DISASTER RESPONSE & PUBLIC ASSISTANCE PROGRAM CONSULTING SERVICES
| Agency: | Peace River Electric Cooperative |
|---|---|
| State: | Florida |
| Type of Government: | State & Local |
| NAICS Category: |
|
| Posted Date: | Apr 14, 2025 |
| Due Date: | Apr 15, 2025 |
| Solicitation No: | 2025-05 |
| Original Source: | Please Login to View Page |
| Contact information: | Please Login to View Page |
| Bid Documents: | Please Login to View Page |
Main
Agency
Peace River Electric Cooperative
Peace River Electric Cooperative
Status
Active
Active
Fiscal Year
2025
2025
Title
DISASTER RESPONSE & PUBLIC ASSISTANCE PROGRAM CONSULTING SERVICES
DISASTER RESPONSE & PUBLIC ASSISTANCE PROGRAM CONSULTING SERVICES
Type
Request for Proposal
Request for Proposal
Department
Purchasing
Purchasing
Online Submissions
Yes
Yes
Project Estimate
Piggyback Solicitation
No
No
Insurance Required
No
No
Bid Bond Required
No
No
Bid Bond Amount
Performance Bond Required
No
No
Performance Bond Amount
Construction Bond Required
No
No
Construction Bond Amount
Scope of Services
1. Consultant’s Role
a) The consultant will respond within 48 hours of notification from PRECO for need of support to a disaster.
b) The consultant will assist PRECO in a developing a strategy for the tracking of costs related to the project(s) for a given event and timely submission of items required by the various governmental agencies for maximum reimbursement.
c) Report regularly to the cooperative, bi-weekly (can be reduced at agreement between PRECO and Consultant) during the initial recovery period and until the projects have been approved by FEMA and The Florida Department of Emergency Management (FDEM).
d) Developing a tracking system for use jointly by the Consultant and PRECO that allows for efficient tracking and development of documents required for submission to the relevant governmental agencies (FEMA, FDEM, etc).
e) Provide PRECO with not to exceed hourly rate(s) estimate that may be required per event.
2. Scope of Services
a) In accordance with federal guidelines and regulations (see FEMA Field Manual as updated/amended from time to time), Consultant will work with PRECO staff assisting in compiling, categorizing, recording, tracking and filing all disaster related costs documentation on approved forms and/or via the FEMA Grants Manager Grant Portal and FloridaPA.com as appropriate in support of the financial reimbursement process.
b) Assist PRECO in requesting any available immediate funding or grants.
c) Assist PRECO in identifying mitigation measures that PRECO may qualify for under the various Stafford Act programs including Section 406 and 404 mitigation programs.
d) Assist PRECO in the procurement process as required in bidding documents, contractor selection and contract review to maintain compliance with appropriate regulations.
e) Provide where requested by PRECO, clerical support to review and approved payment documentation for disbursements related to the disaster.
f) Provide assistance to PRECO with any appeal(s) that may be needed to complete the reimbursement process. If needed, Consultant will provide recommendations for outside counsel to be considered by PRECO in the process.
g) When audits are required by the reimbursing agency (FEMA/FDEM) the consultant will assist in providing documentation and required schedules to the agency conducting the audit.
1. Consultant’s Role
a) The consultant will respond within 48 hours of notification from PRECO for need of support to a disaster.
b) The consultant will assist PRECO in a developing a strategy for the tracking of costs related to the project(s) for a given event and timely submission of items required by the various governmental agencies for maximum reimbursement.
c) Report regularly to the cooperative, bi-weekly (can be reduced at agreement between PRECO and Consultant) during the initial recovery period and until the projects have been approved by FEMA and The Florida Department of Emergency Management (FDEM).
d) Developing a tracking system for use jointly by the Consultant and PRECO that allows for efficient tracking and development of documents required for submission to the relevant governmental agencies (FEMA, FDEM, etc).
e) Provide PRECO with not to exceed hourly rate(s) estimate that may be required per event.
