SMALL GRANT RFR Application B AUG14 (2).docx

COMMONWEALTH OF MASSACHUSETTS

DEPARTMENT OF FISH AND GAME

DIVISION OF MARINE FISHERIES

REQUEST FOR RESPONSE: MARINE FISHING ACCESS IMPROVEMENTS

Procuring Department: Department of Fish and Game, Division of Marine Fisheries

Address: 1213 Purchase St., New Bedford, Ma 02740

Telephone: 508 990 2860 ext 143 Fax#: 508 990 0449

E-Mail Address: ross.kessler@state.ma.us

RFR File Name/Title: Recreational Angler Public Access Improvement

Key Words: Fishing Access Improvement

Procurement Team Leader/RFR Contact Person: Ross K. Kessler

Procurement Management Team (PMT)/Category: Department personnel

1. Grant Opportunity Summary

A. RFR Opportunity Description The Massachusetts Division of Marine Fisheries is seeking proposals for projects that will create, revitalize, enhance, or otherwise improve recreational fishing opportunities in marine waters of the Commonwealth of Massachusetts as defined in this Request For Responses (RFR). Selected projects will be eligible to receive technical assistance from Division of Marine Fisheries staff, technical services, and/or direct funding. Priority projects will remain on the active projects list and remain eligible for consideration in subsequent years until projects are completed or new information warrants revision of status.

Please note: A priority designation attained through this RFR only establishes a project’s eligibility for assistance; it does not guarantee that a project will receive technical services or direct funding.

This RFR allows for awards of up to $10,000 per project. The funds are available through a condition of the recreational saltwater fishing permit which requires that 1/3 of the dollars collected from permit revenue be used to ensure, enhance, or create public access into the fishery. Successful proposals will clearly demonstrate that the project will result in a measurable improvement to existing access, create new fishing access, and/or provide an educational service that enhances fishing opportunity. Recipients will be expected to provide progress and post-construction monitoring reports annually until project completion takes place, where applicable.

B. Overview and Goals The establishment of the Recreational Salt water Fishing Permit included language that requires 1/3 of all money collected from that permit be used to enhance “Public Access.” In addition, that language established a Marine Recreational Fisheries Development Panel (Rec Panel) to advise DFG on the expenditure of funds from all recreational fin fishing permits including the recreational, head boat, and charter permits in Massachusetts. The Rec Panel, which comprises recreational fishing representatives, has overseen the expenditure of dollars from the recreational fishing permit. In addition, there is consensus among the Rec Panel members that a small projects component be included in the program. This may include any project that improves recreational fishing access in Massachusetts. Projects should create a safe corridor, facility, or other aspect that will improve access and local vitality. All successful projects must allow for access to all persons engaged in legal recreational fishing at those locations.

The intent of Marine Fisheries is to pursue public access projects that present the greatest benefit to the Commonwealth, taking into consideration the project’s cost, size, practicality, feasibility, opportunity for public recreational fishing, available program resources, and partner support. To provide for a fair and open process, Marine Fisheries is issuing this request for interested parties to submit potential or active access-related projects through the state procurement system. www.commbuys.com

C. Eligible Projects The spectrum of projects that qualify for this RFR includes programs that work to increase the availability of public access to the fishing public in Massachusetts. Acceptable project types include, but are not limited to, the following but must be inclusive to all persons who desire to fish from these facilities:

1. Fishing piers

2. Clearing of public ways to fishing.

3. Improvements to existing fishing access locations, including routine maintenance, lighting, fillet stations, running water, or sanitary facilities.

4. Improved parking for vehicles and non motorized forms of transportation near popular fishing locations.

5. Improved signage for public accessible fishing locations.

6. Educational programs that encourage angler participation in a way that promotes good stewardship of marine resources.

7. Development of existing public or municipal lands to accommodate shore and car top access.

Feel free to contact the Public Access Coordinator with any questions regarding applicability of potential projects.

