Vendor-P25-02 Disaster Recovery Services.docx

REQUEST FOR PROPOSAL (RFP)

RFP #P25-02

Disaster Recovery Services

RFP SUMMARY:

to enter into an emergency-use zero-dollar “stand-by” contract with one (1) or more Consultant(s) who will, as needed, provide a wide range of disaster management, mitigation, and recovery professional services.

QUESTION DEADLINE: May 16, 2025 May 16, 2025 @ 10:00 a.m. (MT) or (Colorado Time) All questions regarding this solicitation must be emailed to the Contact Person identified below. If you do not receive a confirmation email of receipt, please call the Contact Person to verify receipt of your questions. No questions will be accepted after the date and time referenced above. All questions received will be answered via Addendum only.

DEADLINE FOR SUBMITTALS: 2025-06-02 June 02, 2025 @ 2:00 p.m. (MT) or (Colorado Time) The Board of Larimer County Commissioners will only be accepting proposals electronically submitted via the Rocky Mountain E-Purchasing System (BidNet, BidNet Direct) portal, up to the date and time referenced above, at which time they will be recorded, but not publicly opened on behalf of the Office of Emergency Management Department.

BIDNET PORTAL / RFQ OFFICIAL WEBSITE:

To submit your proposal and view official solicitation documents and addenda only available on the BidNet portal, use the following link: https://www.bidnetdirect.com/colorado/larimer-county/

CONTACT PERSON:

Purchasing Agent Les Brown, brownxld@co.larimer.co.us, 970-498-5954

NOTE: Unauthorized contact with a County employee other than the Contact Person listed above or Purchasing Manager regarding this RFP may result in disqualification of your Proposal.

1. GENERAL INSTRUCTIONS FOR PROPOSERS:

1.1 Cooperative Use

Other governmental entities may piggyback on the award of this solicitation, assuming the award vendor is amenable, and should contact Larimer County Purchasing for any necessary procurement documents. The entity will deal directly with the award vendor concerning the placement of Purchase Orders, freight charges, contracting and disputes, invoicing, and payment. Larimer County will not be held liable or responsible for any liability, claims, costs, damages, demands, actions, losses, judgments or expenses incurred by the vendor or any government entity relating to such use.

1.2 Equal Opportunity Employer (EEO) / Disadvantaged Business Opportunities:

Larimer County, in accordance with Federal and State laws, is an Equal Opportunity Employer and does not discriminate. Larimer County strongly encourages the use of small and minority firms, women's business enterprises, and labor surplus area firm services.

Larimer County hereby notifies all Proposers they will be afforded full and fair opportunity to submit a Proposal in response to this RFP and they will not be discriminated against on the basis of age 40 and over, race, sex (including pregnancy), color, religion, national origin, disability, genetic information, sexual orientation, gender identity, gender expression, military or veteran status, or any other applicable status protected by Federal, State, or local law in consideration for award.

1.3 Payment:

Payment for work performed or goods sold to Larimer County can be expected within 30 days after receipt of the invoice and satisfactory acceptance by the Department receiving the service or goods (unless otherwise stated and agreed to by County).

1.4 Proposal Consideration:

Larimer County reserves the right to reject any and or all proposals, to further negotiate with any and/or all qualified proposers and to waive informalities and irregularities in proposals received, and to accept any portion of the proposal if deemed to be in the best interest of Larimer County to do so. If, in the sole judgment of the Board of County Commissioners, the proposals are substantially equal, the Board may grant the contract to companies located in Larimer County, however this is not applicable in the case that Federal funds are used.

1.5 Proposal Preparation:

Proposers will not be compensated for generating, producing, or duplicating any proposal materials associated with this RFP. Proposals must be furnished exclusive of any Federal, State, or Local taxes; Larimer County is tax exempt.

1.6 Proposal Submission:

Proposers must be registered with BidNet in order to submit a proposal; registration is free. Larimer County strongly recommends proposers register well in advance of the submittal deadline to ensure they have adequate time to upload and submit their proposal.

