252759CG_Solicitation_Documents.pdf

REQUEST FOR PROPOSALS (“RFP”) – PART I

RFP Template Revised 02/10/25 Page 1 of 5

RFP #: 252759CG RFP TITLE: Sarasota County Community Wildfire Protection Plan

1.0 PURPOSE

Sarasota County (“County”), a political subdivision of the State of Florida, will receive proposals on the date indicated in OpenGov Procurement (OpenGov), the County’s electronic procurement portal, for the purpose of selecting a qualified Proposer to establish a Community Wildfire Protection Plan (CWPP)

Proposers are required to comply with Part II, Scope of Services.

OpenGov is located at https://procurement.opengov.com/portal/scgov

2.0 PROPOSER

2.1 For the purpose of this RFP, the term “Proposer” is defined as the legal entity submitting a proposal.

2.2 Proposers intending to submit a bid as a joint venture with another company must provide documentation attesting to the formation of that joint venture with their submittal. For purposes of this solicitation, all vendors who make up the joint venture will be considered together as the Proposer.

3.0 QUALIFICATIONS

The Proposer must demonstrate experience developing and implementing Community Wildfire Protection Plans (CWPPs), including community engagement and coordination with local fire authorities.

4.0 MEETINGS & SCHEDULE

An anticipated schedule is provided in the Timeline posted in OpenGov. All meetings will take place at the time, date, and location specified in the solicitation Timeline. Short-listed Proposers should be prepared to attend presentations and/or interviews either in Sarasota, Florida or virtually, at the County’s discretion.

5.0 SUBMITTAL INSTRUCTIONS

Refer to Submittal Instructions section in OpenGov for instructions on how to submit a proposal. Proposers are advised to review the General Terms and Conditions of Solicitations which are available in OpenGov.

6.0 VENDOR QUESTIONNAIRE

6.1 All proposers must complete the required forms and information included in the Vendor Questionnaire section of OpenGov. Completed forms and other requested documents must be uploaded with proposer’s submittal in OpenGov. Proposers who fail to complete and upload required forms and documents or fail to provide responses to questions in the Vendor Questionnaire section of OpenGov may be found non-responsive.

6.2 Grant Documents

This project includes Community Wildfire Defense Grant (CWDG) funding through the U.S. Department of Agriculture (USDA) Forest Service. All applicable grant documents will be included in OpenGov. Grant documents

RFP Template Revised 02/10/25 Page 2 of 5 that require Proposer’s signature will be available in the Vendor Questionnaire section.

7.0 WRITTEN PROPOSALS

The information requested in each section below will be used by the evaluation committee to evaluate and score written proposals. All proposal documents must be submitted in the Vendor Questionnaire section in OpenGov in the format requested.

7.1 Qualifications

7.1.1. Single page Letter of Interest summarizing Proposer’s

qualifications.

7.1.2. Resumes of key personnel, including subcontractors, demonstrating individual qualifications and experience

7.2 Experience

7.2.1. Narrative – Provide a narrative that describes the Proposer’s experience, including, but not limited to the number of years in business, pertinent capabilities, and evidence of experience and resources necessary to successfully provide the requested services.

7.2.2. References – Provide a minimum of three (3) project references.

Include customer name, a brief description of the services provided, contract start and end dates, and the name, email, and telephone number of a contact person who can verify information

7.3 Approach

7.3.1. Project Approach - Provide a detailed project approach, including the proposed strategy for providing the requested services.

Anticipated resources, including, but not limited to, staffing levels, technology and equipment should be provided.

7.3.2. Schedule/Timeline – Provide a graphical representation of the proposed schedule/timeline indicating major milestones and deliverables.

7.3.3. Organization – Provide an organizational chart identifying all key personnel and their role in the providing the requested services.

7.4 Compensation

Provide a compensation model for positions used to perform requested services including a proposed cost for the project.

8.0 SELECTION PROCESS

8.1 Written Proposals

8.1.1. All timely responses meeting the criteria set forth in this RFP shall be considered by the County.

RFP Template Revised 02/10/25 Page 3 of 5

8.1.2. Written proposals will be evaluated and scored using the evaluation criteria in the Evaluation Criteria section of OpenGov.

8.1.3. Only proposers who submit required documentation will be eligible to receive Local and American Preference points.

8.1.4. When evaluating written proposals, the evaluation committee will use the scale below to score each criterion. Only whole numbers are to be used when scoring. Scores will be given weight as indicated in the evaluation criteria in OpenGov.

