Full Text
REQUEST FOR PROPOSALS Fire Safe Council County Coordinator Coordination and Administration of the California Firesafe Council Grant Date Released: February 2, 2022 Alpine County Community Development 50 Diamond Valley Rd. Markleeville, CA 96120 Proposals are due prior to 4:00 P.M., March 4, 2022 ---PAGE BREAK--- TABLE OF CONTENTS Request for Proposals Fire Safe Council County Coordinator Coordination and Administration of the California Firesafe Council Grant Introduction 3 Background 4 Project Description & Scope of Work 5 Schedule 7 Appendix A – Proposal Requirements 8 Appendix B – Proposal Evaluation 10 Appendix C – Project Schedule 15 Attachment 1 – California Fire Safe Council County Coordinator FAQ Sheet Attachment 1 – California Fire Safe Council Grant Attachment 2 – Professional Services Contract Template ---PAGE BREAK--- Alpine County Page 3 of 14 Request for Proposals Fire Safe Council County Coordinator INTRODUCTION The Alpine County Community Development Department (County) is requesting proposals (RFP) for grant administration and county coordination of the California Firesafe Council grant requirements. The Alpine Firesafe Council County Coordinator will be funded with California Firesafe Council State dollars requiring the Consultant to follow all pertinent local, State, and Federal laws and regulations, including the applicable requirements of the California Firesafe Council County Coordinator Grant. Total amount payable to the Consultant shall not exceed $145,500 and with a performance period of the contract from the date approved by the Alpine County Board of Supervisors to May 31, 2023, the anticipated contract approval date is April 19, 2022. The proposals submitted in response to this RFP will be used as a basis for selecting the Consultant for this project. The Consultant’s proposal will be evaluated and ranked according to the criteria provided in Appendix B, “Evaluation Criteria,” of this RFP. Addenda to this RFP, if issued, will be sent to all prospective Consultants that Alpine County has specifically e- mailed a copy of the RFP to and will be posted on Alpine County’s website at: www.alpinecountyca.gov/bids.aspx It shall be the Consultant’s responsibility to check the Alpine County website to obtain any addenda that may be issued. The Consultant’s attention is directed to Appendix A, “Proposal Requirements.” Submit one electronic copy in PDF format on a memory storage device. The electronic copy shall be submitted to Alpine County prior to 4:00 P.M., March 4 2022. Proposals shall be submitted in a sealed package clearly marked California Firesafe Council County Coordinator – Grant Administration and addressed as follows: JT Chevallier Interim Community Development Director Alpine County 50 Diamond Valley Road Markleeville, Ca 96120 Proposals received after the time and date specified above will be considered nonresponsive and will be returned to the Consultant. Any proposals received prior to the time and date specified above may be withdrawn or modified by written request of the Consultant. To be considered, however, the modified Proposal must be received prior to 4:00 P.M., March 4, 2022. Unsigned proposals or proposals signed by an individual not authorized to bind the prospective Consultant will be considered nonresponsive and rejected. ---PAGE BREAK--- Alpine County Page 3 of 14 Request for Proposals Fire Safe Council County Coordinator This RFP does not commit Alpine County to award a contract, to pay any costs incurred in the preparation of a proposal for this request, or to procure or contract for services. Alpine County reserves the right to accept or reject any or all proposals received as a result of this request, to negotiate with any qualified Consultant, or to modify or cancel in part or in its entirety the RFP if it is in the best interests of the Alpine County to do so. Furthermore, a contract award may not be made based solely on price. The prospective Consultant is advised that should this RFP result in recommendation for award of a contract, the contract will not be in force until it is approved and fully executed by the Alpine County Board of Supervisors. The Consultant is further advised that the chosen Consultant will be required to execute a contract with Alpine County in substantially the form as attached. Alpine County reserves the right to revise the terms of the proposed contract to conform to the requirements of the California Firesafe Council County Coordinator Grant and the terms of this RFP. ---PAGE BREAK--- Alpine County Page 4 of 17 Request for Proposals Firesafe Council County Coordinator All products used or developed in the execution of any contract resulting from this RFP will remain in the public domain at the completion of the contract. The anticipated consultant selection schedule is as follows: Proposal review and evaluation: Week of March 4, 2022 Contract Award and Notice to Proceed: April 19, 2022 Any questions related to this RFP shall be submitted