D. Eligible Applicants This RFR applies to: Massachusetts cities, towns, and other public entities. However, all projects must be focused on improving public access to recreational fishing in Massachusetts.

E. Funding Availability The amount of funds available for this RFR will vary annually as the amount is based on a percentage of total receipts collected and other public access projects that Marine Fisheries supports in any given year.

F. Match Requirement:

There is no match requirement for the use of these funds; however, projects with other confirmed funding sources are strongly encouraged. Funds from other sources or grants and funding committed to other federal grants are not eligible to be used as matching funds.

G. Total Anticipated Duration of Contract Contract duration will be specific to each project. Progress and monitoring reports will be a required at a predetermined frequency and annually as a condition of accepting monies for any project.

Small Business Preference: This is a small procurement targeted to small businesses participating in the Commonwealth’s Small Business Purchasing Program (SBPP). The Department intends to evaluate bid responses from and to award a contract to SBPP-participating businesses who submit a bid that meets or exceeds the solicitation criteria only. If determined that there is inadequate SBPP capacity, or no SBPP-participating vendors provide a responsive bid, the Department will evaluate and award bid responses received from non-SBPP businesses. To determine eligibility and to participate in the SBPP, please review the requirements and general program information at www.mass.gov/sbpp

2. Performance and contract Specifications

Selected projects will agree to an MOU with The Division of Marine Fisheries that includes a project-specific narrative with a description of the proposed project and site-specific plan including the location, baseline conditions, kind of compensation to be provided, a schedule for conducting the project, monitoring and maintenance.

Evaluation Criteria

1. Importance / Relevance and Applicability of Proposal

a. Does the proposed project demonstrate the ability to restore, protect, enhance, replace or acquire fishing access that improves on the existing condition? To assist in the evaluation of this criterion, the applicant should provide information on the amount of area and improvements as well as identify impaired or impacted areas being targeted for improvement.

b. Does the applicant present a clear need for the project? To assist in the evaluation of this criterion, the applicant should provide information explaining why the proposed project has been identified as a priority by a federal, state, local, or grass roots/non-profit community group.

c. Is the budget reasonable? To assist in the evaluation of this criterion, the applicant should provide detailed information on how the proposed budget is formulated based on the applicant’s stated objectives and time frame. The proposed budget should be complete and anticipate future funding needs for elements such as routine maintenance that will extend the life of applicable projects.

d. Is the proposed approach cost-effective? To assist in the evaluation of this criterion, the applicant should provide information on the percentage of funds that will be dedicated to each phase of the project including physical, on-the-ground construction compared to the percentage for general program support such as administration, salaries, overhead and travel. Funding for salaries must contain a detailed breakdown of personnel hours and costs by task.

e. Does the project complement other programs and/or leverage other funds? To assist in the evaluation of this criterion, the applicant should provide information describing the source and amount of match and describe any benefits the project is projected to provide to other programs.

2. Project Function

a. What are the project’s primary benefits? To assist in the evaluation of this criterion, the applicant should provide information to demonstrate that a significant benefit to an identified primary user group will be generated for a reasonable cost. If funds are requested for partial support of a project, the budget will be examined with respect to the overall project budget to allow an informed determination of a project’s readiness and cost-benefit ratio.

b. Does the project conform to objectives of this RFR?

c. Will the project meet all federal, state and local environmental laws, and expeditiously obtain applicable permits? Projects that require permits and consultations should list all necessary permits required to complete the project, including documentation of all permits already secured for the project.

d. Has the applicant cited relevant work that will be used to support the project? To assist in the evaluation of this criterion, the applicant should provide information on whether the proposed techniques have been used before and whether it has been successful.

e. Is the proposed plan achievable within the proposed timeframe?

f. What is the capacity of the applicant and associated project personnel to conduct the scope and scale of the project, as indicated by the qualifications and past experience of the project leaders and/or partners in overseeing similar projects?

g. Does the applicant have the resources and capabilities to support and successfully manage the proposed work, including the availability of outside technical expertise?

h. Is the project team qualified to complete the project as proposed?

i. Does the proposal include an appropriate level of maintenance and post-construction monitoring or follow-up to document the long term functionality of the project (where applicable)?

