LRAPA RFP 24-12-01 EJG2G Consultant FULL PACKET- Prog Coor and Toolkit.pdf

1010 Main St

Springfield, OR 97477

Phone (541) 736-1056 Fax (541) 726-1205

1-877-285-7272 http://www.lrapa.org

E-mail: lrapa@lrapa.org

REQUEST FOR PROPOSALS

Lane Regional Air Protection Agency (LRAPA)

Program Coordination & Best Practices Consultant

RFP Number:

Issue Date:

Proposal Due Date and Time:

LRAPA RFP 24-12-01

December 9, 2024

January 13, 2025 at 5pm PST

1.0 INTRODUCTION

1.1 Purpose

The Lane Regional Air Protection Agency (LRAPA) is seeking proposals from qualified consultants or firms to provide services in Oakridge, OR for the development of a Best

Practices Toolkit & Roadshow, Design & Facilitation, and Program Coordination &

Collaboration Support as part of the Environmental Justice Government-to-Government

(EJG2G) grant project "Building Community Resiliency to the Hazards of Smoke and

Wildfires."

1.2 Background

LRAPA has been awarded an EJG2G grant from the U.S. Environmental Protection

Agency (EPA Award No. EPA-R-OEJECR-OCS-23-02) to implement a comprehensive program aimed at building community resiliency to wildfire smoke hazards in the greater

Oakridge-Westfir area of Lane County, Oregon. This project includes home hardening and smoke proofing interventions, implementation of a Smoke Community Response

Plan, wood waste program coordination, and health impact research.

1.3 Project Objectives

- Develop a comprehensive Best Practices Toolkit

- Design and facilitate a roadshow to share project results

- Provide program coordination and collaboration support

- Enhance community resilience to wildfire smoke hazards

- Promote environmental justice in underserved communities

2.0 SCOPE OF WORK

The selected consultant will be responsible for the following tasks:

2.1 Program Coordination and Collaboration Support

a. Assist LRAPA in coordinating activities among project partners, including South

Willamette Solutions, Lane County Public Health, and the City of Oakridge.

b. Facilitate regular meetings and communication among project stakeholders.

c. Support the implementation of the home hardening and smoke proofing interventions by assisting with contractor coordination and quality assurance.

d. Help track project progress and ensure adherence to grant timelines and deliverables.

e. Assist in the preparation of required reports for the EPA and other stakeholders.

2.2 Best Practices Toolkit Development

a. Develop a comprehensive "Best Practices Toolkit" that documents the strategies, interventions, and lessons learned from the Building Community Resiliency to the

Hazards of Smoke and Wildfires project.

b. Compile case studies, practical guidance, and recommendations for other communities and stakeholders interested in addressing wildfire smoke and related challenges.

c. Incorporate findings from the Health and Morbidity Assessment and Research of

Wildfire Smoke on Eastern Lane County Communities into the toolkit.

d. Ensure the toolkit is accessible and user-friendly for a variety of audiences, including local and regional governments, community organizations, and other stakeholders involved in wildfire resilience and public health initiatives.

2.3 Roadshow Design and Facilitation

a. Design an engaging presentation format for the Best Practices Toolkit to be used in a "roadshow" to share project results with other communities.

b. Develop presentation materials, including slides, handouts, and interactive elements.

c. Plan and facilitate at least three roadshow presentations to interested communities and jurisdictions.

d. Provide guidance on how to implement similar programs in other locations.

2.4 Deliverables

a. Best Practices Toolkit (digital and print versions)

b. Roadshow presentation materials

c. Documentation of participation in three roadshow presentations

d. Monthly progress reports or meeting check-ins

e. Final project report

2.5 Timeline and Milestones

a. Report due Apr. 15, 2025, for Jan. 1, 2025 - Mar. 31, 2025 activities

b. Report due July 15, 2025, for Apr. 1, 2025 - June 30, 2025 activities

c. Report due Oct. 15, 2025, for July 1, 2025 - Sep. 30, 2025 activities

d. Report due Jan. 15, 2026, for Oct. 1, 2025 - Dec. 31, 2025 activities

e. Report due Apr. 15, 2026, for Jan. 1, 2026 - Mar. 31, 2026 activities

f. Report due July 15, 2026, for Apr. 1, 2026 - June 30, 2026 activities

g. Report due Oct. 15, 2026, for July 1, 2026 - Sep. 30, 2026 activities

h. Report due Jan. 15, 2027, for Oct. 1, 2026 - Dec. 31, 2026 activities

i. Report due Apr. 15, 2027, for Jan. 1, 2027 - Mar. 31, 2027 activities

j. Final report due May 15, 2027, for grant program activities

3.0 TECHNICAL REQUIREMENTS

3.1 The contractor is required to comply with all relevant EPA regulations and guidelines associated with the EJG2G grant program. Additionally, all work must meet LRAPA's established quality assurance standards and procedures. Where applicable, the contractor must utilize EPA-approved methodologies for data collection and analysis.

4.0 BUDGET AND FUNDING

4.1 The total budget for this contract is capped at $84,000, as specified in the EJG2G grant budget. Proposals should provide a comprehensive budget breakdown that includes personnel costs, travel expenses, materials, and any subcontractor fees. All proposed expenses must comply with the guidelines outlined in the Uniform Administrative

Requirements, Cost Principles, and Audit Requirements for Federal Awards (2 CFR Part

200).

5.0 PROPOSAL SUBMISSION GUIDELINES

5.1 Proposals must be submitted electronically to Matt Sorensen no later than January 13, 2025 at 5pm PST

5.2 Proposals should be in PDF format and should not exceed 20 pages (excluding appendices).

5.3 Required sections:

a. Company profile and qualifications

b. Project approach and methodology

c. Detailed work plan and timeline

d. Budget breakdown

e. Key personnel resumes

f. Similar project experience and references

5.4 Questions regarding this RFP must be submitted in writing to Matt Sorensen

Msorensen@lrapa.org no later than January 6, 2025.

5.5 A pre-proposal conference will be held virtually on Zoom

https://us02web.zoom.us/j/85142587026 on December 19, 2024 at 1pm PST.

Attendance is mandatory.

6.0 EVALUATION CRITERIA

6.1 Proposals will be evaluated based on the following criteria:

a. Qualifications and experience of the firm and key personnel (25%)

b. Understanding of the project and quality of the proposed approach (30%)

c. Work Plan, Reporting, and Project Timeline (20%)

d. Cost/Budget proposal (25%)

7.0 CONTRACT TERMS AND CONDITIONS

mailto:Msorensen@lrapa.org https://us02web.zoom.us/j/85142587026

7.1 Contract Term: The initial contract term will be from July 1, 2024, through March 31, 2027, with no possibility of extension based on performance and availability of funding

7.2 The contract will be subject to all applicable federal regulations, including but not limited to 2 CFR Part 200 and EPA-specific requirements.

7.3 The contractor must not be debarred or suspended from federal contracts.

7.4 The contractor must comply with EPA's Disadvantaged Business Enterprise (DBE) requirements (40 CFR Part 33).

7.5 Billing Procedures: The contractor shall submit invoices no more frequently than monthly. LRAPA shall pay approved invoices within 30 days of receipt

7.6 Payment will be made on a cost-reimbursement basis, subject to approval of deliverables and submission of proper invoices.

7.7 Non-Appropriation: The contract may be terminated by LRAPA in the event of non-appropriation of funds or revocation/non-renewal of the EPA grant funding.

7.8 LRAPA reserves the right to terminate the contract for convenience upon 30 days written notice. In the event of early termination, LRAPA will pay for all work completed up to the termination date.

7.9 The contractor shall maintain the confidentiality of all project materials and delay release of findings by at least 48 hours, unless compelled by legal process

7.10 Federal Fund Requirements: The contractor shall assume sole liability for any breach of the conditions of the EPA grant that requires the return of funds to the federal grantor.

7.11 Amendments: Any amendments to the contract must be in writing and signed by both parties.

7.12 Governing Law and Venue: This contract shall be governed by the laws of the State of

Oregon. Any legal action related to this contract shall be filed in Lane County, Oregon.

7.13 Dispute Resolution: In the event of a dispute, the parties agree to attempt resolution through mediation before pursuing legal action.

7.14 The contract will be awarded to the responsible Proposer whose Proposal LRAPA determines in writing to be the most advantageous based on the evaluation process and factors described in this RFP.

7.15 LRAPA reserves the right to reject any or all Proposals not in compliance with the RFP documents or public contracting procedures.

8.0 COMPLIANCE REQUIREMENTS

8.1 The contractor is required to adhere to all relevant federal, state, and local laws and regulations. In addition, the contractor must retain all project-related records for a minimum of three years following the final payment, in accordance with 2 CFR 200.334.

The contractor should also be prepared for potential audits or reviews conducted by the

EPA.

9.0 REPORTING REQUIREMENTS

9.1 Monthly progress reports via in-person or virtual meetings detailing activities, achievements, and challenges.

9.2 A complete and detailed final report summarizing all project activities, outcomes, and lessons learned.

9.3 Any additional reporting requirements specified by the EPA or LRAPA during the contract period.

9.4 The contractor shall maintain financial records related to this contract for a period of not less than three full fiscal years following expiration or termination of this contract

10.0 INTELLECTUAL PROPERTY

10.1 All materials developed under this contract will be the property of LRAPA, with acknowledgment of EPA funding.

10.2 The contractor must obtain necessary permissions for any copyrighted material used in the project deliverables.

11.0 CONFLICT OF INTEREST

11.1 Bidders must disclose any potential conflicts of interest in their proposals

11.2 The selected contractor must adhere to applicable federal ethics regulations throughout the project duration

12.0 PROPOSAL PREPARATION COSTS

12.1 Costs incurred in preparing and submitting proposals are the responsibility of the bidder and will not be reimbursed by LRAPA.

13.0 RIGHTS TO REJECT OR ACCEPT PROPOSALS

13.1 LRAPA reserves the right to reject any or all proposals received in response to this RFP, to negotiate with any qualified source, or to cancel this RFP in part or in its entirety if it is in the best interest of LRAPA to do so.

14.0 CONTACT INFORMATION

For questions or additional information, please contact:

Matt Sorensen

Public Affairs

Lane Regional Air Protection Agency

Msorensen@lrapa.org

541-736-1056 x209

15.0 ATTACHMENTS

Attachment 1: Grant Workplan & Budget

Attachment 2: EPA Grant Terms & Conditions

Attachment 3: LRAPA Public Contracting and Procurement Rules (Title 1).

Attachment 4: Proposal Evaluation Form mailto:Msorensen@lrapa.org

16.0 PROTEST PROCEDURES

12.1 Protests of the RFP document must be submitted in writing to Msorensen@lrapa.org no less than ten (10) days prior to the Solicitation Closing.

12.2 Protests of the award decision must be submitted within three (3) business days after the issuance of the notice of intent to award.

12.3 The Purchasing Agent will consider the protest and issue a written decision. Appeals of the Purchasing Agent's decision may be made to the LRAPA Board within three (3) business days.

17.0 PUBLIC RECORDS

Proposals are public records and will be available for inspection after the notice of intent to award, except for any information designated as confidential by the Proposer and determined by LRAPA to be exempt from disclosure under Oregon Public Records Law.

Msorensen@lrapa.org%20

RFP Evaluation Form

Note: To ensure a fair process, please take a moment to consider any possible conflicts of interest. If there is an issue that may prevent you from fairly and objectively evaluating these proposals, such as an apparent conflict of interest, please discuss with the Project Manager before participating in the evaluation process.

Date: __________________ RFP Title:

Program Coordination & Best Practices Consultant

Person Completing Form: ________________________________ Project Manager: Matt Sorensen

Evaluation Criteria Bidder 1: Bidder 2:

Qualifications & Experience – 25 points SCORE: ___ out of 25 SCORE: ___ out of 25

• Experience with environmental justice and community-based projects (10 pts)

• Relevant project or work experience (8 pts)

• Demonstrated success in grant-funded project management (7 pts)

Project Approach – 30 points SCORE: ___ out of 30 SCORE: ___ out of 30

• Understanding of wildfire and smoke resilience issues

(10 pts)

• Quality of proposed toolkit development and methodology (10 pts)

• Approach to roadshow design and community engagement (5 pts)

• Organization and clarity of proposal (5 pts)

Work Plan, Reporting, & Project Timeline – 20 points SCORE: ___ out of 20 SCORE: ___ out of 20

• Realistic project timeline and milestones (10 pts)

• Staff capacity and time allocation (5 pts)

• Quality control and reporting processes (5 pts)

Costs Proposal – 25 points SCORE: ___ out of 25 SCORE: ___ out of 25

• Detailed budget breakdown (10 pts)

• Reasonable hourly rates (10 pts)

• Overall cost effectiveness (5 pts)

Additional Comments Comment Comment

• Note specific strengths and weaknesses or other thoughts impacting score

Total – 100 points Total: ___ out of 100 Total: ___ out of 100

1.0. Program Objectives

a. Project Summary Page Project Title: Building Community Resiliency to the Hazards of Smoke and Wildfires Project Location: Greater Oakridge-Westfir area and Firewise communities, Lane County, Oregon Project Period: July 1, 2024 through June 30, 2027 Project Cost: $997,622 Project Type: Resiliency Building, Emergency Preparedness, Community Engagement, Research Environmental Issues: Air & Pollution, Wildfires, Smoke Impacts, Public Health Underserved Communities & Vulnerable Populations: Rural area of less than 5,000 in population; historically low-income; subject to wildfires and wildfire smoke due to geographic and topographic characteristics Special Considerations: Climate Change & Disaster Resiliency, Rural Area, Health Impact Research Project Lead Applicant: Lane Regional Air Protection Agency (LRAPA); Travis Knudsen, Executive Director, (541) 736-1056 x217, Travis@lrapa.org; Unique Entity Identifier: DUAWJMRJC4J5 Project Partners:

1. Community Based Organization (CBO) Partner – South Willamette Solutions (SWS); Sarah Altemus-Pope,

(541) 521-5786, director@swfcollaborative.org; Unique Entity Identifier: SQD3M1XTDLZ7

2. Regional Partner – Lane County Public Health (LCPH); Rachel Stinson, (541) 682-3617 Rachel.Stinson@lanecountyor.gov; Unique Entity Identifier: XCLAXTCSJF71

3. Community Partner – City of Oakridge; James Cleavenger, (541) 782-2258 cityadministrator@ci.oakridge.or.us; Unique Entity Identifier: XJQZMAY3QM58

QAPP: Yes, based upon answers to the Appendix G questionnaire.

Project Abstract:

This project aims to transform the Oakridge-Westfir area into a healthy, thriving community capable of addressing historical and future environmental and public health challenges related to wildfire and smoke. This proposal builds on two previous EPA Targeted Airshed Grant investments in the City of Oakridge’s air quality and human health, which instigated the formation of the brand and banner Oakridge Air. This application benefits from an existing relationship with South Willamette Solutions, a community-based nonprofit, and established working groups to expand services offered through Oakridge Air to develop and implement specific approaches that achieve environmental justice through the methods of home hardening and smoke proofing interventions on approximately 25 area homes.

This application also funds efforts to implement a community-developed 2020 Smoke Community Response Plan; a wood waste program coordinator to extend the life of a community firewood program that delivers seasoned firewood to the community with over 80% of sales to low-income, senior, or disabled residents; a wood products feasibility study to identify economically viable uses of local forest stock which reduces forest fuel load while also creating economic opportunities for Oakridge-Westfir; a health and morbidity research assessment of wildfire smoke on rural Eastern Lane County exasperated by the limitation of prescribed fire in the Willamette National Forest; publish a lessons learned/best practices toolkit with presentations to areas comparable to Oakridge to encourage the implementation of similar programs.

Mitigating the effects of smoke and wildfires while promoting community resiliency will achieve meaningful environmental and public health results for residents.

mailto:Rachel.Stinson@lanecountyor.gov mailto:cityadministrator@ci.oakridge.or.us

b. Disproportionate Environmental & Public Health Issues Impacting Underserved Communities Oakridge-Westfir, Oregon experiences disproportionate adverse impacts from poor air quality and is more vulnerable to those risks because of several historic environmental justice factors. This community is in the 99th and 100th percentile rankings for the community in both cancer risk and respiratory hazard indicators and has a disproportionately older and lower income demographic. Using Lead Paint indicators via the EPA’s EJScreen tool, Oakridge-Westfir homes are in the 81st percentile for the EPA region, meaning that only 19% of homes in the whole region are older. Furthermore, this community ranks in the 93rd percentile for low-income indicators, showing that the long period of economic stagnation there continues to prevent upgrades to the housing stock, causing increased threats to health and safety. Coupling these factors with the presence of wildfire in the surrounding landscape results in a smoke vulnerable population.

The greater Oakridge-Westfir area is vulnerable to the threat of wildfires and wildfire smoke due to its location within the Cascade Range, a region known for its dry summers and high wildfire danger. The area has experienced several large wildfires in the past, with significant impacts on the community and the surrounding environment.

Potential exposure to pollutants during a wildfire and/or smoke event include particulate matter, carbon monoxide exposure, and other hazardous air pollutants like polycyclic aromatic hydrocarbons (PAHs). Repeated and/or prolonged exposure to such pollutants can have detrimental effects to human health in the form of respiratory ailments, exacerbated pre-existing conditions like asthma or chronic obstructive pulmonary disease (COPD), mental health impacts, increased cardiovascular risks, impaired cognitive processing and others.

In 2022, the Cedar Creek Fire, located 15 miles east of Oakridge, burned 127,311 acres of forest and wilderness land in the Willamette National Forest. This lightning caused fire required the mandatory evacuation of Oakridge and severely impacted air quality. For 37 days, between September 1 and October 31, 2022, Oakridge experienced 24-hour averages above health bases standards set by the EPA.

In 2021, the nearby Middle Fork Complex Fire burned more than 30,000 acres of forest and caused significant smoke impacts to the Oakridge-Westfir area. The complex was a conflagration of 12 fires, the border of which was roughly 9 miles north of Oakridge. In response to this event, the Goveneror’s office invoked the Emergency Conflagration Act allowing for the use of more resources and firefighters. A combination of periods of air inversion coupled with terrain-driven winds resulted in reoccurring poor air quality for the Oakridge-Westfir area throughout the period of fire activity.

In 2020, the Lionshead Fire burned more than 204,000 acres of forest and wilderness land in the Willamette National Forest, including areas near Oakridge-Westfir. This fire, which was caused by lightning, forced the evacuation of several nearby communities and resulted in road closures and significant smoke impacts throughout the region.

The impacts of wildfire smoke on air quality in the Oakridge-Westfir area have been well-documented. During the 2020 and 2022 wildfire seasons, the area experienced multiple episodes of hazardous air quality, with particulate matter concentrations exceeding 200 micrograms per cubic meter, well above the EPA's standard of 35 micrograms per cubic meter for healthy air. These conditions can pose serious health risks, particularly for individuals with respiratory issues, older adults, and young children. For those with pre-existing conditions, the impacts of wildfire smoke could potentially contribute to increasing environmental health inequalities.

One of the most recent efforts to address the reduction of wildfire hazardous fuels in the Oakridge-Westfir area is the Southern Willamette Forest Collaborative’s Wildfire Risk Reduction Project. The Oregon Department of Environmental Quality (ODEQ) and Oregon Department of Forestry (ODF) have approved funding for projects which will treat up to 300 acres on private lands. The project will provide for the removal of invasive species, thinning small understory trees, prescribed fire, and similar activities to reduce fuels in priority areas previously identified with Firewise assessments. With the inclusion of the Building Community Resiliency to the Hazards of Smoke and Wildfires program into the Oakridge Air banner, the community will have even greater resiliency in the face of wildfire and related smoke.

The health impact research component proposed under this grant will examine the relationship of wildfire smoke impacts on health and the need for forest fuel load reduction strategies to reduce the likelihood and intensity of local wildfires. This is an environmental justice concern in Oakridge as a community in the upper percentile for vulnerable populations – health conditions, income, age and education.

Overall, the greater Oakridge-Westfir area is highly vulnerable to the threat of wildfires and wildfire smoke due to its location within a high fire danger region. Historical data on wildfire activity and air quality in the area indicate that the impacts of these events can be significant and long-lasting, underscoring the need for ongoing monitoring and planning to minimize their impacts on the community.

The Oakridge Air program is primarily designed to improve air quality within the airshed and expand community resilience to natural hazards. With the inclusion of the Building Community Resiliency to the Hazards of Smoke and

Wildfires program into Oakridge Air, the project will: (1) prioritize the most at risk homes using Firewise and social vulnerability criteria to receive home interventions; (2) use the technological interventions that make homes comfortable, affordable and resilient while safeguarding from fire and smoke intrusion; (3) expand employment through the work on homes – both rented and owned; (4) provide a toolkit and roadmap for other rural communities with similar social, environmental, and health vulnerabilities to undertake home hardening and smoke proofing work; (5) and review and assess health and morbidity data with the assistance of Lane County Public Health to better inform and empower the public while raising awareness of the health impacts of wildfire smoke.

