Military Installation Resiliency Review

Agency: American Planning Association
State: Federal
Type of Government: State & Local
Posted Date: Sep 14, 2021
Due Date: Oct 11, 2021
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Military Installation Resiliency Review Tampa Bay Regional Planning Council

Pinellas Park, FL

The TBRPC is seeking consulting engineering services to review climate vulnerabilities, critical infrastructure, intergovernmental coordination opportunities, community engagement and impacts to military and civilian populations. The TBRPC prioritized action to promote and enhance climate resiliency through the formation of the Tampa Bay Regional Resiliency Coalition in 2018 to facilitate and promote regional coordination of climate resiliency efforts. The selected consultant will assist the TBRPC in preparing a report concerning Military Installation Resiliency ("MIR").

TITLE: MACDILL AFB MILITARY INSTALLATION RESILIENCY REVIEW PROJECT

SUBMITTAL DUE DATE: Monday, October 11th, 2021

CONTRACT AMOUNT: $350,000

The full Request for Proposals, and submission documents, may be obtained on the TBRPC's website, under https://www.tbrpc.org/rfp/ .

Respondents should have an established reputation and documented successful experience in providing Engineering services. The Respondent selected is expected to have appropriately experienced staff and resources to provide comprehensive and reliable services regarding the MIR Project and will be required to demonstrate this via the submittal documents and/or associated interviews, if deemed necessary.

The MIR Project is anticipated to begin in the first quarter of FY 2022 (October 2021) with an anticipated performance period of 18 months. It is anticipated that a time and materials contract will be awarded to the selected Respondent in the estimated amount of $350,000.

TBRPC seeks Contractor support for the Project, including the following:

  • Subject Matter expertise to conduct research, analysis, strategic guidance, advising, resolution strategies and outreach support.
  • Additional technical services to complete planning tasks.
  • Support for outreach, meetings, workshops, and other engagement activities with project stakeholders.
  • Technical support services for developing maps of locations of resilience risks and impact in the study area that are readable within standard Geographic Information Systems (GIS) software (e.g., ESRI’s ArcMap, etc.)

Task 1. Project Management

  1. The selected consultant will, at a minimum: regularly schedule meetings and coordinate with TBRPC staff, DoD representatives, and the project team; identify and facilitate milestone meetings; and, submit monthly schedule, budget, and project status reports. The selected consultant will prepare a Project Management Plan (PMP) to include, at a minimum, the following elements:
    1. Scope
    2. Budget
    3. Schedule of tasks, meetings, milestones, delivery dates
    4. Regular (e.g, monthly) meetings and milestones
    5. Expectations of TBRPC and stakeholder committee input (e.g. documents to be provided, coordination required, etc.)
    6. Team structure, including subconsultants
    7. Team member contact information, including names and locations of key staff
    8. QA/QC plan
  2. Deliverables
    1. A project orientation workshop with the selected consultant, TBRPC staff, and DoD representatives to discuss the goals and tasks of the project and to establish working relationships among the installation representatives, TBRPC, and the selected consultant.
    2. Project Team Meetings (at least 20)
    3. Progress Reports (monthly and final)
    4. Financial and other federal reports (4-6)

Task 2. Facilitate Base Community Engagement Process

The contractor shall handle the following as part of this Task:

  1. The TBRPC will establish a Technical Advisory Committee, tasked with providing technical expertise on risks to critical infrastructure and services, and a Policy Committee, tasked with providing policy recommendations to mitigate risks to critical infrastructure. The contractor will serve as the lead facilitator of all meetings of the Technical ("TAC") and Policy Committees to be established by TBRPC and DoD OLDCC.
  2. Coordinate with TBRPC staff on the development of agendas, meeting logistics (virtual and in-person to the extent possible), development of meeting materials.
  3. Deliverables:
    1. Attendance and coordination on Technical Committee Meetings (approximately 9 – 12)
    2. Attendance and coordination on Policy Committee Meetings (approximately 3 – 4)

