25-00008 - WAG RFP WOLF ADVISORY GROUP.pdf

WDFW RFP 21-00013 Page 1 of 21

STATE OF WASHINGTON

DEPARTMENT OF FISH AND WILDLIFE

REQUEST FOR PROPOSALS 25-00008

PROJECT TITLE: FACILITATION SERVICES FOR WOLF ADVISORY GROUP

EXPECTED TIME PERIOD FOR CONTRACT: July 1, 2025 through June 30, 2027

ESTIMATED PROCUREMENT SCHEDULE (all times given are for Local Olympia, WA Time, schedule may be adjusted if necessary):

RFP Release: April 15, 2025

Questions from Bidders Due (email only) : April 22, 2025, by 5:00 p.m.

WDFW Response to Vendor Questions On or About: April 25, 2025

Optional Pre-Bid Conference: Tuesday, April 29th 1:00 PM-2:00 PM

Bidder Proposals Due (email only): Friday, May 30, 2025, by 5:00 p.m. local time for Olympia

WA

Apparent Successful Bidder(s) announced: On or about June 6, 2025

BIDDER ELIGIBILITY: This procurement is open to those bidders who satisfy the minimum qualifications stated herein and are available for work in Washington State. Disadvantaged, Minority and Women Owned Business Enterprises are encouraged to apply.

Deliver Quotation Bids by email only to Procurement/RFP Coordinator:

Deanna Luque

Washington Department of Fish and Wildlife Contracts and Purchasing

(360) 902-8358 - Deanna.luque@dfw.wa.gov mailto:Deanna.luque@dfw.wa.gov

WDFW RFP 21-00013 Page 2 of 21

CONTENTS OF THE REQUEST FOR PROPOSAL

1. Scope of Work

2. Mandatory Requirements

3. RFP Coordinator

4. Instructions to Bidders

5. Evaluations and Award Procedures

6. General Provisions

7. Debriefing and Protest Procedures

Exhibits:

Exhibit A Checklist for Responsiveness Exhibit B Certification and Assurances

Exhibit C Vendor Certification Executive Order 18-03 Exhibit D Bidder Questionnaire Exhibit E Bidder Profile

Exhibit F General Terms and Conditions Exhibit G Scope of Work

If any bidder does not comply with any part of this RFP their entire proposal may be rejected as non-responsive.

WDFW RFP Page 3 of 21

1. SCOPE OF WORK

a. Purpose. The purpose of this Request for Proposals (RFP) is to identify a Contractor to provide strategic guidance for seeking cohesion on challenging wolf management issues and to facilitate the Wolf Advisory Group (WAG). This includes pre-WAG meeting intakes with Washington Department of Fish and Wildlife (WDFW) staff and WAG members, agenda development, meeting preparation, facilitation, and follow up.

The WAG may meet three or four times per year.

See Exhibit G, Scope of Work, for more specific information on the services that Contractor staff will provide under the contract resulting from this RFP. The period of performance will be from approximately July 1, 2025 through June 30, 2027. WDFW has budgeted $196,000 for all work detailed in this RFP pending legislative appropriation for WAG contract.

b. Background Information. All wildlife species present management challenges, especially wolves and other large carnivores that sometimes prey on livestock, pets, and other animals. As the state's wolf population continues to grow, the Washington Department of Fish and Wildlife (WDFW) is actively working with livestock producers, hunters and others to minimize conflicts that may occur, recognizing that public acceptance is essential for wolf recovery to succeed on a statewide basis.

In 2013, WDFW created the Wolf Advisory Group to provide a broad range of perspectives to help inform this ongoing management effort. Wolf Advisory Group meetings are open to the public and meeting minutes are made available after each meeting. The WAG’s mission statement, vision, and decision-making process are available here.

This group is tasked with recommending strategies for reducing conflicts with wolves outlined in the state's Wolf Conservation and Management Plan. Specific issues include:

• Encouraging livestock producers to take proactive, preventative measures to decrease the risk of loss.

• Providing compensation for economic loss due to wolf predation.

• Monitoring recovery of the wolf population and its effect on prey species.

• Providing information to the public on wolf recovery in Washington.

In 2017, WDFW and the Wolf Advisory Group developed the Wolf-Livestock Interaction Protocol to guide efforts to reduce conflicts between wolves and livestock.

