FMP RFP_FINAL.pdf

RFP # S-62900-00000753- Forest Management Plan RFP

STATE OF OREGON

COVER PAGE

Oregon Department of Forestry (ODF)

FOREST MANAGEMENT PLAN

Request for Proposal (RFP)

RFP# S-62900-00000753

Date of Issue: September 15, 2021

Closing Date: October 14, 2021 at 3:00 PM PDT

Single Point of Contact (SPC): Burke Mayer, Procurement Officer

Address: 2600 State Street, Bldg C.

City, State, Zip Salem, OR 97310 Phone (voice) 503-945-7249 Phone (fax) 503-945-7268 E-mail: burke.mayer@oregon.gov mailto:burke.mayer@oregon.gov

TABLE OF CONTENTS

SECTION 1: GENERAL INFORMATION

1.1 INTRODUCTION

1.2 SCHEDULE

1.3 SINGLE POINT OF CONTACT (SPC)

SECTION 2: AUTHORITY, OVERVIEW, AND SCOPE

2.1 AUTHORITY AND METHOD

2.2 DEFINITION OF TERMS

2.3 OVERVIEW

2.4 SCOPE OF WORK

SECTION 3: PROCUREMENT REQUIREMENTS AND EVALUATION

3.1 MINIMUM REQUIREMENTS

3.2 MINIMUM SUBMISSION REQUIREMENTS

3.3 PROCUREMENT PROCESS

3.4 PROPOSAL CONTENT REQUIREMENTS

3.5 EVALUATION PROCESS

3.6 NEXT STEP DETERMINATION

3.7 COST EVALUATION

3.8 PREFERENCES

3.9 POINT AND SCORE CALCULATIONS

3.10 RANKING OF PROPOSERS

SECTION 4: AWARD AND NEGOTIATION

4.1 AWARD NOTIFICATION PROCESS

4.2 INTENT TO AWARD PROTEST

4.3 APPARENT SUCCESSFUL PROPOSER SUBMISSION REQUIREMENTS

4.4 PERSONAL SERVICES CONTRACT NEGOTIATION

SECTION 5: ADDITIONAL INFORMATION

5.1 OMWESB PARTICIPATION

5.2 GOVERNING LAWS AND REGULATIONS

5.3 OWNERSHIP/PERMISSION TO USE MATERIALS

5.4 CANCELLATION OF RFP; REJECTION OF PROPOSALS; NO DAMAGES

5.5 COST OF SUBMITTING A PROPOSAL

5.6 STATEWIDE E-WASTE/RECOVERY POLICY

5.7 RECYCLABLE PRODUCTS

5.8 CHECKLIST DISCLAIMER ....................................................................................................Error! Bookmark not defined.

SECTION 6: LIST OF ATTACHMENTS

ATTACHMENT A SAMPLE CONTRACT

ATTACHMENT B AFFIDAVIT OF TRADE SECRET

ATTACHMENT C PROPOSER CERTIFICATION SHEET

ATTACHMENT D PROPOSER INFORMATION SHEET

ATTACHMENT E COST PROPOSAL FORM

ATTACHMENT F CERTIFIED DISADVANTAGED BUSINESS OUTREACH PLAN

ATTACHMENT G RESPONSIBILITY INQUIRY

SECTION 1: GENERAL INFORMATION

1.1 INTRODUCTION

The State of Oregon Department of Forestry (ODF or Agency) issues this Request for Proposal (RFP) for technical services associated with the Agency’s development of a Western Oregon Forest Management Plan and corresponding Implementation Plans that will implement Western Oregon Habitat Conservation Plan (HCP) strategies. The goal of this State Forest Division policy, planning, and implementation project is to develop a Forest Management Plan and Implementation Plans that will encompass draft Habitat Conservation Plan strategies to improve certainty around outcomes for timber harvest, conservation, county revenues, and other public values articulated in greatest permanent value, such as recreational, educational and interpretive opportunities.

Any resulting contract term will be valid until August 31, 2023 which is the expected end date of Phases 1 (Forest Management Plan Development) and 2 (Implementation Plan Development) of the project (as described in section 2.4). The contract may be amended for additional two-year periods (biennial). The contract may be amended for extension of time, deliverable quantities, not to exceed compensation amount, and workload each biennial period. The maximum term of any resulting contract including all allowable extensions is twenty (20) years.

ODF reserves the right to negotiate or amend the resulting contract to delete services or to add any services that are within the scope of services stated in this RFP, or extend the duration or not-to-exceed amount, contingent upon the need and availability of funding.

Additional details on the Scope of the goods or services or both are included in the Scope of Work section.

1.2 SCHEDULE

The table below represents a tentative schedule of events. All times are listed in Pacific Daylight Time.

All dates listed are subject to change.

Event Date Time

Solicitation Release September 14, 2021 See OregonBuys

Deadline for Questions/Clarifications September 23, 2021 3:00 PM PDT

Solicitation Protest Deadline September 27, 2021 3:00 PM PDT

Closing Date and Deadline for Submittals October 14, 2021 3:00 PM PDT

Proposals Evaluation (approximate) October 14-21, 2021

Award Notification (approximate) October 22, 2021

Award Protest Deadline October 29, 2021

Contract Execution (approximate) November 1, 2021

Deadline for Deliverables See Sample Contract (Att A)

1.3 SINGLE POINT OF CONTACT (SPC)

The SPC for this RFP is identified on the Cover Page, along with the SPC’s contact information. Proposer shall direct all communications related to any provision of the RFP, whether about the technical requirements of the RFP, contractual requirements, the RFP process, or any other provision only to the

SPC.

