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Mar 24, 2022 --

Revision Page 4 Section III








The Parish of Webster for the purpose of entering into a contract with a disaster recovery and emergency planning services consultant (hereinafter referred to as the CONSULTANT) who will provide consulting and contract compliance monitoring services related to the contracted disaster activities.  The services provided by the CONSULTANT will assist the PARISH in recovering the maximum recovery funding from the Federal Government (including but not limited to) the Federal Emergency Management Agency (“FEMA”) and the State of Louisiana and the American Rescue Plan Act (“ARPA”) and CBDG-DR. 


The procedures for selection of the consultant will be in accordance with procurement requirements set forth by the Federal Government and the procedures set forth in the statement of qualification packet.  All responses received will be evaluated in accordance with the selection criteria and corresponding point system, which is further explained in the Request for Proposals Package.  The package also identified the scope of preliminary services to be performed by the chosen consultant.  The Parish of Webster reserves the right to reject any and all proposals, to waive informalities and to select the proposal that best suits its needs.


Interested parties are invited to request in person a Request for Proposals Package between the hours of 8:00 a.m. and 3:30 p.m. Monday through Friday from the Webster Parish Police Jury, Webster Parish Courthouse Annex, 401 Main Street, West Entrance, P.O. Box 389, Minden, Louisiana 71058, 318-377-7564.  SEALED responses to this request must be hand delivered or mailed to the Webster Parish Police Jury at the above address in such a manner that they are received no later than 2:00 p.m., Thursday, March 31, 2022.  Proposals received after the above specified time will not be considered and shall be returned unopened to the sender.


The Parish of Webster is an Equal Opportunity Employer.  We encourage all small and minority-owned businesses to apply.






  1. Purpose


The Parish of Webster is soliciting proposals from qualified consultants (“the consultant”) with expertise in Disaster Recovery and Emergency Planning Services.  The qualified consultant shall be responsible for Disaster Assessment and Recovery Services and Hazard Mitigation activities that are inclusive of but not limited to managing and monitoring disaster assessment and recovery services, preparing Project Worksheets and Detailed Damage Inspection Reports, consulting with agencies to assure compliance with the Federal Programs as well as other applicable recovery and mitigation activities.  In addition to having knowledge and experience in federal grant elements, the consultant shall also have the ability and experience in conducting federal and state agency consultants, review of construction (engineering) plans, Project Worksheet and Detailed Damage Inspection Report Preparation, and grant closeout reporting.


  1. Submission of Proposals


  1. One unbound Original, Three (3) bound copies and One (1) digital copy of the project proposal must be submitted to the address located below on or before 2:00 p.m., Thursday, March 31, 2022.  The original proposal shall be clearly marked as such.  Proposals submitted late will not be considered.


  1. Proposals should be submitted to:

Webster Parish Police Jury

401 Main Street, West Entrance

P.O. Box 389

Minden, LA 71058


  1. The envelope containing the Proposal must have “DISASTER RECOVERY AND EMERGENCY PLANNING SERVICES” displayed on the outside of the envelope.


  1. This package contains information on qualification requirements of the Consultant and information required to be included in the proposal.  Questions regarding the proposal should be directed to Alicia Owens, at the above address or by email at dukemoore@suddenlinkmail.comno later than 2:00 p.m., Thursday, March 24, 2022.



  1. This Request for Proposals may be canceled at any time and any and all proposals may be rejected in whole or in part as the Parish may determine that such actions are in the Parish’s best interest.
  2. Proposals must include a cover letter, a description of the consulting firm’s capabilities and services, a discussion of the firm’s expertise relative to the background and experience requirements contained herein, and resumes of qualified professionals who will be responsible for completing assigned tasks.  This material should also be provided for key sub-consultants.


  1. Addendum to the Request for Proposals


  1. This Request for Proposals shall not be modified in any way except by a written Addendum.  Any such written Addendum shall be prepared by Purchaser and shall be mailed, faxed or emailed to each Consultant recorded by Purchaser as receiving this Request for Proposals Package.  Any Consultant submitting a proposal must acknowledge the receipt of any and all written Addendums in the cover letter to the proposal.


  1. Evaluation Criteria and Selection Process


  1. Firms must meet the minimum qualifications and requirements set forth in Section II of this Request for Proposals.  A very low rating in any of the categories will be sufficient cause for the rejection of the proposal.


