Florida Fish and Wildlife Conservation Commission

Transcription

1 DATE: October 21, 2014 ADDENDUM NO.: 1 Florida Fish and Wildlife Conservation Commission Commissioners Richard A. Corbett Chairman Tampa Brian S. Yablonski Vice Chairman Tallahassee Ronald M. Bergeron Fort Lauderdale Richard Hanas Oviedo Aliese P. Liesa Priddy Immokalee Bo Rivard Panama City Charles W. Roberts III Tallahassee BID NO.: FWC 14/15-11 BID TITLE: UPDATE: PROFESSIONAL FACILITATION SERVICES Answers to Vendor Questions and Revised Calendar of Events. If the Commission finds it necessary to supplement, modify or interpret any portion of the specifications or documents during the ITB period an addendum shall be issued. An Addendum Acknowledgment Form shall be signed by an authorized vendor representative, dated, and returned to the Commission prior to the opening date and time specified in the Calendar of Events. Gerri Faircloth, Procurement Manager Executive Staff Nick Wiley Executive Director Eric Sutton Assistant Executive Director Jennifer Fitzwater Chief of Staff Finance and Budget Office Stuart Potlock Purchasing Director (850) (850) FAX Managing fish and wildlife resources for their long-term well-being and the benefit of people. 620 South Meridian Street Tallahassee, Florida Voice: (850) Hearing/speech-impaired: (800) (T) (800) (V) ADDENDUM ACKNOWLEDGMENT FORM VENDOR NAME: VENDOR FEID#: ADDRESS: CITY/STATE: PHONE #: FAX #: AUTHORIZED SIGNATURE: TITLE: MyFWC.com

2 Page 2 ITEM #1: REVISED CALENDAR OF EVENTS The Calendar of Events is hereby revised as follows: ADDENDUM NO. 1 FWC 14/15-11 REQUEST FOR PROPOSAL CALENDAR OF EVENTS SCHEDULE DUE DATE METHOD Bid Advertised October 7, 2014 Posted on the Vendor Bid System: Deadline for Questions SEALED RESPONSES DUE AND OPENED (REMEMBER: Bid Number should be clearly marked on envelope) Public Bid Opening Must be received PRIOR to: October 17, 5:00 p.m. Must be received PRIOR to: October 27, 2014 October 31, 5:00 p.m. October 28, 2014 November 3, 2:00 PM See Deadline for Questions Clause Submit BEFORE the due date and time to the following address: Florida Fish & Wildlife Conservation Commission Attn: Purchasing 620 S. Meridian St., Room 364 Tallahassee, Florida Evaluation Period October 30, 2014 November 7, 2014 November 4, 2014 Novermber 14, 2014 Anticipated Award Date November 18, 2014 Florida Fish & Wildlife Conservation Commission Posted on the Vendor Bid System:

