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BENTON COUNTY HAZARD MITIGATION PLAN UPDATE (Benton County Government)

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BENTON COUNTY HAZARD MITIGATION PLAN UPDATE
RFB Issue/Ad Date(s):
July 19, 2020
RFB Issuing Office:
Benton County Government
Properties Representative:
Terry Lewis
Office Phone: 479-464-6168
Fax: 479-271-1748
E-mail: terry.lewis@bentoncountyar.gov
USPS Mail Address:
(or hand-deliver)
Benton County Administration Building
Properties Office
215 E. Central Ave., Ste. 309
Bentonville, AR 72712
Attention: Terry Lewis
Bids Due / Deadline:
Bid Opening Date:
August 4, 2020 @ 2:00 p.m. local time
August 5, 2020 @ 10:00 a.m. local time
(Zoom meeting)
RFB’s shall be submitted in sealed envelopes labeled: 2021 Hazard Mitigation Plan Update with
the name and address of the Bidder on the outside package.
RFB’s shall be submitted in accordance with the attached Benton County specifications and RFB
documents attached hereto. Each Bidder is required to fill in every blank and shall supply all
information requested; failure to do so may be used as basis of rejection.
Benton County RFB
2021 Hazard Mitigation Plan Update
Page 2
Benton County RFB
2020 Hazard Mitigation Plan Update
Advertisement
Benton County, Arkansas is requesting bids for Hazard Mitigation Plan Update. To be considered, bid
must be received at the Benton County Administration Building, 215 East Central, Ste. 309,
Bentonville, Arkansas before August 4, 2020 @ 2:00 pm (local time). Bid opening will be August 5,
2020 via Zoom meeting.
Forms and addendums can be downloaded from the County’s web site at
https://bentoncountyar.gov/accounting/open-bids/. All questions regarding the qualification process
should be directed to Terry Lewis at terry.lewis@bentoncountyar.gov or by telephone at 479-464-
6168. All questions regarding specifications should be directed to Robert McGowen @ 479-271-1004
or via email at robert.mcgowen@bentoncountyar.gov.
Bids submitted shall be qualified to do business and licensed in accordance with all applicable laws of
the state and local governments where the project is located. Winning Contractor must comply with all
applicable requirements for federally funded construction.
Benton County reserves the right to reject any and all bids and to waive irregularities therein, and all
Bidders shall agree that such rejection shall be without liability on the part of Benton County for any
damage or claim brought by any Bidder because of such rejections, nor shall the Bidder seek any
recourse of any kind against Benton County because of such rejections. The filing of any bid in
response to this invitation shall constitute an agreement of the Bidder to these conditions.
Ad Dates: July 19 , 2020
Benton County RFB
2021 Hazard Mitigation Plan Update
Page 3
Benton County RFB
2021 Hazard Mitigation Plan Update
CONTENTS
SECTION
PAGE NUMBER
Cover page
01
Advertisement
02
Contents
03
Section A: General Terms & Conditions
04
Section B: Vendor References
11
Section C: Statement of Disclosure and Contact
Information
12
Section D: Specifications
14
Section E: Bid Pricing and Signature
16
Benton County RFB
2021 Hazard Mitigation Plan Update
Page 4
Benton County RFB
2021 Hazard Mitigation Plan Update
Section A: General Terms & Conditions
1. SUBMISSION OF A BID:
A. Please submit (1) electronically (CD or USB flash drive) in addition to one (1) hard copy. Please
submit your documents on a properly labeled CD or USB flash drive. The use of Adobe PDF
documents is strongly recommended. Files contained on the CD or electronic media shall not be
restricted against saving or printing. The electronic copy shall be identical to the original papers
submitted. Electronic copies shall not be submitted via e-mail to County employees.
B. Bids will be reviewed following the stated deadline, as shown on the cover sheet of this document.
The names of respondents only will be available after the deadline until a contract has been
awarded by the Benton County. All interested parties understand proposal documents will not be
available until after a valid contract has been executed.