Other Criteria that Affect Eligibility:

It is the applicant’s responsibility to obtain all necessary government permits and approvals as required for the proposed work to be implemented. If the proposed project is in the process of obtaining environmental permits, or if the permits have already been approved, documentation of requests or approvals of required environmental permits should be included in the application package.

Review and Selection Process:

Applications will be screened by The Public Recreational Fishing Access Program staff to determine if they are eligible, complete, and in accordance with instructions detailed in this application package. Eligible proposals will undergo a technical review, ranking, and selection process. The reviewers will then accept or modify the recommendations, and make a preliminary determination on the approximate number of projects it expects to undertake.

FUNDING AVAILABILITY, BUDGETING GUIDELINES & ALLOWABLE EXPENDITURES:

The number of awards associated with this solicitation will depend on available funding, the number of eligible applications received, the amount of funds requested for initiating restoration projects by the applicants, and the merit and ranking of the proposals. When additional funds become available, MarineFisheries intends to increase the amount of available grant funding. Final funding amounts are subject to approval and exceptions to funding proposals may be made at Marine Fisheries discretion.

MATCH REQUIREMENT:

While it is not required that applications contain cost sharing (i.e. match), applicants are encouraged to consider cost sharing, and if it is appropriate for a project, to include such information in the application. If cost sharing is proposed, applicants are asked to account for both the grant program and non-grant program amounts. This information will allow the MarineFisheries to better plan for potential funding awards and future expenditures.

Non-federal money or in-kind value that is not currently being used to match other government programs can be included as match. Costs incurred as a result of application preparation will not be considered as part of the match requirement. Cash match spending details must be provided. Cash contributions are those funds that will be used to purchase goods or services associated with the project. In-kind contributions represent the value of non-cash contributions provided by the applicant. In-kind contributions may be in the form of charges for real property and non-expendable personal property and the value of goods and services directly benefiting and specifically identifiable to the project. Funds from other federal sources or grants, and funds committed to other federal grants, are not eligible to be used as matching funds.

ANTICIPATED DURATION OF CONTRACTS:

Project ranking will support projects that demonstrate timely benchmark goals. Contracts and associated scopes of work must be completed by their contract end date. Awarded contracts will be reviewed during their course and, upon written request by the contractor, may be extended at the sole discretion of The Division of Marine Fisheries and subject to constraints of the funding source. Contractors must make all extension requests no later than 60 days prior to contract expiration.

PROJECT TERMS:

A final contract is subject to successful negotiation of a final scope of services. Please note that this Program does not guarantee that any contracts may result from this RFR or that any particular funding level will be awarded. Projects will commence immediately upon the award of a final contract.

REPORTING:

A delivery/reporting schedule will be detailed in the scope of work for funded projects. Proponents are required to submit a delivery schedule with their scope of work, and should propose an appropriate reporting schedule that should include regular progress report(s), a final report at the completion of the project, and post-project monitoring reports.

INVOICING:

Contract funds are awarded on a reimbursement basis for expenditures made during the period of the contract. Only those tasks/deliverables completed after contract execution, and identified in the scope of work, are eligible for reimbursement. Expenditures made outside of the period of the executed contract are ineligible for reimbursement. Reimbursement requests shall not be made more than monthly.

Instructions for Application Submission Applicants are encouraged to contact the Public Access Program Coordinator to discuss public access priorities prior to developing and submitting applications.