Score Description

5 Excellent

4 Very Good

3 Good

2 Satisfactory

1 Unsatisfactory

0 N/A

8.2 Presentations

8.2.1. If any member of the evaluation committee requests presentations, presentations shall be scheduled.

8.2.2. If presentations are requested or required, the evaluation committee shall determine the number of Proposers to be short-listed for presentations prior to scoring. The format of presentation will be determined by the County and may consist of presentations, interviews, or a combination of presentations and interviews.

Presentations will be required from no fewer than the three highest scoring Proposers (or all responsive and responsible Proposers if there are 3 or fewer) under the following circumstances.

1. The estimated costs of services are in excess of $350,000 (either annually or for the total project); or

2. Scoring results in 5 points or less between the highest scoring proposer and the 2nd highest scoring proposer; or

3. The solicitation documents specify that presentations or interviews will be required.

4. The Procurement Official has determined that presentations are required for this solicitation.

If this box is checked, the Procurement Official has determined that presentations are required for this solicitation

RFP Template Revised 02/10/25 Page 4 of 5

8.3 Ranking

Following presentations, the evaluation committee will rank the short-listed proposers. The ranking shall be based on the written proposals, clarifications (if any), and information presented during presentations.

8.4 Evaluation Committee Recommendation of Award

8.4.1. If presentations are not requested or required, the evaluation committee will recommend the highest scoring Proposer for award.

8.4.2. If presentations are requested or required, following presentations the evaluation committee will rank the short-listed Proposers, and recommend the first ranked Proposer for award.

9.0 AWARD

9.1 It is the intent of the County to award a contract to the Proposer(s) who, in the sole opinion of the evaluation committee is most qualified to provide the scope of services required and will provide the best value to the County.

9.2 The County reserves the right to contract for a term less than or greater than the duration indicated in OpenGov.

9.3 The successful Proposer(s) shall be required to submit proof of licenses or certifications as required by the County.

9.4 In the event of a tie, the RFP tie-breaking procedures identified in the Sarasota County Procurement Manual will apply. To be considered, tied Proposers will be required to provide documentation certifying they have implemented a drug-free workplace program meeting the requirements stipulated in Section 287.087, Florida Statutes. Documentation must be provided within the time specified by the County at the time of request.

9.5 Preferences

Proposers wishing to be considered for Local Business Preference or American Business Preference must complete and submit a Local & American Business Certification Form with their submittal. The Local & American Business Certification Form can be found in the Vendor Questionnaire section of OpenGov.

In awarding this RFP, preference shall be given to local businesses and American businesses in accordance with Section 2-215 of the Sarasota County Procurement Code.

Local and American business preferences do not apply to the award of this RFP, due to Grant funding requirements

9.6 Contract

A draft of the contract that the successful Proposer(s) will be expected to sign (a Consultant Agreement) is posted on the Procurement website, shown below. The County may, in its sole discretion, select a different contract type or make revisions to the one referenced above following the recommended award of this solicitation.

RFP Template Revised 02/10/25 Page 5 of 5 https://www.scgov.net/government/procurement/contract-templates

10.0 CHANGES IN KEY PERSONNEL

10.1 A change in the key personnel of a short-listed firm after the submission of the response to this RFP could result in reconsideration of the scoring of applicable evaluation criteria, at the sole discretion of the County.

10.2 Any changes in the key personnel of a short-listed firm should be brought to the attention of the County as soon as possible after the change is made.

The changes, the reasons for the changes, and resumes for the individuals being substituted for an individual identified in the response, must be submitted, prior to oral presentations, to the Procurement Analyst identified on the Solicitation Summary.

10.3 Decreases in scoring may result from the reconsideration of changes in the key personnel of a short-listed firm. No increases in scoring will result from the reconsideration of changes in the key personnel of a short-listed firm.

10.4 After award of a contract, the successful Proposer shall not be allowed to substitute key personnel named in this response, including subcontractors, without the prior written permission of the County. Substitution may, in the sole opinion of the County, be grounds for cancellation of selection, or termination of contract.

PART II

SCOPE OF SERVICES

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1. Overview

1.1 Sarasota County (County) recently applied for and was awarded grant funding under the United States Department of Agriculture (USDA) and United States Forest Service (USFS) Community Wildfire Defense Grant Program to complete a Community Wildfire Protection Plan (CWPP). This is the first time the County will complete a comprehensive CWPP for Sarasota County.

