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REQUEST FOR PROPOSALS:
CONSULTANT FOR HURRICANE FINANCIAL RECOVERY AND FEMA COORDINATION

Alley Theatre
615 Texas Street
Houston, TX 77002

October 26, 2017


Proposals must be submitted by e-mail no later than 12:00 noon, Monday, October 30, 2017, to Donald Poole by e-mail to donp@alleytheatre.org. Questions for clarification submitted by 3:00 p.m., Friday, October 27, 2017 will be answered no later than 5:00 p.m., Friday, October 27, 2017.

Please use the following subject in the response e-mail:

RESPONSE TO REQUEST FOR PROPOSALS FOR RECOVERY CONSULTANT FOR ALLEY THEATRE

BACKGROUND STATEMENT

On August 25, 2017 through August 28, 2017, the Houston area was struck by Hurricane Harvey. Particularly hard hit was the downtown Theater District, a 17-block area with five performance venues that is home to many of Houston’s major professional performing arts organizations including the Houston Symphony, Houston Ballet, Houston Grand Opera and the Alley Theatre (“Alley”) among others.

The Alley has two main performance spaces. The 774-seat Hubbard Theatre recently underwent a $46.5 million renovation. The Hubbard Theatre, the adjacent Long Lobby, and the box office area were virtually untouched by the flood damage. Unfortunately, the 310-seat Neuhaus Theatre, adjacent Mitchell Lobby, props storage, dressing rooms, electrical equipment room, and other spaces were completely flooded forcing the closure of the entire theatre complex.

In addition, the adjacent 18-story parking garage, which occupies the rest of the block and houses the Alley Theatre Center for Theatre Production (“Production Center”) on the top five floors, sustained damage to electrical systems, closing the entire garage including the Production Center. Props stored in the basement of the Production Center were also destroyed.

The Alley implemented measures as soon as possible to adequately remediate damage and restore power which is phase one of the recovery effort. The plan is to complete phase one and to open the Hubbard Theatre by November 24, 2017 in time for the Alley’s annual production of A Christmas Carol by Charles Dickens.

Rebuilding the Neuhaus Theatre, Mitchell Lobby, dressing rooms and other spaces are phase two. Plans are to complete phase two and to open the Neuhaus Theatre by early January 2018.

The recovery effort will require assistance from and coordination with the federal government, through the Federal Emergency Management Agency (“FEMA”) and other federal resources that become available.

The Alley seeks proposals from firms offering expertise in disaster recovery, and particularly in FEMA and other federal disaster recovery programs and procedures. Please limit proposals to 25 pages.

The Alley will consider each proposal on the following qualifications and criteria weighted with the corresponding percentages:

Staff qualifications – 50%
Firm qualifications – 20%
Approach and Methodology – 20%
Price – 10%

SCOPE OF WORK

The contractor will perform the services listed below. The scope of work may be altered and/or expanded by the Alley as the Alley deems necessary, with notice to the contractor. The contractor does not have an exclusive right to perform any particular service.

A. Recovery Process Planning and Implementation

  1. Organizational process development – work with the Alley staff to develop and modify policies/procedures/systems in accordance with organizational needs and objectives, as well as applicable government regulations.
  2. Compliance – assist Alley staff with programmatic, policy, financial, and accounting services necessary to meet program requirements including:

a. Commercial insurers as requested by the Alley.
b. FEMA
c. Other federal and private resources as requested by the Alley.

B. Grant Application and Financial Management

  1. Grant application assistance – assist the Alley with applications for and management of FEMA grants and others as requested by the Alley.
  2. Grant compliance assistance

a. Provide guidance on funding requirements and assist the Alley to proactively identify and resolve eligibility and compliance issues
b. Provide guidance on procurement and contracting compliance
c. Develop processes to track reconstruction and funding status for each project
d. Facilitate interactions and reviews of documentation by relevant parties including

  1. Commercial insurers as requested by the Alley.
  2. FEMA
  3. Other federal and private resources as requested by the Alley.

e. Meet with Alley staff to collect, organize and analyze costs, contracting, and other supporting documentation for each project.
f. Reconcile proceeds from funding sources to identify duplication of benefits.
g. Provide assistance with the overall grant closeout process including responding to requests for information.

  1. Audit preparation – assist Alley staff to prepare for inspections/audits and resolve findings, including organization of supporting documentation, advice regarding the resolution of compliance and eligibility issues and development of corrective action plans.
  2. Procurement assistance – provide guidance on procurement practices and assist with reviewing procurements and contracts related to the recovery effort.
  3. Dispute resolution – support Alley staff in resolving eligibility issues and disputes, if necessary, including appeal and arbitration processes.

C. Other related services as requested by the Alley.