FEMA SAFER Program Manager

REQUEST FOR PROPOSALS (RFP)

FEMA SAFER Program Manager (Contracted Position)

Rotterdam-Princetown Fire District #5

144 Dunnsville Rd, Schenectady, NY 12306-5400

Overview

Rotterdam-Princetown Fire District #5 (“the District”) invites written proposals from qualified individuals or firms to serve as a Recruitment and Retention Program Manager under its FEMA SAFER Grant. This is a contracted position, not an employee role, awarded as a year-to-year contract renewable for up to four (4) years.

The Program Manager will be funded through the FEMA SAFER program and will provide part-time services (approximately 20 hours per week) to design, implement, and evaluate volunteer recruitment and retention initiatives that address the District’s increasing call volume, service demands, and community growth.

Scope of Services

The selected Program Manager will be responsible for:

• Planning, coordinating, and attending recruitment events within and around the District.
• Developing new and innovative strategies for volunteer firefighter recruitment and retention.
• Managing third-party vendors for marketing, media outreach, advertising materials, and digital campaigns.
• Administering all aspects of this SAFER grant, including procurement compliance, recordkeeping, and federal reporting requirements.
• Tracking performance metrics related to volunteer recruitment, onboarding, training progress, and retention using digital platforms and analytics tools.
• Developing and maintaining a dedicated District recruitment webpage, including content, outreach, and visitor analytics to measure campaign effectiveness.
• Retaining comprehensive records of applicant outreach, onboarding timelines, training progress, and retention milestones.
• Preparing a written Recruitment and Retention Marketing Plan by Year 4 (no later than the 3.5-year mark) to serve as a 10-year legacy strategy beyond the grant period.

Qualifications

• Demonstrated management of at least five (5) FEMA SAFER Volunteer Recruitment and Retention grants.
• Minimum of five (5) volunteer management references.
• Proven background in managing marketing campaigns for volunteer recruitment and retention.
• Working knowledge of Federal procurement standards and Uniform Guidance (2 CFR Part 200).
• Bachelor’s degree preferred in Public Administration, Communications, Marketing, Business, or related field.
• Strong project management and community engagement experience.
• Proven ability to comply with federal grant administration standards (experience with FEMA SAFER or AFG programs preferred).

Contract Terms

• Contracted position, renewable annually, for up to four (4) years.
• Approximately 20 hours per week.
• Year 4 Deliverable: Written 10-year Recruitment and Retention Marketing Plan.
• Contractor (individual or firm) must carry the following insurance:
• $1,000,000 Professional Liability Insurance
• $1,000,000 Errors and Omissions (E&O) Insurance

Proposal Submission

• Due Date: December 1, 2025, by 5:00 PM (Eastern).
• Hard Copies: Submit five (5) written proposals by mail to:
  Rotterdam-Princetown Fire District #5
  Attn: Robert Denny
  144 Dunnsville Rd
  Schenectady, NY 12306-5400
• Electronic Copy: Email one (1) proposal to Attention Robert Denny at rdenny65@aol.com .
• Proposals should include: cover letter, qualifications, relevant project experience, methodology/work plan, timeline, fee structure, insurance certificates, and references.

Selection Process

The District solicited proposals from six regional program management firms to ensure fair and reasonable cost allocation. Proposals will be reviewed by a selection committee; award will be based on qualifications, demonstrated experience, innovation, cost-effectiveness, and responsiveness to this RFP.

The District reserves the right to reject any proposal.

Contact

Questions may be directed to:

Rotterdam-Princetown Fire District #5

Attn: Robert Denny

144 Dunnsville Rd, Schenectady, NY 12306-5400

Email: rdenny65@aol.com