Request for Proposals: Western Regional Office GIS Support

 Proposal Deadline – October 2, 2018

OVERVIEW

The National Fish & Wildlife Foundation (NFWF) seeks a qualified contractor to provide Geographic Information System (GIS) support for Western Regional Office’s programs within California.   

PROGRAM BACKGROUND

NFWF’s Western Regional Office (WRO) manages a variety of California grant programs that are primarily funded by federal funding.  NFWF collaborates regularly with U.S. Forest Service Region 5 (USFS) on several grant programs and projects focused on topics related to the National Forests.  USFS has 18 National Forests in its Pacific Southwest Region.​

NFWF programs in partnership with USFS have the following program goals: 

  1. Support projects that strategically address the impacts to the watersheds affected by these fires;
  2. Identify and fund projects that provide sustainable and lasting ecological benefits to the forest;
  3. Promote projects that provide additional efficiency and innovation to improve forest health; and
  4. Among the projects identified, restore and protect cultural and tribal resources where necessary.

NFWF programs in partnership with USFS fund projects focused on the following four categories: watershed restoration and management, species management, forest and upland restoration and management, and recreational and non-natural features management. 

Watershed Restoration and Management 

These include projects to:

  1. Improve hydrologic connectivity and aquatic organism passage;
  2. Remove invasive species threatening aquatic habitat or sensitive species;
  3. Restore and/or enhance instream flow; and,
  4. Create, maintain and/or improve existing watersheds, meadows, fens, riparian corridors, and instream habitats.

Species Management

These include projects specifically designed to benefit threatened and endangered species, or species of special concern, including but not limited to California spotted owl, Pacific fisher, Pacific marten, willow flycatcher, Lahontan cutthroat trout, and Sierra Nevada yellow-legged frog. Restoration activities that benefit a suite of species, community, or habitat are also applicable.

Projects may:

  1. Evaluate and/or restore or improve habitat specific to a species or suite of species of interest;
  2. Perform research that improves the understanding of species/population needs within fire affected watersheds; and,
  3. Inform and educate the public about the issues concerning these species and actions that can be taken to protect them.

Forest and Upland Restoration and Management

These include projects to:

  1. Locate and/or remove invasive species;
  2. Harvest native seed and/or propagate native plants in order to revegetate landscapes to restore natural population and species distribution, where appropriate;
  3. Restore age class structure and reduce fuels to minimize risks from unnatural wildfire; and,
  4. Revegetation of native plants in fire affected watersheds.

Recreational and Non-natural Features Management

This strategy includes projects to manage recreational and non-natural features such as trails, roads, campsites, and fuel breaks.  Projects proposed must be able to illustrate a benefit to watershed restoration and recovery or ecosystem improvement.

Projects may include:

  1. Field condition assessments and/or management recommendations to critical trails, roads, campsites, or fuel breaks;
  2. Relocation, maintenance and/or improvement to degraded trails, roads, campsites, or fuel breaks;
  3. Restoration of lands impacted from past fire management activities;
  4. Implementation of best management practices to reduce invasive species, and/or pollutant loads (particularly those from sediment/erosion); and,
  5. Restoration and prevention of non-USFS approved user-created trails, roads, or campsites.

SCOPE OF WORK

NFWF is seeking a qualified contractor to provide GIS support exclusively under NFWF guidance for the following tasks:

  • Perform simple to intermediate GIS analysis and create maps suitable for documents and presentations,
  • Aid in organization and management of GIS data to conform with USFS standards, 
  • Develop templates and instruction to guide grantees use of GIS and GIS related data deliverables, and
  • Liaise with NFWF, USFS, and grantees with regard to GIS policies, practices, and deliverables

The awarded contractor will perform the following activities for select WRO programs which will include the following programs but are not limited to: 

  • Northern California Forests and Watersheds,
  • Los Padres National Forest - Wildfires Restoration Grant Program,
  • Angeles National Forest – Copper, Sayre and Ranch Fires Restoration Grant Program, and 
  • Pacific Southwest Fuels Management Partnership.

