 97502

September 13, 2021

City of Talent c/o

Rogue Valley Council of Governments 155 N 1st St, PO Box 3275 Central Point, OR 97502 Phone: (541) 664-6674

Fax: (541) 664-7927

REQUEST FOR QUALIFICATIONS

Director/Fire Recovery and Resiliency

The purpose of this Request for Qualifications (RFQ) is to obtain a qualified, competent independent contractor, individual or firm, interested in providing Director/Fire Recovery and Resiliency services to the

City of Talent (City) as detailed in Section 11 – Scope. The selected provider will report to the -City

Council. This request for qualifications requires previous experience in public sector administration, including experience facilitating the development of long-range plans for housing recovery, developing detailed housing and recovery timelines, coordinating with partner agencies to develop framework plans for the creation of municipal housing authorities, expanding disaster recovery funding opportunities and sourcing applicable Federal, State, and private foundation grants. The City intends to complete the evaluation of qualifications by October 5, 2021.

Proposers shall submit proposals, pursuant to the instructions of this solicitation, to City of Talent, c/o

Rogue Valley Council of Governments, Attn: Human Resources Manager, 155 N 1st St, PO Box 3275, Central Point, OR 97502, on or before:

September 29, 2021 – 4 pm (PST)

No public opening will occur. Late proposals will not be accepted and will be returned unopened to the proposer.

Questions and comments regarding this solicitation must be in writing by email to humanresources@rvcog.org or by first class mail to the address listed herein. This solicitation may be viewed at cityoftalent.org, the address above, or by contacting RVCOG at (541) 664-6674.

SECTION II – STATEMENT OF WORK

1. INTRODUCTION. The City of Talent is seeking a qualified independent contractor or consultant to provide professional services. Contractors are invited to demonstrate their experience and qualifications in performing work directly as detailed in this Request for Qualifications. This solicitation is issued pursuant to the State of Oregon’s Public Contracting Regulations.

2. PURPOSE. The City will evaluate the proposers and select an independent contractor to engage for the services described in Section 11 - Scope. The successful contractor will demonstrate, through their response to this solicitation, that they have the background, experience, and availability to successfully provide these services to the City Council. The proposers will be evaluated based on their background, history of performance, qualifications of personnel, understanding of the City’s service needs, the availability of staff, references, and fee structures.

3. INSTRUCTIONS AND CONDITIONS. Proposers must study carefully and conform to these

"Instructions and Conditions" so that their proposals will be regular, complete, and acceptable.

4. PROPOSALS. All proposals shall be typed and comply in all regards with the requirements of this solicitation. Incomplete or noncompliant proposals may be rejected as irregular. All proposals must be signed in the blank spaces provided herein. If the proposal is made by a firm or partnership, the name and address of the firm or partnership shall be shown, together with the names and addresses of the members. If the proposal is made by a corporation, it must be signed in the name of such corporation by an official who is authorized to bind the contract.

5. DELIVERY OF PROPOSALS. All proposals must be submitted in a sealed envelope bearing on the outside the name and address of the proposer, the name of the project for which the proposal is submitted and the time and date of the scheduled opening. If the proposal is forwarded by mail, the sealed envelope containing the proposal and marked as directed above, must be enclosed in another envelope addressed to

City of Talent, c/o Rogue Valley Council of Governments, Attn: Human Resources Manager, 155 N 1st St, PO Box 3275, Central Point, OR 97502. Due to the COVID-19 pandemic electronic proposals will be accepted. Complete electronic submittals can be submitted to Humanresources@rvcog.org. An email response will be provided to acknowledge receipt of submittal.

6. RECEIPT AND OPENING OF PROPOSALS. Proposals shall be submitted at or before the time fixed in the advertisement for proposals. Proposals received after the time so designated will be considered late proposals and will be returned unopened.

7. SOLICITATION CANCELLATION. Pursuant to OAR 137-048-0250, the City may cancel, delay, suspend a solicitation, or reject all proposals, if the City believes it is in the public interest to do so. In the event of any such cancellation, delay, suspension or rejection, the City is not liable to any proposer for any loss or expense caused by or resulting from any such cancellation, delay, suspension or rejection.

8. ADDENDA.

a. The City may amend this solicitation by written addenda. Proposers must provide written acknowledgement of receipt of all issued addenda on the space provided on the Proposer Certification

Form.

b. The City will post addenda on its website at cityoftalent.org.

c. It is the proposer’s responsibility to inquire about addenda.

d. Timelines and Extensions. Addenda will be issued within a reasonable time to allow prospective proposers to consider the addenda in preparing proposals. The City may extend the closing if the City determines prospective proposers need additional time to review and respond to addenda.

