Request for Proposals for Consultation Services Hazard Mitigation Plan

COUNTY OF JACKSON, MICHIGAN
REQUEST FOR PROPOSALS
FOR
CONSULATION SERVICES
HAZARD MITIGATION PLAN
JACKSON, MICHIGAN
JC-990-043026

BID SUMMARY
Commodity/Service Being Requested: Consultation Services
Type of Solicitation: Request for Proposals - It is the intention of Jackson County to bid and award a Master
Agreement to a Vendor capable of assisting in the completion of a comprehensive update of the Hazard
Mitigation Plan in accordance with Federal Emergency Management Agency (FEMA) and Michigan State
Police Emergency Management and Homeland Security Division guidance.
Type of Resulting Contract: Jackson County will use the results of this process to award a contract to a
Vendor capable of meeting the terms and conditions outlined in this RFP.
Resulting Contract Term: Project will be completed by May 31, 2027.
ANTICIPATED TIMETABLE
Release of RFP: June 1, 2026
Bidders Questions Due by (10:00 AM/EST): June 8, 2026
Questions and Answers Responses Posted: June 10, 2026
Bids Due by (10:00 AM/ EST) *: June 24, 2026
*Any response received later than the specified deadline will be disqualified.
Final Agreement Award Determination: Jackson County reserves the right to make one total award, one
award for each section, multiple awards, or a combination of awards, and to exercise its judgment
concerning the selection of one or more bids, the terms of any resultant agreement(s), and the
determination of which, if any, bid(s) best serves the interests of Jackson County.
Contacts with Jackson County Personnel: All contact with Jackson County regarding this RFP or any
matter relating thereto must be e-mailed as follows:
Email address: purchasing@mijackson.org
If it is discovered that a Bidder contacted and received information regarding this solicitation from any
Jackson County personnel other than the Procurement Contact, Jackson County, in its sole discretion, may
disqualify its bid from further consideration. Only those communications made by Jackson County in
writing will be binding with respect to this RFP.
JC-990-043026 2

Contents
SECTION 1.0 - SCOPE OF WORK AND BIDDER RESPONSES ....................................................................................................... 4
1. Minimum Mandatory Requirements ................................................................................................................................ 4
2. Description of Deliverables ............................................................................................................................................. 4
3. Project Schedule...................................................................................................................................4
4. Scope of Work......................................................................................................................................5
5. Contractor Responsibilities.......................................................................................................................5
6. Jackson County Office of Emergency Management Responsibilities ............................................................................ 5
7. Product and Service Offerings ........................................................................................................................................ 5
8. Delivery of Services ........................................................................................................................................................ 5
9. Personnel.............................................................................................................................................6
10. Supervision...........................................................................................................................................7
11. Service Capabilities................................................................................................................................7
12. Customer Service..................................................................................................................................7
13. Pricing Schedule ............................................................................................................................................................. 8
14. Price Assurance.................................................................................................................................. ..8
SECTION 2.0 - BIDDING, EVALUATION, SELECTION & AWARD PROCESS .................................................................................. 9
2.1 Jackson County Responsibility ....................................................................................................................................... 9
2.2 Truth and Accuracy of Representations .......................................................................................................................... 9
2.3 Bidders Questions ........................................................................................................................................................... 9
2.4 Preparation of the Bid ................................................................................................................................................... 10
2.5 Bid Submission Deadline .............................................................................................................................................. 12
2.6 Adherence to Mandatory Requirements (Pass/Fail) ..................................................................................................... 12
2.7 Evaluation Process ....................................................................................................................................................... 12
2.8 Evaluation Criteria ......................................................................................................................................................... 13
2.9 Optional Tools to Enhance Evaluation Process ............................................................................................................ 13
2.10 Jackson County Option to Reject Bids .......................................................................................................................... 13
2.11 Freedom of Information Act .......................................................................................................................................... 13
2.12 Contacts with Jackson County Personnel ..................................................................................................................... 14
2.13 Final Agreement Award Determination ......................................................................................................................... 14
2.14 Statutory Requirements ................................................................................................................................................ 14
SECTION 3.0 - BIDDER INFORMATION AND ACCEPTANCE ........................................................................................................ 15
3.1 Company Profile ........................................................................................................................................................... 18
3.2 References .................................................................................................................................................................... 19
ATTACHMENT A - INSURANCE REQUIREMENTS ................................................................................................................. 211
ATTACHMENT B - GRANT AGREEMENT FOR HAZARD MITIGATION GRANT PROGRAM ................................................ 233
JC-990-043026 3

