1

SOLICIATION FOR CITY HALL ELEVATION PROJECT MANAGER

1.01 Return Mailing Address, Contact Person, Telephone, Fax Numbers and Deadline for Receipt of Proposals

The City of Galena solicits responses for City Hall Elevation Project Manager. Responses will be received at by City Manager Huntington until 2:00 pm local time, July 8, 2016. The Contract, if awarded, will be awarded no later than July 12, 2016.

1.02 Contract Term and Work ScheduleThe contract term and work schedule set out herein represents the City of Galena’s best estimate of the schedule that will be followed.

The length of the contract will be from the date of award, approximately July 12, 2016, and the project must be substantially complete by September 16, 2017.

Unless otherwise provided in this solicitation, the City and the successful offeror/contractor agree: (1) that any holding over of the contract excluding any exercised renewal options, will be considered as a month-to-month extension, and all other terms and conditions shall remain in full force and effect; (2) the City shall provide written notice to the Contractor the intent to cancel such month-to-month extension. Cancellation of the contract is at the sole discretion of the City.

The approximate contract schedule is as follows:

• Issue solicitation June 30, 2016• Deadline for Questions July 7, 2016• Deadline for Receipt of responses 2:00 p.m. on July 8, 2016 • City of Galena issues contract June 12, 2016• Notice to Proceed: To be provided by City

1.03 Purpose of the Solicitation The City is soliciting responses for a contract project manager to act as their agent by overseeing the project management through to construction and closeout for the FEMA/State HMGP City/Health Office Structure Elevation Project. The City has already begun the project, has obtained engineering plans for the project, bid construction and is prepared to enter into a construction contract. Greater detail of the project status is contained in a project management transition plan that is available upon request.

The foundation of the City Hall and Clinic structure will be extended with modifications to the steel piles to achieve an elevation of 137.0’. The Dental Wing of the structure is 1.5 feet lower and will require separation from the main structure to elevate. The Dental wing will require a new piling system because the current system is resting on rotten wood piles. ADA compliant ramps and ambulance access modifications will be required.

1.04 BudgetThe City estimates a budget of $2.4 million dollars for completion of the FEMA/State HMGP City/Health Office Structure Elevation Project listed in Section 1.03. The final budget will depend upon the competitive bid process. The City estimates a budget of approximately $40,000 dollars for the contracted project management portion remaining of this project. Responses priced at more than $40,000 may be considered non-responsive.

1.05 Locations of Work The contracted project manager will coordinate and manage these projects in Galena, Alaska, including the construction of this projects that will result from a competitive bid construction process to undertake the listed mitigation actions within Galena, Alaska. The City WILL NOT provide workspace, labor, insurance, tools, equipment, technology equipment (including cell phones), winter clothing, and safety equipment/clothing. All contract and project related travel expenses, which may be necessary for the successful offeror to complete their work, will be coordinated through the City of Galena

The contractor shall include in their Price Response a lump sum breakdown of their project budget for each category listed below in the performance of this contract as listed for the projects in Section 1.03 in the form of a lump sum response:

a) Contractual b) Equipment c) Personal Services d) Profit e) Supplies

By signature on their response, the offeror certifies that all services provided under this contract by the contractor and all subcontractors shall be performed in the United States. If the offeror cannot certify that all work will be performed in the United States, the offeror must contact the procurement officer in writing to request a waiver at least 10 days prior to the deadline for receipt of responses. The request must include a detailed description of the portion of work that will be performed outside the United States, where, by whom, and the reason the waiver is necessary. Failure to comply with this requirement or to obtain a waiver may cause the City to reject the response as non-responsive, or cancel the contract.

1.06 Human Trafficking By signature on their response, the offeror certifies that the offeror is not established and headquartered or incorporated and headquartered in a country recognized as Tier 3 in the most recent United States Department of State’s Trafficking in Persons Report. The most recent United States Department of State’s Trafficking in Persons Report can be found at the following website: http://www.state.gov/g/tip/ Failure to comply with this requirement will cause the state to reject the response as non-responsive, or cancel the contract.

1.07 Assistance to Offerors with a Disability

Offerors with a disability may receive accommodation regarding the means of communicating this solicitation or participating in the procurement process. For more information, contact the procurement officer no later than ten days prior to the deadline for receipt of responses.

1.08 Required Review Offerors should carefully review this solicitation for defects and questionable or objectionable material. Protests based on any omission or error, or on the content of the solicitation, will be disallowed if these faults have not been brought to the attention of the procurement officer, in writing, at least ten days before the time set for opening.