9. PROPOSAL COSTS. This RFQ does not commit the City to award, nor does it commit the City to pay any cost incurred in the submission of the proposal, or in making necessary studies or designs for the preparation thereof, nor procure or contract for services or supplies. Further, no reimbursable cost may be incurred in anticipation of a contract award.

10. COOPERATIVE PURCHASING STATEMENT. Pursuant to ORS 279A, other public agencies shall have the ability to purchase the awarded goods and services from the successful firm under terms and conditions of the resultant contract. Any such purchases shall be between the contractor and the participating public agency and shall not impact the contractor’s obligation to the City. Any estimated purchase volumes listed herein do not include other public agencies and the City makes no guarantee as to their participation. Any bidder, by written notification included with their solicitation response, may decline to extend the prices and terms of this solicitation to any and/or all other public agencies.

The City grants to any and all public serving governmental agencies, authorization to purchase equivalent services or products described herein at the same submitted unit bid price, but only with the consent of the company awarded the contract by the City.

11. SCOPE.

a. The City of Talent is seeking professional Fire Recovery and Resiliency Director Services. The awarded contractor will be responsible for:

i. Serves as advisor to the City Council specifically related to matters of fire recovery, rebuilding, and resiliency by:

1) Development of a long-range master plan that guides the City’s recovery from the

Alameda Fire;

2) Work in coordination with City Manager, Economic Development Director, Planning, Public Works, and Finance staff to facilitate the Council’s long-range vision for community rebuilding and adoption of fire recovery projects and goals;

3) Facilitate the development of long-range plans for housing recovery;

4) Develop detailed housing and recovery timelines;

5) Coordinate with partner agencies and City leadership to develop framework plans for the creation of municipal housing authorities;

6) Expand disaster recovery funding opportunities by researching applicable Federal, State, and private foundation grant availability;

7) Demonstrate successful and collaborative working relationships with stakeholders, partner agencies, Council, and City Manager;

ii. Providing Administrative Management services for the City:

1) Develop meeting agendas, staff reports, and meeting minutes;

iii. Regular attendance at evening City Council meetings and other meetings upon request.

iv. Other duties may be prescribed by the City Council.

b. A selected consultant for any project that exceeds $150,000 will receive, as a result of an issued RFP, an

AIA B151 Contract. A selected consultant for any project with an estimated value under $150,000 will receive a Personal Services Contract.

TIMELINE. Responses are due by September 29, 2021, at 4 pm (PST). The City intends to complete the evaluation of qualifications by October 5, 2021. Qualified contractors may be invited to interview with the

City Council on or after that date.

SECTION III - EVALUATION & SELECTION

1. INTRODUCTION. This section prescribes the mandatory submission format for submitting a proposal in response to this solicitation. The purpose of the submission format is to ensure uniformity of the information from each proposer and to aid in clear understanding and evaluation of each proposal.

2. PROPOSAL SUBMISSION FORMAT. A submitted proposal:

a. Hardcopy submittals shall include a signed ORIGINAL and EIGHT (8) complete copies of the proposal, as well as one electronic copy in PDF format. A single emailed PDF is acceptable due to the COVID pandemic.

b. Proposal shall be typewritten on 8-1/2” x 11” paper, double-sided and submitted in a three-ring binder; elaborate artwork, expensive paper or binders, and expensive visuals are not necessary.

Brochures or other promotional presentations beyond that sufficient to present a complete and effective proposal are not necessary.

c. Shall be limited to a page limit of 50 pages.

3. PROPOSAL CONTENT REQUIREMENTS. Proposers must provide a brief, but concise, response to each of the following criteria. Do not assume the City has any prior knowledge of the proposer.

Proposal response must be in the same order as presented below. The Proposer Certification form (see attachments) shall be completed and submitted as the cover page of the proposer’s response.

a. INDIVIDUAL/FIRM QUALIFICATIONS AND BACKGROUND. In responding to this RFQ, proposers must include:

i. The name of the individual(s) authorized to represent the proposer in negotiating and signing any contract that may result.

ii. A narrative discussing the brief history of the contractor and the types of services the contractor is qualified to perform.

iii. The qualifications of the contactor in performing the described work. This should include examples of related experience for similar services performed.

iv. Location of the main office, closest local office and contact information.

v. Any other information the proposer believes will help the City evaluate the proposer’s background.

