RFP # REQUEST FOR PROPOSALS. Post Disaster Redevelopment Plans For Indian River County Martin County St. Lucie County

Transcription

1 RFP # REQUEST FOR PROPOSALS Post Disaster Redevelopment Plans For Indian River County Martin County St. Lucie County

2 TREASURE COAST REGIONAL PLANNING COUNCIL (TCRPC) 421 SW Camden Avenue Stuart, FL RFP # REQUEST FOR PROPOSALS Development of three distinct Post-Disaster Redevelopment Plans for Indian River County, Martin County and St. Lucie County. The Treasure Coast Regional Planning Council ( TCRPC ) is seeking the planning services of a consultant to assist in the development of Post Disaster Redevelopment Plans (PDRP) for each of the following counties: Indian River, Martin and St. Lucie Counties. TCRPC is not seeking services within the scope of the practice of architecture, engineering, landscape architecture or surveying and mapping, however, persons that practice in those professions are not precluded from submitting proposals if they are otherwise qualified to provide the planning services being sought. All proposals, in order to be considered, must be delivered to and received by the TCRPC at the address set forth below prior to 2:00 p.m. on May 2, All proposals shall be addressed to Mr. Terry Hess, Deputy Director of the TCRPC. Proposals must be submitted in a sealed envelope which must specifically identify, on the face of the envelope, that it is submitted in response to RFP # No proposals will be accepted by telegram, fax, or in any other manner. Any cost incurred in the preparation of a response or presentation will be borne by the consultant. The full Request for Proposal package and the scopes of work for the project are posted to the TCRPC website: This request for proposals does not commit the TCRPC, or Indian River, Martin, and/or St. Lucie Counties to award a contract or to pay any costs incurred in preparation of a response to this request. The TCRPC reserves the right to accept or reject any or all proposals received as a result of this request, to negotiate with all qualified sources, to waive minor irregularities, informalities, or technicalities, to cancel in part or in its entirety this request for proposals, to readvertise for other proposals, or to cancel or terminate the solicitation process if such actions are determined by TCRPC to be in its best interest. The TCRPC recognizes fair and open competition as a basic tenet of public procurement and encourages participation by small business enterprises, and minority and women s/managed business enterprises and those businesses with a local office presence. TCRPC does not award advanced standing for such business classifications, but encourages their participation. Questions should be submitted to Kathryn E. Boer, Emergency Programs Coordinator at (772) or kboer@tcrpc.org Submit 6 paper copies of proposal to: Terry L. Hess, AICP Deputy Director Treasure Coast Regional Planning TCRPC 421 SW Camden Avenue Stuart, FL

3 PART I GENERAL INFORMATION Solicitation The TCRPC invites consultants, organizations, or other interested persons to submit proposals for this project. The foregoing parties are referred to herein as consultant, Consultant or proposers or similar language. To be considered, one (1) original and five (5) copies of the proposal should be submitted to: Limitation Treasure Coast Regional Planning Council 421 SW Camden Avenue Stuart, FL This request for proposals does not commit the TCRPC or Indian River, Martin, or St. Lucie Counties to award a contract or to pay any costs incurred in preparation of a response to this request. The TCRPC reserves the right to accept or reject any or all proposals received as a result of this request, to negotiate with all qualified sources, to waive minor irregularities, informalities, or technicalities, to cancel in part or in its entirety this request for proposals, to re-advertise for other proposals, or to cancel or terminate the solicitation process if such actions are determined by the TCRPC to be in its best interest. The TCRPC may require proposers to make a presentation to a consultant section committee. The TCRPC also may require the selected consultant to participate in negotiations and to submit technical or other revisions to its proposal as may result from such negotiations. Inquiries Proposers may submit written inquires for interpretation of this RFP to the TCRPC. A response may be given to written inquires if received ten (10) days before the date fixed for receiving the proposals, provided that the TCRPC determines that a response to the inquiry is necessary or appropriate. Written responses to inquiries issued by the TCRPC will be ed or faxed as an addendum to all parties who request this RFP or who have submitted a notice of their intent to submit a proposal and shall also be posted on the TCRPC web site. Proposers may withdraw their proposals by notifying the TCRPC in writing at any time prior to the opening. Proposers may also withdraw their proposals in person or through an authorized representative prior to the opening. Proposers and authorized representatives must disclose their identity and provide a signed receipt for the proposal returned to them by the TCRPC. Proposals, once opened, become the property of the TCRPC and will not be returned to the proposers. Proposals shall become public record and shall be subject to public disclosure in accordance with Chapter 119, Florida Statutes. 3

