Pomme de Terre One Watershed, One Plan Request for Proposal Responses DUE: May 19 th, 20 The Pomme de Terre watershed planning area has begun planning in the One Watershed, One Plan (1W1P) program. With this program, the Pomme de Terre watershed will transition from the use of six different county water management plans (Big Stone, Swift, Stevens, Grant, Douglas, and West Otter Tail County) and other collective planning documents (WRAPS, TDML) into one comprehensive watershed plan that will provide increased collaboration, project prioritization based on a watershed scale, and create opportunities for funding for the projects that are most needed based on the defined goals of the watershed. Currently, LGU s within the Pomme de Terre watershed are collaborating through the Pomme de Terre River Association (PDTRA) which was formed through a Joint Powers Agreement between six Soil and Water Conservation Districts (SWCDs) and six County Commissioners in 1981. This collaboration has created an excellent model for communication, and a comprehensive watershed plan would further allow us to pinpoint projects by prioritizing, targeting, and measuring goals. Each of the six SWCDs and counties have given their support to the 1W1P project and have entered a Memorandum of Agreement. As proposed for the 1W1P program, a Policy Committee, composed of the PDTRA s Joint Power Board (including one County Commissioner and one SWCD Supervisor appointed from each county), serves as a decision-making authority for the 1W1P process. A 1W1P Planning Committee made up of local, state and federal agency staff will serve as an advisory committee that will make recommendations to the Policy Committee. The PDTRA will also be implementing a Citizens Advisory Committee for both the North and South portions of the watershed due to stark differences between the two areas as well as encourage more diverse input on the plan. Committees will include representatives from: County, Lake Organizations, Agricultural, Sportsmen Clubs, City, and citizens atlarge. This group will help to circulate local information regarding the watershed. The PDTRA Project Coordinator will also serve as a facilitator and organizer for each of these committees as well as the dayto-day contact for this project. A consultant will act as official facilitator in specific meetings detailed below. 1
A request for Proposals is being issued to consultants to select one consultant to fill these areas of need in cooperation with the committees listed above: 1. Aggregating, analyzing, and mapping watershed data, including the results from watershed models that have been completed 2. Participate in meetings as requested a. Public meetings(s) b. Citizen Advisory Committee meeting(s) c. Planning Committee meeting(s) d. Workgroup meeting(s) Estimated number of meetings in which consultant will be requested to attend: 25-30 including meetings that will need professional facilitation from consultant (number May be higher or lower once tasks are evaluated). Please use your best estimate of the number of meetings to include in your costs. 3. After prioritization of resources and issues, the analysis of data is expected to be completed in coordination with piloting and use of the Prioritization, Targeting, and Measuring Water Quality Improvement Application (PTMApp). 4. Writing the plan (Link to the One Watershed, One Plan Content Requirements: http://www.bwsr.state.mn.us/planning/1w1p/plan_content_for_program.pdf) The plan will be developed within the parameters outlined in these documents. Request for Proposals Submittal Format 1. Scope of Services a. How services will be provided, detailed listing and description of tasks b. Assigned staff and deliverables i. See attached Scope of Services which RFP should address. Please add tasks that may be necessary based on your experience with similar planning. 2. Role of Staff a. Identify assigned staff, their background and experience, roles, and responsibilities (This section should be limited to 10pages maximum and should highlight major points) 3. Experience and Capacity a. Demonstrate firm s ability to provide required services i. Utilize outputs from PTMApp ii. Including previous experience in the One Watershed, One Plan planning process b. Submit a sample of similar planning process and completed document (electronic or link) c. Demonstrate familiarity with the Pomme de Terre watershed in terms of hydrology, geomorphology, land practice, watershed issues, and LGU involvement. d. Include experience and style as a facilitator for large and small public groups. 4. Costs a. Indicate proposed cost of services tabulated by Scope of Services Task. Include how cost is determined, hourly rates, and total per employee. b. Pomme de Terre River Association will cover costs of renting meeting facilities, meeting materials, organization, and stakeholder notification through grant agreement with BWSR. c. Consultant will provide electronic format of drafts and final plan. 2