1.09 Questions ReceivedAll questions must be in writing and directed to the issuing office, addressed to the procurement officer. The interested party must confirm telephone conversations in writing.

Two types of questions generally arise. One may be answered by directing the questioner to a specific section of the solicitation. These questions may be answered over the telephone. Other questions may be more complex and may require a written amendment to the solicitation. The procurement officer will make that decision.

Deadline for receipt of questions is 2:00 p.m., local Alaskan time, on July 8, 2016.

1.10 Amendments If an amendment is issued, it will be provided to all who were provided a copy of the solicitation.

1.11 Alternate Responses Offerors may only submit one response for evaluation. In accordance with 2 AAC 12.830 alternate responses (responses that offer something different than what is asked for) will be rejected.

1.12 Right of Rejection Offerors must comply with all of the terms of the solicitation, the State Procurement Code (AS 36.30), and all applicable local, state, and federal laws, codes, and regulations. The procurement officer may reject any response that does not comply with all of the material and substantial terms, conditions, and performance requirements of the solicitation. Offerors may not qualify the response nor restrict the rights of the City. If an offeror does so, the procurement officer may determine the response to be a non-responsive counter-offer and the response may be rejected.

Minor informalities that:• are merely a matter of form or format; • do not change the relative standing or otherwise prejudice other offers; • do not change the meaning or scope of the SOLICITATION; • are trivial, negligible, or immaterial in nature; • do not reflect a material change in the work; or • do not constitute a substantial reservation against a requirement or provision;

may be waived by the procurement officer.

The City reserves the right to refrain from making an award if it determines that to be in its best interest. A response from a debarred or suspended offeror shall be rejected.

1.13 City Not Responsible for Preparation CostsThe city will not pay any cost associated with the preparation, submittal, presentation, or evaluation of any response.

1.14 Disclosure of Response ContentsAll responses and other material submitted become the property of the City of Galena and may be returned only at the City's option. AS 40.25.110 requires public records to be open to reasonable inspection. All response information, including detailed price and cost information, will be held in confidence during the evaluation process and prior to the time a Notice of Intent to Award is issued. Thereafter, responses will become public information.

1.15 Subcontractors Subcontractors may be used to perform work under this contract. If an offeror intends to use subcontractors, the offeror must identify in the response the names of the subcontractors and the portions of the work the subcontractors will perform.

If a response with subcontractors is selected, the offeror must provide the following information concerning each prospective subcontractor within five working days from the date of the City's request:

(a) complete name of the subcontractor; (b) complete address of the subcontractor; (c) type of work the subcontractor will be performing; (d) percentage of work the subcontractor will be providing; (e) evidence that the subcontractor holds a valid Alaska business license; and (f) a written statement, signed by each proposed subcontractor that clearly verifies that the

subcontractor is committed to render the services required by the contract.

An offeror's failure to provide this information, within the time set, may cause the City to consider their response non-responsive and reject it. The substitution of one subcontractor for another may be made only at the discretion and prior written approval of the project manager.

1.16 Joint Ventures Joint ventures are acceptable. If submitting a response as a joint venture, the offeror must submit a copy of the joint venture agreement which identifies the principals involved and their rights and responsibilities regarding performance and payment.

1.17 Offeror's Certification By signature on the response, offerors certify that they comply with the following:

(a) the laws of the State of Alaska; (b) the applicable portion of the Federal Civil Rights Act of 1964; (c) the Equal Employment Opportunity Act and the regulations issued thereunder by the federal

government; (d) the Americans with Disabilities Act of 1990 and the regulations issued thereunder by the

federal government; (e) all terms and conditions set out in this SOLICITATION; (f) a condition that the response submitted was independently arrived at, without collusion, under

penalty of perjury; (g) that the offers will remain open and valid for at least 90 days; and

(h) that programs, services, and activities provided to the general public under the resulting contract conform with the Americans with Disabilities Act of 1990, and the regulations issued thereunder by the federal government;

(i) all applicable Federal statues, regulations, policies, guidelines, and requirements; (j) lobbying; Debarment, Suspension and other responsibility matters; and Drug-Free Workplace

requirements.

If any offeror fails to comply with [a] through [j] of this paragraph, the City reserves the right to disregard the response, terminate the contract, or consider the contractor in default.