4 Contract Award The proposer understands that this RFP does not constitute a contract or an offer to contract with the TCRPC. No contract shall be binding on the TCRPC unless and until it has been approved by the TCRPC s governing board and has been duly executed by the TCRPC and consultant. Consultant also understands and agrees that the TCRPC will not execute nor be bound by any contract unless and until the contract has been reviewed and administratively approved by Indian River County, Martin County and St. Lucie County. Contingent Payment and Refunding Provision Related to Payments to Consultant Submission of its proposal for evaluation shall constitute the understanding and acknowledgement by consultant that the sole and exclusive source of funds for the TCRPC to provide payments to the consultant under any contract that may be executed with consultant is the funding which may be provided to the TCRPC from Indian River County, St. Lucie County and Martin County (collectively referred to under this section as Counties or if reference is to one then in the singular as County ) pursuant to contracts entered into or to be entered into by the TCRPC with the Counties. Each County has entered into a grant agreement(s) with the State of Florida, Division of Emergency Management. Consultant understands and agrees that any contract to be executed with the consultant shall contain a Contingent Payment Clause which shall be in substantially the following form: Notwithstanding any provisions of this Contract the following shall control: it shall be a condition precedent to any liability of the TCRPC to make any payment or payments to the Consultant under or in connection with this Contract, that the TCRPC has actually received the funds from a County or the Counties, as applicable, for such payment or payments. If Indian River County, St. Lucie County or Martin County has not paid the TCRPC for any reason whatsoever, including but not limited to their non receipt of the funds under their grant agreements (referenced above), or any County s or the Counties unwillingness to pay, or a County s or the Counties determination that a request for payment is for ineligible or unallowable costs under their grant agreements or their agreements with the TCRPC or for any other reason whatsoever whether related to Consultant or not, the Consultant agrees that the TCRPC shall not be liable for any such payments to Consultant, nor be indebted to the Consultant. Consultant assumes the risk of non payment by the Counties. In no event shall the TCRPC be obligated to use its own funds to fund its obligations under this Contract. If funds are not actually received by the TCRPC from a County, or the Counties, as applicable, regardless of the reason, the TCRPC shall not be obligated to make any payments to Consultant under this Contract. In addition to the above, the Consultant shall agree that if: (i) the federal grant funding agency, (ii) the State of Florida Division of Emergency Management, (iii) any of the Counties or (iv) the TCRPC shall determine that any payment or payments to the Consultant were improperly made or were not for eligible or allowable expenditures under the TCRPC s agreement(s) with the Counties or under the grant agreements executed by the Counties then Consultant shall refund to the TCRPC all such payments within 10 days of a written demand from the TCRPC. Any such refunds not paid to the TCRPC within said 10 days shall bear interest at the rate of 10% per annum. 4

5 Addenda In addition to responding to inquiries from potential Consultant s, the TCRPC retains the right to modify this RFP by issuance of written addenda. If written addenda are issued, they will be issued at least seven (7) days before the date fixed for receiving the proposals. The TCRPC shall have the option to extend the deadline for submittal of proposals so all proposers will have adequate time to make any needed changes. Addenda issued by the TCRPC will be ed or faxed to all parties who request this RFP or who have submitted a notice of their intent to submit a proposal and shall also be posted on the TCRPC web site. Indemnification The Consultant shall indemnify and hold harmless the TCRPC, its officers and employees, from liabilities, damages, losses, and costs, including, but not limited to, reasonable attorneys fees, to the extent caused by the negligence, recklessness, or intentionally wrongful conduct of the consultant and other persons employed or utilized by the consultant in the performance of the contract. Insurance In the contract to be negotiated with a Consultant the Consultant shall be required, at its own expense, to procure and maintain until final acceptance of the work and services of Consultant, with insurers acceptable to the TCRPC, the types and amounts of insurance conforming to the minimum requirements set forth herein. The Consultant shall not commence work until the required insurance is in force and evidence of insurance acceptable to the TCRPC has been provided to, and approved by, the TCRPC. The evidence shall be a fully completed satisfactory Certificate of Insurance, such as a standard ACORD Certificate of Liability Insurance (ACORD Form 25-S) or other evidence satisfactory to the TCRPC, which shall be signed by an authorized representative of the insurer(s) providing the coverage. Notwithstanding the prior submission of a Certificate of Insurance, or other evidence acceptable to the TCRPC, if requested by the TCRPC, Consultant shall deliver to the TCRPC the following:, (i) within thirty (30) days after receipt of a written request from the TCRPC, provide the TCRPC with a certified complete copy of the policies of insurance providing the coverage required, with each policy to be certified as a true and correct copy of the original policy by an authorized representative of the insurer(s) that issued the policies. The minimum types and amounts are as follows: Workers Compensation/Employer s Liability Insurance Such insurance shall be no more restrictive than that provided by the Standard Workers' Compensation Policy, as filed for use in Florida by the National Council on Compensation Insurance, without restrictive endorsements. The minimum amount of coverage (inclusive of any amount provided by an umbrella or excess policy) shall be: Part One: "Statutory" Part Two: $ 500,000 Each Accident $ 500,000 Disease - Policy Limit $ 500,000 Disease - Each Employee 5