Incorporating this project into the Oakridge Air banner will effectively address disproportionate impacts on the community by simultaneously improving health and economic outcomes. The home hardening and smoke proofing upgrades will target homes with high needs. By protecting residents’ homes from wildfires and installing home interventions that reduce exposure to wildfire smoke intrusions, residents may miss fewer days of work from illness and have greater disposable income to support the local economy. Providing personal air filtration will reduce air quality associated health consequences for children and residents in those homes. The filtration will also increase safety and improve health outcomes during periods of poor air quality, potentially lowering the spike of health impacts evidenced in the data. Public education from the home hardening and outreach coordination will augment understanding in the community about the connections between wildfire activity, poor air quality, and poor health, especially when relocating individuals is not practical.

c. Organization’s Recent Efforts to Directly Support Underserved Communities LRAPA's involvement with the Oakridge Air initiative serves as a prime example of the Agency’s recent efforts to provide direct support and build relationships with underserved communities and vulnerable populations.

Oakridge Air currently provides direct assistance to underserved residents through home heating upgrades and weatherization work, distribution of air purifiers, and ongoing education and engagement. Over the past five years, LRAPA has supported all of the projects, public meetings, workshops, and community events organized by Oakridge Air and its partners to ensure that the voices of the residents are heard in the decision-making process. These efforts have empowered the local community by building their capacity to address a greater range of public health and environmental issues, such as the impacts of wildfire smoke and poor air quality.

Through Oakridge Air, LRAPA has maintained an ongoing relationship with community members and leaders, especially those serving the most underserved populations. This is exemplified by the collaborative response to the 2022 Cedar Creek Wildfire, where Oakridge Air, partners, and community volunteers provided essential support and resources, such as the distribution of 1,113 HEPA air purifiers to residents in Oakridge and Westfir.

The community has been engaged in many different efforts across the last two and a half decades. The City of Oakridge has received and continues to leverage resources to resolve air quality issues in the community and airshed. LRAPA has also collaborated with the Middle Fork Willamette Watershed Council, Oakridge School District, and Orchid Health in addition to the City of Oakridge to implement air pollution reduction strategies under the Oakridge Air banner. These strategies have been tailored to the unique needs of the community and have been developed with direct input from community members and stakeholders.

Oakridge Air has made a concerted effort to effectively engage hard-to-reach and underserved community members when implementing the program. The Oakridge Air program directs program benefits to the most vulnerable community members in Oakridge-Westfir while considering multiple avenues, tools, and performance metrics for engaging groups most vulnerable to air quality issues in the greater Oakridge-Westfir area. Under the Oakridge Air banner, Building Community Resiliency to the Hazards of Smoke and Wildfires will continue to work with existing community groups and leaders including the City of Oakridge Mayor and City Council, the Community Solutions Team, and Nazarene Pastors to help spread the word and build trust in the community.

By using outreach methods that will build trust and inform reluctant hard-to-reach community members, LRAPA has increased overall trust among residents with the highest need. Oakridge Air has effectively engaged the community with two-way communication strategies such as communicating via phone, public meetings and events, social media, and asking for feedback during the existing upgrade process. Oakridge Air has also utilized one-way communication methods such as printed materials, the Oakridge Air and City of Oakridge websites, direct text messaging, and e-newsletter updates to effectively inform the community of smoke and air quality hazards, resources, and preventative/protective measures.

LRAPA's ongoing work with the Oakridge Air initiative demonstrates the Agency’s dedication to providing direct support and fostering relationships with underserved communities and vulnerable populations in the Oakridge- Westfir area. By involving residents in the decision-making process and focusing on local environmental and public health issues, LRAPA has effectively increased the capacity and resources available to these communities.

d. Project Linkages The Building Community Resiliency to the Hazards of Smoke and Wildfires project will advance environmental justice by strengthening the community’s ability to repel fire and endure smoke intrusions from wildfires, which will result in positive health outcomes for a community that has a high percentage of vulnerable populations based on health conditions, income, age, and education. It will also increase economic development opportunities by exploring financially viable methods to utilize forest stock and produce wood products. Such opportunities may reduce urban flight and allow the community to sustain itself and thrive with new opportunities for residents.

Furthermore, the project promotes civil rights by encouraging health equality and offering assistance to those eligible, without bias or discrimination based upon any of the federal, or state protected classes. LRAPA shares the Agency’s non-discrimination policy with the public on our website, and has two staff members who act as non-discrimination coordinators to help promote and better understand discrimination, equality, environmental justice, and civil rights throughout offered programs.

