Administrative and Logistical Support-Water Advisory Council

The Michigan Department of Environment, Great Lakes, and Energy (EGLE) issued a Request for Proposal on October 21, 2019, seeking a Water Use Advisory Council Coordinator to provide administrative and logistical support services. The successful contractor will manage council membership records, schedule and conduct council and leadership meetings, prepare and post meeting agendas and minutes in compliance with the Open Meetings Act, coordinate legislative reporting requirements, and provide administrative support to work groups. Key deliverables include developing meeting agendas in coordination with council leadership, preparing meeting announcements, drafting and finalizing meeting minutes, and coordinating the integration of committee reports into biennial legislative reports, with an anticipated 12 council meetings annually plus quarterly leadership committee meetings lasting two to three hours each. Required qualifications include a minimum of two years of professional experience in meeting organization and logistics, preferably a Bachelor of Science or advanced degree in biological or physical sciences, demonstrated experience with Open Meetings Act compliance, and excellent oral and written communication skills. The evaluation criteria are weighted as follows: Schedule A Statement of Work Requirements (15 points), Key Personnel Education (25 points), Key Personnel Experience (35 points), and Vendor Questions Worksheet responses (25 points), with a minimum threshold of 80 points required for pricing evaluation. The bidder question deadline was October 31, 2019, with anticipated answers posted November 5, 2019, and the proposal submission deadline is 3:00 p.m. Eastern on November 19, 2019. No site visits or bidders' conferences are scheduled.

The RFP does not specify set-aside designations or restrictions on the types of organizations eligible to respond, nor does it identify any incumbent contractors or current service providers. The anticipated contract begin date is December 13, 2019, with an initial three-year term through December 12, 2022, renewable for up to two additional one-year periods at the State's discretion. The contractor must maintain Commercial General Liability Insurance of $1,000,000 per occurrence, Automobile Liability Insurance of $1,000,000 per accident, Workers' Compensation, and Employers Liability Insurance of $500,000 each, with the State of Michigan named as additional insured. Pricing must be submitted separately in a modifiable format and should encompass all costs associated with the four main administrative support categories estimated at 12 meetings per year, plus optional work group administrative support, though specific budget ranges or award values are not disclosed in the RFP. The contractor must comply with prevailing wage requirements, maintain records for four years post-contract, and submit quarterly invoices for services rendered, with payment via Electronic Funds Transfer. EGLE will handle posting of all materials to the council's webpage and Constitution Hall to comply with Open Meetings Act requirements, and the contractor is not responsible for overall project management or facilitation of council meetings.