CD facilitation RFI final.pdf

April 18, 2025

REQUEST FOR INFORMATION (RFI)

Conservation District Facilitation

ANNOUNCEMENT

The Washington State Conservation Commission (SCC) is in the process of developing specifications for a potential contract for services that may include facilitation, training, outreach and education with conservation districts and state government. SCC is requesting input from the vendor community to inform the development of a scope of work and contract.

BACKGROUND

This Request for Information (RFI) is open to vendors interested in contracting with SCC to work with stakeholders to provide services such as facilitating legislative conversations between local and federal government, legislative tours, meeting organization, and conservation district supervisor trainings. During the 2025-26 fiscal year, SCC will be seeking to enter a contract with a firm with the capacity to complete the scope of work in the desired timeline. This contract is anticipated to begin July 1, 2025, and run through June 30, 2026, with up to three (3) optional 1-year extensions. Any entity interested in applying for a future contract should have knowledge and/or prior experience in the areas of event management, facilitation, training, and government relations.

Funding for this potential contract comes from SCC’s general fund. This will be a fixed price contract based upon completion of deliverables.

WASHINGTON STATE CONSERVATION COMMISSION

The mission of SCC is to conserve natural resources on all lands in Washington state, through voluntary and incentive-based programs, in collaboration with conservation districts (CDs) and other partners.

POTENTIAL CONTRACT SCOPE OF WORK

Scope of Work Period of Performance: July 1, 2025 – June 30, 2026

SCC requires a contractor that will lead development of several different activities that pertain to Washington state’s conservation district supervisors. The contractor will lead in the development of trainings for supervisors across the state, plan an annual meeting for the supervisors to attend, and help with government education at the state and federal levels. A successful vendor must have expert knowledge of conservation districts functions, issues, challenges, supervisor appointment process, and elections. Vendor should have technical knowledge of how conservation districts function internally and within their communities. Vendors should have knowledge of government laws and policies that effect districts. Vendor should have knowledge of National Association of Conservation District (NACD) training program.

Vendor Minimum Qualifications:

• Relationship with conservation districts

• Experience with conservation district’s technical functions

• Knowledge of relevant laws and issues impacting conservation districts

• Knowledge of NACD and knowledge of necessary trainings to meet NACD training standards

1. Meetings

Per RCW 89.08.070(2) and (14), SCC is to keep (conservation district) supervisors apprised of issues affecting conservation districts. Also, per RCW 89.08.030 the three elected commission members shall be elected for three-year terms, one shall be elected each year by the district supervisors at their annual statewide meeting.

The vendor will deliver an annual event where all elected and appointed conservation district supervisors can gather to hear presentations and to discuss and propose solutions to issues of mutual concern. The annual event may also offer conservation district training opportunities. The annual meeting is the venue for the annual commissioner election.

The meeting and trainings shall serve to inform conservation district supervisors, build partnerships, and enhance the working relationships of conservation district partners and participants.

1.1 Annual Conservation District Supervisors Meeting, to be held in December 2025

Deliverables due December 30, 2025:

i. The vendor will be responsible for securing a meeting location and handling meeting logistics.

ii. The vendor will engage SCC as part of the planning committee for the conservation district supervisor’s annual meeting and share detailed agendas for all sessions before the meeting.

iii. The vendor will coordinate with SCC on at least four hours of dedicated conference programming for SCC to interact with participants.

iv. The supervisor meeting will provide the venue for the election of the regional conservation district supervisor to the Washington State Conservation Commission Board of Commissioners.

v. SCC will be provided exhibition space during the event.

2. Conservation District Supervisor Engagement, Training, Leadership Development, and Recruitment

The success and reliability of locally led conservation planning and effective conservation district supervisor participation depends on informed leadership, supervisor engagement, and information sharing. Training and outreach will include issues affecting conservation districts, leadership development, and effective communication, as well as other identified training needs.

2.1 Supervisor engagement & leadership development

i. During the first 6 months of the fiscal year, the vendor will provide a supervisor engagement strategy to be approved by the SCC executive director (or delegate). This strategy should include at least three (3) supervisor trainings that will be completed during the second part of the fiscal year.

ii. The vendor and SCC will meet quarterly to develop a strategy for supervisor engagement that will be presented to SCC and approved by the executive director.

2.2 Training

i. All trainings outlined in the strategy set out in section 2.1 need to be completed by the end of the fiscal year.

ii. The vendor will work with conservation partners like the National Association of Conservation Districts and the Natural Resource Conservation Service to promote training and create a plan for Washington state to meet the gold standard of training according to NACD’s process https://www.nacdnet.org/general-resources/district-officials-training-program-recognition/ by the end of the fiscal year.

2.3 Conservation district education and outreach

i. The vendor will work with SCC’s executive director (or delegate) to create strategies for promotion of the yearly Conservation Month and the Ripple Effect awareness efforts. A plan would be created within the first six months of the fiscal year and executed within the last 6 months.