A. EVALUATION CRITERIA: A review committee will evaluate all proposals on a competitive basis. The review committee may include non-governmental representatives to serve in an advisory role to the committee. The review committee will judge all qualified proposals and assign a score to each, and based on these scores, assign a rank order to each proposal. The average rank score among all reviewers shall be the basis of project evaluation by The Division of Marine Fisheries. The review committee reserves the right to reject any or all proposals that they determine do not meet the goals and terms outlined in this RFR. In addition to the above stated eligibility and evaluation criteria the following criteria and weighting may used to score potential projects:

All projects must be open to all of the recreational fishing public and ranking of projects that agree to this include:

1. Is this project one that will preserve/create fishing opportunity ( up to 30%)?

2. Will this program promote angling within the local community ( up to25%)?

3. Is the successful completion of this project feasible? Past performance of applying party may be used to demonstrate the ability to successfully complete a project (up to 25%).

4. Is the location useable by all persons desiring to go fishing? (20%)

B. APPLICATION SUBMISSION INSTRUCTIONS: Failure to provide any of the materials listed below may result in the disqualification of the proposal.

Applicants must complete all components (cover sheet, project description, and additional materials) of the attached application (Attachment B) and submit as instructed.

Proposals are due no later than October 15, 2014 12:00pm/ noon. Proposals received after the deadline for any reason will automatically be rejected. Each response must clearly identify the RFR number on the title page of the response. A postmark will NOT be accepted for verification of date of submission, though responses will be accepted by regular mail and courier in advance of the submission deadline. Fax and electronic submissions and postmarks will NOT be accepted for the purpose of meeting the submission deadline.

Submit one (1) original proposal with appropriate signatures, five (5) copies of the proposal (double-sided) and one (1) electronic copy to:

MA Division of Marine Fisheries c/o Ross Kessler Public Access Coordinator 1213 Purchase St.

New Bedford MA 02740 508-990-2860 ext 143 ross.kessler@state.ma.us

The application must be complete, including the attached application and required supporting materials listed in the application, and must be received by the proposal deadline. Ancillary materials included with the proposal but not specific to this solicitation will not be reviewed.

C. ADDITIONAL REQUIRED DOCUMENTATION:

If a proposal is selected to be funded, the applicant will be required to submit the following forms to complete a contract:

· Commonwealth Standard Contract Form, signed and dated by the Respondent

· Scope of Services and Budget Attachments

· Commonwealth Terms and Conditions filled out and signed by the Respondent

· Commonwealth W-9 tax information form filled out and signed by the Respondent. (A DUNS number and TIN number must be included on the W-9 Form)

· Completed Contractor Authorized Signature Verification Form.

· Electronic Funds Transfer (EFT) Authorization form

Respondents are encouraged to review these forms prior to submission of a Response. They are available on http://www.mass.gov/osc/guidance-for-vendors/forms.html

4. Deadlines and Procurement Calendar

A. RELEASE OF RFR: August 5, 2014

B. APPLICATION DUE DATE: October 15, 2014 12:00 pm/ noon

C. ESTIMATED AWARD DATE: October 24, 2014

D. ESTIMATED CONTRACT START DATE: November 3, 2014

E. TYPE OF PROCUREMENT: Small Grant Program

F. USE OF THIS PROCUREMENT BY SINGLE OR MULTIPLE DEPARTMENTS: This RFR is a single department procurement. All contracts awarded under this RFR will be utilized solely by MarineFisheries.

G. REQUEST FOR SINGLE OR MULTIPLE CONTRACTORS: Multiple contracts may be awarded under this RFR.

H. RFR DISTRIBUTION METHOD: This RFR has been distributed electronically using the Commbuys system. It is the responsibility of every Applicant to check Commbuys for any addenda or modifications to an RFR to which they intend to respond. The Commonwealth of Massachusetts and its subdivisions accept no liability and will provide no accommodations to Applicants who fail to check for amended RFRs and submit inadequate or incorrect responses. Potential Respondents are advised to check the “last change” field on the summary page of RFRs for which they intend to submit a response to ensure they have the most recent RFR files.

Respondents may not alter RFR language or any RFR component files. Those submitting a proposal must respond in accordance to the RFR directions and complete only those sections that prompt a Respondent for a response. Modifications to the body of this RFR, specifications, terms and conditions, or which change the intent of this RFR are prohibited. Any unauthorized alterations will disqualify the response.

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