vi. Proof of errors and omission and general liability insurance with a minimum coverage of

$3,000,000 per line of coverage.

b. MEMBER QUALIFICATIONS AND EXPERIENCE. In responding to this request for proposal, proposers must include:

i. The anticipated members of their firm who will be assigned to meet the City’s needs. The proposer shall identify individuals who will provide services to the City.

ii. A current resume of key personnel including their individual qualifications and experience.

iii. A list of the sub-contractors who may be retained and their roles.

iv. A description of key staff members, amount and type of resources, availability, and current workload.

c. SERVICE UNDERSTANDING AND FIRM AVAILABILITY. In responding to this request for proposal, proposers must:

i. Provide the City with information of their understanding of the City’s needs with regards to the scope and schedule of work.

ii. Demonstrate a general understanding of the principles and practices of fire recovery and resiliency, urban renewal, grant writing, FEMA, public contracting law, local budget law, and management of an RFP process.

iii. As part of this proposal, the proposer should address their firm’s availability to meet the City’s needs.

d. FEE STRUCTURE AND PRICING. In responding to this request for proposal, proposers must:

i. Provide a proposed fee structure for services provided. Included will be the contract hourly rate of key personnel and the contract hourly rate of support staff. A range of rates is not acceptable; rates must be listed specific to a staff name, title, or position.

ii. Identify any reimbursable and other expenses anticipated to be incurred in providing service.

iii. Provide a method for determining periodic cost increases and how those are calculated.

e. REFERENCES AND LETTERS OF RECOMMENDATION

i. Provide five (5) professional references, preferably local governmental agencies with, at the minimum, the following information:

1. Client name

2. Client address

3. Contact individual name and title

4. Contact phone

5. General description of the services provided to the client

f. ADDITIONAL DATA

i. Provide any additional data the proposer would like to include that the proposer feels is important that has not already been addressed.

4. PROPOSAL SELECTION AND EVALUATION PROCESS. The City Council will review, score and rank all written proposals submitted. Proposals will initially be evaluated in accordance with the following mandatory requirements:

1. Completed proposal submitted on time. Pass/Fail

2. Completed proposal total of 50 pages or less. Pass/Fail

3. Completed proposal includes five (5) references listed. Pass/Fail

4. Completed proposal includes proof of liability insurance. Pass/Fail

Only proposals successfully meeting all mandatory requirements will be scored.

The Council will score and rank the proposer(s) who best meet the City’s needs based upon its evaluation of a firm’s proposal. The City will then use these scores to name the apparent finalists (short list). Finalists will be those highest-ranked responsive proposals in accordance with the following elements:

5. SCORING ELEMENTS

Firm Qualifications and Background 25

Member Qualifications and Experience 25

Service Understanding and Firm Availability 25

Fee Structure and Pricing 15

References and Letters of Recommendation 10

TOTAL 100

6. INTERVIEW. At its sole discretion, the City may invite any proposer(s) to interview with City staff to clarify their proposals and to determine the overall suitability of a proposer as a finalist. If requested, attendance at such an interview is mandatory and failure to meet with the City within a reasonable time will be grounds for proposal rejection. Following the interview, the City will re-score the proposers that were interviewed.

7. FINALIST SELECTION. The City will select the proposer that, in the judgment of the City Council, offers the best overall value, benefit, convenience and service to the City.

Attachment A – Proposer’s Certification

PROPOSER’S CERTIFICATION

(Proposer)

(Physical address)

(City, state, zip)

1. The proposer certifies that he or she has read and understands all terms and conditions of this solicitation.

2. The proposer acknowledges that the person that signs this certification is fully authorized to sign on behalf of the proposer listed and to fully bind the proposer to all conditions and provisions thereof.

3. The proposer certifies that the proposer has complied or will comply with all requirements of local, state, and national laws, and that no legal requirement has been or will be violated in making or accepting this

RFQ.

4. The proposer, pursuant to ORS 279A.120 (1), (check one) is /is not a resident bidder.

If not, indicate state of residency .

5. The proposer certifies that it has not discriminated and will not discriminate, in violation of ORS

279A.110, against any minority, women, or emerging small business enterprise in obtaining any required subcontract.

6. The proposer agrees to comply with Oregon tax laws in accordance with ORS 305.385.

7. The proposer acknowledges receipt of the following addenda: (List by number and date appearing on addenda.)

Addendum Number Date Addendum Number Date

Respectfully submitted this day of , 20 .

Signature:

Name:

(Print/type)

Title:

Phone:

Fax:

Email Address: