SPECIFICATIONS BID2026-317 Disaster Recovery Administrative Services.pdf

Francis M. Gomez Frank J. Picozzi

Purchasing Agent Mayor

City of Warwick Purchasing Division

(Mailing Address)

3275 Post Road

Warwick, Rhode Island 02886

Tel (401) 738-2013

Fax (401) 737-2364

The following notice is to appear on the City of Warwick’s website Monday, September

15, 2025. The website address is http://www.warwickri.gov/bids.

CITY OF WARWICK

BIDS REQUESTED FOR

Bid2026-317 Disaster Recovery Administrative Services

Specifications

Specifications are available in the Purchasing Division, Warwick City Hall, Monday through Friday, 8:30 AM until 4:30 PM on or after Monday, September 15, 2025. If you received this document from our homepage or from a source other than the City of

Warwick Purchasing Division, please check with our office prior to submitting your bid to ensure that you have a complete package. The Purchasing Division cannot be responsible to provide addenda if we do not have you on record as a plan holder.

Submissions All bids should be submitted with one (1) original and two (2) copies in a sealed envelope

(total of three (3) copies), which should read: YOUR COMPANY NAME plainly marked on the exterior of the envelope as well as “Bid2026-317 Disaster Recovery Administrative

Services”. No bids will be accepted via Facsimile or email. Multiple bids by one supplier will be not be accepted and will be disqualified. All bids must be sealed. Sealed bids will be received by the Purchasing Division no later than 11:00 AM, Wednesday, October 1, 2025.

The bids will be opened publicly commencing at 11:00 AM on the same day at 65 Centerville

Road, Meeting Room 2.

Delivery

If delivering in person or sent by delivery service (FedEx/UPS/DHL etc.) use physical address

65 Centerville Road, Warwick, RI 02886, Suite D. If sent via United States Postal Service use mailing address 3275 Post Road Warwick, Rhode Island 02886.

Awards

Awards will be made on the basis of the lowest evaluated or responsive bid price.

http://www.warwickri.gov/

Questions

Please direct questions related to the bidding process, how to fill out forms, and how to submit a bid (Pages 1-8) to the Purchasing Division.

• Email: bids@warwickri.gov

• Phone: 401-738-2013

Please direct all questions related to the specifications outlined (beginning on page 9) to the issuing department’s subject matter expert:

• Name: Chief Peter McMichael

• Title: Fire Chief, WFD

• Phone: 401-468-4049

• Email: peter.k.mcmichael@warwickri.gov

Individuals requesting interpreter services for the hearing impaired must notify the

Purchasing Division at 401-738-2013 at least 48 hours in advance of the bid opening date.

Original Signature on file Francis M. Gomez

Purchasing Agent mailto:bids@warwickri.gov

PLEASE COMPLETE THIS PAGE & SUBMIT WITH YOUR BID

Acknowledgement of Addendum (if applicable)

Addendum Number Signature of Bidder

COMPANY NAME: _______________________________________

COMPANY ADDRESS: ____________________________________

COMPANY ADDRESS: ____________________________________

BIDDER'S SIGNATURE: __________________________________

BIDDER'S NAME (PRINT): ________________________________

TITLE: ___________________ TEL. NO.: ___________________

EMAIL ADDRESS: _______________________________________*

Email Address to send Purchase Orders: _______________________________

*Please include your email address. Future bids will be emailed, unless otherwise noted.

II. AWARD AND CONTRACT:

The CITY OF WARWICK, acting as duly authorized through its Purchasing

Agent/Finance Director/Mayor, accepts the above bid and hereby enters into a contract with the above party to pay the bid price upon completion of the project or receipt of the goods unless another payment schedule is contained in the specifications. All terms of the specifications, both substantive and procedural, are made terms of this contract.

DATE: ___________________________ ________________________________

Bid2026-317 Purchasing Agent

CERTIFICATION & WARRANT FORM*

This form must be completed and submitted with sealed bid.

Failure to do so will result in automatic rejection.