C. Bidders shall submit a bid based on documentation published by Benton County.
D. Bids shall be enclosed in sealed envelopes or packages addressed to Benton County, 215 East
Central, Room 309, Bentonville, Arkansas 72712. The name, address of the firm and RFB name
shall be on the outside of the packaging as well as on any packages enclosed in shipping
containers or boxes.
E. Bids must follow the format of the RFB. Bidders should structure their responses to follow the
sequence of the RFB.
F. Bidders shall have experience in work of the same or similar nature, and must provide references
that will satisfy Benton County. Bidder may furnish a reference list, of clients for whom they have
performed similar services and must provide information as requested in this document.
G. Bidder is advised that exceptions to any of the terms contained in this RFB must be identified in its
response to the RFB. Failure to do so may lead the County to declare any such term non-
negotiable. Bidder’s desire to take exception to a non-negotiable term will not disqualify it from
consideration for award.
H. Bids will need to be received by August 4, 2020 @ 2:00 pm (local time).
2. WRITTEN REQUESTS FOR INTERPRETATIONS OR CLARIFICATION:
No oral interpretations will be made to any firms as to the meaning of specifications or any other contract
documents. All questions pertaining to the terms and conditions or scope of work of this bid must be sent in
writing via e-mail to the County Properties office. Responses to questions may be handled as an addendum if
the response would provide clarification to the requirements of the bid/proposal. All such addenda shall
become part of the contract documents. The County will not be responsible for any other explanation or
interpretation of the proposed RFB made or given prior to the award of the contract.
3. RIGHTS OF BENTON COUNTY IN REQUEST FOR BID PROCESS:
In addition to all other rights of Benton County, under state law, the County specifically reserves the following:
Benton County RFB
2021 Hazard Mitigation Plan Update
Page 5
A. Benton County reserves the right to rank firms and negotiate with the highest-ranking firm.
B. Benton County reserves the right to select the bid that it believes will serve the best interest of the
County.
C. Benton County reserves the right to accept or reject any and all bids.
D. Benton County reserves the right to cancel the entire request for bid.
E. Benton County reserves the right to remedy or waive technical or immaterial errors in the request
for bid or in bids submitted.
F. Benton County reserves the right to request any necessary clarifications, additional information, or
proposal data without changing the terms of the bid.
G. Benton County reserves the right to make selection of the Bidder to perform the services required
on the basis of the original bid without negotiation.
4. EVALUATION CRITERIA:
The evaluation criteria define the parameters that will be used by the selection committee to evaluate and
score responsive, responsible and qualified bids. The different evaluation parameters are shown in the chart
below:
Item No.
1
2
3
4
5. COSTS INCURRED BY BIDDERS:
All expenses involved with the preparation and submission of bids to the County, or any work performed in
connection therewith, shall be borne solely by the Bidder(s). No payment will be made for any responses
received, or for any other effort required of, or made by, the Bidder(s) prior to contract commencement.
6. ORAL PRESENTATION:
An oral presentation and/or interview may be requested of any firm, at the selection committee’s discretion.
7. CONFLICT OF INTEREST:
A. The Bidder represents that it presently has no interest and shall acquire no interest, either direct or
indirect, which would conflict in any manner with the performance or services required hereunder, as
provided in Arkansas Code Annotated §14-14-1202.
B. The Bidder shall promptly notify Benton County in writing, of all potential conflicts of interest for any
prospective business association, interest, or other circumstance which may influence or appear to
influence the bidder’s judgment or quality or services being provided. Such written notification shall
identify the prospective business association, interest or circumstance, the nature of which the Bidder
may undertake and request an opinion to the County as to whether the association, interest or
Benton County RFB
2021 Hazard Mitigation Plan Update
Page 6
circumstance would, in the opinion of the County; constitute a conflict of interest if entered into by the
Bidder. The County agrees to communicate with the Bidder its opinion via e-mail or first-class mail
within thirty days of receipt of notification.
8. WITHDRAWAL OF BID:
A bid may be withdrawn at any time.