The protocol prescribes proactive measures livestock producers can take to reduce the probability of wolf-livestock conflicts, and it establishes a framework for the department's response when conflicts between wolves and livestock do occur. It also serves to increase the transparency and accountability of the department's activities https://wdfw.wa.gov/about/advisory/wag#mission-statement https://wdfw.wa.gov/species-habitats/at-risk/species-recovery/gray-wolf/management-plan https://wdfw.wa.gov/sites/default/files/2020-09/20200915_wdfw_wolf_livestock_interaction_protocol.pdf https://wdfw.wa.gov/sites/default/files/2020-09/20200915_wdfw_wolf_livestock_interaction_protocol.pdf

WDFW RFP Page 4 of 21 and management actions related to wolves. The Wolf-Livestock Interaction Protocol was published in June 2017 and amended in September 2020. The Wolf Advisory Group is expected to inform the direction of wolf conservation and management strategy, and may discuss controversial topics such as wolf translocation, wolf hunting, and predator/prey dynamics.

See additional resources on this issue at Gray Wolf Conservation and Management in Washington website.

2. MANDATORY AND DESIRABLE QUALIFICATIONS

a. Mandatory Experience/Qualifications. Bidders must have at least 7 years’ demonstrated experience in:

• Experience managing and facilitating complex and controversial collaborative processes involving stakeholders with diverse backgrounds, perceptions and values

• Successful project management skills for effective time and resource management

• Experience building relationships and collaborative processes that result in sustainable and durable solutions

• Experience in or willingness to uncover the underlying patterns and causes of conflict and building trust by conducting ongoing conciliations with working group members

• Experience in or willingness to positively build constructive change from conflict and guide WAG participants to own their content/program outcomes

b. Highly Desirable Experience and Qualifications

• Experience working on behalf of local, state and/or federal government agencies

• Knowledge and understanding of wildlife/livestock interactions in Washington state

• Knowledge and understanding of social conflict related to wildlife

• Experience with the human dimensions’ aspect of wildlife management

• Experience with identity based or deep routed social conflict (e.g., Conservation Conflict Transformation (CCT) theory, skills, processes, and strategies)

• Experience working with urban and rural communities

c. The Bidder is responsible to ensure that proposed Bidder staff are committed and available until the completion of the contract. Any proposal by the Bidder for changes, replacement, or substitution of contract staff during the duration of the contract must be submitted to WDFW. WDFW shall have the sole discretion to accept or reject such https://wdfw.wa.gov/species-habitats/at-risk/species-recovery/gray-wolf https://wdfw.wa.gov/species-habitats/at-risk/species-recovery/gray-wolf

WDFW RFP Page 5 of 21 proposal. In no event shall such changes in Bidder staff take effect without WDFW’s written consent.

3. RFP COORDINATOR

The RFP Coordinator is the sole point of contact in the WDFW for this procurement. All communication between bidders and WDFW upon receipt of this RFP shall be with the RFP Coordinator, as follows:

Name: Deanna Luque Office: Washington Department of Fish and Wildlife

Contracts and Purchasing

Telephone: (360) 902-8358 E-mail: Deanna.luque@dfw.wa.gov

4. INSTRUCTIONS TO BIDDERS

All required documents must be submitted to the RFP Coordinator by e-mail by the times and dates in this RFP. Bidders are responsible for the means of delivery of all documents to ensure receipt by the RFP Coordinator by the required dates and times.

4.1 Proposal Contents

See Exhibit A, Checklist for Responsiveness, for a list of all documents that must be submitted as a part of a bidder’s proposal. All bids submitted in response to this RFP shall consist of the following documents:

a. A cover letter of no more than 400 words, signed by a person authorized to bind the proposing organization to a contract, summarizing the most important elements of the proposal.

b. Exhibit B, Certification and Assurances, signed by a person authorized to bind you or your organization to a contract.

c. Exhibit C, Vendor Certification Executive Order 18-03, signed by a person authorized to bind you or your organization to a contract.

d. Exhibit D, Bidder Questionnaire, completed by your organization; and

e. Exhibit E, Bidder Profile, completed by your organization

4.2 Proposal Format

One copy of the complete proposal must be submitted by the Bidder to the RFP Coordinator electronically using Microsoft Word, Excel or portable document format (pdf). Any documents which require an official signature should be submitted in pdf.

mailto:Deanna.luque@dfw.wa.gov

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4.3 Proprietary Information

Clearly mark any portion(s) of your proposal which contains proprietary information. You may not mark the entire proposal as proprietary. If your proposal is successful, and WDFW receives a request to view or copy your proposal, WDFW shall respond according to public disclosure procedures described in this RFP. However, if any information in your proposal is marked as proprietary, WDFW shall not make that portion available without giving you an opportunity to seek a court order preventing disclosure.

