24-00007_BDA_Macroinvertebrate_RFP.pdf

WDFW RFP 24-00007 Page | 1

BEAVER DAM ANALOG MACROINVERTEBRATE SAMPLE ANALYSIS

Washington Department of Fish and Wildlife Beaver Dam Analog Macroinvertebrate Sample Analysis

Request for Proposal #24-00007 The Department of Fish and Wildlife (WDFW) invites qualified consulting companies to describe their experience sorting, identifying and enumerating macroinvertebrates collected in streams in Washington State. This document contains a description of the work WDFW expects will be involved, but should not be considered all-inclusive. The budget for the respondent’s work for this project is $60,000.

WDFW reserves the right to amend this solicitation for administrative or technical purposes or to make no awards.

Timeline

March 11, 2024 Solicitation Posted

March 25, 2024 (Noon) Deadline for Questions

April 1, 2024, Approximately Answers to Questions Posted

April 15, 2024 (Noon) Submission Deadline

Week of April 22, 2024 Successful Applicant Notified

May 2024 – June 2028 Approximately Project Implementation

WDFW RFP 24-00007 Page | 2

Background The Aquatic Research Section (ARS) within the Habitat Program’s Science Division at the Washington Department of Fish and Wildlife (WDFW) is seeking proposals from qualified consultants to facilitate the sorting, identification and enumeration of macroinvertebrate samples collected by WDFW to support project effectiveness monitoring of Beaver Dam Analog (BDA) restoration.

A priority action identified within the Chehalis basin includes installation of BDAs, human-made structures designed to mimic the form and function of natural beaver dams. Substantial declines in beaver dam building activity in the basin has reduced the occurrence of ponds and other slow water habitats important for coho salmon, amphibians, waterfowl, and other aquatic species. Installation of BDAs is intended to increase the occurrence and quality of these important habitats to benefit of native fishes and other aquatic species.

Macroinvertebrate sampling is one method being used to assess the impacts of BDA restoration. Sampling is adapted from Larson, C. 2022. Department of Ecology SOP for Freshwater Benthic Macroinvertebrates in Streams and Rivers, Standard Operating Procedure EAP073. WDFW field staff will collect macroinvertebrate samples using D-frame kicknet during late summer at BDA structure and control locations before and after BDA construction. Samples will be sent to the selected taxonomic laboratory for analysis.

Project Goals

Our project goals are to inform the effectiveness of BDAs as a restoration technique in the Chehalis Basin.

This component of the project seeks to inform changes in macroinvertebrate diversity and abundance in response to BDA installation and ultimately inform how BDAs may influence food productivity for juvenile salmonids and other aquatic species.

The goal of the successful applicant will be to sort, identify and enumerate macroinvertebrate samples consistently for this multi-year project. Samples will be sent annually during this multi-year study, and it is expected that results from the sorting and enumeration will be reported annually.

Eligible Applicants

This procurement is open to proposers who satisfy the minimum qualifications listed, and who are available for work in Washington State. Applications are encouraged from businesses certified in Washington State by the Office of Minority and Women’s Business Enterprises and/or the Department of Veterans Affairs. Minimal qualifications include the following:

• The Consultant must be licensed to do business in the State of Washington.

• General knowledge of state and local energy permitting policies in Washington.

• General knowledge of factors affecting fish and wildlife and their habitat

• Experience working with state agencies, stakeholders, and Tribes on natural resource issues.

• Experience successfully facilitating and mediating complex natural resource issues.

Any organization or entity that has the capacity and experience necessary to carry out the tasks outlined in this RFP is eligible to apply. This includes state agencies, local and tribal governments, non-profit organizations, institutes of higher education, graduate researchers, and private businesses or contractors.

WDFW RFP 24-00007 Page | 3

Project Scope The types of work that would be expected includes, but is not limited to, the following:

• Independently follow laboratory procedures and conduct taxonomic analysis to identify and enumerate macroinvertebrate samples. Macroinvertebrate laboratory sorting methods shall follow current Ecology standard methods described in Larson (2022).

