RFQ757~1.PDF

RFQ # 757 AQUATIC HABITAT PROJECT COORDINATION Page 1 of 6

IDAHO DEPARTMENT OF FISH & GAME

RFQ # 757 – AQUATIC HABITAT PROJECT COORDINATOR

ATTACHMENT 1 – SECTION 1

RFQ Title: Aquatic Habitat Project Coordinator

RFQ Solicitation Contact: Eric Wagner Eric.wagner@idfg.idaho.gov 208.287.2815

Submit Electronically via IPRO: Supplier Portal / Supplier Portal (inforgov.com)

Deadline to Receive Questions: See IPRO

RFQ Closing Date: See IPRO

Term: March 1, 2025 – January 1, 2026.

A. Purpose The Idaho Department of Fish and Game’s Fisheries Habitat Program is soliciting proposals for aquatic habitat project implementation support from March 1, 2025- January 1, 2026. Typical project coordination activities include construction oversight, permitting, revegetation, and private landowner coordination in the Lemhi River, the Pahsimeroi River, and tributaries to the upper Salmon River in central Idaho.

B. General Information & Solicitation Instructions This Solicitation is issued by IDFG via IPRO: Supplier Portal / Supplier Portal (inforgov.com) . The RFQ Lead is the only contact for this Solicitation. All correspondence regarding this RFQ must be in writing. In the event that it becomes necessary to revise any part of this RFQ, amendments will be posted at IPRO. It is the responsibility of the Bidder to monitor IPRO for any updates or amendments. Any oral interpretations or clarifications of this RFQ will not be relied upon. All changes to this RFQ must be in writing and posted in IPRO to be valid. Alternate Bids are not allowed.

C. Submission Requirements Your response to this RFQ may be submitted electronically via IPRO or email (see below for additional details). IDFG will not be accepting manual submissions for this solicitation. Your submission must include the Required Submittals listed below and be received prior to the deadline established in IPRO. Failure to provide any of the documents or submission on a form different from those provided, may cause your submission to be found as non-responsive.

Electronic Submission:

IPRO – Enter your pricing in IPRO Supplier Portal / Supplier Portal (inforgov.com) and upload all Required Submittals.

When a Bidder has successfully submitted a response to IPRO, the Bidder should see a change in the system from “Draft Bid” (see Fig. 1) to “Submission confirmation email sent” (see Fig. 2). Bidders are encouraged to document notification of successful submission for their records. If you believe you have submitted your Bid, but have not received the “Bid Submitted” message, you are advised to contact the IPRO provider’s help desk (phone number available at https://purchasing.idaho.gov/ipro.html) and notify the solicitation lead prior to the solicitation End Time. Vendors are strongly encouraged to begin the process of submitting the response far enough in advance of the End Time to allow for resolution of technical difficulties. Be advised that the State is not responsible for a Vendor’s failure to timely submit a responsive submission due to any technical or technological difficulties. See

IDAPA 38.05.01.61.02.

mailto:Eric.wagner@idfg.idaho.gov https://sms-idaho-prd.tam.inforgov.com/fsm/SupplyManagementSupplier/page/XiSupplyManagementSupplierPage?csk.SupplierGroup=LUMA https://sms-idaho-prd.tam.inforgov.com/fsm/SupplyManagementSupplier/page/XiSupplyManagementSupplierPage?csk.SupplierGroup=LUMA https://sms-idaho-prd.tam.inforgov.com/fsm/SupplyManagementSupplier/page/XiSupplyManagementSupplierPage?csk.SupplierGroup=LUMA https://purchasing.idaho.gov/ipro.html

RFQ # 757 AQUATIC HABITAT PROJECT COORDINATION Page 2 of 6

Fig. 1

Fig. 2

If submitting via IPRO, be advised that that the Offeror for Proposal evaluation and award purposes is the entity profile under which the Proposal is submitted in IPRO, which must be the same legal entity presented in the uploaded response materials. If the entity identified on the state supplied Signature Page differs from the entity under which you submit your Proposal in IPRO, the information provided on the Signature Page prevails.

While it is not mandatory to submit your Proposal electronically via IPRO, all Offerors participating in a Solicitation issued through IPRO must establish an account in the IPRO system (even if submitting a Proposal manually outside of IPRO) as it is necessary in order to process and/or award the resulting Contract(s). Establishing an account is free and only takes a few minutes.

Offerors are further advised to upload response materials with descriptive file names, organized and consolidated in a manner which allows evaluators to efficiently navigate the Offeror’s response; as the State will print uploaded documents for evaluation in the manner received via IPRO

Email:

Send an email to the Solicitation Contact (listed above) and attach all Required Submittals.

D. Required Submittals As part of your response to this RFQ, you must provide the following information about your company. Please utilize Attachment 5 – Contractor Company Information.

Business Information:

• Provide a summary of your company explaining the size of your company, services provided, number of clients supported, list other government agencies supported.

• How many years has your company been in business performing similar services?

• Describe your company’s compliance and performance history for similar services.