6 General Liability Insurance Such insurance shall be no more restrictive than that provided by the most recent version of standard Commercial General Liability Form (ISO Form CG 00 01) without any restrictive endorsements. The TCRPC shall be included as an "Additional Insured" on a form no more restrictive than ISO Form CG (Additional Insured - Owners, Lessees, or Contractors). The minimum limits (inclusive of amounts provided by an umbrella or excess policy) shall be: $ 1,000,000 General Aggregate $ 1,000,000 Products/Completed Operations Aggregate $ 1,000,000 Personal and Advertising Injury $ 1,000,000 Each Occurrence Automobile Liability Insurance Such insurance shall be no more restrictive than that provided by Section II (Liability Coverage) of the most recent version of standard Business Auto Policy (ISO Form CA 00 01) without any restrictive endorsements, including coverage for liability contractually assumed, and shall cover all owned, non-owned, and hired autos used in connection with the performance of the work. The minimum limits (inclusive of any amounts provided by an umbrella or excess policy) shall be: $ 1,000,000 Each Occurrence - Bodily Injury and Property Damage Combined The contract with Consultant may also require, at the election of the TCRPC, additional insurance related requirements including but not limited to: (i) that required endorsements, including but not limited to additional insured and waiver of subrogation endorsements be provided, (ii) that endorsements shall be in such form as required by the TCRPC, (iii) require delivery to the TCPRC with the evidence of insurance of the actual signed endorsements (reflecting policy numbers) signed by an authorized representative of the insurer providing coverage, (iv) that the evidence of insurance confirm that the TCRPC shall be given no less than thirty (30) days advance written notice prior to any material modification, cancellation or termination, (v) that providing Workers Compensation/Employer s Liability Insurance via a professional employer organization ( PEO ) or employee leasing company is not acceptable, (vi) that insurance provided by Consultant is primary to and shall not require contribution from, any other insurance or self insurance maintained by the TCRPC, (vii) that no deductible or self insured retention shall be allowed on any such insurance unless approved by the TCRPC, (viii) that Consultant shall be responsible for paying any losses, including losses and defense costs with respect to claims against the TCRPC within the amount of any deductible or selfinsured retention, including any such deductible or self-insured retention applicable to a claim against the TCRPC for which the TCRPC is insured as an additional insured, (ix) that any remedy provided to the TCRPC by Consultant provided insurance shall be in addition to and not in lieu of any other remedy available to the TCRPC, (x) that neither approval by the TCRPC nor failure to disapprove the insurance furnished by Consultant shall relieve Consultant of Consultant s full responsibility to provide the insurance as required by the Contract and shall not relieve the Consultant of any of its other 6

7 obligations under the Contract, and (xi) all insurance policies shall be issued by companies authorized to do business under the laws of the State of Florida and all such insurers must have an A.M. Best rating of no less than A+VII. No Contingent Fee to Obtain Contract with the TCRPC A Consultant submitting a proposal shall warrant and represent in any contract executed with the TCRPC that it has not employed or retained any company or person, other than a bona fide employee working solely for the Consultant to solicit or secure this agreement and that it has not paid or agreed to pay any person, company, corporation, individual or firm, other than a bona fide employee working solely for the Consultant any fee, commission, percentage, gift or other consideration contingent upon or resulting from the award or making of this agreement. For breach or violation of this provision the TCRPC shall have the right to terminate the contract without liability and, at its discretion, to deduct from amounts due Consultant, or to otherwise recover, the full amount of such fee, commission, percentage, gift or consideration. Convicted Vendor List and Discriminatory Vendor List A Consultant submitting a proposal with whom the TCRPC may contract shall represent and warrant in the contract that neither it nor any Affiliate (as defined in Chapter 287 of the Florida Statutes) has ever been placed on the Convicted Vendor List or Discriminatory Vendor List of the State of Florida. Proposers are hereby put on notice of the provisions of Florida Statute (2)(a) and (2)(a). Consultant Compliance with TCRPC Agreements and Grant Agreements As indicated above in this RFP the TCRPC has entered into or will be entering into contracts with Indian River County, St. Lucie County and Martin County (collectively referred to under this section as Counties or if reference is to one then in the singular as County ) (the TCRPC Agreements ). Each County has entered into a grant agreement(s) with the State of Florida, Division of Emergency Management (in this section collectively referred to as grant agreements ). Consultant shall be obligated to comply with and shall be subject to all contract provisions of the TCRPC Agreements and the grant agreements including but not limited to: (i) record keeping, (ii) access to records, (iii) audit requirements, (iv) being subject to monitoring requirements (including site visits), (v) reporting requirements, (vi) funding limitations (including termination of funding), (vii) non discrimination, (viii) suspension and debarment, (ix) lobbying prohibitions, (x) copyright, patent and trademark provisions, and (xi) provisions requiring compliance with laws, regulations, requirements, circulars, orders, or guidelines of the State of Florida, any of the Counties, or of the Federal government. Termination of Contract with Consultant The TCRPC shall have the absolute and unqualified right to terminate any contract entered into with Consultant for any reason or no reason including but not limited to for the convenience of the TCRPC. If termination is for convenience of the TCRPC Consultant shall be paid for services and deliverables satisfactorily provided prior to the effective date of termination subject to the 7

