RFP.docx

State of Minnesota Department of Natural Resources

REQUEST FOR PROPOSAL

Fish and Wildlife Learn to Hunt SWIFT Event #2000016948 Date Posted: April 03, 2025

· Responses must be received not later than 2:00PM, Central Time, April 24, 2025

· Late responses will not be considered

Minnesota’s Commitment to Diversity and Inclusion The State of Minnesota is committed to diversity and inclusion in its public procurement process. The goal is to ensure that those providing goods and services to the State are representative of our Minnesota communities and include businesses owned by minorities, women, veterans, and those with substantial physical disabilities. Creating broader opportunities for historically under-represented groups provides for additional options and greater competition in the marketplace, creates stronger relationships and engagement within our communities, and fosters economic development and equality.

To further this commitment, the Department of Administration operates a program for Minnesota-based small businesses owned by minorities, women, veterans, and those with substantial physical disabilities. For additional information on this program, or to determine eligibility, please call 651-296-2600 or go to the Office of Equity in Procurement home page, at www.mn.gov/admin/oep.

SPECIAL NOTICE: This is a request for proposal. It does not obligate the State of Minnesota to award a contract or complete the proposed program, and the State reserves the right to cancel this solicitation if it is considered in its best interest.

This Solicitation requires proposals to be submitted through the SWIFT Supplier Portal. Please note the security changes below that may impact responders from submitting a timely response.

SWIFT SUPPLIER PORTAL SECURITY CHANGES

There are new security measures that the Minnesota Management and Budget implemented on October 16, 2022. It is a new multi-factor authentication (MFA) to enhance the security of the State of Minnesota Supplier Portal. MFA is an authentication method that requires bidders and suppliers provide two verification factors to log into the SWIFT Supplier Portal. The goal of MFA is to create a layered defense that makes it more difficult for unauthorized system access to occur.

For information about these changes, please refer to the SWIFT Supplier Portal Multi-Factor Authentication FAQ document.

If you have not done so already, please make sure to log into the SWIFT Supplier Portal as soon as possible to get this authentication set up early so there are no issues when submitting a response to an RFP.

You are strongly encouraged to set your MFA during business hours of 8:00 A.M. to 4:00 P.M., Central Time, Monday through Friday. You may experience delay setting your MFA after hours.

TABLE OF CONTENTS

Solicitation Content

Solicitation Attachments

· Attachment A: Responder Declarations

· Attachment B: Exceptions to State's Terms and Conditions

· Attachment C: Cost Detail

· Attachment D: Responder Forms

· Veteran-Owned Preference Form

· Workforce Declaration Page

Sample Contract

· Exhibit A: Contract Terms

· Exhibit B: Insurance Requirements

SECTION 1 – INSTRUCTIONS TO RESPONDERS

Step 1: Read the solicitation documents and ask questions, if any Step 2: Write your response Step 3: Submit your response

STEP 1 – READ THE SOLICITATION DOCUMENT & ASK QUESTIONS, IF ANY

How to Ask Questions

The contact person for questions is:

Charles Schuman, Contract Officer Department of Natural Resources charles.schuman@state.mn.us Questions should be emailed to the contact seven days prior to event close.

Other personnel are not authorized to answer questions regarding this Solicitation.

STEP 2 – WRITE YOUR RESPONSE

The Response Content section is in this link to Section 4. Prepare a written response and supply all requested content. Responses should address the requested information and documents detailed in Section 4. DO NOT INCLUDE Non-Public/Trade Secret data (as defined in this link to Minn. Stat. § 13.37).

Review, sign, and include the Responder Declarations with your response.

STEP 3 –SUBMIT YOUR RESPONSE

Where to Send Your Response

All responses to this solicitation (termed an “Event” within SWIFT) must be submitted through SWIFT using the Supplier portal (https://mn.gov/supplier). Training and documentation on how to submit your response is available through the Supplier portal link above. Fax, e-mail, and printed responses will not be accepted or considered. All costs incurred in responding to this solicitation will be borne by the responder.

Late responses will not be considered. Responses received after End Date above will not be considered, even if errors or delays were caused by issues outside of responders’ control. If you need assistance please contact the SWIFT Vendor Assistance Helpline at 651-201-8100, Option 1, and then Option 1.

By submitting a response, your company is making a binding legal offer for the period of time set forth below in Section 6, Conditions of Offer.