4.4 Bidder’s Questions and Answers

Specific questions concerning this RFP may be submitted in writing to the RFP Coordinator at the email address specified in Section 3 of this RFP. There will be one opportunity to ask questions. Questions must be received by the RFP Coordinator no later than 5:00 p.m. on April 22, 2025. Responses to those questions will be sent out on or about April 25, 2025,. Questions must be submitted via email and must be received by the date and time listed page one (1) of the RFP cover page. Only responses received in writing from the RFP Coordinator will be considered official and binding.

4.4.1 Pre-Bid Conference and Vendor Questions

Bidders wishing to submit a proposal for this procurement may attend an optional Pre-Bid Conference on Tuesday, April 29, 2025 from 1:00 pm to 2:00 pm, local Olympia WA time. This conference will be held virtually via a Microsoft Teams meeting; the link to this meeting is below:

Join the meeting now

Meeting ID: 256 006 060 474

Passcode: mc6WH9dE

Dial in by phone

+1 564-999-2000,,23349646# United States, Olympia

(833) 322-1218,,23349646# United States (Toll-free)

Find a local number

Phone conference ID: 233 496 46#

For organizers: Meeting options | Reset dial-in PIN https://teams.microsoft.com/l/meetup-join/19%3ameeting_MjRlN2ZhODQtNzc5ZC00YTM0LWJjNGEtMzNiZWI4ZjJkNjhj%40thread.v2/0?context=%7b%22Tid%22%3a%2211d0e217-264e-400a-8ba0-57dcc127d72d%22%2c%22Oid%22%3a%22b857210a-7ca6-4845-b239-b20d5f88f394%22%7d tel:+15649992000,,23349646 tel:8333221218,,23349646 https://dialin.teams.microsoft.com/811a9140-4f87-4b3b-b4e5-c0df12d33f3f?id=23349646 https://teams.microsoft.com/meetingOptions/?organizerId=b857210a-7ca6-4845-b239-b20d5f88f394&tenantId=11d0e217-264e-400a-8ba0-57dcc127d72d&threadId=19_meeting_MjRlN2ZhODQtNzc5ZC00YTM0LWJjNGEtMzNiZWI4ZjJkNjhj@thread.v2&messageId=0&language=en-US https://dialin.teams.microsoft.com/usp/pstnconferencing

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4.5 Delivery of Proposals

Send complete proposal to the RFP Coordinator at the email address specified in Section 3 of this RFP. Email transmission only is required.

Proposals must be received by the RFP Coordinator no later than 5:00 p.m. local time for Olympia WA on Friday, May 30, 2025. Late proposals will not be accepted and shall automatically be disqualified from further consideration.

WDFW assumes no responsibility for delay in transmission of proposals. WDFW will use the “time stamp” on the email as the official time of receipt. Time extensions will not be granted.

4.6 Procurement Complaint Process

Bidders considering submitting a bid or proposal in response to any request for bids, request for qualifications, Request for Proposals or any solicitation for goods and services under RCW

39.26 may submit complaints regarding a particular solicitation to the WDFW solicitation point of contact. Bidders may submit a complaint on the following for any solicitation:

• The solicitation unnecessarily restricts competition;

• The solicitation evaluation or scoring process is unfair or flawed; or

• The solicitation requirements are inadequate or insufficient to prepare a response.

All complaints submitted under this process must:

• Be in writing;

• Be received by the WDFW solicitation point of contact by e-mail not later than five business days before the Bidder’s response to a solicitation is required to be submitted to WDFW.

• Clearly articulate the basis for the complaint; and

• Include a proposed remedy.

WDFW will respond to complaints in writing and post the response (and any changes to the solicitation required by the response) on WEBS. Bidders may not appeal the response or raise the same complaint during any protest period.

4.7 Washington’s Electronic Business Solution (WEBS)

Bidders are solely responsible for:

• Properly registering with Washington’s Electronic Business Solution (WEBS) at www.des.wa.gov , and maintaining an accurate Bidder profile in WEBS.

• Downloading the RFP packet consisting of the RFP, all Appendices, and incorporated documents related to the RFP for which you are interested in Bidding.

• Downloading all current and subsequent Amendments to the RFP to ensure receipt of all RFP documents.