SECTION 2: AUTHORITY, OVERVIEW, AND SCOPE

2.1 AUTHORITY AND METHOD

The Agency is procuring the forest management plan technical services pursuant to its authority under

ORS 530.050(4).

Agency is using the Competitive Sealed Proposals method as described in ORS 279B.060 and OAR 137-047-0260. Agency may use a combination of the methods for Competitive Sealed Proposals, including optional procedures: a) Competitive Range; b) Discussions and Revised Proposals; c) Revised Rounds of Negotiations; d) Negotiations; e) Best and Final Offers; and f) Multistep Sealed Proposals.

2.2 DEFINITION OF TERMS

For the purposes of this RFP, capitalized words will refer to the following definitions.

2.2.1 General Definitions

“Addendum” means an addition to or deletion of, a material change in, or clarification of, the RFP.

Addenda shall be labeled as such, issued by Agency, and shall be made available to all interested Proposers as set forth in this RFP.

“Agency” is the Oregon Department of Forestry, used interchangeably with “ODF”.

“Closing Date and Time” or “Bid Opening Date” is the date and time on or before all Proposals must be submitted.

“Contractor” is a person, organization, or governmental entity who submitted a proposal, was selected by ODF as the winning Proposer, and entered into a contract with ODF to perform the work as defined in this

RFP.

“DAS PS” is the State of Oregon, acting by and through its Department of Administrative Services, Procurement Services Office.

“ODF” is the Oregon Department of Forestry.

“Proposal” means Proposal submitted in response to this RFP.

“Proposer” is a person, organization or governmental entity submitting a Proposal.

“RFP” is Request for Proposals, including all documents, either attached or incorporated by reference, and any Addenda thereto, used for soliciting Proposals.

“SPC” is the Single Point of Contact listed on the cover page.

“State” means the State of Oregon.

“Scope of Work” means the general character of the Supplies and Services, the work’s purpose and objectives, and Agency’s expectations. Examples of expectations include, if applicable, a description of the purchase, specifications, tasks (obligations), deliverables, delivery or performance schedule, and acceptance requirements. The Scope of Work helps the prospective Proposers develop the Proposals.

“Statement of Work” means the specific provision in the final Contract which sets forth and defines in detail the agreed-upon objectives, expectations, performance standards, and other obligations.

“Successful Proposer” is the person, organization or governmental entity to which the award is made, used interchangeably with “Contractor”.

2.3 OVERVIEW

2.3.1 Agency Overview and Background

The Oregon Department of Forestry (ODF) was established in 1911. ODF’s mission is to serve the people of Oregon by protecting, managing, and promoting stewardship of Oregon’s forests to enhance environmental, economic, and community sustainability. Through its State Forests Division (The Division), ODF manages over 745,000 acres of state forestlands pursuant to ORS Chapter 530. ODF manages these lands to provide a variety of resource values, including revenue to the Common School Fund, county governments, and local taxing districts; timber harvest volumes to help support jobs and local economies, fish and wildlife habitat, recreation, and education.

The Division is financially self‐sustaining, with the vast majority of its revenue derived from a portion of timber sale receipts. About two‐thirds of all revenues from Board of Forestry lands are distributed directly to counties and the taxing districts where harvests take place. The Oregon Department of Forestry (Department or ODF) retains about one-third of the revenues to invest in future forest management activities. The program receives no General Fund revenues and only very minor amounts of other non-timber revenue.

The Division faces short‐term as well as long‐term challenges. In addition to lack of capacity making it difficult to meet the requirements of existing forest management plans, current staffing has created workloads that are unsustainable over time. Increased surveys for threatened species have added costs, at an estimated $2 million annually, as has an extensive response to recent litigation. In the longer term, the Division faces a significant workload as it strives to evaluate alternative strategies aimed at improving forest management to enhance economic performance to the counties and the taxing districts while continuing to achieve broad policy goals.

2.3.2 Project Overview and Background

• The State of Oregon Department of Forestry (ODF or Agency) issues this Request for Proposal (RFP) for technical services associated with the development of a Western Oregon Forest Management Plan and Implementation Plans that will implement Western Oregon Habitat Conservation Plan (HCP) strategies, and the optimization of these plans through early implementation.

2.3.3 Purpose

The State Forests Division is developing a companion Forest Management Plan (FMP), as well as Implementation Plans (IPs), which will implement HCP strategies. The companion FMP, and corresponding IPs, will be developed simultaneously, yet finalized on a staggered timeline, to ensure State Forests has the necessary planning framework for execution of the HCP and FMP upon approval by the Board of Forestry. The purpose of this RFP is to establish a Personal Services Contract for technical services necessary to support the successful integration of the Western Oregon Habitat Conservation Plan into the State Forest policy and planning framework through the development of a companion Forest Management Plan, and corresponding Implementation Plans, and to provide technical services and support, as needed, for continued implementation and optimization of the FMP and HCP strategies over time.

2.4 SCOPE OF WORK

2.4.1 The high-level phases for this project include:

• Phase 1: Forest Management Plan Development

• Phase 2: Implementation Plans Development o Phases 1 and 2, have an expected end date of August 2023 (day to be determined by ODF) o Proposals will be based on technical services, deliverables and minimum experience required for Phases 1 and 2 as described in Sections 2.4.1 and 2.4.2 and 3.1.2 of this

RFP.