SECTION 2 – SUMMARY OF SCOPE

Procurement Overview and Goals.

The Department of Natural Resources requests proposals to provide hunting education programming and experiences to those wishing to learn hunting skills. We seek especially to provide these services to members of underserved and underrepresented populations. Programming shall include how-to instruction and hands-on experiences for participants at the below available hunt locations and timeframes. Those submitting proposals are welcome to do so for deer hunting or for other species. Please keep in mind when submitting that all hunts should be complete by May 31, 2026. This Request for Proposal may result in the award of multiple contracts with multiple vendors.

A. Priority hunt locations

1. Saint Croix State Park – Hinckley, MN

a. Firearms deer hunt the weekend prior to the deer firearms opener

2. Minnesota Valley National Wildlife Refuge (Louisville Swamp area) – Jordan, MN

a. During the months of September (archery) or October (shotgun) TBD

3. Lake Bemidji State Park – Bemidji, MN

a. October 17 – 19, 2025

4. Environmental Learning Centers with lodging and land to host hunts

a. Dependent upon species, location, and vendor preference

5. Public or private property of your choosing (statewide)

a. Dependent upon species, location, and vendor preference

b. Must be held within regular hunting seasons B. Students experience goals

1. Feeling comfortable at the end of the hunt weekend with going out in the woods again to continue their hunting journey.

2. Gaining a beginner to intermediate comfort/command of educational outcomes.

3. Leaving with an expanded hunting network or community to build upon.

4. Vendors will be expected to create some sort of online group on social media or elsewhere that participants can use to connect during and after the course.

Tasks and Deliverables.

A. Education content - Vendor provided training prior to hunt Note: Available DNR course materials

a. Online lessons (videos) https://www.dnr.state.mn.us/gohunting/learn-deer-hunt-program.html

b. Hunt equipment and supplies list sample

c. Hunt weekend itinerary sample

Required Topics

1. The role of hunting in deer management and conservation (North American model)

2. Whitetail deer behavior, biology, ecology, and habitat

3. Hunter ethics and behavior

4. Deer hunting equipment and clothing (per various types of weather)

5. How to put together a survival kit

6. Licensing requirements and purchasing

7. CWD safety and rules

8. Deer butchering & processing

9. Using online tools to scout and pick a location

10. Scouting and reading deer sign

11. Safe firearms handling, sighting-in firearms, and shooting practice

12. Ticks, insects and related PPE

13. Firearms handling, demos and range time

14. Rules and regulations

i. Licensing

ii. Trespassing

iii. Registration

iv. Limits and deer permit areas (DPAs)

v. Antlerless lottery

vi. Statewide bag limits

vii. Seasons

viii. Legal ammunition and firearms

ix. Party hunting

x. Tree stand safety and placement (field training) B. Required safety standards for all vendors

1. Vendors must collect emergency contact and other safety info from applicants to have on file.

2. Participants and vendors must use two methods of tick and insect protections (i.e. permethrin and gators, etc.).

3. All vendors, instructors, mentors, students, and other participants must follow all applicable Minnesota state hunting regulations at all times.

4. The vendor must provide a 1:1 mentor/mentee relationship is required aside from extenuating circumstances (i.e. illness or emergency whereby a mentor has two students due to another mentor being unavailable.)

5. Non-toxic ammunition must be used on all DNR-contracted hunts.

i. Exception for range days (only at properties which are regulated, and the lead is recovered).

6. Eyewear and hearing protection and all other appropriate PPE for range days and appropriate PPE available for hunt days as well.

7. 5-point harnesses are required for use with portable or hanging tree stands.

8. Participants must have completed hands-on harness and tree stand training to be able to use them.

C. Vendor managed application and registration processes

1. All components of application and registration including fielding questions about either process

2. Application intake and processing

3. Applicant selection in accordance with equity selection methodology (DNR provides)

4. Payment collection

5. Ensure students have firearms safety

6. Notifying those accepted and not accepted into the program

7. Coordinate DNR talent (photo) waivers for students and mentors

8. Ensure participants are licensed

D. Mentored hunt experience expectations and provisions

1. There must be at least one certified firearms safety instructor onsite at each contracted hunt and range time.

2. Hunt location coordination

i. Vendors will need to coordinate and pay for applicable lodging for all attending, including mentors.

ii. DNR approval and coordination required for hunt locations and any hunts outside of normal regulated hunting seasons (must be requested by April 18, 2025).