in writing to the attention of JT Chevallier via email at [EMAIL REDACTED] . Questions shall be submitted before 5:00 PM on March 1, 2022. All questions and responses will be posted on the County website at www.alpinecountyca.gov/bids.aspx No oral question or inquiry about this RFP/RFQ shall be accepted. ---PAGE BREAK--- Alpine County Page 5 of 17 Request for Proposals Firesafe Council County Coordinator PROJECT DESCRIPTION AND BACKGROUND California Fire Safe Council (CFSC), in partnership with the California State Association of Counties (CSAC) and the Rural County Representatives of California (RCRC), is pleased to announce the 2021 County Coordinators Grant Program to assist counties with wildfire mitigation outreach and coordination. The objective of the County Coordinators Grant is to educate, encourage, and develop county-wide collaboration and coordination among various wildfire mitigation groups operating within counties containing State Responsibility Area (SRA) lands. Up to 24 counties will receive a one- time grant of $175,000 to cover administrative costs relevant to county-wide coordination efforts, including but not limited to the salary, support, and administrative costs for a designated County Coordinator. SCOPE OF WORK General: Alpine County is interested in contracting with a Consultant that will conduct and coordinate specified tasks related to administration of the California Firesafe Council County Coordinator Grant. The work shall comply with the requirements of all of the following without limitation, and shall apply to this RFP and any subsequent contract as though incorporated herein by reference: 1. Federal laws 2. State laws 3. Local laws 4. Rules and regulations of governing utility districts 5. Rules and regulations of other authorities with jurisdiction over the procurement of products 6. California Firesafe Council County Coordinator Grant The Consultant shall comply with all insurance requirements of Alpine County, included in the sample contract in Attachment 2. The Alpine County Coordinator will partner with representatives from Alpine County, established wildfire mitigation groups within the county, and staff at the California Fire Safe Council to build a coordinated, county-wide wildfire mitigation strategy. The primary goals of the position are to identify funding sources for catastrophic wildfire mitigation projects, educate, encourage, and develop county-wide collaboration and coordination among wildfire mitigation groups, helping to improve overall wildfire resiliency strategies and community preparedness. These goals will be accomplished by building relationships between existing wildfire mitigation groups, connecting these groups with county-level emergency management officials, collaborating on fire mitigation projects and funding, sourcing and assisting with county-wide wildfire grant applications, and performing outreach and communication across the county. ---PAGE BREAK--- Alpine County Page 6 of 17 Request for Proposals Firesafe Council County Coordinator Specific duties: • Research, identify and apply for funds for projects that reduce the risk of catastrophic wildfire and receive approval to proceed from the Alpine County Board of Supervisors. • Developing a census of all active wildfire mitigation groups, community stakeholders, contact points, collaboration efforts, and projects. • Building a system to track these groups and efforts, including researching and implementing software and project management tools. • Developing relationships and hosting regular communications/meetings between existing wildfire mitigation groups and county-level officials • Analyzing gaps in county-wide wildfire resiliency and emergency preparedness and developing recommendations to fill these needs. • Assisting with a review and possible revisions to the County Wildfire Protection Plans and working to integrate existing community plans. • Helping wildfire mitigation groups to coordinate and connect their existing and planned wildfire mitigation projects. ---PAGE BREAK--- Alpine County Page 7 of 17 Request for Proposals Firesafe Council County Coordinator • Utilize existing tools to assist counties in outreach and coordination efforts to support wildfire resiliency and emergency preparedness. • Sourcing and applying for grants to benefit county-wide wildfire mitigation efforts. • Hosting outreach and education events for fire mitigation groups and interested parties. Expectations and outcomes include: • Prepare and submit an initial work plan and strategic priorities over the course of the grant term • Prepare and submit master calendar for grant deadlines, additional funding opportunities and resources to assist with the mitigation of catastrophic wildfires • Identify, summarize, and report on local groups, grants, and projects within the county at the onset of the grant project and the conclusion of the project • Host regular meetings and workshops for local fire mitigation groups to build