Task 3. Coordinate Technical and Policy Priorities Process

Under this Task, the Contractor shall handle the following:

  1. Facilitate and determine analysis priorities.
  2. Identify and scope sectors to be analyzed (infrastructure systems, transportation systems, communication systems, water and wastewater, power and other relevant sectors) to assess how climate hazards will impact critical services.
  3. Identify and maintain resources on previous studies, data, and relevant reports as background information to Project Tasks.
    1. TBRPC will provide digital copies of the previous studies, models and reports to the technical consultant.
    2. Confirm preferred data sources and stakeholders for project research
    3. Identify concerns and limitations for military installation research that will be incorporated in public facing deliverables.
    4. Presentation on technical materials from research and report tasks.
  4. Deliverables:
    1. Priority Sector Analysis. Introductory presentations, straw proposal including selection criteria, draft and final report with final recommendations on sector selections.
    2. Project Resources Archive.
    3. Technical presentations
    4. Draft and final interim white papers, memoranda, and reports.

Task 4. Research and Analysis of Threats and Vulnerabilities

Under this Task, the Contractor shall work with TBRPC staff, DoD installation representatives and other stakeholders to identify key threats and vulnerabilities, and possible priorities for mitigation. This will include handling the following two subtasks: Identify and Map Military Installation Resilience Threats and Prepare Vulnerability Assessments.

Subtask 4.1 Identify and Map Military Installation Resilience Threats

Under this Task, the Contractor shall handle the following:

  1. Develop Preliminary Outline for Identifying and Mapping Military Installation Resilience Threats and scope the project.
  2. Identify and gather regional climate studies, geospatial, and other relevant data and studies to identify hazards. Gather regional utilities, transportation, infrastructure, and other sector studies, in cooperation with TBRPC and the TAC.
  3. Establish analysis scope and priorities with DoD OLDCC, TBRPC, and the TAC and policy committee.
  4. Scope the identified hazards, climate projections, and non-climate stressors to be included:
    1. Hazards should include current probability, frequency, intensity, and level impact. Hazards should include future probability and projected impact.
    2. Climate projections in general should include but are not limited to: sea level rise, increased temperatures, and precipitation predictions.
    3. Non-climate stressors may include but are not limited to: land use change, population and demographic change, and economic development patterns.
    4. Establish projected climate-risks time period to be evaluated with respect to previous analyses, studies, etc.
  5. Deliverable content (e.g. key hazards, issues, gap identification, GIS maps, etc.) and format.

Subtask 4.2 Vulnerability Assessment

Under this Task, the Contractor shall handle the following:

  1. Scope vulnerability assessment
    1. Scope study areas of the vulnerability assessment, GIS deliverables, and finalize geographical areas surrounding the military installation, and relevant sectors (transportation, energy, water, public spaces, buildings, critical services, etc.) hazards, climate projections, spatial data, etc. to be assessed.
    2. Determine climate scenarios based on hazards, timeframe, projections, etc.
    3. Scope stressors (i.e. lack of wastewater treatment plant, aging infrastructure, transportation access, population growth, few evacuation routes, interoperability, etc.)
    4. Conduct vulnerability assessment
      1. Assess impact (short, medium and long term) on sectors and community. Determine ability to respond during an event.
      2. Determine adaptation capability (adaption measures, capital improvement plans human capital, built environment, financial resources, etch.).
      3. Conduct site visits. Note contractor will work with TBRPC, DoD, and installation to determine when site visits will take place and how many (most likely a minimum of four site visits).
      4. Conduct stakeholder workshop(s) to understand vulnerability and impacts.
      5. Take notes and summarize findings from workshop(s): See Task 3.
      6. Provide quarterly progress reports to TBRPC on project.
    5. Develop GIS maps
    6. Map out and identify emergency response capabilities and responsibilities of installation and surrounding communities
    7. Identify existing and backup leadership responsibilities and capabilities
    8. Develop implementation site-specific solutions and implementation strategy
      1. Assess feasibility of implementing site-specific solutions.
      2. Work with DoD stakeholders to develop site-specific solutions and identify feasibility (cost analysis, structural and non-structural mitigation measure will be evaluated and compared).
      3. Develop recommendations and implementation plan.
      4. Identify recommendations and actions for DoD, stakeholders and relevant agencies to address shared responsibilities of climate risks. The Contractor will identify appropriate responsible parties, timelines of impacts, identification of priorities (short, mid-term, and long-term), estimated costs, a monitoring plan, appropriate financing mechanisms to implement the recommendations, and recommendations for an organization structure and process that promotes participants to continue collaboration on resilience issues beyond completion of the project.
      5. Conduct site visits where applicable to determine feasibility.
      6. Assess feasibility of implementing site-specific solutions.
      7. Handle verbal and written review and feedback on progress reports and draft analyses.
      8. Draft and provide periodic update to the Project Team and TAC.
    9. Deliverables:
      1. Threat and Hazard Analysis. Introductory presentation, straw proposal including selection criteria, draft and final report with final recommendations on threats and hazards.
      2. Vulnerability Assessments. Introductory presentation, draft and final report with final recommendations.
      3. Data and Resources Archive.
      4. Technical presentations.
      5. Draft and final interim white papers, memoranda, and reports.

Task 5. Stakeholder Workshop(s)

Under this Task, the Contractor shall handle activities to conduct multiple workshops to facilitate the MIRR planning process.

The Contractor will:

  1. Work with TBRPC staff to define stakeholder workshop(s) goals, objectives, format, and anticipated outcomes.
    1. Create summary outline with Project Team feedback
    2. Brainstorm preliminary list of desired experts, work with TBRPC and military installations to develop stakeholder lists
    3. Assist TBRPC staff to develop and draft final agendas
    4. Serve as lead workshop facilitator
    5. Facilitate workshop debriefing with Project Team
    6. Solicit Project Team and TAC feedback
  2. Deliverables
    1. Workshops four (4)
    2. Workshop agendas, materials

Task 6. Recommendations Memo for Final Report

  1. The Contractor shall complete deliverables to facilitate the development of a final project report, including all of the activities listed below.
  2. Complete Final Deliverables: Geospatial Data; High-level summary recommendations memo
  3. Deliverables:
    1. Geospatial data
    2. High level recommendations memo; draft and final
    3. Presentations (online or in person) of high-level recommendations (up to 6)

Submission Requirements

One clearly marked original and three (3) additional hard copies of the proposal, and one digital copy (flash drive), shall be enclosed in a sealed envelope or carton clearly marked "MIR Project RFP Response" and delivered in person, by carrier or messenger, by U.S. Mail "certified", to the attention of:

TAMPA BAY REGIONAL PLANNING COUNCIL
Cara Woods Serra, Comprehensive Resiliency Planner
4000 Gateway Center Blvd., Suite 100
Pinellas Park, FL 33782

Proposals must be delivered no later than:

Time: 4:00 PM EST
Date: 10/11/2021

If Respondents choose to submit Proposals electronically, TBRPC is not responsible for any technical problems in the electronic transmission and/or delay in receipt due to technical problems. Such electronic transmittal errors will not alter or effect the deadline date and time for receipt of Proposals.

Electronic Proposals should be delivered via email to: cara@tbrpc.org .

Contact Information

Cara Woods Serra, Comprehensive Resiliency Planner
4000 Gateway Center Blvd., Suite 100
Pinellas Park, FL 33782
phone: 727-570-5151 ext. 28
email: cara@tbrpc.org


Request Type
Deadline
Request Type
RFP
Deadline
Monday, October 11, 2021
Contact Information Website
https://www.tbrpc.org/rfp/
Contact Email
cara@tbrpc.org

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