SECTION 1.0 - SCOPE OF WORK AND BIDDER RESPONSES
1. Minimum Mandatory Requirements
All Bids will be reviewed for compliance with the mandatory requirements. Bids deemed non-
responsive will be eliminated from further consideration.
1) Bidder must have a minimum of five (5) years' experience with proven effectiveness in
providing a range of services equivalent or similar to the services being requested by Jackson
County as outlined in this RFP. Please provide company history.
2) Bidders must be qualified vendors who have proven extensive experience in providing
consultation services for projects equivalent or similar to those being requested in this RFP.
3) The successful contractor must be licensed and insured.
4) The Bidder shall submit a list of five (5) references, including name of institution, address, contact
person, and telephone number. Refer to Section 3.2
5) The Bidder shall submit a list of subcontractors to be used and identify the work each
subcontractor will be designated to do for the company. If your proposal is selected, references will
be needed for each subcontractor.
6) The bidder shall meet ALL insurance requirements in regard to Workers' Compensation
Insurance, Professional and Commercial General Liability Insurance and Motor Vehicle Insurance
as outlined in this RFP.
7) The vendor must certify that they are not on any Federal, State, or local list of debarred or
prohibited contractors.
2. Description of Deliverables
The purpose of this RFP is to secure a consultant to assist in the completion of a comprehensive
update to Jackson County's Hazard Mitigation Plan. The selected consultant will be expected to
support the full planning process, including, but are not limited to:
* Risk and vulnerability assessment updates
* Stakeholder and community engagement
* Integration of local capabilities and resources
* Development of mitigation strategies
* Ensuring compliance with all applicable FEMA requirements
* Completion of the Draft Plan (for County review), Revised Plan (post-comments), Final
Plan ready for State/FEMA submission, Support through FEMA approval (revisions if
required)
3. Project Schedule
Bidders are to include a project timeline with their bid response:
JC-990-043026 4

Request for Proposal Released June 1, 2026
Questions Due June 8, 2026
Questions and Answers Posted June 10, 2026
Bids Due (10:00 a.m. EST) June 24, 2026
Contract Awarded * June/July 2026
*Pending Board approvals.
4. Scope of Work
Please see Attachment B - Grant Agreement for Hazard Mitigation Grant Program related to the work.
5. Contractor Responsibilities
A. Contractor responsible for all necessary labor, equipment, transportation, and material
costs incurred to fulfill contract per RFP.
B. Contractor is responsible for thorough review and understanding of all the requirements
outlined in the RFP regarding the comprehensive update of Jackson County's Hazard
Mitigation Plan.
C. Completion of necessary bid documents, in entirety.
D. Vendor must be able to provide consultation services during the hours of 8:00 am to 5:00 pm
EST. It will be the Vendor's responsibility to determine shift times. Vendor may request work
extended hours each day, and/or seven (7) days per week in order to ensure timely completion
of the project.
E. Vendor must supply an adequate number of personnel to complete the project by the
designated deadline.
6. Jackson County Office of Emergency Management Responsibilities
A. The Jackson County Office of Emergency Management will pay Vendor the fees for services
rendered as set forth in the RFP.
B. The Jackson County Office of Emergency Management will provide the Vendor with all of the
information needed to ensure the accuracy and completeness of the hazard mitigation plan to the
best of its ability so that the Vendor can perform the services being sought in the RFP.
7. Product and Service Offerings
Jackson County is seeking a service provider that has the depth, breadth, and quality of resources
necessary to provide consultation services. Vendors shall prepare a written bid to include, but not be
limited to, the following terms and conditions:
JC-990-043026 5

