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HomeMy WebLinkAboutWildland Fire Protection RFPREQUEST 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 Community Wildfire Protection Pl the firm submitting the proposal. A digital response must be received by the County no later rd than 4:30 p.m. PST on March 3, 2023 at cgoy@co.jefferson.wa.us and JShannon@co.jefferson.wa.us. Physical responses from firms that wish to be considered must arrive at the following address by the same date and time at the address below: Chris Goy, Central Services Director Jefferson County Courthouse P.O. Box 1220 1820 Jefferson Street Port Townsend, WA 98368 Questions regarding this solicitation must be submitted in writing to Chris Goy, Central Services Director, at cgoy@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 February rd 23, 2023 at 4:30 pm Pacific Standard Time. RFP SCHEDULE* th RFP Issued February 9, 2023 rd Final Date for Questions Related to RFP February 23, 2023 rd Proposal Deadline March 3, 2023 th Proposals Reviewed/Evaluated by Selection March 10, 2023 Committee th Applicant Interviews as Requested of March 13 th Finalists (in-person as possible) March 17, 2023 th Selection Committee Recommendation and Board Approval of March 20 rd Contract April 3, 2023 th Contract Executed April 7, 2023 *Exact dates are subject to change at the County 4:30 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 4:30 p.m. PST on March 3rd, 2023. Proposals received after this deadline will not be accepted or considered. Page 1 of 7 REQUEST FOR PROPOSALS (RFP) COMMUNITY WILDFIRE PROTECTION PLANNING SERVICES Jefferson County, Washington INTRODUCTION rd Jefferson County is seeking proposals, due no later than 4:30 p.m. PST on March 3, 2023, from consultants/firms to guide the organization with the development of a Community Wildfire Protection Plans for our various communities. While there may be more communities in need, Jefferson County has preliminarily identified a number of communities for which a Community Wildfire Protection Plan (CWPP) may be needed. - 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: Bridgehaven Brinnon Cape George Chimacum Discovery Bay Irondale Kala Point Marrowstone Port Hadlock Port Ludlow Port Townsend Quilcene 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 Cou, 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 elderly/disabled community members with workgroups and grants Assist in developing fire protection code language Seek state and federal grants to help fund this effort st communities as possible prior to August 31, 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 order of priority. In addition, the Page 2 of 7 REQUEST FOR PROPOSALS (RFP) COMMUNITY WILDFIRE PROTECTION PLANNING SERVICES Jefferson County, Washington consultant should provide a cost estimate to complete the work proposed. Lastly, the submitting consultant will provide a cost estimate to complete the tasks enumerated above. Based on the proposals received, the County will select individuals/firms to be interviewed. As a Proposals must be responsive to the CountyCounty 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, 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 and finalize the strategic planning process; validate the Board outline roles and responsibilities for the project. 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 critical. Page 3 of 7 REQUEST FOR PROPOSALS (RFP) COMMUNITY WILDFIRE PROTECTION PLANNING SERVICES Jefferson County, Washington PHASE 1 DISCOVERY (Estimated Timing: Two months) Review the organization, inventory existing services and service delivery standards, program offerings and partnerships to serve as a baseline to identify service gaps and opportunities for different programs, partnerships, and collaborations to advance the safety, health, prosperity and economic welfare of county residents and businesses. 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 county development needs and opportunities and where the Board may be able to add value. Digital surveys may also be appropriate. Compile, analyze and present available economic outlook data for Jefferson County and the surrounding region. Conduct a situational analysis of the County to identify and assess the strengths, weaknesses, opportunities, and threats to the mission/purpose of the County. PHASE 2 MEET and RETREAT (Estimated Timing: One month) The Board input from consultant/firm to help structure and facilitate the event to maximize impact. Meeting topics will align with information and data collected during DISCOVERY and may include: organization. External Overview - Assessment of opportunities and threats facing the County in the coming five (5) years. The assessment will include information on availability or significant limitation of resources and tools that the County could use to add value and further its goals, including but not limited to building a business ready climate and economic development. Methodology - The consultant will describe the methodology used to identify vital challenges and opportunities identified. Prepare a Strengths, Weaknesses, Opportunities and Threats analysis. Identification of Strategies and articulate a Board which identifies its priorities, opportunities and strategies, and clarifies the Board its mission and values. Conduct a Fiscal Needs/Implications analysis related to potential strategic pathways. PHASE 3 DOCUMENT and REVIEW (Estimated Time: Two months) Following the retreat or other collaborative planning meetings, the consultant and the Strategic SPC will draft a strategic planning document for review and presentation to the Board of County Commissioners. The consultant will participate in the drafting, review, and refinement of this document. The SPC and the consultant will work collectively to develop a series of communications and input techniques designed to keep the Board, government partners, community stakeholders, and business leaders engaged in the identified goals, objectives and initiatives of the Strategic Plan. Page 4 of 7 REQUEST FOR PROPOSALS (RFP) COMMUNITY WILDFIRE PROTECTION PLANNING SERVICES Jefferson County, Washington At a minimum, the consultant will provide the following deliverables: 1. A draft Strategic Plan document, 2. An executive summary of the draft Strategic Plan, 3. A recommended package of material suitable for public distribution and outreach. PHASE 4 APPROVE and LAUNCH (Estimated Time: One month) The consultant will lead production of a final Strategic Plan document that includes an implementation plan with defined milestones and benchmarks that the Board can use to manage the Countys as necessary. This document will be presented for approval by the Board of County Commissioners. 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 mayin the opinion of the Boardgive 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 Boardcision on this matter will be final. In addition, the Consultant will certify that they have not been debarred by any federal, state, or local agency. FACILITIES thin 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 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. Page 5 of 7 REQUEST FOR PROPOSALS (RFP) COMMUNITY WILDFIRE PROTECTION PLANNING SERVICES Jefferson County, Washington 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 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 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. 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 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. Page 6 of 7 REQUEST FOR PROPOSALS (RFP) COMMUNITY WILDFIRE PROTECTION PLANNING SERVICES Jefferson County, Washington 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 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 PROPOSAL REVIEW AND AWARD SCHEDULE All deadlines are by 4:30 p.m. PST of the stated date. Written proposals and an electronic PDF must rd be received by the County no later than 4:30 PM PST on March 3, 2023. 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 SCHEDULE* th RFP Issued February 9, 2023 rd Final Date for Questions Related to RFP February 23, 2023 rd Proposal Deadline March 3, 2023 th Proposals Reviewed/Evaluated by Selection March 10, 2023 Committee th Applicant Interviews as Requested of March 13 th Finalists (in-person as possible) March 17, 2023 th Selection Committee Recommendation and Board Approval of March 20 rd Contract April 3, 2023 th Contract Executed April 7, 2023 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. Page 7 of 7