• Taxonomic identification shall be conducted by a lab that employs taxonomists certified by the North American Benthological Society.

• Laboratory has and follows a quality assurance plan.

• Receive and process samples and send data digitally back to WDFW annually.

• Provide annual reporting throughout the contract period for each set of samples provided. The report shall outline the results of the identification and enumeration and any quality considerations (e.g., any issues with a sample).

The final number of samples may vary slightly but is anticipated to follow this schedule:

Year Number of Samples

2024 24 2025 42 2026 42 2027 30 2028 18

Tasks

The following tasks should be included in your proposal:

1. Estimated cost per sample.

2. Cost estimate of project including cost of individual years based on number of samples per year.

Deliverables

1. Detailed Scope of Work (1 draft, 1 final. Final due 15 days after contract signature)

2. Electronic data submitted to WDFW annually (Microsoft EXCEL or .csv).

Timeframe

Work on this project should begin by May 2024 and is anticipated to continue into approximately June 2028. Each year, WDFW will collect samples in July and August and send them to the laboratory for analysis.

WDFW RFP 24-00007 Page | 4

Selection Criteria Factor Weight

Given

1. Responsiveness of the written proposal to the purpose and scope of service

20%

2. Service provider’s familiarity and experience sorting, identifying and enumerating macroinvertebrates following standard protocols and adhering to quality assurance measures.

40%

3. Budget 20%

4. Ability and history of successfully completing contracts of this type and meeting projected deadlines

20%

5. Total Criteria Weight 100%

Funding Information

Budget

No more than $60,000 is available for this project. This includes all the tasks and deliverables described above, including sorting, identifying, enumerating and entering data and submitting documents.

All discussions of award funding level, scope, and project implementation schedules are preliminary until contracts are finalized. The contractor assumes full risks for any costs incurred prior to the execution of contracts.

ARS reserves the right to negotiate final project elements with successful applicants. Final award amount and scope may differ from what is proposed based on the needs of the program. ARS reserves the right to reject all proposals and make no award under this solicitation, or award less than the full amount of funding available.

Method for Reimbursement

Contractors will be reimbursed for the actual cost of producing the products and events as agreed to in the Statement of Work, up to the amount agreed upon. The contractor will invoice WDFW for expenses.

WDFW RFP 24-00007 Page | 5

Proposal Submittal All proposals must be sent electronically to janice.jackson@dfw.wa.gov no later than noon on April 15, 2024. We envision a qualified laboratory with previous experience working on similar projects and scope.

Please incorporate the above considerations into the questions we pose below.

Proposals should, at minimum, address the following questions:

Technical Proposal: (Organize and label sections accordingly)

1. Cover page, including company name, contact information, company biography and proposal summary;

2. Project Narrative Plan: communicate project vision, commitment to project scope and overall timeline, proposed project plan/schedule, and approach to project management;

3. Organizational Capacity: resumes and/or summary biographies of key project personnel with detailed description of their roles related to the project;

4. Related Project Experience: evidence of successful projects of similar size, scope and complexity, including demonstration of ability to work collaboratively with client teams and groups with varying belief systems;

5. Recommendations: three professional references from previous projects. Organization name and contact information must be provided.

Project Schedule: Propose an outline of tasks, products, and project schedule identifying key milestones with completion by December 31, 2028.

Budget: Give budget information based on the proposed outline of tasks, products, and schedules including the cost per year for analyzing the anticipated numbers of samples.

Work Sample: Please provide links, hard copies, or digital copies to at least one sample of work similar to the proposed project.

Questions to Answer: Please address the following questions:

1. Describe your experience related to sorting, identifying and enumerating macroinvertebrate samples and how you would accomplish the tasks and deliverables. Describe the tasks in greater detail.

2. What unique experience, talent, or vision does your organization bring to this project? What would you bring to this project that others could not?