Improving health risk communication with the public about wildfire smoke exposure before and during wildfires under the Oakridge Air banner may reduce the public health burden of smoke episodes. Implementation of the Oakridge Smoke Community Response Plan through this grant’s funding will enhance coordination, communication, and notification of residents and visitors within the area about planned prescribed fire, wildfire and wintertime smoke events, potential smoke and air quality impacts, and recommendations to reduce exposure and mitigate the health impacts of smoke from all sources. By empowering the Oakridge-Westfir area with the funding of this project, the community will be better equipped to develop their own visions of well-being and resilience, advocate for change, and influence public policy.

e. Partners & Collaborators The success of the Building Community Resiliency to the Hazards of Smoke and Wildfires program is rooted in partner and community-based collaborations. The program involves implementing solutions that address environmental and/or public health issues by including the participation of a wide range of collaborators including the region’s air protection agency, a community-based nonprofit, the county’s public health department, the city representing most of the impacted area identified in the grant application, the state’s health authority, local businesses and industries. Each of these partners and participants brings to the program a vast collection of resources, experience, knowledge, and established community relationships.

The existing relationships that each entity contributes to the Building Community Resiliency to the Hazards of Smoke and Wildfires project will allow for the collective leveraging of their strengths to promote the increased and sustained wellness of the community as well as promote environmental justice. By working together, the program aims to improve the local air quality, mitigate the effects of smoke and wildfires, encourage awareness of the health impacts of such events, and promote resiliency within the community. This project will accomplish the outlined tasks of the program by using these diverse partnerships from multiple stakeholder groups by focusing on improving the lives of the community through connecting residents with resources that improve the area’s air quality.

Lane Regional Air Protection Agency (LRAPA) - (Applicant Organization, Project Management) LRAPA is the local government agency that monitors and regulates ambient air quality in Lane County, Oregon. The Agency is the only local air agency in the state, as the remainder of Oregon’s air quality is regulated by the Oregon Department of Environmental Quality (DEQ). LRAPA monitors Lane County’s air through its eight regulatory grade ambient air monitoring stations and +90 commercial grade air sensors. The agency protects public health, community well-being, and the environment by administering air programs such as an Outdoor Burning program, Home Wood Heating advisory program, and through the regulation of commercial and industrial businesses with air permits and compliance inspections. The Agency responds to submitted air quality complaints and maintains a historical database of complaints filed. Founded in 1968, LRAPA’s authority is granted by an intergovernmental agreement between the Cities of Eugene, Springfield, Cottage Grove, Oakridge, and the Lane County government. By being local, LRAPA ensures important decisions concerning air quality are made by the communities living in Lane County.

LRAPA has a key understanding of the Oakridge airshed and the environmental impacts that come with home wood heating and wildfire smoke. Acting as the project manager and lead agency of Building Community Resiliency to the Hazards of Smoke and Wildfires, LRAPA brings many years of successful grant and interagency award management and resources to the project. Through utilizing successful strategies and models, LRAPA’s will continue to work towards its goal to improve the lives of residents within the county by improving the air quality.

South Willamette Solutions (SWS) - (CBO, Home Hardening & Smoke Proofing Coordination, Wood Waste Program Coordination, Subaward): South Willamette Solutions (SWS) is a community-based nonprofit in Oakridge, Oregon, with the mission to promote, coordinate and support creative solutions that strengthen rural communities, economies and landscapes. SWS implements the Oakridge Air project delivery to the community and the Southern Willamette Forest Collaborative (SWFC), which brings together community members, elected officials, community organizations as well as state and federal agencies to find forest management solutions for the Southern Willamette Forest area. As a subawardee, SWS will also provide a Home Hardening Outreach Coordinator (approximately 0.5 FTE) and a Smoke Proofing and Outreach Coordinator (approximately 0.5 FTE), both billed at approximately $50/hour, to support the implementation of home hardening and smoke proofing interventions in the community.

The organization is committed to diversity, equity, and inclusion as core values, and consistently seeks opportunities to actively recognize and promote principles of fairness and equity, in relation to, and across, intersections of race, age, color, disability, faith, religion, social class, economic class, marital status, ancestry, national origin, citizenship, sex, sexual orientation, ethnicity, gender identity, gender expression, and all other identities represented among our diverse communities. Their commitment to diversity, equity, and inclusion is critical to the environmental conflict resolution work that they engage in and effectiveness of their mission to promote local forest management solutions that foster ecological resiliency and promote socioeconomic health for the Southern Willamette Forest and communities.

SWS serves as the Residential Upgrade Coordinator for two EPA Targeted Airshed Grants (TAG) in the community, administers hazardous fuels reduction projects for Oregon Office of the State Fire Marshal and Oregon Department of Forestry, and coordinates the Community Firewood Program. SWS would expand these services to include home hardening and smoke proofing interventions as well as coordinate the Wood Waste Program Coordinator.

Lane County Public Health (LCPH) - (Regional Partner, Health Impact Research Project, Subaward): Lane County Public Health has a mission to promote and protect the long-term health and well-being of individuals, families and the community. They provide services throughout Lane County regardless of age, race, color, sex, religion, national origin, physical or mental disability, sexual orientation, gender identity, and marital status. LCPH plays an integral role within the community by offering various forms of access to health care needs while meeting their vision of optimal health for all people within Lane County. They are one of the key partners in the ongoing, collaborative Community Health Improvement Plan which identifies priorities and develops strategies necessary to promote behavioral health and wellness across the lifespan of county residents.

Their partnership with LRAPA and participation with the Building Community Resiliency to the Hazards of Smoke and Wildfires program through their research and assessment of the health and morbidity impact of wildfire smoke on Eastern Lane County residents will allow for community members to make more informed decisions about health policies in the future. If possible, some of the information assessed and identified from this data will be included in the Best Practices & Lessons Learned Toolkit component of this project, to share with similar communities well beyond Lane County.