3 Page 3 ITEM #2: VENDOR QUESTIONS AND FWC ANSWERS Note: All questions are provided below. All FWC answers are provided below each question in red font. 1. What is the anticipated start date? Anticipated start date is approximately the second week in December, 2014, however, the Contract shall not begin prior to award of the RFP. 2. Is there an anticipated timeline for Quarters 1 4 and the Final Deliverables (start end dates)? This will depend on what time line the awarded Respondent outlines in his/her proposal (Tab D, #2 Approach). 3. Has FWC worked with other vendors on this project? If so, can you provide who the vendor(s) were, the specific tasks/deliverables, and dates of service? FWC has not worked with other vendors on this project. 4. Please clarify regarding the Orange Lake Management Plan deliverable. On page 7 of the RFP, (Purpose) it states the vendor will guide FWC s efforts to write a habitat management plan. On p. 24 (Scope of Work), it states the vendor will work directly with the Commission staff to write the Habitat Management Plan. On page 25 (item ii. b), it states Draft Orange Lake Habitat Management Plan with assistance from Commission Staff. And on page 26 (1.6 Deliverables, Final Deliverables), it states a fully vetted draft Orange Lake Habitat Management Plan. Can you please clarify: a. Who writes the Habitat Management Plan? The Contractor is responsible for writing a draft of the Orange Lake Habitat Management Plan (1.6 Deliverables in Scope of Work). Contractor is also responsible for submitting a report to FWC on recommendations regarding how to use final stakeholder inputs to finalize the Orange Lake Habitat Management Plan. FWC will then use that information to write the final version of the Orange Lake Habitat Management Plan at that point. b. What is the vendor s role in the writing of the Habitat Management Plan? The Contractor s role in the writing of the Habitat Management Plan is to guide the overall Process. Beyond the answer to a. above this also includes engaging stakeholders, collecting and organizing stakeholder comments and incorporating those comments into a draft Orange Lake Habitat Management Plan. c. What is the expected process for fully vetting the draft Habitat Management Plan? FWC expects that once a final draft of the Orange Lake Habitat Management Plan is written that this document will be taken back to the stakeholders and presented to them in an advertised public forum for final approval of the Orange Lake Habitat Management Plan. The Contractor is expected to collect stakeholder comments from this public forum and write a report to FWC of recommendations regarding how to use these final stakeholder inputs to finalize the Orange Lake Habitat Management Plan. 5. How is the Final Deliverable of the Orange Lake Habitat Management Plan to be different than, overlap, and/or similar to the Orange Creek Basin Management Action Plan Adopted by the DEP June 2014, Orange Creek Basin Surface Water Improvement And Management 2011 Plan for SJRWMD, or the Countywide Waterways 2008 Master Plan Alachua County? The Orange Lake Habitat Management Plan is different from the 2014 BMAP, the 2011 SWIM Plan and the 2008 Alachua County Master Plan in that this current effort is specific to obtaining stakeholder input relative to managing fish and wildlife habitats on Orange Lake. The other plans have a different focus in each case: nutrients (2014 BMAP); water quality (2011 SWIM Plan); boating and recreation (2008 Alachua County Master Plan). It is expected that all of these other plans will be referred to and play a role in the development of an Orange Lake Habitat Management Plan.

4 Page 4 6. On p. 5 Mailing Instructions, the request is for 5 electronic copies. How do you want these copies USB drive, CD Rom, etc.? Electronic copies may be provided on either USB or CD Rom 7. On p. 6 Experience Form item c is a CV or resume required for all vendor staff or only for the principals on the project? Include resumes for all staff that will be working on the project. 8. On p. 6 Tab C, the request is for the Experience Form to be completed to include a chronological list of Respondent s experience. a. On p. 32, the Experience Form has 3 spaces. Are only 3 experiences to be listed with the associated information per the instructions on p. 6? A minimum of three experiences are required with the RFP submission. b. Can this form be re produced so as to allow for more space to provide the information? Yes, the Respondent may reproduce the form if the respondent would like to provide additional information. 9. On pp. 6 7, the Mandatory Responsiveness Requirements/Proposal Submission lists Tabs A E. a. Is the proposal to be organized with hard copy Tabs with each section behind a tabbed divider? Yes, label response sections as specified in the RFP. b. If so, how is this to be arranged on the 5 electronic copies? Under separate folders? Label electronic sections (in files or folders) as specified in the RFP. 10. On p. 7, 3. Objectives, it states vendor shall clearly state his understanding and approach to address project objectives. The project objectives are not clearly delineated in the RFP. There is a Purpose on p.4 and Scope of Work on pp Can you please clarify? The purpose (page 40) is to develop and implement a comprehensive stakeholder engagement plan and guide FWC s efforts to write a habitat management plan for Orange Lake that utilizes stakeholder input. The Scope of Work (page 24) describes the Background and need for this project. Description of Services (section 1.1 b, page 24) states Define the purpose, goal(s) and specific objective(s) for engaging stakeholders throughout the process of writing an Orange Lake Habitat Management Plan The intent here is for the Respondent to define the project goals and objectives in the proposal they submit based on his/her knowledge and the information contained in the RFP. 11. On p. 7 #5, the proposal is to include an itemized description of what level of logistic support they are able to provide. On p. 24 item 1.2 ii, the provide logistic support is defined as including but not limited to meeting setup, meeting recording, meeting notes, pre meeting planning, etc. a. Is the logistic support on p. 7 and p. 24 the same? Yes, they are the same. b. If these are different, how are they different? These are the same. c. Will FWC assist in securing space for meetings, workshops, focus groups, FWC staff meetings, etc.? Yes, FWC staff will be available to assist in securing meeting space which in some cases might include an FWC facility. 12. On p. 7 Tab E, it states the vendor is to provide a table containing a list of fees, rates, and costs for the requested Description of Services.

