Eastern Band of Cherokee Indians Emergency Management Program – RFP
BACKGROUND:
In March 01, 2013, the Eastern Band of Cherokee Indians received the first ever presidential disaster declaration given directly to a Tribal authority in the history of the United States (DR 4103). As part of this declaration, the Tribe received hazard mitigation funds as part of the Hazard Mitigation Grant Program (HMGP). Tribal officials have worked with FEMA and NCEM to pre-identify a variety of mitigation projects that they would like to submit to FEMA for consideration for funding for implementation. The Tribe is seeking a contractor to assist with the preparation of these hazard mitigation grant packages to be considered by FEMA.
SCOPE OF WORK:
The Tribe seeks a consultant who can provide the following technical expertise:
1. Contractors who will work with the Tribe to review eligibility guidelines, identify eligible projects, and begin collecting technical information necessary to conduct benefit-cost analyses and begin preparation of project applications.
2. Contractors who will participate in the preparation of FEMA project applications. Scopes of work and narratives will be developed for all projects to describe the proposed project as thoroughly as possible and back-up documentation will be maintained in compliance with grant requirements. The contractor will need to collect digital photos for the projects and GPS coordinates to help support each project as required. Once all information is gathered, it will be reviewed by the Tribe’s main Point of Contact for this project and submitted to FEMA for review. The contractor will be required to work directly with the Tribe to ensure that project applications are submitted with adequate and appropriate information in order to simplify FEMA’s approval.
3. As projects begin, the Tribe expects that the contractor will monitor the progress of each project. As deadlines approach, the contractor will work with appropriate agencies to ensure there are no “obstacles” to completing a project. If for any reason the Tribe is unable to complete work within the allowed time frames, they will submit requests for time extensions. The selected contractor will work with the Tribe to develop the requests and ensure they are submitted in a timely fashion.
4. The contractor will help expedite project approvals by quickly identifying special considerations involving duplication of benefits, environmental laws and acts, floodplain and wetland requirements, historic preservation, and cultural issues. By identifying the necessary approvals from state and federal agencies for projects that have special considerations (if applicable), grant applications will be approved more rapidly and work can be completed in compliance with federal requirements.
An important service the contractor will provide is to revisit project applications and grant agreements on a routine and regular basis to ensure each project is on time and the Tribe has sufficient funds to support the effort. This process will allow for the early identification of potential problem projects. Technical assistance can then be provided to expedite the project.
The Tribe’s goal is two-fold: to identify all projects and write grant applications so that they may be approved and funded as soon as possible, and to complete project implementation in a reasonable time frame in accordance with the grant agreement and other governing authorities.
Information exchange will define the success of any long-term mitigation or recovery operation. The contractor will work with the Tribe’s point of contact for this project to conduct any required public outreach meetings.
Deliverables:
• Contractor staff equipped with wireless notebook computers, cell phones, digital cameras, GPS units, and vehicles, as well as any other items required by assignment,
• Complete FEMA project applications (scopes of work and supporting documentation – digital photos, GPS coordinates for projects sites, etc)
• Documentation needed for appeals
• Appeals spreadsheet to document all appeals
• Tracking information for projects through completion to ensure deadlines are met, appropriate costs and documentation are recorded.
Reporting and Closeout
The contractor will be expected to work with the Tribe’s point of contact for this project and FEMA to ensure that projects are appropriately monitored and closed in accordance with FEMA and the Office of Management and Budget (OMB) regulations.
Contractor staff will maintain contact with the Tribe through monthly progress meetings, which may be conducted in person, by phone, or by electronic mail. These progress meetings will track project status, identify any issues to be resolved, and establish any required final inspections for projects. The results of these meetings will be documented and recommendations for interim disbursement and final reconciliations of projects will be forwarded to each respective team leader. These recommendations will be provided to the Tribe point of contact for this project and appropriate actions taken based on his/her approval.
Once all projects have been completed for a disaster, all appeals resolved, and all funds distributed to each applicant, the contractor will work hand-in-hand with the Tribe and FEMA to prepare for project closure. The contractor will work with the Tribe to prepare files for audit, compile all financial disbursements, and prepare the final standard form for closure of the grants. Staff members from the contractor’s team will then assist the Tribe in the development of all appropriate memoranda and correspondence for submittal to FEMA for the closure of each grant.
Deadline to submit bids: COB on May 02, 2014
Please submit Bids to: The Eastern Band of Cherokee Indians, P.O. Box 455, Cherokee NC 28719
Contact Information:
David Wachacha (828) 554-6433, daviwach@nc-cherokee.com
Mollie Grant (828) 554-6434, mollgran@nc-cherokee.com
