0173-K.pdf

RFP 0173-K, Page 1 of 26

BOILERPLATE REVISED SEPTEMBER 2022

STATE OF WYOMING

DEPARTMENT OF ADMINISTRATION & INFORMATION

GENERAL SERVICES DIVISION, PROCUREMENT SECTION

2323 CAREY AVENUE

CHEYENNE, WY 82002

REQUEST FOR PROPOSAL NUMBER 0173-K

WYOMING MILITARY DEPARTMENT

CAMP GUERNSEY FUELS ASSESSMENT AND UPDATE

TO THE INTEGRATED WILDLAND FIRE

MANAGEMENT PLAN

PROPOSAL DUE DATE AND TIME

MARCH, 25, 2025 – 2:00:00 P.M. MOUNTAIN TIME

AGENCY REPRESENTATIVE:

JESSICA HALLBERG

PROCUREMENT REPRESENTATIVE:

Jordan Tompkins

Jordan.tompkins@wyo.gov

307-777-6799 mailto:Jordan.tompkins@wyo.gov

RFP 0173-K, Page 2 of 26

Table of Contents

SECTION 1: REQUEST FOR PROPOSAL 3

SECTION 2: GENERAL PROVISIONS 5

SECTION 3: SPECIAL PROVISIONS INFORMATION 7

SECTION 4: KEY DATES 10

SECTION 5: ADMINISTRATIVE BACKGROUND 11

SECTION 6: REQUIREMENTS/SPECIFICATIONS 12

SECTION 7: PROPOSAL SUBMISSION REQUIREMENTS 19

SECTION 8: EVALUATION METHODOLOGY 21

SECTION 9: PROPOSAL PRICE SHEET AND SIGNATURE PAGE 23

REMAINDER OF PAGE INTENTIONALLY LEFT BLANK.

RFP 0173-K, Page 3 of 26

SECTION 1: REQUEST FOR PROPOSAL

1. SUBMISSION OF PROPOSALS:

The A&I Procurement Office will receive proposals for providing a fuels assessment and update to the

Integrated Wildland Fire Management Plan (IWFMP) at Camp Guernsey, Wyoming for the State of

Wyoming, Wyoming Military Department (Agency) through the Public Purchase online bidding system.

Proposals are due no later than 2:00:00 P.M. (Mountain Time) on March 25, 2025.

1.1. Proposals should be accompanied by the attached Proposal Price Sheet and signed by the proper official of the firm. All proposals should be uploaded on the Public Purchase online bidding system. Proposals sent by facsimile, email or paper copy may be rejected.

1.2. Proposals should be submitted through the Public Purchase online bidding system on or before the date and time specified. Proposals received after the date and time specified may be rejected.

1.3. The State of Wyoming reserves the right to withdraw this Request for Proposal, without cause, at any time before a contract has been fully signed and submitted to the A&I Procurement Office.

2. MODIFICATIONS OR WITHDRAWAL OF PROPOSALS:

2.1. A proposal may be altered through the Public Purchase online bidding system before the proposal due date and time contained in this document.

2.2. The proposer may withdraw its proposal through the Public Purchase online bidding system up to the proposal due date and time contained in this document. If a proposal is accepted and the proposer fails to furnish the service agreed upon in the proposal, that proposer may be eliminated from future consideration.

3. PREPARATION OF PROPOSALS:

3.1. A proposal may be rejected if it modifies any of the provisions, specifications or minimum requirements of the Request for Proposal.

3.2. In case of error in the extension of prices in the proposal, unit prices will govern.

4. AWARD AND CONTRACT INFORMATION:

4.1. The State of Wyoming will ensure that minority business enterprises will be afforded full opportunity to submit proposals. The State of Wyoming will not discriminate on the grounds of age, race, color, sex, creed, national origin, or disability status.

4.2. The proposer also, agrees that should their firm be awarded a contract, it will not discriminate against any person who performs work there under because of age, race, color, sex, creed, national origin or disability. In addition, the successful proposer shall comply with the Americans with

Disability Act and the Wyoming Fair Employment Practices Act.

4.3. The proposer expressly warrants to the State that it has the ability and expertise to perform the contract if awarded. In doing so, it shall use the highest standards of professional workmanship.

4.4. The State of Wyoming reserves the right to reject any or all proposals, to waive any informality or technical defect in the proposals, or to award the contract in whole or in part, if deemed to be in the best interest of the State to do so. The A&I Procurement Office will award the contract to the firm, determined to have the most responsive and responsible proposal by the Wyoming

Military Department.

RFP 0173-K, Page 4 of 26

4.5. The successful proposer will be required to agree to and execute a formal contract with the State containing terms required by the Attorney General with reasonable adjustments acceptable to the

State.

4.6. If applicable, the State will negotiate payment terms based upon a schedule to be determined by the proposer and the State. Paying invoices will be based upon the proposer successfully completing the deliverables within the stated deadlines, and upon the Agency’s written acceptance of the deliverables or services.

DATED: February 25, 2025

State of Wyoming

Procurement Section

Buyer: Jordan Tompkins

RFP 0173-K, Page 5 of 26

SECTION 2: GENERAL PROVISIONS

1. INSURANCE:

1.1. The contract between the successful proposer and the State shall require the successful proposer to carry certain insurance policies. All such insurance policies, except workers’ compensation and unemployment compensation policies, shall contain a waiver of subrogation against the Agency and the State, its agents and employees.