1.18 Conflict of Interest Each response shall include a statement indicating whether or not the firm or any individuals working on the contract has a possible conflict of interest (e.g., currently employed by the City of Galena or formerly employed by the City of Galena within the past two years) and, if so, the nature of that conflict. The City reserves the right to consider a response non-responsive and reject it or cancel the award if any interest disclosed from any source could either give the appearance of a conflict or cause speculation as to the objectivity of the program to be developed by the offeror. The City’s determination regarding any questions of conflict of interest shall be final.

1.19 Right to Inspect Place of Business At reasonable times, the City may inspect those areas of the contractor's place of business that are related to the performance of a contract. If the City makes such an inspection, the contractor must provide reasonable assistance.

1.20 Solicitation Advertising Omitted.

1.21 News Releases News releases related to this SOLICITATION will not be made without prior approval of the City.

1.22 Assignment The contractor may not transfer or assign any portion of the contract without prior written approval from the procurement officer.

1.23 Disputes Any dispute arising out of this agreement will be resolved under the laws of the State of Alaska. Any appeal of an administrative order or any original action to enforce any provision of this agreement or to obtain relief from or remedy in connection with this agreement may be brought only in the Superior Court for the State of Alaska.

1.24 Severability If any provision of the contract or agreement is declared by a court to be illegal or in conflict with any law, the validity of the remaining terms and provisions will not be affected; and, the rights and obligations of the parties will be construed and enforced as if the contract did not contain the particular provision held to be invalid.

1.25 Federal Requirements The offeror must identify all known federal requirements that apply to the response, the evaluation, or the contract.

STANDARD RESPONSE INFORMATION

2.01 Authorized Signature All responses must be signed by an individual authorized to bind the offeror to the provisions of the solicitation. Responses must remain open and valid for at least 30 days from the opening date.

2.02 Pre-response Conference Omitted.

2.03 Site Inspection The City may conduct on-site visits to evaluate the offeror's capacity to perform the contract. An offeror must agree, at risk of being found non-responsive and having its response rejected, to provide the City reasonable access to relevant portions of its work sites. Individuals designated by the procurement officer at the City’s expense will make site inspection.

2.04 Amendments to Responses Amendments to or withdrawals of responses will only be allowed if acceptable requests are received prior to the deadline that is set for receipt of responses. No amendments or withdrawals will be accepted after the deadline unless they are in response to the City's request in accordance with 2 AAC 12.290.

2.05 Supplemental Terms and Conditions Responses must comply with Section 1.11 Right of Rejection. However, if the City fails to identify or detect supplemental terms or conditions that conflict with those contained in this solicitation or that diminish the City's rights under any contract resulting from the solicitation, the term(s) or condition(s) will be considered null and void. After award of contract:

a) if conflict arises between a supplemental term or condition included in the response and a term or condition of the solicitation, the term or condition of the solicitation will prevail; and

b) if the City's rights would be diminished as a result of application of a supplemental term or condition included in the response, the supplemental term or condition will be considered null and void.

2.06 Clarification of Offers In order to determine if a response is reasonably susceptible for award, communications by the procurement officer or the response evaluation committee are permitted with an offeror to clarify uncertainties or eliminate confusion concerning the contents of a response. Clarifications may not result in a material or substantive change to the response. The evaluation by the procurement officer may be adjusted as a result of a clarification under this section.

2.07 Discussions with Offerors The City may conduct discussions with offerors in accordance with. The purpose of these discussions will be to ensure full understanding of the requirements of the solicitation and response. Discussions will be limited to specific sections of the solicitation or response identified by the procurement officer. Discussions will only be held with offerors who have submitted a response deemed reasonably susceptible for award by the procurement officer. If modifications are made as a result of these discussions they will be put in writing. Following discussions, the procurement officer may set a time for best and final response submissions from those offerors with whom discussions were held. Responses may be reevaluated after receipt of best and final response submissions.

If an offeror does not submit a best and final response or a notice of withdrawal, the offeror’s immediate previous response is considered the offeror’s best and final response.

Offerors with a disability needing accommodation should contact the procurement officer prior to the date set for discussions so that reasonable accommodation can be made.

Any oral modification of a response must be reduced to writing by the offeror.

2.08 Prior Experience In order for offers to be considered responsive, the successful firm (and their proposed subcontractors) must meet these minimum prior experience requirements and submittals with their Price Response. Offerors must provide in their Technical Response an organizational chart specific to the personnel assigned to accomplish the work called for in this solicitation; illustrate the lines of authority; designate the individual responsible and accountable for the completion of each component and deliverable of the solicitation.

REQUIRED SKILLS and essential competencies:

• Ability to comply and implement policies and procedures.

