REQUEST FOR PROPOSALS (RFP)
Borough of West Pittston, Pennsylvania
THIRD PARTY FLOODPLAIN MANAGEMENT SERVICES/FLOODPLAIN MANAGER
Position Summary
The Borough of West Pittston seeks a qualified third-party floodplain management provider to serve as the Borough’s Floodplain Manager. West Pittston Borough is a class 7 CRS community and the Floodplain Manager would be responsible for annual reports related to the CRS program. The selected provider will administer and enforce all applicable local, state, and federal floodplain management regulations and will support the Borough’s continued compliance with the National Flood Insurance Program, Pennsylvania floodplain management requirements, FEMA regulations, and all applicable Borough ordinances governing development in identified flood hazard areas. The Floodplain Manager shall serve as the Borough’s primary point of contact for floodplain permitting, inspections, compliance monitoring, public education, and coordination with PEMA, FEMA, DEP, and other relevant agencies.
Essential Duties and Responsibilities
Regulatory Administration
- Administer and enforce the Borough’s Floodplain Management Ordinance and all applicable provisions of:
- The National Flood Insurance Program (NFIP)
- FEMA Floodplain regulations under 44 CFR §60
- The Pennsylvania Floodplain Management Act (Act 166 of 1978)
- The Pennsylvania Municipalities Planning Code
- Applicable International Building Code (IBC) and International Residential Code (IRC) standards as adopted by the Commonwealth of Pennsylvania
- Issue Floodplain Development Permits only after determining compliance with all applicable ordinances, codes, and regulatory requirements.
- Review permit applications to determine whether all required state and federal permits have been obtained, including but not limited to permits required under:
- Pennsylvania Sewage Facilities Act
- Pennsylvania Dam Safety and Encroachments Act
- Pennsylvania Clean Streams Act
- Section 404 of the U.S. Clean Water Act
- Ensure proposed development minimizes flood damage and complies with Floodplain construction standards.
Permit Review and Technical Evaluation
- Review plans, specifications, elevation data, floodproofing certifications, and related engineering documentation for proposed development within identified Floodplain areas.
- Interpret FEMA Flood Insurance Rate Maps (FIRMs), Flood Insurance Studies (FIS), Base Flood Elevations (BFEs), and related mapping resources.
- Determine whether structures and utilities are designed to:
- Minimize flood damage
- Prevent flotation, collapse, or lateral movement
- Utilize flood-resistant materials and construction practices
- Provide adequate drainage and stormwater management
- Conduct substantial improvement and substantial damage determinations in accordance with FEMA’s Substantial Improvement/Substantial Damage Desk Reference.
- Verify compliance with elevation and floodproofing requirements for new construction and substantial improvements.
Inspection and Enforcement
- Conduct field inspections during and upon completion of construction activities to verify compliance with approved permits and applicable regulations.
- Maintain authority to enter buildings, structures, premises, or developments located within identified Floodplain areas for inspection and enforcement purposes, upon presentation of proper credentials and during reasonable hours.
- Investigate complaints and suspected violations involving Floodplain development.
- Revoke permits when work is not performed in accordance with approved applications, or when false statements or misrepresentations are identified.
- Prepare enforcement documentation and reports for Borough Council or other authorities.
Records Management and Reporting
- Maintain permanent records associated with Floodplain administration, including:
- Permit applications and approvals
- Elevation certificates
- Inspection reports
- Variance documentation
- Enforcement actions
- Letters of Map Amendment (LOMA) and Letters of Map Revision (LOMR)
- Ensure that all required records are retained for the required retention period, including for the life of the structure where applicable
- Prepare and submit required FEMA and NFIP reports, including biennial reporting related to community participation in the NFIP.
- Assist with FEMA Community Assistance Visits (CAVs), audits, map revisions, and compliance reviews.
- Submit monthly reports to the Borough Manager/Secretary and Council
- Review and provide recommendations concerning FEMA lease agreements
Public Education and Coordination
- Provide guidance and technical assistance to residents, contractors, developers, engineers, surveyors, and property owners regarding Floodplain requirements and flood risk.
- Educate the public regarding flood insurance requirements, Floodplain regulations, mitigation opportunities, and resilient construction practices.
- Develop and maintain working relationships with Borough officials, emergency management personnel, code enforcement, zoning officials, PEMA, FEMA, DEP, and other agencies, as necessary.
- Advocate on the importance of hazard mitigation planning and flood risk reduction initiatives to Borough officials and residents.
- Assist in outreach and training
Emergency and Post-Disaster Responsibilities
- Participate in post-flood damage assessments and recovery operations as assigned.
- Evaluate flood-damaged structures to determine substantial damage status under FEMA requirements.
- Assist in maintaining the Borough’s eligibility for FEMA disaster assistance and mitigation funding programs.
- Maintain contact with Federal, State, County, and local emergency management coordination to ensure all residents are aware and prepared for emergency situations
Office Hours
The Floodplain Manager shall make appointments available as reasonably necessary to meet with applicants, review submissions, process permits, perform inspections, and coordinate with Borough staff. Although fixed office hours at the Borough Municipal Building are not required, the Borough will make space available for meetings when needed. The selected provider shall furnish the Borough with its regular availability for inspections and meetings and shall submit a monthly time sheet, inspection log, and a shared calendar. The Floodplain Manager will report to and work with the Borough Manager and Borough Secretary.
Appointment
The Borough intends to enter into a professional services agreement with the selected proposer for an initial term of one (1) year, subject to the terms and conditions established by the Borough. The Borough reserves the right to reject any or all proposals, waive immaterial irregularities or informalities, and accept the proposal determined to be in the best interest of the Borough.
Fees
All Fees charged to applicants are set by the Borough Fee Schedule, collected by the Borough, and kept by the Borough. The Service Provider/Floodplain Manager is to invoice the Borough for services provided monthly for payment.
No inspections are to be performed until fees are paid in full to the Borough, and the Secretary has confirmed such.
PROPOSAL SUBMISSION
Proposals must be received by the Borough no later than 4:00 p.m. on August 31, 2026. Proposals may be submitted electronically, by mail, or in person. Each proposal should be clearly marked with the proposer’s name and the title “Proposal for Third-Party Floodplain Management Services / Floodplain Manager.”
RFP
Recommended proposal contents include: (1) proposed fee schedule; (2) non-discrimination statement; (3) non-collusion statement; (4) description of office location, staffing, hours, forms, and workflow used to provide floodplain management services; (5) software, reporting, and billing capabilities; (6) documentation demonstrating authorization or qualifications to provide the requested services; (7) proof of liability and workers’ compensation insurance, including a certificate of insurance naming the Borough as an additional insured; (8) at least three municipal references, preferably from Luzerne County municipalities; (9) names of the individuals who would be assigned to serve West Pittston Borough, including backup personnel; and (10) confirmation of staffing capacity to ensure continuity of service during absences or scheduling conflicts; (11) disclose any existing or prior relationships or professional affiliations with Borough officials or professional service providers.
Proposals shall be addressed to: West Pittston Borough Council: Floodplain Management, 555 Exeter Avenue, West Pittston, PA 18643; [email protected]
Pay: $25.00 - $85.00 per hour
Work Location: Hybrid remote in West Pittston, PA 18643