2. LAWS TO BE OBSERVED:

2.1. The proposer shall keep fully informed of, and comply with, all applicable federal and state laws or rules, all local bylaws, regulations and all orders and decrees of bodies or tribunals having any jurisdiction or authority. The proposer shall protect and indemnify the State and its representatives against any claim or liability arising from or based on the violation of any law, bylaw, ordinance, regulation, order or decree whether by himself or its employees.

3. ASSIGNMENT:

3.1. The proposal shall not be assigned by the proposer. Third party participation is authorized only as a joint venture that shall be clearly stated in detail in the original proposal and signed by all parties participating.

3.2. The proposer shall not enter into any subcontracts for any of the work contemplated under this

Request for Proposal without the State’s prior written authorization.

4. EXTENSION AND AMENDMENT:

4.1. The proposer and the State covenant and agree that this proposal or subsequent contract may, with the mutual approval of the proposer and the State, be extended one year at a time, for a total contract period not to exceed three (3) years.

5. AUDIT AND ACCESS TO RECORDS:

5.1. The State or any of its duly authorized representatives shall have access to the proposer’s books, documents, papers, electronic data and records that are directly pertinent to this Request for

Proposal.

6. CONFLICT OF INTEREST:

6.1. The proposer warrants that no kickbacks, gratuities, or contingency fees have been paid in connection with this Request for Proposal and none have been promised. The proposer warrants that no one being paid pursuant to the proposal is engaged in any activity that would constitute a conflict of interest with respect to the purchases of the proposal.

7. NO FINDER’S FEE:

7.1. The proposer warrants that no finder’s fee, employment agency fee, or any such fee related to the proposal shall be paid.

8. SOVEREIGN IMMUNITY:

8.1. Pursuant to Wyoming Statute § 1-39-104(a), the State of Wyoming and the Agency expressly reserve sovereign immunity and specifically retain all immunities and defenses available to them as sovereigns. The proposer acknowledges that the State of Wyoming has sovereign immunity and only the Wyoming Legislature has the power to waive sovereign immunity. Designation of venue, choice of law, enforcement actions, and similar provisions shall not be construed as a

RFP 0173-K, Page 6 of 26 waiver of sovereign immunity. The parties agree that any ambiguity in this Request for Proposal shall not be strictly construed, either against or for either party, except that any ambiguity as to sovereign immunity shall be construed in favor of sovereign immunity.

9. INDEMNIFICATION:

9.1. The proposer shall release, indemnify, and hold harmless the State, the Agency and its officers, agents, and employees from any and all claims, suits, liabilities, court awards, damages, costs, attorneys’ fees, and expenses arising out of the proposer’s failure to perform any of the proposer’s duties and obligations hereunder or in connection with the negligent performance of proposer’s duties and obligations, including, but not limited to, any claims, suits, liabilities, court awards, damages, costs, attorneys’ fees, and expenses arising out of proposer’s negligence or other tortious conduct.

10. APPLICABLE LAW/VENUE:

10.1. The construction, interpretation, and enforcement of this Request for Proposal shall be governed by the laws of the State of Wyoming, without regard to conflicts of law principles. The terms

“hereof,” “hereunder,” “herein,” and words of similar import, are intended to refer to this Request for Proposal as a whole and not to any particular provision or part.

11. RIGHT OF OWNERSHIP AND MARKETING OF INTELLECTUAL PROPERTY

AND INTELLECTUAL ASSETS SUBMITTED FOR THE RFP (IF APPLICABLE):

11.1. It is acknowledged and agreed that the only party with a right to market, trademark, patent, copyright, or any like right to any intellectual property or intellectual assets submitted in relation to the Request for Proposal shall be and is solely vested in the State. This includes all intellectual property and intellectual assets related to both the written proposal and the oral presentation and any and all documents, pitches, products, media pitches, web screens, layouts, etc. produced for the written proposal and the oral presentation, and any updates, changes, alterations, or modifications to or derivative works.

RFP 0173-K, Page 7 of 26

SECTION 3: SPECIAL PROVISIONS INFORMATION

PROPOSALS SHOULD BE SUBMITTED THROUGH THE PUBLIC PURCHASE ONLINE BIDDING

SYSTEM BY 2:00:00 P.M. MOUNTAIN TIME ON MARCH 25, 2025. PROPOSALS RECEIVED

AFTER THE DATE AND TIME SPECIFIED MAY BE REJECTED.

It is the responsibility of the proposer to clearly identify all information that is considered confidential in accordance with the Wyoming Public Records Act, Wyoming Statute §16-4-201 through §16-4-205. Please identify each confidential page with the word “CONFIDENTIAL” in capital, bold letters centered at the bottom of each page. Information not clearly marked may be considered public. If the proposer submits information that it believes is confidential, it should include a statement justifying its basis for that belief.

1. STATE PARTIES:

1.1. This Request for Proposal is issued by the Wyoming Department of Administration and

Information, General Services Division, Procurement Section (Procurement) on behalf of the

Wyoming Military Department (Agency).

1.2. Throughout this document and others in connection with this project, various references are made, or will be made to the “State.” Generally, whenever this reference appears, the term “State” incorporates all state agencies working on this project.

