223150 Supplemental Letter 1.pdf

CITY OF SALEM

FINANCE DEPARTMENT

CONTRACTS & PROCUREMENT DIVISION

SUPPLEMENTAL INFORMATION LETTER #1

March 13, 2023

RFP NO. 223150

FOR: Stormwater Code Update

CLOSING DATE: March 24, 2023, AT 4:00 PM (LOCAL TIME)

The following are questions and answers to this RFP:

1. Q) Is there a page limit associated with the proposal?

A) There is no page limit specified for the proposal. However, per the RFP the proposals will be evaluated based on the quality if the technical writing. In the RFP the City noted that quality of writing includes spelling, grammar, clarity, and cohesion. Implicit in our evaluation would be an assessment of how effectively and efficiently the proposal is crafted.

2. Q) Is there an anticipated project duration (outside of the permit compliance deadlines listed in the permit)?

A) Based on the City’s experiences with past work of this nature, the City anticipates the work will extend beyond the compliance deadlines by six months to as much as a year, depending on the nature of follow up activities related to implementation and communication. The City will set aside a Management Reserve for this purpose and follow-on tasks will be developed in close collaboration with the consultant.

3. Q) Does the City anticipate (or is open to) internal coordination efforts (meetings/ workshops) to discuss to clarify and define goals and strategies and/or address gaps/ performance standards/ policies through the project duration?

A) The City is open to meetings, workshops, and other gatherings for the purpose of clarifying and defining what needs to be done and to check in on our direction. It would be reasonable to assume at least six internal meetings involving key City staff and the consultant team, recognizing that the specific persons attending, and the actual number of meetings may vary.

4. Q) Related to Task 6: Is there any existing Community Engagement Plan/

Strategy developed for this project? If not, is there a possibility to include a public engagement/communications plan as a deliverable to ensure alignment of messages, audiences, and outreach strategies/tactics? This would help ensure a concerted outreach effort with clear communications objectives.

A) There is no existing formalized plan for public engagement for this project. Based on past experiences, our outreach would include reestablishing our Stormwater

Advisory Committee, feeding a website with information, and engaging with various neighborhood associations, watershed council(s), and interested committees/commissions. Developing and implementing a formal communications/outreach plan would be a reasonable deliverable to be added under

Task 6.

5. Q) Related to Task 6: What types of informational/outreach deliverables should be assumed for the purposes of developing this proposal and cost estimate (e.g., web content, social media content, presentations, print materials such as fact sheets/FAQs, etc.).

A) Your list of examples mirrors the City’s with the possible exception of social media content, which the City has not yet considered. The City is also open to other ideas.

Broadly speaking, there is a three-fold purpose for the public engagement:

(1) providing opportunities for the public to be aware of the work; (2) providing opportunities for interested persons to participate in the work in a manner that is timely and relevant; and (3) providing opportunities for the public to be aware of the results of the work.

6. Q) Related to Task 6: What are assumptions related to external meetings (Council and other stakeholder groups)? More detail on level of consultant team involvement as well as number/range of number of meetings, material needs, timing/format, and staff availability would help clarify needed level of effort.

A) Based on our past experiences, a reasonable set of assumptions would be as follows:

City Council meetings........................................... 2 @ two hours each

City Council work session...................................... 1 @ two hours

City Planning Commission meeting........................ 1 @ one hour

Stormwater Advisory Committee meetings............ 5 @ two hours each

Neighborhood Association meetings...................... 2 @ one hour each

[Note: staff will be attending more meetings but without consultant support]

Homebuilders Association meeting........................ 1 @ one hour

Oregon Department of Environmental Quality....... 3 @ one hour each

Other briefing venues (placeholder)...................... 5 @ one hour each

Regarding level of involvement, the City expects only a single member of the consultant team would be requested at any of these meetings, typically the PM or subject matter expert, depending on the venue.

Shawna Self, NIGP-CPP, CPPB

Contracts & Procurement Manager cc: File