8 Contingent Payment Clause. The contract to be entered into will have such other provisions regarding termination as the TCRPC shall require. Rules for Proposals PART II INSTRUCTIONS FOR PREPARING PROPOSALS The proposal must name all persons or entities having an interest in the proposal as principals. The proposal must declare that it is made without collusion with any other person or entity submitting a proposal pursuant to this RFP. Proposal Proposers shall prepare their proposals using the following format: A. Letter of Transmittal - This letter will summarize in a brief and concise manner the proposer's understanding of the Scopes of Work and make a positive commitment to perform the work in a timely manner not to exceed the timeframe specified in the Scopes of Work. The letter must name all of the persons authorized to make representations for the proposer, including the titles, addresses and telephone numbers of such persons. An official authorized to negotiate for the proposer must sign the Letter of Transmittal. B. Submission Format - The proposal will be scored by the Selection Committee based on a total of 100 available points. The possible points available per question are noted in parentheses. Responses may be formatted as single spaced but should be at least 12 point font on 8.5 x 11 inch pages. Responses should be tabbed in order coinciding with the criteria listed. Any attachments and supporting material should be limited to 10 additional pages. C. Executive Summary - The Consultant shall include an Executive Summary to be written in nontechnical language to summarize overall capabilities and approach for accomplishing the Scopes of Work. The Executive Summary is limited to not more than 10 pages. D. The proposals shall address and be evaluated on the following criteria: 1. Completeness and quality of proposal The proposal will be evaluated on completeness and quality. Completeness addresses attention to all aspects of the criteria set forth in Part II of this Request for Proposals and tasks within the Scopes of Work. The quality of the proposal should be organized and professional. (10 Points) 2. Understanding of Scopes of Work - The Consultant should explain understanding of project characteristics, define capabilities and detail the approach to the project with emphasis on activities and work products. Discuss where any development difficulties may be anticipated and so resolved. Any specific techniques to be used should also be addressed. (20 Points) 8

9 3. Understanding of applicable state and federal guidelines and regulations The proposal should address a distinct understanding of state and federal guidelines and regulations applicable to this project. (10 Points) 4. Past experience and performance in Post-Disaster Redevelopment planning and coordination The consultant should include a detailed discussion of experience and demonstrate expertise in post-disaster redevelopment planning and coordination. Identify any performance project histories in Indian River, Martin and St. Lucie Counties as well as in other similar jurisdictions and include at least three recent and pertinent references, including contact name, telephone number and address for those projects. (20 Points) 5. Knowledge of and experience in project counties The consultant should demonstrate knowledge of the counties in this region and outline any projects undertaken that demonstrates understanding of local government operations. This section should detail any projects that further explains planning and coordination experience with Indian River, Martin and/or St. Lucie Counties. (20 Points) 6. Dedication of available qualified personnel This section of the proposal describes the consultant organizational profile and qualifications including the size and range of activities of the organization. Here the consultant will identify and provide resumes of the primary individuals responsible for carrying out and supervising the work. (10 Points) 7. Proximity to study area, office where work will be accomplished The proposer should provide a description and location of facilities or access to facilities as they currently exist and will be employed for the purpose of this work. (5 Points) 8. Regional Issues and commonalities - The Consultant will provide a brief discussion of any regional issues and commonalities found to be pertinent in the development of the Post-Disaster Redevelopment Plans. (5 Points) E. Schedule By submission of the proposal the consultant is affirming the ability to meet the project completion schedule with timeframes for each task identified in the attached scopes of work. F. Additional Data - Any additional information, which the proposer submits for consideration, should be included in a separate section of the proposal. Consultant's Authorized Signature The proposal shall be signed by an official authorized to bind the consultant in a contractual agreement. The consultant shall provide the following information: name, address, and telephone number of the individual(s) with authority to negotiate and contractually bind the consultant, if selected. 9

10 PART III EVALUATION OF PROPOSALS A. General the TCRPC shall be the sole judge of its own best interests with regard to proposals and any resulting negotiated agreement. The Selection Committee s evaluation criterion includes consideration of the following: 1. Completeness and quality of proposal; 2. Understanding of scopes of work; 3. Understanding of applicable state and federal guidelines and regulations; 4. Past experience and performance in PDRP planning and coordination; 5. Knowledge of and experience in project counties; 6. Dedication of available qualified personnel; 7. Proximity to study area, office where work will be accomplished; 8. Discussion of regional issues and commonalities; and B. Selection the TCRPC shall utilize a selection committee to evaluate the submitted written proposals. The committee shall consist of one (1) representative from each county emergency management office, one (1) representative from a county growth management office and the Deputy Director of the TCRPC. This committee will rank firms for negotiations based on the written proposals received and the above referenced criteria. Depending on the number and quality of proposals received, the committee may choose to require presentations by the firms with the highest-ranked written proposals. If presentations are to be conducted, the three highest ranked firms shall make presentations which will be brief, and will focus on the firm's qualifications, approach to the project, and ability to furnish the required services. If presentations are conducted then the committee may re-rank the firms making presentations. In doing the rankings, based on the above criteria, the individual selection committee member s evaluation of the proposing firms will reflect total point scores and rankings for each firm based on these point scores. Overall rankings of the proposing firms, however, will be determined on the basis of the average of the cumulative rankings (not points) of the firms from the evaluation sheets completed by the selection committee members. As an example, suppose that the point scores from the selection committee members evaluation sheets result in a firm being ranked by the five committee members as follows: committee member 1-ranks the firm at 2, committee member 2-ranks the firm at 3, committee member 3-ranks the firm at 6, committee member 4-ranks the firm at 1, committee member 5-ranks the firm at 4. The average of the cumulative rankings results in a ranking of this firm at 3.2. The firm with the lowest ranking number will be the highest ranked firm and so on. C. Negotiations - After the committee ranks the top three (3) firms, staff of the TCRPC shall attempt to negotiate a satisfactory contract with the top ranked firm for professional services at compensation which staff determines is fair, competitive, and reasonable. Any final contract shall require the approval of the TCRPC s governing board. 10

