REQUEST FOR PROPOSALS
For Community Forestry Assistance
Issued by the State of New Mexico,
Energy, Minerals and Natural Resources Department,
Forestry Division
ARTICLE I. STATEMENT OF WORK
The, New Mexico Energy, Minerals and Natural Resources Department (EMNRD), Forestry Division (Division) is seeking proposals from:
· non-federal governmental entities;
· urban forestry consulting firms or individuals (Consultants) with documented expertise and professional qualifications who are invested in education and community forestry assistance; and
· non-profit organizations (Non-Profits) with documented expertise and professional qualifications to improve the health of New Mexico’s community forests.
EMNRD has approximately $139,000 currently available for the work of this Request for Proposals (RFP), with the possibility of additional funds being provided later. EMNRD may award multiple contracts as a result of this RFP.
This RFP’s primary goal is to develop sustainable urban and community forestry programs at the local level. The U.S. Department of Agriculture, Forest Service (USFS) has provided these cost-share funds, administered through the Division, specifically to support healthy community forests in New Mexico. Projects must emphasize arborist and community forestry education and professional development of local staff and citizen organizations; and tangible development of or improvement of community forestry programs.
EMNRD seeks proposals in the categories specified below to address management of community forests on lands owned or managed by political subdivisions of the State of New Mexico or tribal lands to sustain forest health in New Mexico.
1) Program Development:
· Project examples - Development of citizen-based volunteer efforts and programs (tree inventory training, planting training, maintenance, etc.); community forestry board or tree board development; tree ordinance development or revision; efforts toward becoming a Tree City USA; development of community forest master plans (including green infrastructure development strategies, street tree master plans, etc.); and enhancement of existing programs and services provided. Note: Funds may not be used to purchase trees; however, successful Offerors may count tree purchases and labor toward planting as match if part of a larger proposal.
2) Inventory and Assessment:
Project examples - Tree inventory and assessment; canopy cover mapping; and development of a community forest management plan.
3) Certification or Professional Development:
· International Society of Arboriculture (ISA): Certification scholarships for the community forester (includes study materials, exam costs and first year membership to ISA). (For more information on certification, visit: http://www.isa-arbor.com/certification/certification.aspx))
· Professional development including registration to attend: (1) the Municipal Forestry Institute (http://www.urban-forestry.com/mc/page.do?sitePageId=50685&orgId=sma), or (2) an EMNRD-approved arborist or community forestry conference (such as: Society of Municipal Arborists, ISA Partners in Community Forestry Conference).
4) Community Forestry Trainings:
Project examples - Arborist or community forestry training; and tree training for community volunteers invested in community forestry efforts. The Division review team will give preference to trainings that build knowledge and capacity for local and state efforts toward more effective community forest management.
EMNRD shall give the highest priority to proposals that apply strategic and collaborative practices resulting in development of sustainable local community forestry programs.
This RFP provides funding on a reimbursement basis and does not reimburse indirect costs. EMNRD shall not allow more than 10% in administrative costs. The Division reserves the right to partially fund projects. Project contacts will be notified by the Division Program Manager before any partial funding is approved.
Successful Offerors shall be required to complete a written report on the projects funded through this RFP at the end of each federal fiscal year (September 30). The Division shall pay the final 10% of contract funds upon receipt of the final financial and narrative reports.
ARTICLE II. PROPOSAL EVALUATION CRITERIA
In order to be eligible for funding, Offerors must:
· complete, sign, and submit the “FY 2011 Community Forestry Assistance Grant Application” (Application) (Exhibit A) along with the following attachments:
1. signed cover letter by the individual authorized to bind the Offeror to the terms and conditions of this RFP and that clearly identifies the project sponsor and the contact person;
2. documentation certifying that all entities responsible for authorizing Offeror’s activities have agreed that their proposal should be submitted; and
3. documentation certifying that funds EMNRD awards to Offeror(s) through any contract(s) issued pursuant to this RFP will not be used to supplant funds that Offerors may have at their disposal from other sources.
· meet the 1:1 match requirements required by the funding source; and
· submit a proposal funding request that is no less than $5,000 per community and no greater than $25,000 per community.
