Soliciting Proposals for Project Manager - Community Resilience Planning Services - Swan’s Island
Start Date: November 18, 2024
End Date: November 30, 2024
Type: Requests for Proposals (RFP)
Email: sharkladyoj@gmail.com
The Town of Swan’s Island has received a Governor’s Office of Policy Innovation and the Future (GOPIF) Community Action Grant to conduct vulnerability assessments of three key sites on the island. We are issuing this Request for Proposals (RFP) to solicit proposals for a Project Manager from qualified individuals or firms with proven experience in project management planning services for local governments and collaboration with engineering firms within the State of Maine.
Project Background: Swan's Island, an unbridged island in Hancock County, convened a community workshop in Spring 2023 to enroll in the Community Resilience Partnership. During this workshop, residents identified resilience priorities, focusing on valuable community areas and vulnerabilities to flooding and erosion. They formed the Community Resilience Committee, which has since worked to advance these priorities.
The Town of Swan’s Island through the Community Resilience Committee applied for a Community Action Grant to conduct a vulnerability assessment of three key areas at different sides of the island: Carrying Place Beach (Swan’s Island Village), Atlantic Fire Ponds (Atlantic), and Mill Pond Park (Minturn). The assessment will provide insights into the impacts of climate change on these regions. Over approximately a year and a half, the Island’s Community Resilience Team and Select Board will oversee hiring a project manager and engage an engineering firm to conduct the assessment and design solutions, with community engagement and collaboration with the Community Resilience Committee prioritized throughout the process.
Project Timeline and Budget: The proposed project timeline is 14 to 16 months starting in fall of 2024. The project budget allocates $18,750 for employing a Project Manager for 150 hours.
Scope of Work: The Project Manager will be responsible for:
- Facilitating communication between the select board, town officials, Community Resilience Committee members, and engineers.
- Establishing a timeline for inputs and outputs from collaborators.
- Defining the expectations for the frequency and format of community outreach and engagement opportunities.
- Gathering and communicating information to collaborators to create consensus and avoid confusion.
- Ensuring project sustainability by identifying and applying for future grants and developing a comprehensive project plan for project sustainability with input from all collaborators.
Project Manager Responsibilities: The Project Manager will oversee the resilience project, coordinating efforts of involved parties, managing resources and tasks, and driving progress toward achieving project objectives. Key tasks include:
- Draft and Post RFP for Engineering Firm:
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- Draft a Request for Proposals (RFP) document outlining the scope of work and selection criteria for the engineering firm.
- Distribute the RFP to attract qualified candidates.
- Review and Select Candidates:
- Thoroughly review RFP responses for the engineering firm, assessing qualifications, experience, proposed approach, and alignment with project objectives.
- Select and onboard the most suitable candidates at discretion of town select board.
- Establish Communication Channels:
- Facilitate the establishment of a clear chain of command and communication channels between the select board, town officials, Community Resilience Committee, and the engineering firm.
- Develop and Maintain Timeline:
- Establish a comprehensive timeline outlining expected inputs and outputs from various contributors to ensure roles and responsibilities are clear and deadlines are met.
- Community Engagement:
- Plan and execute community engagement activities, ensuring transparency and inclusivity in the decision-making process.
- Delegate tasks to Community Resilience Committee members to support engagement efforts.
- Oversee Vulnerability Assessment:
- Work with the selected engineering firm to conduct the vulnerability assessment, ensuring regular updates and effective communication of findings to the Select Board, pertinent town officials, and the Community Resilience Committee.
- Project Scoping and Funding:
- Collaborate with the engineering firm and community feedback to develop a proposed project plan and define roles for collaborators.
- Explore and apply for funding options to sustain the project beyond its initial scope.
Required Skills and Qualifications:
- Proven experience in project management, preferably in community resilience or climate adaptation projects.
- Strong organizational and communication skills to effectively coordinate between multiple stakeholders.
- Experience in drafting and reviewing RFPs/RFQs and selecting suitable candidates.
- Ability to facilitate community engagement activities and incorporate feedback into project planning.
- Familiarity with climate resilience, vulnerability assessments, and related funding opportunities.
Deliverables:
- Finalized scope and RFP for the engineering firm.
- Selection and onboarding of engineering firm.
- Established chain of command, communication channels, and project timeline.
- Regular community engagement activities and updates.
- Comprehensive vulnerability assessment report.
- Proposed project plan and identified funding options.
- Successful grant applications for continued project funding.
Proposal Requirements: Proposals should be brief and concise, containing no more than ten (10) single-sided pages, and must include the following:
- Cover Letter:
- Introduction of the bidding company or individual.
- Contact information including name, title, address, phone number, and email.
- A brief statement of interest and signature of the authorized representative.
- Executive Summary:
- A high-level overview of the proposal.
- Brief summary of the bidder’s qualifications and understanding of the project.
- Narrative:
- Experience: Describe your experience working with local and county governments in collaboration with engineering firms, including your experience with vulnerability assessment development and updates.
- Personnel: Include resumes of key personnel who will be involved in the project.
- Additional Information: Provide any additional relevant information about your abilities and services.
- Cost and Budget Proposal:
- A general breakdown of costs including labor, materials, travel, and other expenses for the work to be completed.
Application Process: Interested candidates are invited to submit their qualifications and a proposal outlining their approach to managing this project. Submissions should demonstrate relevant experience and a clear understanding of the project's goals and required deliverables. The town select board, with input from the Community Resilience Committee and with support from the Island Institute, will review all submissions and select the most suitable candidate based on experience, skills, and compatibility with project needs.
Submission Information: All materials submitted in response to this request for proposals will become the property of the Town of Swan’s Island and part of the public record, except for any proprietary financial information, which should be clearly marked as confidential.
Please send proposals via email to the Community Resilience Committee Chair Olivia Jolley at sharkladyoj@gmail.com no later than November 30, 2024, 11:59 PM EST, to be eligible for consideration.
The Town of Swan’s Island reserves the right to reject any or all proposals and to accept the firm deemed to be in the best interest of the Town.
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