11 D. If the TCRPC determines that it is unable to negotiate a satisfactory contract with the top ranked firm at a price the TCRPC determines to be fair, competitive, and reasonable, negotiations with that firm shall be formally terminated. The TCRPC shall then undertake negotiations with the second ranked firm. If the TCRPC determines that it is unable to negotiate a satisfactory contract with the second ranked firm, negotiations with that firm shall be formally terminated. The TCRPC shall then undertake negotiations with the third ranked firm. Should the TCRPC be unable to negotiate a satisfactory contract with any of the top three selected firms, the TCRPC may select additional firms in order of their competence and qualifications and continue negotiations until an agreement is reached or take such other action as the TCRPC may deem appropriate under the circumstances. INTRODUCTION PART IV SCOPE OF SERVICES The record-setting hurricane seasons of 2004 and 2005 underscored the need for Florida communities to prepare for wide-ranging challenges of rebuilding after a disaster. Section , Florida Statutes, requires that comprehensive plans include an objective to establish a Post-Disaster Redevelopment Plan (PDRP). In 2007, the Florida Department of Community Affairs and Division of Community Planning, in partnership with the Florida Division of Emergency Management (FDEM), created a PDRP pilot community planning initiative to develop guidance for local planning efforts. The purpose was to develop a planning process that would encourage vulnerable communities to undertake preparations to ensure long term sustainability through pre disaster planning and post disaster implementation. Through a PDRP, local governments can collaboratively create long term recovery and redevelopment strategies in pursuit of a more disaster resilient and sustainable community. During 2010 the best practices guide, Post-Disaster Redevelopment Planning: A Guide for Florida s Communities, was completed and released. The FDEM has provided Indian River, Martin and St. Lucie Counties funding from the Homeland Security Grant Program for development of a PDRP for each county. Funding resources are represented in two contracts from FDEM to each county as Fiscal Year 2009 and Fiscal Year 2010 of the Homeland Security Grant funds. The Treasure Coast Regional Planning Council (TCRPC) has entered into professional services agreements with Indian River, Martin and St. Lucie Counties to develop individual county PDRP. This development effort will be conducted and managed by the TCRPC in cooperation with Indian River County Community Planning and Indian River County Emergency Management Division, Martin County Department of Growth Management and the Martin County Emergency Management Agency, St. Lucie County Planning Division and St. Lucie County Division of Emergency Management, and the Florida Division of Emergency Management and Florida Department of Community Planning. The agreement allows the TCRPC to obtain the services of a consultant to assist on tasks necessary to complete each PDRP. Indian River and St. Lucie Counties scopes of work are divided into Phase I and Phase II for each county and will be developed to the recommended level as determined within the Guidebook with completion by April 30, Martin County s scope of work requires a full 11

12 plan written to the recommended level with elements written to the Advanced level as determined within the Guidebook with completion by June 1, The tasks below in both scopes of work focus on pre- and post-disaster redevelopment strategies and implementation planning work. PURPOSE The purpose of developing post-disaster redevelopment plans is to address long-term postdisaster recovery and redevelopment. The intent is to reduce community vulnerability to disasters, meet the State of Florida comprehensive planning requirements for coastal communities and foster a more resilient and successful community recovery from disaster impacts. This effort involves creation of a stakeholder committee, public outreach and coordination, local plan integration and local government capacity assessments, land use redevelopment, and financing strategies, and development of action and implementation policies and plans. Also accompanying the development of the strategies and plans, there will be additional focus on identifying recommendations for improving local plan integration, local government capacity and necessary policies and procedures for the action and implementation elements of each county PDRP. Other tasks associated with this study involve initiating and maintaining a public participation process throughout the project; coordination with Indian River, Martin and St. Lucie Counties PDRP Coordinator, and the TCRPC; guidance in the development of PDRP goals, objectives, and policies; generation of project quarterly progress reports; and other tasks. SERVICES TO BE PERFORMED Following is the scope of work for Indian River, St. Lucie and Martin Counties. Indian River and St. Lucie County s scopes are to be written at the Recommended level (as defined by the 2010 best practices guide, Post-Disaster Redevelopment Planning: A Guide for Florida s Communities). The Martin County PDRP is to be written at the Recommended level with specific tasks to be written at the Advanced level. The task(s) highlighted will be undertaken by TCRPC staff for all three (3) county PDRPs. The remaining tasks are the subject of this RFP. Proposers should review these tasks/work products and detail its approach to completing them in consultation with the TCRPC. If the proposer believes that changes in the scope of services or division of responsibilities would benefit the TCRPC in terms of quality and cost savings, then the proposer should indicate those changes and provide a rationale for them. 12