2. Scope of Services
a) In accordance with federal guidelines and regulations (see FEMA Field Manual as updated/amended from time to time), Consultant will work with PRECO staff assisting in compiling, categorizing, recording, tracking and filing all disaster related costs documentation on approved forms and/or via the FEMA Grants Manager Grant Portal and FloridaPA.com as appropriate in support of the financial reimbursement process.
b) Assist PRECO in requesting any available immediate funding or grants.
c) Assist PRECO in identifying mitigation measures that PRECO may qualify for under the various Stafford Act programs including Section 406 and 404 mitigation programs.
d) Assist PRECO in the procurement process as required in bidding documents, contractor selection and contract review to maintain compliance with appropriate regulations.
e) Provide where requested by PRECO, clerical support to review and approved payment documentation for disbursements related to the disaster.
f) Provide assistance to PRECO with any appeal(s) that may be needed to complete the reimbursement process. If needed, Consultant will provide recommendations for outside counsel to be considered by PRECO in the process.
g) When audits are required by the reimbursing agency (FEMA/FDEM) the consultant will assist in providing documentation and required schedules to the agency conducting the audit.
Dates(All times are listed as
EST
)
Broadcast Date
2/14/2025 12:00 PM EST
2/14/2025 12:00 PM EST
Question End Date
4/11/2025 5:00 PM EST
4/11/2025 5:00 PM EST
Due Date
4/15/2025 2:00 PM EST
4/15/2025 2:00 PM EST
Bid Opening Date
Pre-Bid Conferences
Total: 0
(All times are listed as
EST
)
| Date | Time | Mandatory | Location |
Documents
Total: 2
Quote/Bid
Quote/Bid Items
Additional Quote/Bid Items Fields
Quote/Bid Items
Total: 0
| # | Required | Group | Make | Model | Description | Quantity | Unit of Measure | Price/ Percent | Type |
Delivery Date
None
None
Required Files to be Uploaded by the Vendor
None
None
Shipping
None
None
Terms and Conditions
None
None
Include Shipping in Price of Items
No
No
Display Bid Tabulation to Vendors
No
No
Display Vendor Submissions to Vendors
No
No
View Vendor Submissions while Bid Solicitation is Active
No
No
Allow Options File to be Updated after Due Date
No
No
Allow Post Due Date Submission
No
No
Questions & Answers
Total: 20
| Question | Date Asked | Answer | Date Answered |
|
I am reaching out in regards to the RFP titled “Disaster Response & Public Assistance Program Consulting Services.” Can you please advise if you are currently contracted with a firm for the scope of services included in this RFP? Thank you.
|
2/24/2025 1:39:09 PM | Yes. We do currently have a contracted firm. | 3/24/2025 2:12:06 PM |
|
1. Is there a page limit for the Cover Letter/ Executive Summary section? Do any page limits apply to sections or total document?
2. Is there an incumbent firm providing services currently? If so, will this firm continue with in-progress grant management services, or will the awardee of this solicitation take over all grant management services?
3. What is the current budget value obligated or pending to be obligated for the existing grant program anticipated to be assigned to the selectee of this solicitation?
4. For existing disasters, what is the current DAC and has this budget been depleted to date?
5. With regard to the price scoring, how will the cost scoring be calculated? Will it be:
a. a total of all the hourly rates provided for all positions; b. an average of all position hourly rates; c. another methodology? 6. Will the lowest cost using the identified methodology result in the full cost point allocation and higher costs reduce points accordingly, or will the score be pass/fail lowest cost where the lowest cost proposer receives all points, and other proposers receive no points for this category? 7. Based on the price scoring methodology, would adding additional job titles/ entries in this list add to the calculated price total and negatively impact cost score, despite not relating to an actual increase in cost, and rather additional classifications to choose from in issuing Task Orders? Conversely, would reducing the number of proposed job titles in the cost form decrease the calculated cost and result in a higher price score despite not equating to an overall reduced cost? 8. Regarding the hourly rates requested, would these be able to be adjusted for inflation/ cost of living annual during the course of the contract, or should the rates be inclusive of such inflation in the cost proposal? 9. What is the proportion of on-site versus remote support anticipated or required? |
3/17/2025 9:25:44 AM | ||
|
1. Is there a page limit for the Cover Letter/ Executive Summary section? Do any page limits apply to sections or total document?