collaborative networks and disseminate best practices and resources • Track all engagements with county contacts and groups • Report on current Wildfire Mitigation Programs and Projects and gaps in wildfire resiliency programming • Attend check-ins with California Fire Safe Council (CFSC) staff • Participate in quarterly meetings with other County Coordinators as well as state/regional stakeholders and other interested county-wide wildfire mitigation groups • Submit funding requests and quarterly reports to the CFSC • Provide CFSC with a comprehensive final report at the close of grant term, including outcomes, successes, and recommendations Minimum Qualifications of Personnel – The ideal candidate(s) for the County Coordinator is someone with a background in community level advocacy and demonstrated leadership skills working with a broad range of individuals and organizations. The candidate should have an ability to think strategically and creatively about the state of wildfire in California. Three or more years actively working in the wildfire resiliency and/or emergency preparedness space, whether through local or county-wide Fire Safe Councils, Resource Conservation Districts, or within a county level department or agency, is preferred. Equipment Requirements - The Consultant(s) shall have and provide adequate office equipment and supplies to complete the work required by this Contract. Consultant(s) shall have and provide adequate vehicles, field tools, instruments, equipment, materials, supplies, and safety equipment to complete the required field work. Materials to be provided by the Agency - Unless otherwise specified in this Contract, the Consultant(s) shall provide all materials to complete the required work in accordance with the delivery schedule and cost estimate outlined in each Task Order. Materials (if deemed applicable, necessary, and when available from the County that may be furnished or made available by the County and where listed in the individual Task Orders and this Contract, are for the Consultant’s use only, shall be returned at the end of the Contract. Conflict of Interest Requirements - Throughout the term of the awarded contract, any person, firm or subsidiary thereof who may provide, has provided or is currently providing any service under a contractual relationship with Alpine County and its subconsultants shall disclose any financial or business relationship with the County. ---PAGE BREAK--- Alpine County Page 8 of 17 Request for Proposals Firesafe Council County Coordinator In addition to the disclosures, the Consultant(s) shall also provide possible mitigation efforts, if any, to eliminate or avoid any actual or perceived conflicts of interest. The Consultant(s) shall ensure that there is no conflict before providing services. The submitted documentation will be used for determining potential conflicts of interest. If a Consultant(s) discovers a conflict during the execution of an assigned task order, the Consultant(s) must immediately notify the Contract Manager regarding the conflicts of interest. The Contract Manager may terminate the Task Order involving the conflict of interest and may obtain the conflicted services in any way allowed by law. Failure by the Consultant(s) to notify the Contract Manager may be grounds for termination of the contract. ---PAGE BREAK--- Alpine County Page 9 of 17 Request for Proposals Firesafe Council County Coordinator Project Schedule – In order to assess duration and resources, the project planning and scheduling of tasks should be done using a Gantt chart. The California Firesafe Council County Coordinator must satisfy all deliverables identified in the scope of work prior to the expiration of the California Firesafe Council County Coordinator Grant Schedule. The date of expiration of the grant is May 31, 2023. ---PAGE BREAK--- Alpine County Page 10 of 17 Request for Proposals Firesafe Council County Coordinator APPENDIX A – PROPOSAL REQUIREMENTS These guidelines are provided for standardizing the preparation and submission of Proposal/Proposals by all Consultants. The intent of these guidelines is to assist Consultants in preparation of their proposals, to simplify the review process, and to help assure consistency in format and content. The proposal length and format will be as follows: • 10-page limit • One-inch margins • 11 point or larger text limit, • One-page cover letter Proposals shall contain the following information in the order listed: 1. Introductory Letter The introductory (or transmittal) letter shall be addressed to: JT Chevallier Community Development Director 50 Diamond Valley Rd. Markleeville, CA 96120 The letter shall be on Consultant letterhead and include the Consultant’s contact name, mailing address, telephone number, facsimile number, and email address. The letter will address the Consultant’s understanding of the services being requested and any other pertinent information the Consultant believes should be included. All addendums received must be acknowledged in the transmittal letter. 