HomeMy WebLinkAboutRFQ_Hazard Mitigation Plan UpdateKITTITAS COUNTY
DEPARTMENT OF PUBLIC WORKS
2023 AGENDA STAFF REPORT
AGENDA DATE: May 16, 2023
ACTION REQUESTED: Authorize the Publication of a Request for Qualifications
Supporting the Kittitas County Hazard Mitigation Plan
Update.
BACKGROUND: The Adopted Kittitas County Multijurisdictional Hazard
Mitigation Plan (HMP) expires on September 15, 2024.
Communities must update this plan every five years to
remain eligible for federal hazard mitigation funding and to
ensure the plan continues to accurately address the hazards
our community faces. As a participant in the Community
Rating System, Kittitas County receives credit for our
HMP, which helps to provide a 20 percent reduction in
flood insurance premiums. The Flood Control Zone District
desires us consulting services to assist in preparing the
required plan update.
INTERACTION: Public Works.
RECOMMENDATION: Direct staff issue the proposed Request for Qualifications.
HANDLING: Return one original to Public Works.
ATTACHMENTS: Notice of Request for Qualifications; Request for
Qualifications.
LEAD STAFF: Arden Thomas
Water Resources Manager
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Public Notice
Kittitas County, Ellensburg WA
REQUEST FOR QUALIFICATIONS (RFQ) HAZARD MITITGATION PLAN UPDATE PROFESSIONAL
SERVICES FOR KITTITAS COUNTY, WASHINGTON
All submittals received after 5:00 PM, local time, June 9, 2023, will be discarded.
PURPOSE:
The Kittitas County Flood Control Zone District seeks a qualified professional to lead an update to Kittitas County's Multi -
Jurisdiction Hazard Mitigation Plan.
SCOPE OF WORK:
Professional services are needed to update the Kittitas County Multi -Jurisdictional Hazard Mitigation Plan (HMP). The
current 2019 HMP expires on September 15, 2024. The HMP update must meet 44 CFR Part 20 1.6, FEMA's current Local
Mitigation Planning Policy Guide, and Community Rating System Floodplain Management Floodplain Planning
requirements. Required services include planning process facilitation and documentation, data requirement identification
and satisfaction, community and stakeholder outreach, and plan preparation.
FOR SUBMITTAL:
If you wish to be considered for work under this Request for Qualifications (RFQ), you must be a registered consultant on
the Municipal Research and Service Center of Washington — Shared Small Works and Consultant Roster
(www.mrscroster. org).
To respond to this solicitation for Hazard Mitigation Planning Services, submit a sealed envelope with three (3) printed
copies of the RFQ to Ms. Candie Leader, Administrative Supervisor, at 411 N. Ruby St. Suite 1, Ellensburg WA 98926, no
later than 5:00 PM on June 9, 2023. Failure to adhere to submittal requirements allows for disqualification.
For your records, the County will provide a confirmation email to the contacts provided in the submittal confirming receipt
of your interest in the proposal. Submittals received after 5:00 PM local time June 9, 2023, will be disregarded. The
County reserves the right to reject one or more submittals.
To facilitate review, RFQ submittals shall conform to the following format.
1. Experience and Qualifications: Provide a description of your firm's experience and qualifications in identifying
hazards of concern as well as county wide risk assessment methodology. Provide experience conducting public
outreach and stakeholder coordination in similar planning efforts. Include Hazard Mitigation Planning experience
combined with knowledge of 44 CFR Part 20 1.6, FEMA's current Local Mitigation Planning Policy Guide, and
current Community Rating System (CRS) Floodplain Planning requirements. Previous experience providing plans for
local government is required.
2. Project Team: Identify proposed team members and responsibilities. Provide individual resumes, outlining
credentials and experience, and a statement about the availability and commitment of the proposed team members to
complete the contract.
3. References: Provide the name and phone number for at least three (3) references of past clients in relation to projects
similar to those in the above Scope of Work definition.
