Loading...
HomeMy WebLinkAbout16- RFP PACKET - FEMA Floodplain AppealFEMA Floodplain Appeal Page | 1 REQUEST FOR PROPOSALS FEMA FLOODPLAIN APPEAL & MILL DITCH FLOOD HAZARD MITIGATION EVALUATION INTRODUCTION The City of Bozeman (“COB”) is seeking proposals from consultants qualified to provide professional engineering services to: 1) prepare technical information necessary to mount a formal appeal of FEMA-designated floodplains in the downtown Bozeman area recently mapped by FEMA under a new flood study for Bozeman Creek; 2) prepare a flood hazard mitigation evaluation of Mill Ditch; and 3) incorporate the new Bond Street bridge into the hydraulic model for the new flood study and update flood mapping in the vicinity. The appeal will utilize 2D hydraulic modeling capabilities of the latest version of HEC-RAS software and should follow the draft guidance prepared by FEMA attached to this RFP. The COB believes a 2D modeling approach is superior to the conventional 1D method employed by FEMA in simulating flood behavior in an urban environment. The goal of the project is to produce an accurate portrayal of flooding behavior in the downtown reach of Bozeman Creek bounded by Olive Street and Lamme Street using best available technology and data. FEMA will initiate a formal 90-day appeal period for the new flood study. The date the appeal period will begin is presently unknown, but is anticipated for the 1st quarter of 2017. The appeal package must be submitted prior to the close of the 90-day appeal window. An evaluation of the flood hazard mitigation potential of Mill Ditch will be performed. The goal of the evaluation is to determine necessary improvements to ditch geometry and road crossings that convey a sufficient flow of floodwater such that the remaining flow in Bozeman Creek is maintained within its existing bank-full capacity. This work will not be submitted as an appeal to FEMA. A new bridge was constructed at Bond Street over Bozeman Creek in 2015. The timing of the improvement was such that it was not incorporated into the model and mapping prepared by FEMA for the new flood study. To accurately simulate flooding behavior in the vicinity of the bridge it must be inserted into study. The updated model and mapping with the bridge incorporated will be submitted to FEMA during the formal appeal period. PRELIMINARY SCOPE OF WORK The preliminary scope of work involved for this project is outlined below. Additional tasks and work elements may be added during contract negotiations. It is also possible that tasks or elements could be deleted through negotiation. In its proposal, the consultant may recommend addition/deletion of tasks or modification of tasks in describing its particular understanding and approach for the project. Proposals must clearly identify any elements of the proposed scope of work that would not be provided by the prime consultant. Any sub-consultants which comprise the overall consultant team must be identified along with the reason for their inclusion. FEMA Floodplain Appeal Page | 2 The COB desires to complete the proposed work in a diligent manner. Proposals must clearly indicate the consultant’s anticipated schedule given their staffing and current and projected work load commitments. Task 1 – 2D FIS Appeal Utilize 2D model capabilities of latest version of HEC-RAS to prepare an appeal report and data submittal package with all required elements needed to appeal the preliminary Flood Insurance Study and floodplain mapping for Bozeman Creek between Olive Street to Lamme Street. Technical data will include at a minimum: development of a 2D hydraulic model; development of floodplain boundaries including delineation of a regulatory floodway; production of annotated FIRMs, flood profile sheets, and FIS report tables. Task 2 – Mill Ditch Flood Hazard Evaluation Utilize modeling to determine the flood flow conveyance amount necessary in Mill Ditch to limit flood flow of Bozeman Creek to the existing bank-full capacity. Determine proposed improvements to ditch geometry and road crossings needed to handle the increased flow. Depict simulated flood inundations limits for Bozeman Creek and Mill Ditch with the proposed geometry and road crossing improvements. Task 3 – Bond Street Bridge Appeal Incorporate the existing Bond Street bridge into the preliminary FIS model and mapping. Submit technical data as an appeal to revise the FIS model and mapping accordingly. PROPOSAL REQUIREMENTS The proposal shall be submitted as an electronic searchable PDF file no later than 5:00 pm on October 21, 2016 to the City Clerk via contact information below. Proposals shall be presented in a neat and orderly fashion. Please note that the USPS will not deliver mail to this location. Proposals must be shipped, hand delivered, or emailed with the package or subject line labeled “RFP Response: FEMA Floodplain Appeal”. Late proposals will not be considered. City Clerk, City of Bozeman 121 N. Rouse Ave., Suite 202 Bozeman, MT 59715 agenda@bozeman.net Proposals shall include the following items: •Consultant’s particular understanding and approach for the project. Specific challenges should be identified along with unique solutions proposed to complete project tasks and achieve project goals. •A proposed work plan indicating tasks to be accomplished, work