HomeMy WebLinkAboutRFP re Wildfire Portection Plan
REQUEST FOR PROPOSALS (RFP)
COMMUNITY WILDFIRE PROTECTION PLANNING SERVICES
Jefferson County, Washington
Jefferson County is requesting proposals from interested, qualified, and experienced professional
consulting firms or individuals to provide community wildfire protection planning services. A
Request for Proposals (RFP), which includes instructions for its completion, is attached.
Respondents to this RFP shall submit completed proposals in a sealed envelope, clearly marked
with “Proposal for Community Wildfire Protection Planning Services” and the name of the firm
submitting the proposal. An original copy and digital PDF must be received by the County no
later than 5:00 p.m. PST on Monday, October 31, 2022, at the following address:
Jefferson County Administrator
1820 Jefferson Street
Port Townsend, WA 98368
Questions regarding this solicitation must be submitted in writing to Mark McCauley, County
Administrator, at mmccauley@co.jefferson.wa.us. Answers will be provided in writing to the
requestor, or provided in amendment(s) to the solicitation. The final date to submit questions is
October 24, 2022 at 5:00 pm Pacific Standard Time.
RFP Schedule*
RFP Issued September 30, 2022
Final Date for Questions Related to RFP October 24, 2022
Proposal Deadline October 31, 2022
Proposals Reviewed/Evaluated November 4, 2022
by Selection Committee
In-person Applicant Interviews November 15-18, 2022
as Requested of Finalists
Selection Committee Recommendation and Board November 18-November 28,
Approval of Contract 2022
Contract Executed November 28, 2022
*Exact dates are subject to change at the County’s discretion. All deadlines are by 5:00 p.m.PST
of the stated date. Any interested individual may request to be on an email list to receive updates
on the RFP process, including addenda to the RFP if any are issued.
Submittal Instructions
Written proposals and an electronic PDF must be received by the County no later than 5:00 p.m.
PST on October 31, 2022. Proposals received after this deadline will not be accepted or
considered.
REQUEST FOR PROPOSALS (RFP)
COMMUNITY WILDFIRE PROTECTION PLANNING
SERVICES
Jefferson County, Washington
INTRODUCTION
The Jefferson County is seeking proposals, due no later than 5:00 p.m. PST on October 31,
2022, from interested, qualified and experienced consultants/firms to guide the organization
through the development of a Community Wildfire Protection Plans (CWPP) for our various
communities.
While there may be more communities in need, Jefferson County has preliminarily identified a
number of communities for which a CWPP may be needed. We would rely on the Consultant’s
experience and recommendation whether to have one all-encompassing CWPP for the entire County
with chapters for each community or to have a separate, stand-alone CWPP for each community.
The communities we have identified, among others, are:
Brinnon
Quilcene
Chimacum
Port Ludlow
Port Hadlock
Irondale
Bridgehaven
Discovery Bay
Marrowstone
Cape George
Kala Point
Port Townsend
The selected consultant would be required to establish and work with a County-wide Wildfire
Advisory Working Group consisting of representatives from the City of Port Townsend, Jefferson
County, Jefferson County fire districts, the County’s forestry consultant and community
stakeholders. The consultant would work with the advisory group to establish goals for this effort,
including but not limited to:
Develop Guidelines for WUI/FIREWISE residential standards
Develop building code recommendations for home hardening
Establish forestry and open land management best practices
Assist and coordinate workgroup and grant participation by older adults and community
members with disabilities
Assist in developing fire protection code language
Seek state and federal grants to help fund CWPP implementation
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The County hopes to have this process completed and CWPP’s developed for as many communities
as possible prior to July 1, 2023. If this too ambitious we would welcome the consultant to assist us
in identifying the communities most at risk and to develop an achievable schedule that includes all
the above-named communities. In addition, the consultant should provide a cost estimate to
complete the work proposed.
Based on the proposals received, the County will select individuals/firms to be interviewed. As a
result of those interviews the top‐rated consultant will be selected for contract negotiations.
Proposals must be responsive to the County’s request. The County shall determine the most
responsive and responsible consultant providing the best service at the most reasonable cost. Cost
alone shall not be the determinative factor. The County reserves the right in its absolute discretion
to make no award or contract.