5 Page 5 a. In item 1, it asks for office supplies. How inclusive is this list/table to be (such as printing, paper, ink, postage, pencils/pens, flip charts, sticky notes, name tags, markers, computer/tablets, voice recorders, tapes, etc.)? Include what you think might be needed. b. In item 2, it asks for a description of the basis and rates for planning, conducting and follow up for meetings/events. Please clarify what is specifically needed in this description. Include items you think would be required. While the Respondent will be submitting a fixed price cost FWC wants to evaluate what elements the Respondent is considering in determining a fixed price. 13. On p. 10 Economy of Presentation, it states examples of services provided may be included as attachments to the proposal. Since the Scope of Work (p. 24) covers a stakeholder engagement plan, meeting/event planning, meeting/event facilitation, meeting/event management services, writing a Habitat Management Plan, is it expected the vendor will provide examples of all and/or some of these items? (such as reports, agendas, meeting logistics coordination, facilitation notes, etc.). Include enough information to demonstrate the Respondents knowledge and capabilities with this requirement. a. On p. 6 Experience Form, item b, it states samples of at least 3 deliverables that demonstrate the Vendor s experience developing group consensus. Is this in additional to the items requested above? Yes, this is an additional request to determine Respondent experience specific to developing group consensus. b. In your view, what constitutes deliverables that demonstrate the Vendor s experience developing group consensus agendas, report sections that highlight discussion of group consensus efforts, testimonials from past clients, etc.? We are specifically looking for examples of the process a Respondent used to arrive at a consensus given that there were opposing viewpoints within the group. 14. On pp , the vendor is responsible for items 1.2 and 1.3 which include meeting/events, forums, focus groups, workshops, etc. a. What is the anticipated timeline for these? Work must be completed within the term defined in the RFP, howver, the Respondent may propose a shorter term in their proposal (item 2 Approach under Tab D Proposal, page 6). b. How many stakeholder meetings/events are anticipated per quarter? This is to be included in the Respondent proposal (item 2 Approach under Tab D Proposal, page 6). c. On average, how many stakeholders are expected to attend meetings/events, focus groups, forums, workshops, etc.? That will depend on the subject matter at a particular meeting, workshop, etc. as well as many other factors. Overall It is likely to expect that a large number of stakeholders (e.g. 40 or more representatives) may express interest in being part of a process to develop a habitat management plan for Orange Lake. (statement in Scope of Work, Background page 24). d. How many FWC meetings are anticipated per quarter? This depends on what the Respondent thinks is necessary and should be included in the Respondent proposal (item 2 Approach under Tab D Proposal, page6). e. On average, how many FWC staff are expected to attend meetings? The number of FWC staff is likely to vary depending on the subject matter, subject matter expertise needed, etc. For most meetings it is anticipated that six to eight staff (including other agencies) might be present at a public meeting/workshop. For a particularly important meeting/workshop there could be as