2. Is there an incumbent firm providing services currently? If so, will this firm continue with in-progress grant management services, or will the awardee of this solicitation take over all grant management services?
3. What is the current budget value obligated or pending to be obligated for the existing grant program anticipated to be assigned to the selectee of this solicitation?
4. For existing disasters, what is the current DAC and has this budget been depleted to date?
5. With regard to the price scoring, how will the cost scoring be calculated? Will it be:
a. a total of all the hourly rates provided for all positions; b. an average of all position hourly rates; c. another methodology? 6. Will the lowest cost using the identified methodology result in the full cost point allocation and higher costs reduce points accordingly, or will the score be pass/fail lowest cost where the lowest cost proposer receives all points, and other proposers receive no points for this category? 7. Based on the price scoring methodology, would adding additional job titles/ entries in this list add to the calculated price total and negatively impact cost score, despite not relating to an actual increase in cost, and rather additional classifications to choose from in issuing Task Orders? Conversely, would reducing the number of proposed job titles in the cost form decrease the calculated cost and result in a higher price score despite not equating to an overall reduced cost? 8. Regarding the hourly rates requested, would these be able to be adjusted for inflation/ cost of living annual during the course of the contract, or should the rates be inclusive of such inflation in the cost proposal? 9. What is the proportion of on-site versus remote support anticipated or required? |
3/17/2025 9:54:21 AM | ||
|
1. Is there a page limit for the Cover Letter/ Executive Summary section? Do any page limits apply to sections or total document?
2. Is there an incumbent firm providing services currently? If so, will this firm continue with in-progress grant management services, or will the awardee of this solicitation take over all grant management services?
3. What is the current budget value obligated or pending to be obligated for the existing grant program anticipated to be assigned to the selectee of this solicitation?
4. For existing disasters, what is the current DAC and has this budget been depleted to date?
5. With regard to the price scoring, how will the cost scoring be calculated? Will it be:
a. a total of all the hourly rates provided for all positions; b. an average of all position hourly rates; c. another methodology? 6. Will the lowest cost using the identified methodology result in the full cost point allocation and higher costs reduce points accordingly, or will the score be pass/fail lowest cost where the lowest cost proposer receives all points, and other proposers receive no points for this category? 7. Based on the price scoring methodology, would adding additional job titles/ entries in this list add to the calculated price total and negatively impact cost score, despite not relating to an actual increase in cost, and rather additional classifications to choose from in issuing Task Orders? Conversely, would reducing the number of proposed job titles in the cost form decrease the calculated cost and result in a higher price score despite not equating to an overall reduced cost? 8. Regarding the hourly rates requested, would these be able to be adjusted for inflation/ cost of living annual during the course of the contract, or should the rates be inclusive of such inflation in the cost proposal? 9. What is the proportion of on-site versus remote support anticipated or required? |
3/17/2025 9:54:45 AM | ||
| Is there a page limit for the Cover Letter/ Executive Summary section? Do any page limits apply to sections or total document? | 3/20/2025 10:24:30 AM | ||
| Is there an incumbent firm providing services currently? If so, will this firm continue with in-progress grant management services, or will the awardee of this solicitation take over all grant management services? | 3/20/2025 10:25:24 AM | ||
| What is the current budget value obligated or pending to be obligated for the existing grant program anticipated to be assigned to the selectee of this solicitation? | 3/20/2025 10:25:37 AM | ||
|
For existing disasters, what is the current DAC and has this budget been depleted to date? 5. With regard to the price scoring, how will the cost scoring be calculated? Will it be:
a. a total of all the hourly rates provided for all positions. b. an average of all position hourly rates. c. another methodology? |
3/20/2025 10:26:10 AM | ||
| Will the lowest cost using the identified methodology result in the full cost point allocation and higher costs reduce points accordingly, or will the score be pass/fail lowest cost where the lowest cost proposer receives all points, and other proposers receive no points for this category? | 3/20/2025 10:27:07 AM | ||
| Based on the price scoring methodology, would adding additional job titles/ entries in this list add to the calculated price total and negatively impact cost score, despite not relating to an actual increase in cost, and rather additional classifications to choose from in issuing Task Orders? Conversely, would reducing the number of proposed job titles in the cost form decrease the calculated cost and result in a higher price score despite not equating to an overall reduced cost? | 3/20/2025 10:27:39 AM | ||
| Regarding the hourly rates requested, would these be able to be adjusted for inflation/ cost of living annual during the course of the contract, or should the rates be inclusive of such inflation in the cost proposal? | 3/20/2025 10:28:16 AM | ||
| What is the proportion of on-site versus remote support anticipated or required? | 3/20/2025 10:28:36 AM | On-site is to assist with proper documentation with meals, lodging and fuel. | 3/24/2025 2:19:48 PM |
| Would you provide more detail regarding this statement? "The consultant will respond within 48 hours of notification from PRECO for need of support to a disaster." Are you expecting the consultant to be onsite within 48 hours, contact PRECO within 48 hour, etc.? Please explain. | 3/31/2025 8:43:00 PM | We had a consultant on-site to assist with Hurricane Milton for the first few days. This may not be necessary each time. | 4/2/2025 8:36:35 AM |
| 1. PRECO has listed some suggested positions. Could you please provide clarification on the difference between the Project Technician and the Project Specialist? Also, are there any specific certifications or job-related experience required for the role of Project Inspector? | 3/31/2025 10:09:00 PM | ||
| 1. If there is a change in consultant providing response and public assistance services, will the incumbent remain on the open disaster(s), or will the new awardee complete the outstanding tasks for those disaster(s)? | 3/31/2025 10:09:38 PM | This has not yet been determined. | 4/2/2025 8:46:22 AM |
| 1. Based upon magnitude of event should we quote different resourcing support structures/roles/fees? How would you like to see these categories defined? | 4/8/2025 4:41:29 PM | Please define as projects less than $1M and large projects over $1M | 4/9/2025 4:53:45 PM |
| What is the typical cost-reimbursement received over the past 5 years? Do you have any statistics you can share, or averages based upon certain categories of storms for example? | 4/8/2025 4:41:39 PM | In the last couple of years, our territory has been hit by Hurricane Ian and Hurricane Milton. Due to our territory, hurricanes usually cause some storm damage. Hurricane Milton had us preparing for 1,000 contractors and mutual aid to assist with the storm. | 4/9/2025 4:58:29 PM |
| Do you have any interest in a performance contract based upon ultimate results or other process metrics? | 4/8/2025 4:41:55 PM | We are open to suggestions for a performance contract based on ultimate results. | 4/9/2025 5:05:37 PM |
| Post 3yrs would you like to make these rolls part of your insourcing vs outsourcing for longer term cost management? | 4/8/2025 4:42:06 PM | We are looking into all facets to make this feasible for our members. | 4/9/2025 5:08:06 PM |
| Will the consultant be managing projects in the field, or just performing tracking, reporting, and coordination of these projects? If ‘yes’ to managing projects in the field, what resources for these projects will be provided by PRECO or a third party, and what the responsibilities be for the PRECO/third party resources? | 4/8/2025 4:42:20 PM | The awarded consultant will be tracking, reporting, and coordinating the projects, not managing projects in the field. | 4/9/2025 5:00:26 PM |
Commodity Codes
Total: 3
| Code | Description |
| [990-29] | Disaster Preparedness/Emergency Planning Services |
| [990-30] | Disaster Relief Services |
| [918-81] | Natural Disasters (Fire, Flood, Wind, Quakes) Consulting |
Publications
Total: 0
| Publication | Date |
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