9. LATE BID OR MODIFICATIONS:
A. Bid and modifications received after the time set for the bid submittal shall not be considered.
Modifications in writing received prior to the deadline will be accepted. The County will not be
responsible for misdirected bids. Bidders should contact the County Properties office at (479) 464-
6168 to ensure receipt of their submittal documents prior to opening time and date listed.
B. The time set for the deadline shall be local time for Bentonville, Arkansas on the date listed. All bids
shall be received in the County Properties office BEFORE the stated deadline.
10. LOCAL, STATE AND FEDERAL COMPLIANCE REQUIREMENTS;
The laws of the State of Arkansas apply to any purchase made under this request for bid. Bidders shall
comply with all local, state, and federal directives, orders and laws as applicable to this bid and subsequent
contract(s) including but not limited to Equal Employment Opportunity (EEO), Disadvantaged Business
Enterprises (DBE), & OSHA as applicable to this contract.
11. COLLUSION:
The Bidder, by affixing his or her signature to this bid, agrees to the following: “Bidder certifies that his bid is
made without previous understanding, agreement, or connection with any person, firm or corporation making a
bid for the same item(s) and/or services and is in all respects fair, without outside control, collusion, fraud, or
otherwise illegal action.”
12. RIGHT TO AUDIT, FOIA AND JURISDICTION:
A. Benton County reserves the privilege of auditing a vendor’s records as such records relate to
purchases between the County and said vendor.
B. Freedom of Information Act: County contracts and documents prepared while performing County
contractual work are subject to the Arkansas Freedom of Information Act. If a Freedom of Information
Act request is presented to Benton County, the (Contractor) will do everything possible to provide the
documents in a prompt and timely manner as prescribed in the Arkansas Freedom of Information Act
(§A.C.A. 25-19-101). Only Legally authorized photocopying costs pursuant to the FOIA may be
assessed for the compliance. Nothing in any contract entered into between the parties shall provide
for confidentiality of documents or other records which would result in any of the parties being in
violation of the FOIA.
C. Legal jurisdiction to resolve any disputes shall be shall be based upon Arkansas Law. Any Dispute
regarding any contract entered into between the parties shall be resolved through litigation, though the
parties are authorized and encouraged to attempt to mediate disputes, informally or formally, prior to
pursuing litigation.
Benton County RFB
2021 Hazard Mitigation Plan Update
Page 7
D. Any Contract between the parties shall not include an indemnification provision purporting to have
Benton County waive the statutory immunity provided for in (§A.C.A. 21-9-301) of Arkansas Code or
otherwise indemnify any party.
E. Any Contract between the parties shall not include a provision purporting to limit the liability of the firm
awarded this contract.
F. Any Contract between the parties shall not include a provision purporting to require Benton County to
obtain or maintain insurance.
13. COUNTY INDEMNIFICATION:
A. Due to the County statutory tort immunity, it doesn’t carry liability insurance for such claims.
Accordingly, any contract entered into with the successful bidder/candidate may not include a clause in
which the County agrees that it or its’ officials or employees will indemnify the other party.
B. The successful Bidder(s) agrees to indemnify the County and hold it harmless and against all claims,
liability, loss, damage or expense, including but not limited to counsel fees, arising from or by reason of
any actual or claimed trademark, patent or copyright infringement or ligation based thereon, with
respect to the services or any part thereof covered by this order, and such obligation shall survive
acceptance of the services and payment thereof by the County.
14. VARIANCE FROM STANDARD TERMS & CONDITIONS:
All standard terms and conditions stated in this request for bid apply to this contract except as specifically
stated in the subsequent sections of this document, which take precedence, and should be fully understood by
Bidders prior to submitting a bid on this requirement.
15. PAYMENT AND INVOICING:
The Bidder must specify in their bid the exact company name and address which must be the same as
invoices submitted for payment as a result of award of this RFB. Further, the successful Bidder is responsible
for immediately notifying the County Properties office of any company name change, which would cause
invoicing to change from the name used at the time of the original RFB.