4. Project Understanding: Identify the approach that will be taken to meet the scope of work and your general
understanding of Kittitas County area risk assessments and known hazards. Identify potential challenges and
approaches that will be taken to update the current plan before September 15, 2024.
Responders are directed as follows:
• The maximum number of pages (double -sided) is ten and shall be 12 -point font — including all graphics.
• A cover letter may be provided in addition to the ten -page (double sided) limit.
SELECTION PROCESS AND PROPOSED SCHEDULE:
Kittitas County selection will be based on:
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1. Firm/Team Qualifications (25%): Preference shall be given to qualifications preparing and delivering a Hazard
Mitigation Plan Update. Apreference for certified disadvantaged business inclusion will be provided (5% of criteria
score).
2. Project Experience (25%): Preference shall be given to experience in relation to projects similar to those in the
above Scope of Work.
3. References (15%): Preference shall be given to experience in Hazard Mitigation planning.
4. Project Understanding (35%): Preference shall be given to a comprehensive understanding of the Scope of Work
requirements, hazards facing Kittitas County, and approaches to ensure that the updated plan is complete before
September 15, 2024.
A Kittitas County review committee will re review and rank the RFQs. The committee may choose to interview a shortlist of
consultants before making the selection. If interviews are to be conducted, the shortlisted consultants will be notified at least
10 (ten) days prior to the interview date.
The County reserves the right to reject any and all submissions to this RFQ, request clarification, and waive
informalities/technicalities, if deemed in the best interest of the County. The County assumes no responsibility for costs
incurred in responding to this RFQ.
Kittitas County in accordance with Title VI of the Civil Rights Act of 1964, 78 Stat. 252, 42 U.S.C. 2000d to 2000d-4 and
Title 49, Code of Federal Regulations, Department of Transportation, subtitle A, Office of the Secretary, Part 21,
nondiscrimination in federally assisted programs of the Department of Transportation issued pursuant to such Act, hereby
notifies all bidders that it will affirmatively insure that in any contract entered into pursuant to this advertisement,
disadvantaged business enterprises as defined at 49 CFR Part 26 will be afforded full opportunity to submit bids in response
to this invitation and will not be discriminated against on the grounds of race, color, national origin or sex in consideration
for an award.
Anticipated Dates and Tasks
5 PM local time June 9, 2023 - Deadline for RFQ submittals
June 16, 2023 - Selection of Firms to Interview
June 23, 2023 - Interviews and Reference Checks
July 7, 2023 - Provider Selection
July 18, 2023 - BOCC Contract Award
The above schedule is tentative and may be changed based on the number of proposals submitted.
CONTRACT:
The selected consultant will be expected to enter into a Standard Local Agency Professional Services Negotiated Hourly
Rate Consultant Agreement. Insurance requirements are included in that agreement. A detailed scope of services and
associated fees will be developed and agreed to by the selected consultants and the County and incorporated as part of the
contract.
INQUIRIES:
Direct all inquiries regarding this request for services to Candie Leader, Administrative Supervisor at (509) 962-7523, or via
e-mail to candie.leader@co.kittitas.wa.us
More information is online at http://www.co.kittitas.wa.us/notices/.
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5/11/23, 8:36AM
Clerk of the Board
Publish:
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Daily Record: 05/18/2023; 05/25/2023; 06/01/2023
Daily Journal of Commerce: 05/18/2023; 05/25/2023; 06/01/2023
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For more information, contact Public Works
Kittitas County shall evaluate statements of qualifications and performance data submitted by funis regarding
the proposed project. Following the evaluation, the county may invite one or more firms to meet with county
officials to discuss the project and the relative benefits of various methods of providing the desired services. The
county then selects from among those firms the one "most highly qualified" to provide the required services.
County procedures and guidelines are to include a plan to ensure that women, minority, and veteran -owned firms
have the maximum opportunity to compete for the contract. The level of firm participation should be consistent
with their availability within the relevant professional community.