The Consultant shall establish and work with a Sarasota County-Wide Wildfire Advisory Working Group (Advisory Group) with representatives consisting of but not limited to:

1.1.1 Sarasota County Departments

1.1.2 Cities of Sarasota, North Port, Venice, Longboat Key

1.1.3 Englewood Fire District

1.1.4 Florida Forest Service

1.1.5 Florida State Parks

1.1.6 Southwest Florida Water Management District

1.1.7 Sarasota County Cattlemen’s Association

1.1.8 Additional community stakeholders

1.2 The Consultant shall work with the Advisory Group to establish goals for this effort, including but not limited to:

1.2.1 Develop implementation guidelines and directives for Wildland Urban Interface (WUI)/Firewise standards.

1.2.2 Develop building code recommendations for home hardening, referencing the current building code adopted and what needs to be augmented to meet standards.

1.2.3 Establish forestry and open land management best practices to implement in the County.

1.2.4 Assist and coordinate workgroups and participation by older adults, community members with disabilities, and disadvantaged community populations.

1.2.5 Assist in developing fire protection code language to address needs and gaps.

1.2.6 Comply with all federal guidelines regarding USDA and USFS CWPP Community Wildfire Defense Grant implementation requirements

1.3 The County expects to have this process completed with the final closeout report issued prior to October 31, 2029. The Consultant schedule and operational timeline will be created to ensure the process meets expectations and benchmarks requested.

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2. Background and Purpose

2.1 The Sarasota County Board of Commissioners secured this grant to create a CWWP that fully aligns with the priorities and expectations of County staff, local fire officials, County residents, local and County government entities, businesses, State of Florida, USDA, and the USFS.

The Board of County Commissioners wishes to protect the County and meet the expectations of its various constituent groups in the most effective and cost-effective way. Aligning a CWWP with these expectations will help ensure long-term success.

2.2 The purpose of this project is to:

2.3 Develop a CWPP that is collaborative, data-driven, and consistent with federal guidelines,

2.4 Implement community-based wildfire mitigation activities that reduce wildfire risks to people, property, and resources.

2.5 Strengthen local capacity for wildfire preparedness and resilience.

3. Project Goals

3.1 Goal 1: Prepare a CWPP that identifies wildfire hazards, community values at risk, and prioritized mitigation strategies.

3.2 Goal 2: Identify and implement landscape-level mitigation activities consistent with CWPP priorities.

3.3 Goal 3: Engage community stakeholders and local governments in wildfire defense planning.

3.4 Goal 4: Increase public awareness and education on wildfire risk reduction.

3.5 Goal 5: Promote alignment with state, tribal, and federal wildfire strategies.

4. Key Tasks and Overarching Deliverables

4.1 Project Planning and Coordination

4.1.1 Establish a project team, timeline, and communication plan. Conduct kickoff meetings with key stakeholders.

4.1.2 Deliverable: Project management plan; stakeholder contact list;

project timeline.

4.2 Community Risk Assessment

4.2.1 Conduct a comprehensive wildfire risk assessment using spatial data, fuel modeling, and field validation.

4.2.2 Deliverable: Risk assessment report; wildfire hazard map

4.3 Stakeholder Engagement

4.3.1 Coordinate with local agencies, landowners, tribes, NGOs, fire departments, and emergency managers through workshops, surveys, and meetings.

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4.3.2 Deliverable: Stakeholder engagement log; meeting summaries

4.4 CWPP Development

4.4.1 Draft CWPP per Healthy Forests Restoration Act (HFRA) and USFS guidance. Must include risk analysis, values at risk, mitigation actions, and implementation plan.

4.4.2 Deliverable: Draft CWPP; Final CWPP approved by stakeholders

4.5 Wildfire Mitigation Projects

4.5.1 Identify and implement community-prioritized projects such as fuel breaks, defensible space treatments, ingress/egress clearing, or prescribed fire.

4.5.2 Deliverable: List of mitigation projects; project implementation reports

4.6 Public Outreach and Education

4.6.1 Develop and distribute educational materials, conduct community wildfire preparedness events, and promote Firewise USA® principles.

4.6.2 Deliverable: Outreach plan: materials produced; event summaries

4.7 Monitoring and Reporting

4.7.1 Establish metrics and perform monitoring and evaluation of mitigation projects. Submit quarterly and final reports to USDA-USFS.

4.7.2 Deliverable: Monitoring reports; grant compliance documentation;

final project report

5. Specific Project Management Deliverables

5.1 The Consultant will identify and establish the Advisory Group with the members proposed above.

5.2 The Consultant will work with the Advisory Group to develop a project plan and schedule.

5.3 The Consultant will develop a work plan to guide project activities and communications.

5.4 The Consultant will conduct an orientation and multiple in person briefing sessions for the Advisory Group, Board of County Commissioners and key stakeholders on project goals and the potential outcomes. Consultant will:

5.4.1 Contact group members, manage and schedule all meetings.

5.4.2 Create a detailed work plan outlining the project scope, general methodology, and project timeline.

5.4.3 Create, manage, and maintain project meeting agendas, notes, summaries, project team action items, and next steps.

5.5 The Consultant must be available for presentations to the Board of County Commissioners, including, but not limited to, a presentation of the final version of the CWPP developed through this project.