• Provide reference information from three (3) clients other than IDFG (company name, contact name, contact phone number, contact email address) to support compliance history.

Additional required submittals:

Attachment 2 – Price Sheet Attachment 3 – Signature Page Attachment 4 – Insurance

E. Award Award will be made, all or none, to the responsive, responsible bidder whose combined technical experience to support the requirements of the Contract, and lowest Total Cost, as determined to be in the best interest by IDFG.

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F. Resulting Contract If IDFG awards a contract from this Solicitation, it will do so by issuing a Contract Purchase Order (CPO) document from the State’s eProcurement system (IPRO), which will be an acceptance of the successful bid. The CPO will be comprised of the following documents; this RFQ, including any incorporated documents; the successful bid, including any clarifications requested by IDFG; and an artifact formalizing any requirements agreed upon through Contract discussions or negotiations, if applicable.

The following documents are incorporated into this RFQ as if set out in their entirety, whether or not they are attached in IPRO:

Solicitation Instructions for Vendors – January 2017 State of Idaho Standard Contract Terms and Conditions – July 2024

If not attached in IPRO, the documents may be found on the “Information for Vendors” page of the State’s Division of Purchasing (DOP) (https://purchasing.idaho.gov/governing-laws-and-policies/ ). If multiple versions of any of these documents are available on the website, the version in effect on the day the RFQ is issued shall apply.

G. Records Maintenance Contractor must maintain or supervise the maintenance of all records necessary to properly account for all payments made to the Contractor pursuant to the Contract. These records must be retained by the Contractor for a period of no less than three (3) years after the Contract terminates, or until all audits initiated within the three (3) years have been completed, whichever is later.

H. Audit Rights Contractor agrees to allow State and Federal auditors and State purchasing staff access to all records relating to this Contract, for audit, inspections, and monitoring of services or performance. Such access will be during normal business hours or by appointment.

ATTACHMENT 1 – SECTION 2

The following special terms and conditions are incorporated into the resulting Contract to supplement or add to the State of Idaho Standard Contract Terms and Conditions.

A. Key Personnel The Contract Management Team (CMT) will consist of IDFG business personnel who are responsible for activities such as monitoring performance, documenting acceptance, documenting non-compliance, reviewing and approving invoices, requesting and approving minor changes (as defined within). The CMT will be the Contractor’s main contact for all day-to-day activities.

CMT Main Contact: Matt Belnap matt.belnap@idfg.idaho.gov 208-287-2798

The Contract Administration Team (CAT) will consist of IDFG procurement personnel who are responsible for activities such as executing amendments to the Contract, renewing or extending the Contract, handing the formal dispute resolution process (including cure notices), assessing any remedies, and closing out/terminating the Contract.

The Contractor must designate a principal point of contact to serve as the Contractor’s Contract Manager. The Contractor’s Contract Manager will be responsible for overseeing the activities performed on the Contract, coordinating activities with the CMT, responding to notifications from the CMT and the CAT as appropriate.

Any changes to key personnel contact information must be updated per Section 2.E, Changes & Amendments.

B. Contract Meetings Compliance Review Meeting - IDFG may require the Contractor’s Contract Manager to attend Compliance Review Meetings. These meetings are typically held when the Contractor continues to fail to meet the requirements of the Contract. This is a way for IDFG https://purchasing.idaho.gov/governing-laws-and-policies/ mailto:matt.belnap@idfg.idaho.gov

RFQ # 757 AQUATIC HABITAT PROJECT COORDINATION Page 4 of 6 and the Contractor to meet in person or over the phone (at IDFG’s discretion) to discuss discrepancies together in a constructive environment. The Contractor’s attendance is mandatory when required by IDFG and are at no additional cost to IDFG.

C. Acceptance See Section 2.2, Acceptance, of the State of Idaho Standard Contract Terms and Conditions.

D. Invoices & Payments Invoices – Invoices must be submitted as further detailed below. Invoices submitted prior to Acceptance, or without the required information listed below, will be returned to the Contractor for correction and resubmission.

Invoices must be submitted as follows:

• One (1) invoice submitted monthly.

Invoices must include the following information:

• Contractor Company & Contact Information

• Contract Name & Number

• Invoice Number & Date

• Itemization of the service provided to include: description matching the contract, quantity, unit of measure, unit price, extended price, and total invoice amount.

Invoices must be submitted to IDFG’s CMT; Matt Belnap matt.belnap@idfg.idaho.gov 208-287-2798

Payments - Payments for correctly submitted invoices will be made in accordance with Idaho Code 67-2302:

(https://legislature.idaho.gov/statutesrules/idstat/title67/t67ch23/sect67-2302/)

E. Changes & Amendments Either party may, at any time by a written request, request changes to the Contract. The party requesting the change must complete Attachment 6 - Change Request Form addressing all details for the change. The party receiving the Change Request Form must confirm receipt and provide feedback regarding any desired changes to the request.