• Perform all assigned tasks with little to no direct supervision.

• Require strong organizational and management skills.

• Must have excellent work ethics and the ability to effectively manage competing priorities in a fast paced environment.

• Use logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusion or approaches to problems.

• Requires attention to detail.

• Must have excellent ability to anticipate and be proactive to minimize conflicts, problem field conditions and change order issues in order to minimize or eliminate risk,

• Effective verbal and written communication skills.

• Knowledge of design techniques, tools, technical plans, blueprints, drawings and models.

• Ability to perform calculations including addition, subtraction, division, multiplication, percentage and ratios.

• Intermediate skill level in Microsoft Word, Excel, Project, and Outlook.

• Must have grant management experience and the capability to learn FEMA hazard mitigation grant program requirements.

2.09 Evaluation of Responses

The procurement officer, or an evaluation committee made up of at least three City employees or public officials, will evaluate responses. The evaluation will be based solely on the evaluation factors set out in Section SEVEN of this solicitation. After receipt of responses, if there is a need for any substantial clarification or material change in the solicitation, an amendment will be issued. The amendment will incorporate the clarification or change, and a new date and time established for new or amended responses.

Evaluations may be adjusted as a result of receiving new or amended responses.

2.10 Vendor Tax ID A valid Vendor Tax ID must be submitted to the issuing office with the response or within five days of the City's request.

2.11 F.O.B. Point All goods purchased through this contract will be F.O.B. final destinations, as listed in Section1.03, Alaska. Unless specifically stated otherwise, all prices offered must include the delivery costs to Galena, Alaska.

2.12 Alaska Business License and Other Required Licenses Prior to the award of a contract, an offeror must hold a valid Alaska business license.

Prior the deadline for receipt of responses, all offerors must hold any other necessary applicable professional licenses required by Alaska Statute.

2.13 Formula Used to Convert Cost to PointsOmitted.

2.14 Preferences Federal funds will be used in the procurement of services under a contract resulting from this solication. The State of Alaska Offeror, Bidder, Veteran, and other preferences will not apply.

2.15 Contract Negotiation After final evaluation, the procurement officer may negotiate with the offeror of the highest-ranked response. Negotiations, if held, shall be within the scope of the request for responses and limited to those items which would not have an effect on the ranking of responses. If the highest-ranked offeror fails to provide necessary information for negotiations in a timely manner, or fails to negotiate in good faith, the City may terminate negotiations and negotiate with the offeror of the next highest-ranked response.

2.16 Failure to Negotiate If the selected offeror

• fails to provide the information required to begin negotiations in a timely manner; or • fails to negotiate in good faith; or • indicates they cannot perform the contract within the budgeted funds available for the project; or • if the offeror and the City, after a good faith effort, simply cannot come to terms,

the City may terminate negotiations with the offeror initially selected and commence negotiations with the next highest ranked offeror.

2.17 Notice of Intent to Award (NIA) — Offeror Notification of Selection After the completion of contract negotiation the procurement officer will issue a written Notice of Intent to Award (NIA) and send copies to all offerors. The NIA will set out the names of all offerors and identify the response selected for award.

2.18 Protest If an interested party wishes to protest the content of a solicitation, the protest must be received, in writing, by the procurement officer at prior to the deadline for receipt of responses.

If an offeror wishes to protest the award of a contract or the proposed award of a contract, the protest must be received, in writing, by the procurement officer within ten days after the date the Notice of Intent to Award the contract is issued.

A protester must have submitted a response in order to have sufficient standing to protest the proposed award of a contract. Protests must include the following information:

a. the name, address, and telephone number of the protester;b. the signature of the protester or the protester's representative; c. identification of the contracting agency and the solicitation or contract at issue; d. a detailed statement of the legal and factual grounds of the protest including copies of relevant

documents; and the form of relief requested.

Protests filed by telex or telegram are not acceptable because they do not contain a signature. Fax copies containing a signature are acceptable.

The procurement officer will issue a written response to the protest. The response will set out the procurement officer's decision and contain the basis of the decision within the statutory time limit in AS 36.30.580. A copy of the decision will be furnished to the protester by certified mail, fax or another method that provides evidence of receipt.All offerors will be notified of any protest. The review of protests, decisions of the procurement officer, appeals, and hearings, will be conducted in accordance with the State Procurement Code (AS 36.30), Article 8 "Legal and Contractual Remedies.”