Any and all bids shall contain a certification and warrant that they comply with all relevant and pertinent statues, laws, ordinances and regulations, in particular, but not limited to Chapter 16-

Conflicts of Interest, of the Code of Ordinances of the City of Warwick. Any proven violation of this warranty and representation by a bidder at the time of the bid or during the course of the contract, included, but not limited to negligent acts, either directly or indirectly through agents and/or sub-contractors, shall render the bidder’s contract terminated and the bidder shall be required to reimburse the City for any and all costs incurred by the City, including reasonable attorney fees, to prosecute and/or enforce this provision.

Signature Date

Company Name

Address

Address

*This form cannot be altered*

NOTICE TO BIDDERS

Bid2026-317 Disaster Recovery Administrative Services

The IRS Form W-9 is available on www.warwickri.gov should be completed and submitted with the bid if the bidder falls under IRS requirements to file this form.

All bids should be written in ink or typed. If there is a correction with whiteout, the bidder should initial the change.

Any deviation from the specifications must be noted in writing and attached as part of the bid proposal. The bidder should indicate the item or part with the deviation and indicate how the bid will deviate from specifications.

Bids received prior to the time of the opening will be securely kept, unopened. No responsibility will be attached to an officer or person for the premature opening of a bid not properly addressed and identified.

The opening of bids will be in the order established by the posted agenda and the agenda will continue uninterrupted until completion.

Once an item has been reached and any bids on that item has been opened, no other bids on that item will be accepted and any such bid will be deemed late.

Negligence on the part of the bidder in preparing the proposal confers no rights for the withdrawal of the proposal after it is open.

The contractor will not discriminate against any employee or applicant for employment because of physical or mental handicap for any position for which the employee or applicant is qualified and that in the event of non-compliance the City may declare the contractor in breach and take any necessary legal recourse including termination or cancellation of the contract.

A bidder filing a bid thereby certifies that no officer, agent, or employee of the City has a pecuniary interest in the bid or has participated in contract negotiations on the part of the

City, that the bid is made in good faith without fraud, collusion, or connection of any kind with any other bidder for the same call for bids, and that the bidder is competing solely in his own behalf without connection with, or obligation to, any undisclosed person or firm.

All proposals submitted become the property of the City and will not be returned. If the company intends to submit confidential or proprietary information as part of the proposal, any limits on the use or distribution of that material should be clearly delineated in writing. This information should be submitted in a sealed envelope, clearly labeled confidential and where it should be submitted in the response. Please be advised of the

Freedom of Information Act as it may pertain to your submittal.

For a bid to be awarded to a corporation, limited liability company or other legal entity, prior to commencing work under the awarded bid, that corporation, company or legal entity may be required to provide to the Purchasing Agent a Certificate of Good

Standing dated no more than thirty (30) days prior to the date upon which the bid approval was made.

If required, the successful bidder will provide Certificate of Good Standing within ten

(10) calendar days after notification or the City reserves the right to rescind said award.

Prices to be held firm for three (3) years, December 14, 2025 through December 13, 2028. Term contracts may be extended for one (1) additional term upon mutual agreement unless otherwise stated.

The City is exempt from the payment of the Rhode Island Sales Tax under the 1956

General Laws of the State of Rhode Island, 44-18-30, Paragraph I, as amended.

The Purchasing Agent reserves the right to reject any and all bids, to waive any minor deviations or informalities in the bids received, and to accept the bid deemed most favorable to the interest of the City.

The City reserves the right to terminate the contract or any part of the contract in the best interests of the City, upon 30-day notice to the contractor. The City will incur no liability for materials or services not yet ordered if it terminates in the best interests of the City. If the City terminates in the interests of the City after an order for materials or services has been placed, the contractor will be entitled to compensation upon submission of invoices and proper proof of claim, in that proportion which its services and products were satisfactorily rendered or provided, as well as expenses necessarily incurred in the performance of work up to time of termination.