16. CANCELLATION:
A. The County reserves the right to cancel this contract without cause by giving thirty (30) days prior
notice to the Contractor in writing of the intention to cancel or with cause if at any time the Contractor
fails to fulfill or abide by any of the terms or conditions specified.
B. Failure of the contractor to comply with any of the provisions of the contract shall be considered a
material breach of contract and shall be cause for immediate termination of the contract at the
discretion of Benton County.
C. In addition to all other legal remedies available to Benton County, the County reserves the right to
cancel and obtain from another source, any items and/or services which have not been delivered
within the period of time from the date of order as determined by Benton County.
D. Any contract entered into with a successful bidder/candidate extending beyond the current budget
year the County (which is the calendar year) is subject to non-appropriation. Accordingly, any contract
entered into by the County must provide that in the event no funds or insufficient funds are
appropriated for the continuation of the contract, the contract will end as of the last day for which funds
were appropriated without penalty to the county.
Benton County RFB
2021 Hazard Mitigation Plan Update
Page 8
17. ASSIGNMENT, SUBCONTRACTING, CORPORATE ACQUISITIONS AND/OR MERGERS:
A. The Contractor shall perform this contract. No assignment of subcontracting shall be allowed without
prior written consent of the County. If a Bidder intends to subcontract a portion of this work, the
Bidder shall disclose such intent in the bid submitted as a result of this RFB.
B. In the event of a corporate acquisition and/or merger, the Contractor shall provide written notice to the
County within thirty (30) calendar days of Contractor’s notice of such action or upon the occurrence of
said action, whichever occurs first. The right to terminate this contract, which shall not be
unreasonably exercised by the County, shall include, but not limited to, instances in which a corporate
acquisition and/or merger represent a conflict of interest or are contrary to any local, state, or federal
laws. Action by the County awarding a bid to a firm that has disclosed its intent to assign or
subcontract in its response to the RFB, without exception shall constitute approval for purpose of this
Agreement.
18. NON-EXCLUSIVE CONTRACT:
Award of this RFB shall impose no obligation on the County to utilize the vendor for all work of this type, which
may develop during the contract period. This is not an exclusive contract. The County specifically reserves
the right to concurrently contract with other companies for similar work if it deems such an action to be in the
County’s best interest. In the case of multiple-term contracts, this provision shall apply separately to each
item.
19. ADDITIONAL REQUIREMENTS:
The County reserves the right to request additional services relating to this RFB from the Bidder. When
approved by the County as an amendment to the contract and authorized in writing prior to work, the
Contractor shall provide such additional requirements as may be necessary.
21. SERVICES AGREEMENT OR CONTRACT:
A written agreement, in substantially the form attached, incorporating the RFB and the successful bid will be
prepared by the Bidder, signed by the successful Bidder and presented to Benton County for approval and
signature of the County Judge.
22. INTEGRITY OF REQUEST FOR BID DOCUMENTS:
Bidders shall use the original RFB form(s) provided by the County Properties office and enter information only
in the spaces where a response is requested. Bidders may use an attachment as an addendum to the RFB
form(s) if sufficient space is not available on the original form for the Bidder to enter a complete response. Any
modifications or alterations to the original RFB documents by the Bidder, whether intentional or
otherwise, will constitute grounds for rejection of such RFB response. Any such modifications or
alterations a Bidder wishes to propose shall be clearly stated in the Bidder’s RFB response and presented in
the form of an addendum to the original RFB documents.
23. OTHER GENERAL CONDITIONS:
A. Bidder must provide the County with their bids signed by an employee having legal authority to submit
bids on behalf of the Bidder. The entire cost of preparing and providing responses shall be borne by
the Bidder.
Benton County RFB
2021 Hazard Mitigation Plan Update
Page 9
B. The County reserves the right to request any additional information it deems necessary from any or all
Bidders after the submission deadline.