3. SECTION THREE STANDARD CONTRACT INFORMATION

3.01 Contract Type This contract is a Firm Fixed Price contract.

3.02 Contract Approval This solicitation does not, by itself, obligate the City.The City's obligation will commence when the contract is approved by the City. Upon written notice to the contractor, the City may set a different starting date for the contract. The City will not be responsible for any work done by the contractor, even work done in good faith, if it occurs prior to the contract start date set by the City.

3.03 Standard Contract Provisions

The contractor will be required to sign and submit a contract substantially similar to the State of Alaska’s Standard Agreement Form for Professional Services Contracts (form 02-093/Appendix A). The contractor must comply with the contract provisions set out therein.

3.04 Response as a Part of the Contract Part or all of this solicitation, amendment(s) to the solicitation, and the successful response may be incorporated into the contract.

3.05 Additional Terms and Conditions The City reserves the right to add terms and conditions during contract negotiations. These terms and conditions will be within the scope of the solicitation and will not affect the response evaluations.

3.06 Insurance Requirements The successful offeror must provide proof of workers' compensation insurance prior to contract approval. The successful offeror must secure the insurance coverage required by the City. The coverage must be satisfactory to the City. An offeror's failure to provide evidence of such insurance coverage is a material breach and grounds for withdrawal of the award or termination of the contract.

3.07 Contract Funding Approval or continuation of a contract resulting from this is contingent upon legislative appropriation.

3.08 Proposed Payment Procedures The City will make payments based on a negotiated payment schedule. Each billing must consist of an invoice and narrative progress reports on the form specified by the DHS&EM Project Manager. No payment will be made until the progress report and invoice has been approved by the DHS&EM.

3.09 Contract Payment No payment will be made until the contract is approved by the Commissioner of the Department of Military and Veterans Affairs or the Commissioner's designee. Under no conditions will the City be liable for the payment of any interest charges associated with the cost of the contract.

The City is not responsible for and will not pay local, state, or federal taxes. All costs associated with the contract must be stated in U.S. currency.

3.10 Informal Debriefing When the contract is completed, an informal debriefing may be performed at the discretion of the project manager. If performed, the scope of the debriefing will be limited to the work performed by the contractor.

3.11 Contract Personnel Any change of the project team members or subcontractors named in the response must be approved, in advance and in writing, by the City. Personnel changes that are not approved by the City may be grounds for the City to terminate the contract.

3.12 Inspection & Modification - Reimbursement for Unacceptable Deliverables

The contractor is responsible for the completion of all work set out in the contract. All work is subject to inspection, evaluation, and approval by DHS&EM. The City may employ all reasonable means to ensure that the work is progressing and being performed in compliance with the contract.

Ineligible, unallowable, or any otherwise unauthorized expenditures will not be reimbursed. Source documentation is required for reimbursement of expenses.

Substantial failure of the contractor to perform the contract may cause the City to terminate the contract. In this event, the City may require the contractor to reimburse monies paid (based on the identified portion of unacceptable work received) and may seek associated damages.

3.14 Termination for Convenience The City reserves the right to terminate the contract for convenience upon 30 days written notification. This termination may include, but it not limited to, unexpended funds pulled by back to FEMA and reallocated to a national disaster. If the contract is terminated for convenience, the contractor will be reimbursed for all services performed up to the date of cancellation.

3.15 Contract Changes - Unanticipated Amendments Any changes or deviations from the original scope of work, accepted response, and current contract, are not authorized without going through procurement.

Also, during the course of this contract, the contractor may be required to perform additional work. That work will be within the general scope of the initial contract. When additional work is required, the City will provide the contractor a written description of the additional work and request the contractor to submit a firm time schedule for accomplishing the additional work and a firm price for the additional work. Cost and pricing data must be provided to justify the cost of such amendments per AS 36.30.400.

The contractor will not commence additional work until City has secured any required state approvals necessary for the amendment and issued a written contract amendment, approved by the Commissioner of the Department of Military and Veterans Affairs or the Commissioner's designee.

3.16 Contract Invalidation If any provision of this contract is found to be invalid, such invalidation will not be construed to invalidate the entire contract.

3.17 Nondisclosure and Confidentiality Contractor agrees that all confidential information shall be used only for purposes of providing the deliverables and performing the services specified herein and shall not disseminate or allow dissemination of confidential information except as provided for in this section. The contractor shall hold as confidential and will use reasonable care (including both facility physical security and electronic security) to prevent unauthorized access by, storage, disclosure, publication, dissemination to and/or use by third parties of, the confidential information. “Reasonable care” means compliance by the contractor with all applicable federal and state law, including the Social Security Act and HIPAA. The contractor must promptly notify the City in writing if it becomes aware of any storage, disclosure, loss, unauthorized access to or use of the confidential information.