Notification of Amendments to the RFP will only be provided to those Bidders who have registered with WEBS and have downloaded the RFP from WEBS. Failure to do so may result in a Bidder having incomplete, inaccurate, or otherwise inadequate information and Bid.

http://www.des.wa.gov/

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5. EVALUATION AND AWARD PROCEDURES

5.1 Evaluation Team

A team will be formed to evaluate proposals. The team will be composed of individuals with technical and/or financial backgrounds. WDFW will evaluate the proposals for compliance with procedural requirements.

5.2 Information Used For Evaluation

The evaluation team will use the information in the Bidder Questionnaire, information gathered from Bidder’s references and cost proposal. No other information will be supplied to or used by the evaluation team. The following weighting and points will be assigned to the bid for evaluation purposes:

5.3 Evaluation Process

WDFW will evaluate the bidders’ proposals through the following process:

a. Preliminary screening. WDFW contract management staff will review proposers’ submissions and determine whether they are responsive to the procedural instructions in this RFP and meet criteria specified. Non-responsive proposals will be eliminated from further consideration.

b. Evaluations of Proposals. An evaluation team will be formed to review responsive proposals. The team will use the information provided by the proposer as described in Section 4.1 above; sample work products; and information gathered from reference checks. No other information will be supplied to or used by the evaluation team.

The following weighting will be used to evaluate the Proposals:

Capabilities: Weight Assigned

Approach and Methodology 50

Project Plan and Schedule 10

Company Experience 10

Proposed Staff Experience and Qualifications 20

Cost 10

c. Reference checks. The WDFW may check references for the top bidder(s) only. In addition to contacting the references provided by bidders, WDFW may contact additional professional references to determine the bidders’ experience and past performance.

Bidders whose references cannot be verified will be contacted and allowed one (1) business day to arrange for reference verification.

d. At the conclusion of the process described above, the evaluation team will compile the scores for all responsive proposals and name the Apparent Successful Proposer. WDFW

WDFW RFP Page 9 of 21 reserves the right to interview the top scoring Proposer(s) prior to making the apparent successful proposer determination.

5.4 Notice of Apparent Successful Bidder

WDFW will notify all bidders via WEBS and e-mail of the selection of Apparently Successful Bidder.

6. GENERAL PROVISIONS

6.1 Public Disclosure

Proposals shall become the property of WDFW. All public records of the WDFW are available for disclosure except: “Competitive procurement instruments, such as a Request for Proposals or an invitation for bids, prior to the release to potential respondents/bidders; proposals and bids received in response to competitive contract procurement instruments until either the public response to the competitive contract procurement instruments until either the opening of bids or, for proposals, the contractor and the department have signed the contract.”

WDFW will not disclose RFP records until the announcement of the apparent successful bidder.

At that time, all information about the competitive procurement is disclosable with the exception of the portion(s) of the any proposal designated proprietary until the respondent/bidder has an adequate opportunity to seek a court order preventing disclosure.

WDFW may charge for copying and shipping any copies of material requested – contact WDFW for estimate of cost. WDFW will not charge a fee for inspection of RFP or contract files.

Address requests for copying or inspecting materials to the RFP Coordinator.

6.2 Costs for Proposal Preparation

WDFW will not be liable for any costs or liabilities incurred by the Bidder associated with the preparation of the proposal in response to this RFP.

6.3 Waiver of Minor Irregularities

WDFW reserves the right to waive minor irregularities contained in any proposals submitted in response to this RFP.

6.4 Right to Reject All Proposals

WDFW may, at any time at its sole discretion and without penalty, reject any and all proposals and issue no contract as a result of this RFP.

WDFW RFP Page 10 of 21

6.5 Authority to Bind WDFW

Only the Director of WDFW and his/her designated representatives may legally commit WDFW to contracts. The Bidder shall not incur, and WDFW shall not pay, any costs incurred before a contract is fully executed.

6.6 Contract Terms

The Apparently Successful Bidder will be required to sign a contract which contains general terms and conditions substantially the same as those included with this RFP as Exhibit E. The contract will also incorporate this RFP and the successful proposal.

7. DEBRIEFING AND PROTEST PROCEDURES

7.1 Debriefing of Unsuccessful Proposers

Bidders that have submitted a proposal that was not selected will be given the opportunity for a debriefing conference. The request for a debriefing conference must be received by the RFP Coordinator within three (3) business days after the Notification of Unsuccessful Bidder award letter is faxed to the Bidder. The debriefing must be held within three (3) business days of the request.