* The Vendor will be required to furnish properly trained personnel capable of completing the
project according to the information provided and specifications.
* Proposer must include a detailed timeline from start to completion of the project described in
Section 1.2 Description of Deliverables
8. Delivery of Services
Vendor must supply an adequate number of personnel to complete the services being sought by the
Office of Emergency Management. Vendor shall assure sufficient coverage to provide consultation
services as requested in the RFP.
Vendor shall supply a detailed planning process that includes a timeline of how its services will be
implemented for this project. If there are services that might require a longer delivery time frame to
complete the priorities identified in Section 1.2 Description of Deliverables, please denote this
requirement for the respective structures in your response.
Vendor shall supply a detailed list of other venues where it has provided its services for a similar
project as described in this RFP.
Permits, Licensure, and Insurance Requirements:
* Vendor must be licensed and insured.
* Vendor shall submit proof of professional license, insurance, and business license upon award.
Subcontracting: Any person undertaking a part of the work under the terms of the contract, by virtue of
an agreement with the Vendor, must receive the approval of the Jackson County's Department Director
or designee prior to any such undertaking. The County may terminate the contract if the subcontracting
is done without this approval.
9. Personnel
Personnel assigned to this project may be a combination of full-time and part-time employees of
Vendor. Vendor will pay all wages and payroll taxes as well as applicable and mandated insurances to
and on behalf of its employees, including but not limited to, workers' compensation insurance. Vendor
releases and agrees to hold Client harmless from any liability resulting from claims made by any of the
Vendor's employees who are working or have worked to the extent not caused by Client's negligence.
Vendor shall be responsible for all matters related to screening, hiring, training, licensing, discipline,
payroll/taxation, and unemployment for all of its employees and shall hold the Client harmless thereon.
It is acknowledged that all personnel used by the Vendor are employees of the Vendor, whether part-
JC-990-043026 6

time or full-time, and have no direct or indirect employment relationship with the Client.
10. Supervision
Vendor shall be solely responsible for the supervision of its personnel that it employs to provide the
services required by the resulting contract. Vendor shall, as soon as safely possible, remove from
service and replace any of its personnel that Client reasonably believes to be unqualified to perform his
or her duties or is unable to perform their duties in a professional manner and properly interact with the
Client's employees and the public. In the event any of the Vendor's personnel are replaced as herein
provided, Vendor shall indemnify and hold Client harmless from any claims arising from the removal of
any such personnel employed by the Vendor.
Vendor shall provide Jackson County Office of Emergency Management with a means of immediate
communication regarding completion of the project, emergencies, or any other occasion that may arise.
A cellular phone of the person(s) responsible for managing the contract must be provided.
Vendor shall ensure that its employees do not remove any of the Client's property from the work site
without the Client's written permission. In the event any of the Client's property is so removed, the
Vendor shall ensure that its employee has returned any property taken unless otherwise agreed in
writing. In the event the property cannot be returned, the Vendor shall be responsible for reimbursing
the Client for the value of the property not returned.
11. Service Capabilities
Communication Plan/Contract Management
Bidders shall identify their company standards of communication as they relate to contract
performance, issue management, and change management. An issue is an identified event that, if
not addressed, may affect schedule, scope, service, delivery, quality, or budget. A change is identified
as a change in corporate leadership, structure, merger, or acquisition.
Primary Account Representative
Bidders must identify by name and location the primary account representative and key contact
who will be responsible for the performance of a resulting contract. Include name, title, address,
phone number, and email address.
12. Customer Service
The County prefers that the Vendor have an accessible customer service department with an individual
specifically assigned to Jackson County. Describe your company's Customer Service Department
(designated customer service representative, designated delivery manager, hours of operation, number
and location of service centers, regular and emergency response times, etc.)
JC-990-043026 7