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5.6 Development and implementation of techniques/initiatives to promote public involvement designed to engage the community, stakeholders, and the Advisory Group and Board of Commissioners throughout the process is critical.

5.7 Deliverables are CWPP for Sarasota County including a real time active internet web-based site outlying mitigation efforts, live fuel conditions influencing Wildfire Risk with real time Hazard severity from Low to Extreme, incidents impacting the community. Additionally, this includes warehousing associated community data and risks accessible by citizens and businesses to access and utilize to strengthen their resilience.

5.8 CWPP Final plan and product should additionally include the following USDA/USFS grant requirements:

5.8.1 Establishing Community Risk Map

5.8.2 Developing Community Risk Assessment

5.8.3 Establish Community Hazed Reduction Priorities and

Recommendations Reduce Structural Ignitability Protecting One or More at Risk Communities and Essential Infrastructure

5.8.4 Develop An Action Plan and Assessment Strategy Recommending Measures That Homeowners Can Take to Reduce the Ignitability of Structures Throughout the Area Addressed by the Plan.

5.8.5 Recommendations for the timeline for reassessing the CWPP for revision.

5.9 CWPP Required USDA Grant status and progress reports shall be completed by the Consultant and reviewed by Sarasota County prior to submission to

USDA.

6. Timeline

The project will be conducted over a period of 24 months, with quarterly reporting milestones and mid-project reviews. Phases are overviews and inclusive of specific deliverables listed above as appropriate for each phase. The timeline work breakdown structure will follow the phases below:

6.1 Phase 1 – Discovery

6.1.1 Complete an inventory of Sarasota County programs, partnerships, and collaborations to advance the safety, health, prosperity and economic welfare of county residents and businesses.

6.1.2 Identify state and local studies, reports, and analysis that will assist in the assessment of local vulnerabilities and recommended mitigation measures.

6.1.3 Conduct stakeholder interviews and/or focus groups with key leaders and constituencies including, for example: Board members; County staff; local government chief executives; local business leaders; local citizen groups, to assess fire risk and potential mitigation measures.

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6.1.4 Compile, analyze, and present available fire risk data for Sarasota County's communities.

6.2 Phase 2 - Develop Project Plan and Schedule

6.2.1 Confirm Sarasota County's list of communities or modify it, as appropriate.

6.2.2 Assess the risk for each community.

6.2.3 Prepare a schedule for plan development based on relative community risk and establish the community Risk Map. Develop community risk assessment.

6.2.4 Share the plan development methodology to be used in preparing the plans.

6.3 Phase 3 – Implementation Of The Project Plan

Develop plans per the schedule involving all constituent groups and the Advisory Group.

6.4 Phase 4 - Obtain Approval of Plans and Implement

Present proposed plans and deliverables to the Board of County Commissioners for adoption and implementation.

7. Roles and Responsibilities

7.1 Stakeholders: Participate in stakeholder/community meetings, planning sessions, review draft CWPP, and support mitigation implementation.

7.2 Community: Participate in Community engagement meetings.

7.3 Consultant: Conduct technical assessments, outreach, and fuel mitigation projects. Provide all requested deliverables. Provide structure, oversight, and deliverables as identified to all stakeholder meetings, community meetings, and presentations to elected officials.

8. Budget and Resources

A detailed budget for consultant services will be developed and submitted by the Consultant in alignment with USDA CWDG program requirements/limitations and based on approved cost categories.

9. Compliance and Reporting

The project must comply with:

9.1 Healthy Forests Restoration Act (HFRA)

9.2 National Environmental Policy Act (NEPA)

9.3 USFS CWPP and CWDG Guidelines

9.4 Federal grant reporting requirements (2 CFR Part 200)

The Consultant will produce and submit quarterly performance and financial reports, a final comprehensive report, and close-out documentation report to

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Sarasota County to review prior to submission in accordance with USDA/USFS requirements.

