RFP No 2026008 - MFCC Coordinator Final.pdf

McNary Fisheries Compensation RFP No. 2026008 Northern WASCO PUD Committee (MFCC) Coordinator Page 1 of 14

Informal Request for Proposal No. 2026008

For

MCNARY FISHERIES COMPENSATION

COMMITTEE (MFCC) COORDINATOR

Issued Date:

Monday, October 26, 2026

Optional Preproposal Conference:

Tuesday, November 3, 2026 @ 9:00 AM PST

Proposals Due:

Friday, November 20, 2026 @ 4:00 PM PST

The District’s Single Contact Person for this RFP is:

Sandra Chidiac, Purchasing Manager

Phone: (541) 394-3014

Email: sandra-chidiac@nwascopud.org

Submit Proposals Electronically through OregonBuys Only via:

https://oregonbuys.gov/bso/

This Request for Proposals (RFP) does not commit Northern Wasco County People’s Utility District, “the District” to award a contract or pay any costs incurred in the preparation of a proposal responsive to this request. The District reserves the right to accept all or part of any proposal or to cancel in part or in its entirety this Request for Proposals. The District further reserves the right to accept the proposal that it considers to be in the best interest of the District.

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1. INTRODUCTION

This Informal Request for Proposals issued by Northern Wasco County People's Utility District is to solicit a Committee Coordinator for the McNary Fisheries Compensation Committee.

2. KEY DATES/TIMELINE

The following table outlines the anticipated solicitation timeline:

Milestone Date

RFP / ITB Release Monday, October 26, 2026

Non-Mandatory

Preproposal Conference

(Virtual)

Tuesday, November 3, 2026 @ 9:00 AM PST

Microsoft Teams meeting

Join:

https://teams.microsoft.com/meet/2949356965492990?p=AlwfWDKQHDGD2AiVSM

Meeting ID: 294 935 696 549 299 0

Passcode: ns2tD7oY

Need help? | System reference

Dial in by phone

+1 929-329-2852,,97666237# United States, New York City

Find a local number

Phone conference ID: 976 662 37#

Last Day to Submit

Questions/Clarifications through OregonBuys only

Friday, November 6, 2026 @ BY 4:00 PM PST

Answers to Questions on or about

Thursday, November 12, 2026

Proposals Due

Date/Time

Friday, November 20, 2026 BY 4:00 PM PST

Interviews at the

Discretion of the District

TBD

Recommendation of award

Monday, December 14, 2026

Contract Executed Tuesday, December 22, 2026

Project Start Date Monday, February 1, 2027

*Proposals submitted past the stated due date/time will not be considered for award.

https://teams.microsoft.com/meet/2949356965492990?p=AlwfWDKQHDGD2AiVSM https://aka.ms/JoinTeamsMeeting?omkt=en-US https://teams.microsoft.com/l/meetup-join/19%3ameeting_NTgwYzU2MGYtYTY5OC00M2Q0LTk0ZTMtODkxNGE0YmFkYWRl%40thread.v2/0?context=%7b%22Tid%22%3a%22a78bfeed-019a-4f4e-ac89-0ba820742172%22%2c%22Oid%22%3a%2299fabd5d-5bbf-44ee-9b2e-44e249259c37%22%7d tel:+19293292852,,97666237 https://dialin.teams.cloud.microsoft/294c6386-1435-4442-9e77-7e457028f919?id=97666237

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3. PROJECT OVERVIEW

The Northern Wasco County PUD District (District) is seeking a qualified coordinator to administer the McNary Fisheries Compensation Committee (MFCC) grant program.

The MFCC was established as part of the Federal Energy Regulatory Commission (FERC) licensing requirements for the McNary Fishway Hydroelectric Project, a jointly owned facility of

Northern Wasco County PUD and Klickitat PUD located at McNary Dam near Umatilla, Oregon.

The program administers mitigation funds intended to support fisheries enhancement projects upstream of McNary Dam.

The MFCC includes representatives from state, federal, tribal, and utility organizations that review and select projects for funding. Additional information about the program is available at https://mcnary.fish/.

Through this RFP, the District seeks a coordinator to administer the grant program, facilitate

MFCC meetings and project reviews, maintain records, and perform related administrative functions. The work is primarily remote, with occasional travel required for meetings and site visits.