BACKGROUND
The Jefferson County Board of Commissioners is interested in developing Community Wildfire
Protection Plans that fully align with the priorities and expectations of county staff, local fire
officials, county residents, local and county government entities, and businesses.
The Board wishes to protect our communities and meet the expectations of its various constituent
groups in the most effective and cost-effective way. Aligning the Community Wildfire Protection
Plans with these expectations will help ensure our long-term success.
GENERAL SCOPE OF SERVICES REQUIRED
As envisioned, the scope of services for this proposal will include the following components.
GENERAL PROJECT MANAGEMENT
● The Consultant will establish the County-wide Wildfire Advisory Working Group with the members
proposed above.
● The Consultant will work with the County-wide Wildfire Advisory Working Group to develop a
project plan and schedule.
● The Consultant will develop a work plan to guide project activities and communications.
● The Consultant will conduct an orientation and multiple briefing sessions for the County-wide
Wildfire Advisory Working Group, Board of County Commissioners and key stakeholders on
project goals and the potential outcomes.
● The consultant must be available for presentations to the Board, including but not limited to a
presentation of the final version of the Community Wildfire Protection Plan(s) developed through
this project.
● Development and implementation of techniques/initiatives to promote public involvement designed
to engage the community, stakeholders, and the County-wide Wildfire Advisory Working Group and
Board of Commissioners throughout the process is critical.
● Deliverables are Community Wildfire Protection Plan(s) for Jefferson County communities.
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PHASE 1 – DISCOVERY (EST Timing: 1 month)
● Complete an inventory of communities in Jefferson County. programs, partnerships, and
collaborations to advance the safety, health, prosperity and economic welfare of county residents and
businesses.
● Identify state and local studies, reports and analysis that will assist in the assessment of local
vulnerabilities, and mitigation measures
● Conduct stakeholder interviews and/or focus groups with key leaders and constituencies including,
for example: Board members; county staff; local government chief executives; local business
leaders; local citizen groups; to assess fire risk and potential mitigation measures.
● Compile, analyze and present available fire risk data for Jefferson County’s communities.
PHASE 2 – DEVELOP PROJECT PLAN AND SCHEDULE (EST Timing: 1 month)
● Confirm Jefferson County’s list of communities or modify it, as appropriate.
● Assess the risk for each community.
● Prepare a schedule for plan development based on relative community risk.
● Share the plan development methodology to be used in preparing the plans.
PHASE 3 – IMPLEMENT THE PROJECT PLAN (EST Time: 4 months)
● Develop plans per the schedule involving all constituent groups and the Wildfire Advisory Working
Group.
PHASE 4 – OBTAIN APPROVAL OF PLANS AND IMPLEMENT (EST Time: 1 month)
● Present proposed plans to the Board of County Commissioners for adoption and implementation.
ELIGIBILITY
Each interested consultant shall specifically identify in its proposal, whether or not any potential or
actual Organizational and Consultant Conflicts of Interest (OCCI) exists for this procurement. If the
offeror believes that no OCCI exists, the OCCI response shall set forth sufficient details to support
such a position. Interested consultants shall submit with their proposal an OCCI certification, using
the following language:
The interested consultant is not aware of any information bearing on the existence of any potential
organizational conflict of interest. If the interested consultant is aware of information bearing on
whether a potential conflict may exist, the interested consultant shall provide a disclosure statement
and mitigation plan describing this information.
Prospective firms or entities are not eligible to submit a proposal if current or past corporate and/or
other interests may—in the opinion of the Board—give rise to a conflict of interest in connection
with this RFP or the Services. Firms/individuals are to submit with their proposal documents a
description of any issue that may constitute a direct or indirect conflict of interest for review by the
Board. The Board’s decision on this matter will be final.
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In addition, the Consultant will certify that have not been debarred by any federal, state, or local
agency.
