Long-term Disaster Recovery Grant Management, Administration Services and Project Management Support
Long Beach Medical Center, 455 East Bay Drive, Long Beach, NY ("LBMC"), is
issuing a Request for Proposals ("RFP") from qualified consulting firms and/or
multi-disciplinary consultant teams ("Respondents") to perform Long-Term
Disaster Recovery Grant Management, Administration Services and Project
Management support in connection with LBMC's applications for reimbursement
from State and Federal agencies, including FEMA, for significant losses and costs
incurred by LBMC as a result of Super Storm Sandy (FEMA-DR-4085-NY) that
made landfall on October 29, 2012.
Proposals are sought from qualified firms with substantial experience in obtaining
FEMA and other sources of reimbursement for costs incurred by local
governments in response to federally declared disasters. LBMC is particularly
interested in engaging a firm with substantial experience in obtaining
reimbursement through the FEMA Public Assistance Program, utilizing a team
with experience in expediting the timing and maximizing the percentage of
reimbursement funds, with expertise in obtaining higher than standard
reimbursement rates, demolition, historic review process, and right of entry
program. LBMC is also interested in engaging a firm with substantial experience
in successfully working with state Emergency Management Agencies, and in
particular, the New York Emergency Management Agency to facilitate and
expedite the distribution of FEMA and other disaster recovery reimbursement
funds to local governments.
The firm must also have available significant technical expertise in the areas of
insurance, demolition, construction costs and repair costs, structural issues,
architectural, engineering and cost estimating services as needed, to help ensure
maximum reimbursement. The firm should also have experience in pursuing and
obtaining FEMA reimbursement for "alternative projects" and "improved
projects".
LBMC may also require services addressing eligibility requirements
for projects under the Hazard Mitigation program, Community Development
Block Grant, Social Services Block Grant, FEMA's Disaster Specific Guidance
(DSG) and other disaster recovery cost reimbursement programs.
LBMC may also need specialized assistance to address unique needs that are not
satisfied by routine disaster assistance programs. It may also be required for
very complex restoration or rebuilding challenges. This may include locating
funding sources, and providing coordination of sources of help that may be
available to assist in the long-term recovery process as well as the reduction or
elimination of risk from future incidents, which may require considerable
intergovernmental agency coordination and technical support.
The qualifications and services requested of the Consultant are summarized as
follows:
• Extensive knowledge and familiarity with FEMA laws, regulations, and
policies related to disaster recovery reimbursement for all categories of
damage, historic, environmental and insurance review processes, and
demolition and Right of Entry processes, including but not limited to the
Public Assistance Program authorized by the Robert T. Stafford Disaster
Relief and Emergency Assistance Act (Stafford Act) found at 42 U.S.C. §§
5121 - 5207 (
http://www.fema.gov/pdf/about/stafford_act.pdf);
Regulations published in Title 44 of the Code of Federal Regulations (44
CFR) Part 206 implement the statute
(
http://www.access.gpo.gov/nara/cfr/waisidx_07/44cfrv1_07.html);
Policies written to apply the statute and regulations to specific situations
and provide clarification on a range of issues. (Public Assistance Policy
Reference Manual -
http://www.fema.gov/government/grant/pa/9500toc.shtm) ;FEMA
Standard Operating Procedures (SOPs) that provide guidance for FEMA,
the State and applicants on the processes. SOPs
(
http://www.fema.gov/government/grant/pa/sop.shtm);
• Organize, manage and administer the FEMA Reimbursement Process under
the Public Assistance Program;
• Maximize eligible funding for FEMA reimbursement rates for Project
Worksheets prepared by FEMA with assistance from LBMC consultants;
• Attend meetings with LBMC, Federal agencies, and State agencies to
negotiate and represent Project Worksheets (PWs) and the obligation of
eligible amounts.
• Provide grant management advice to maximize reimbursements of disaster
recovery expenses.
• Provide advice to LBMC personnel and consultants; attend and participate
in meetings as required.
• Facilitate, maximize, and expedite the distribution of FEMA and other
disaster recovery reimbursement funds to LBMC;
• Provide significant technical expertise and guidance in working with state
and federal historic review procedures required for FEMA reimbursement
including the negotiation and implementation of Memorandums of
Understanding with FEMA as to any Memorandum's of Understanding
concerning environmental or historic reviews related to FEMA
reimbursement.