C. The request for bid is not to be construed as an offer, a contract, or a commitment of any kind, nor
does it commit the County to pay for any costs incurred by Bidder in preparation. It shall be clearly
understood that any costs incurred by the Bidder in responding to this request for bid is at the Bidder’s
own risk and expense as a cost of doing business. The County shall not be liable for reimbursement
to the Bidder for any expense so incurred, regardless of whether or not the bid is accepted.
D. If products, components, or services other than those described in this bid document are proposed,
the bidder must include complete descriptive literature for each. All requests for additional information
must be received within five working days following request.
E. Any uncertainties shall be brought to the attention of Ms. Terry Lewis immediately via telephone (479)
464-6168 or by e-mail at terry.lewis@bentoncountyar.gov. It is the intent and goal of Benton County to
provide documents providing a clear and accurate understanding of the scope of work to be completed
and/or goods to be provided. We encourage all interested parties to ask questions to enable all bidders
to be on equal bid terms.
F. Any inquiries or requests for explanation in regard to the County’s requirements should be made
promptly to Terry Lewis, Benton County, via e-mail at terry.lewis@bentoncountyar.gov or telephone at
(479) 464-6168. No oral interpretation or clarifications will be given as to the meaning of any part of
this request for bid. All questions, clarifications, and requests, together with answers, if any will be
provided to all firms via written addendum. Names of firms submitting any questions, clarifications, or
requests will not be disclosed until after a contract is in place.
G. At the discretion of the County, one or more firms may be asked for more detailed information before
final ranking of the firms, which may also include oral interviews. NOTE: Each Bidder shall submit an
“Authorized Negotiator Form” containing the signature of a duly authorized officer or agent of the
Bidder’s company empowered with the right to bind and negotiate on behalf of the Bidder for the
amounts and terms proposed.
H. Any information provided herein is intended to assist the Bidder in the preparation of bid necessary to
properly respond to this RFB. The RFB is designed to provide qualified Bidders with sufficient basic
information to submit bids meeting specifications and/or test requirements, but is not intended to limit a
RFB’s content or exclude any relevant or essential data.
I. Bidders irrevocably consent that any legal action or proceeding against it under, arising out of or in any
manner relating to this Contract shall be controlled by Arkansas law. Bidder hereby expressly and
irrevocably waives any claim or defense in any said action or proceeding based on any alleged lack of
jurisdiction or improper venue or any similar basis.
J. The successful Bidder shall not assign the whole or any part of this Contract or any monies due or to
become due hereunder without written consent of Benton County. In case the successful Bidder
assigns all or any part of any monies due or to become due under this Contract, the Instrument of
assignment shall contain a clause substantially to the effect that is agreed that the right of the assignee
in and to any monies due or to become due to the successful Bidder shall be subject to prior liens of all
persons, firms, and corporations for services rendered or materials supplied for the performance of the
services called for in this contract.
Benton County RFB
2021 Hazard Mitigation Plan Update
Page 10
K. The successful Bidder’s attention is directed to the fact that all applicable Federal and State laws,
County and municipal ordinances, and the rules and regulations of all authorizes having jurisdiction
over the services shall apply to the contract throughout, and they will be deemed to be included in the
contract as though written out in full herein. The successful Bidder shall keep himself/herself fully
informed of all laws, ordinances and regulations of the Federal, State, County and municipal
governments or authorities in any manner affecting those engaged or employed in providing these
services or in any way affecting the conduct of the services and of all orders and decrees of bodies or
tribunals having any jurisdiction or authority over same. If any discrepancy or inconsistency should be
discovered in these Contract Documents or in the specifications herein referred to, in relation to any
law, ordinance, regulation, order or decree, he/she shall herewith report the same in writing to Benton
County.
L. All Benton County properties are tobacco-free zones. Bidder, contractor(s), subcontractor(s) and all
hired staff – whether part time or full time – shall abide by County rules. County Property includes
interior of County buildings, exterior yards, lawns, parking lots, and picnic areas.
M. All charges should be included on the Official Bid Sheet(s) which includes all associated costs
(including but not limited to delivery, freight, tax, etc.) for the goods or services being bid.