schedule, consultant personnel and sub-consultants expected to perform each major task element, prior work history of consultant and sub- consultants, and the involvement anticipated of COB staff (and timing and nature of that involvement). •Qualifications of key individuals assigned to the project, their availability during the relevant time periods, and their recent experience on similar projects. FEMA Floodplain Appeal Page | 3 •References for whom key individuals of the consultant and sub-consultants have performed similar work within the last two years. •A completed and signed Non-Discrimination Affirmation Form (see Attachment A). CONSULTANT SELECTION A consultant selection committee consisting of key COB staff will choose, in its opinion, the most qualified consultant to provide services required for the project. Proposals will be evaluated on the following criteria and the requirements of MCA 18-8-201 et seq. •The consultant’s specific project approach and understanding; •Qualifications of professional personnel to be assigned to the project; •Capability to meet project time and budget requirements; •Location of the consultant in relation to project; •Present and project workloads ; •Related experience on similar projects; •Recent and current work for the COB. Award will be made following contract negotiations to the most qualified consultant at a price which the COB determines to be fair and reasonable taking into account the estimated value of services to be rendered, as well as the scope, complexity and professional nature thereof. If the COB is unable to negotiate a satisfactory contract with the consultant initially selected at a price the COB determines to be fair and reasonable, negotiations with that consultant will be formally terminated and the COB will select another consultant in accordance with MCA 18-8-204 and continue until an agreement is reached or the process is terminated. ADDITIONAL INFORMATION AND CONDITIONS COB CONTACT: Questions or requests for additional information regarding this project or RFP requirements may be directed to: Brian Heaston, PE City of Bozeman – Engineering PO Box 1230 Bozeman, MT 59771 -1230 406-582-2280 bheaston@bozeman.net FEMA Floodplain Appeal Page | 4 NON-DISCRIMINATION POLICY: Discrimination in the performance of any contract awarded under this request for proposal on the basis of race, color, religion, creed, sex, age, marital status, national origin, or actual or perceived sexual orientation, gender identity or disability is prohibited. This prohibition shall apply to the hiring and treatment of the awarded entity’s employees and to all subcontracts. Every entity submitting under this request for proposal must sign and return the attached affirmation statement with their bound response to this request for proposal. ATTACHMENTS PROVIDED: •Non-Discrimination Affirmation Form •Draft FEMA Guidance, City of Bozeman 1D/2D Appeal FEMA Floodplain Appeal Page | 5 ATTACHMENT A: NON-DISCRIMINATION AFFIRMATION FORM [name of entity proposing] hereby affirms it will not discriminate on the basis of race, color, religion, creed, sex, age, marital status, national origin, or because of actual or perceived sexual orientation, gender identity, or disability in the performance of work performed for the City of Bozeman, if a contract is awarded to it, and also recognizes the eventual contract, if awarded, will contain a provision prohibiting discrimination as described above and that this prohibition shall apply to the hiring and treatment of the [name of entity proposing] employees and to all subcontracts it enters into in the performance of the agreement with the City of Bozeman. Signature of Proposer: Person authorized to sign on behalf of the proposer Compass PTS JV a JV led by AECOM and CDM Smith 3101 Wilson Boulevard, Suite 900 Alexandria, VA 22201 Memorandum To: From: Date: Subject: City of Bozeman 1D/2D Appeal 1. Introduction At the request of FEMA Region VIII, Compass has provided recommendations in preparation for responding to a potential appeal from the City of Bozeman, Gallatin County, Montana. The City will be conducting a high-level analysis of the 2D modeling using the latest version of HEC-RAS that includes a combined 1D/2D modeling approach. The City has indicated that a combined 1D/2D modeling method is superior to the more simplistic 1D approach in the complex urban environment and that it is in the best interest of the floodplain program. Downtown Bozeman is a good example of where a combined 1D/2D modeling approach may better reflect flood behavior and risk. 2.Project site The project site is located in the City of Bozeman, Gallatin County, Montana: 45°41'7.11"N + 111° 4'10.39"W (click hyperlink to view in Google Maps). The study area is shown in Figure 1. Figure 1 – Bozeman HEC-RAS 1D model geometry 3.Submission of Appeals and Comments on Preliminary FIRMs When the Federal Emergency Management Agency (FEMA) releases the preliminary Flood Insurance Rate Maps (FIRMs) and Flood Insurance Study (FIS) report for Gallatin County showing updated flood hazard data for the communities, local officials and residents have the opportunity to identify concerns before the FIRMs and FIS report are adopted by the community and become the basis of floodplain management, development, and flood insurance requirements. Feedback