1.3. It should be understood that the Director of Wyoming Military Department is empowered to be the signatory on all contracts, agreements, or modifications pertaining to this project. Any contracts, agreements, or modifications not bearing this signature or that of a designee are invalid.

2. CONTENT AND PROCUREMENT POINTS OF CONTACT:

2.1. Procurement is the primary point of contact from the date of release of the Request for Proposal until a proposer is selected and the selection is announced.

2.2. Written questions about the procurement should be submitted through the Public Purchase online bidding system until 2:00:00 P.M. Mountain Time on March 11, 2025. Any questions received after that deadline may not be accepted or considered. Each question should be submitted individually. It is the proposer’s responsibility to check the Public Purchase online bidding system for answers to questions, addenda, or bid tabulations. Telephone calls, emails or faxes may not be accepted.

2.3. Written responses will be available through the Public Purchase online bidding system. Responses will not identify the firm that submitted the question. Only the written answers issued by the

Agency are the official position on an issue, and these answers shall become part of the Request for Proposal.

3. RESTRICTIONS ON COMMUNICATIONS WITH AGENCY STAFF:

3.1. Until a proposer is selected and the selection is announced, proposers shall not communicate with

Agency staff except via written questions through the Public Purchase online bidding system.

3.2. If a proposer violates this restriction, the State reserves the right to reject the proposal.

4. EFFECTIVE DATES OF PROPOSAL:

4.1. All terms, conditions and costs quoted in the proposer’s response will be binding on the proposer for one-hundred eighty (180) days from the effective date of the proposal.

RFP 0173-K, Page 8 of 26

5. ADVERTISING AWARD CONDITIONS:

5.1. A fully executed contract should be completed with the State before the successful proposer may advertise the award of the contract or the services being performed. The proposer should agree not to refer to awards in commercial advertising in such a manner that states or implies that the firm or its services are endorsed or preferred by the State of Wyoming.

6. CONTRACT NEGOTIATIONS:

6.1. The State will notify the most qualified/successful proposer and negotiate a contract in accordance with the Wyoming Attorney General’s contract guidelines. The successful proposer will be required to enter into and sign a formal contract with the Agency.

6.2. In the event the Agency determines contract negotiations are making no forward progress, negotiations will be terminated, and at the State’s sole discretion, negotiations may be initiated with the next most qualified/successful proposer, or the RFP may be withdrawn or reissued. This process will be followed until an agreement is reached, or until the State determines that the RFP will be withdrawn or reissued. The State assumes no obligation to a selected proposer until an agreement is reached and a contract is fully executed. The State will not negotiate concurrently with more than one proposer for the same award.

7. BEGINNING WORK:

7.1. The successful proposer may not perform any work that could be billed until a contract has been executed. The State will not pay for any work by the proposer before a contract is executed.

8. COPYRIGHT INFRINGEMENT:

8.1. The proposer warrants that no materials, products, and services proposed will infringe upon or violate any patent, copyright, trade secret, or other proprietary right of any third party. In the event of a claim by any third party against the State, the State shall promptly notify the proposer, and the proposer shall defend the claim. The defense will be at the proposer’s expense.

9. COST OF PREPARING PROPOSALS:

9.1. All costs incurred for preparing the proposal and for other procurement related activities are solely the proposer’s responsibility. The State of Wyoming will not provide reimbursement of these costs.

10. RISKS AND LIABILITIES:

10.1. By submitting a proposal, a proposer assumes any and all risks and liability associated with information in the proposal and its release.

11. AMENDMENTS:

11.1. The State reserves the right to amend this Request for Proposal before the proposal submission date. Amendments shall be uploaded to the Public Purchase online bidding system.

It is the proposer’s responsibility to check the Public Purchase online bidding system for amendments.

12. PROPERTY DAMAGE AND LIABILITY INSURANCE:

12.1. The proposer may be required to furnish proof of property damage liability insurance in the amount deemed necessary by the Agency for this project, if applicable.

12.2. Questions regarding required insurance coverage and limits for this project should be submitted in writing, in accordance with instructions outlined in the special provisions.

RFP 0173-K, Page 9 of 26

13. MISREPRESENTATION OF INFORMATION:

13.1. Misrepresentation of a proposer’s status, experience, or capability in the proposal may result in disqualification of that proposer from the selection process. Discovery of litigation or investigations in a similar area of endeavor may, at the discretion of the Agency and after consultation with Procurement, preclude the proposer from the selection process.

14. DISPOSITION OF PROPOSALS:

14.1. All material submitted becomes property of the State of Wyoming, which is under no obligation to return any of the material submitted.

15. LEGAL CONSIDERATIONS:

15.1. This Request for Proposal is issued under Wyoming Statute §9-2-3204.

16. PROPOSER RELATIONS WITH STATE:

16.1. The proposer and its staff will have an ongoing relationship with the State that is based on trust, confidentiality, objectivity and integrity. The proposer will operate at all times in the State’s best interests and in a straightforward, trustworthy and professional manner. The proposer shall:

16.1.1. Work cooperatively with the State’s staff and business partners whenever required.

16.1.2. Work cooperatively with the staff of other proposers whenever required.

RFP 0173-K, Page 10 of 26

SECTION 4: KEY DATES

Event Description Date Time (Mountain Time)

RFP Release Date February 25, 2025

Closing Date for Questions March 11, 2025 2:00 P.M.