Proposal Submittal Please submit your proposal (electronic) by Friday May 19 th, 20, 4:00 PM to: Stephanie Adams, Watershed Project Coordinator Pomme de Terre River Association 12 MN-28, Suite 2 Morris, MN 56267 (320) 589-4886 ext. 109 stephanie.adams@pdtriver.org Timeline for Review and Selection Friday, May 19 th, 20 Wednesday, May 24 th, 20 Wednesday, June 7 th, 20 Friday, June 9 th, 20 Friday June 30 th, 20 July 14 th, 20 Submission deadline for proposal Selection of up to top three proposals by Pomme de Terre 1W1P Consultant subcommittee Presentation by up to the top three proposals to members of the Pomme de Terre 1W1P Planning Committee. Presentations will be 45min with 15minutes for questions Presentation Time Slots: 11:00AM, 1:00PM, and 2:15PM Chosen Project Consultant will be notified Consultant Contract due for review Pomme de Terre 1W1P Policy Committee meeting to approve and sign contract with consultant Selection of Consultant The Pomme de Terre River Association intends to negotiate a final scope, schedule, and budget with the highest rated Consultant. The Pomme de Terre River Association reserves the right to negotiate a final scope, schedule, and budget with the next highest rated firm if we are unable to reach agreement with the first firm. Disclaimer The Pomme de Terre River Association retains the right to modify or cancel this solicitation at its own discretion. This RFP in no way obligates the Pomme de Terre River Association into entering a contract. Proposers are responsible for all their own costs for preparing a response to this RFP document as well as any materials/travel for June 7 th interview if chosen. If there are any questions regarding this RFP, please direct them to Stephanie Adams, PDTRA Watershed Projects Coordinator (Contact information above) 3
Pomme de Terre One Watershed, One Plan Scope of Services for Developing a Comprehensive Watershed Management Plan General Information for Prospective Respondents The estimated number of meetings which the consultant will attend is within the range of 25-30. These include meetings that will require facilitation from a member of the consultant team that is most qualified to do so. These Facilitated meetings include Public Hearings, Citizen Advisory meetings, and Plan review meetings. All meetings are preferred to be completed in person. Please use your best estimate to include in costs. Include any additional information, tasks, or actions that you feel would be necessary to accomplish of parts of this document in detail to be included in your proposal. Part 1: Preparation for Plan Writing Task 1: Aggregate Existing Watershed physical / Spatial Data Anticipated Time Frame: July November 20 Task 1A: Create useable, presentation quality map projects Watershed Scale: Land use, Drainage, Relief, Public Waters, Sub-watersheds, Pollutant Loading (from models), Impaired Waters etc. Resource Concerns: Impaired Waters, Floodplain, High-valued resources (named creeks, recreational lakes, critical habitats, etc.), areas of special concern/natural resource value, incorporation of the PTMApp. Special interest: Census/demographic, recreation, natural areas, regulated land use, public water suppliers, MDNR Permitted Water Appropriators, etc. (Planning Committee may obtain zonation information from another source) Incorporation of existing monitoring data and identify gaps Task 1B: Participate in meeting with committees, workgroups, and the public that are needed to accomplish Task 1A 1-2 meetings with the Planning Committee (or Workgroup, TBD) to determine purpose, presentation, and use of data Participation in kick-off watershed bus-tour (Date TBD) Facilitate two Public informational meeting (One each for the North and South portion of the watershed) One Meeting with Planning Committee to review / discuss data following notifications and informational meeting. 4
Task 2: Prioritization, Modeling, and Targeting Mapping Anticipated Time Frame: November January 20 Task 2A: Bring together all new and existing plan data and information to create a cohesive watershed priority scheme Analysis of existing priorities in current plans (affinity mapping) Stressors identified in WRAPS document Use of additional mapping, GIS, and other physical/spatial data and methods Identify gaps Task 2B: Use outputs from modeling tools and/or programs that have been completed for the watershed, such as those listed below to map and target areas identified through prioritization. GIS analysis tools Hydro DEM HSPF PTMApp (must incorporate with plan) Task 2C: Participation in meeting with committees & workgroups to accomplish Tasks 2A and 2B One meeting with Workgroup to review information prior to presentation to Policy, Planning, and Advisory committees One Meeting with Planning Committee to refine the priorities/ categories o Discuss watershed-wide vs. sub-watershed specific priorities o consider splitting watershed into logical management areas Facilitate two meetings with Citizen Advisory Committees (North and South) to identify, discuss, and prioritize local issues. Part 2: Development of Draft