Discussion will be limited to a critique of the requesting Bidder’s proposal. Comparisons between proposals or evaluations of the other proposals will not be allowed. Debriefing conferences may be conducted in person or on the telephone and will be scheduled for a maximum of one hour.

7.2 Protest Procedures

RCW 39.26.170 requires WDFW to have a clear and transparent complaint process that allows bidders to submit protests after the announcement of the apparent successful bidder (ASB).

The purpose of this process is to allow WDFW to correct evaluation process errors and problems before a contract is executed. After the announcement of the ASB, the WDFW solicitation point of contact must offer a debriefing conference to any bidder upon request.

Bidders must request a debriefing conference within three (3) business days after the ASB is announced. In order to submit a protest for a solicitation:

• The bidder must have submitted a response for that solicitation;

• The bidder must have participated in a debriefing conference for that solicitation;

• The protest must be received by the WDFW solicitation point of contact by e-mail or letter within (5) business days after the bidder’s debriefing conference; and

• The protest must be in writing and clearly articulate the basis for the protest.

Bidders may submit a protest on the following issues for a solicitation:

• A matter of bias, discrimination, or conflict of interest on the part of an evaluator;

• Errors in computing the scores; or

WDFW RFP Page 11 of 21

• Non-compliance with procedures described in the procurement document or agency protest process.

The WDFW Chief Financial Officer is responsible for investigating and responding to the protest in writing within 10 business days from receipt of the protest, unless additional time is needed.

If additional time is needed the WDFW Chief Financial Officer will notify the protesting bidder within 10 business days from receipt of the protest. The WDFW Chief Financial Officer’s decision regarding a protest is final.

8. RFP EXHIBITS

Exhibit A Checklist for Responsiveness Exhibit B Certification and Assurances Exhibit C Vendor Certification Executive Order 18-03 Exhibit D Bidder Questionnaire Exhibit E Bidder Profile Exhibit F General Terms and Conditions Exhibit G Scope of Work

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Exhibit A

CHECKLIST FOR RESPONSIVENESS

A cover letter of no more than 400 words, signed by a person authorized to bind the proposing organization to a contract, summarizing the most important elements of the proposal.

A signed copy of the Certifications and Assurances document (Exhibit B), signed by a person authorized to bind you or your organization to a contract.

A signed copy of the Vendor Certification Executive Order 18-03 document (Exhibit C), signed by a person authorized to bind you or your organization to a contract.

Your company’s response to Bidder Questionnaire (Exhibit D); and

A completed Bidder Profile (Exhibit E), including information about subcontractors.

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Exhibit B

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

WDFW RFP Page 14 of 21 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

PLACE OF SIGNATURE

TITLE DATE

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Exhibit C

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 ENTITY NAME OF FIRM

dba, if applicable ____________________________________________________

By: __________________________________

SIGNATURE OF AUTHORIZED PERSON

Title: ________________________________

TITLE OF PERSON SIGNING CERTIFICATE

Date: ________________________________

PRINT NAME OF PERSON MAKING CERTIFICATIONS FOR FIRM

Place: ________________________________

PRINT CITY AND STATE

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Exhibit D

Bidder Questionnaire

Instructions to Bidders: Please ensure that you have included the following information in your response, as these are the items that will be used to evaluate your response:

Approach and Methodology

In 5 or fewer pages, provide a complete description of the Bidder’s proposed approach and methodology for the project. This section should convey the Bidder’s understanding of the proposed project and must address resources proposed for use in the project.

Project Plan and Schedule

In 5 or fewer pages, provide a detailed project plan and schedule to complete the Scope of Work. This section must contain sufficient detail to convey to members of the evaluation team the Bidder’s knowledge of the subjects and skills necessary to successfully complete the project. Include any required involvement of WDFW staff. The Bidder may also present any creative approaches that might be appropriate and may provide any pertinent supporting documentation. Fully describe deliverables to be submitted under the proposed contract.

Company Experience

In 2 or fewer pages, describe a similar project or projects completed in the last five years by the Bidder submitted for this RFP. Include the outcomes achieved for the customer.

Identify this customer and provide contact information (name, telephone, email, etc.) for this customer.