City of Oakridge - (Community Partner, Public Outreach & Promotion Support, In-Kind): With a council-manager form of government adopted in 1972, Oakridge residents enjoy a strong supportive government. The City is funded by property taxes, franchise and other fees. Special projects are funded through grants and loans. Over the last eight years the City has received almost $11 million in grants and loans for such projects as a built-out water system, and is committed to continuing to improve the air quality for all its citizens. As a part of this goal and with funding from this application, the City will continue to support the Community Firewood Program while promoting outreach and participation in the Building Community Resiliency to the Hazards of Smoke and Wildfires project.

The community of Oakridge (and nearby Westfir) sits at the valley bottom on the western slope of the Cascades, surrounded by the Willamette National Forest. This makes the area especially vulnerable to smoke pollution from old woodstoves, burning unseasoned wood and debris, and wildfires. Oakridge is an ideal location for an environmental grant focused on wildfire mitigation and smoke reduction. The City is situated in a high-risk wildfire area and has implemented proactive measures to reduce the risk of wildfires and smoke impacts, including a community wildfire protection plan, air quality monitors, and fuel reduction projects. The Environmental Justice Government to Government grant would support continued implementation of forest management practices, smoke reduction measures, and community outreach and education programs with promoting awareness of the public health impacts of wildfire and smoke.

Oregon Health Authority (OHA) - (Regional Partner, Health Impact Research Project Support): Established in 2009, the Oregon Health Authority (OHA) oversees most of Oregon’s health-related programs. Their mission is to ensure all people and communities can achieve optimum physical, mental, and social well-being through partnerships, prevention, and access to quality, affordable health care. One of their major deliverables includes the Climate & Health in Oregon 2020 report, where partners work together to study, prevent and plan for the health effects of climate change.

Their support of the Building Community Resiliency to the Hazards of Smoke and Wildfires project will allow for a public health interpretation of data concerning the assessment of air toxics data collected during the 2022 Cedar Creek Fire as well as gathered health data. OHA will share their findings in report form that would include health risk and outcomes data, which would prove beneficial to residents throughout the state in better understanding the health impacts of wildfire smoke.

2.0 Project Activities/Milestone Schedule/Detailed Budget Narrative

a. Project Activities Wildfire has repeatedly threatened the greater Oakridge-Westfir area in recent years. The City of Oakridge faced mandatory evacuation notices in 2020 and 2022 related to nearby wildfires. Wildfire smoke has made a more regular appearance in the community. In 2022, LRAPA’s air quality monitoring in Oakridge documented 37 days between September 1 and October 31 where the 24-hour Particulate Matter 2.5 (PM2.5) measurement was above the EPA’s health protective standards. Nine of those days constituted “Hazardous” on the Air Quality Index.

The impacts of wildfires are experienced both outside and inside of the home. Particulate matter and hazardous air pollutants caused by the presence of wildfires have direct detrimental effects on human health. Exposure to both exacerbates pre-existing conditions, potentially contributing to increasing environmental health inequalities. With that in mind, the Building Community Resiliency to the Hazards of Smoke and Wildfires project is divided into five specific strategies and tasks to describe the program design: Task 1: Home hardening and smoke proofing homes with wildfire and smoke vulnerabilities; Task 2: Smoke Community Response Plan implementation work and coordination; Task 3: Wood Waste Program Coordinator and Wood Products Feasibility Study; Task 4: Health and Morbidity Assessment and Research of Wildfire Smoke on Eastern Lane County; and Task 5: Best Practices and Lessons Learned Toolkit.

By orchestrating each of these critical tasks, the Building Community Resiliency to the Hazards of Smoke and Wildfires project aims to empower the Oakridge-Westfir area in becoming a healthy, thriving community capable of addressing historical and future environmental and public health challenges related to wildfire and smoke.

Task 1: Home hardening and smoke proofing homes with wildfire and smoke vulnerabilities This grant-funded project builds on existing programmatic infrastructure established in 2020 to implement two EPA funded Targeted Airshed Grants (TAG). These grants, operating under the banner Oakridge Air, fund an assortment of home interventions that reduce PM2.5 pollution in the airshed related to wintertime home wood heating. Most of these interventions are uncertified wood stove exchanges, ductless heat pump installations, and small home repair or weatherization upgrades. South Willamette Solutions (SWS) is contracted to perform outreach to residents and to coordinate between homeowners and contractors hired to install these interventions. Under this task of the Building Community Resiliency to the Hazards of Smoke and Wildfires grant funding, SWS will expand services offered under Oakridge Air to residents in the greater Oakridge-Westfir area to include home hardening and smoke proofing interventions for approximately 8 properties a year over the grant cycle.

Home hardening efforts will vary depending on the needs of a property, and can include a home ignition zone assessment and interventions such as: installing ember-resistant vents to prevent embers from entering the attic or crawlspace; replacing traditional roofing materials with fire-resistant ones; clearing flammable vegetation and debris from around the home; installing fire-resistant exterior siding and windows; creating defensible space around the home by removing flammable materials and vegetation within a certain distance. These measures can help reduce the risk of wildfire damage to homes and improve the chances of the home surviving a wildfire. Home hardening is an imperative step to take in preparing for, adapting to, and surviving wildfire.