Confidential information, as used herein, means any data, files, software, information or materials (whether prepared by the City or its agents or advisors) in oral, electronic, tangible or intangible form and however stored, compiled or memorialized that is classified confidential as defined by State of Alaska

classification and categorization guidelines provided by the City to the contractor or a contractor agent or otherwise made available to the contractor or a contractor agent in connection with this contract, or acquired, obtained or learned by the contractor or a contractor agent in the performance of this contract. Examples of confidential information include, but are not limited to: technology infrastructure, architecture, financial data, trade secrets, equipment specifications, user lists, passwords, research data, and technology data (infrastructure, architecture, operating systems, security tools, IP addresses, etc). If confidential information is requested to be disclosed by the contractor pursuant to a request received by a third party and such disclosure of the confidential information is required under applicable state or federal law, regulation, governmental or regulatory authority, the contractor may disclose the confidential information after providing the state with written notice of the requested disclosure ( to the extent such notice to the City is permitted by applicable law) and giving the City opportunity to review the request. If the contractor receives no objection from the City, it may release the confidential information within 30 days. Notice of the requested disclosure of confidential information by the contractor must be provided to the City within a reasonable time after the contractor’s receipt of notice of the requested disclosure and, upon request of the City, shall seek to obtain legal protection from the release of the confidential information.

The following information shall not be considered confidential information: information previously known to be public information when received from the other party; information freely available to the general public; information which now is or hereafter becomes publicly known by other than a breach of confidentiality hereof; or information which is disclosed by a party pursuant to subpoena or other legal process and which as a result becomes lawfully obtainable by the general public.

4. SECTION FOUR BACKGROUND INFORMATION 4.01 Background Information

The goal of this contract is to secure a qualified contracted technical specialist as a project manager to work on behalf of the City for completion of the mitigation project listed in Section 1.03. Project management of this project is essential due to the lack of staffing availability and the complexity of the project. Recovery efforts are still on-going and have further limited the community’s resources and staffing.

5. SECTION FIVE SCOPE OF WORK 5.01 Scope of Work

The City seeks the professional services of a Contracted Project Manager (CPM) to take over the hazard mitigation project related to Hazard Mitigation Grant Program (HMGP) projects in Galena, Alaska.The primary function of this position is to provide oversight and management of while also facilitating the on-site day to day project management including: active communication with City and DHS&EM project manager (PM) regarding technical progress and status of the projects schedule, leadership of the projects, and ensuring the scope of work is completed in a timely manner. The contracted project manager will be required to report progress to DHS&EM quarterly.

PROJECT SCOPE:

• Management and oversight of Galena City Hall Elevation Project, award to construction to closeout.

• Management and administration of competitively bid construction companies for the construction phase, per project, for the identified projects.

OBJECTIVES:

Scope of Work includes the following Tasks (but not limited to): • Coordinate transition of project management with the previous Project Manager.

• Project Management and Grant Administration: In coordination with the City & DHS&EM project manager, define projects key dates and activity and report progress throughout the projects life cycle. Ensure project paperwork is completed in a timely, accurate and efficient manner.

• Project Quarterly Reports are due to the DHS&EM project manager by the following dates per project:

• Upon substantial completion of the project, the contract project manager, in coordination with the City and DHS&EM project manager, will schedule a full site final inspection for closeout of the project.

• Responsible for ensuring that the project is executed in accordance with established standards, policies, and procedures.

• Responsible for following Federal, State or Local procurement standards.

• Plan, staff, schedule, budget, and ensure quality of work, consistency across projects, ensure safety of workers, and coordinate with the City, contractors, and DHS&EM project manager.

• Prepare and document budgets and costs, per project, in order to monitor budget compliance.

• Coordinate with the City and DHS&EM project manager immediately any changes in projects scope of work, budget and timeline, permitting or identified potential crises, and devise contingency plans.

• Hire or assign an onsite construction manager and/or labor supervisor to complete design documents, assist with materials procurement, and projects planning, supervise the construction, hire and manage local laborers (if possible), and coordinate with the the City to accommodate for seasonal subsistence activities in the hiring plan and the overall schedule. It is critical for residents of subsistence-based communities to have the ability to work on flexible and often-changing schedules to facilitate participation in hunting, fishing, and berry-picking activities.