• The initial term of a resulting contract will be for the technical services required in phases 1 and 2. Phase 3: Continuing technical services on an as needed basis for implementation and optimization of the FMP strategies, HCP strategies, and IP’s (minimum duration 8 years with potential extension to 20 years) – o Phase 3 technical services will be requested on an as needed basis as ODF identifies opportunities to optimize FMP and HCP strategies.

o At this time the agency expects the technical services for Phase 3 will be related to the agency developed monitoring plans, transportation planning, communication and internal change management efforts to educate staff on the new planning framework and to support district offices with communicating with impacted communities.

o The key persons identified by the contractor for phases 1 and 2 will be qualified to execute the work described in Section 2.4.2.1 on an as needed basis. If additional key persons and experience are required for Phase 3 the agency will outline the additional requirements in an amendment.

2.4.2 Tasks and Deliverables by Phase

2.4.2.1 Phase 1: Forest Management Plan Development

Contractor shall provide:

• Technical assistance to assess outcomes of the companion FMP that implements HCP strategies that shall include but is not limited to the following:

o Development of spatially detailed forest planning models consistent with data and methods previously implemented by the ODF, including both linear programming and heuristic based methods, to support the Agency’s and Board of Forestry’s strategic management decisions. Models must be capable of:

Evaluating multiple strategic goals;

Comparing alternative management scenarios;

Testing the effect of alternative silviculture treatments on landscape level outcomes, habitat, forest production, and carbon sequestration.

Implementing spatial and temporal constraints for various goals and scales.

o Analysis and reporting of timber harvest outcomes;

o Analysis and reporting of habitat outcomes for those species that have existing habitat models under the draft HCP;

o Analysis and reporting of non-timber metrics related to forest structure;

o Coarse filter assessment of habitat outcomes for all native wildlife species that occur in the FMP plan area;

o Analysis and reporting of carbon flux and sequestration.

• Development of alternative silviculture strategies in collaboration with ODF.

• Development of strategies for species of concern and other native species not covered by the HCP in collaboration with ODF.

• Development of strategies to address climate change and carbon in collaboration with ODF.

• Analysis of cultural sites and impacts to Tribes within the planning area in collaboration with

ODF

• Review of FMP strategies relative to current science.

• Geographic Information Systems support to include the creation of maps, analysis of data and development of data layers as requested by ODF.

• Publication support for planning and reporting documents.

• Technical writing, review, and editing.

• Facilitation and communication support with ODF staff at all levels, Board of Forestry, external stakeholders and the public.

• Provide technical advice in subject areas described in 3.1.2.1 to 3.1.2.9 to support the agencies development of operational policies and procedures related to implementation of FMP and HCP strategies.

• Project Management to include the development of project plans, schedules, meeting agendas and status reports.

Phase 2: Implementation Plans Development

Contractor shall provide:

• Technical assistance such as but not limited to the sub-bullets below to support ODF’s and the Board’s determination of objectives for Implementation Plan period:

o Development of forest planning models consistent with data and methods previously implemented by the ODF, including both linear programming and heuristic based methods.

o Operation and technical assistance with forest planning models to address:

Determination of annual harvest objectives that advance long term FMP goals;

Identification and sequencing of candidate management units and prescriptions;

Evaluating spatial and temporal constraints;

Transportation planning, e.g. capacity constraints, road construction, upgrades;

Identifying opportunities for upland habitat enhancement actions to advance conservation goals.

o Analysis of aquatic monitoring data to identify potential areas for aquatic enhancement and restoration projects.

• Technical support in development of monitoring plans, including but not limited to:

o Evaluation of monitoring priorities;

o Integrate monitoring objectives with Division workflows and data systems;

o Evaluation of potential metrics for economic, environmental and social benefits;

o Development of a Visitor Use Monitoring Plan for social benefits related to recreation, education and interpretation;

Assessment tool to capture current use levels; use patterns; user groups; REI infrastructure inventory and suitability level based on current and anticipated use trends;

Assessment tool to capture full range of social benefits: personal well-being;

community health; educational & interpretive learning opportunities;

recreational opportunities; economic multiplier associated with REI activities on state forests;

o Statistical analysis and design for specific monitoring projects;

o Analysis, summarization and reporting of monitoring outcomes.

• Technical and planning support in developing a Recreation Master Plan including;

o Refining Recreation Program goals, objectives and actions as they relate to current demographics and user trends;

o Evaluating existing recreational opportunities and identifying additional recreational opportunities on state forests to accommodate new users based on industry use trends;

o Evaluating the condition of existing recreation facilities and identifying recreation infrastructure modifications to existing and new recreation infrastructure to ensure it is more welcoming and accommodating to persons of varying abilities;

o Identifying recreation infrastructure modifications to existing and new recreation infrastructure to meet the needs of newly emerging users based on visitor use monitoring data.

• Technical and planning support in developing an Interpretation and Education Master Plan;

o Interpretive and Education Assessment of existing plans, surveys, non-personal media, personal programming, museum archival efforts and IE organizational structure with recommendations on capacity requirements and options with current and limited capacity.

o Interpretation and Education Plan that is scalable and multi-faceted for future statewide interpretive and educational opportunities focused on regional need, public demand, target audiences, and creative options with limited capacity (i.e. non-personal interpretive media in remote areas, traveling or virtual interpretive center, etc.)

o Interpretive Exhibit Plan for the Tillamook Forest Center (TFC) exhibit hall that contextualizes and represents the Forest Management Plan under the new Habitat Conservation Plan (prior TFC museum hall exhibit represents Structure Based Management).