4. SCOPE OF WORK

McNary Dam Washington Shore Fishway Project – Fish Compensation Committee Coordinator

Services

Objective: Coordinate and Facilitate meetings and administer grants for the McNary Fish

Compensation Committee (MFCC).

Contractors with experience in grant administration, project management, fishery issues in the

Columbia basin, and fisheries biology may be well suited to the role. The successful contractor will be expected to perform the following tasks with minimal oversight from the District.

A. Committee Coordination and Administration

The Contractor shall coordinate and facilitate MFCC activities, including:

1. Schedule and coordinate MFCC meetings (virtual and/or in person) and any additional meetings as needed.

2. Provide the established grant form and other materials to prospective applicants and answer associated questions.

3. Conduct an administrative review of grant applications to verify completeness, eligibility, and compliance with application requirements. Follow-up with applicants to address deficiencies. Once applications are complete, the contractor will share them with the

MFCC and schedule meetings to discuss and vote on the proposals. The contractor will invite the applicant to present their proposal at these meetings.

4. Attend meetings, participate in discussions, and represent the District and Klickitat PUD.

https://mcnary.fish/

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5. Prepare detailed meeting minutes, distribute for edits, incorporate edits, and post to website when finalized.

6. Prepare summary reports of any field inspections. These field inspections are to confirm funded project completion.

7. Prepare the annual Committee report outlining committee actions and funding decisions and post to website.

8. Facilitate meetings, prepare agendas, and coordinate presentations, reports, and proposals.

9. Update MFCC website information and post materials as appropriate.

10. In consultation with the Owners and MFCC, update documents as needed, such as the grant application materials, funding agreements, the committee protocols document, and summary tables.

11. Perform other administrative and coordination necessary to support the MFCC grant program.

B. Grant and Contract Administration

The Contractor shall administer grant awards approved by the MFCC, including:

1. Grant award document preparation. Letters of approval, deficiency, or denial.

2. Routing for signature.

3. Requesting Applicant verification documents, such as W-9, ACH forms, etc.

4. Distribution of signed Grant award documents.

5. Invoice receipt, review, problem resolution and submittal to the District for payment.

6. Monitor project timelines for compliance purposes.

7. Distribution of awardee project reports to the MFCC.

8. Problem and dispute resolution.

9. Make purchases as directed by the Committee, e.g., direct purchase grants.

10. Perform other grant administration tasks necessary to support implementation of MFCC-approved projects.

C. Historical Program Information

Historical program information is provided solely for proposal development and is not guaranteed:

• Approximately four (4) MFCC meetings annually.

• Approximately five to ten (5-10) grant applications are received annually, however, the volume may vary from year to year.

• Approximately one to five (1-5) grants are awarded annually.

• Approximately two (2) site visits are conducted annually. In some cases, site visits may be supplemented or replaced by project documentation, photographs, and other evidence of progress provided by project managers.

• Approximately seven (7) committee members.

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D. Deliverables

At a minimum, the Contractor shall provide the following deliverables:

1. Annual Meeting Schedule

2. Meeting Agendas – prepare and distribute meeting agendas at least one (1) week prior to each scheduled meeting

3. Meeting Minutes - prepare and post meeting minutes to the McNary.fish website no later than one (1) week following each meeting.

4. Grant Application Tracking Log – maintain and update the grant application tracking log as new applications are received, including committee funding decisions and associated budget impacts.

5. Grant Award and Denial Correspondence

6. Executed Grant Files

7. Website Updates

8. Site Visit Reports

9. Annual MFCC Report - prepare, finalize, and post the Annual MFCC Report for the previous calendar year to the McNary.fish website no later than January 31.

10. Annual Permit and Regulatory Filings – as needed.

11. Quarterly Committee Activity Report to the District and Klickitat PUD.

5. MINIMUM QUALIFICATIONS

To be considered responsive, the Proposer shall demonstrate that the individual(s) proposed to perform the services meet the following minimum qualifications:

1. A minimum of three (3) years of experience in project coordination, program administration, grant administration, contract administration, or a closely related field.