1. The following information is needed:

Landowner Name:

Location of property:

Number of acres:

Portion/location hunted if it’s outside of the regular season (special season) Date of the hunt if it’s outside of the regular season (special season)

3. Necessary equipment, supplies, and food for the hunt weekend

i. The vendor will determine and manage food needs and provisions, whether vendor or participant provided.

ii. The DNR may be able to provide crossbows, firearms, and other equipment on a case-by-case basis when the vendor is unable to meet the need or total need required by the hunt, in line with limited quantities available.

iii. Note in your proposal what equipment you would like to borrow and in what quantity.

iv. The vendor is responsible for obtaining all borrowed equipment from the DNR, keeping it secured for the duration of the loaning period, and properly cleaning all equipment before returning it to a location as directed by the DNR.

1 All state-owned firearms must be stored unloaded in a locked gun safe when not in field use or transit (stationary or mobile).

2 All state-owned firearms must be transported in a locked storage case or with locking trigger locks or cables.

3 Students may only have access to firearms and other equipment during range days and hunts.

4 Any hunt leads borrowing firearms including crossbows must attend a DNR firearms safety training led by Fish and Wildlife staff prior to program delivery.

5 Any unused DNR-provided ammunition must be returned to the DNR at the end of the course.

6 If any damage or routine wear and tear happens that requires a repair, the vendor must alert the DNR staff liaison they are working with of this need and appropriately mark the equipment in question so it can be easily identified.

a. For equipment that needs to be replaced, vendors are asked to immediately contact the DNR staff liaison they are working with to make arrangements for a replacement where possible.

b. Vendors are asked not to repair damaged equipment or firearms themselves.

c. Vendors must have a process to ensure that all vendor-or-student-supplied firearms have been assessed by a certified gunsmith and determined to be in working order within the past year.

d. Vendor invoices will not processed until all borrowed DNR equipment has been returned.

a. Procuring and setting up all needed equipment

b. Firearms and ammunition coordination and related expenses

4. Pre-hunt scouting coordination and education

i. Lead scouting and reading deer sign training

ii. Setting up the stands/blinds

iii. Train on preparing to be in the wilderness and necessary personal protective equipment (PPE)

a. Clothing

b. Footwear

c. Layers

d. Insect disease prevention

iv. Organize and provide food/water/necessities

5. Hunt weekend education expectations (mentoring content)

i. Application of learned skills and knowledge under the supervision of a mentor while deer hunting

ii. Safe firearm handling, transportation, and storage during all aspects of the weekend and hunt

iii. Making a safe and ethical shot

iv. After the harvest

a. Tracking and locating an injured deer

b. Field dressing

c. Gutting

d. Butchering

e. Processing deer

E. Evaluation and final reporting

1. Conduct pre and post evaluations of program participant knowledge, attitudes and skills, and end of program qualitative evaluations by mentors and participants. (DNR to provide templates).

2. Complete and submit final report on program outcomes, including summary of program evaluations, with final financial reimbursement request.

SECTION 3 – PROPOSAL INSTRUCTIONS AND ADDITIONAL INFORMATION

1. Anticipated Contract Term.

The term of this contract is anticipated to be from May 2025 to May 2026, with the option to extend up to an additional 1 year in increments determined by the State.

Question and Answer Instructions.

All questions should be submitted no later than the date and time listed in Section 1, Instructions to Responders. The State is not obligated to answer questions submitted after the question due date and time.

Only personnel listed above are authorized to discuss this solicitation with responders. Contact regarding this solicitation with any personnel not listed above could result in disqualification. This provision is not intended to prevent responders from seeking guidance from state procurement assistance programs regarding general procurement questions.

If a Responder discovers any significant ambiguity, error, conflict, discrepancy, omission, or other deficiency in the solicitation, please immediately notify the contact person detailed above in writing of such error and request modification or clarification of the document.

Additional Tasks or Activities.

Responders are encouraged to propose additional tasks, activities, or goods above and beyond the scope of what is requested in this solicitation if they will substantially improve the results of this procurement. Any costs associated with these additional tasks, activities, or goods should be clearly marked and separated from costs associated with the tasks, activities, or goods specifically requested under this solicitation. Because cost is a factor in the evaluation of responses to this solicitation, failure to separate costs for additional tasks, activities, or goods may result in those costs being included in a responder's cost proposal and result in a lower cost score for that proposal.