• Geographic Information Systems support.

• Publication support for planning and reporting documents.

• Facilitation and communication support with ODF staff at all levels, Board of Forestry, external stakeholders and the public.

• Provide technical advice in subject areas described in 3.1.2.1 to 3.1.2.9 to support the agencies development of operational policies and procedures related to implementation of FMP and HCP strategies.

• Project Management to include the development of project plans, schedules, meeting agendas and status reports as requested by ODF.

• Technical writing review and editing of developed plans.

2.4.2.2 Phase 3: Plan Implementation & Optimization

Contractor shall provide:

• Assistance in development and adjustment of monitoring plans, including:

o Evaluation of monitoring priorities;

o Evaluation of potential metrics for economic, environmental and social objectives;

o Statistical analysis and design for specific monitoring projects;

o Analysis, summarization, and reporting of monitoring outcomes.

• Transportation Planning o Assistance in evaluation of future transportation system demands related to:

Timber harvest activities;

Riparian and Habitat Conservation Areas;

Recreation infrastructure;

Associated costs.

• Assistance with integrating the forest planning and harvest scheduling model with inventory, monitoring, GIS, and forest operation data to create workflows and business processes that support operational planning and adaptive management decision support.

• Periodic updates and revisions to forest planning and harvest scheduling models to support adaptive management, including but not limited to o Continued development of heuristic and linear programing models;

o Integration of new information from monitoring, inventory and growth modeling;

o Development of additional forest planning models and methods to support monitoring and adaptive management decision support.

• Periodic systematic science review related to forest management.

• Facilitation and communication support with ODF staff at all levels, Board of Forestry, external stakeholders and the public.

2.4.3 Schedule and Planned Milestones (subject to change)

FOREST MANAGEMENT PLAN DEVELOMENT

(November 2021 – February 2023)

Draft companion Forest Management Plan (November 2021 – February 2022)

*Milestone - November 3, 2021 - BOF Meeting | Informational update on FMP Development;

Guiding Principles, Goals and ask BOF for direction on the Modeling Outcomes Analysis.

*Deliverable Deadline – February 2022 (day to be determined by ODF)| FMP Modeling Outcomes Analysis Report, 1st Draft FMP and BOF Staff Report (for April BOF Meeting)

*Milestone - April 2022 ( day to be determined by ODF )- BOF Meeting | Request direction on the FMP development, Draft FMP, and provide an update on project engagement.

Refine and Technical Writing Draft Forest Management Plan (April – September 2022) *Deliverable Deadline – July 2022 (day to be determined by ODF) – 2nd Draft FMP Due

FMP Rulemaking & Finalization | Alignment with HCP and Implementation Plans (September 2022 – December 2022) *Milestone – September 2022 (day to be determined by ODF) BOF Meeting | Present the draft FMP for decision to go into the formal rulemaking process *Milestone – October 2020 – 30-Day Public Comment Period *Deliverable Deadline – December 2022 (day to be determined by ODF) – Final FMP Due

*Milestone - BOF Meeting | Present Forest Management Plan and final Western Oregon Habitat Conservation Plan and for approval (February 2023)

IMPLEMENTATION PLANS DEVELOPMENT

(April 2021 – June 2023) Data Preparation (April 2021 – September 2021) Draft IPs - includes modeling work, analysis and writing documents (October 2021 – September 2022) *Deliverable due – July 2022 (day to be determined by ODF) | IP Framework and IP Modeling Refine IPs – alignment with HCP and FMP (October 2022 – March 2023) Finalize IPs – includes public comment and State Forester approval (April – June 2023)

2.4.4 Location

The primary location work mustoccur is Salem, Oregon. The Agency has determined that much of the work required pursuant to any resulting contract from this RFP can be done remotely. The Agency will specify when in person meetings are required. Locations for in person meetings will vary. Possible locations include; Salem, Western Oregon State Forests, and ODF District offices in Northwest Oregon Area or Southern Oregon Area.

2.4.5 Deliverables

A broad range of deliverables will be required to support the Scope of Work. Specific deliverables will be defined by Agency as needed to support specific tasks. They may include, but are not be limited to:

• Technical reports concerning silvicultural prescriptions

• Economic analysis and technical reports

• Analysis, modeling and technical reports to support all levels of FMP, IP, and forest management policy development

• Statistical design for monitoring plans

• Public surveys to support recreation, education, and interpretation plans and programs

• Public surveys to collect and organize input from internal and external stakeholders

• Archeological and cultural review for specific sites and operations

• Production of graphics and technical documents

• Technical writing

• Technical Project Schedules

• Technical Project Plans

• Written Reports

• Visual Presentations (PowerPoint)

• Spatially Detailed Forest Planning Models

• Charts

• Publications

• Scheduling

Specific deliverables and their due dates not contained in the original contract will be specified via future amendment(s).

SECTION 3: PROCUREMENT REQUIREMENTS AND EVALUATION

3.1 MINIMUM REQUIREMENTS

To be considered for evaluation, Proposal must demonstrate how Proposer meets all requirements of this section:

3.1.1 Minimum Proposer Requirements

Proposals shall clearly demonstrate Proposer’s experience in managing at least three (3) projects similar in scope to the technical services described in section 2.4. Proposer shall provide references for each project listed.