Required Forms Exhibit A – Consultant Profile Exhibit B – Certification and Assurances Exhibit C – Governor’s Executive Order 18-03

Proposal Review Process A selection committee will review and evaluate submissions based on proposed approach, budget, and relevant experience. In the event that the committee is unable to select a single vendor, WDFW shall arrange virtual interview sessions with the leading vendors. The outcome of those sessions can be used for the final decision. Proposals will be rejected as non-responsive if they do not meet the intent of this solicitation.

Questions Questions about this solicitation should be sent to janice.jackson@dfw.wa.gov. The deadline for submitting questions is noon March 25, 2024. Questions will be answered directly through email, and a final question and answer document will be posted on WEBS by April 1, 2024 (approximately). Any other communication will be considered unofficial and non-binding on WDFW. Applicants are to rely on written statements issued by WDFW.

mailto:janice.jackson@dfw.wa.gov mailto:janice.jackson@dfw.wa.gov

WDFW 24-00007 [1]

CONSULTANT PROFILE

COMPANY INFORMATION (for contract administration purposes) Company Name & Address: Authorized

Representative:

Phone:

Email:

Ordering Address: Payment Address

Federal Tax Identification Number:

WA Dept. of Revenue Universal Business Identifier (UBI) Number*

WA Statewide Vendor Payment Number*

*Required for the vendor providing the services resulting from this procurement, but no required to submit a proposal

REFERENCES

Provide a minimum of three (3) commercial or government references for which Bidder has delivered goods and/or services similar in scope as described in the RFQQ.

1. Client:

Contact:

2. Client:

Contact:

3. Client:

Contact:

EXHIBIT A

WDFW 24-00007 [2]

SUBCONTRACTORS

If applicable, on a separate sheet, identify any subcontractors who will perform services in fulfillment of contract requirements; the nature of services to be performed and include federal tax identification (TIN) number for each subcontractor. If a subcontractor is a minority or women owned business, please include their OMWBE Certification Number (if certified). If necessary, attach additional sheets (please stamp or mark each page with a company name, mark, or initial). Do not include any Social Security Numbers.

The contractor, by including subcontractor(s) as part of your signed Proposal is your agreement to take complete responsibility, contract obligations, and liability for all actions of such subcontractors.

All subcontractors are subject to DES approval. DES reserves the right to approve or disapprove any subcontractor.

SALES / CUSTOMER SERVICE

Purchasing Cards Accepted:

☐ Visa ☐Master Card ☐American Express ☐Discover Other:

MINORITY / WOMEN OWNED BUSINESS STATUS

Is your firm a Minority/Women Owned Business? ☐YES ☐NO

Office of Minority and Women-Owned Business Enterprises MWBE Certification #

VETERAN OWNED BUSINESS STATUS

Is your firm a Veteran Owned Business? ☐YES ☐NO

Washington State Department of Veterans Affairs Certification #

WDFW 24-00007 [3]

CERTIFICATIONS AND ASSURANCES

We make the following certifications and assurances as a required element of submitting this Proposal, affirming the truthfulness of the facts declared here and acknowledging that the continuing compliance with these statements and all requirements of the solicitation are conditions precedent to the award or continuation of the resulting contract.

1. We have read, understand, and agree to abide by all information contained in the solicitation, all Exhibits, and incorporated documents.

2. The attached Proposal is a firm offer for a period of 90 days following the Proposal Due Date specified in the solicitation, and it may be accepted by WDFW without further negotiation (except where obviously required by lack of certainty in key terms) at any time within this period. In the case of a protest, our Proposal will remain valid for 90 days or until the protest and any related court action is resolved, whichever is later.

3. In preparing this Proposal, we have not been assisted by any current or former employee of the state of Washington whose duties relate (or did relate) to the state's solicitation, or prospective Contract, and who was assisting in other than his or her official, public capacity. Neither does such a person nor any member of his or her immediate family have any financial interest in the outcome of this Proposal. (Any exceptions to these assurances are described in full detail on a separate page and attached to this document.)