2. Experience planning and coordinating meetings, including preparation of agendas, meeting materials, meeting minutes, and follow-up action items.

3. Experience coordinating activities among multiple stakeholders, public agencies, utilities, nonprofit organizations, tribal organizations, governmental entities, or similar groups.

4. Experience maintaining records, preparing reports, tracking project milestones, and managing program documentation.

5. Proficiency with Microsoft Office applications, including Word, Excel, Outlook, Teams, and PowerPoint.

6. Basic website administration experience, including:

o Updating website content;

o Uploading and managing documents;

o Maintaining hyperlinks;

o Creating or modifying webpages using a content management system (CMS); and o Performing routine website maintenance and content updates.

7. Ability to attend meetings and travel within the project area as required

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6. CONTRACT TERM

The term of any resultant agreement if awarded shall be for the initial period of three (3) years commencing on or about February 1, 2027 and continuing through January 31, 2030. If it is deemed to be of mutual benefit to both parties, the District and the Contractor may agree to extend the Agreement for up two (2) additional one-year (1) renewal period by a written amendment to this Agreement executed by both parties.

7. CONTRACT VALUE

The resulting Contract shall be for a Not-to-Exceed (NTE) three (3) year’s total based on the

Contractor's proposed annual rates and actual services (annual rates x 3 years = NTE) satisfactorily performed and accepted by the District.

The Contractor shall not exceed the authorized Contract amount without prior written approval from the District. The District shall have no obligation to compensate the Contractor for services performed in excess of the authorized Contract amount unless specifically approved through a written Contract amendment executed by both parties.

Nothing in this RFP or any resulting Contract shall be construed as a guarantee of any minimum amount of work, compensation, or revenue. The District reserves the right to increase, decrease, suspend, or terminate services based upon project needs, funding availability, operational requirements, or regulatory requirements.

Annual Pricing and Escalation

Pricing proposed by the Contractor shall remain firm for the initial twelve (12) months of the agreement. The Contractor may submit a written request for a rate adjustment to the District not less than ninety (90) calendar days prior to the expiration of the initial twelve (12) months. Any request for a rate adjustment shall include supporting documentation substantiating the basis for the requested increase.

Any approved rate(s) adjustment shall take effect on the first of the month following the rate increase but will not retroactively compensate unbilled services at the new rate and will be limited to the lesser of:

a. The annual percentage increase in the Consumer Price Index for All Urban Consumers (CPI-U), Portland-Vancouver-Hillsboro, OR-WA, All Items, as published by the U.S. Bureau of Labor

Statistics for the most recently available twelve (12) month period; or

b. Three percent (3%).

Rate adjustments are not automatic and shall be subject to review and approval by the District.

Any approved adjustment shall become effective only through a written Contract amendment executed by both parties.

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8. PROPOSAL CONTENT SUMMARY

Each proposal, must meet all of the following to be considered for acceptance by the District:

1. Provide a copy of the Proposer’s cost and payment schedule.

2. Outline the Proposer’s relevant experience in the last three years.

3. Provide a list of previous client(s) with current and valid contact information that may be used as references.

4. Include the name, address, and telephone number of the primary person from the

Proposer who will coordinate the construction services with the District.

5. Provide name, phone number, and email address of primary contact on this submission.

6. See Evaluation Criteria below and include necessary items to determine scoring and evaluation of Proposer.

Evaluation Criteria

1. Experience and Qualifications

Qualifications of proposed project team member(s):

• Resumes/qualifications to perform work in applicable discipline(s).

• Knowledge of technical criteria and administrative requirements for projects of similar scope.

• Current and projected workload of each proposed project personnel and proportion of time available for this contract.

• Resume and qualifications of each proposed project team member.

2. Proposer Experience and Pricing

Qualification of Proposer:

• Qualifications to perform work in applicable disciplines.

• Past performance in completing projects of similar size and scope.

• Demonstration of experience in providing similar services to governmental agencies.

• Proposal Form – Pricing and Fees Competitiveness

3. Availability and Commitment of Resources

• Resource Availability

Demonstration of the Proposer’s ability to commit the resources required to complete the project within the established time frames, including responsiveness to specific project technical requirements.

