This is a service / maintenance or supply contract in Welsh, Louisiana. Contact the soliciting agency for additional information.

Town of Welsh reserves the right to change the schedule of events or revise any part of the RFP by issuing an addendum to the RFP at any time. Addenda will be provided to interested proposers via email. Each proposer must provide a valid email address by providing the Town of Welsh with an Intent to Submit Proposal form. RFP CONTACT: Eva C. Kibodeaux Town Clerk eva@townofwelsh.com CONTRACT DURATION 3 years with (2) one-year renewals INTENT The Town of Welsh invites qualified firms to respond to its Request for Proposals (RFP) by providing their qualifications and experience for consideration in providing grant and project management services for post and future disaster and non-disaster events during this contracted period. This RFP is issued by Town of Welsh for the purpose of entering into a contract with a technical assistance contractor who shall provide qualified personnel familiar with all Federal Emergency Management Agency (FEMA) programs administered under the Stafford Act, e.g. Public Assistance and Hazard Mitigation Grant Program, as well as recovery programs available under Housing and Urban Development (HUD), CDBG-DR and CDBG-MIT or any other federally funded grant program (e.g. Infrastructure Investment and Jobs Act (IIJA)) in which grant and/or project management is required. The entity intends to issue a task order and notice to proceed to the selected consulting firm chosen from this solicitation on an as-needed basis. The technical assistance provided by Contractors personnel will assist Town of Welsh in expediting recovery and maximizing grant opportunities. SCOPE OF WORK The consulting firm shall work closely and collaborate with the Town of Welsh, FEMA, and various other funding agencies to ensure the proper use and application of federal and state funds, focusing on maximizing eligible and allocable dollars. The Consultant shall implement efficient processes that reduce the timeline for eligibility determinations to support project cash flow, sources, and uses. The Consultant will provide technical knowledge and experience, proven business processes, and procurement advisory and policy strategies. To develop and implement the framework of grant activities, the Consultant may be requested to perform services necessary to complete the following objectives and tasks as requested by Town of Welsh. GRANTS MANAGEMENT: Identify State or Federal grant opportunities as requested by entity Prepare grant applications as required Conduct damage assessments as required following a disaster event. Educate and advise the School Board on Recovery Programs and the Recovery Process Provide Eligibility guidance Coordinate with the Town of Welsh to obtain cost information and backup documentation for expenses related to responding to and recovery from a disaster. Review potential reimbursement cost eligibility and develop justifications and present to Federal, State, and other agencies involved in providing grant funding. Compile and summarize cost information and justifications for Federal, State, and other agencies. Develop, review, and submit expedited Project Worksheets (PW's) and grant applications, including subsequent revisions, on behalf of the entity to Federal and State agencies for successful approval, obligation, and reimbursement. This includes project identification, development, formulation, and processing as required for small and large projects. Ensure that all eligible damages have been identified, quantified, and presented to Town of Welsh, Federal agencies, and State agencies. Incorporate all eligible damages into Project Worksheets (PW's) and grant applications with supporting documentation and proper cost estimates, using FEMA method of use, Cost Estimating Factor (CEF) when necessary. Perform insurance reconciliation, as well as other funding source coordination to avoid duplication of benefits (DOB). Perform Cost-Benefit Analyses when necessary to support the Town of Welsh determination of pursuing reimbursement. Consult with Town of Welsh to ensure compliance with applicable State or federal regulations and requirements, including, but not limited to, the Stafford Act, Environmental and Historic Preservation Management, Davis-Bacon, and Section 3 as necessary. Advocate on behalf of the School Board for maximum benefits with State and FEMA Resolve and eliminate recovery impairment. Assist with requests for time extensions to State, FEMA and other federal agencies. Prepare hazard mitigation proposals, grant applications, benefit-cost analysis and other services related to the Hazard Mitigation Grant Program and other mitigation programs when applicable. Attend meetings with the Town of Welsh, Federal agencies, and State agencies to negotiate and present Project Worksheets and the obligation of eligible amounts. Provide the Town of Welsh with any changes in policies, procedures, processes, or deadlines throughout the financial disaster recovery processes. Prepare for and respond to inspections and audits for on-going and completed projects as requested. Prepare and conduct the final cost reconciliation and close-out packaging, ensuring maximum recovery and retention of all eligible funding. Coordinate with other consultants and vendors for related services such as accounting, legal, architecture, engineering, environmental, restoration, and construction contractors as needed. Track, monitor, and report time and activities performed by Consulting Firm staff by project, or as allowable under the provisions of Federal guidance for direct administrative, indirect, and project management costs reimbursement. Provide other duties reasonably related to grant identification and management. PROJECT MANAGEMENT: Overall Program Management Services: Support the development and implementation of the overall program management plan. Management of Design Phase: Assist in the procurement and design management of professional design services required to implement construction of the projects. Management of Construction Phase: Manage procurement of construction services and provide project construction management of the construction phase. Field inspection services: Provide field inspection services as necessary to ensure compliance to schedule, budget, and quality contractual requirements. Project Controls: Coordinate with the appropriate staff person to manage invoices, contracts, change orders, and amendments to develop systems that