PRE-AWARD AND POST-AWARD PROJECT MANAGEMENT SERVICES FOR FEMA HAZARD MITIGATION GRANT PROGRAM SUBAWARD NO. FM-5404-001-001R, COMMUNITY FUELS REDUCTION AND DEFENSIBLE SPACE PROJECT, PHASE 1

The County of Hawai‘i is seeking pre-award and post-award Project Management services for the FEMA Haward Mitigation Grant Program (HMGP) Subaward No. FM-5404-001-001R COMMUNITY FUELS REDUCTION AND DEFENSIBLE SPACE PROJECT, PHASE 1. Work will include project management to include project planning, identifying need for fuels reduction and defensible space projects, working with landowner/land managers, and management of grant funds in compliance with county procurement and federal requirements for this Federal Emergency Management Agency (FEMA) funded project.

Project Details

• Reference ID: PS 26-0172
• Department: Hawaii Fire Department
• Department Head: Kazuo Todd (Fire Chief)

Important Dates

• Questions Due: 2026-04-11T09:59:00.000Z

Evaluation Criteria

• EXPERIENCE AND PROFESSIONAL QUALIFICATIONS RELEVANT TO THE PROJECT (35 pts) —

  The prime contractor’s and/or sub-contractor’s project manager must have experience managing projects of similar nature and scope. The resume of the project managers must be included in the proposal.

  The contractor shall designate experienced professional and technical staff to competently and efficiently perform the work, either through their own personnel or sub-contractors. The proposal shall identify the project team composition, project leadership, reporting responsibilities, and address how sub-contractors will fit into the management structure. The County evaluation will be performed on the team, and not just the personnel of the prime contractor, so resumes of key team members should be included in the proposal.

• PAST PERFORMANCE (25 pts) —

  Past performance on projects of similar scope for government and public agencies, or private industry, including corrective actions and other responses to notices of deficiencies.

  The contractor proposal shall include a list of similar projects that the contractor worked on and successfully completed. The project name, contact person, and phone number of the government, public and/or private agencies should be included in the list. The proposal shall indicate the contractor’s past performance in terms of cost control, quality of work and compliance with performance schedules. The list of projects shall include documentation of the original Contract Amount/Contract time vs Final Contract Amount/Contract time.

  Contractors shall submit and provide answers/documentation for the following:

  2. • Submit samples of daily reports, change orders, ledger, field/measurement books from recent projects
     • Have any of the projects you have managed had exceptions to material certification or non-participation of Federal Funds? If yes, please explain.
• CAPACITY TO ACCOMPLISH THE WORK IN THE REQUIRED TIME (20 pts) —

  The contractor must demonstrate that sufficient knowledgeable staff is available, and that any

  sub-contractor hired by the contractor is experienced and capable of performing the work.

  The contractor proposal shall contain a list of current or previous projects completed in the County/State of Hawaii. The list should include project type, location, and duration to completion.

• METHODS (10 pts) —

  Innovative or alternative methods and anticipated concepts for furnishing the required services.

• INTRODUCTORY LETTER, YEARS IN BUSINESS, REFERENCES, LOCATIONS (10 pts) —

  Introductory letter, number of years in business, references, and office locations.

Submission Requirements

• Proposal Requirements (required) —

  Did you read through and confirm that you met all of the proposal requirements including the sections:

  1. General Conditions
  2. Special Provisions and Specifications
• Proposal Documents (required) —

  Please Upload your COMPLETE Proposal here, which includes the following:

  1. Bid Summary
  2. Statement of Experience and Qualifications
  3. Non-Collusion Declaration
• Proposal (without Cost Proposal) (required) —

  Please Upload your COMPLETE Proposal here. Upload fee proposal separately in the next step.

• Separate Cost Proposal (required) —

  Confirm that your fee proposal is not attached in your Proposal and is attached separately here.

• Bid Bond (required) —

  Each bid shall be accompanied by a certified cashier’s check, or bid bond, in the amount of XXXXXof the total bid price, payable toCounty of Hawaii, as a guarantee that the bidder, if its bid is accepted, will promptly execute the Agreement. The bidder shall guarantee the total bid price for a period of 60 days from the date of the bid opening.

  Please scan and upload a copy of your bid bond/cashier's check. Bidder must also MAIL bid guarantee with a postmarked date no later thanFriday, April 24, 2026 addressed to:

  County of Hawaii
  Stephanie Letro
  25 Aupuni Street, Suite 2501
  Hilo,HI96720

  Please have the Bidder Name, Contract Title ("PRE-AWARD AND POST-AWARD PROJECT MANAGEMENT SERVICES FOR FEMA HAZARD MITIGATION GRANT PROGRAM SUBAWARD NO. FM-5404-001-001R, COMMUNITY FUELS REDUCTION AND DEFENSIBLE SPACE PROJECT, PHASE 1"), and Contract Number ("PS 26-0172") listed clearly on the outside of the envelope.

• Contract Execution, Payment Bond, Performance Bond, and Certificate(s) of Insurance (required) —

  The contract shall be executed by the successful bidder and shall be returned, together with the Payment Bond, Performance Bond and Certificate(s) of Insurance to County of Hawaii so that it is received within 14 working daysafter the bidder has received the contract for execution. Failure to do so shall be just cause for forfeiture of the proposal guaranty.

• Bid Bond (required) —

  Will this solicitation require a bid bond?

• Electronic Pricing Table (required) —

  Would you like to have bidders respond to an electronic pricing table through OpenGov?

  Some examples of of when to say "yes":

  1. This is a quote for goods or commodities
  2. This is a public works bid, with a pricing table that can be uploaded into ProcureNow from an excel spreadsheet
  3. Seeking services for hourly rate schedules
• Separate Fee Proposal Upload (required) —

  If you are NOT using the Electronic Pricing Table option, will you want your bidder to separate a Price Proposal from the rest of their Response? You'll want to do this if you open your bids initially WITHOUT showing price, and then come back in after a technical evaluation to unseal pricing later.

• Evaluation Committee? (required) —

  Will there be an evaluation committee to review the proposals and score them based on weights and multiple criteria?

Questions & Answers