Description

PRE-PROPOSAL CONFERENCE:There will NOT be a pre-proposal conference for this procurement. Questions should be addressed to the Procurement Specialist. SERVICE DESCRIPTION, FUNDING AND CONTRACTING INFORMATION PURPOSE AND OVERVIEW The Multnomah County Department of Community Services is seeking Proposers from whom it may purchase technical assistance in submitting levee certification documentation to the Federal Emergency Management Agency (FEMA) through a Letter of Map Revision (LOMR) process. Multnomah County and the Sauvie Island Drainage Improvement Company recently completed a levee evaluation project that resulted in the U.S. Army Corps of Engineers recertifying the Sauvie Island levee system. This documentation must now be submitted to FEMA to maintain accreditation of the levee system on National Flood Insurance Rate Maps (FIRMs). New data from the levee evaluation will likely result in changes to the FIRMs. Major service components include: • Prepare LOMR application including 44 CFR § 65.10 certification documentation and mapping changes to Special Flood Hazard Area (SFHA) designations based on interior drainage analysis completed as part of the levee evaluation. • Assist the County in answering technical questions regarding proposed updates to SFHA from community members and businesses of Sauvie Island during a public meeting. • Respond to requests for clarification and additional data from FEMA during LOMR review. INTRODUCTION AND PROGRAM HISTORY Multnomah County and the Sauvie Island Drainage Improvement Company (SIDIC) partnered over the past few years to fund and oversee work to evaluate the Sauvie Island levee system and renew engineering certification documenting that the system meets federal standards as set forth in 44 CFR § 65.10. Federal regulations for levees changed after Hurricanes Katrina and Sandy prompting the need to renew local levee certifications. If a levee system is not certified by a professional engineer it can lose its accreditation status in the National Flood Insurance Program (NFIP). Lack of accreditation can result in areas currently mapped as Zone X (Protected by Levee) being designated as Special Flood Hazard Areas (SFHA). SFHA designation results in mandatory flood insurance requirements and increased development standards. SIDIC hired the US Army Corps of Engineers to conduct the levee evaluations and the Corps provided a report in December 2018 documenting that the Sauvie Island levee system meets all 44 CFR § 65.10 requirements and recommending that FEMA maintain accreditation of the system in the NFIP. Multnomah County and Columbia County (the levee also protects a small area within Columbia County) are responsible for submitting the certification documentation to FEMA as the land use agencies that administer NFIP regulations locally. FEMA has requested that Multnomah County submit this documentation through the Letter of Map Revision (LOMR) process using the MT-2 application. In addition to submitting the levee certification documentation through this process, Multnomah County has also been advised by FEMA to submit new flood inundation data and annotated Flood Insurance Rate Maps (FIRMs) that show changes to currently mapped flood zones based on the interior drainage analysis conducted as part of the levee evaluations. GOALS, VALUES AND OTHER IMPORTANT CONSIDERATIONS Multnomah County wants to ensure that the Sauvie Island levee system meets all federal standards for protecting residents and businesses behind the levee from a 100-year flood event and that residual flood risk is understood by the public. Receiving confirmation of continued levee accreditation from FEMA is an important milestone for this program. It is also very important that proposed changes to the FIRMs reflect new data related to interior drainage and flood inundation from a 100-year storm are accurate and understood by local residents and businesses. TARGET POPULATION SERVED Property owners, residents, and businesses protected by the Sauvie Island levee system. This includes properties in Multnomah and Columbia Counties. FUNDING The anticipated budget for these services is approximately $30,000 of local funding through June 30, 2021. The County cannot assure that any particular level of work will be assigned and the contract will permit the County to add or remove work as necessary depending on availability of funding. The proposal shall include the Proposer’s true estimated cost for the proposed project approach irrespective of the County’s anticipated cost, and shall include the hourly rates of each person associated with the project as well as the estimated number of hours each staff member will be expected to work on each task. SCOPE OF SERVICES Multnomah County is seeking a consultant with technical flood mapping skills and demonstrated experience in successful LOMR applications to assist the Counties in maintaining levee accreditation in the NFIP for the Sauvie Island levee system.  The following tasks are anticipated to be conducted by the selected Proposer: Project Management: The Consultant will coordinate all tasks with Multnomah County Project Manager, provide status updates, and monthly invoices. Data Collection and Technical Analysis: The Consultant will review levee certification documentation supplied by the County to determine if everything needed for MT-2 application is available. The Consultant will review interior drainage analysis data supplied by the County and determine methodology and requirements for flood inundation mapping necessary for the MT-2 application. The Consultant will coordinate with County and/or FEMA if technical clarification is needed to ensure an acceptable method is used. The Consultant will use the interior drainage analysis data provided to perform flood inundation mapping consistent with FEMA standards. The mapping should determine areas of change to the current flood zones designated on the FIRMs and associated base flood elevations. Public Notifications and Outreach: The Consultant will provide the County Project Manager with GIS data of their analysis of changes to flood inundation zones in order for the Counties to prepare a list of impacted property owners and for the Counties to send notifications. The Consultant will prepare PDFs of draft annotated FIRMs for the purposes of notifying property owners. The Consultant will attend a public meeting on Sauvie Island arranged by Multnomah County to present the draft changes to the FIRMs and answer technical questions from the public. The Consultant will also be available to answer technical questions received by the Counties from the