SECTION 4 – PROPOSAL CONTENT

Please submit the following information:

Responders who are submitting more than one hunt for different types of species shall provide their approach, qualifications/experience and DEI for each species.

Approach. Responder should describe their approach to meeting State’s request in a timely manner. Responder should specifically describe how their approach differs when the State requires a more rapid timeline for delivery of services. Responder should provide a statement of the objectives, goals, and tasks to show or demonstrate the Responder's view and understanding of the nature of the contract, and what makes the Responder uniquely suited for this work. This document should NOT list cost detail. If cost detail is included in this document, the State may disqualify the proposal as non-responsive.

Qualifications and Experience. Responder should provide an outline of background and experience with examples of similar work done by the Responder and a list of personnel who will conduct the project, detailing their training, and work experience. Resumes or other information about project personnel should not, if possible, contain personal telephone numbers, home addresses, or home email addresses. If it is necessary to include personal contact information, please clearly indicate in the response that personal contact information is being provided.

Diversity, Equity, and Inclusion.

· Describe how responder’s policies and practices promote diversity, equity, and inclusion in areas such as:

· Choosing participants (DNR will provide guidance for student selection that is representative of the state of MN.)

· Actively creating a welcoming space where everyone knows that all are welcome, and all belong in Learn to Hunt spaces.

· The application and applications process

· Making hunts accessible for people with disabilities

Cost Detail. Complete and submit Attachment C, “Cost Detail,” attached to this solicitation.

Submit all requested documentation, including, but not limited to, the following documents:

1. Attachment A: Responder Declarations

2. Attachment B: Exceptions to State's Standard Terms and Conditions

3. Attachment C: Cost Proposal

4. Attachment D: Responder Forms

a. Veteran-Owned Preference Form

b. Workforce Declaration Page

DO NOT INCLUDE Non-Public/Trade Secret data (as defined by Minn. Stat. § 13.37).

SECTION 5 – EVALUATION PROCEDURE AND CRITERIA

The State will conduct an evaluation of responses to this Solicitation. The evaluations will be conducted in three phases:

Phase 1 - Review responses for responsiveness and pass/fail requirements Phase 2 - Evaluate responses Phase 3 - Select finalist(s)

1. Phase 1 – Responsiveness and Pass/Fail Requirements The purpose of this phase is to determine if each response complies with mandatory requirements. The State will first review each proposal for responsiveness to determine if the Responder satisfies all mandatory requirements. The State will evaluate these requirements on a pass/fail basis.

Mandatory Requirements. The following will be considered on a pass/fail basis:

· Responses must be received by the due date and time specified in this RFP.

Phase 2 - Evaluate Responses Only those responses found to have met Phase 1 criteria will be considered in Phase 2.

The factors and weighting on which responses will be evaluated are:

Preference points are described under Solicitation Terms and will be applied to the total score after points have been awarded.

Phase 3 - Select Finalist(s) Only those responses that have been evaluated under Phase 2 shall be eligible for Phase 3.

The State will make its selection based on best value, as determined by this evaluation process. The State reserves the right to pursue negotiations on any exception taken to the State’s standard terms and conditions. In the event that negotiated terms cannot be reached, the State reserves the right to terminate negotiations and begin negotiating with the next highest scoring responder or take other actions as the State deems appropriate. If the State anticipates multiple awards, the State reserves the right to negotiate with more than one Responder.

It is anticipated that the evaluation and selection will be completed by the beginning of May 2025.

SECTION 6 – SOLICITATION TERMS

1. Competition in Responding The State desires open and fair competition. Questions from responders regarding any of the requirements of the Solicitation must be submitted in writing to the Solicitation Administrator listed in the Solicitation before the due date and time. If changes are made the State will issue an addendum.

Any evidence of collusion among responders in any form designed to defeat competitive responses will be reported to the Minnesota Attorney General for investigation and appropriate action.

Addenda to the Solicitation Changes to the Solicitation will be made by addendum with notification and posted in the same manner as the original Solicitation. Any addenda issued will become part of the Solicitation.

Data Security - Foreign Outsourcing of Work is Prohibited All storage and processing of information shall be performed within the borders of the United States. This provision also applies to work performed by subcontractors at all levels.