It is the sole responsibility of the Proposer to ensure all required Proposal documents are submitted through BidNet by the submission deadline. Proposals will be time-stamped by BidNet upon receipt; BidNet does not allow for uploading or submitting Proposal documents after the Proposal submittals deadline has passed, so allow adequate time to upload and submit your Proposal prior to the deadline. Larimer County will not accept uploads that are “saved” but not “submitted”. To verify that a Proposal has been submitted successfully, Proposers may contact BidNet Support, or verify, via the Proposal Management tab in the Proposer’s account, that the documents are not in “Draft” status.

Proposers are required to submit one (1) Original proposal. All parts of the proposal should be combined and submitted as one (1) single .pdf file; proposals comprised of multiple separate files are not acceptable and your proposal may be rejected.

By submitting a proposal, the proposer agrees they may not rescind their proposal on or after the closing date and time identified in the RFP or as modified by addendum. No delivery will become due or be accepted until an agreement has been completed either in the form of a formal executed contract, or a purchase order issued by the Purchasing Manager of Larimer County. Prices and terms will remain in effect until a contract has been executed.

1.7 Public Records:

Proposers may choose to also provide one (1) redacted .pdf proposal (as one single file), excluding any information that is not subject to disclosure under the Colorado Open Records Act (“CORA”), such as trade secrets, privileged information and confidential commercial, financial, geological or geophysical data exempt from public disclosure under C.R.S. §§ 24-72-204(3)(a)(IV). Statements that the entire proposal is confidential will not be honored. After the Notice of Award has been issued, all information submitted in response to this request for proposal (RFP) may be publicly disclosed if required under the CORA. If provided, the redacted electronic copy will be used to satisfy CORA requests. Proposers that do not provide a redacted electronic copy will have their non-redacted electronic copy used to satisfy CORA requests. Larimer County will endeavor to keep the non-redacted proposal, separate and apart from the redacted proposal subject to the provisions of CORA or Order of Court.

1.8 Reasonable Accommodations:

Per the Americans with Disabilities Act (ADA), Larimer County will provide reasonable accommodation to qualified individuals with a disability who need assistance. Services can be arranged with at least seven (7) business days’ notice. Please email the Contact Person listed on the page 1 or call Relay Colorado 711. “Walk-in” requests for auxiliary aids and services will be honored to the extent possible but may be unavailable if advance notice is not provided.

1.9 Regulatory and Legal Compliance Requirements:

No vendor awarded a solicitation will be federally debarred. Such debarment will be checked through the System for Award Management, at www.sam.gov.

All businesses, organizations, and individuals contracting with Larimer County must comply with Title II of the Americans with Disabilities Act of 1990, as amended. For more information on these requirements and to read the full Title II text, please go to the following web page: https://www.ada.gov/ada_title_II.htm.

When using Federal Funds and to the extent consistent with law, Larimer County prefers to purchase, acquire, or use of goods, products, or materials produced in the United States (including but not limited to iron, aluminum, steel, cement, and other manufactured products). See § 200.322 Domestic preferences for procurements for additional information.

Per 2 CFR 200.323, Procurement of Recovered Materials: Larimer County and its contractors must comply with section 6002 of the Solid Waste Disposal Act, as amended by the Resource Conservation and Recovery Act. The requirements of Section 6002 include procuring only items/goods, designated in guidelines of the Environmental Protection Agency (EPA) (reference M) that contain the highest percentage of recovered materials practicable, consistent with maintaining a satisfactory level of competition, where the purchase price of the item exceeds $10,000 or the value of the quantity acquired (across the County) during the preceding fiscal year exceeded $10,000. These items fall into the following categories: paper and paper products, vehicular products, construction products, transportation products, park and recreation products, landscaping products, non-paper office products, and miscellaneous products.

The Proposer certifies that by submitting an offer, neither the contractor nor subcontractors, the organization nor its principals are suspended or debarred or otherwise excluded from procurement by the Federal government and do not appear on the Excluded Parties List System (EPLS) maintained by the General Services Administration (GSA).

2. PROJECT OVERVIEW:

To enter into an emergency-use zero-dollar “stand-by” contract with one (1) or more Consultant(s) who will, as needed, provide a wide range of disaster management, mitigation, and recovery professional services.