Response to Questions Returned March 18, 2025 2:00 P.M.

RFP Submission Due Date March 25, 2025 2:00:00 P.M.

Tentative Award Date April 2025 N/A

Tentative Work Begins Date June 2025 N/A

RFP 0173-K, Page 11 of 26

SECTION 5: ADMINISTRATIVE BACKGROUND

1. INTRODUCTION AND BACKGROUND:

1.1. The Agency is seeking a Contractor to provide a fuels assessment report and update to the Camp

Guernsey Integrated Wildland Fire Management Plan.

2. PURPOSE AND INTENT:

2.1. The purpose of this Request for Proposal (RFP) is to solicit competitive proposals from proposers who can provide a fuels assessment report and update to the Camp Guernsey Integrated Wildland

Fire Management Plan to meet the Agency’s needs and expectations, as described within this RFP.

RFP 0173-K, Page 12 of 26

SECTION 6: REQUIREMENTS/SPECIFICATIONS

1. SCOPE OF WORK (SOW):

The Agency is seeking a Contractor to provide a fuels assessment report and update to the Camp

Guernsey Integrated Wildland Fire Management Plan.

2. GENERAL REQUIREMENTS:

This project will include a fuels assessment of the Camp Guernsey Joint Training Center. The

Contractor will be required to conduct a field assessment of the fuel conditions on Camp

Guernsey, as well as use industry standard desktop methodology to complete the fuels assessment.

The fuels assessment will inform an update of the Integrated Wildland Fire Management Plan

(IWFMP) for Camp Guernsey and will be added as an appendix to the plan. The update to the

IWFMP will include an updated wildland fire risk assessment and will develop and prioritize projects to implement over the next 10 years to minimize wildland fire risk across the training area. The Contractor will be required to coordinate and collaborate closely with Camp

Guernsey Operations and the Camp Guernsey Fire Department to ensure an understanding of the ignition risks that occur due to military training and other fire mitigation challenges at

Camp Guernsey.

The Contractor will be expected to spend a week at minimum on the ground at Camp Guernsey assessing fuel conditions and meeting with stakeholders. Additional coordination meetings during the contract may occur over Microsoft TEAMS.

3. PROPERTY DESCRIPTION

Camp Guernsey Joint Training Center is in Platte County, Wyoming. The training center is broken into three different geographical areas that are ecologically distinct. The fuels assessment will focus on the North Training Area and the South Training Area. The third area is the Cantonment Area which is largely developed and located within the town of Guernsey, Wyoming (Figure 1).

3.1. North Training Area (NTA)

Acres: 51,794 acres

Location: The North Training Area (NTA) is located between Guernsey and Glendo

Reservoirs.

Ecological overview: Elevations of the NTA range between 4,600 and 5,000 feet above sea level. The NTA is predominantly Mixedgrass Prairie with Ponderosa and Juniper Woodlands interspersed. While wildland fire has impacted much of the woodland habitat over in the last two decades, heavy timber remains in some areas. The canyon terrain occurring in parts of the

NTA creates rugged conditions making access difficult for firefighting resources.

RFP 0173-K, Page 13 of 26

3.2. South Training Area (STA)

Acres: 26,000 acres

Location: The South Training Area (STA) is located between the town of Guernsey and Grey

Rocks Reservoir, south of the North Platte River.

Ecological overview: Elevations in the STA range from between 4,400 to 4,700 feet above sea level. The STA is generally more arid with a gentler topography than the NTA.

Predominant vegetation communities are Western Great Plains Sand Prairie and Northwestern

Great Plains Mixedgrass Prairie.

4. PROJECT DELIVERABLES

• Documentation of project meeting(s) and site visit(s).

• Fuels assessment report for Camp Guernsey (draft and final).

• Spatial data (Geographic Information Systems [GIS]) created for the fuels assessment.

This will include raster data as well as a vector dataset depicting fuel conditions across the North and South Training Areas.

• Camp Guernsey Integrated Wildland Fire Management Plan (IWFMP) Update (draft and final).

• Memorandum for Record summarizing substantial updates in the IWFMP.

5. PROJECT TASKS

All draft and final deliverables shall be submitted electronically. All draft reports shall be submitted in Microsoft WORD format to enable track changes and commenting during the review period. All final reports will be submitted in both a Microsoft WORD document and as a PDF. All maps that appear in the documents will also be submitted as a layout in an ESRI

ArcGIS Pro project to allow for future updates.

5.1. Task 1: Kickoff Meeting

Specifications: The Contractor must facilitate a meeting with Camp Guernsey Operations, Camp Guernsey Fire Department, and the Environmental Division. This meeting will be an opportunity for the Contractor to become familiar with Camp Guernsey and determine a schedule to conduct field work for the fuels assessment. The kickoff meeting can be conducted virtually.

5.2. Task 2: Assessment of Fuel Conditions

RFP 0173-K, Page 14 of 26

Specifications: Fuel conditions at Camp Guernsey shall be assessed using standard methods, however, methodology must include a field component to ensure that the current fuel conditions are being considered. Appropriate field time must be included in the proposal and be accounted for in the cost estimate. The field component will include at least one field day with Camp Guernsey staff.