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The evaluation criteria and their respective weights are as follows:

Proposal Content Summary 0-10 Points

Firm’s Qualifications and Experience 0-20 Points

Assigned Staff’s Experience and Resumes 0-20 Points

Availability and Commitment of Resources 0-20 Points

Proposal Form - Pricing and fees competitiveness 0-20 Points

Exceptions to Agreement/Insurance/Indemnification etc. 0-10 Points

***Total Points*** ***100 ***

Interview if Applicable at the Discretion of the District 0-50 Points

Maximum Points ***150***

8. EVALUATION PROCESS

District staff will evaluate all responsive proposals based on the criteria listed above and on cost competitiveness. The District’s staff may also request clarifications or additional information, if needed. A selection will be based on the any combination of the Evaluation Criteria, references and interviews.

Once a submittal is selected, the District will determine if they desire to enter into negotiations for a final Contract with the most competitive and qualified proposer(s). Final project related matters will be negotiated during this period to the satisfaction of the District. Contractor shall provide certificates of insurance listing NWCPUD as additionally insured on liability coverages, except professional liability if included, with respect to activities performed under the contract.

Any entity responding to this solicitation shall do so at its sole expense.

This solicitation is being conducted pursuant to procedures set forth in the District’s

Administrative Regulations, the Oregon Revised Statutes, Chapter 279B Public Contracting -

Public Procurements; and OAR 137-047.

The District reserves the right to reject any or all proposals/bids and to waive any informality or technicality in any proposal/bid in the interest of the District. All submissions become public records unless labeled ‘confidential’ or a Trade Secret exemption under Oregon’s Public Records

Laws, ORS 192.345(2) or ORS 192.355(4).

Disqualification

Factors, such as, but not limited to, any of the following, may disqualify proposers/bidders without further consideration:

• Evidence of collusion, directly or indirectly, among proposers in regard to the amount, terms or conditions of this invitation to bid.

• Any attempt to improperly influence any member of the evaluation team.

• Existence of any lawsuit, unresolved contractual claim or dispute between proposer and the District.

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• Evidence of incorrect information submitted as part of the proposal/bid.

• Evidence of the proposer’s inability to successfully complete the responsibilities and obligations described in this solicitation.

• Proposer’s default under any previous agreement with the District.

Disqualification following Notice of Intent to Award

Proposer failing to return the signed agreement with all exhibits, attachments and a Certificate of

Insurance (COI) at the prescribed limits within the allotted time shall be disqualified from award consideration and the District reserves the right to award to the next qualified proposer.

9. RFP INFORMATION

1. RFP can be accessed on OregonBuys and District’s website and must be submitted electronically, through OregonBuys website only at:

Oregon Buys Link: https://oregonbuys.gov/bso/

District’s website Link: RFPs/ITBs (Proposals/Bids) – Northern Wasco County

Peoples Utility District

All submittals shall be in the form and format specified in this RFP. Submittals which do not include all the information as specified, or which deviate from the proposed format and content as specified, may be deemed “non-responsive” and eliminated from further consideration.

2. EMAILED, FAXED, OR PHYSICALLY MAILED/DELIVERED PROPOSALS

WILL NOT BE ACCEPTED.

PROPOSALS DELIVERED OUT OF COMPLIANCE OF THE INSTRUCTED

METHOD ABOVE WILL BE REJECTED AND RETURNED TO THE PROPOSER

UNOPENED. It is the Proposer’s sole responsibility to ensure that his/her proposal, inclusive of any or all addenda, is submitted timely.

3. Proposals should be prepared simply and economically, providing a straightforward, concise description of capabilities to satisfy the requirements of the RFP. Emphasis should be placed on completeness and clarity of content.

4. Proposals may be withdrawn or amended at any time prior to the closing date and time of this RFP.

5. The District reserves the right to waive minor irregularities and technicalities and to reject any and all Request for Proposals.

https://www.nwascopud.org/operations-safety/rfps-itbs-proposals-bids/ https://www.nwascopud.org/operations-safety/rfps-itbs-proposals-bids/

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10. REQUEST FOR CLARIFICATION/INFORMATION

Request for Clarification or information (questions) must be submitted via OregonBuys only by the date/time stated “Key Dates/Timelines” section of this RFP.

