Fuel Plan RFP_MCEDD 042025.pdf

REQUEST FOR PROPOSALS

Disaster Fuel Plans for Hood River, Gilliam, Sherman, and Wasco Counties

Mid-Columbia Economic Development District (MCEDD) is seeking a contractor to develop disaster fuel plans for four Oregon counties: Hood River, Gilliam, Sherman, and Wasco. These fuel plans will be included as appendices to a regional energy resilience plan that is being developed by MCEDD.

This work is supported by Oregon Department of Energy’s County Energy Resilience Grant Program.

Project Scope The purpose of the fuel plans is to outline a concept of operations for each county and identify roles and responsibilities for managing fuel during a situation where fuel supply is curtailed or disrupted. It should establish policies and procedures to minimize the impact of the fuel shortage on county emergency response capabilities and operation of mission essential functions.

A separate fuel plan should be developed for each county.

At a minimum, each plan should contain and be in alignment with the following outline:

● Section 1: Authorities and Legal Precedents

○ Organizational policies that facilitate contingency plan implementation, including the expected or prevailing conditions that will trigger implementation of the plan.

● Section 2: Planning Overview

○ Overall goals and objectives.

○ Scope and assumptions regarding how and when a fuel shortage may occur, and possible impacts to each county at the following levels of severity:

■ Minor fuel supply disruption

■ Major fuel supply disruption

■ Catastrophic fuel disruption

○ Roles and responsibilities to manage and implement the fuel contingency plans.

● Section 3: Critical Infrastructure

○ Critical information on sources of support and locations of critical resources (including maps detailing preferred routes, where appropriate) and access procedures.

○ Assessment of existing fuel supplies and their ability to support initial life saving functions.

○ Fuel points of distribution (FPODS) https://www.oregon.gov/energy/safety-resiliency/Pages/County-Resilience.aspx https://www.oregon.gov/energy/safety-resiliency/Pages/County-Resilience.aspx

■ Identify FPODS and fuel usage by agency/organization including public safety agencies, critical telecommunication sites, health care facilities, water utilities, school districts, special districts, and other critical partners.

● Section 4: Fuel Allocation

○ Align allocation planning with Oregon State Fuel Action Plan

● Section 5: Operations

○ Detailed Standard Operating Procedures for each specific action / role that will be undertaken in implementing the plans, including the desired or expected outcomes

○ Source and types of information that will inform your decision to activate the fuel contingency plans

○ Source and type of information that will inform the decision to deactivate the fuel contingency plans and return to normal practices

○ Communication strategies that will inform partners on the activation, status, and deactivation of the fuel plans

○ Internal and external communication strategies

○ Information sources and exchanges

○ Contact information for key roles, partners, state government authorities, private sector partners who are critical for plan implementation and with whom critical information must be exchanged throughout the period when the contingency plans are in effect.

Compensation Estimated funds available for this work is up to $15,000 per county, for a total of $60,000.

Timeline Final deliverables are to be completed by August 1, 2025. An extension until December 31, 2025, can be requested. These due dates are set by ODOE, who is providing grant funding for this work.

How to Submit a Proposal Please submit materials that includes the following information:

1. A proposal describing your qualifications;

2. A detailed scope of work, task list, and timeline;

3. One or more relevant work samples;

4. Proposed fee structure including list of hourly rates and any other costs;

5. Names, phone numbers and contacts for three organizations whom we can call on as references;

6. Location of principal office and branch(es); and

7. Any other information you consider to be of value in evaluating your qualifications.

Proposals should be emailed to lindsay@mcedd.org no later than 5 p.m. on Friday, May 23, 2025.

Review Criteria Proposers responding to this request for qualifications do so solely at their expense and MCEDD is not responsible for any Proposer expenses associated with the Request for Proposals.

The following will be applied to the evaluation and scoring of proposals:

1. Proposer’s capability, experience and past performance history and record in providing similar services, including but not limited to quality of work, ability to meet schedules, price and cost estimates

2. Ability to commit qualified staff and resources to the project.

3. Proposer's approach to the scope of work described in this request.

4. Geographic proximity to the MCEDD region.

MCEDD reserves the right to reject any or all proposals, to waive any formality in the proposals, and to accept the proposal which deems to be in the best interest of MCEDD. For any questions, contact Lindsay McClure, extension 1008 at 541-296-2266.