Plan Task 3: Set Initial Measurable Goals Anticipated Time Frame: December 20 April 20 Task 3A: Organize goals into categories based on priorities identified in Task 2, present and gain group consensus Task 3B: Participate in meetings with committees & workgroup needed to accomplish Task 3A One Meeting with Planning Committee to review information prior to presentation to Policy and Advisory Committees two-three meetings with Planning Committee / Workgroup to discuss and refine goals Facilitate two meetings with Citizen Advisory Committees (North and South) to discuss and prioritize goals for the watershed over the 10-year life of the plan. Facilitate two meetings with Citizen Advisory Committees (North and South) to identify and discuss programs and outreach opportunities (how will we carry out these items) 5
Task 4: Develop Targeted and Measurable Implementation Plan and Schedule Anticipated Time Frame: March 20 July 20 Task 4A: Create a 10-year implementation plan that contains the following elements: 1. Targeted Implementation Schedule o A brief description of each action; o Location targeting where the action will occur; o Identification of roles and the responsible government unit for the action; o An estimate of cost and potential sources of funding for implementing the action; o An estimate of when the implementation will occur within the ten-year timeframe of the plan; how the outcomes of the action will be measured. 2. Implementation Programs o Plan Administration and Coordination i. Decision-making and staffing; collaboration with other Units of Government; funding; work plan; assessment and evaluation; plan amendments; formal agreements. o Plan Implementation Programs i. Incentive programs; capital improvements; operation and maintenance; regulation and enforcement; data collection and monitoring; information, outreach and education programs. Task 4B: Participation in meeting with committees, workgroups and the public that are needed to accomplish Task 4A One meeting with Workgroup to review information prior to presentation to Policy and planning Committee Part 3: Completed Draft Plan Document Task 5: Complete the Draft Pomme de Terre Watershed Management Plan and Submit for Local and Public Review Anticipated Time Frame: May October 20 Task 5A: The plan document will contain the following required elements, (Refer to BWSR s online document dated 9/23/2016, One Watershed, One Plan, Plan Content Requirements ) 1. Executive Summary- Provide a condensed and concise plain language summary of the contents of the plan. a. Must be suitable for use in public relations 2. Identification and Prioritization of Resources and Issues - summarize the process that the planning partners used to reach agreement on the watershed resource issues that will be addressed within the lifespan of the plan. a. Clearly articulated priority issue statements 3. Establishment of Measurable Goals - Each priority issue must have associated measurable goals 6
4. Targeted Implementation Schedule - The plan will have a targeted implementation schedule for achieving the goals that: describes each action, the location, roles and responsibilities, estimated costs and timelines and how the actions will be measured. 5. Implementation Programs - support the targeted implementation schedule by describing the overarching program(s) that will be used to implement actions identified in the schedule and how these programs will be coordinated between the local water management responsibilities. a. List of programs and projects and their outcomes 6. Plan Appendix - Account of water resources and physical factors affecting watershed resources. a. Majority of highly technical information should be here and referred to when necessary 7. Plan will be accessible and easy to communicate to a variety of viewers. Task 5B: Complete the internal and formal review process and revise plan accordingly Internal review among all committees, counties, and SWCD s Formal review process with stakeholders Public hearings(s) Task 5C: Participation in meetings with committees, workgroups, and the public that are needed to accomplish Task 5B One meeting with Workgroup to review information prior to presentation to Policy and Planning Committees Facilitate one-two meetings with Planning Committee to review summary of comments, prepare a formal response and to plan and prepare for public hearings Facilitate two Public Hearing(s) Task 6: Complete Final Pomme de Terre, One Watershed, One Plan Management Plan Anticipated Time Frame: October - November 20 Task 6A: Summarize and incorporate all comments from Public Hearing(s) into final plan 1 meeting with Workgroup to develop responses to comments from Public Hearing(s) Anticipated Schedule to Accomplish Required Services July Aug Sep Oct Nov Dec Activity Aggregate Info X X X X X Public Info Mtg. X X Prioritize & Target X X X Measurable Goals X X X X X X Implement Schedule X X X X X Draft Plan X X X Formal Reviews X X Public Hearings Jan X Final Plan X X Feb Mar Apr May Jun Jul Aug Sep Oct Nov 7