3. QUALIFICATIONS:

Qualifications, at a minimum, include the following minimum (pass/fail) items. Proposals are to clearly document (with dates/details) explicitly how these qualifications have been met; proposals that do not meet this requirement will be deemed NONRESPONSIVE and rejected.

1. Consultant shall have the manpower, experience, and financial stability to complete the scope of work.

2. Consultant personnel shall have experience with related functions in support of disaster damage assessment, community needs assessments, and assistance programs of FEMA, HUD, FHWA, USDA, and other federal programs.

3. It is preferred that the Consultant personnel have comprehensive knowledge of Long-Term Community Recovery Planning, Unmet Needs Assessments and experience working with FEMA Public Assistance Staff following a Presidentially-Declared Major Disaster.

4. SCOPE OF WORK:

The Consultant will meet all of the County’s needs including, but not limited to, the following:

1. Federal Grant Assistance: Services will consist of providing individuals with working knowledge of hazard analysis and recovery, Federal funding programs (FEMA, NRCS, HUD, etc.), roads and bridges, utility infrastructure, debris removal and disposal, environmental and historic compliance, insurance, and cost estimating. FEMA, NRCS or other federal agencies may fund mitigation measures to protect public or private property, as long as they are in compliance with the program's guidelines. Services may include project management, technical expertise, grants management, and community coordination in the completion of these projects.

1.1. Federal Emergency Management Agency defines hazard mitigation as an action intended to reduce repetitive losses from future natural disasters. In this context, "repetitive" refers to similar types of losses caused by a recurring natural hazard. The term "losses" refers to expenditures for the repair or replacement of public and private property, and for the relief of personal loss or other hardship.

2. Debris Monitoring - Debris Monitors must meet the minimum requirements for the respective designation. The monitors must have experience and expertise in debris operations and eligibility for both the Public Assistance (PA) and/or Emergency Response (ER) programs.

3. Development/Revision of Plans - The Consultant may be responsible for the revision of existing plans, policies, and procedures or the development of new policies, plans or procedures directly or indirectly related to all phases of Emergency Management under the direction of the Director of Emergency Management.

4. Documentation and Reporting - The Consultant is responsible for providing and gathering supporting documentation for state/federal projects and completing documentation required in receiving reimbursement. Such responsibility includes, but is not limited to, application assistance, project worksheet development, processing Requests for Reimbursement, preparing Summaries of Documentation, preparing quarterly reports, performing Small Project Validation, assisting with Hazard Mitigation process requirements, providing a Closeout Project Worksheet (PW), preparing a Request for Final Inspection, and tracking and compiling Direct Administrative Costs (DAC) for reimbursement.

5. Conducting Exercises - The Consultant should be able to coordinate the participation of individuals and groups in tabletop, functional and full-scale exercises as directed by the Office of Emergency Management. The Consultant may provide important training and education for prevention, preparedness, vulnerability reduction, response, and recovery capabilities. The Consultant will assess the exercise performance and provide professional evaluation through the After-Action Report / Improvement Report.

6. Program Management and Administrative Services - Assist the County’s staff with project management and administrative services. These activities may include, but are not limited to: project development, consultant selection process, administration of contracts, constructability reviews, construction services assistance, project bid support, construction administration assistance, construction tracking and program monitoring, field inspections, and close out.

5. INSURANCE:

BEFORE submitting your company proposal, confirm with your insurance carrier that your company can meet the insurance requirements published in the solicitation. Your company insurance coverages should be correctly noted in the most current EOC. NOTE: All Larimer County contracts require that the Award Vendor possess appropriate insurance at all times during the contract; these coverages are purchased at the company's expense. The County’s insurance requirements may necessitate a company adding or increasing coverage/limits, and those changes may impact pricing for the proposed project. These costs must be included in your pricing at the time of submission and will not be permitted to be added later.