Consultants and Non-Profit Offerors must also possess and maintain ISA Arborist Certification or have a degree in natural resource management or a related field and provide documentation of community forestry field inventory and program development expertise. These Offerors shall also attach resume(s) with documentation of qualifications and experience.
Applications must include the following attachments:
The Division shall evaluate Applications on 100 possible points as specified below.
1. Project Description (25 points possible) – Provide a written statement of the project. A successful project description will provide the following:
Description of project categories addressed. EMNRD encourages Offerors to submit proposals that address multiple project categories: (1) Program Development; (2) Inventory and Assessment; (3) Certification or Professional Development; and (4) Community Forestry Trainings
Clearly stated goals and objectives
2. Project Timeline (5 points possible) – Projects shall be completed within one to two years.
3. Program Development and Sustainability (45 possible points) – The project shows leveraged resources and development of programs and program components. Provide information about plans, programs, partnerships that will be built upon through this project.
Offerors shall discuss the current health of their community forest and status of their community forestry program and what steps have been taken to ensure that programs continue to be in operation after any Agreement which may result from this RFP.
Include a clear statement showing how this project will develop components that: (1) improve the health of a community’s forest; (2) put into place knowledge, expertise, and program components that will sustain the project beyond any funding which may result from this RFP; and (3) support increased knowledge and resources available that build improved community forestry practices throughout New Mexico.
4. Partner Organizations (10 points possible) – Name each organization that has agreed to play an active role and show a contribution to the project.
EMNRD encourages Offerors to involve several cooperating organizations within a community and encourages cooperation with technical resources and community civic organizations capable of developing grassroots community support. When listing partnerships, Offerors shall provide the name of any agencies or organizations that will be participating and a contact person who will be representing the organization for the purpose of this project.
5. Budget (15 points possible) – Must include cost-share and sources. Note there is a 1:1 match requirement – Offerors must match 100% of total funding request, either in hard dollars, in-kind services or both. Use of federal match is not allowed. For example, Offerors must match a $7,000 funding request with their own $7,000 contribution (hard dollars or in-kind) for a total project cost of $14,000.
ARTICLE III. CONTRACT DURATION
The contract period shall extend from the date of contract approval by EMNRD, or the Department of Finance and Administration, if applicable, for a maximum of two years.
ARTICLE IV. CONTRACT TERMS
Contract may be awarded in accordance with the terms of the FY 2011 Community Forestry Assistance Grant Application (Exhibit A); draft Governmental Services Agreement (Exhibit B), Joint Powers Agreement (Exhibit C), Professional Services Agreement (Exhibit D), and this RFP. EMNRD shall act as the fiscal agent for successful New Mexico Offerors.
ARTICLE V. ADMINISTRATIVE REQUIREMENTS
A. Offerors shall examine all contract documents, noting particularly all stipulations that in any way affect contract work. Failure of an Offeror to acquaint itself fully with the amount and nature of the work required to fulfill all terms of the contract documents shall not be considered as a basis for extra compensation after a contract has been awarded.
B. If an Offeror finds discrepancies, omissions, or ambiguities in the contract documents, it will at once notify EMNRD, which will send written corrections or explanations to all Offerors. EMNRD will not be responsible for any oral instructions.
C. If an Offeror's proposal substantially adds to, subtracts from, or otherwise changes the provisions of this RFP, the proposal shall be void.
D. Proposals must certify that all entities responsible for authorizing the activities of the Offeror have agreed that their proposal should be submitted as written.
E. Proposals must certify that funds awarded to the Offeror by EMNRD through any contract issued pursuant to this RFP will not be used to supplant funds that the Offeror may have at its disposal from other sources.
F. New Mexico Employees Health Coverage - Applicable to non-governmental entities:
1. If Offeror has, or grows to, six or more employees who work, or who are expected to work, an average of at least 20 hours per week over a six-month period during the term of the contract, Offeror certifies, by submitting a proposal, to have in place, and agree to maintain for the term of the contract, health insurance for those employees and offer that health insurance to those employees no later than July 1, 2010 if the expected annual value in the aggregate of any and all contracts between Contractor and the state exceed $250,000.