13 INDIAN RIVER COUNTY PHASE I POST-DISASTER REDEVELOPMENT PLAN SCOPE OF WORK The Indian River County PDRP shall contain the elements recommended within the publication: Post Disaster Redevelopment Planning, A Guide for Florida Communities (2010, Florida Department of Community Affairs and Florida Division of Emergency Management) and where applicable shall be used as reference for inclusion of additional elements or tempering of elements determined by the Stakeholder Committee and community input. Task 1 Stakeholder Committee The TCRPC, in consultation with the Indian River County PDRP Coordinator, will form a stakeholder committee to oversee the planning process and will be designed to continue plan implementation after adoption of the PDRP. The community will work with the project coordinator to determine the membership of the committee. Membership will include representatives from the technical areas relevant for Post-Disaster Redevelopment Planning, including representatives with knowledge of: land use issues, infrastructure, housing, economic redevelopment, emergency management, environmental, health and social services, finance and communication (general administration). The Committee will meet 4 times minimum during the planning process. There will be, at a minimum, one (1) public workshop and one (1) stakeholder and Board of County Commissioners presentation workshop in which issue identification is addressed to gain as much input as possible on the issues specific to the community that should be included in the plan. Any additional Committee meetings will focus on gathering input on the draft deliverables of Tasks 3 through 10. The TCRPC will be responsible for regular communication with the Committee and county PDRP coordinator outside of meetings via , by phone, and the posting of draft reports on the project website when available. 1. Committee Roster 2. Committee meeting agendas, minutes, and sign-in sheets Task 2 Coordination and Evaluation Coordination between Indian River County Emergency Management Division, Planning Division, and the Stakeholder Committee is important for the success of this program. The TCRPC, consultants and PDRP Coordinators will be asked to attend at a minimum, 3 coordination meetings to discuss issues and evaluate progress. The PDRP Coordinator will submit a progress report every quarter and participate in progress meetings with the Division on a quarterly basis and as needed. 1. Evaluation reports from each meeting 2. Quarterly Progress Reports Task 3 Local Plan Integration An assessment of the community s local plans as they relate to post-disaster redevelopment issues will be conducted, including at a minimum, the local comprehensive plan, the County Comprehensive Emergency Management Plan, and Recovery Standard Operating Procedures, the Local Mitigation Strategy, and economic development plans. Other recommended plans that will be evaluated if available and relevant include, Long-Range Transportation Plans, land 13

14 development codes, Strategic Regional Policy Plan, Disaster Temporary Housing Plans, Debris Management Plans, Transfer and Development Rights Programs, government, critical facilities and major industry Continuity of Operations Plans, public-private partnership strategies, Long- Term Beach Management Plans, Community Redevelopment Area plans, and other available local plans relative to post-disaster planning. Issues in these plans that are relative to the PDRP will be summarized in a crosswalk or other appropriate method. Recommendations of further integration of post-disaster issues into local plans will be developed and included as part of the action plan described in Task 8. These issues will be presented to the Stakeholder Committee for review. A draft chapter titled Local Plan Integration will be developed for review and approval. Additionally, a gaps analysis of policies and procedures not existing but necessary for the implementation of the PDRP will also be conducted. Post-disaster redevelopment policies and procedures for development could include criteria and procedures for land acquisition after a disaster, criteria for siting of temporary housing or debris storage, temporary building moratorium ordinance, priority areas for redevelopment, and historic review procedures. 1. Local Plan Integration Chapter 2. Recommendations on further integration to be included in the Action Plan 3. Recommendations on additional necessary policies and procedures to be included in the Action Plan Task 4 Local Government Capacity Assessment An assessment of the community resources available to implement the plan pre- and postdisaster will be conducted. The PDRP Coordinator and Stakeholder Committee will determine the local staffing, private sector assistance and intergovernmental coordination capabilities as they relate to post-disaster redevelopment. The information appropriate for public dissemination will be compiled into the Local Government Capacity Assessment chapter of the plan and the Action Plan chapter. Any sensitive information pertaining to local government capacity will be compiled in a separate memo to the PDRP Coordinator. The TCRPC will provide assistance to the Coordinator and Committee in developing a gaps analysis for possible revenue and resource shortage scenarios and develop solutions to integrate into the financing strategy developed in Task 7. Recommendations for solutions to possible resource shortage scenarios will be developed. 1. Local Government Capacity Assessment Chapter 2. Non-public Local Government Capacity Assessment memo, if deemed necessary 3. Recommendations for improving Local Government capacity Task 5 Vulnerability Identification Sub-Task 5.1 Vulnerability Subcommittee Creation A subcommittee will be created from the Stakeholder Committee to discuss vulnerabilities within the region. Once sub-task 5.2 has been completed the subcommittee can determine the disaster scenarios that will define the comprehensive vulnerability analysis pertaining to potential impacts to infrastructure (public, critical facilities and transportation), temporary and long-term housing, economic recovery and social demographics within the region. At a minimum the TCRPC will coordinate three (3) 14