5a. INSURANCE REQUIREMENTS:

Prior to commencement of any work, contractor/vendor shall provide a Certificate of Insurance issued to Larimer County, 200 West Oak St., Suite 4000, Fort Collins, Colorado 80521 as the Certificate Holder. The insurance required herein shall be procured and maintained in full force and effect for the duration of the Contract or Agreement and shall be written for not less than the following amounts, or greater if required by law. Such certificate shall be delivered to InsuranceCert@larimer.org.

1. Workers' Compensation and Employers' Liability

1.3. Waiver of Subrogation in favor of Larimer County

1.4. If the contractor/vendor is not required to carry Workers’ Compensation coverage per Colorado Workers’ Compensation Act 8-40-202(2)(b) a signed Workers’ Compensation waiver must be provided.

2. General Liability on an Occurrence Form with minimum limits as follows:

3. Per Occurrence Limit 1,000,000

4. General Aggregate Limit $2,000,000

5. Contractor/Vendor agrees that the insurance afforded the County is primary non-contributory.

6. Automobile Liability Insurance including coverage for all owned, non-owned, & hired autos. Limits to be as follows:

6.1. Bodily Injury & Property Damage Combined Single Limit $1,000,000

6.2. Lower limits may be accepted if automobiles are not used for transport in relation to goods/service provided as outlined in agreement (i.e. only commuting to job site).

7. Professional Liability/Errors & Omissions $1,000,000

8. Minimum required limits set forth herein may be met by utilizing a combination of excess/umbrella policies in conjunction with primary insurance policies if necessary.

9. General Liability and Automobile Liability insurance policies shall include Larimer County and its elected and appointed officials and employees as additional insureds as their interests may appear.

10. The County reserves the right to reject any insurer it deems not financially acceptable by insurance industry standards. Insurance Companies shall be licensed to do business in the State of Colorado and shall have an AM Best rating of not less than A- VII.

11. Notice of Cancellation: Each insurance policy required by the insurance provision of this Contract or Agreement shall provide the required coverage and shall not be suspended, voided, or canceled. Should any of the required policies be canceled before the expiration date, notice shall be delivered to Larimer County, 200 West Oak St. Suite 4000, Fort Collins, CO 80521 or InsuranceCert@larimer.org.

12. Subcontractors: If subcontractors are used by contractor/vendor in the performance of contracted services, all subcontractors are required to carry insurance coverage consistent with the limits as listed in this document and the subcontractor must include Larimer County an additional insured as described in section VII.

ANY DEVIATIONS FROM THE STANDARDS GIVEN ABOVE MUST BE APPROVED BY THE LARIMER COUNTY RISK MANAGEMENT DIVISION.

Proof of Auto Liability and Workers’ Compensation insurance is waived if goods/products are not delivered to a County facility (delivery is made to roadway or private staging area), or they are delivered by a common carrier (i.e., private shipper or freight forwarder, etc.).

6. EVALUATION CRITERIA:

Proposal submittals will be individually and independently evaluated and scored by each Evaluation Committee Member. The criteria below will be the basis for review of the written proposals. The rating scale will be for available points; receiving the maximum points available per criteria would be considered an outstanding rating.

Maximum Possible Points = 100

7. AWARD AND AGREEMENT:

A formal agreement will be awarded to the vendor with the most responsible, responsive, reasonable proposal, deemed the best value, best fit, and most advantageous to Larimer County. To assist in the decision for award: interviews may be held, background checks may be performed, references may be contacted, and other inquiries may be taken to determine the abilities of the Consultant.

A Sample of Larimer County’s “Professional Services Agreement” is included with this Request for Proposal as Attachment A - Professional Services Agreement. Any exceptions or requested additions to the attached agreement must be stated and submitted with your Proposal; these requests will not be accepted after the Proposal has closed. The County makes no guarantee of any changes or concessions but will review and consider all requests submitted. The contract’s Exhibit D, CONTRACT PROVISIONS FOR NON-FEDERAL ENTITY CONTRACTS UNDER FEDERAL AWARDS, may not be changed and will be part of the contract. These provisions must be present in any sub-contractor agreement for work performed on this project.