Proposed Staff and Subcontractors Experience and Qualifications

Identify Consultant staff, including subcontractors, who will be assigned to the potential contract, indicating the responsibilities and qualifications of such personnel, and include the amount of time each will be assigned to the project. Described the proposed Consultant staff’s experience as it relates to the Mandatory and Desirable section listed above.

Provide a résumé for each staff person submitted for this project, including subcontractors if applicable (include company names and phones numbers worked for past three years for each individual). If any staff or subcontractors are currently or previously employed by Washington State during the last 24 months please identify the agency, the position and separation date.

If any staff or subcontractors are currently or previously employed by Washington State during the last 24 months please identify the agency, the position and separation date.

Cost Proposal Provide a cost proposal that identifies all costs by tasks/subtasks identified in the Scope of Work, including expenses to be charged for performing the services necessary to accomplish the objectives of this RFP. The Bidder is to submit a fully detailed budget including staff costs, administrative costs, travel costs, and any other expenses necessary to accomplish the tasks and to produce the deliverables under the proposed contract.

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Exhibit E

BIDDER 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 services resulting from this procurement, but not 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 RFP.

1. Customer:

Contact:

2. Customer:

Contact:

3. Customer:

Contact:

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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 #

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Exhibit F

GENERAL TERMS AND CONDITIONS

See the inserted document below

Exhibit E - sample terms and conditions.docx

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Exhibit G

SCOPE OF WORK

As a third-party neutral facilitator, the Contractor will provide the following services under the work order resulting from this procurement. Assumptions have been included in order to allow proposers the opportunity to estimate the amount of effort required and provide a firm fixed price for their proposal.

1. One-Time Orientation and Background Meeting with WDFW Staff. Before facilitating the first meeting the Contractor will meet with representatives of the WDFW Wolf Team to be briefed on current wolf-related topics and discuss potential goals of the facilitation process.

Assumptions

a. A two (2)-hour meeting with representatives of the WDFW Wolf Team via video conferencing.

2. Video Conference Call Planning and Follow Up Meetings with WDFW. Prior to each WAG meeting, the Contractor will participate in at least one video conference call meeting with WDFW staff. The purpose of the call is to establish goals and objectives for the next WAG meeting, and to develop and review materials.

Assumptions

a. Three (3) hours for planning by video conference with WDFW staff prior to each meeting.

b. Thirty (30) minute bi-weekly video conference meetings with WDFW wolf and grizzly bear policy lead.

3. Facilitate WAG Meetings. After the planning meeting, distribute approved agenda and meeting materials, conduct outreach with WAG members, facilitate the WAG meeting, and prepare and distribute meeting summaries. Meeting dates will be selected and scheduled in coordination with WDFW staff.

a. Option A: Two hybrid meetings per fiscal year and one video conference meeting per fiscal year.

b. Option B: Two hybrid meetings per fiscal year and two video conference meetings per fiscal year.

Assumptions

a. Thirty-eight (38) hours of facilitator time per meeting to prepare, conduct, and summarize meeting using the following assumptions:

i. Meetings are expected to be twelve (12) hours in duration, split between two days.

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ii. Twenty (20) hours of facilitator time to conduct outreach (distribute agenda and meeting materials) and follow-up with advisory committee members by phone before and after each meeting.

iii. Up to four one (1) hour meetings with task groups between WAG meetings

iv. Six (6) hours of facilitator time to prepare and distribute meeting notes after each meeting.

b. WDFW will reimburse the Contractor for allowable travel costs (mileage, lodging and per diem (if meals not provided at meeting) to meeting location) at the current State of Washington government rates; these rates are located at:

https://ofm.wa.gov/accounting/administrative-accounting-resources/travel. Eight (8) hours average per meeting

c. WDFW will coordinate meeting logistics including facility reservations, refreshments and provided meals, and set up/tear-down; develop/distribute any promotional materials to the general public; and manage all media outreach and inquiries.

4. Assist with the recruitment of new WAG members. Confirm recruitment strategy with WDFW staff; track, confirm receipt, and compile "applications" received by WDFW;

schedule and conduct virtual first round interviews (30-45 minutes each); synthesize responses and prepare a Round 1 recommendation for up to ten Round 2 reviews by WDFW staff. Provide orientation for new WAG members. (4 hours per session for new members)

5. Additional Communication. The level of social conflict will likely vary throughout this work period. There may be a need to responsive to WAG or staff member to address a specific issue.

Assumptions

i. Up to fifteen (15) hours of additional phone calls.

https://ofm.wa.gov/accounting/administrative-accounting-resources/travel