15 Vulnerability Subcommittee meetings. The Vulnerability Chapter of the PDRP will be reviewed by the subcommittee and the Stakeholder Committee. 1. Committee Roster 2. Committee meeting agendas, minutes and sign-in sheets Sub-Task 5.2 Community Vulnerability Identification All existing vulnerability analyses, such as those contained in the Local Mitigation Strategy, CEMP, Regional Evacuation Studies, and data analysis in the Local Comprehensive Plan will be synthesized to produce a report discussing known hazard and social vulnerabilities as they relate to the post-disaster redevelopment planning topics. 1. Vulnerability Identification Chapter Sub-Task 5.3 Regional Vulnerability Analysis A regional technical vulnerability analysis that identifies vulnerabilities to and impacts from disaster and sea-level rise scenarios to infrastructure (public, critical facilities and transportation), temporary and long-term housing, economic recovery and social demographics within the region will be developed. The regional vulnerability analysis will be conducted using scenarios that engage storm surge, sea level rise and other natural or man-made disasters as determined by the stakeholder sub-committee. The final county-specific comprehensive vulnerability analyses will include a regional vulnerability analysis to enhance the vulnerability chapter in the PDRP. The regional vulnerability analysis is an aggregate of the region s county vulnerability analyses and will provide a regional vision of vulnerability and issues regarding the components listed above. The analyses will be integrated either by narrative or GIS products. In addition, redevelopment scenarios will be addressed through a technical GIS analysis or in a narrative discussion to explain the impact changes in land use could have on the community s vulnerability. The community may wish to keep this information general and not identify specific areas on a map due to public reaction or the GIS capabilities of the community may make such a technical analysis very time consuming and not within the budget of this scope. The PDRP Coordinator and the emergency management division will make the determination together as to the degree of vulnerability analysis best suited for the community. 1. Draft Disaster Scenarios 2. Narrative summaries of impacts on infrastructure and public facilities, health care, private businesses, economic, social and housing per scenario outcomes. 3. Community-specific recommendations for regional action items to be addressed in either the action or implementation plans referenced in tasks 8 & Inventories of vulnerable infrastructure, public facilities, health care, private businesses and housing inventories. 15

16 5. GIS maps depicting location of vulnerable infrastructure, public facilities, health care, private businesses and housing inventories. 6. Regional Vulnerability Element of the Vulnerability Identification Chapter. Indian River PHASE I Deliverables Task 1: Stakeholder Committee Committee Roster Committee meeting agendas and minutes Note: This assumes a committee meeting each quarter. Task 2: Coordination and Evaluation Quarterly Progress Reports Due Date June 30, 2011 September 30, 2011 December 31,2011 April 30, 2012 June 30, 2011 September 30, 2011 December 31,2011 April 30, 2012 Task 3: Local Plan Integration Draft Local Plan Integration Chapter Recommendations on further integration to be included in the Action Plan (Phase II) Recommendations on additional necessary policies and procedures to be included in the Action Plan Task 4: Local Government Capacity Assessment Institutional Capacity Assessment Chapter Recommendations for improving institutional capacity Task 5: Vulnerability Identification Sub-Task 5.1 Vulnerability Subcommittee Creation Sub-Task 5.2 Vulnerability Identification Chapter Sub-Task 5.3 Regional Vulnerability Analysis FINAL PHASE I Completion September 30, 2011 September 30, 2011 September 30, 2011 December 31, 2011 March 31, 2012 June 30, 2011 September 30, 2011 December 31, 2011 March 31,