Minor Changes - If the Change Request consists solely of plan, timeline, schedule, or key personnel changes; or changes which otherwise act to clarify the roles and responsibilities or modify the activities within the scope of the Contract, without an impact on cost, will be considered a Minor Change and the CMT is authorized to negotiate and execute the Change Request Form with the Contractor. Change requests for Minor Changes will be made effective by mutual written agreement of the Contractor and IDFG.

Other Changes - Any proposed changes to the Contract that are not considered to be Minor Changes must be agreed to in writing by the Contractor and the CAT. Such changes shall be formalized through an Amendment to the Contract.

Material Changes – The CAT may determine, in its sole discretion, that material changes are prohibited by the State Procurement Act. Prohibited material changes shall be refused by the State.

Changes not executed in compliance with this section may be void pursuant to Idaho Code 67-9213, and may cause the entire Contract to be void.

F. Remedial Action In addition to any remedies available to the State under law or equity, the State may it its sole discretion require one (1) or more of the following remedial actions if any of the service does not conform to the Contract requirements: 1) require the Contractor to take corrective action to ensure that performance conforms to the Contract requirements, 2) require the Contractor to subcontract all or part of the Contract at no additional cost to IDFG, 3) withhold payment or require payment of actual damages caused by the Discrepancy, 4) terminate the Contract pursuant to Section 2.G, Termination of Contract, in addition to any remedies imposed by the State.

If IDFG must perform or hire a separate contractor to perform any of the Contract’s requirements, which is the responsibility of the Contractor under the terms of the Contract, IDFG may withhold the actual cost to IDFG from the Contractor’s payment(s).

G. Termination of Contract For Cause - See Section 1.4, Termination, of the State of Idaho Standard Contract Terms and Conditions.

mailto:matt.belnap@idfg.idaho.gov https://legislature.idaho.gov/statutesrules/idstat/title67/t67ch23/sect67-2302/

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For Fiscal Necessity – See Section 1.18, Termination for Fiscal Necessity, of the State of Idaho Standard Contract Terms and Conditions.

For Convenience – Either party may terminate this Contract for its convenience at any time upon providing its written notification at least ninety (90) calendar days prior to the desired termination date.

H. Contract Closeout Upon completion of the Contract, either expiration or termination, the CAT will initiate its closeout procedures to ensure all obligations have been fulfilled, all disputes are resolved, and all payments have been completed.

Two (2) letters will be provided to the Contractor:

1) Initial Closure Letter – provided prior to expiration to serve as a reminder that the Contract is approaching its completion.

2) Final Closure Letter – provided after the expiration to confirm that all obligations have been met, disputes are resolved, all payments made, and the Contract is officially closed.

ATTACHMENT 1 – SECTION 3

A. General The Idaho Department of Fish and Game’s Fisheries Habitat Program implements restoration projects that benefit endangered species act listed anadromous fishes including Chinook Salmon and Steelhead Trout. Typical project coordination activities include construction oversight, permitting, revegetation, and private landowner coordination in the Lemhi River, the Pahsimeroi River, and tributaries to the upper Salmon River in central Idaho. Qualified firms will be evaluated on their ability to deliver these services using low-bid selection criteria. Specific knowledge and costs to deliver the following tasks should be outlined in submitted proposals.

B. Work Experience: A minimum of five (5) years of verifiable experience completing similar work is required to be considered for selection. Reference Attachment 1, Section F – Required Submittals.

C. Education Requirement: A master’s degree in Natural Resources is required to be considered for selection.

D. Timeline: March 1, 2025- January 1, 2026.

E. Project Location(s): Near May, Idaho 83253

F. Scope of Work:

1. Permitting for one large-scale habitat restoration project that is currently at the 30% design stage. Estimated hours = 40

a. Obtain Joint Applications for Permits, Section 106 cultural compliance, ESA compliance through

Bonneville Power Administration’s (BPA) Habitat Improvement Programmatic (HIP)-4 process, and the National Environmental Protection Act (NEPA) prior to construction implementation.

2. Support public works contracting for one large-scale habitat restoration project. Estimated hours = 15

a. Assist owner with legal notice advertising, pre-bid meeting coordination, bid verification, contracting, reviewing certified payroll, and contract closeout.

3. Draft landowner agreement. Estimated hours = 30

a. Write an agreement that outlines the project expectations, outcomes, and deliverables. Coordinate the agreement terms and signatures. Signatories are the owner (IDFG) and the private landowners.

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4. Construction oversight for one large-scale habitat restoration project to be implemented during the in-water work window for the Pahsimeroi River. Estimated hours = 260

a. Oversight responsibilities include documenting construction progress, reporting to owner, facilitating communication, coordinating access to project, and quality assurance.

5. Coordinate fencing of habitat project. Estimated hours = 40

a. Install fence, or assist with contracting fencing, on habitat project in the Pahsimeroi River.

6. Coordinate revegetation of the project site. Estimated hours = 20

a. Assist with procuring native plants to replant project site post-construction.

b. Plant, or assist with contracting the planting of, the project site in the fall of 2025.

7. Draft grant reports. Estimated hours = 20

a. Write two semi-annual progress reports and one final grant report outlining the project outcomes, project budget and spending, and accomplishments.

C. Submission Requirements