To be considered, request(s) must be in writing and received by the date listed on the RFP Key

Dates/Timeline for “Last Day to Submit Questions/Clarifications”.

All addenda so issued shall become part of the contract documents. Under no circumstances may the Proposer contact staff, administrators, members of the evaluation team, the using departments/divisions, or members of the Board. If a prior relationship exists between Proposer and District, Proposer may only discuss matters for which the Proposer is contracted. Failure to comply with this provision may deem Proposer’s proposal non-responsive. The District shall not be held responsible for oral interpretations.

11. DISTRICT’S SINGLE CONTACT

The District’s Single Contact Person for this RFP is:

Sandra Chidiac, Purchasing Manager

Phone: (541) 394-3014

Email: sandra-chidiac@nwascopud.org

12. ADDENDA ACKNOWLEDGEMENT

(1) The District reserves the right to make changes to this solicitation and the resulting Contract, by written Addenda, prior to the Proposal/Bid Opening Date. Addenda will be advertised on the

OregonBuys System. The District is not responsible for a Proposers failure to receive notice of

Addenda if such are advertised in the foregoing manner. Addenda shall only be issued by the

District and upon issuance are incorporated into this solicitation and/or the resulting Contract.

If any Addenda are issued in connection with this solicitation, Proposer must acknowledge that

Proposer has received and duly considered such Addenda, and has completed the blanks on the

PROPOSAL FORM – PRICING AND FEES identifying all Addenda issued and acknowledging and agreeing to the terms of all such Addenda as those terms revise the terms, conditions, Plans and Specifications of this solicitation.

ADDENDA, EXHIBIT(s) AND ATTACHMENTS: Solicitation including all Addenda and most attachments, are posted on OregonBuys as part of the solicitation document and will not be mailed to prospective Proposers. Proposers without access to OregonBuys may contact the

Purchaser/Single Point of Contact listed on the cover of this solicitation.

ADDENDA: Addenda (“Amendments” in OregonBuys) are incorporated with the original solicitation as an attachment and can be viewed and downloaded by registered suppliers.

Proposers should consult the OregonBuys System regularly until the Bid Opening Date to avoid missing any Addenda.

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Interested parties who have registered their company on OregonBuys are responsible for maintaining and updating correct company information. The District assumes no responsibility for the content of the interested parties’ information on OregonBuys.

END OF SECTION

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APPENDIX 1

PROPOSAL FORM – PRICING AND FEES

1. All pricing provided under this Appendix 1 shall constitute full compensation for all labor, supervision, materials, equipment, tools, mobilization, transportation, permits, overhead, profit, insurance, taxes, incidentals, and all other costs necessary to complete the Work in accordance with this Agreement unless specifically identified otherwise.

2. These rates are to be used for all invoices provided to the District, and work that is authorized to proceed on a T&M basis.

3. Contractor shall provide receipts for materials for them to be considered reimbursable:

a. Direct Expenses itemized and billed at cost.

b. All materials itemized and billed at cost.

4. The billing rates for labor shown below are inclusive of all wages and salaries, payroll taxes and insurance, employee benefits, small tools (initial value less than $1,000) and consumables, overhead, and profit.

Table 1: Labor Rates

Classification Standard Time Billable

Hourly Rate

Table 2: Fees and Expenses at Cost. No Mark-up allowed and subject to verification.

Description QTY Units Unit Rate Total

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ADDENDA ACKNOWLEDGEMENT

By Proposer's Signature below it ACKNOWLEDGES, AGREES and CERTIFIES TO THE

FOLLOWING:

If any Addenda are issued in connection with this solicitation, Proposer has received and duly considered such Addenda and has completed the blanks below identifying all Addenda issued and acknowledging and agreeing to the terms of all such Addenda as those terms revise the terms, conditions, specifications of this RFP.

ADDENDA: No. to No. inclusive.

PROPOSING FIRMS/INDIVIDUAL’S NAME:

PRINT NAME OF DULY AUTHORIZED REPRESENTATIVE:

SIGNATURE OF PROPOSER’S DULY AUTHORIZED REPRESENTATIVE:

DATE: _______________________________

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APPENDIX 2

SAMPLE AGREEMENT

See Posted Sample Agreement