17 INDIAN RIVER COUNTY PHASE II POST-DISASTER REDEVELOPMENT PLAN SCOPE OF WORK The Indian River County PDRP shall contain the elements recommended within the publication: Post Disaster Redevelopment Planning, A Guide for Florida Communities (2010, Florida Department of Community Affairs and Florida Division of Emergency Management) and where applicable shall be used as reference for inclusion of additional elements or tempering of elements determined by the Stakeholder Committee and community input. Parentheses indicate the continuation task numbers from Phase 1. Task 1 (6) Outreach and Coordination Strategy Public outreach is vital to the PDRP development process. The TCRPC, County PDRP Coordinator, the Emergency Management Division and Division of Community Planning will coordinate to provide for various means of public notifications of the progress of the PDRP process and development, publish public meeting dates and address public comment. This may include the establishment of a public access webpage housed on the Indian River County website and/or other options available to the County. As noted in Task 1: Stakeholder Committee; a minimum of one (1) public workshop will take place during the development of the PDRP. A strategy for long-term recovery information collection and dissemination will be developed pre- and post a disaster. The strategy will also address regional and state coordination during disaster recovery and public participation in redevelopment decisions. Coordination between the Indian River County Emergency Management Division, Division of Community Planning, and the Stakeholder Committee is important for the success of this program and will be maintained throughout this project. The TCRPC, consultants and PDRP Coordinators will be asked to attend at a minimum 3 coordination meetings to discuss issues and evaluate progress during the PDRP development. 1. Outreach and Coordination Chapter Task 2 (7) Financing Plan The TCRPC with assistance from the Stakeholder Committee will facilitate the development of a plan or strategy that addresses possible funding resources after a disaster. This element of the plan details how local revenues, reserves, and loans, state and federal assistance programs, private sector and non-profit contributions, mutual aid agreements and pre-established recovery contracts will be put into practice following a disaster. This strategy should match the county s anticipated needs with necessary funding resources and plan for stipulations of outside resources. A process for management of these additional resources in the aftermath of the disaster should be identified or included in the Action Plan of Task 8 for future development. 1. Financing Plan/Strategy Chapter Task 3 (8) Action Plan Based on the findings in the Local Government Capacity Assessment, the Vulnerability Identification and Policies and Procedures sections of the developing PDRP, and integrating and analyzing Committee and public workshop community input; post-disaster redevelopment 17

18 goals/objectives and issues specific to the community and consistent with other local plans will be identified. Issues addressed will include at a minimum, but are not limited to; Land Use, Housing, Economic Redevelopment, Infrastructure and Public Facilities, Health and Social Services and the Environment will be determined and prioritized by the Committee and/or public input. A summary of recommendations on solutions/actions will be developed to address each issue with assistance from the Committee. Working groups may be established for issues that require subject matter experts or stakeholders specific to those issues to better facilitate the Action Plan development. The Action Plan must address responsible parties, timing, and cost considerations and identify actions that can be taken before a disaster to prepare the community from those that should be taken after a disaster as well as differentiate between short-term and long-term actions. 1. List of post-disaster goals/objectives 2. Prioritized list of issues with short descriptions 3. Actions list or matrix Task 4 (9) Implementation Plan The PDRP Stakeholder Committee will develop an implementation plan chapter for the PDRP. A recommended process based on conversations with the PDRP Coordinator and members of the Stakeholder Committee that best suits the community s institutional organization will be developed. Elements to be included in this chapter will be a milestone schedule for transition including instructions for plan activation and deactivation, a maintenance and update schedule and methodology, as well as, pre-disaster and post-disaster action plan implementation procedures. Elements may include, exercise and training schedule and methodology and development of post-disaster recovery ordinances, interpretation of existing post-disaster policies that may be utilized (refer to crosswalk in Task 3). The Implementation Plan will be presented to the Committee for comments and approval. Once approved, it will be included in the final PDRP. 1. Post-disaster decision-making organizational chart 2. Implementation Plan Chapter Task 5 (10) Final Plan The TCRPC will compile the PDRP from the pieces developed in Phase I and II and present to the Stakeholder Committee for final review and approval. Edits will be made to the plan based on Committee input and the PDRP Coordinator will be provided with a final digital, editable copy of the plan and any data sets created as well as up to 20 hardcopies of the final plan. GIS shape files, tables joined with the shape files, meta data and ARC Map project files used to create maps and conduct analysis will be provided as part of the finished product. The Indian River County PDRP Coordinator will provide to the Division a final digital, editable copy of the plan and any data sets created as well as 2 hardcopies of the final plan. Note: The Track-Changes editing tool will not be used in the development draft documents during this entire project to avoid software conflicts when imported into the Indian River County software data drives. 18

19 1. Post-Disaster Redevelopment Plan 2. Final digital copy of Plan in both editable version and PDF 3. Digital copies of data sets, GIS shapefiles, meta-data and ARC Map files. Indian River PHASE II Deliverables Continued Task: Stakeholder Committee Committee Roster Committee meeting agendas and minutes Note: This assumes a committee meeting each quarter. Continued Task: Coordination and Evaluation Quarterly Progress Reports Task 6: Outreach and Coordination Strategy Outreach and Coordination Chapter Task 7: Financing Strategy Financing Chapter Task 8: Action Plan List of post-disaster goals/objectives Prioritized list of issues with short descriptions Actions list or matrix Task 9: Implementation Plan Post-disaster decision-making organizational chart Implementation Plan Chapter Task 10: Final Plan Post-Disaster Redevelopment Plan Final digital copy of Plan in both editable version and PDF Digital copies of data sets created FINAL PHASE II Completion DUE DATE June 30, 2012 September 30, 2012 December 31,2012 March 30, 2013 June 30, 2012 September 30, 2012 December 31,2012 March 30, 2013 June 30, 2012 September 30, 2012 December 31, 2012 March 31, 2013 April 30, 2013 March 31, 2013 FINAL PHASE I and PHASE II Plan April 30,