6 Page 6 many as 20 or 30 staff members (including other agencies) present. For in house meetings it is anticipated that three or four FWC staff would attend most meetings. f. Is the vendor responsible for: i. Securing locations (and any associated rental fees for location, chairs, tables, room space, etc.) Yes. Responsibility for locating and securing meeting locations will be the responsibility of the Contractor upon approval by the FWC Contract Manager. All rental fees and associated costs will be the responsibility of the Contractor. ii. iii. iv. Technology needs (AV, microphone, etc. and any associated costs) Yes, the Contractor shall provide computer and projection equipment for meetings, particularly if the Contractor is giving a presentation as well as other equipment that might be needed and any associated costs. However, equipment may be available with the meeting room or supplied by FWC staff involved in that particular meeting (e.g. microphones and sound equipment). Marketing meetings/events FWC will be responsible for advertising meetings/events. Catering for meetings/events FWC cannot make food or refreshments available for meetings/events. Therefore, neither the Contractor or FWC will provide food or refreshements for meetings/events. 15. On pp item c, it states outside experts may need to be brought in to inform stakeholders about subject matter addressed at a particular meeting, event, focus group or workshop. a. Is the vendor responsible for all logistics regarding the outside experts (e.g., contact, arranging travel, paying for travel related expenses, paying for expert time, printing materials for the expert, etc.)? Contacting an outside subject matter expert will be a shared responsibility between the Contractor and FWC (e.g. FWC may be familiar with a particular expert or the Contractor may be familiar with an expert in another case). Arranging travel, paying for travel and related expenses (including printing materials for the expert) is the responsibility of the subject matter expert. If the subject matter expert is unable to pay their own travel expenses FWC will opt to contact an alternate expert. The Contractor will not be responsible for these expenses. However, the Contractor will be responsible for providing pertinent meeting materials (e.g agendas, survey forms) for handout to meeting participants. b. What items for a would be FWC s responsibility? Specifically, FWC will not be responsible for any of the items listed above in a. except for the shared responsibility of contacting an outside subject matter expert. FWC will not pay for travel and related expenses for a subject matter expert. 16. On pp items , meeting recording is required. a. Is it the expectation the vendor will tape record the meetings? Yes b. If so, is a participant waiver required to voice record during meetings? A participant waiver is not required. However, at the beginning of a meeting the recorder should be turned on and then an announcement made that the meeting is being recorded. c. If so, do the tapes become the property of FWC, and as such need to be factored into the office supply list? The Contractor shall supply a copy of the recording to FWC within five working days after any recorded meeting.

7 Page On p , items e and f, these sound like marketing on behalf of FWC. Please clarify as to the extensiveness of these efforts. Extensiveness of these efforts will depend on many factors including the number of stakeholder participating; range of competing interests in the resource; interest from nearby stakeholders (e.g. springs). As an example it may be necessary to inform the Orange Lake stakeholder why springs stakeholders are interested in how Orange Lake is being managed. 18. On p. 26, 1.6 Deliverables, meeting agendas, meeting notes, stakeholder feedback, and meeting list are all deliverables for each quarter. a. Is it anticipated that stakeholder feedback will be obtained in each of the 4 quarters? Yes it is anticipated that meetings will take place in each quarter, however, the Respondent may propose alternatives in its proposal. b. If a particular deliverable is not relevant to the quarter, will it be excluded from the deliverables for that quarter? Yes. However, if there are no meetings in a particular quarter, there would be no deliverables and therefore, payment for that quarter will not be paid. 19. On p Deliverables, Final Deliverables, can you please clarify what is meant by a fully vetted draft Orange Lake Management Plan? a. Can you define the expectations on this? In working through the Process there are likely to be a number of meetings/events to develop the framework of an Orange Lake Habitat Management Plan. There is also likely to be many revisions to a draft Orange Lake Habitat Management Plan based on stakeholder inputs and comments. After working through this Process to develop drafts of the Orange Lake Habitat Management Plan a final step (final deliverable) will be to bring the plan (presented the final draft plan to) the stakeholders participating in this Process for final approvals/comments. b. What specifically constitutes this deliverable? Same as above and also includes a report of recommendations regarding how to use final stakeholder inputs to finalize the Orange Lake Habitat Management Plan. 20. On p Deliverables, Quarter 1, what is meant by Notice to Proceed? The Notice to Proceed officially authorizes the Vendor to begin work on this project and will be issued by the FWC Contract Manager. 21. On p. 24, item 1.3 b, it is stated stakeholders should have full access to all information about the Process. On p. 25, items e & d indicate stakeholders are to be provided information and handouts. a. Is the information to be posted to the FWC website? Yes, that would be appropriate. i. Will the vendor have access to the FWC website and/or FWC technical personnel for website posting? Yes b. If not, is the vendor to host and maintain a separate website for posting information? If the Vendor and FWC agree (in writing) that the Vendor will host and maintain a separate website then the Vendor may proceed to do so. However, it is anticipated that the current FWC created website will be used for this purpose. 22. Do you have a preferred style for the Stakeholder Engagement Plan (e.g., does it need to meet state/federal format, required sections, desired layout, etc.)?