Benton County RFB
2021 Hazard Mitigation Plan Update
Page 11
Benton County RFB
2021 Hazard Mitigation Plan Update
Section B: Vendor References
The following information is required from all bidders so all bids may be reviewed and properly evaluated:
Company Name________________________________________________________________
Business Address_______________________________________________________________
Number of years in business _________ How long in present location ____________________
Total number of current employees ______________ Full time _________Part time _________
Number of employees you plan to use to service this contract ______ Full time ___Part time ___
Please list local commercial and/or governmental references that you have previously performed similar contract
services for within the past five (5) years:
1
Company Name:
______________________________________________________
City, State, Zip:
______________________________________________________
Contact Person:
______________________________________________________
Telephone:
______________________________________________________
Fax Number:
______________________________________________________
E-Mail Address:
______________________________________________________
2
Company Name:
______________________________________________________
City, State, Zip:
______________________________________________________
Contact Person:
______________________________________________________
Telephone:
______________________________________________________
Fax Number:
______________________________________________________
E-Mail Address:
______________________________________________________
3
Company Name:
______________________________________________________
City, State, Zip:
______________________________________________________
Contact Person:
______________________________________________________
Telephone:
______________________________________________________
Fax Number:
______________________________________________________
E-Mail Address:
______________________________________________________
4
Company Name:
______________________________________________________
City, State, Zip:
______________________________________________________
Contact Person:
______________________________________________________
Telephone:
______________________________________________________
Fax Number:
______________________________________________________
E-Mail Address:
______________________________________________________
Benton County RFB
2021 Hazard Mitigation Plan Update
Page 12
Benton County RFB
2021 Hazard Mitigation Plan Update
Section C: Statement of Disclosure and Contact information
Bidder must disclose any possible conflict of interest with Benton County, including, but not limited to, any
relationship with any Benton County employee. Your response must disclose if a known relationship exists
between any principal or employee of your firm and any Benton County employee or County elected official.
If, to your knowledge, no relationship exists, this should also be stated in your response. Failure to disclose
such a relationship may result in cancellation of a purchase and/or contract as a result of your response. This
form must be completed and returned in order for your bid to be eligible for consideration.
PLEASE CHECK ONE OF THE FOLLOWING AS IT APPROPRIATELY APPLIES TO YOUR FIRM:
______________ NO KNOWN RELATIONSHIP EXISTS
______________ RELATIONSHIP EXISTS (Please explain)
_________________________________________________________________________________________________
_________________________________________________________________________________________________
_________________________________________________________________________________________________
_________________________________
PRIMARY CONTACT INFORMATION
At the discretion of the County, one or more firms may be asked for more detailed information before final
ranking of the firms, which may also include oral interviews. NOTE: Each Bidder shall submit to the
County a primary contact name, e-mail address, and phone number (preferably a cell phone number)
the County Selection Committee can contact for clarification or interview via telephone.
Name of Primary Contact:________________________________________________________
Title of Primary Contact:________________________________________________________
Phone number #1 (cell phone):___________________ Secondary Phone#:_________________
E-Mail Address:________________________________________________________________
Is the primary contact (listed in part 1) able to legally bind contracts? YES NO
If no, please list contact that can legally bind a contract for the firm:
Name:____________________________________________
Title:_____________________________________________
Phone #1 (cell phone):__________________________ Phone 2:__________________________
E-Mail Address:_________________________________________________________________
Benton County RFB
2021 Hazard Mitigation Plan Update
Page 13
Benton County RFB
2021 Hazard Mitigation Plan Update
Section D: Specifications
SPECIFICATIONS
Any items not conforming to these specifications will be rejected, and it will be the responsibility of the
bidder to conform to the requirements unless deviations have been specifically cited by the bidder
and an acceptance made on the basis of the exception.