Proposals shall clearly demonstrate Proposer’s expertise as they relate to key elements of the project, including, but not limited to:

• The Proposal shall describe the Proposer's experience and successes with projects of similar size, type, and complexity.

• The Proposal shall describe the Proposer's history, capabilities, and organization;

• The Proposal shall provide a project organization chart showing proposed staffing for this project, both field and office. The proposal should also include resumes of all staff that will be part of the project team. Resumes should describe the experience, education, accomplishments, and any special qualifications applicable to contract performance.

• The Proposal shall identify the Proposer's strengths and weaknesses, and any special capabilities the Proposer offers.

• The Proposal shall include completed Attachments C through G, listed below. Failure to do so may result in proposal rejection.

o Attachment C- Proposer Information and Certification Sheet o Attachment D- Proposer References o Attachment E – Cost Proposal Form o Attachment F –Certified Disadvantaged Business Outreach Plan o Attachment G - Responsibility Inquiry

3.1.2 Experience Requirements

Proposals shall demonstrate the proposer’s capabilities in the following areas:

3.1.2.1 Forest Management Planning

• Development of young and mature silvicultural pathways for multiple objectives, including timber production, habitat development, and carbon sequestration

• Harvest scheduling and modeling including linear programming, and heuristic methods

• Data analytics: Geospatial modeling; forest inventory and biometrics

• Forest economics and evaluation of scenarios involving fluctuations of timber volume and cashflow

• Analysis and valuation of ecosystem services

3.1.2.2 Aquatic and Terrestrial Habitat Planning

• Development of protection strategies for aquatic and terrestrial species habitat, at both landscape and site-specific scales

• Identification of aquatic and terrestrial species habitat, at both landscape and site-specific scales

• Planning and development of aquatic and terrestrial habitat restoration and enhancement projects

3.1.2.3 Monitoring and adaptive management

• Experience with monitoring and analysis of forest development and ecosystem processes

• Experience with monitoring and analysis of management activities and forest stand development

• Experience with monitoring and analysis of aquatic environments and processes

• Experience with monitoring of social dimensions of natural resources management including:

o Visitor use monitoring for recreation, education and interpretive activities:

Experience with developed and dispersed recreation Experience with interpretation and education opportunities

3.1.2.4 Cultural Resource Protection

• Development of protection strategies for archeological and cultural resources, at both landscape and site-specific scales

• Identification of archeological and cultural resources, at both landscape and site-specific scales

3.1.2.5 Recreation planning

• Strong background in outdoor recreation resources planning and/or social dimensions of natural resources management in the Pacific Northwest

• Experience incorporating Diversity, Equity, and Inclusion principles to address demographic shifts and trends, and providing accessibility of recreation opportunities to all

• Experience with expanding an existing recreation plan to a statewide scope

• Experience with landscape design; infrastructure design; facilities design

3.1.2.6 Interpretive master planning

• Strong background in interpretive projects with staff members experiences in interpretive master planning in the Pacific Northwest.

• Experience incorporating Diversity, Equity, and Inclusion principles to address demographic shifts and trends, and providing accessibility of interpretive resources to all.

• Experience with expanding an existing interpretive program to a statewide approach.

• Experience with virtual interpretive experiences including virtual visitor centers, programming, self-guided tours etc.

• Experience with implementing rotating and exchangeable exhibitry in an already established facility.

3.1.2.7 Reporting

• Experience in creating static and dynamic reporting, including:

o Creation of publications for regular reporting intervals (e.g., quarterly, annual, biennial) o Creation of interactive, web-based reports and dashboards for internal agency staff and external users o Must be experienced in:

ESRI and ArcGIS Online products and methods Microsoft SQL Server Reporting Services Microsoft SharePoint

3.1.2.8 Communications and Facilitation

• Facilitation of complex groups, including governmental partners, stakeholders, and the general public

• Documentation and communication of facilitation efforts

3.1.2.9 Marketing and brand development

• Experience creating awareness of distinct brand identification for companies, agencies, or programs

3.1.3 Minimum Key Person Requirements

Proposer must employ or contract key person(s) that meet all of the requirements in this section 3.1.3.

Proposer may submit 1 or more key persons so long as all requirements are met.

• For each numbered subject area listed in 3.1.2.1 through 3.1.2.4, the proposer’s capabilities must meet the following minimum requirement o One (1) Lead staff must have a Ph. D. in the subject area and at least five (5) years of work experience in the subject area, OR o an M.S. in the subject area and at least eight (8) years of work experience in the subject area.

• For each numbered subject area listed in 3.1.2.5 through 3.1.2.6, the proposer’s capabilities must meet the following minimum requirement:

o One (1) Lead staff must have a Ph. D. in the subject area and at least five (5) years of work experience in the subject area, OR o an M.S. in the subject area and at least eight (8) years of work experience in the subject area.

o Individual interpretive planning staff must be National Association for Interpretation

Certified Interpretive Planners who understand regional interpretive offerings.

• Proposer (as an entity) must have at least five (5) years of work experience in each of the subject areas listed in 3.1.2.1 through 3.1.2.9, with demonstrated successful completion of projects.

3.2 MINIMUM SUBMISSION REQUIREMENTS

3.2.1 Proposal Format and Quantity

Proposal should follow the format and reference the sections listed in the Proposal Content Requirements section (RFP section 3.4). Responses to each section and subsection should be labeled to indicate the item being addressed. Proposal must describe in detail how requirements of this RFP will be met and may provide additional related information. Cost information must be submitted as a separate sealed envelope.