public following the meeting if County staff need assistance with providing accurate answers. Application Development and Revisions: The Consultant will prepare the MT-2 application and all supplementary data for submittal to FEMA. The County will coordinate Board of County Commissioners approval and signing of the application. The County may request the consultant to be present at a Board meeting to answer any technical questions that County staff need assistance in answering. Consultant may also be asked to assist in briefing Columbia County officials regarding technical information. The Consultant will be responsible for preparing any revisions and requests for additional information as FEMA reviews the application. The Consultant will coordinate with the County Project Manager on the status of the application and submissions of revisions or additional information. Schedule: The schedule for these tasks will be determined at the time of contracting. The County anticipates submitting the MT-2 application to FEMA in Spring 2020. Available Data: Multnomah County will supply the selected Proposer with all certification documentation received from the US Army Corps of Engineers as well as interior drainage analysis data performed by a consultant that contracted with SIDIC for that component of the levee evaluations. The USACE Levee System Evaluation Report includes the following parts: • System Description • References • Levee Evaluation Team Members • Previous Certification Information and Flood Insurance Rate Maps • Memorandum of Agreement and Supplemental Agreement • NFIP Levee System Evaluation Report Determination • Overall Performance History/Operation & Maintenance • Engineering Studies, Investigations, and Analyses • System Evaluation • Residual Risk and Public Safety Appendices: • Drawings • Signed Project Cooperation Agreement • NFIP Levee System Evaluation Transmittal Letter • Hydrologic and Interior Drainage Evaluation • Hydraulic Evaluation • Mechanical and Electrical Evaluations • Emergency Action Plan • Operations and Maintenance Plan • Agency Technical Review Documentation • Wind Speed References for Wave Analysis • Permitted Encroachments on File • Fresh Water Inlet Inspection A combined hydrologic and hydraulic xpswmm model (Innovyze, 2017) was developed for the interior drainage area. This model was used to identify the 1% annual chance exceedance flood (base flood) water surface elevations in areas with depths greater than one foot. PERFORMANCE MEASURES/PERFORMANCE CONTRACTING A project schedule will be negotiated with the successful Proposer to ensure appropriate and continuous progress toward completion of the Work. CONTRACT NEGOTIATION The County will initiate contract negotiations with the responsive and responsible Proposer with the highest scoring proposal. Multnomah County may, at its option, elect to negotiate general contract terms and conditions, services, pricing, implementation schedules, and such other terms as the County determines are in the County’s best interest. If negotiations fail to result in a contract, the County reserves the right to terminate the negotiations and initiate contract negotiations with the next highest scoring responsive and responsible Proposer. This process may continue until a contract agreement is reached. CONTRACT AWARD Through this RFP process, the County is seeking to award one contract. Award, as determined by the County, will be made to the responsible Proposer whose Proposal the County determines is most advantageous to the County based on the evaluation process and evaluation factors described in this RFP.  Multiple or alternate proposals will not be accepted. In the event a proposer submits more than one proposal, only the first proposal submitted will be evaluated. The County reserves the right to select Proposers who have submitted a proposal scoring fewer points than a higher scoring proposal based on the Proposer’s ability to best meet the County’s programmatic needs. If a Proposer who has submitted a proposal that has scored fewer points is recommended for selection, the Board of County Commissioners must approve the award. Multnomah County strongly encourages the participation of Minority-Owned, Women-Owned, and Emerging Small Businesses and Organizations in providing these services. CONTRACT TERM The contract term shall be 2 years. The County shall have the option to renew this contract for 3 additional one (1) year period(s). COMPENSATION AND METHOD OF PAYMENT Proposer will be paid on an hourly fee-for-services basis. Billing rates for job classifications including benefits and overhead will be negotiated with the successful proposer. Contractor shall submit an itemized monthly invoice of all charges for which payment is requested, including backup documentation (timesheets, etc.) sufficient for County to review and approve charges. Invoices shall be submitted by the 30th day of the following month, for the previous month charges. Invoices shall be submitted via e-mail to the project manager or designated individual. Billing rate adjustments may be requested once per year on the anniversary date of the contract by written request to the County. INSURANCE REQUIREMENTS The Proposer awarded a contract as a result of this RFP will be required to provide the insurance described in Exhibit 2: Insurance Requirements located in the Buyer Attachments page. MULTIPLE OR ALTERNATE PROPOSALS Multiple or alternate proposals shall not be accepted. In the event a proposer submits more than one proposal, only the first proposal will be evaluated. MINIMUM REQUIREMENTS At the time of proposal submission, Proposers must meet the following minimum requirements. Failure to provide any of the required documents or meet any of the below requirements shall result in rejection of the proposal. 1. The Proposal response must be received by Multnomah County Purchasing no later than 4:00 P.M. local Pacific time on the proposal submission deadline. 2. Proposer Representations and Certifications The Proposer must certify that they agree to the Proposers Representation and Certification terms in the Pre-requisite page of the Sourcing Event. At the time of Contracting, Proposers must meet the following minimum requirements. Failure to provide any of the required documents or meet any of the below requirements shall result in cancellation of the contract. 1. Proposers must be legal entities, currently registered to do business in the State of Oregon (per ORS 60.701). 2. Proposers must submit verification that all insurance requirements are met. ###

Attachments

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