Joint Ventures The State allows joint ventures among groups of responders when responding to the solicitation. However, one responder must submit a response on behalf of all the others in the group. The responder that submits the response will be considered legally responsible for the response (and the contract, if awarded).

Withdrawing Response A responder may withdraw its response prior to the due date and time of the Solicitation. For solicitations in the SWIFT Supplier Portal, a responder may withdraw its response from the SWIFT Supplier Portal. For solicitations done any other way, a responder may withdraw its response by notifying the Solicitation Administrator in writing of the desire to withdraw.

After the due date and time of this Solicitation, a responder may withdraw a response only upon showing that an obvious error exists in the response. The showing and request for withdrawal must be made in writing to Solicitation Administrator within a reasonable time and prior to the State’s detrimental reliance on the response.

Rights Reserved The State reserves the right to:

· Reject any and all responses received;

· Waive or modify any informalities, irregularities, or inconsistencies in the responses received;

· Negotiate with the highest scoring Responder[s];

· Terminate negotiations and select the next response providing the best value for the State;

· Consider documented past performance resulting from a State contract may be considered in the evaluation process;

· Short list the highest scoring Responders;

· Require Responders to conduct presentations, demonstrations, or submit samples;

· Interview key personnel or references;

· Request a best and final offer from one or more Responders;

· The State reserves the right to request additional information ; and

· The State reserves the right to use estimated usage or scenarios for the purpose of conducting pricing evaluations. The State reserves the right to modify scenarios, and to request or add additional scenarios for the evaluation.

Samples and Demonstrations Upon request, Responders are to provide samples to the State at no charge. Except for those destroyed or mutilated in testing, the State will return samples if requested and at the Responder’s expense. All costs to conduct and associated with a demonstration will be the sole responsibility of the Responder.

Responses are Nonpublic during Evaluation Process All materials submitted in response to this Solicitation will become property of the State. During the evaluation process, all information concerning the responses submitted will remain private or nonpublic and will not be disclosed to anyone whose official duties do not require such knowledge. Responses are private or nonpublic data until the completion of the evaluation process as defined by Minn. Stat. § 13.591. The completion of the evaluation process is defined as the State having completed negotiating a contract with the selected responder. The State will notify all responders in writing of the evaluation results.

Trade Secret Information Responders must not submit as part of their response trade secret material, as defined by Minn. Stat. § 13.37.

In the event trade secret data are submitted, Responder must defend any action seeking release of data it believes to be trade secret, and indemnify and hold harmless the State, its agents and employees, from any judgments awarded against the State in favor of the party requesting the data, and any and all costs connected with that defense.

The State does not consider cost or prices to be trade secret material, as defined by Minn. Stat. § 13.37.

A responder may present and discuss trade secret information during an interview or demonstration with the State, if applicable.

Conditions of Offer Unless otherwise approved in writing by the State, Responder’s cost proposal and all terms offered in its response that pertain to the completion of professional and technical services and general services will remain firm for 180 days, until they are accepted or rejected by the State, or they are changed by further negotiations with the State prior to contract execution.

Award Any award that may result from this solicitation will be based upon the total accumulated points as established in the solicitation. The State reserves the right to award this solicitation to a single Responder, or to multiple Responders, whichever is in the best interest of the State, providing each Responder is in compliance with all terms and conditions of the solicitation. The State reserves the right to accept all or part of an offer, to reject all offers, to cancel the solicitation, or to re-issue the solicitation, whichever is in the best interest of the State.

Requirements Prior to Contract Execution Prior to contract execution, a responder receiving a contract award must comply with any submittal requests. A submittal request may include, but is not limited to, a Certificate of Insurance.

Targeted Group, Economically Disadvantaged Business, Veteran-Owned and Individual Preference Unless a greater preference is applicable and allowed by law, in accordance with Minn. Stat. § 16C.16, businesses that are eligible and certified by the State as targeted group (TG) businesses, economically disadvantaged (ED) businesses, and veteran-owned businesses will receive points equal to 12% percent of the total points available as preference.

For TG/ED/VO certification and eligibility information visit the Office of Equity in Procurement website at https://mn.gov/admin/business/vendor-info/oep/ or call the Division’s Helpline at 651.296.2600.

Reciprocity State shall comply with Minn. Stat. § 16C.06, subd. 7, as that applies to a non-resident vendor. This paragraph does not apply for any project in which federal funds are expended.

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