result in the delivery of projects on time and on budget. EVALUATION AND SELECTION The response to the RFP should address the following: 1. Executive Summary 2. Corporate Background and Experience 3. Approach and Methodology 4. Resumes, Proposed Staff Qualifications 5. Cost Executive Summary This section should serve to introduce the purpose and scope of the proposal. It should include administrative information including, at a minimum, response date, proposer contact name and phone number, and the stipulation that the proposal is valid for a time period of at least ninety (90) days from the date of submission. This section should also include a summary of the Proposer's qualifications and ability to meet the Town of Welsh overall requirements. Corporate Background and Experience Proposer should give a description of its organization to include a brief history, structure and organization, number of years in business. Proposer should provide a description of its resources available to support this project. This section should also provide a detailed discussion of Proposer's prior experience in working on projects similar in size, scope, client type and function to the proposed contract. References from previous clients to include contact information should be provided. If subcontractors will be employed, Proposer should provide the same information regarding the subcontractor(s) as is requested for Proposer. Approach and Methodology Proposer should outline his understanding of the nature of the project and the scope of work. Resumes, Proposed Staff Qualifications Proposer should submit resumes for the individuals to be assigned to project and identify the staff positions that the individual will be assigned. Proposer should provide detailed information addressing the experience and qualifications of assigned personnel. The information should include all education, training, and experience specific to the scope of work. Cost The proposal should include an hourly rate for each position description listed in Attachment A. All costs proposed are to be inclusive of labor, materials, equipment, incidentals, and costs necessary to provide the Scope of Services outlined in this RFP. All non-labor costs, such as travel cost, if required, will be billed at cost without markup upon the Town of Welsh approval. Evaluation Team The evaluation of proposals will be performed by an evaluation team designated by the Mayor of the Town of Welsh, which will determine the proposal most advantageous to entity, taking into consideration price and the evaluation factors set forth herein. Evaluation and Review Responsive proposals will be evaluated based on information provided in the proposal. Entity reserves the right to validate the claims made in the proposals through outside third parties. The evaluation will be conducted according to the following: CRITERIA MAXIMUM SCORE Background and Experience of Proposer 25 Approach and Methodology 25 Resumes, Proposed Staff Qualifications 20 Cost 30 TOTAL POSSIBLE POINTS 100 COST OF PREPARING PROPOSALS Costs associated with developing the proposal, preparing for oral presentations, if any, and any other expenses incurred by the Proposer in responding to this RFP are entirely the responsibility of the Proposer, and shall not be reimbursed by the Town of Welsh. ERRORS AND OMISSIONS IN PROPOSAL Town of Welsh will not be liable for any errors in proposals. Town of Welsh reserves the right to make corrections or amendments due to errors identified in proposals by the Town of Welsh or Proposer. Town of Welsh, at its option, has the right to request clarification or additional information from the proposers. CONTRACTOR'S AND SUB-CONTRACTOR'S INSURANCE: The selected firm and any subcontractors shall carry and maintain at least the minimum insurance as specified below until completion and acceptance of the work covered by this contract. Insurance companies listed on certificates must have industry rating of A-, Class VI or higher, according to Best's Key Rating Guide. The selected firm will be responsible for assuring that its subcontractors meet these insurance requirements. A. Commercial General Liability on an occurrence basis: General Aggregate $2,000,000 Each Occurrence $1,000,000 B. Business Auto Policy Any Auto; or Owned, Non-Owned & Hired: Combined Single Limit $1,000,000 C. Standard Workers Compensation - Full statutory liability for State of Louisiana with Employer's Liability Coverage. Each policy, where permitted, shall list the Town of Welsh as an Additional Insured and contain a waiver of subrogation in favor of Town of Welsh. At the time that the contract is returned by the selected proposer for execution, the selected proposer shall provide the Town of Welsh necessary Certificates of Insurance evidencing compliance with the above insurance requirements. AWARD An award resulting from this request shall be awarded to the responsive and responsible Offeror whose proposal is determined to be most advantageous to the Town of Welsh, taking into consideration price and the evaluation factors set forth in the RFP; however, the right is reserved to reject any and all proposals received, to waive any informalities, and in all cases the Town of Welsh will be the sole judge as to whether an Offerors proposal has or has not satisfactorily met the requirements of this RFP. SUBMISSION REQUIREMENTS: System for Award Management. Consultant/Firm is not debarred or suspended from the Excluded Parties List System (EPLS) in the System for Award Management (SAM). Include verification that your company as well as the company's principal is not listed (is not debarred) through the System for Award Management (www.SAM.gov). Enclose a print out of the search results that includes the record date. Required Contract Provisions. Upon award a sample contract including applicable federal contract provisions should be provided to the entity within seven days of award. ATTACHMENT A: All costs proposed are to be inclusive of labor, materials, equipment, incidentals, and costs necessary to provide the Scope of Services outlined in this RFP. All non-labor costs, such as travel cost, if required, will be billed at cost without markup upon the Town of Welsh approval. POSITION Program Director Subject Matter Expert Senior Grant Manager Grant Manager Senior Project Manager Project Manager Grant Writer Cost Estimator Appeals Specialist Senior Damage Assessor Damage Assessor Administrative Support Specialist HOURLY RATE The method of contractor selection has not been determined at this time.