Request for Proposals: Hurricane Florence HMGP FMA Planning and Management Services RFP – North Topsail Beach, NC | 1.2.19

Name of Organization: Town of North Topsail Beach


North Topsail Beach, NC

Name of RFP: Hurricane Florence HMGP FMA Planning and Management Services RFP

Details / Description

Professional Services Required:

Comprehensive administrative/management services of a professional consulting firm. These services will be procured by competitive proposals subject to 2CFR200.

Project Summary:

HMGP/FMA Component: (Planning and Management)

The submitting firm(s) shall provide the Town with planning services required to submit letters of interest and project applications to the NC Division of Emergency Management for HMGP and FMA acquisition, reconstruction, and elevation activities for all federally-declared disasters and annual FMA application cycles occurring prior to December 31, 2021. Upon receipt of individual grant agreements, the submitting firm(s) shall provide policies, procedures and guidelines, as well as management services, necessary for the successful implementation and completion of these hazard mitigation activities. The project is intended to eliminate or significantly reduce future flood risk through the acquisition, elevation, or reconstruction of flood-prone residences in the floodplain. The project includes the elevation of residences above base flood elevation, in accordance with the Town of North Topsail Beach Flood Damage Prevention Ordinance, reconstruction in accordance with the NC Residential Building Code, and the acquisition and demolition of substantially damaged flood-prone structures. The project requires extensive knowledge of Grant Financial Management, Construction Project Management, EEO and Environmental Compliance, Structural Elevation and Retrofitting Guidelines, National Flood Insurance Program (NFIP) Participation Requirements, and Federal Acquisition and Relocation Requirements.


The planning/management consultant(s) (Program Administrator(s)) selected to manage the HMGP/FMA projects will provide all necessary planning and project management expertise, including provision of on-site personnel, for the successful implementation and completion of the projects. All on-site structural feasibility analysis and construction inspection will be supervised by the Town of North Topsail Beach Building Inspection Department or the jurisdiction having authority over the project; however, the management consultant must provide a qualified resident housing inspector to assist the local building inspector with construction inspection and to act as the primary construction management liaison between the local building inspector and the Program Administrator.

The Program Administrator(s) shall provide Town of North Topsail Beach and the State of North Carolina with rehabilitation/reconstruction/elevation/acquisition/relocation policies and procedures consistent with the approved grant agreements regarding a variety of residential properties in Town of North Topsail Beach, North Carolina. The Program Administrator(s) shall possess a thorough working knowledge of the Stafford Act and related federal regulations provided for guidance of FEMA- funded hazard mitigation projects; reconstruction/acquisition/elevation policies provided by the Federal Emergency Management Agency and the North Carolina Division of Emergency Management; FEMA structural elevation and retrofitting guidelines; National Flood Insurance Program (NFIP) participation requirements; the NC Residential Building Code; the National Environmental Policy Act; procurement, audit, financial management, civil rights, and labor standards regulations pertaining to federally-funded grant projects as referenced in the grant agreement(s) to be executed by the Town; and the Uniform Relocation and Real Property Acquisition Policies Act. Required services will include, but not necessarily be limited to, the following:

  • Conduct public meetings for presentation of HMGP/FMA eligibility requirements.
  • Prepare Letters of Interest for all proposed HMGP/FMA projects for submittal to NCDEM.
  • Compile homeowner application data (Property Site Inventory Form, elevation certificate, photographs, etc.) from individual homeowners in the Town who are interested in participating in HMGP- and FMA-funded reconstruction/acquisition/elevation activities.
  • Prepare BCA-compatible property spreadsheets for submittal to NCDEM for benefit/cost analysis.
  • Prepare on-line or printed applications (as required) for HMGP/FMA elevation, reconstruction, and acquisition activities.
  • Develop comprehensive administrative guidelines for management of all HMGP and FMA funded reconstruction, elevation, and acquisition/ demolition activity, including procedures for financial management, construction procurement, and construction management and inspection; coordinate required structural engineering and building inspection services; coordinate NFIP and NC State Building Code compliance activities; review duplication of benefits procedures; prepare preconstruction and owner’s certification documents; review structural feasibility procedures; prepare temporary relocation procedures and homeowner/contractor dispute resolution procedures; and prepare administrative guidelines and forms/documents for proper management of residential housing activities in accordance with HUD/FEMA disaster recovery and hazard mitigation requirements.
  • Provide Federal- and state-required civil rights, environmental, labor standards, audit, and general procurement compliance as mandated by the grant agreement(s) executed by the Town.
  • Procure a structural engineering firm, legal firm, appraiser, surveyor, and asbestos inspector. Provide scheduling and coordination of these additional professional services.
  • Coordinate with the local building inspection department and consultant structural engineer during structural feasibility analysis, develop general elevation, reconstruction, and rehabilitation specifications, and prepare bid documents.
  • Solicit local/regional general contractors to assure compliance with the project schedule.
  • Manage the construction bid/award process.
  • Assist with on-site inspection of all residential construction work (as outlined above).
  • Authorize payment to other consultants and general contractors.
  • Supervise the cost report process and coordinate project financial management with the Town finance officer.
  • Manage all acquisition and demolition activity in accordance with URA and FEMA requirements, and Standard Operating Procedures established by the North Carolina Division of Emergency Management.
  • Develop a Citizen Participation Plan and coordinate an effective citizen participation process.
  • Maintain detailed case files for each unit included in the project, as well as general project compliance and procurement files.
  • Attend preconstruction conferences with homeowners and contractors; function as grantee/government/contractor liaison during construction.
  • Provide complete homeowner construction contract administration services, including review of change orders, issuance of notices to proceed, review of construction schedule, and regular review of construction quality and cost control procedures with the local building inspector.
  • Attend Board of Aldermen meetings as required for approval of program guidelines, contract awards, etc.
  • Function as liaison between the Town and the NC Division of Emergency Management.