• Prior to the construction season, work with City officials and residents to secure materials, monitor their safe arrival, stage and plan for equipment mobilization and create hiring plans. Additionally, per project, identify timelines for temporary housing with local officials and residents should temporary housing for displaced residents/occupants be necessary as a part of the project.

• Have day-to-day interaction, present information and participate at meetings with DHS&EM project managers, contractors, City officials and any regulatory agencies as required.

• The contract project manager and construction project manager will work together with the City to manage design changes and plans as well as on-site construction management issues. He/she will work closely with the community and residents to manage local communication, public awareness, and public safety. Local labor will be used for projects as much as possible. It is the desire of the community to provide job opportunities to residents whenever possible; therefore, care has been taken to provide schedule flexibility as well as prevailing wages. In the event that local resources are unavailable or supplemental resources are needed, the project manager and construction managers will hire laborer(s) to complete the work.

• Materials and Mobilization. Project management, procurement, staging, and design work needs to begin in July 2016. Freight charges are one the key factors in managing the budget. Supervise mobilization and freight logistics of all supplies and construction materials.

• Ensure individual structures will be elevated in a priority order established in coordination with the City, completing all structures NLT September 16, 2017.

• Ensure all appropriate design and permitting is accomplished. Utilize existing preliminary engineering and design reports as provided by the DHS&EM project manager. Ensure specified construction method is utilized. Coordinate any changes from the existing design with the DHS&EM project manager. Develop additional design-build plans, architecture, engineering, permitting should this be needed over and above what is provided as a part of the HMGP Project Application. Ensure all structures are surveyed and inspected by a licensed engineer before construction begins. It is

anticipated that any discrepancies between locally provided measurements and surveys will be minor and should have a negligible effect on the materials procured and/or the projects schedule. Ensure each structure is evaluated for soundness, elevation preparedness, and structural integrity (including the existing foundation, utilities, etc.). As needed, repair and/or replace glue lam beams under the structures to ensure they can withstand intermediate elevation to crib supports and ultimately their new, permanent height. Ensure photo documentation of each structure is taken before, during and after elevation and provide as part of the documentation of contract fulfillment.

• Manage project demobilization of contractors, materials and equipment to include site cleanup.

5.02 Schedule

• The work schedule will be determined by the City and DHS&EM project manager in coordination with the contract project manager.

• Completion of services will be determined by the DHS&EM project manager after construction and de-mobilization is complete, final inspection and progress reports and all final financial invoices are submitted to the DHS&EM project manager.

5.03 Deliverables

• The contracted project manager will provide narrative and financial reporting, and quarterly reports to the City and DHS&EM as required. The City and DHS&EM will provide the necessary forms and reporting schedule. • The contracted project manager will provide copies of all project documentation, but not limited to: responses, contracts, procurement documents, permits, invoices, survey data or elevation certificates, project manager.

• The contracted project manager will work with the City and the DHS&EM project manager to provide completed hazard mitigation projects from project management to needed design and engineering, construction, final inspection and close out.

6. SECTION SIX RESPONSE FORMAT AND CONTENT

6.01 Response Format and Content The City discourages overly lengthy and costly responses, however, in order for the City to evaluate responses fairly and completely, offerors must follow the format set out in this solicitation and provide all information requested.

Response will include a budget worksheet.

6.02 Introduction Responses must include the complete name and address of offeror’s firm and the name, mailing address, and telephone number of the person the state should contact regarding the response.

Responses must confirm that the offeror will comply with all provisions in this solicitation. Responses must be signed by a company officer empowered to bind the company. An offeror's failure to include these items in the responses may cause the response to be determined to be non-responsive and the response may be rejected.

6.03 Understanding of the Project Offerors must provide comprehensive narrative statements that illustrate their understanding of the requirements of the projects and the projects schedule including the necessary FEMA Hazard Mitigation Assistance (HMA) programmatic guidance, policy and compliance.

6.04 Methodology Used for the Project Offerors must provide comprehensive narrative statements that set out the methodology they intend to employ and illustrate how the methodology will serve to accomplish the work and meet the City’s project schedule.

6.05 Management Plan for the Project Offerors must provide comprehensive narrative statements that set out the management plan they intend to follow and illustrate how the plan will serve to accomplish the work and meet the City's project schedule.

6.06 Experience and Qualifications In order for offers to be considered responsive, the successful firm (and their proposed subcontractors) must meet these minimum prior experience requirements and submittals with their Price Response.

Offerors must provide in their Technical Response an organizational chart specific to the personnel assigned to accomplish the work called for in this solicitation; illustrate the lines of authority; designate the individual responsible and accountable for the completion of each component and deliverable of the solicitation.