1. Purpose and Background.
Benton County, Arkansas Emergency Management Agency (EMA), with grant funding from the Federal Emergency
Management Agency (FEMA), is conducting a comprehensive update and revision of its county Comprehensive Hazard
Mitigation Plan. The purpose of this plan is to strategically guide actions and investments in such a way as to reduce the
impacts of natural and human-caused hazards on human life and property and in doing so, protect Benton County and those
who live, work, and conduct business here. Through this plan, and in coordination with other relevant planning efforts, the
intention is to build the city’s resilience in the face of both minor and catastrophic disaster risks.
This update is envisioned as a re-write of the current mitigation plan, written and approved in 2016. Key improvements will
include an enhanced mitigation strategy with goals, objectives and an action plan.
This plan covers the jurisdiction of Benton County Arkansas and its departments and cities, with the intent of benefitting all
residents, businesses, government and non-governmental partners within the county boundaries.
The plan update will be done in accordance with FEMA’s Local Multi-Hazard Planning Guidance, which lays out planning
requirements identified in Title 44 Code of Federal Regulations (CFR) Part 201.
Federal funding is being used for this project.
2. Performance Schedule.
The work will take place during the period of August 2020 (or when the contract is signed) through December, 2021.
3. Solicitation Objectives.
Benton County expects to achieve the following outcomes through this consultant solicitation:
• Benton County EMA is seeking an experienced and knowledgeable consulting team that includes subject
matter experts in a wide scope of disaster mitigation issues.
• The successful consulting team includes personnel with proven planning, facilitation, writing, research, policy
development, and project management skills that will produce a high quality, well-coordinated Plan within
budget and timeframe of this contract. In addition, the team needs to understand the field of risk analysis and
assessment in the context of the hazards facing Benton County.
4. Minimum Qualifications.
Minimum qualifications are required for a Consultant to be eligible to submit a RFB response. Your submittal
response must show compliance to these minimum qualifications. Those that are not responsive to these
Benton County RFB
2021 Hazard Mitigation Plan Update
Page 14
qualifications shall be rejected by the County without further consideration:
• Knowledge and experience in professional emergency management and all-hazards disaster mitigation fields;
• Understanding of hazard risk and vulnerability, disaster mitigation and resilience concepts;
• Experience with plan development for a public or quasi-governmental entity or agency;
• Strong ability to facilitate successful stakeholder input processes;
• Ability to write in a way that is understandable to both professionals in the field and to the general population; and
• The availability of a project manager within driving distance of Benton County.
5. Scope of Work.
The selected Consultant, under the supervision of the Project Lead, will carry out the following scope of work.
Task 1. Project management
A. Submit a proposed schedule and work plan within three weeks of contract award showing how you will complete
Tasks 1 through 4, including the sequence and/or integration of those tasks. Include a project executive summary and
internal project communication plan.
B. Provide monthly written project updates to the Project Lead.
C. Provide requested information needed by Project Lead for grant-required quarterly reporting.
Task 2. Planning Teams
A. Work with Project Lead to set up scope of work and meeting schedule for core project planning team, to include
partners working on a hazard vulnerability assessment, as well as the Mitigation Work Group, to be comprised of
department representatives.
B. Assist Project Lead with developing objectives and agendas for Mitigation Work Group meetings.
C. Assist Project Lead with scheduling, facilitating and documenting Mitigation Work Group planning meetings.
Task 3. Stakeholder Engagement and Outreach
Create and execute stakeholder engagement strategy as part of plan development:
A. Design and implement a Stakeholder Engagement Strategy, building on other relevant planning efforts, to gather
plan input from a wide array of public, private, non-profit partners and community groups.
B. Facilitate and document stakeholder input meetings.
C. Conduct 2 public workshops/meetings; 1 to be held during the drafting stage and 1 prior to plan approval;
D. Organize and help facilitate a final close out partners’ workshop to introduce the adopted Mitigation Plan and
associated risk assessment methodology.
E. Develop and present progress reports to the Emergency Management Agency as requested and coordinated by
Project Lead.
Task 4. Disaster Mitigation Plan Development
Develop a Disaster Mitigation Plan that guides Benton County strategies, policies and projects in order to reduce the
impacts of natural and human-caused hazards on the county.