13. Pricing Schedule
Respondents shall provide pricing on items and services they furnish for completion of the project.
a. Billable work will begin at time Vendor or their employee(s) arrive on County job site. County
will not pay for travel time to job site.
1. Payment Terms
Bid pricing must reflect Net 30 payment terms.
2. Tax Excluded from Price
(a) Sales Tax: Jackson County is exempt from sales tax for direct purchases. The
Bidder's prices must not include sales tax.
(b) Federal Excise Tax: Jackson County and local units of government may be exempt
from Federal Excise Tax, or the taxes may be reimbursable, if articles purchased under
any resulting Contract are used for Jackson County's exclusive use. Certificates showing
exclusive use for the purposes of substantiating a tax-free, or tax-reimbursable sale will be
sent upon request. If a sale is tax exempt or tax reimbursable under the Internal Revenue
Code, the Bidder's prices must not include the Federal Excise Tax.
14. Price Assurance
The awarded vendor agrees to provide pricing to Jackson County that is the lowest pricing
available and the pricing shall remain so throughout the duration of the contract. The awarded
vendor agrees to promptly lower the cost of any product/service purchased through Jackson
County following a reduction in the vendor's direct cost. If respondent has existing cooperative
contracts in place, Jackson County requests equal or better than pricing to be submitted.
JC-990-043026 8

SECTION 2.0 - BIDDING, EVALUATION, SELECTION & AWARD PROCESS
This section contains key project dates and activities as well as instructions to Bidders on how to prepare
and submit their bid.
ANTICIPATED TIMETABLE
Release of RFP: June 1, 2026
Bidders Questions Due by (10:00 AM/EST): June 8, 2026
Questions and Answers Responses Posted: June 10, 2026
Bids Due by (10:00 am/ EST) *: June 24, 2026
*Any response received later than the specified deadline will be disqualified.
2.1 Jackson County Responsibility
Jackson County is not responsible for representations made by any of its officers or employees
prior to the execution of the Master Agreement unless such understanding or representation is
included in the Master Agreement.
2.2 Truth and Accuracy of Representations
False, misleading, incomplete, or deceptively unresponsive statements in connection with a bid
shall be sufficient cause for rejection of the bid. The evaluation and determination in this area shall
be at Jackson County Administrator/Purchasing agent designee's sole judgment and his/her
judgment shall be final.
2.3 Bidders Questions
Bidders may submit written questions regarding this RFP by e-mail to the address identified
below. All questions must be received by 10:00 am EST (Eastern Standard Time) no later
than June 8, 2026. All questions, without identifying the submitting company, will be compiled with
the appropriate answers and issued as an addendum to the RFP.
When submitting questions, please specify the RFP section, paragraph number, and quote the
language that prompted the question. This will ensure that the question can be quickly found in the
RFP. Jackson County reserves the right to group similar questions when providing answers.
Questions should be addressed to:
Email address: purchasing@mijackson.org
Jackson County may modify the RFP at any time during the bid process. All changes to the RFP
JC-990-043026 9

will be posted under the bid number and each posting officially revises the RFP.
2.4 Preparation of the Bid
Each Bidder must submit a complete bid in response to this RFP. The bid must remain valid for at
least 90 days from the due date for responses to this RFP.
All bids should include the following:
1. Cover Letter - introducing the vendor and providing a brief description of their experience in
providing the services being requested in the RFP.
2. Summary - briefly outlining the vendor's response to the RFP, their qualifications, and other
pertinent information to assist the evaluation team in evaluating the vendor's bid.
3. Vendor's response to the Scope of Work outlined in Section 1 of the RFP.
4. A detailed timeline from start to completion of the project as described in Section 1.2
Description of Deliverables.
5. Companies which will be providing the services required in the RFP and identifying any
subcontractors (if known) which will be used.
6. Point of contact for RFP clarification or additional information.
7. Person authorized to legally obligate the vendor.
8. Contact information to include name, address, phone, fax, and/or email.
9. Vendor's qualifications/experience - Given the project objectives, the firm should demonstrate
an established competence with respect to providing excavation and construction services.
The firm should list at least five (5) references from County or other governmental entities
within the State of Michigan.
a. Bids should include in this section a listing of qualifying experience, including the name of the
County or governmental entity and the number of years of providing service to that entity.
Additionally, include the name, address, and phone number of the official responsible for the
client organization who may be contacted.
10. Vendor's Insurance Requirements - Vendor's Insurance Requirements - Vendor shall furnish
Jackson County with certificates of insurance indicating proof of insurance and level of
insurance in the following areas:
a. Workers ' Compensation
JC-990-043026 10