The term of the agreement will be for one (1) year. The County, at its sole option, may offer to extend this Contract for up to four (4) additional one-year terms. The extension option may be exercised providing satisfactory service is given, and must be mutually agreed upon in writing, by and between the County and the Award Vendor.

Upon Notice of Award, the Award Vendor will be required to submit a valid Certificate of Insurance (COI) that meets, at a minimum, the Insurance Requirements published in the solicitation (see example COI below). This valid COI must be received by Larimer County within 10 calendar days of the Notice of Award and must include Larimer County listed as Additional Insured and Certificate Holder. Work may begin after the COI has been approved by Risk Management.

8. PROPOSAL SUBMITTAL REQUIREMENTS:

Following submission directions detailed starting on page two (2) of this solicitation, submit only the two (2) files identified below:

· 1 - ORIGINAL proposal - Addressing all of the items provided below.

· 1 - REDACTED proposal - This version will be used to satisfy public records requests. This redacted file may be the same as the original proposal if your original proposal contains nothing that is confidential.

Vendor’s Original Proposal is to be no more than 100 pages; any pages exceeding the page count will be deleted and will not be evaluated (e.g. page 101 through the end of your proposal will be deleted with no review of content), with no font less than 10pt.

Incomplete proposals, proposals that do not adhere to the maximum page, or proposals that do not address each of the following items in the order as outlined below may be rejected.

1. Signed Signature Page (page 11)

2. Byrd Anti-Lobbying Amendment Certification (located below)

3. Table of Contents

4. Colorado Constitution Article XI, §1 and §2 prohibit the County from pledging credit, providing aid, and accepting debt/liability of another. Because of this, the County is unlikely to accept a Limitation of Liability provision in the final agreement. Please indicate in your response if you require a Limitation of Liability provision.

5. The County anticipates that the selected vendor will sign the County’s “Professional Services Agreement” which is included as Attachment A. In this section, you must specifically address any issues with the agreement and propose solutions.

6. Explicitly describe/explain how your firm meets or exceeds the QUALIFICATIONS stated earlier in this RFP. Be specific with details, as the minimum qualifications are a pass/fail and proposals that do not meet these qualifications will be deemed NONRESPONSIVE and rejected.

6.1. Consultant shall have the manpower, experience, and financial stability to complete the scope of work.

6.2. Consultant personnel shall have experience with related functions in support of disaster damage assessment, community needs assessments, and assistance programs of FEMA, HUD, FHWA, USDA, and other federal programs.

6.3. It is preferred that the Consultant personnel have comprehensive knowledge of Long-Term Community Recovery Planning, Unmet Needs Assessments and experience working with FEMA Public Assistance Staff following a Presidentially-Declared Major Disaster.

7. Cover Letter Provide one-page cover letter that expresses the firm’s interest in the project and identifies the primary contact person for the firm, including title, mailing address, office phone number, cell phone number and email address.

8. General Information Provide the name of the firm, date established, state incorporated, office location(s), previous names the firm has used in the last ten (10) years, area(s) where most of the firm’s work occurs, key leadership and staff, and a general description of the firm and its history. Do you have an office location close to Larimer County? If not, thoroughly explain what will be your capacity to respond to County needs?

9. Project Team Describe the Consultant’s team for this project. Please include, at a minimum, resume information for each member of the project team. The primary contact for the Consultant should be clearly defined. For each team member, please include the following:

9.1. Role the individual provides for the firm.

9.2. Detailed biographical information on the individuals who will provide project services

9.2.1. Information on staff qualifications should include education, training, technical and project experience, names and points of contact of prior employers and dates of employment, relevant and related experience, job descriptions on current and prior projects, years with the firm, and any applicable certifications.

9.2.2. Include a list of knowledge, skills, and abilities of the individual which qualifies that individual for the assigned position that individual will hold.