No extra charges for delivery, handling or other services will be honored. All claims for damage in transit will be the responsibility of the successful bidder. Deliveries must be made during normal working hours unless otherwise agreed upon.

All costs directly or indirectly related to the preparation of a response to this solicitation, or any presentation or communication to supplement and/or clarify any response to this solicitation which may be required or requested by the City of Warwick will be the sole responsibility of and will be borne by the respondent.

If the respondent is awarded a contract in accordance with this solicitation and fails or refuses to satisfy fully all of the respondents’ obligations thereunder, the City of

Warwick will be entitled to recover from the respondent any losses, damages or costs incurred by the City as a result of such failure or refusal.

The City reserves the right to award in part or full and to increase or decrease quantities in the best interest of the City.

Any quantity reference in the bid specifications are estimates only, and do not represent a commitment on the part of the City of Warwick to any level of billing activity. It is understood and agreed that the agreement will cover the actual quantities ordered during the contract period.

The City reserves the right to rescind award for non-compliance to bid specifications.

The successful bidder must adhere to all City, State and Federal Laws, where applicable.

The City of Warwick, in addition to soliciting bids in response to this bid, may consult, consider, and make an award for any and all open bid offers for a comparable unit as sought herein at the following websites:

RI State MPA: https://www.ridop.ri.gov/contract-portal/

NASPO: https://www.naspo.org/

MHEC (Massachusetts Higher Education Consortium): https://www.mhec.net/

SOURCEWELL: https://www.sourcewell-mn.gov/

OMNIA OPUS: https://www.omniapartners.com/

GBPC: MAPC (Greater Boston Police Council Collective Purchasing Programs) https://gbpc.org/collective-purchasing/ https://www.ridop.ri.gov/contract-portal/ https://www.naspo.org/ https://www.mhec.net/ https://www.sourcewell-mn.gov/ https://www.omniapartners.com/ https://gbpc.org/collective-purchasing/

PLEASE COMPLETE THIS PAGE AND SUBMIT WITH YOUR BID

PRICING MAY NOT BE CONFIDENTIAL

BID AND CONTRACT FORM

TITLE OF SPECIFICATION: BID2026-317 Disaster Recovery Administrative Services

I. BID:

WHEREAS, the CITY OF WARWICK has duly asked for bids for performance of services and/or supply of goods in accordance with the above-indicated specifications.

The person or entity does irrevocably offer to perform the services and/or furnish the goods in accordance with the specifications, which are hereby incorporated by reference in exchange for the bid price.

This offer will remain open and irrevocable until the CITY OF WARWICK has accepted this bid or another bid on the specifications or abandoned the project.

The bidder agrees that acceptance by the CITY OF WARWICK will transform the bid into a contract. This bid and contract will be secured by Bonds, if required by the specifications.

*Pricing sheet as follows*

MANDATORY:

Please fill in vendor name on each page.

Pricing sheets are scanned in for accuracy.

City of Warwick

Request for Proposals

BID 2026-317 DISASTER RECOVERY ADMINISTRATIVE SERVICES

The City of Warwick is seeking proposals or Disaster Recovery Administrative Services, in accordance with the following specifications.

All prices will remain in effect three (3) years from date of award with the option of an additional one (1) year term.

1. PROPOSAL FORMAT

Submitters must respond in the format delineated below.

The following information shall be tabbed to identify the required information. Failure to submit this information will render your proposal non-responsive.

1.1 QUALIFICATIONS OF THE FIRM

The Respondent shall provide a narrative of the firm’s qualities and capabilities that demonstrates how the firm will work with the City to fulfill the requirements of this

Project. Describe the firm’s methods of providing the Disaster Recovery

Administrative Services outlined within the Scope of Work. Only past experience as the prime contractor with local governments will be considered. Firm qualifications must include, at minimum, the following:

1.1.1 Relevant Experience - Recent experience demonstrating current capacity and expertise in assisting local governments in obtaining reimbursement from state and federal agencies following disaster events.