8 Page 8 There is not a preferred style or layout but the most important consideration is a style/layout that is easily read and understood particularly by the average stakeholder. This is appropriate information to include in the Vendor proposal. 23. Do you have a preferred style for the Habitat Management Plan (e.g., does it need to meet state/federal format, required sections, desired layout, etc.)? There is not a preferred style or layout but the most important consideration is a style/layout that meets the needs of participating stakeholders and is easily read and understood by the average stakeholder. This is appropriate information to include in the Vendor proposal. 24. Will the vendor have access to FWC digital files and resources to aid in the Process, such as, images, past reports, stakeholder lists with contact information, data for use in the various meetings/events, plans, reports, outside experts, past locations, etc.? Yes, the Vendor will have access to FWC staff, files, information and other available resources that may aid in the Process. 25. Would the stakeholder meetings be subject to the requirements of FL Government in the Sunshine Act? Yes, Sunshine Laws apply, specifically Chapter 119 F.S. (Public Records Law) and Chapter 286 F.S. (Open Government Law). However, FWC will be responsible for the required noticing of public meetings and associated costs of such noticing. 26. Please verify what is meant by quarters in the deliverables. Are the quarters 7 8 months over the contract period of November 2014 through June 2017? The quarters will be created by dividing the time line in the Respondent proposal into four equal parts (page 25; Section 1.5 Payment Criteria). One Quarter is defined as 25% of the proposed timeline. 27. Who is writing the habitat management plan? Please clarify. Please verify that the contractor will not be responsible for incorporating edits. The Vendor is responsible for writing a draft of the Orange Lake Habitat Management Plan (1.6 Deliverables in Scope of Work). Vendor is also responsible for submitting a report to FWC on recommendations regarding how to use final stakeholder inputs to finalize the Orange Lake Habitat Management Plan. FWC will then use that information to write the final version of the Orange Lake Habitat Management Plan at that point. Vendor will be responsible for incorporating edits into the draft. FWC will be responsible for incorporating final edits (after the final draft is vetted through the participating stakeholders). 28. Who will pay for room rentals if needed? Same answer as Question 14 f. The Contractor is responsible for paying for any room rental fees and associated costs. 29. Is this a 3 year contract through June 2017 or is it an annual renewable contract? This contract will be effective from date of award to June 30, 2017 (page 4, TERM). The Contract may not be renewed. 30. P. 25 section e. Are there existing written standards that address the balance FWC seeks when stakeholder groups have competing interests? FWC does not have specific written standards but the intent here is to develop group consensus among stakeholders while also meeting the mission of FWC; To manage fish and wildlife resources for their long term well being and the benefit of people. 31. p. 24 Please clarify the percentage of time FWC expects the contractor to spend on services outlined in 1.1, 1.2, 1.3, 1.4. This will help proposing entities better understand where effort is anticipated to be spent.

9 Page 9 FWC anticipates that working with stakeholders, informing stakeholders and arriving at a consensus will be major areas where effort is needed, however, this will depend on what the Respondent proposes. FWC expects the Responsdent to propose where emphasis is needed in this Process. This is why FWC is hiring a facilitator for this Process. 32. p. 25 Section 1.3.ii FWC Internal Activities This section outlines a series of tasks that could be very labor intensive and could utilize much of the budget, therefore affecting the contractor's ability to deliver a successful stakeholder engagement plan and process. Please clarify the minimum number of meetings, location, and specific activities required? Will the contractor be responsible for drafting (writing) the Orange Lake Management Plan? How many draft revisions are anticipated? Will FWC have a roll in writing, editing, compiling and incorporating stakeholder input and FWC input and if so, what exactly will that roll be? Thank you for providing further detail on this important part of the contract. FWC expects the Respondent to propose the necessary number of meetings for a successful Process. Location of meetings is generally anticipated to be in the Gainesville/Citra area but could change depending on specific needs of the meeting participants. Specific activities will depend on the current business at hand that needs to be addressed and discussed. Yes the Contractor will be responsible for drafting the Orange Lake Habitat Management Plan. It is anticipated that at as many as 6 10 draft revisions might be required. Efficiency of the stakeholder meetings and the number of stakeholders participating are anticipated to have major impact on the actual number of draft revisions needed. FWC will be able to assist in providing some edits to draft versions of the Orange Lake Habitat Management Plan. Otherwise the Vendor is responsible for writing, editing, compiling and incorporating stakeholder inputs into the draft versions of the Orange Lake Habitat Management Plan. 33. P. 7 Section 2: Please clarify that agency staff meetings refers to FWC staff. Yes, agency staff here refers to FWC staff. END OF ADDENDUM NO. 1