After choosing the most qualified firm, the county then negotiates with that firm for a contract at a price the
county determines is fair and reasonable, considering the estimated value of the services to be rendered, as well
as the scope and complexity of the project. If a satisfactory contract cannot be negotiated, the county formally
terminates the negotiations with that firm and attempts to negotiate a contract with the next most qualified firm.
The process continues until an agreement is reached or the search is terminated.
In emergency situations, the process outlined above for procuring services maybe dispensed with upon a finding
by the county that an emergency requires the immediate execution of the work involved.
All submittals shall become the property of Kittitas County.
Kittitas County reserves the right to reject all submittals and re -advertise if necessary.
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C,, ,Da ,.. 10'ryEc4
po `" KZTTZTA45i COUNTY
DEPARTMENT OF PUBLIC WORKS
Mark Cook, PE, Director
KITTITAS COUNTY
REQUEST FOR QUALIFICATIONS
Hazard Mitigation Plan Update
Kittitas County, Washington
The Kittitas County Flood Control Zone District is soliciting for Requests for Qualifications
from interested and qualified Hazard Mitigation Planning Professionals to update the 2019
Kittitas County Hazard Mitigation Plan.
All submissions must be received by 5:00 PM June 9, 2023.
The complete Request for Qualifications may be viewed online at http://www.co.kittitas.wa.us/
or contact Public Works at 509-962-7523.
Published in the Daily Record and Daily Journal of Commerce
First Publication: May 18, 2023
Second Publication: May 25, 2023
Third Publication: June 1, 2023
411 N. Ruby, Suite #1 TEL (509) 962-7523
Ellensburg, WA 98926 FAX (509) 962-7663
Dept. of Public Works
Page 2
REQUEST FOR QUALIFICATIONS (RFQ)
HAZARD MITITGATION PLAN UPDATE PROFESSIONAL SERVICES
FOR KITTITAS COUNTY, WASHINGTON
All submittals received after 5:00 PM, local time, June 9, 2023, will be discarded.
PURPOSE:
The Kittitas County Flood Control Zone District seeks a qualified professional to lead an update
to Kittitas County's Multi -Jurisdiction Hazard Mitigation Plan.
SCOPE OF WORK:
Professional services are needed to update the Kittitas County Multi -Jurisdictional Hazard
Mitigation Plan (HMP). The current 2019 HMP expires on September 15, 2024. The HMP
update must meet 44 CFR Part 20 1.6, FEMA's current Local Mitigation Planning Policy Guide,
and Community Rating System Floodplain Management Floodplain Planning requirements.
Required services include planning process facilitation and documentation, data requirement
identification and satisfaction, community and stakeholder outreach, and plan preparation.
PROCEDURES FOR SUBMITTAL:
If you wish to be considered for work under this Request for Qualifications (RFQ), you must be
a registered consultant on the Municipal Research and Service Center of Washington — Shared
Small Works and Consultant Roster (www.mrscroster.org).
To respond to this solicitation for Hazard Mitigation Planning Services, submit a sealed envelope
with three (3) printed copies of the RFQ to Ms. Candie Leader, Administrative Supervisor, at
411 N. Ruby St. Suite 1, Ellensburg WA 98926, no later than 5:00 PM on June 9, 2023. Failure
to adhere to submittal requirements allows for disqualification.
For your records, the County will provide a confirmation email to the contacts provided in the
submittal confirming receipt of your interest in the proposal. Submittals received after 5:00
PM local time June 9, 2023, will be disregarded. The County reserves the right to reject one or
more submittals.
To facilitate review, RFQ submittals shall conform to the following format.
Experience and Qualifications: Provide a description of your firm's experience and
qualifications in identifying hazards of concern as well as county wide risk
assessment methodology. Provide experience conducting public outreach and
stakeholder coordination in similar planning efforts. Include Hazard Mitigation
Planning experience combined with knowledge of 44 CFR Part 20 1.6, FEMA's
current Local Mitigation Planning Policy Guide, and current Community Rating
System (CRS) Floodplain Planning requirements. Previous experience providing
plans for local government is required.