1.1.2 Past performance on Similar Projects – Provide at least three references for which the firm has performed disaster grant management and administrative services as prime contractor that are similar to the requirements in the Scope of Services.

Provide the reference contact name, address, e-mail address, telephone numbers and date of the contract.

1.1.3 Project Approach – Describe the approach and methodology it will use to accomplish the work herein. The project approach shall include information on schedule and availability where applicable.

1.2 QUALIFICATIONS OF STAFF

Describe the composition and structure of the firm and include the names of persons with an interest in the firm. Key project staff must be full-time employees of the proposing firm and have experience, working for the Proposer, in the requirements described within the Scope of Work.

Key Staff – The Respondent shall include a list of the proposed staff that will perform the work required if awarded this contract and a summary of staff qualifications. Provide resume representative of staff likely to be assigned to this project. An organizational chart and management plan should be included in this section. The Respondent shall also include minimum qualifications for each class of employee of the project team and identify his or her role on the team. Include in this section the location of the main office and the location of the office proposed to work on this project.

1.3 TECHNICAL APPROACH

Provide a description of the submitter’s approach to the project, to include startup procedures or requirements.

1.4 COST PROPOSAL

Each submitter must complete and submit the Cost Proposal Form/Fee Schedule included herein. The Cost Proposal will be evaluated on the hourly rates submitted on the cost proposal form for the labor positions listed. All non-labor costs will be billed to the City at cost without markup.

2.0 SELECTION CRITERIA

The following weighted criteria will be utilized to select the consultant awarded this contract.

Criterion Points

Firm Scope and Capacity

Firm Qualifications on Similar Projects including references.

Health care experience preferred

Staff Qualifications and Experience including demonstration of knowledge of FEMA regulations and procedures

Project Understanding and Approach

Knowledge of and Past Work Experience for the State and local resources

Cost Proposal

TOTAL

3.0 SCOPE OF SERVICES

3.1 BACKGROUND

In the aftermath of a major disaster, the City seeks to protect its interests by securing the services of a qualified disaster recovery consultant as outlined in the following scope of work. The City recognizes that its facilities or operations are damaged and disrupted by a major disaster and its existing employees and systems need assistance with necessary disaster response and recovery work. In order to ensure a rapid recovery and post disaster redevelopment process, the City will require the services of qualified, experienced professionals to manage state and federal grant management processes.

3.2 SCOPE OF WORK

The contractor will provide experienced personnel and resources to complete the following activities:

3.2.1 Applicants Briefing and Kick-Off Meeting. Attend meetings with the

State/Federal agencies including applicant briefings, kick-off meetings and project specific discussions.

3.2.2 Technical Assistance. Provide general financial management advice and assistance including but not limited to:

• Develop and support the ongoing activity of a disaster recovery team to manage the FEMA Public Assistance process;

• Provide advice as to the disaster recovery team as appropriate and participate in meetings;

• Provide advice as to the eligibility of facilities, work, and costs and develop justifications for presentation to the State of Rhode Island and

FEMA with regard to any issues which may arise; and

• Briefing purchasing, contracting and department personnel on requisite/purchasing procedures and documentation.

3.2.3 Correspondence. Prepare correspondence to the State of Rhode Island, FEMA and other agencies on behalf of the City as necessary; Prepare a program management plan; Prepare periodic reports to the City as to the status of grant management progress and participate in all status meetings.

3.2.4 Inspection/Damage Assessment. Inspect disaster related damage to eligible facilities, identity eligible emergency and permanent work (Categories 3.1.1 through 3.1.7) and review records of emergency expenses incurred by the City.

3.2.5 Document. Ensure all eligible damages have been quantified and presented to

Federal Inspectors/Project Officers.

3.2.6 Financial Tracking. Categorize record, track and file costs on approved forms in the support of the financial reimbursement process. Communicate with City

Departments on a daily basis and maintain an up-to-date database of eligible labor, equipment, and materials costs as reported on Event Activity Tracking

Forms to prepare daily reports to City management.