9.3. Specifically describe experience with the proposed project team .

10. Approach Explain how your firm would approach all services required under the Scope of Work. Specifically address the following:

10.1. Project preparation

10.2. Operational execution

10.3. Federal requirements (FEMA, HUD, USFS) and record keeping

10.4. Records Retention

11. Other Include any other pertinent information that may be used by the County to evaluate the Consultant’s proposal.

12. Relevant Project Experience and References Submit a list of at least four (4) projects/references from the past five (5) years that had a similar scope and include the date of these projects. Include relevant information about each project that applies to the experience of your firm relative to this request for proposals. Specific items to emphasize in the proposal include, but are not limited to:

12.1. Brief description of the project and work performed.

12.2. Participation by key staff proposed for this project and what their roles were.

12.3. Owner reference name, address, email address, and cell phone number.

13. Fee Proposal (located below) Complete and submit the Fee Rate Schedule.

14. Provide a copy of your Evidence of Coverage Certificate (EOC) or Certificate of Insurance (COI) that most closely reflects the insurance requirements described in this solicitation.

14.1. Provide statements to answer the following questions:

14.1.1. Does coverage meet minimum project requirements?

14.1.2. Can this coverage be extended for work on this project?

14.1.3. Can coverage be increased?

14.1.4. Can the County be listed as an additional insured?

Solicitation Package Solicitation Package

Fee Rate Schedule

BYRD ANTI-LOBBYING AMENDMENT CERTIFICATION

P25-02 Disaster Recovery Services (To be submitted with each bid or offer exceeding $100,000)

The undersigned, [Company] certifies, to the best of his or her knowledge, that:

1. No Federal appropriated funds have been paid or will be paid, by or on behalf of the undersigned, to any person for influencing or attempting to influence an officer or employee of an agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with the awarding of any Federal contract, the making of any Federal grant, the making of any Federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any Federal contract, grant, loan, or cooperative agreement.

2. If any funds other than Federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with this Federal contract, grant, loan, or cooperative agreement, the undersigned shall complete and submit Standard Form - LLL, "Disclosure Form to Report Lobbying," in accordance with its instructions.

3. The undersigned shall require that the language of this certification be included in the award documents for all subawards at all tiers (including subcontracts, subgrants, and contracts under grants, loans, and cooperative agreements) and that all subrecipients shall certify and disclose accordingly.

This certification is a material representation of fact upon which reliance was placed when this transaction was made or entered into. Submission of this certification is a prerequisite for making or entering into this transaction imposed by 31, U.S.C. § 1352 ( as amended by the Lobbying Disclosure Act of 1995). Any person who fails to file the required certification shall be subject to a civil penalty of not less than $10,000 and not more than $100,000 for each such failure.

The Contractor, [Company] ___________, certifies or affirms the truthfulness and accuracy of each statement of its certification and disclosure, if any. In addition, the Contractor understands and agrees that the provisions of 31 U.S.C. § 3801 et seq., apply to this certification and disclosure, if any.

Signature of Contractor's Authorized Official Date

Name and Title of Contractor's Authorized Official

P25-02 SIGNATURE PAGE

ADDENDA:

The proposer acknowledges the receipt of the following Addenda:

The undersigned is an authorized signatory of the firm identified below and certifies that they have examined the specifications and instructions to proposers, and has submitted a proposal in full compliance and without collusion with any other person, individual or corporation.

For all employees hired to perform labor or services in the United States after November 6, 1986, firm will have completed Form I-9, Employment Eligibility Verification.

SIGNED: _____________________________________ TITLE: ___________________________________

PRINTED NAME: ________________________________________________________________________

FIRM: _____________________________________ UNIQUE ENTITY ID (DUNS): _____________________

ADDRESS: ______________________________________________________________________________

CITY: _______________________________ STATE: ______________________ ZIP: ________________

DATE: _____________________________________ TELEPHONE NUMBER: ______________________

EMAIL ADDRESS:________________________________________________________________________

Provide the following information for the individual who will serve as the primary contact for your organization for technical and contractual clarifications during the RFP process, if different than the signatory:

PRIMARY CONTACT NAME:

TITLE:

ADDRESS:

PHONE NUMBER:

FAX NUMBER:

EMAIL ADDRESS:

For further information regarding this Request for Proposal, P25-02, please contact Purchasing Agent Les Brown at 970-498-5954, or brownxld@co.larimer.co.us.

image1.png