Proposer shall submit its Proposal using only white 8 ½” x 11” Recycled Paper, without extensive art work, unusual printing, or other materials not essential to the utility and clarity of the Proposal.

Proposer shall submit an original, bearing the Proposer’s authorized representative’s Signature, and three (3) copies of its Proposal. In addition, if Proposer believes any of its Proposal is exempt from disclosure under Oregon Public Records Law (ORS 192.410 through 192.505), Proposer shall complete and submit the Affidavit of Trade Secret (Attachment B) and a fully redacted version of its Proposal, clearly identified as the redacted version.

3.2.2 Authorized Representative

A representative authorized to bind the Proposer shall sign the Proposal. Failure of the authorized representative to sign the Proposal may subject the Proposal to rejection by Agency.

3.3 PROCUREMENT PROCESS

3.3.1 Public Notice

The RFP, including all Addenda and attachments, is published on OregonBuys at http://www.OregonBuys.gov. RFP documents will not be mailed to prospective Proposers.

Agency shall advertise all Addenda on OregonBuys. Prospective Proposer is solely responsible for checking OregonBuys to determine whether or not any Addenda have been issued. Addenda are incorporated into the RFP by this reference.

3.3.2 Questions / Requests for Clarification

All inquiries, whether relating to the RFP process, administration, deadline or method of award, or to the intent or technical aspects of the RFP must:

Be delivered to the SPC via email, facsimile, hard copy Reference the RFP number Identify Proposer’s name and contact information Be sent by an authorized representative Refer to the specific area of the RFP being questioned (i.e. page, section and paragraph number); and Be received by the due date and time for Questions/Requests for Clarification identified in the Schedule

3.3.3 Pre-Proposal Conference

ODF will not hold a pre-proposal conference for this RFP.

3.3.4 Solicitation Protests

3.3.4.1 Protests to RFP

Prospective Proposer may submit a Written protest of anything contained in this RFP, including but not limited to, the RFP process, Specifications, Scope of Work, and the proposed Contract.

This is prospective Proposer’s only opportunity to protest the provisions of the RFP, except for protests of Addenda or the terms and conditions of the proposed Contract, as provided below.

3.3.4.2 Protests to Addenda

Prospective Proposer may submit a Written protest of anything contained in the respective Addendum. Protests to Addenda, if issued, must be submitted by the date/time specified in the respective Addendum, or they will not be considered. Protests of matters not added or modified by the respective Addendum will not be considered.

http://www.oregonbuys.gov/

3.3.4.3 Protests must:

o Be delivered to the SPC via email, facsimile, hard copy o Reference the RFP number o Identify prospective Proposer’s name and contact information o Be sent by an authorized representative o State the reason for the protest, including:

o The grounds that demonstrate how the Procurement Process is contrary to law, Unnecessarily Restrictive, legally flawed, or improperly specifies a brand name;

and o Evidence or documentation that supports the grounds on which the protest is based o State the proposed changes to the RFP provisions or other relief sought o Protests to the RFP must be received by the due date and time identified in the

Schedule o Protests to Addenda must be received by the due date identified in the respective

Addendum

3.3.4.4 Protest Response

Agency will respond timely to all protests submitted by the due date and time listed in the Schedule. Protests that are not received timely or do not include the required information may not be considered.

3.3.5 Proposal Submission Options

Proposer is solely responsible for ensuring its Proposal is received by the SPC in accordance with the RFP requirements before Closing. Agency is not responsible for any delays in email delivery or by transmission errors or mistaken delivery. Proposal submitted by any means not authorized in advance by ODF will be rejected.

Proposals must be emailed to the Single Point of Contact identified in Section

1.4. ALL BIDS/PROPOSALS MUST BE SUBMITTED BY EMAIL AS ONE PDF

ATTACHMENT, except for Cost Proposal Form, which should be in a separate labeled PDF as set forth above in Section 3.4 Please include the Invitation to Proposal number in the subject line of the email. If Proposer is unable to submit a Proposal via email, Proposer must contact ODF’s Single Point of Contact within a reasonable time period, as determined by ODF, prior to the submission deadline to make arrangements for alternate delivery or an alternate format. ODF is not responsible for incomplete bids or bids that were not correctly addressed to email of Single Point of Contact identified in Section 1.3. Only approved alternative delivery or formats may be accepted.

Note: In an effort to help slow the spread of COVID-19 in Oregon and protect employees and the public, the Oregon Department of Forestry (ODF) has changed the way it provides services at its main office located at 2600 State Street, Salem, effective March 23, 2020. Offices will remain open and can be reached by phone during regular business hours, but in-person interactions between staff and the public will be by appointment only. In support of this effort, ODF requires the submission of email bids (electronic procurement) for this solicitation as described above; however, if this is not possible, Proposer shall make other arrangements for bid delivery with the Single Point of Contact as specifically described above.

ODF is committed to providing important services to Oregonians while reducing the risk of exposure for customers and employees. Because many ODF offices are not configured in a manner to allow for social distancing, this approach will help mitigate that risk without substantively affecting service delivery. We appreciate the public’s patience as we strive to continue providing important services during this unprecedented disruption to daily life.

Proposals must be received by the Agency before the scheduled Solicitation Document Closing date and time, found in Section 1.2. Late Proposals will not be considered.