3. Communicating Priorities of the State Conservation Partnership

The vendor will perform as the lead for the Washington State Conservation Partnership and vendor will lead planning for Washington’s participation in the National Association of Conservation Districts (NACD) Annual Washington D.C. spring fly-in event and the Legislative Education and Outreach Event in Olympia during the legislative session.

3.1 Fly-in event in Washington D.C. occurs in March each year

Deliverables due March 30, 2026:

i. The vendor will schedule congressional, federal agency, and stakeholder appointments for representatives of the Washington State Conservation Partnership during the National Association of Conservation Districts https://www.nacdnet.org/general-resources/district-officials-training-program-recognition/ https://www.nacdnet.org/general-resources/district-officials-training-program-recognition/

(NACD) Annual Washington D.C. spring fly-in event.

a. Meetings will include the federal conservation agency leadership.

(Undersecretary USDA-FPAC)

ii. The vendor will assemble, print and transport congressional meeting packets for the state’s 10 congressional representatives and two senate representatives.

3.2 Education and Outreach to the State Legislature

Deliverables due April 30, 2026:

i. The vendor will schedule conservation districts and conservation district supervisors’ meetings with legislators in Olympia during the legislative session.

The vendor will prepare meeting packets that include information provided by

SCC.

ii. The vendor will conduct a minimum of three (3) legislative tours in partnership with conservation districts to educate state, federal, and/or local officials during the interim. The vendor will work with SCC staff in planning for the legislative tours and will invite SCC to participate in the tours. The vendor will provide a summary of the tour including topics discussed, locations/projects visited, and a participant list to SCC policy staff.

4. Final report to SCC

A final report is due to SCC from the vendor detailing all the actions taken during the life of this contract.

4.1 Final or annual report to delivered to SCC staff

Deliverables due June 30, 2026:

i. A contract final report will be produced by the vendor for SCC. The report should include all relevant details on deliverables for each of the pieces of work noted above as well as a final report of all activities and accomplishments during the contract period. The report will need be delivered to SCC by June 30, 2026.

QUESTIONS

Responses to this RFI should be submitted electronically no later than May 5, 2025, at 11:59 a.m.

(noon). Responses can be submitted by filling out this Word document and emailing it to Nboyes@scc.wa.gov.

1. Entity name (optional):

2. Would you like us to contact you, or would you like to receive updates? If yes, please provide your email address.

mailto:Nboyes@scc.wa.gov

3. Describe your knowledge and experience with Washington Conservation Districts. Your response should include CD function, issues, challenges, technical knowledge of CD work, knowledge of election process, applicable government laws and policies, special purpose district operational requirements.

4. Explain your experience providing training to conservation district supervisors, elected officials, and leadership and supervisory trainings. Describe your knowledge of the NACD training system.

5. Explain your experience providing facilitation services between conservation districts or other local government entities and state government. Include any experience you have with organizing conservation districts and the resolution process.

6. Please describe your experience with facilitating meetings during the National Association of Conservation Districts (NACD) in Washington DC, including experience planning and facilitating meetings between State representatives, supervisors, and congressional members/staff or federal agency representatives in Washington DC.

7. Please describe any experience your entity has with the NACD, the National Resource Conservation Service (NRCS), conservation districts in Washington state, the Center for Technical Development, as well as any other state conservation organizations or communities.

8. Based on typical hourly rates, what is a reasonable estimated total cost to complete the work as outlined above in the Scope of work?

9. What clarifying information would you need to bid on a solicitation for this work?

10. What resources would your entity need to complete this work, and do you foresee any challenges with accessing those resources?

11. Identify any barriers for your business to bid on this opportunity.

12. Please provide any additional information you believe is relevant to completing this type of service.

13. Where did you learn of this RFI opportunity? WEBS, Agency website, or other?

RFI PROCESS

Responses to this RFI should be submitted electronically no later than May 5 2025, at 11:59 a.m.

(by noon). Responses can be submitted by filling out this Word document and emailing it to Nboyes@scc.wa.gov

A response to this RFI is not a mandatory requirement for participation in any subsequent solicitations released by SCC. The results of this RFI may be used in development of future solicitations. All vendor communications concerning this RFI must be directed to the RFI Coordinator.

Nicole Boyes

RFI Coordinator

Washington State Conservation Commission

564-669-3149

Nboyes@scc.wa.gov

PUBLIC RECORDS

The vendor acknowledges that state agencies are subject to Chapter 42.56 RCW, the Public Disclosure Act. Vendor responses to this RFI will become public record as defined in the RCW. For the purposes of this RFI no information considered confidential or proprietary should be included.

NO OBLIGATION TO CONTRACT

Release of this RFI in no way obligates SCC to award a contract.

TO SUMMARIZE

SCC appreciates your thoughts and input and would also welcome any additional thoughts and comments related to this commodity.

http://apps.leg.wa.gov/RCW/default.aspx?cite=42.56