Home Hardening Interventions Defensible Space Interventions Smoke Proofing Interventions ranked by priority

1. Install ember-resistant vents.

2. Replace gutters or install gutter guards.

3. Underdeck sealing.

4. Fire-resistant siding and/or windows; stove pipe/chimney repair or spark arrester; replace roofing materials with fire-proof materials.

ranked by priority

1. Brush removal (plants and ladder fuels); yard debris chipping.

2. Removing or replacing bark mulch.

3. Move fire-hazard debris.

4. Adding or enclosing out-buildings;

hazardous junk removal; chemical and hazardous waste disposal.

ranked by priority

1. Provide air purifiers and/or air filters.

2. Basic air seal of attic, floor, doors.

3. Install a ductless heat pump.

4. Repair air seal windows.

Dollar cap per home for all interventions: $16,000

Smoke proofing interventions will also vary depending on the needs of a property. As part of the pre-work audit component, a home air seal test and/or air flow assessment will be performed to better identify the work needed.

Smoke proofing interventions can include steps such as: sealing gaps and cracks in the building's exterior to prevent smoke from entering; installing high-efficiency air filters in the building's ventilation system to trap smoke particles; creating a designated "clean room" by providing a high-efficiency air filter to create a safe space for occupants during a smoke intrusion. Through the mechanisms of smoke proofing, residents will have a greater chance in managing the impacts of wildfire smoke within the home. It can help reduce the health risks associated with smoke inhalation and improve the chances of occupants staying safe during a wildfire event

Through this grant SWS would receive funding included under Task 1 that will support 0.5 FTE for promotion, outreach, and contractor coordination for home hardening interventions and 0.5 FTE for promotion, outreach, and contractor coordination for smoke proofing interventions. South Willamette Solutions (SWS), as a subawardee, will perform initial weatherization audit work, including air sealing, smoke-proofing, and blower door tests, to assess the needs of homes eligible for the home hardening and smoke proofing interventions. Program Coordination Support will be contracted to an individual consultant or firm with relevant project management qualifications. The selection of this contractor will follow LRAPA's procurement policy, which will require an RFP and competitive selection process. This combined role will help strengthen the development and implementation of specific approaches to achieve environmental justice by targeting homes in areas with higher wildfire and smoke vulnerabilities, to help ensure that the individuals most in need receive the necessary resources and interventions to reduce their risks. Smoke proofing homes can significantly improve indoor air quality, reducing the health risks associated with smoke exposure. This can be particularly important for vulnerable populations, such as children, the elderly, and those with pre-existing health conditions, who are more susceptible to the adverse health effects of air pollution.

A matrix will be used to assess the needs and priorities of homes eligible for this portion of the Building Community Resiliency to the Hazards of Smoke and Wildfires program. Using Firewise Program criteria coupled with social vulnerability data and housing needs analysis, the home hardening and smoke proofing coordinator will assess and identify those with the greatest needs within the community. With a maximum budget of $16,000 per home, the coordinator will work with contracted vendors to identify the best ways to improve the structure and provide the best protections. In most cases, homes will receive lower cost items like ember resistant vents, air filters and/or air purifiers as these are often easy deliverables. Larger cost items will identified and installed on an as needed basis.

Priority Smoke Proofing/ work supplies (via contractor) Estimated

Cost 1 Air purifiers or filters $370 2 Basic air seal including attic and floor $1,000 2 Door seal $500 3 Ductless Heat Pumps $5,000 4 Windows $150-$5000

Priority Home Hardening work/ supplies (via contractor) 1 Ember-resistant vents $300 2 Gutter replacement or guards $1,000 3 Under-deck sealing $500-$1000 4 Fire-resistant siding or windows $6000-$8000 4 Stove pipe / chimney repair or spark arrester $250 4 Replacing roofing materials with fire-proof ones $10K-$15K

Priority Defensible space work/ supplies (via contractor) 1 Brush removal (plants and ladder fuels) $1,500 1 Yard debris chipping $200 2 Removing / replacing bark mulch $500

3 Moving hazardous debris $200-$2000 4 Adding or enclosing out buildings $200-$2000 4 Hazardous junk removal $200-$2000 4 Chemical and hazardous waste disposal $500-$2000

The goal of this portion of the grant is to create a model pilot program in the Oakridge-Westfir community that can be replicated in other Pacific Northwest geographic areas where wildfire resiliency/adaptation would benefit the public. Contractors for home hardening and smoke proofing interventions will be a mix of firms and individual tradespeople (carpenters, HVAC technicians, etc.) to complete specific intervention work. SWS will vet and maintain a list of approved contractors that homeowners may select to work on their home for these interventions. Anticipated results include residents being able to remain in their homes for longer periods during a wildfire smoke event; greater likelihood of homes and properties surviving a wildfire; fewer direct health impacts of wildfire smoke and events; overall community emergency preparedness resiliency.

Task 2: Smoke Community Response Plan Implementation Work and Coordination Funding under Task 2 will broaden SWS' capacity to implement the 2020 Smoke Community Response Plan.

Implementation efforts include continued engagement with response plan partners to assure working relationships are productive and strong; coordination with the City of Oakridge and Oakridge School district to implement newly installed community reader boards into the Smoke Community Response Plan; and provide capacity for SWS to respond to wildfire and smoke emergencies experienced by the community.