All costs associated with preparation, submission, modification and withdrawal of a Proposal are the sole responsibility of the Proposer and will not be borne by Agency.

The Agency will not accept Proposals that require payment by the State.

3.3.6 Proposal Modification or Withdrawal

Any Proposer who wishes to make modifications to a Proposal already received by Agency shall submit its modification in one of the manners listed in the Proposal Submission Options section (3.3.5) and must denote the specific change(s) to the Proposal submission.

If a Proposer wishes to withdraw a submitted Proposal, it shall do so prior to Closing. The Proposer shall submit a Written notice Signed by an authorized representative of its intent to withdraw its Proposal in accordance with OAR 137-047-0440. The notice must include the RFP number and be submitted to the SPC.

3.3.7 Proposal Due

Proposal and all required submittal items must be received by the SPC on or before Closing. Proposal received after the Closing will not be accepted. All Proposal modifications or withdrawals must be completed prior to Closing.

Proposals received after Closing are considered LATE and will NOT be accepted for evaluation. Late Proposals will be returned to the respective Proposer or destroyed.

3.3.8 Proposal Rejection

Agency may reject a Proposal for any of the following reasons:

Proposer fails to substantially comply with all prescribed RFP procedures and requirements, including but not limited to the requirement that Proposer’s authorized representative sign the Proposal in ink.

Proposer fails to meet the responsibility requirements of ORS 279B.110.

Proposer makes any contact regarding this RFP with State representatives such as State employees or officials other than the SPC or those the SPC authorizes, or inappropriate contact with the SPC.

Proposer attempts to inappropriately influence a member of the Evaluation Committee.

Proposal is conditioned on Agency’s acceptance of any other terms and conditions or rights to negotiate any alternative terms and conditions that are not reasonably related to those expressly authorized for negotiation in the RFP or Addenda.

Proposal costs too much. Agency may reject the highest ranking Proposal and move to award to the next subsequent highest ranking Proposal if the prices within the higher ranking Proposal are found to be unreasonably high.

3.3.9 Opening of Proposal

A public proposal opening will be held “by appointment only”. Proposers who wish to attend a public opening of the bid must notify the Single Point of Contact at least 48 hours prior to proposal closing, to allow time for planning. Proposals received in response to this Solicitation Document will be opened during the scheduled Closing date and time designated in the Procurement Schedule or as changed by Addendum. However, the date and time of the public opening may be held at a later date and time, due to safety concerns. Public opening may occur via Zoom video conference (or other video conference platform), if ODF believes it is in the best interests of ODF staff and proposers to do so. If ODF decides to hold a Zoom conference for the proposal opening, proposers will be sent instructions on how to join the meeting. The Proposers who choose to attend (in-person, or via Zoom) will be informed only of the names of Proposers submitting Proposals. ODF will post the list of Proposers who submitted Proposals on ORPIN shortly after Opening.

Proposals received will not be available for inspection until after the evaluation process has been completed and the Notice of Intent to Award is issued pursuant to

OAR 137-047-0630.

3.4 PROPOSAL CONTENT REQUIREMENTS

Proposal must address each of the items listed in this section and all other requirements set forth in this RFP. Proposer shall describe the Deliverables to be provided or the Services to be performed or both with particularity. A Proposal that merely offers to provide the goods or services as stated in this RFP will be considered non-Responsive to this RFP and will not be considered further.

Proposals received prior to Closing will be reviewed for Responsiveness to all RFP requirements including compliance with Sections 3.1 through 3.2. If the Proposal is unclear, the SPC may request clarification from Proposer. However, clarifications may not be used to rehabilitate a non-Responsive Proposal. If the SPC finds the Proposal non-Responsive, the Proposal may be rejected, however, Agency may waive mistakes in accordance with OAR 137-047-0470.

Specify key persons to be assigned to this project, and include a current resume (not to exceed 2 pages each) for each individual that demonstrates qualifications and experience for the work described and the Minimum Key Person Requirements in Section 3.1.2 and

3.1.3 will be evaluated on a pass/fail basis. Proposers that do not meet minimum requirements for these sections will not be considered for award.

The Proposer shall complete and submit the Responsibility Inquiry (Attachment G).

3.4.1 Proposal Attachment Requirements:

References (Attachment D)

Provide at least three (3) references from current or former client firms for similar projects performed for any clients within the last five (5) years. References must verify the quality of previous, related Work.

Agency may check to determine if references provided support Proposer’s ability to comply with the requirements of this RFP. Agency may use references to obtain additional information, break tie scores, or verify any information needed. Agency may contact any reference (submitted or not) to verify Proposer’s qualifications.

Attachment C- Proposer Information and Certification Sheet

The Proposer shall complete and submit the Proposer Information and Certification Sheet (Attachment C).

Attachment D- Proposer References

The Proposer shall complete and submit the Proposer References Sheet (Attachment D).

Attachment E – Cost Proposal Form

The Proposer shall complete and submit the Cost Proposal Form (Attachment E), as specified in Section 3.4.

Attachment F –Certified Disadvantaged Business Outreach Plan

The Proposer shall complete and submit the Certified Disadvantaged Business Outreach Plan (Attachment F).

Attachment G - Responsibility Inquiry

The Proposer shall complete and submit the Responsibility Inquiry (Attachment G).