2. Executive Summary 3. Consultant Information, Qualifications & Experience The Alpine County Community Development Department will only consider submittals from Consultants that demonstrate they have successfully completed comparable projects. These projects must illustrate the quality, type, and past performance of the project submitter. Submittals shall include a detailed description of a minimum of three projects within the past five years which include the following information: 1. Contracting agency 2. Contracting agency Project Manager 3. Contracting agency contact information 4. Contract amount 5. Funding source 6. Date of contract 7. Date of completion 8. Consultant Project Manager and contact information 9. Project Objective 10. Project Description 11. Project Outcome ---PAGE BREAK--- Alpine County Page 11 of 17 Request for Proposals Firesafe Council County Coordinator 4. Organization and Approach 1. Describe the roles and organization of your proposed team for this project. Indicate the number of project staff, facilities available and experience of your team as it relates to this project. Any subcontractors must be approved in writing by the County. 2. Describe your project and management approach. Provide a detailed description of how the team and scope of work will be managed. 3. Describe the roles of key individuals on the team. Provide resumes and references for all key team members. Resumes shall show relevant experience, for the Project’s Scope of Work, as well as the length of employment with the proposing Consultant. Key members, especially the Project Manager, shall have significant demonstrated experience with this type of project, and should be committed to stay with the project for the duration of the project. ---PAGE BREAK--- Alpine County Page 12 of 17 Request for Proposals Firesafe Council County Coordinator 5. Scope of Work 1. Include a detailed Scope of Work Statement describing all services to be provided. 2. Describe project deliverables for each phase of your work. 3. Describe your cost control and budgeting methodology for this project. 6. Schedule of Work Provide a detailed schedule for all phases of the project and the proposing Consultant’s services including time for reviews and approvals. The schedule shall meet the Project Schedule shown in Appendix C, however, expedited schedules are preferred with justification for timeline feasibility. 7. Conflict of Interest Statement The proposing Consultant shall disclose any financial, business or other relationship with Alpine County Community Development Department that may have an impact upon the outcome of the contract or the project. The Consultant shall also list current clients who may have a financial interest in the outcome of this contract or the construction project that will follow. The proposing Consultant shall disclose any financial interest or relationship with any company that might submit a bid on the project. 8. Litigation Indicate if the proposing Consultant was involved with any litigation in connection with prior projects. If yes, briefly describe the nature of the litigation and the result. ---PAGE BREAK--- Alpine County Page 10 of 17 Request for Proposals Firesafe Council County Coordinator APPENDIX B – PROPOSAL EVALUATION Evaluation Process All proposals will be evaluated by the Alpine County Community Development Department Selection Committee (Committee). The Committee may be composed of Alpine County Community Development Department staff and other parties that may have expertise or experience in the services described herein. The Committee will review the submittals and will rank the proposers. The evaluation of the proposals shall be within the sole judgment and discretion of the Committee. All contacts during the evaluation phase shall be through the Alpine County Community Development Department Contract Administrator/Project Manager only. Proposers shall neither contact nor lobby evaluators during the evaluation process. Attempts by Proposer to contact members of the Committee may jeopardize the integrity of the evaluation and selection process and risk possible disqualification of Proposer. The Committee will evaluate each proposal meeting the qualification requirements set forth in this RFP. Proposers should bear in mind that any proposal that is unrealistic in terms of the technical or schedule commitments may be deemed reflective of an inherent lack of technical competence or indicative of a failure to comprehend the complexity and risk of the Alpine County Community Development Department’s requirements as set forth in this RFP. Evaluation Criteria Proposals will be evaluated according to each Evaluation Criteria, and scored on a zero to five-point rating. The scores for all the Evaluation Criteria will then be multiplied according to their assigned weight to arrive at a weighted score for each proposal. A proposal with a high weighted total will be deemed of higher quality than a proposal with a lesser-weighted total. The final maximum score for any project is five hundred (500) points. Rating 0 Not Acceptable Non-responsive, fails to meet RFP specifications. The approach has no probability of success. For mandatory requirement this score will result in disqualification of proposal. 