10.Performance Metrics

Success will be measured by:

10.1 Completion of quarterly reports and reporting congruent with USDA/USFS

10.2 Completion and adoption of CWPP by the Sarasota County Board of County Commissioners

10.3 Identify the number of acres treated or protected through mitigation

10.4 Identify the number of stakeholders engaged

10.5 Increase in public awareness and preparedness for Wildfire/WUI

10.6 Online real time all-inclusive web site accessible to the community is in service

10.7 Ensure Compliance with grant milestones and financial oversight

PART III – INSURANCE REQUIREMENTS

Insurance Template 1 Revised 05/13/16 Page 1 of 2

CONTRACTOR’S INSURANCE

Contractor shall, on a primary basis and at its sole expense, maintain in full force and effect, at all times during the life of this Contract, insurance coverage (including endorsements) and limits as described herein. These requirements, as well as the County’s review or acceptance of insurance maintained by Contractor, are not intended to and shall not in any manner limit or qualify the liabilities or obligations assumed by Contractor under this Contract.

Insurance requirements itemized in this Contract and required of the Contractor shall extend to all subcontractors to cover their operations performed under this Contract.

The Contractor shall be responsible for any modifications, deviations, or omissions in these insurance requirements as they apply to subcontractors.

Insurance carriers providing coverage required herein must be licensed to conduct business in the State of Florida and must possess a current A.M. Best’s Financial Strength Rating of A- Class VII or better.

Each insurance policy required by this Contract shall apply separately to each insured against whom claim is made and suit is brought, except with respect to limits of the insurer’s liability.

The Contractor shall be solely responsible for payment of all premiums for insurance contributing to the satisfaction of this Contract and shall be solely responsible for the payment of all deductibles and retentions to which such policies are subject.

Contractor shall furnish Certificates of Insurance to the County Administrative Agent evidencing the types and amounts of coverage, including endorsements, required by this Contract prior to commencement of work and prior to expiration of the insurance contract, when applicable. Such Certificate(s) of Insurance shall, to the extent allowable by the insurer, include a minimum thirty (30) day notice of cancellation (10 days for non-payment of premium) or non-renewal of coverage. Notwithstanding these notification requirements, the Contractor will be required to provide County with 5-day prior written notice of any policy cancellation or non-renewal.

The County reserves the right to review, modify, reject, or accept any required policies of insurance, including limits, coverage, or endorsements, herein from time to time throughout the term of this Contract. County reserves the right, but not the obligation, to review and reject any insurer providing coverage due to its poor financial condition or failure to operate legally.

A. WORKERS’ COMPENSATION: Contractor agrees to maintain Workers’ Compensation insurance in accordance with Florida Statutes, Chapter 440.

Employers Liability to be included with a minimum limit of $500,000.00 per accident/per disease/per employee. If work is to be performed over or adjacent to navigable water and involves maritime exposure, applicable LHWCA, Jones Act, or other maritime law coverage shall be included.

PART III – INSURANCE REQUIREMENTS

Insurance Template 1 Revised 05/13/16 Page 2 of 2

In the event the Contractor has “leased” employees, the Contractor or the employee leasing company must provide evidence of a Workers’ Compensation policy for all personnel on the worksite.

Contractors who are exempt from Florida’s Workers’ Compensation law must provide proof of such exemption issued by the Florida Department of Financial Services, Bureau of Workers’ Compensation.

B. COMMERCIAL GENERAL LIABILITY: Contractor agrees to maintain Commercial General Liability per ISO form CG0001 or its equivalent, including but not limited to coverage for premises and operations, personal injury, products & completed operations, liability assumed under an insured contract, and independent contractors with limits of not less than $1,000,000.00 each occurrence, $2,000,000.00 aggregate covering all work performed under this Contract. Contractor agrees to endorse Sarasota County Government as an additional insured on the Commercial General Liability coverage.

C. BUSINESS AUTOMOBILE LIABILITY: Contractor agrees to maintain Business Automobile Liability with limits not less than $1,000,000.00 combined single limit for each accident covering all Owned, Non-Owned & Hired automobiles used in the performance of this Contract. In the event Contractor does not own automobiles, Contractor agrees to maintain coverage for Hired & Non-Owned Auto Liability, which may be satisfied by way of endorsement to the Commercial General Liability policy or separate Business Auto Liability policy.

If the Contractor is shipping a product via common carrier, the contractor shall be responsible for any loss or damage sustained in delivery/transit.

D. PROFESSIONAL LIABILITY: Consultant agrees to maintain Professional Liability insurance, or equivalent Errors & Omissions Liability insurance, with limits not less than $1,000,000 per claim/occurrence and in the aggregate for professional services rendered under this contract. If coverage is written on a claims-made basis: a. Any retroactive date shall precede the effective date of this contract; b. Consultant shall provide certificates of insurance evidencing the required coverage for a period of two years after final payment under this contract is made, or provide evidence showing Consultant has obtained a two year extended reporting period endorsement.