References (Attachment D)

3.4.2 Key Persons and their Resumes

Specify key persons to be assigned to this Project and include a current resume (not to exceed 2 pages each) for each individual that demonstrates qualifications and experience as described in Sections 3.1.2 and 3.1.3. References

Provide at least three (3) references from current or former client firms for similar projects performed for any clients within the last five (5) years. References must verify the quality of previous, related Work.

Agency may check to determine if references provided support Proposer’s ability to comply with the requirements of this RFP. Agency may use references to obtain additional information, break tie scores, or verify any information needed. Agency may contact any reference (submitted or not) to verify Proposer’s qualifications.

3.4.3 Project Implementation Plan

Describe how Proposer would carry out the major activities of this project in context of the Scope of Work.

Describe your technical approach, products, time, and budget to support the tasks described in Section 2.4 for each of the planning phases (FMP development, IP development, and implementation & optimization).

Describe your approach to carrying out the following additional tasks within the scope of work:

Working collaboratively with ODF to integrate available ODF datasets, ensure that project objectives are being met, and refine model assumptions throughout the process.

Coordinating with ODF to accomplish project goals within strict deadlines.

Assisting in technical transfer of model outcomes through presentations to stakeholders, including the Board of Forestry and other advisory committees as requested.

Provide a comprehensive management plan that the Proposer intends to follow. Illustrate how the plan will serve to coordinate and accomplish the work. Include all fully loaded personnel costs, including the name and title of all positions for each individual staff person who will perform the Work, and hourly rate, separately for each such individual; and separate line items for travel, supplies, administrative or other costs required to perform the tasks outlined.

3.4.4 Cost Proposal

Submit a detailed Cost Proposal (Attachment E) that includes the following items:

A cost for the deliverables outlined in 2.4. The cost will be used to determine the cost score of the proposal as shown in 3.7 (Cost Evaluation).

3.4.5 Public Record/Confidential or Proprietary Information

All Proposals are public record and are subject to public inspection after Agency issues the Notice of the Intent to Award. If a Proposer believes that any portion of its Proposal contains any information that is a trade secret under ORS Chapter 192.501(2) or otherwise is exempt from disclosure under the Oregon Public Records Law (ORS 192.410 through 192.505), Proposer shall complete and submit the Affidavit of Trade Secret (Attachment B) and a fully redacted version of its Proposal.

Proposer is cautioned that cost information generally is not considered a trade secret under Oregon Public Records Law (ORS 192.410 through 192.505) and identifying the Proposal, in whole, as exempt from disclosure is not acceptable. Agency advises each Proposer to consult with its own legal counsel regarding disclosure issues.

If Proposer fails to identify the portions of the Proposal that Proposer claims are exempt from disclosure, Proposer has waived any future claim of non-disclosure of that information.

3.5 EVALUATION PROCESS

3.5.1 Responsiveness and Responsibility Determination

Proposals received prior to Closing will be reviewed for Responsiveness to all RFP requirements including compliance with Minimum Requirements section (3.1) and Proposal Content Requirements section (3.4). If the Proposal is unclear, the SPC may request clarification from Proposer. However, clarifications may not be used to rehabilitate a non-Responsive Proposal. If the SPC finds the

Proposal non-Responsive, the Proposal may be rejected, however, Agency may waive mistakes in accordance with OAR 137-047-0470.

At any time prior to award, Agency may reject a Proposer found to be non-Responsive.

3.5.2 Evaluation Criteria

Proposals meeting the requirements outlined in the Proposal Content Requirements section (3.4) will be evaluated by an Evaluation Committee. Evaluators will assign a score of 0 to 10 for each evaluation criterion listed below in this section.

SPC may request further clarification to assist the Evaluation Committee in gaining additional understanding of Proposals. A response to a clarification request must be to clarify or explain portions of the already submitted Proposal and may not contain new information not included in the original Proposal.

3.5.2.1 Evaluation Item 1 – Mandatory Pass/Fail

The proposal must demonstrate understanding of the services to be provided by the Contractor.

The Proposal must demonstrate that the Contractor staff members meet the minimum qualifications for education, experience, and skills suitable for a project of this size and scope.

The Proposal must demonstrate that the Contractor has experience managing at least three

(3) projects of similar size and scope. Newly established contractors with few or no prior contracts must demonstrate that their staff has experience in managing at least three (3) projects of similar size and scope.

3.5.2.2 Evaluation Item 2 – Desirable Elements (Scored)

Desirable Elements are those which add value to the Proposal over and above the Mandatory Requirements. Each Desirable Element is assigned a maximum number of points for evaluation purposes. The number of points possible is indicated next to each element. The Evaluation Committee will award a point value to each Desirable Element response. Desirable Element points will not be awarded unless the relevant information has been included in the Proposal.

The Evaluation Committee shall assign points in its evaluation of Desirable Elements as follows:

Experience of Contractor and Key Project Staff (30- points): The proposal will be evaluated to assess the experience of the Contractor and project staff in carrying out the required technical work (see 3.1.1, Minimum Proposer Requirements and 3.1.2, Minimum Key Personnel Requirements).

Analytic Approach (0-20 points): The proposal will be evaluated to assess the Contractor’s approach to accomplishing the activities set forth in the Scope of Work. This approach must clearly outline the specific procedures to be used and activities to be performed (see 2.4, Scope of Work). Approaches will be evaluated based on technical merit, relevance to ODF needs, and cost-effectiveness.

Management Capability (0-20 points): The proposal will be evaluated to assess the management capabilities of the Contractor.