• Work with the NY Emergency Management Agency to facilitate, maximize,
and expedite the distribution of FEMA and other disaster recovery
reimbursement funds to LBMC;
• Maximize FEMA reimbursement rates for demolition projects based on
eligibility criteria;
• Maximize FEMA reimbursement rates for Right of Entry projects;
• Work with FEMA to successfully expand the area covered by the Right of
Entry approval designation;
• Maximize FEMA reimbursement rates for alternative projects based on
eligibility criteria;
• Maximize FEMA reimbursement rates for improved projects based on
eligibility criteria;
• Provide significant technical expertise to advise the LBMC and successfully
negotiate with FEMA concerning the expeditious and successful completion
of the historic, environmental and insurance review processes based on
eligibility criteria;
• Provide significant technical expertise in the areas of demolition,
construction costs and repair costs, structural issues, architectural,
engineering and cost estimating services as needed, to help ensure
maximum reimbursement;
• Provide significant technical expertise in the areas of planning and
economic development to work in partnership with the community with the
goal of the long-term recovery planning and the comprehensive plan to
help the community transition from recovery to redevelopment including
significant technical expertise relating to resources and funding
opportunities available to assist in implementing recovery projects.
• Ensure that the Consultant's services provided receive maximum
reimbursement under FEMA regulations without duplication of efforts
provided by third party consultants engaged by LBMC;
• Prepare draft correspondence to local, Federal and State officials as
necessary.
• Prepare and conduct the close-out process, ensuring maximum recovery
and retention of all eligible funding, satisfactory disposition of appeals and
availability of supporting documents for future audits.
• Keep track and monitor Consultant's own time and activities by project, or
as allowable under the provisions of Federal guidance for direct
administrative, indirect, and project management costs (reference GSA
Federal regulations and policy guidance for these topics).
• Provide weekly performance and status reports to LBMC CEO, CFO,
Director of Facilities and other senior staff on the status of the FEMA Public
Assistance program and other grant programs as requested. Each
performance and status report should include, but is not limited to, the
following:
- Hours billed and amount invoiced by personnel and project
- Track in real time the number of hours each Consultant team
member devotes to each Project Worksheet for reimbursement
purposes
- PW and grant application development and revisions / amendments
- PW and grant application submissions and approvals
- Obligated amounts versus eligible estimates
- Issues with PW and grant application submissions and resolutions
- Issues requiring assistance
- Amounts awarded to LBMC per PW and grant application
- Requests For Reimbursement submitted
- Estimated and actual costs
- Reimbursements received by LBMC
- Insurance deductions
- PW and grant application closeouts
• Specialized assistance to address unique needs that are not satisfied by
routine disaster assistance programs. It may also be required for very
complex restoration or rebuilding challenges.
• Locating funding sources, and providing coordination of sources of help
that may be available to assist in the long term recovery process as well as
the reduction or elimination of risk from future incidents, which may
require considerable intergovernmental agency coordination and technical
support.
• Provide audit preparation services: The Consultant shall provide support
services to LBMC to manage and prepare for potential audits from LBMC
receiving grant funding. These services will include but should not be
limited to:
- Preparation and responses to inspections and audits for on-going
and completed projects.
- Preparation of formal audit responses and justifications; attendance
at associated meetings and hearings as needed.
• Provide technical advice regarding the reimbursement under the FEMA
Hazard Mitigation program (upon request).
• Provide technical advice and services with all LBMC departments, LBMC
and other consultants, FEMA and NY Emergency Management. The
Consultant will report to LBMC's CEO, CFO and Director of Facilities.
TERM OF AGREEMENT: LBMC intends to award a contract for two (2) years,
subject to the termination and non-appropriation requirements of the contract.
SUBMISSION REQUIREMENTS: Any Proposer submitting a proposal in response to
this RFP shall submit: One (1) electronic copy of the Technical Proposal and a
separate Price Proposal no later than 5:00 P.M. on February 1, 2013 to:
Barry Stern, CFO at bstern@lbmc.org.
Please address any questions, in writing, to bstern@lbmc.org.
Proposals must be received at this office no later than 5:00 p.m. EST on
Friday, February 1, 2013. The deadline will be strictly observed.
Proposals delivered to any other email address will be rejected as nonresponsive.
LBMC reserves the option to award contracts to multiple Consultants but would
prefer to award to a single Consultant which is able to provide all of the services
requested.