FACILITIES
The primary place of performance shall be at the Consultant’s facility, which must be within the
Olympic Peninsula or within a distance that allows in person meetings without the need for
overnight accommodations. The Consultant will use virtual meeting to the maximum extent possible
to minimize cost. However, the Consultant shall attend meetings and perform various tasks at the
Jefferson County Courthouse or in other places most convenient for community members when
required, during the period of performance. Local travel expenses of Consultant personnel will not
be the responsibility of the County, including parking. County staff will provide space for meetings
with Consultant personnel as directed by the County-wide Wildfire Advisory Working Group.
County staff will work with the Consultant in arranging meetings with parties involved in the
project.
CONTRACTOR TRAVEL
If travel is required, the Consultant shall notify the County-wide Wildfire Advisory Working Group
and obtain approval prior to Consultant personnel traveling. Consultant shall submit a cost estimate
to the County-wide Wildfire Advisory Working Group for approval prior to commencement of any
travel. For approved travel, direct travel costs will be reimbursed for actual cost incurred.
PROPOSAL SUBMISSION REQUIREMENTS
Each offeror shall be responsible for preparing an effective, clear, and concise proposal. It is
recommended that proposals contain the following information:
• A cover letter introducing the company and the individual who will be the primary contact person.
• Proposed statement of work, project approach and plan to accomplish the work. Describe in detail
your firm’s project approach and methodology in managing and implementing a project of this size
and scope and experience of developing and supporting the implementation of a comprehensive
strategic plan. Key elements include: a. Project Understanding, b. Project Methodology and
Deliverables, c. Roles & Responsibilities, d. Project Management.
• A statement that the consultant is registered to conduct business in Washington.
• Specific qualifications regarding experience in community wildfire protection planning services,
including the names of counties for which CWPP’s have been developed. A sample of an actual
CWPP should be provided along with the proposal. A reference list should be attached to the
proposal, with client names, contact persons, and phone numbers.
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• A detailed timeline for completion of each phase and the total project. The Board is interested in
pursuing this strategic plan in as expeditious a manner as possible to help protect our communities
prior to the 2023 wildfire season.
• A description of the firm’s organization and staff’s qualifications.
• A description of 2-3 projects of a similar scope, magnitude and complexity to the work described in
this solicitation.
• A pricing narrative with a proposed fee schedule for each phase of the project and a project total
including any incidental or travel fee estimates.
• The signature of an authorized individual to bind the firm. The proposal must be a firm offer for a
60-day period.
SELECTION PROCESS
Each of the proposals received will be evaluated and determined if it meets the stated requirements.
Failure to meet these requirements will be a cause for eliminating the consultant from further
consideration. Initial evaluation of the proposals will be made by appropriate County staff with
involvement by our fire chiefs, Fire Marshall and forestry consultant. In addition to evaluating
written proposals, in-person/virtual interviews will be requested of selected finalists.
The County shall not be liable in any way for any costs arising incurred by any consultant in the
preparation of its proposal in response to this RFP or any losses or damages arising from the
County’s rejection of any proposal for any reason whatsoever.
Proposals will be evaluated on the following criteria:
Technical Proposal – 35%
Project Approach/Methodology 20 points (max) 35 Total Points
Proposed Work Plan 15 points (max)
Management Proposal - 35%
Firm Relevant Experience 20 points (max) 35 Total Points
Qualifications/Experience of Proposed Key Staff 15 points (max)
Cost Proposal – 30% 30 Total Points
TOTAL 100 Points
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PROPOSAL REVIEW AND AWARD SCHEDULE
All deadlines are by 5:00 p.m. EST of the stated date. Written proposals and an electronic PDF must
be received by the County no later than 5PM EST on September 30, 2022. Proposals received after
this deadline will not be accepted or considered. The selection committee shall make a
recommendation to the Board of County Commissioners, who retain contracting authority. Work
may begin immediately following contract execution with finalist.
RFP Issued September 30, 2022
Final Date for Questions Related to RFP October 24, 2022
Proposal Deadline October 31, 2022
Proposals Reviewed/Evaluated November 4, 2022
by Selection Committee
In-person Applicant Interviews November 15-18, 2022
as Requested of Finalists
Selection Committee Recommendation and Board November 18-November 28,
Approval of Contract 2022
Contract Executed November 28, 2022
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