  1. Perform GIS analysis and create maps
    • Contact select National Forests and acquire available GIS data relevant to natural resource management 
    • Perform simple to intermediate GIS analysis per the direction of NFWF
    • Create exportable maps and datasets to NFWF and USFS standards
    • Conduct live, online working meetings with NFWF and USFS to illustrate, review, and discuss GIS analysis, interpretation, and deliverables.​
  2. Assist and instruct NFWF grantees in the use and development of spatial data for/with USFS ​

    • Develop templates that grantees can use to ensure grantee-generated spatial data meets USFS GIS standards
    • Assist grantees with developing and/or using USFS-generated spatial data to meet the needs of their project

The awarded contractor will be responsible for completing multiple tasks across multiple significant deadlines and timelines.  In addition, the awarded contractor will provide information/updates upon request during California operating business hours (8AM – 6PM).  NFWF may ask the contractor to build in time and day travel expenses to come to NFWF’s San Francisco office or the USFS Vallejo office for a handful of GIS presentations. 

This list above outlines the general scope of work to be addressed under this RFP; however, it is subject to change in response to additional similar task orders as needed.

The awarded contractor will have a period of performance that will occur from the award date to about a year later (10/10/18 – 8/31/19).  There may be an option to extend/renew for up to a year, to be exercised at NFWF’s discretion.

CRITERIA FOR COMPETITIVE APPLICATIONS

The evaluation criteria listed below will be used to evaluate proposals for the purpose of ranking them based on how fully each proposal meets the requirements of this RFP. The awarded contractor will be determined by a review panel based on the extent to which they meet the following criteria:

  1. Understanding the Scope of Work/Technical Approach. The proposal must demonstrate a thorough understanding of creating maps, performing natural resource management focused GIS analysis, working with USFS GIS data, and working with non-GIS experts to deliver professional GIS-based outputs.  The proposed technical approach for fulfilling the scope of work must demonstrate familiarity and proficiency in creating maps and performing GIS analysis from an environmental perspective.  Weight: 40%
  2. Qualifications of Proposed Personnel. The proposal should describe relevant professional experience in the following areas: (a) experience working with federal, state, and local governmental agencies, national and local NGOs involved with conservation; (b) experience creating conservation/natural resource focused GIS maps using ArcGIS, (c) familiarity with USFS GIS datasets and data management standards. Weight: 20%
  3. Past Performance/References.  The proposal should include information about past performance related to the technical expertise offered. Specifically, the proposal should describe at least two past engagements conducting similar work to that as detailed above; descriptions should illustrate the applicant’s quality of work, timeliness, and cost control. It is also recommended to include a variety of example maps generated for natural resource management issues with brief explanation of work performed and purpose. Previous work with the Forest Service is of particular interest. Weight: 20%
  4. Cost Proposal. The budget should be cost effective and should maximize the value for monies requested in the applicant’s budget. Please break various tasks into separate line items. Proposal costs should be the minimum necessary to adequately achieve the stated scope of work. Profit/profit margin must be separately itemized in the budget. Applicants must use the following NFWF  budget template​. Weight: 15%
  5. Corporate Capacity.  The applicant shall provide proof of financial stability in the form of financial statements or balance sheets.  Weight: 5%

ELIGIBLE APPLICANTS

Eligible applicants are nonprofit organizations, for-profit businesses, and individual consultants. Qualified, certified Disadvantaged Business Enterprises (DBE) (small, minority and women-owned businesses) are strongly encouraged to apply.

SELECTION PROCEDURE

A panel of NFWF staff will review proposals submitted in response to the RFP. The panel will assess each proposal according to the project description and evaluation criteria.  Applicants may be asked to modify objectives, work plans, or budgets prior to final approval of the award.  One contractor will be selected to meet the scope of work. Specific funding amounts will be negotiated with the Foundation and additional funding will be considered annually based upon the expressed needs of the programs. 

SUBMISSION REQUIREMENTS

Proposals must be submitted under the same cover at the same time, in three distinctly labeled and separate documents: 1) Technical Proposal, 2) Cost Proposal, and 3) Evidence of Financial Stability.  Interested parties should submit proposals electronically to NFWF (Candace Leong, candace.leong@nfwf.org) using the requirements below:

  1. Technical Proposal
    • Format: Statements must be provided in Word format or searchable PDF with a font size no smaller than 11 pt.
    • Contact information: Primary contact person, company name, address, phone, email, website, DUNS number, and EIN/Taxpayer ID#.
    • Narrative: Concise (5-page limit) description of the work plan and a summary of the applicant’s expertise and experience. List recent (last 2-5 years) accomplishments and previous services related to the technical expertise offered. Provide previous maps with brief explanation/caption for work performed. 
    • Biographies: Resumes and/or Vitae of key staff and their role in the proposed work area.
    • References: List two clients who have received services from the applicant that is similar in nature to the proposed work; include names, phone numbers, and email address. ​
  2. ​Cost Proposal: The Cost Proposal includes the proposal budget and budget justification. The cost proposal must be submitted using the following NFWF  budget template.
  3. Evidence of Financial Stability: The applicant shall provide with the RFP response, proof of financial stability in the form of financial statements, credit ratings, a line of credit, or other financial arrangements sufficient to demonstrate the applicant’s capability to meet the requirements of this RFP.