2. Offeror agrees to maintain a record of the number of employees who have:
1) accepted health insurance;
2) declined health insurance due to other health insurance coverage already in place; or
3) declined health insurance for other reasons.
These records are subject to review and audit by a representative of the state.
3. Offeror agrees to advise all employees of the availability of state publicly-financed health care coverage programs by providing each employee with, as a minimum, the following web site link to additional information: http://insurenewmexico.state.nm.us/.
4. Employee Pay Equity Reporting – Applicable to non-governmental entities:
If Offeror has 10 or more employees OR eight or more employees in the same job classification, Offeror must complete and submit the required reporting form (PE10-249 or PE250, depending on their size at the time) with their bid or proposal for evaluation purposes.
Offerors can find these forms (PE10-249 or PE250) (as well as directions on completing the forms and their worksheets, a “Frequently Asked Questions” sheet and other instructional materials) at http://www.generalservices.state.nm.us/spd/pay_e.html. Upon request, the Division may provide Offerors with copies of these forms on CD.
For contracts that extend beyond one calendar year, or are extended beyond one calendar year, Offeror must also agree to complete and submit the required form annually within 30 calendar days of the annual bid or proposal submittal anniversary date and, if more than 180 days has elapsed since submittal of the last report, at the completion of the contract.
Should Offeror not meet the size requirement for reporting at contract award but subsequently grows such that they meet or exceed the size requirement for reporting, offer must agree to provide the required report within 90 calendar days of meeting or exceeding the size requirement.
Offeror must also agree to levy these reporting requirements on any subcontractor(s) performing more than 10% of the dollar value of this contract if said subcontractor(s) meets, or grows to meet, the stated employee size thresholds during the term of the contract. Offeror must further agree that, should one or more subcontractor not meet the size requirement for reporting at contract award but subsequently grows such that they meet or exceed the size requirement for reporting, offer will submit the required report, for each such subcontractor, within 90 calendar days of that subcontractor meeting or exceeding the size requirement.
5. Additional Pay Equity Reporting Information
A. For the purposes of complying with Section 4, Pay Equity Reporting Information:
1. “Job Classification” means an arrangement of tasks in an establishment or industry into a limited series of jobs or occupations, rated in terms of skill, responsibility, experience, training, and similar considerations, usually for wage setting purposes. This term, or job class, refers to a single cluster of jobs of approximately equal “worth.”
2. “New Mexico Employee” (also “Employee”) means a person working within the State of New Mexico at a New Mexico facility, regardless where the employee legally resides, and regardless of the origin of compensation checks.
3. “PE10-249 form” means the reporting form to be used by contractors that meet or exceed the minimum size thresholds for reporting but have less than 250 New Mexico employees.
4. “PE250 form” means the reporting form to be used by contractors that have 250 or more New Mexico employees.
5. “Solicitation” means an Invitation to Bid or a Request for Proposals.
B. Report Submittal: Until further notice, successful Offeror shall submit the required form(s) to the State Purchasing Division of the General Services Department, and other departments as may be determined. The mailing address is: PO Box 6850, Santa Fe, NM, 87502-6850.
C. The successful Offeror shall not be required to report more frequently than annually unless more than 180 calendar days has elapsed since submittal of the last report and the contract has reached completion. The requirement for reporting at contract completion shall not apply in the case of a one-time fulfillment of a purchase order.
D. Exceptions to the Pay Equity Reporting Requirement:
1. Offerors with fewer than 10 employees are exempt, unless they have at least eight employees in the same job classification.
2. Offerors receiving a contract resulting from an emergency procurement are exempt, unless they hold other contracts that would already subject them to the requirement.
E. Offerors who are subject to the Pay Equity Reporting Requirement shall complete and sign the applicable pay equity form (PE 10-249 or PE250) and submit the form with their proposal. Offerors who fall within an exception to the Pay Equity Reporting Requirement shall include a statement in their transmittal letter that indicates they are exempt and cites the specific exception they fall under.