REQUIRED SKILLS and essential competencies:

• Ability to comply and implement policies and procedures.

• Perform all assigned tasks with little to no direct supervision.

• Require strong organizational and management skills.

• Must have excellent work ethics and the ability to effectively manage competing priorities in a fast paced environment.

• Use logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusion or approaches to problems.

• Requires attention to detail.

• Must have excellent ability to anticipate and be proactive to minimize conflicts, problem field conditions and change order issues in order to minimize or eliminate risk,

• Effective verbal and written communication skills.

• Knowledge of design techniques, tools, technical plans, blueprints, drawings and models.

• Ability to perform calculations including addition, subtraction, division, multiplication, percentage and ratios.

• Intermediate skill level in Microsoft Word, Excel, Project, and Outlook.

EDUCATION/CERTIFICATION:

• BS Construction Project Management or related field; will accept minimum of 10 years of industry related experience in lieu of degree.

• Project Management Professional certification preferred.

• 3-5 years of experience in managing $1 million projects involving multiple methods of site remediation and site management/characterization.

• 5-10 years of construction background.

An offeror's failure to meet these minimum prior experience requirements will cause their response to be considered non-responsive and their response will be rejected.

The City reserves the right to make the final determination as to the acceptability of the evidence.

6.07 Cost Response Cost responses must include a proposed budget itemizing all direct costs associated with the performance of the contract, including, but not limited to: Contractual, Equipment, Personal Services, Profit, Supplies.

6.08 Evaluation Criteria All responses will be reviewed to determine if they are responsive. They will then be evaluated using the criterion that is set out in Section SEVEN.

An evaluation may not be based on discrimination due to the race, religion, color, national origin, sex, age, marital status, pregnancy, parenthood, disability, or political affiliation of the offeror. A response shall be evaluated to determine whether the offeror responds to the provisions, including goals and financial incentives, established in the request for responses in order to eliminate and prevent discrimination in City contracting because of race, religion, color, national origin, sex, age, marital status, pregnancy, parenthood, or disability.

7. SECTION SEVEN EVALUATION CRITERIA AND CONTRACTOR SELECTION

7.01 Understanding of the Project Responses will be evaluated against the questions set out below:

[a] How well has the offeror demonstrated a thorough understanding of the purpose and scope of the project?

[b] How well has the offeror identified pertinent issues and potential problems related to the project?

[c] To what degree has the offeror demonstrated an understanding of the deliverables the City expects it to provide?

[d] Has the offeror demonstrated an understanding of the City's time schedule and can meet it?

7.02 Methodology Used for the Project

Responses will be evaluated against the questions set out below:

[a] How comprehensive is the methodology and does it depict a logical approach to fulfilling the requirements of the solicitation?

[b] How well does the methodology match and achieve the objectives set out in the solicitation?

[c] Does the methodology interface with the time schedule in the solicitation?

7.03 Management Plan for the ProjectResponses will be evaluated against the questions set out below:

[a] How well does the management plan support all of the project requirements and logically lead to the deliverables required in the solicitation?

[b] How well is accountability completely and clearly defined?

[c] Is the organization of the project team clear?

[d] How well does the management plan illustrate the lines of authority and communication?

[e] To what extent does the offeror already have the hardware, software, equipment, and licenses necessary to perform the contract?

[f] Does it appear that the offeror can meet the schedule set out in the solicitation?

[g] Has the offeror gone beyond the minimum tasks necessary to meet the objectives of the solicitation?

[h] To what degree is the response practical and feasible?

[i] To what extent has the offeror identified potential problems?

7.04 Experience and QualificationsResponses will be evaluated against the questions set out below:

Questions regarding the personnel:

[a] Do the individuals assigned to the project have experience on similar projects?

[b] Are resumes complete and do they demonstrate backgrounds that would be desirable for individuals engaged in the work the project requires?

[c] How extensive is the applicable education and experience of the personnel designated to work on the project? Contractor shall quantify the experience of each person who will be assigned to work on this project.

Questions regarding the firm:

[d] How well has the firm demonstrated experience in completing similar projects on time and within budget?

[e] How successful is the general history of the firm regarding timely and successful completion of projects?

[f] Has the firm provided letters of reference from previous clients?

[g] If a subcontractor will perform work on the contract, how well do they measure up to the evaluation used for the offeror?

7.05 Contract CostThe cost amount used for evaluation may be affected by one or more of the preferences referenced under Section 2.13.