How to Submit a Proposal


The successful firm(s) must demonstrate a particular knowledge of all applicable policies and procedures, standard operating procedures, interim policy guidance and HMGP/FMA compendium provisions for successfully implementing the Hazard Mitigation Grant Program and Flood Mitigation Assistance Program as outlined under “SCOPE OF SERVICES” above, including definition of specific background in the management of FEMA or state sponsored elevation/retrofitting, reconstruction, and acquisition/demolition activities. The Administrator must be able to coordinate the procurement, work scope and work practices of other professional services including but not limited to attorneys, engineers, appraisers, surveyors, and contractors used in the elevations and acquisitions undertaken by project participants.

The Program Administrator must demonstrate a proven ability to review and make recommendations for permitting necessary for reconstruction or elevation/retrofitting of structures as required by state and local laws.

The Program Administrator must have a demonstrated ability to amend the grants to the benefit of those properties not technically feasible to acquire, retrofit, or reconstruct, or elevate, relative to cost effectiveness/cost reasonableness provided by benefit cost ratios.

The Program Administrator must have a demonstrated ability to provide guidance to local government officials and others involved in the decision-making process, e.g., a community task force, for the establishment of sound practices which will affect the time, consistency, and organization of the jurisdiction’s disaster recovery/flood mitigation process.

The following factors will be considered critical in the evaluation of those proposals prepared in response to this announcement (maximum 100 points available):

  1. Specific Related Experience of Project Team Members ………………………………. 35 points
  2. Management Plan/Innovation …………………………………………………………………..20 points
  3. Performance and Reputation of Participating Firm(s) ………………………………….20 points
  4. Team Capacity/Staff Availability/Project Schedule………………….……………………10 points
  5. Cost-Effectiveness ……………………………………………………………………………………..15 points


  1. The selected firm(s) shall certify that it has no knowledge of any circumstances which will cause a conflict of interest in providing professional services; and that no contingent fees have been paid for soliciting or securing this contract.
  2. Town of North Topsail Beach shall select the proposal that rank highest according to qualitative criteria set forth in the RFP and federal procurement policies.
  3. Each firm or individual submitting a proposal response shall include a certification that it does not discriminate based on race, color, national origin, sex, religion, age or disability in employment or provision of services.


  • All proposers must submit complete proposals in the format provided in this RFP. All proposals and copies must be received by the date, time and at the location as specified in this RFP. Town of North Topsail Beach reserves the right to waive any informality or reject all proposals submitted.
  • There is no expressed or implied obligation for the Town to reimburse responding firms for any expense incurred in preparing or responding in any informality or reject all proposals submitted.
  •  All proposer responses to the RFP shall remain valid for a period of not less than ninety
    (90) calendar days from the due date of this RFP.
  • Submission of a proposal indicates acceptance by the proposer of the terms, conditions and requirements described in this RFP unless clearly and specifically noted in the submittal.

Proposal Format. Proposals are to be prepared in the following format:

  • Letter of Interest from Principal(s) of Submitting Firm(s).
  • General Qualifications Statement (summary of firm’s ability to perform “General Scope of Services Required” outlined above, and proven ability to meet requirements 1.- 4., outlined under “Procurement Criteria,” also outlined above).
  • Summary of Firm(s) Related Experience, including references.
  • Resumes of Key Personnel.
  • Management Plan/Technical Approach/Project Schedule.
  • Staff Availability.
  • Cost-Effectiveness (Provide a description of hourly rates, including all travel and per diem reimbursement, of all key personnel and technical/clerical support staff. Provide an estimated percentage of total work to be performed by each pay classification listed).
  • Non-Discrimination Certification.

Complete proposals must be submitted in the format provided in the RFP. Proposals must be in a sealed envelope and clearly marked “HURRICANE FLORENCE HAZARD MITIGATION GRANT PROGRAM AND FLOOD MITIGATION ASSISTANCE, PLANNING DEPARTMENT – SPECIAL PROJECT RFP” in the lower left corner of the envelope. Mailed, delivered, or e-mailed proposals must be received by no later than 5:00 P.M. EST, Friday, January 11, 2019, to be considered.

Deborah J. Hill, AICP, Director Planning Development
2021 NC HWY 172 Suite 1
Sneads Ferry, NC 28460
(910) 328-1349 /

Proposals will be rated by the Town staff prior to recommendation of an award of any contract. Procurement of planning/management firms will be accomplished in accordance with 2CFR200 and the North Carolina General Statutes relating to procurement of professional services.


Posted on

January 2, 2019

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