1 Poor Below average, falls short of expectations, is substandard to that which is the average or expected norm, has a low probability of success in achieving project objectives per RFP. 2 Fair Has a reasonable probability of success, however, some objectives may not be met. 3 Average Acceptable, achieves all objectives in a reasonable fashion per RFP specification. This will be the baseline score for each item with adjustments based on interpretation of proposal by Evaluation Committee members. 4 Above Average/Good Very good probability of success, better than that which is average or expected as the norm. Achieves all objectives per RFP requirements and expectations. ---PAGE BREAK--- Alpine County Page 11 of 17 Request for Proposals Firesafe Council County Coordinator 5 Excellent/ Exceptional Exceeds expectations, very innovative, clearly superior to that which is average or expected as the norm. Excellent probability of success and in achieving all objectives and meeting RFP specification. The Evaluation Criteria Summary and their respective weights are as follows: No Written Evaluation Criteria Weight 1 Completeness of Response Pass/Fail 2 Qualifications & Experience 20 3 Organization & Approach 15 4 References 10 5 Regional Connection 5 Subtotal: 40 1. Completeness of Response (Pass/Fail) a. Responses to this RFP must be complete. Responses that do not include the proposal content requirements identified within this RFP and subsequent addenda and do not address each of the items listed below will be considered incomplete, be rated a Fail in the Evaluation Criteria and will receive no further consideration. 2. Qualifications & Experience (20 points) a. Relevant experience, specific qualifications, and technical expertise of the firm and sub- consultants to administer the grant. 3. Organization & Approach (15 points) a. Describes familiarity of project and demonstrates understanding of work completed to date and project objectives moving forward b. Roles and Organization of Proposed Team i. Proposes adequate and appropriate disciplines of project team. ii. Some or all of team members have previously worked together on similar project(s). iii. Overall organization of the team is relevant to Alpine County Community Development Department needs. iv. Description of organization or team members experience working in Alpine County or other small rural jurisdictions. c. Project and Management Approach i. Team is managed by an individual with appropriate experience in similar projects. This person’s time is appropriately committed to the project. ii. Team successfully addresses Site Planning and Programming efforts. iii. Project team and management approach responds to project issues. Team structure provides adequate capability to perform both volume ---PAGE BREAK--- Alpine County Page 12 of 17 Request for Proposals Firesafe Council County Coordinator and quality of needed work within project schedule milestones. d. Roles of Key Individuals on the Team i. Proposed team members, as demonstrated by enclosed resumes, have relevant experience for their role in the project. ii. Key positions required to execute the project team’s responsibilities are appropriately staffed. ---PAGE BREAK--- Alpine County Page 13 of 17 Request for Proposals Firesafe Council County Coordinator e. Team leadership understands the nature of public sector work and its decision-making process. f. Proposal responds to need to assist Alpine County Community Development Department during the project. 4. References (10 points) a. Review of the references provided and graded based on the quality of the references. Provide the name of at least three agencies you currently or have previously consulted for in the past three years. 5. Regional Connection (5 points) a. Consultant(s) that have a regional presence in the area of Alpine County will receive 5 points. b. Consultant(s) must provide proof of the regional presence in Alpine County. Weighted scores for each Proposal will be assigned utilizing the table below: No Evaluation Criteria Rating (0-5) Weight Score (Rating * Weight) 1 Completeness of Response N/A Pass/Fail Pass/Fail 2 Qualifications & Experience 20 3 Organization & Approach 15 4 References 10 5 Regional Connection 5 Total: 40 ---PAGE BREAK--- Alpine County Page 14 of 17 Request for Proposals Firesafe Council County Coordinator APPENDIX C – RFP & PROJECT SCHEDULE Project Schedule – The California Firesafe Council County Coordinator must satisfy all deliverables identified in the scope of work prior to the expiration of the California Firesafe Council County Coordinator Grant. The date of expiration of the grant is May 31, 2023.