Recreation Planning Assistance for Ten Vermont Town Forests Response to Questions to the RFP

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1 Recreation Planning Assistance for Ten Vermont Town Forests Response to Questions to the RFP 1. Under VT law, foresters providing services for a fee must be licensed. Does that apply to the LSR funded project RFP for town forestry plans? As of July 1, 2016, Vermont implemented forester licensing to safeguard the public welfare by ensuring foresters practicing in Vermont meet established professional standards for training, education, experience, and competence. The licensing program is overseen by the Office of Profession Regulation (OPR). Questions regarding the need or process for licensing should be directed to OPR. They provide a list FAQs. You can learn more and access contact information on their website. 2. Have the ten towns been identified and if so, can we get that list? The ten town forests have not been identified at this time and will not be until mid to late June. We currently have a grant application out for towns to apply too. The applications are due on June 1 st. We anticipate a range in forests from location, size, and issues and opportunities to address. You can learn more about the application process on our website. 3. The RFP indicates that the scope of work is "suggested." Does this imply that we can propose an alternative scope if we have thoughts on how to more effectively meet project goals? Yes. Our working group developed the scope of work based on our working knowledge, but we welcome alternatives that still meet the RFP goals and deliverables, and make the best use of resources. 4. Can you please confirm that the consultant is not responsible for organizing the steering committee. Who is? Each community selected for this project will sign a memorandum of understanding (MOU) that will identify a point person in each of the communities that will be responsible organizing the local steering committee and the point of contact with the consultant team. The consultant team will be responsible for communicating with the local point person to identify when meetings are needed and developing an agenda. 5. In task you indicate that the "project team" will work together to produce and refine each community's plan I am assuming that by "project team" you mean the consultant team? Yes, this should have been consultant team.

2 6. Task includes the requirement that "the consultant shall work with each town to develop supporting materials, such as user friendly, graphically rich outreach materials to assist in the implementation and local adoption of the action plan." What level of detail are you seeking on this task? Individualized outreach materials might be challenging to do with this budget. We recognize the impact that the development of outreach material can have on the budget. This deliverable is meant to give each community a resource they can use afterwards that starts the implementation process. We anticipate this product will be determined with each community based on local needs and consultant resources available. 7. Task includes the requirement that the consultant work with VT UCF staff to "design and develop a project website on vtcommunityforestry.org." Again, what level of assistance are you seeking? Will the consultant be expected to work with Tamarak Media (the site designer) to update the web site or are you simply asking the consultant for design suggestions and content to populate a new section of the web site? The consultant will not be expected to work with the website developer. Vermont Urban & Community Program staff will work directly with them and make updates to the website. The consultant will support design suggestions and content to populate a new section of the site. 8. Are you looking for ALL current or past State projects that my firm is or has been involved with, or just those that the staff who will be working on this project are involved with? A list of State projects that the staff who would be working on the project have been involved with and any other relevant projects would be sufficient. 9. The contract will be developed for the full 18 months but would like to strive to meet the more aggressive timeline if feasible. Can you clarify the apparent time difference between 1.3 (contract period) and 2.6 (project schedule)? If the contract is for 18 months, and the start date is in September, the end date would be some time in February of 2018 (not including the possible 3 month extension period). But, the project schedule on page 6 implies that the final deliverable (Evaluation and Information Transfer) would be due in November of The contract will be developed for the full 18 months but would like to strive to meet the more aggressive timeline if feasible.

3 10. With regard to meeting requirements, there are 4 proposed for the Interagency Working Group, and a minimum of 4 meetings required (the word shall is used) for each community for a total of 44 meetings. Would you entertain creative strategies for reducing the number of total meetings that still accomplish the purpose and intent for these meetings? Yes, we are open to ideas. We realize this seems like a lot of meetings. However, we also recognize that for this process to be valuable to communities it requires strong engagement before, during, and after the planning process. The meeting requirements outlined in the RFP are meant to make sure this community engagement occurs. 11. A. What base materials and resources will FPR and the individual towns provide in support of this project? B. For example, will there be base maps provided with sufficient detail for the project purposes or will the consultant be expected to prepare base maps for each town forest? We will work with communities, ANR, and partners to provide the consultant with any base maps, or project maps, to the level of detail possible given existing GIS layers. The consultant will receive any available base materials on the community and town forest in the initial stages of the project. 12. If the answer to question 2)B is that the consultant will be required to prepare and provide the base mapping, please indicate what level of detail will be required or expected? Depending on the needs identified by the community during scoping, additional details for mapping may need to be gathered as a part of the project by the consultant in partnership with ANR. 13. Given that trails are often a primary recreation use of town forests, what level of detail is expected regarding trail development? For example, should the consulting team anticipate laying out planned trail locations and calculating construction details (such as linear feet of new trail construction, number/linear feet of boardwalk, etc) as to develop project budgets, OR should the consulting team anticipate a more conceptual approach, which could develop a conceptual trail network map with some coarse construction and budget projections. Depending on the needs and priorities of the community, we anticipate the consultant will be able to offer one deliverable to each community. Using your example, if laying out new trails is the main priority identified by the community, we would anticipate that the consultant would work with the community to develop a proposed new network of trails, either through a map, or a site visit. We do not expect the consultant to calculate construction details, however, we do expect

4 that the consultant would leave the community with enough information for them to move towards implementation. Coarse projections are sufficient. 14. Is it possible to allocate some of the overall project funds to a mini grant program, with VYCC acting as a sub consultant? Yes, it is possible to subcontract out part of the total budget of $100, How might you see a mini grant process being played out? The idea of a mini grant process is very interesting. It would need to be developed in a way that supports the community planning process and assists the 10 communities in the implementation of the action plan. We envision that the 10 communities walk away with a deliverable at the end of this process. This idea seems to provide a different framework that we are open to exploring. 16. Is there any guidance inherent in the overall funding that would direct the structure of this sort of program? The project is funded by a grant from the USDA Forest Service. The grant was written in a way that allows for spending flexibility, as long as it leads to our desired outcomes and measurable results. 17. Do you have any other thoughts or guidance you can provide on a potential mini grant program? If awarded the contract, the Interagency Working Team would want to provide guidance during scoping on a mini grant program. We are open to innovative ideas that are efficient and effective use of resources. We will want to make sure it supports the goals and desired outcomes of the 10 communities engaged in the planning process. 18. Are the 10 town forest parcels already identified? If not, is there any information available to narrow down the geographic locations of the potential town forest parcels with the state? The 10 communities have not been selected. A call for applications is out and are due on June 1 st. We expect applications from all over the state. 19. Is there a potential list of town forest parcels the state is considering for the project? You can find a list of all the town forests in Vermont at the Urban and Community Forestry Programs websitehttp://vtcommunityforestry.org/yourvttownforest 20. What is the anticipated mapping resource the consultant will use? Are there typically detailed surveys and/or aerial maps of the town forest parcels?

5 The consultant will have support for mapping from ANR. Once communities are selected, the Interagency Work Team will work with the communities and partners to pull together all existing maps, inventories, and other supporting materials. 21. Are direct expenses related to travel and printing included in the $100,000 budget? Yes.