Current fuel conditions will be described in a written report (draft and final) and will include maps that show fuel conditions across Camp Guernsey. The Contractor will create a spatial data layer, compatible with ESRI ArcPro, that depicts fuel conditions across the training area.

This data layer must accompany the draft and final report. All maps that appear in the document will also be submitted as a layout in an ESRI ArcGIS Pro project.

Timeframe: The timeframe in which the fuels assessment can be completed must be included in the proposal from the Contractor. The timeline will include a proposed timeframe for the field component.

5.3. Task 3: Integrated Wildland Fire Management Plan (IWFMP) Update

Specifications: The current Integrated Wildland Fire Management Plan (IWFMP) will be updated to follow the latest guidance provided in the Army Wildland Fire Program Installation

Guidance (15 March 2021). Major updates expected include:

• Duties assigned to Wyoming Military Department positions.

• Determination of the number of firefighters and equipment needed to implement the

IWFMP

• Wildland fire risk assessment for different areas on Camp Guernsey. This will follow

“Table 1. The Wildland Risk Assessment Guide” in the Army Wildland Fire Program

Installation Guidance (15 March 2021, p. 29) and will include spatial display of the results (i.e. spatial data layer(s) and map(s)).

• Projects for wildland fire mitigation for the next 10 years with funding sources and responsible departments identified. Wildland fire mitigation priorities are ranked as follows:

1. Defensible boundary around the North Training Area

2. Interior of the North Training Area

3. South Training Area

Fire mitigation projects will consider other projects that are proposed for Camp

Guernsey whose secondary purpose can support wildland fire mitigation.

• Formatting to follow the latest guidance

RFP 0173-K, Page 15 of 26

Timeframe: The timeframe in which a draft can be completed must be included in the proposal.

5.4. Task 4: Update Memo

Specifications: The update memo will summarize substantial updates made to the Integrated

Willand Fire Management Plan (IWFMP).

Timeframe: The update memo shall accompany the IWFMP final update.

6. QUALIFICATIONS

Qualifications of staff that would be instrumental to this project must be provided with the proposal and may be in the form of a resume, CV, or a list of professional qualifications. In addition, a list of similar projects which the Contractor has successfully completed must accompany the proposal. Wildland fire experience in the western United States and experience with wildland fire on military installations should be highlighted in the qualifications section.

7. EVALUATION OF PROPOSALS

Each proposal must demonstrate an understanding of the project goals as stated in the SOW.

Qualifications, a cost summary sheet broken down by task, and a schedule for the completion of each task must accompany the proposal for it to be considered complete. The cost summary should reflect that quality of work that will be expected for this project and show the

Contractor’s understanding of the project goals (i.e. the lowest cost proposals will not necessarily score the highest during the evaluation).

Additionally, if all or part of a project or task described in the SOW is subcontracted, the

Contractor must state which task or task elements will be handled by the subcontractor.

8. PAYMENT SCHEDULE

Costs of revisions and rewriting based on comments shall be included in the initial proposal.

The Wyoming Military Department (WYMD) shall not be billed separately for extra costs incurred by the Contractor due to major technical revisions. The Contractor may bill monthly or by task, however, final payment will not be made until all deliverables have been accepted by the Camp Guernsey Wildland Fire Program Manager and the Wyoming Military

Department Natural Resource Program Manager.

9. REFERENCES

1. Memorandum for Army Installation Wildland Fire Program Implementation Guidance dated March

15, 2021

RFP 0173-K, Page 16 of 26

10. FIGURE 1

Figure 1. Location of the North Training Area, South Training Area. and Impact Area within

Camp Guernsey, Platte County, Wyoming.

RFP 0173-K, Page 17 of 26

11. RESOURCE RESPONSIBILITIES:

11.1. Project Manager: The proposer should designate a project manager to represent and oversee the project. This individual will serve as the focal and contact point for all proposer business matters relating to the project. An individual resume, a list of their qualifications, year of experience, current work assignments and office location should be included. Confirm the project manager will:

11.1.1. Be the single point of contact for the duration of the engagement.

11.1.2. Be responsible for timely completion of all phases of the project.

11.1.3. Be responsible for meeting all contractual requirements for the duration of the project.

11.1.4. Attend status, quality review and acceptance meetings as required and present status and progress reports on the project.

11.1.5. Remain assigned to the project through completion of the project as determined by the Agency.

11.1.6. Identify project responsibilities and job functions.

11.2. Other Key Personnel: The proposer should provide a list of all key personnel to be assigned to any part of the project and the duration of time they will serve on the project. The following should be considered:

11.2.1. Project Management

11.2.2. Information Technology Implementation Strategies

11.2.3. Change Management Strategies

11.2.4. Subject Matter/Industry Expertise

11.2.5. Experience on Government Projects

11.2.6. Quality Assurance for Government Projects

11.2.7. Identify how long the current team to be assigned to the project has been together

11.2.8. Describe the proposer’s transition plan, how the firm plans to deal with the possible sudden departure of key personnel within the team

11.3. Subcontractors will report to and be responsible to the proposer

11.3.1. The proposer shall provide a description of work to be subcontracted to third parties.

11.3.2. Certify any supporting contractor who may assist the primary contractor and meet the minimum proposer qualifications.