  1. Responders will be evaluated on the basis of written material submitted and according to the following factors.


Qualifications of the Firm: 25 points

The qualifications, experience and past performance of the respondent will be judged against the scope of services.  The same criteria will be applied to proposed sub-contractors which the respondent intends to employ.


Proposed staff qualifications and experience: 25 points

The evaluation team will review resumes of the respondent’s proposed staff to determine the level and type of qualifications and experience as it relates to the scope of services.  The same criteria will be applied to the personnel of proposed sub-contractors which the respondent intends to employ.


The information on staff qualifications should include education, training, technical and project experience, names and points of contact of prior employers and dates of employment, relevant and related experience, job descriptions on current and prior projects and any applicable certifications.  Resumes should include a list of knowledge, skills and abilities of the individual which qualify that individual for the assigned position that individual will hold.


Project methodology approach: 25 points

Each proposal will be evaluated on the respondent’s project approach.  The respondent should submit a project plan which will allow the evaluation team to determine how the respondent will best meet the needs of the Parish.


Cost: 25 points

The cost evaluation will be based upon the hourly labor rates submitted by the respondent in Attachment A.  In the event two or more respondents receive equal points, an interview will be conducted with each firm.  It is Purchaser’s discretion to interview any potential respondents to this RFP. The final selection will be based on the proposal considered most advantageous to Purchaser.




  1. The consultant shall be a full-service firm with a very high degree of professionalism and significant experience with these services.
  2. The consultant shall have extensive experience providing disaster assessment and recovery services to governmental entities.
  3. It is preferred that the Consultant have experience working with FEMA Public Assistance Staff following a Presidentially Declared Major Disaster.






The selected firm will be expected to provide post-disaster damage assessment and reconstruction services to include assessment and planning services.  Specific areas where services may be requested include Parish facilities, utility systems, transportation systems, and other sectors as required.  The consultant will assist, if directed by the Parish, with document preparation of permanent work projects.




                                    If requested by the Parish, the Consultant shall provide:


As directed by the Parish, the consultant shall provide:


                        1.         Preliminary Damage Assessment (PDA)

                        2.         Direct Administrative Cost Assessment

                        3.         Small PW Development

                        4.         Large PW Preparation

                        5.         Alternate and Improved Project Funding Consultation

                        6.         Hazard Mitigation Funding Support

                        7.         Special Consideration Assistance

                        8.         Construction Inspection

                        9.         Grant Administration/Financial Reconciliation Services

                        10.       Interim Project Inspections

                        11.       Final Project Inspections

                        12.       Financial Compliance Review

                        13.       Insurance evaluation, documentation adjusting and settlement services;

                        14.       Project Scope Development

                        15.       Project Cost Estimation and Documentation

                        16.       Project Payment Requests

                        17.       Management – Project Cost Reconciliations

                        18.       Evaluating/Estimating Cost Overruns

                        19.       Preparing PW Versions for Cost Adjustments

                        20.       Grant Closeout Services

                        21.       Audit Assistance/Defense

                        22.       Appeals Development





  1. Cover Letter – Include the name of the contact person for the Consultant.  Acknowledge receipt of any Addenda that may be issued by Purchaser.


  1. History of the Firm – Provide a detailed history of the Consultant’s firm, qualifications, and prior experience that relates to this project.


  1. Project Approach – Describe the Consultant’s approach to the needs specified in Section III.


  1. Staff Qualifications – Provide detailed biographical information on the individuals who will provide project services, including education, training, and experience.


  1. References – List the names, addresses and phone numbers of at least five (5) references for whom the Project Manager’s Team has provided similar services.  Please provide a list of services that these references have utilized.


  1. Other – Include any other pertinent information that may be used by the Parish to evaluate the Consultant’s proposal.


  1. Please fill out Attachment A with all hourly rates that apply.




Damage Assessment and Reconstruction Services

Hourly Rate

Project Manager


Field Engineer


Clerical/Data Entry








Webster Parish Police Jury   -   Webster Parish Courthouse Annex

401 Main St., West Entrance - P.O. Box 389 - Minden, LA 71058 - (318) 377-7564 Office - (318) 371-2366 Fax