3.2.7 Financial Management. Assistance in requesting Immediate Needs Funding or

Grants Based on Estimates; Development and tracking of plans for Cash flow management and disbursements by State/FEMA; Insurance evaluation, documentation adjusting and settlement services; Tracking project progress, expenditures, reimbursement requests and receipts.

3.2.8 Project Worksheet. Prepare Project Worksheets for Categories 3.2.1 through

3.2.7 for review by FEMA and the State ensuring that the scope of work is accurate and comprehensive, estimates are accurate, expenses are eligible and documented, and that projects are categorized as small or large in a manner that ensures prompt and sufficient reimbursement to the City; Attend all meetings with the City, State and FEMA (and/or other Federal agencies) to negotiate individual

Project Worksheets as needed.

3.2.9 Repair and Restoration. Review the scope or work and bidding procedures of proposed damage repair/reconstruction work for compliance with FEMA requirements.

3.2.10 Documentation. Support departments with organizing reimbursable expenses.

Review, maintain and ensure accuracy of documentation prepared by City departments.

3.2.11 Reporting. Compile and summarize in FEMA approved format, Categories 3.1.1 through 3.1.7 costs for presentation to FEMA and the State and inclusion in project worksheets.

3.2.12 Provide assistance to departments having difficulty with their claims.

3.2.13 Ensure the City meets all deadlines imposed by FEMA and/or the State for documentation, appeals, completion of work, etc.

3.2.14 Appeal. If the City disagrees with any FEMA determinations, make all reasonable efforts to resolve any such dispute and/or strategize and write appeals;

Provide full qualified counsel to the City in support of any legal action required as the result of an appeal.

3.2.15 Closeout. Preparation of closeout packages including final funding reconciliation, copies of required permits, exemptions or waivers, bid documents, change orders, improved project filings, compliance monitoring, and other documents required or useful for grant closeout review. Prepare all documentation for, and represent the

City in, all project closeout activities, Participate in exit conferences with the

City, State, and FEMA.

3.2.16 Audit. Upon completion of all projects and drawn down reimbursement for all eligible costs, finalize preparations for State and FEMA final inspections and audits.

3.2.17 FEMA 404 and 406 Hazard Mitigation Services: Assist in identifying, developing and evaluating opportunities for hazard mitigation projects (Section

404 and 406). Develop hazard mitigation proposals, cost benefit analysis (BCA).

Prepare other hazard mitigation services related to Hazard Mitigation Grant

Program, Pre-Disaster Mitigation, and other mitigation programs.

3.2.18 HUD Community Development Block Grant Disaster Recovery (CDBG-DR)

Support Services: Provide knowledge, experience, and technical competence in the planning, administration, and implementation of eligible CDBG activities as identified at 24 CFR 570 and modified or waived under Federal Register allocation of the CDBG-DR funds. Conduct unmet needs assessment – particularly housing, infrastructure, and economy. Provide other HUD related technical assistance and consulting services as needed.

3.2.19 Other Grant Management Assistance: Provide the other state and federal grant management services as needed. Assist the City with the management and administration of other federal grant management programs not identified above.

PRICING SHEET MAY NOT BE CONFIDENTIAL

VENDOR NAME: _____________________________________________________________

BID 2026-317 Disaster Recovery Administrative Services

Item

Description Hourly Rates

YEAR 1

Hourly Rates

YEAR 2

Hourly Rates

YEAR 3

1 Project Executive

2 Project Manager

3 Senior Damage Assessment Estimator

4 Damage Assessment Estimator

5 Senior Grant Management Specialist

6 Grant Management Specialist

7 Senior Engineer/Planner/Analyst

8 Engineer/Planner/Analyst

9 Administrative Assistant

OTHER REQUIRED POSITIONS

Submitter may include other positions, with hourly rates and attach a job description for each position.

Item

Description Hourly Rates

YEAR 1

Hourly Rates

YEAR 2

Hourly Rates

YEAR 3