11.3.3. A description of the nature and duration of the previous relationship of all subcontractor’s and/or third parties with the prime contractor.

11.3.4. Explanation of any existing contractual relationship between the prime and subcontractors, or among subcontractors.

RFP 0173-K, Page 18 of 26

11.4. Resource Management and Staffing Plan: the proposal should contain the proposer’s staffing plan in response to the requirements set forth in the RFP. At a minimum, the staffing plan should address the following:

11.4.1. Staffing Levels (estimated by staff disciplines by month for the duration of the project).

11.4.2. Break out of staff disciplines (including title and job responsibility)

11.4.3. Detail differentiated by staff (proposer, subcontractor, etc.)

11.4.4. Personnel whose names and resumes are submitted in the proposal shall not be removed from this project without prior approval of the Agency. Substitute or additional personnel shall not be used for the project until a resume is received and approved by the Agency.

11.4.5. The agency shall have the right to request the removal of any proposer staff member from all work on this project, and the proposer will comply with any such request immediately.

11.4.5.1. The replacement for any staff member who is removed from or leaves the project for any reason should match or exceed the replaced staff member in terms of skill level and experience. Such replacements are subject to the Agency approval at the time of assignment and again 90 days later.

12. CHANGE CONTROL MANAGEMENT:

12.1. The proposer shall maintain a control change process with all changes approved through the

Agency. The control change process should include the reason for the change, complete description of the work to be performed, estimate of time and cost to complete the task, completion date for the change and an impact analysis indicating ramifications or impact to the project.

12.2. If unforeseen circumstances arise where a dispute resolution may be needed, the proposer will submit (in writing) a description of the problem and proposer resolution to the project manager and Agency primary point of contact. If changes requests are needed, the proposer agrees to continue at the hourly rate specified in the proposal.

12.3. In the event it is determined that a change to the Statement of Work is required, a contract amendment shall be made to the contract in accordance with the Contract.

RFP 0173-K, Page 19 of 26

SECTION 7: PROPOSAL SUBMISSION REQUIREMENTS

1. PRE-PROPOSAL CONFERENCE:

1.1. A pre-proposal conference will not be held in connection with this RFP.

2. TECHNICAL PROPOSAL, FORMAT AND CONTENTS:

2.1. Proposals should be submitted in two major sections: the Technical Proposal and the Cost

Proposal. Omission of this section or any item within this section may result in the proposal being eliminated. The proposer should, at a minimum, address the following points:

2.1.1. Table of Contents: The table of contents should include all items listed in this section.

2.1.2. Executive Summary: The executive summary will condense and highlight the contents of the technical proposal in such a way as to provide the State with a broad understanding of the proposer’s qualifications and approach to meeting the requirements of the RFP.

2.1.3. Proposer’s Background and Experience: The proposer should include a company summary including the company history, location, office location(s), company size, financial statements (if applicable), and the statement of technical areas of expertise. The proposer should be able to substantiate to the satisfaction of the Agency that the proposer has sufficient resources to complete the project successfully within the time requirements.

2.1.4. Resumes: The proposer should include brief resumes for personnel that will be working on the project, if awarded the contract. The resumes should clearly identify expertise in the functional areas listed in Section 6. Specialized training courses will not be acceptable for demonstration of expertise in the required areas. Proven work experience combined with related education will be the means of substantiating expertise.

2.1.4.1. Resume Format: Each project reference in a resume should include both the customer name and the time period the person worked on the project, as well as a brief description of the scope of work for that project. In addition, resumes should explain the role and responsibility of each person participating in the project. The State expects that personnel associated with these resumes will be the personnel working on the project, should the proposer be awarded the contract.

2.1.5. References: Corporate references are required from at least three (3) prior clients. In addition, two (2) references are required for each of the staff members being proposed for the project. Whenever possible, an alternative point of contact for each reference should be listed with a phone number and email address. Each reference should depict relevant experience that can be brought to bear during the term of this RFP. In order to ensure current expertise, all work for client references provided should have been completed no more than three years prior to the release date of this RFP.

2.1.5.1. References may be verified during the proposal evaluation by telephone calls made by members of the Evaluation Committee or through e-mail or the United State Postal

Service.

2.1.5.2. If contact with the referenced contact person or an alternative that has knowledge of the proposer is not made after reasonable attempts during the designated evaluation period, the reference will be classified as unsatisfactory. All attempts to contact a referenced client will be documented, including the date and time of the attempt.

RFP 0173-K, Page 20 of 26

2.1.5.3. The Agency reserves the right to contact other State of Wyoming agencies regarding engagements they may have had with the proposer’s company in the past, in addition to the references provided in the proposal.

2.1.6. Single Point of Contact: The proposer should identify a single point of contact for all contract management activities. The proposer’s Project Manager’s name and resume should be submitted with the proposal. The successful proposal should not change the Project Manager without written Agency approval.

2.1.7. Proposer’s Project Work Plan: The proposer should submit a work plan that meets the needs of the RFP and indicates a thorough understanding of the scope of work as outlined in Section

6. The proposer should identify realistic person hours of effort and responsibilities for the deliverables and each work activity.

2.1.8. Project Management Plan: The proposal should contain a comprehensive and practical description of the proposer’s plans for project management and control mechanism, including staff organization structure, progress reporting, major decision making, sign-off procedures and internal control procedures. The proposer should also indicate flexibility in meeting changes in program requirements and copy with problems.