• Address risk and vulnerabilities to natural and human-caused hazards that affect or could affect the county in order to
mitigate the where possible.
Benton County RFB
2021 Hazard Mitigation Plan Update
Page 15
• Review and build alignment with mitigation plans developed by county departments, other government agencies (e.g.
State of Arkansas), partner organizations, neighboring jurisdictions, etc. Also link to other Benton County EMA plans,
e.g. recovery plan, as well as other relevant county planning efforts, such as the Comprehensive EOP Plan.
• Facilitate the plan review process within Benton County as well as with the State and FEMA; Facilitate work flow
leading to plan review and adoption by the Quorum Court & FEMA by November 2021.
The plan development process and content will meet FEMA’s current Local Multi-Hazard Mitigation Planning Guidance in
effect, which lays the planning requirements identified in 44 CRF Part 201.6.
In summary, the content shall at a minimum include the following elements:
1) Planning Process: Documentation of the Planning Process, to include how the public, neighboring jurisdictions,
businesses, academia and other private and non-profit interests have been involved in the planning process.
2) Risk Assessment: Appropriate linkages to the risk and vulnerabilities, as well as critical infrastructure in order to
provide the factual basis for activities proposed in the strategy to reduce losses from identified hazards.
3) Mitigation Strategy: A mitigation strategy that provides a blueprint for reducing the potential losses identified in
the risk assessment, based on existing authorities, policies, programs and resources, and the ability to
expand on and improve these existing tools. The strategy will include:
a. Mitigation Goals: A set of goals and objectives based on reducing or avoiding long-term vulnerabilities;
b. Mitigation Actions: A section that identifies and analyzes a comprehensive range of specific mitigation
actions and projects being considered to reduce the effects of each hazard, with particular emphasis on
new and existing buildings and infrastructure;
c. Mitigation Action Plan: A plan for risk reduction describing how the actions identified will be prioritized,
implemented and administered by the County.
4) Plan Maintenance Process: A description of the method and schedule of monitoring, evaluating, and updating
the mitigation plan within a five-year cycle. The process should also include how the requirements of the
mitigation plan can be incorporated into other planning mechanisms such as comprehensive or capital
improvement plans, and address how the community will continue public participation in the plan
maintenance process.
Additional aspects to be incorporated include:
• Plan priorities based on loss reduction;
• Process for identifying on-going opportunities and track repetitive losses;
• Process for project ranking based upon the greatest opportunity for loss reduction and documentation of how
specific mitigation actions contribute to overall risk reduction;
• Process to monitor overall progress of the mitigation strategies, document complete initiatives, and resulting reduction
or limitation of hazard impact;
• Interim and long-term strategies, goals, objectives, and actions to reduce risk to the hazards identified; and
• Documentation of participation in applicable federal, state, local, and/or public/private mitigation efforts.
Benton County RFB
2021 Hazard Mitigation Plan Update
Page 16
Benton County RFB
2021 Hazard Mitigation Plan Update
Section E: Bid Pricing and Signature
Hazard Mitigation Plan Update Bid $____________________
Bid must be signed to be considered.
The undersigned hereby offers to furnish and deliver the articles or services as specified, at the prices
and terms stated herein, and in strict accordance with the specifications and general conditions of
bidding, all of which are made a part of the offer. This offer is not subject to withdrawal unless upon
mutual written agreement by the Bidder and County Judge.
1. I, as an officer of this organization, or per the attached letter of authorization, am duly
authorized to certify the information provided herein are accurate and true; and
2. My organization shall comply with all State and Federal Equal Opportunity and Non-
Discrimination requirements and conditions of employment.
Date: ___________________
Signature:
_X___________________________________
Name:
____________________________________
Company:
____________________________________
Address:
____________________________________
____________________________________
City, State, Zip:
____________________________________
Phone:
____________________________________
Email:
____________________________________
*Please submit (1) original bid and (1) one copy (CD or USB flash drive).
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BENTON COUNTY HAZARD MITIGATION PLAN UPDATE (Benton County Government)

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Completed 5 August 2020

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