411 N. Ruby, Suite #1 TEL (509) 962-7523
Ellensburg, WA 98926 FAX (509) 962-7663
Dept. of Public Works
Page 3
2. Project Team: Identify proposed team members and responsibilities. Provide
individual resumes, outlining credentials and experience, and a statement about the
availability and commitment of the proposed team members to complete the contract.
3. References: Provide the name and phone number for at least three (3) references of
past clients in relation to projects similar to those in the above Scope of Work
definition.
4. Project Understanding: Identify the approach that will be taken to meet the scope of
work and your general understanding of Kittitas County area risk assessments and
known hazards. Identify potential challenges and approaches that will be taken to
update the current plan before September 15, 2024.
Responders are directed as follows:
The maximum number of pages (double -sided) is ten and shall be 12 -point font —
including all graphics.
A cover letter may be provided in addition to the ten -page (double sided) limit.
SELECTION PROCESS AND PROPOSED SCHEDULE:
Kittitas County selection will be based on:
1. Firm/Team Qualifications (25%): Preference shall be given to qualifications
preparing and delivering a Hazard Mitigation Plan Update. A preference for certified
disadvantaged business inclusion will be provided (5% of criteria score).
2. Project Experience (25%): Preference shall be given to experience in relation to
projects similar to those in the above Scope of Work.
3. References (15%): Preference shall be given to experience in Hazard Mitigation
planning.
4. Project Understanding (35%): Preference shall be given to a comprehensive
understanding of the Scope of Work requirements, hazards facing Kittitas County,
and approaches to ensure that the updated plan is complete before September 15,
2024.
A Kittitas County review committee will re review and rank the RFQs. The committee may
choose to interview a shortlist of consultants before making the selection. If interviews are to be
conducted, the shortlisted consultants will be notified at least 10 (ten) days prior to the interview
date.
The County reserves the right to reject any and all submissions to this RFQ, request clarification,
and waive informalities/technicalities, if deemed in the best interest of the County. The County
assumes no responsibility for costs incurred in responding to this RFQ.
411 N. Ruby, Suite #1 TEL (509) 962-7523
Ellensburg, WA 98926 FAX (509) 962-7663
Dept. of Public Works
Page 4
Kittitas County in accordance with Title VI of the Civil Rights Act of 1964, 78 Stat. 252, 42
U.S.C. 2000d to 2000d-4 and Title 49, Code of Federal Regulations, Department of
Transportation, subtitle A, Office of the Secretary, Part 21, nondiscrimination in federally
assisted programs of the Department of Transportation issued pursuant to such Act, hereby
notifies all bidders that it will affirmatively insure that in any contract entered into pursuant to
this advertisement, disadvantaged business enterprises as defined at 49 CFR Part 26 will be
afforded full opportunity to submit bids in response to this invitation and will not be
discriminated against on the grounds of race, color, national origin or sex in consideration for an
award.
Anticipated Dates
Tasks
5 PM local time June 9, 2023
Deadline for RFQ submittals
June 16, 2023
Selection of Firms to Interview
June 23, 2023
Interviews and Reference Checks
July 7, 2023
Provider Selection
July 18, 2023
BOCC Contract Award
The above schedule is tentative and may be changed based on the number of proposals
submitted.
CONTRACT:
The selected consultant will be expected to enter into a Standard Local Agency Professional
Services Negotiated Hourly Rate Consultant Agreement. Insurance requirements are included in
that agreement. A detailed scope of services and associated fees will be developed and agreed to
by the selected consultants and the County and incorporated as part of the contract.
INOUIRIES:
Direct all inquiries regarding this request for services to Candie Leader, Administrative
Supervisor at (509) 962-7523, or via e-mail to candie.leader@co.kittitas.wa.us
411 N. Ruby, Suite #1 TEL (509) 962-7523
Ellensburg, WA 98926 FAX (509) 962-7663