2.1.9. Project Delays: Proposer should also describe how project delays will be addressed should they occur. This should include assurances that sufficient resources and knowledgeable, experienced staff are available to meet any project schedule.

2.1.10. Contract Exceptions: Proposers should state agreement with all General Provisions and should furnish any exceptions to these provisions.

2.1.11. Staffing and Project Organization: An organization chart should be included with all proposed personnel, including the supervisor level, functional responsibilities, key personnel, and other staff members who will be involved in the project.

2.1.12. Proposer Checklist: The proposer should submit a checklist in which the proposer should evaluate their existing offering compared with the RFP mandatory/optional requirements.

3. COST PROPOSAL FORMAT AND CONTENT:

3.1. Cost Proposal Price Sheets: These pages are required by the A&I Procurement Section and are the

State’s official pricing documents. The price to be entered on this page is the total fixed price In case of error in the extension of prices in the proposal, unit prices will govern. Cost breakdowns are not included on this page. The proposer should ensure all signatures and identifying numbers are properly affixed to this page in order for the Cost Proposal to be accepted.

3.1.1. Pricing Schedule 1 itemizes the all-inclusive price for all activities related to this RFP.

3.1.1.1. Proposer’s may suggest a payment schedule which mirrors specific deliverables in meeting the requirements of this RFP. Payment schedules based on time and materials only, will not be acceptable, nor will a flat per-hour rate. Payment will be made at the completion and acceptance of the individual deliverables, as defined in the scope of work.

4. ORAL PRESENTATIONS / INTERVIEWS:

4.1. Oral Presentations will not be held in connection with this RFP.

RFP 0173-K, Page 21 of 26

SECTION 8: EVALUATION METHODOLOGY

1. OVERVIEW:

1.1. The Agency will conduct a comprehensive, fair, objective and impartial evaluation of proposals received in response to this Request for Proposal. Proposals will be evaluated independently by the evaluation committee members. The evaluation committee shall be made up of members representing the project subject expertise. The evaluation committee will review and score all proposals independently and consolidate the scores in order to determine the award.

2. COMPLIANCE WITH MANDATORY REQUIREMENTS:

2.1. To be considered responsive, a submitted proposal should meet the minimum requirements defined in this RFP. The minimum requirements are intended to ensure that evaluation of the Technical

Proposal can proceed and that the Contractor agrees to perform all responsibilities within the RFP.

3. TECHNICAL SCORING AND RANKING:

3.1. PROPOSER BACKGROUND AND EXPERIENCE: 25 Points. Proposer should present materials describing its organization capability to successfully perform the responsibilities of this contract.

3.1.1. Details of previous contractual experience should include the length of time covered by the contract, the types of tasks performed and the results thereof, and a reference that includes a name, current title and telephone number. Emphasis should be placed on experience/implementing projects similar to the scope of work described in this RFP.

3.1.2. At least two (2) project references for current or recently completed (within the last three (3) years) contracts similar in nature to the services required by the Agency for this contract will be included in this section. Contract references should include the name, position, title, and current phone number of the client.

3.1.3. This section will also address overall organizational size, computer resources, financial stability and current contractual obligations. The proposer should include a current financial statement and proof of federal or professional certifications or other credentials.

3.2. STAFFING AND PROJECT ORGANIZATION: 25 Points. The proposer should provide an organization chart with all proposed personnel, including the supervisor level, functional responsibilities, key personnel, and other staff members who will be involved in this project.

3.2.1. The proposer should include brief resumes for personnel that will be working on the project.

The resumes should clearly identify expertise in the functional areas listed in the scope of work. Specialized training courses will not be acceptable for demonstration of expertise in the required areas. Proven work experience combined with related education will be means of substantiating expertise.

3.2.2. Two (2) references for each of the staff members being proposed for the project should be included in the proposal. Each reference should depict relevant experience that can be brought to bear during the term of this RFP. In order to ensure current expertise, all work for client references provided should have been completed no more than three years prior to the release date of this RFP.

3.2.3. The proposer should identify a single point of contact for all contract management activities.

The proposer’s Project Manager’s name and resume should be submitted with the proposal.

The successful proposer should not change the Project Manager without written Agency approval.

RFP 0173-K, Page 22 of 26

3.3. PROPOSER’S PROJECT WORK PLAN: 40 Points. The proposer should submit a work plan that meets the needs of the RFP and indicates a thorough understanding of the scope of work. The work plan should:

3.3.1. Identify all required work activities, milestones and deliverable dates, personnel hours of effort and responsibilities for the deliverables and each work activity.

4. COST SCORING AND RANKING:

4.1. COST ANALYSIS: 10 Points. The cost shall be presented as key deliverables in the form of individual cost and a project total (sum of the deliverables). The State of Wyoming reserves the right to conduct a cost analysis of the proposer’s budget proposal. The analysis will include a review of all the associated costs based on the technical content of their submission. The total project cost should include all of the items listed in the scope of work. If any of the scope of work services cannot be provided in the proposal or the requirement cannot be met, this is to be clearly explained as to why and what alternative approach will be and its associated cost. If there are no exclusions or exceptions, it will be determined that all of the criteria has been met for the price quotes, inclusive of all personnel, overhead, travel, equipment usage, and other miscellaneous costs for the specified contract period.