can be provided any time after the release of the preliminary FIRMs until the end of a statutory 90-day appeal period. Each submittal received is categorized as an appeal or comment based on the nature of the concern, the type of information provided to support the concern, and when it was received. If warranted, the preliminary FIRM and/or FIS report will be updated before it is finalized based on the feedback provided. WHAT IS THE APPEALS PROCESS AND HOW DOES IT WORK? The appeals process is part of the regulatory mapping process outlined in Title 44, Chapter I, Part 67 of the Code of Federal Regulations. (Click hyperlink to view FEMA Website) Whenever FEMA issues preliminary FIRMs that involve changes to flood hazard information, a statutory 90-day appeal period is required. FEMA starts the appeals process by: •Publishing a notice in the Federal Register (Click hyperlink to view FEMA Website); •Notifying the affected communities by letter of the start of the appeal period; and •Publishing a news release twice in a prominent local newspaper. During the appeal period, anyone can submit information (first reviewed by their local officials) that shows the proposed flood hazards or other information on the preliminary FIRM or in the FIS report are not correct. Local officials then provide this information to FEMA for review. If needed, the preliminary FIRM will be updated before it is finalized. WHAT IS CONSIDERED AN APPEAL? To be considered an appeal, a submittal must: •Include data that shows the proposed flood hazard information (e.g. new or modified Special Flood Hazard Area zones or boundaries, Base Flood Elevations, base flood depths, and/or floodway boundaries) is scientifically or technically incorrect; •Include the revised data for the FIRM and/or FIS report (e.g. boundaries of revised floodplains); and •Be received during the statutory 90-day appeal period. The designation of a submittal as an appeal provides certain appellant rights, including the opportunity for the affected community to have data reviewed by a Scientific Resolution Panel (SRP). HOW WILL THE APPEAL BE EVALUATED, AGAINST WHAT CRITERIA, AND HOW WILL A DETERMINATION BE MADE IF THE APPEAL IS VALID? The process to evaluate Appeals and Comments is outlined in “Guidance for Flood Risk Analysis and Mapping” Appeal and Comment Processing (May 2016) (click hyperlink to view FEMA Website). Specifically, this document provides guidance on appeal and comment processing procedures that occur during the Post-Preliminary Processing (PPP) phase of a Flood Risk Project or Physical Map Revision (PMR), or following a Letter of Map Revision (LOMR) issuance, as related to Title 44, Chapter 1, Code of Federal Regulations Part 67 and 42 U.S Code § 4104(a)-(g) for flood hazard determinations. The appeal will be valid if all the applicable requirements for Part 67 are met. Additional detail on the criteria for appealing proposed changes in flood hazard information on FIRMs may be found in FEMA’s “Criteria for Appeals of Flood Insurance Rate Maps (November 30, 2011)” (Click hyperlink to view FEMA Website). “The sole basis of appeal is the possession of knowledge or information indicating that the flood hazard determinations proposed by FEMA are scientifically or technically incorrect. Since scientific and technical correctness is often a matter of degree rather than absolute (except where mathematical or measurement error or changed physical conditions can be demonstrated), appellants are required to demonstrate that alternative methods or applications result in more correct estimates of flood hazard determinations, thus demonstrating that FEMA's estimates are incorrect.” If the appeal is valid FEMA will proceed with the revision to the appeal area as described on the workflow in Figure 2. Figure 2 – Appeal and Comment Resolution Overview WHAT DATA WOULD BE NEEDED FOR A VALID APPEAL? The understanding is that the City’s contractor will be using HEC-RAS 5.0 that includes the 1D/2D combined modeling and it is an accepted model by FEMA. Below are some of the applicable FEMA Standards and Guidance that apply for data submittal to support an appeal. •General Hydrologic Considerations for 2D models can be found in FEMA’s “General Hydrologic Considerations (May 2016)” Section 4.4.3 Two-Dimensional Models (Click hyperlink to view FEMA Website). •FEMA Standards for Flood Risk Analysis and Mapping can be found in FEMA’s “FEMA POLICY Standards for Flood Risk Analysis and Mapping FEMA Policy #FP 204-078-1 (Rev 5)” (Click hyperlink to view FEMA Website). Related Existing Standards for Engineering, PMRs, H&H Analyses, 2D Models, Floodway, Flood Profiles, and tie-in are shown in Appendix A. •In the case of a two-dimensional model, floodway boundaries are generally developed through trial and error; applying engineering judgment to delineate the boundary needs to be defined. •There are no guidance or quality assurance protocols for the review of floodway boundaries derived from two-dimensional model results. At this point per Standard 73, pre-approval is required if they want to use anything other than 1D steady-state. •A general recommendation when using unsteady HEC-RAS 5.0 is to do the multi- profile model in unsteady, then get the peak flows from that and plug them into a steady state run for the floodway.