Town of Ludlow - Disaster Recovery and Mitigation Technical Assistance Consultant Services - 2026
Ludlow villageCity · Ludlow village, VT- Due
- Oct 15, 2026
- Deadline passed
- Posted
- Oct 6, 2026
- Contract term
- 3 years
- Primary contact
- Cherry Nicoll
- (802) 228-3924
The 30-second brief
The Town of Ludlow, on behalf of the Town and Village of Ludlow, is soliciting proposals from qualified firms to provide on-call disaster recovery, mitigation, and grant management technical assistance for current and future disasters, specifically supporting FEMA Public Assistance (PA), FEMA Hazard Mitigation Assistance (HMA), and related federal and state funding programs. The RFP seeks to establish a master services agreement for an initial three-year term with two optional one-year extensions. Services encompass project formulation, eligibility strategy, damage and cost documentation, engineering coordination, FEMA Grants Portal support, reimbursement support, procurement compliance, hazard mitigation application support, benefit-cost analysis, appeals, and closeout support. Proposals are due by October 15, 2026, at 12:00 PM ET, with questions due by October 9, 2026. Required submissions include technical and cost proposals, specific federal forms, W-9, and proof of insurance, evaluated on experience, personnel, methodology, cost, and MBE/WBE participation.
Relevant Disaster Recovery, Mitigation, and Grant Management Experience (30 points), Qualifications and Availability of Proposed Personnel (30 points), Technical Approach and Methodology (25 points), Cost Proposal / Rate Sheet (10 points), Minority & Woman Owned Small Business Enterprise (MBE/WBE/WOSB) Participation (5 points)
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Summary
The Town of Ludlow, on behalf of the Town and Village of Ludlow, is soliciting proposals from qualified firms to provide on-call disaster recovery, mitigation, and grant management technical assistance for current and future disasters, specifically supporting FEMA Public Assistance (PA), FEMA Hazard Mitigation Assistance (HMA), and related federal and state funding programs.
The RFP seeks to establish a master services agreement for an initial three-year term with two optional one-year extensions. Services encompass project formulation, eligibility strategy, damage and cost documentation, engineering coordination, FEMA Grants Portal support, reimbursement support, procurement compliance, hazard mitigation application support, benefit-cost analysis, appeals, and closeout support. Proposals are due by October 15, 2026, at 12:00 PM ET, with questions due by October 9, 2026. Required submissions include technical and cost proposals, specific federal forms, W-9, and proof of insurance, evaluated on experience, personnel, methodology, cost, and MBE/WBE participation.
EVALUATION CRITERIA
Relevant Disaster Recovery, Mitigation, and Grant Management Experience (30 points), Qualifications and Availability of Proposed Personnel (30 points), Technical Approach and Methodology (25 points), Cost Proposal / Rate Sheet (10 points), Minority & Woman Owned Small Business Enterprise (MBE/WBE/WOSB) Participation (5 points)
REQUIRED ATTACHMENTS
8- FEMA Form 112-0-3C: Certifications Regarding Lobbying; Debarment
- Suspension and Other Responsibility Matters; and Drug-Free Workplace Requirements
- SF 424B: Assurances; Non-Construction Programs
- OMB Form 0348-0046: Disclosure of Lobby Activities
- Non-Collusion Affidavit
- W-9
- Proof of insurance demonstrating required coverage
- Proof of state or federal MBE/WBE/WOSB certification
- Submit to
- Ludlow Town Hall, 37 S Depot St, Ludlow, VT 05149 or email to [email protected]
- Duration
- 60 months
- Scope location
- Ludlow, VT
- Reported agency
- Town of Ludlow
Questions about this RFP
How do I respond to this RFP from Ludlow village?
Review the full solicitation document for submission requirements, evaluation criteria, and deadlines. The submission deadline is October 15, 2026. Be sure to include all required attachments as outlined in the solicitation. Submissions should be delivered to: Ludlow Town Hall, 37 S Depot St, Ludlow, VT 05149 or email to [email protected]. For questions, contact Cherry Nicoll.
Can small businesses or minority-owned firms bid on this RFP?
Most government agencies, including Ludlow village in VT, encourage participation from small businesses, minority-owned, women-owned, and disadvantaged business enterprises (MBE/WBE/DBE). Check the full solicitation for any small business participation goals.
What happens after the RFP submission deadline?
After the deadline, the issuing agency reviews all submissions against the stated evaluation criteria. This typically includes a compliance check, technical evaluation, cost analysis, and may involve oral presentations with shortlisted vendors.
Can I ask questions about this solicitation before submitting?
Yes, most solicitations allow vendors to submit questions during a designated period. The primary contact is Cherry Nicoll at (802) 228-3924. Questions and answers are typically shared with all prospective bidders.
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What are the evaluation criteria for this solicitation?
This solicitation includes specific evaluation criteria that will be used to score proposals. The criteria include: "Relevant Disaster Recovery, Mitigation, and Grant Management Experience (30 points), Qualifications and Availability of Proposed Personnel (30 points), Technical Approach and Methodology (25 points),..." Vendors should carefully align their proposals with each criterion to maximize their score.
Where can I find more RFPs from Ludlow village?
All active and historical solicitations from Ludlow village are tracked and searchable. As a city agency, Ludlow village regularly publishes solicitations. Visit the agency profile to see current open bids, past contracts, vendor relationships, and decision-maker contacts.
What is the contract term for this solicitation?
The anticipated contract term is 3 years. Contract terms may include renewal options.
What documents are required to bid on this RFP?
Requirements vary by solicitation, but common documents include a technical proposal, cost/price proposal, proof of insurance, relevant certifications, past performance references, and any forms specified in the solicitation. This solicitation specifically requires the following attachments: FEMA Form 112-0-3C: Certifications Regarding Lobbying; Debarment, Suspension and Other Responsibility Matters; and Drug-Free Workplace Requirements, SF 424B: Assurances; Non-Construction Programs, OMB. Review the full document from Ludlow village for the complete list.
What is the scope of this project?
This solicitation defines a specific project scope. The scope covers the following locations: Ludlow, VT. Review the full solicitation for detailed scope requirements.