4. We understand that the state of Washington will not reimburse us for any costs incurred in the preparation of this Proposal. All Proposals become the property of the state, and we claim no proprietary right to the ideas, writings, items, or samples unless so stated in the Proposal. Submittal of the attached Proposal constitutes an acceptance of the evaluation criteria and an agreement to abide by the procedures and all other administrative requirements described in the solicitation.

5. We understand that any Contract awarded as a result of this Proposal will incorporate all solicitation requirements.

Submittal of a Proposal and execution of this Certifications and Assurances document certify our willingness to comply with the Contract terms and conditions appearing in the solicitation, all Exhibits, and incorporated documents if selected as a Contractor. It is further understood that our standard Contract will not be allowed as a replacement for the terms and conditions appearing in the solicitation, all Appendices, and incorporated documents of this solicitation.

6. By submitting this Proposal, we hereby offer to furnish materials, supplies, services and/or equipment in compliance with all terms, conditions, and specifications contained in this solicitation.

7. We are not submitting any exceptions.

8. That neither we nor our “principals” (as defined in 49 CFR 29.105) are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any federal department or agency, or the state of Washington.

9. That we have NOT been determined by a final and binding citation and notice of assessment issued by the Washington Department of Labor and Industries or through a civil judgment entered by a court of limited or general jurisdiction to have willfully violated, as defined in RCW 49.48.082, any provision of RCW chapters 49.46, 49.48, or 49.52 within three

(3) years prior to the date of the solicitation date. I certify (or declare) under penalty of perjury under the laws of the State of Washington that the foregoing is true and correct.

SIGNATURE OF PROPOSER

TITLE DATE

EXHIBIT B

WDFW 24-00007 [4]

VENDOR CERTIFICATION EXECUTIVE ORDER 18-03 –

WORKERS’ RIGHTS WASHINGTON STATE GOODS & SERVICES CONTRACTS

Pursuant to RCW 39.26.160(3) (best value criteria) and consistent with Executive Order 1803 – Supporting Workers’ Rights to Effectively Address Workplace Violations (dated June 12, 2018), the Washington Department of Fish and Wildlife will evaluate bids for best value and provide a bid preference in the amount of 3% to any bidder who certifies, pursuant to the certification below that its firm does NOT require its employees, as a condition of employment, to sign or agree to mandatory individual arbitration clauses or class or collective action waiver.

I hereby certify, on behalf of the firm identified below, as follows (check one):

NO MANDATORY INDIVIDUAL ARBITRATION CLAUSES AND CLASS OR COLLECTIVE ACTION

WAIVERS FOR EMPLOYEES. This firm does NOT require its employees, as a condition of employment, to sign or agree to mandatory individual arbitration clauses or class or collective action waivers.

OR

MANDATORY INDIVIDUAL ARBITRATION CLAUSES AND CLASS OR COLLECTIVE ACTION

WAIVERS FOR EMPLOYEES. This firm requires its employees, as a condition of employment, to sign or agree to mandatory individual arbitration clauses or class or collective action waivers.

I HEREBY CERTIFY, UNDER PENALTY OF PERJURY UNDER THE LAWS OF THE STATE OF WASHINGTON, THAT THE CERTIFICATIONS HEREIN ARE TRUE AND CORRECT AND THAT I AM AUTHORIZED TO MAKE

THESE CERTIFICATIONS ON BEHALF OF THE FIRM LISTED HEREIN.

FIRM NAME:

NAME OF VENDOR – PRINT FULL LEGAL NAME OF FIRM

Dba, if applicable

BY: _______________________________________________

SIGNATURE OF AUTHORIZED PERSON

TITLE: ______________________________________________

TITLE OF PERSON SIGNING CERTIFICATE

DATE:

PRINT NAME OF PERSON MAKING CERTIFICATION FOR FIRM

PLACE:

PRINT CITY AND STATE

EXHIBIT C