Applicants should submit questions regarding this RFP via e-mail to Candace Leong, (Candace.leong@nfwf.org).  NFWF will post a Frequently Asked Questions document for questions of general interest at www.nfwf.org/norcal throughout the open RFP period. 

RFP DEADLINES (SUBJECT TO CHANGE)

​9/11/18​
​​​RFP opens. NFWF will answer questions and answers during the open  RFP period.
​10/2/18
​RFP due to Candace Leong (Candace.leong@nfwf.org) by 5 PM PST
​​10/3/18 – 10/9/18
​RFP review period with follow-up questions as needed
10/10/18 – 8/31/19​
​Awarded contractor’s anticipated period of performance
  

SPECIAL TERMS AND CONDITIONS

By submitting a Statement of Qualifications in response to this solicitation, the offeror warrants and represents that it does not currently have any apparent or actual conflict of interest, as described herein.  In the event an offeror currently has, will have during the life of the contemplated contract, or becomes aware of an apparent or actual conflict of interest, in the event an award is made, the offeror must notify NFWF in writing in the Statement of Qualifications, or in subsequent correspondence (if the issue becomes known after the submission of the Statement of Qualifications) of such apparent or actual conflicts of interest, including organizational conflicts of interest.  Conflicts of interest include any relationship or matter which might place the Contractor, the Contractor’s employees, or the Contractor’s subcontractors in a position of conflict, real or apparent, between their responsibilities under the award and any other outside interests, or otherwise.  Conflicts of interest may also include, but are not limited to, direct or indirect financial interests, close personal relationships, positions of trust in outside organizations, consideration of future employment arrangements with a different organization, or decision-making affecting the award that would cause a reasonable person with knowledge of the relevant facts to question the impartiality of the offeror, the offeror’s employees, or the offeror’s future subcontractors in the matter.  Upon receipt of such a notice, the NFWF Contracting Officer will determine if a conflict of interest exists and, if so, if there are any possible actions to be taken by the offeror to reduce or resolve the conflict.  Failure to resolve conflicts of interest in a manner that satisfies NFWF may result in the proposal not being selected for award.  

By submitting a Statement of Qualifications in response to this solicitation, the offeror warrants and represents that it is eligible for award of a contract resulting from this solicitation and that it is not subject to any of the below circumstances:

  • Has any unpaid Federal tax liability that has been assessed, for which all judicial and administrative remedies have been exhausted or have lapsed, and that is not being paid in a timely manner pursuant to an agreement with the authority responsible for collecting the tax liability, where the awarding agency is aware of the unpaid tax liability, unless the agency has considered suspension or debarment of the corporation and made a determination that this further action is not necessary to protect the interests of the Government; or
  • Was convicted (or had an officer or agent of such corporation acting on behalf of the corporation convicted) of a felony criminal violation under any Federal or State law within the preceding 24 months, where the awarding agency is aware of the conviction, unless the agency has considered suspension or debarment of the corporation and made a determination that this further action is not necessary to protect the interests of the Government; or
  • Is listed on the General Services Administration’s, government-wide System for Award Management Exclusions (SAM Exclusions), in accordance with the OMB guidelines at 2 C.F.R Part 180 that implement E.O.s 12549 (3 C.F.R., 1986 Comp., p. 189) and 12689 (3 C.F.R., 1989 Comp., p. 235), “Debarment and Suspension, ” or intends to enter into any subaward, contract or other contract using funds provided by NFWF with any party listed on the SAM Exclusions in accordance with Executive Orders 12549 and 12689. The SAM Exclusions can be found at https://www.sam.gov/portal/public/SAM/​.

REQUESTING ORGANIZATION: National Fish and Wildlife Foundation (NFWF), 90 New Montgomery St. Suite 1010; San Francisco, CA 94105

CONTACT: Candace Leong, 415-593-8253, Candace.leong@nfwf.org​ ​​​​​​​​​​