5. EVALUATION POINT SUMMARY:

Proposer Background and Experience 25 Points

Staffing and Project Organization 25 Points

Proposer’s Project Work Plan 40 Points

Cost Analysis 10 Points

Total 100 Points

6. FINAL RANKING OF PROPOSALS:

6.1 The State of Wyoming will be the sole authority of evaluating proposals. The firm that best meets the conditions of each of the criterion will be awarded the highest (not necessarily maximum) points for that criterion. The balance of the proposals will be rated based on their evaluated points. After each criterion is evaluated, the proposer with the highest number of points will be notified. The State of

Wyoming reserves the right to reject any or all proposals, to waive any informality of technical defect in the proposals, or to award the contract in whole or in part, if deemed in the best interest of the State to do so.

RFP 0173-K, Page 23 of 26

SECTION 9: PROPOSAL PRICE SHEET AND SIGNATURE PAGE

The undersigned agrees to provide Scope of Work to the Wyoming Military Department in accordance with the Request for Proposal, General Provisions, Special Provisions and Proposal Price Sheet for Request for

Proposal Number 0173-K.

Compliance with Federal Requirements

The Contractor shall comply with all federal requirements applicable to the Project, including, but not limited to:

Build America, Buy America. The Contractor certifies and agrees that:

All of the iron and steel used in the Project will be produced in the United States, unless a waiver is provided to the recipient by the Wyoming Military Department.

All manufactured products, articles, materials, and supplies that are consumed in, incorporated into, or affixed to an infrastructure project will be produced in the

United States. A product, article, material, or supply is produced in the United

States if it was manufactured in the United States and the cost of the components of the manufactured product that are mined, produced, or manufactured in the

United States is greater than 55 percent of the total cost of all components of the manufactured product, unless another standard for determining the minimum amount of domestic content of the manufactured product has been established under applicable law or regulation.

All construction materials except cement and cementitious materials, aggregates such as stone, sand, or gravel, or aggregate binding agents or additives will be manufactured in the United States. A material is manufactured in the United States if the manufacturing processes for the construction material occurred in the United

States.

The Contractor will comply with all applicable federal guidance and regulations related to the Build America, Buy America Act, Pub. L. No. 117-58, §§ 70901-52.

The Contractor shall retain any necessary compliance documentation related to the federal requirements identified in this subsection for three (3) years after project completion and make such documentation available to the Agency upon request.

Build America, Buy America Act

RFP 0173-K, Page 24 of 26

This project is partially funded with federal funds and the successful bidder must manage the project in compliance with all Build America, Buy America requirements.

Total Evaluated all-inclusive price for contract

1. BY SUBMISSION OF A PROPOSAL, THE PROPOSER CERTIFIES:

1.1. Prices in this proposal have been arrived at independently, without consultation, communication or agreement for the purpose of restricting competition.

1.2. The Proposer has not and will not attempt to induce any other person or firm to submit a proposal for the purpose of restricting competition.

1.3. The person signing this proposal certifies they are authorized to represent the company and are legally responsible for the price and supporting documentation provided as a result of this advertisement.

1.4. Proposer will comply with all applicable state and federal regulations, policies, guidelines and requirements.

Prices in this proposal have not been knowingly disclosed by the proposer nor will they be disclosed prior to award.

2. GENERAL INFORMATION:

Proposer Name: Phone:

Email Address:

Mailing Address:

City: State: Zip:

Employer Identification Number (EIN):

3. OWNERSHIP AND CONTROL:

Proposer’s Legal Structure

Sole Proprietorship General Partnership Corporation

Limited Partnership Other

The proposer shall provide to the Agency a certificate of good standing from the Wyoming Secretary of

State or other proof that proposer is authorized to conduct business in the State of Wyoming before performing work under this Contract. The proposer shall ensure all annual filing and corporate taxes due and owing to the Wyoming Secretary of State’s office are up-to-date before signing the contract. Proposers may contact the Wyoming Secretary of State’s office, Corporate Division at (307) 777-7311 for assistance.

4. VENDOR VERIFICATION

I certify under penalty of perjury, that I am a responsible official (as identified above) for the business entity described above as the proposer, that I have personally examined and am familiar with the information submitted in this disclosure and all attachments, and that the information is true, accurate and complete. I

RFP 0173-K, Page 25 of 26 may be charged significant penalties for submitting false information, including criminal sanctions, which can lead to fines and/or imprisonment.

Signature Date

Name Title

RFP 0173-K, Page 26 of 26

Pricing Schedule 1

Wyoming Military Department

Scope of Work

Provide an all-inclusive price for all activities related to the scope of work. Proposers may suggest a payment schedule which mirrors deliverables in meeting the requirements of this RFP. Payment schedules based on time and materials only will not be acceptable, nor will a flat per-hour rate. Payment will be made at the completion and acceptances of the individual deliverables for the development and implementation of the scope of work.

Total All Inclusive Price for Schedule 1 $

Signature Date

Name Title

The State will negotiate payment terms based upon a schedule to be determined by the proposer and the

State. Payment of invoices will be based upon the proposer meeting stated deadlines for deliverables and upon the Agency’s written acceptance of the deliverables.