REQUEST FOR PROPOSAL FOR Spokane Tribe of Indians Lake Roosevelt White Sturgeon Conservation Aquaculture Step1 Master Plan PROPOSAL NO. BY SPOKANE TRIBE OF INDIANS PURCHASING/PROPERTY DEPARTMENT 6195 FORD/WELLPINIT RD PO BOX 100 WELLPINIT WA 99040 KEY INFORMATION Contact Marnita Parr, CPP, CPPM, BSM Phone 509-458-6550 Opening Date October 17, 2014 Closing Date November 14, 2014 Return Location Delivery Address E-mail Purchasing/Property Director 6195 Ford/Wellpinit Rd Wellpinit WA 99040 PO Box 100 Marnitap@Spokanetribe.com
INTRODUCTION The SPOKANE TRIBE OF INDIANS (Spokane Tribe, STOI, Tribe) is requesting proposals from reasonable, responsive, responsible, vendors to provide a qualified, fully integrated team of professionals with expertise in fisheries science, hatchery program development and operations planning, fisheries engineering, environmental compliance, and capital and operation cost estimating, and planning. A record of developing these programs in a manner that meets the Northwest Power and Conservation Council s Three Step Review Process and in turn future funding is desired, specifically with developing a Step 1 Master Plan. This Master Plan will be for the Lake Roosevelt White Sturgeon Conservation Aquaculture program. There are no expressed or implied obligations for the SPOKANE TRIBE OF INDIANS to reimburse responding firms for any expenses incurred in preparing proposals in response to this request. Your proposal and proposal amount shall remain valid for a period of ninety (90) days from the closing date. To be considered responsive, responsible, reliable, qualified, and possessing the ability to complete the entire project, your complete proposal must be received by Marnita Parr, CPP, CPPM, BSM, Purchasing/Property Director, Spokane Tribe of Indians, P.O. Box 100, Wellpinit, WA 99040 on or before the above closing date and time. Vendors are strongly encouraged to carefully read the entire request for proposal. The Spokane Tribe of Indians is a federally recognized Indian Tribe and is eligible for GSA and/or government pricing. There are no expressed or implied obligations for the SPOKANE TRIBE OF INDIANS to reimburse responding firms for any expenses incurred in preparing proposals in response to this request. Contact Person All questions regarding this request for proposal will be taken and/or answered up to the closing date and time of this proposal. All technical questions will be addressed and relayed back to vendor by the purchasing/property director: Marnita Parr, CPP, CPPM, BSM Purchasing/Property Director 509-458-6550 Spokane Tribe of Indians P.O. Box 100 Wellpinit, WA 99040 During the evaluation process the SPOKANE TRIBE OF INDIANS reserves the right, where it may serve the SPOKANE TRIBE OF INDIANS best interest, to request additional information or clarifications from proposers or allow corrections of errors or omissions. At the discretion of the SPOKANE TRIBE OF INDIANS, firms submitting proposals may be requested to make oral presentations as part of the evaluation process. The SPOKANE TRIBE OF INDIANS reserves the right to retain all proposals submitted and to use any ideas in the proposal regardless of whether that proposal is selected. Submission of a proposal indicates acceptance by the firm of the conditions contained in this request for proposals.
SCOPE OF REQUESTED SERVICES A Hatchery Feasibility Study for this project was completed in August 2014. The purpose of the Step 1 Master Plan is to confirm and present the hatchery program goals and objectives and the scientific basis to implement, monitor and evaluate and adaptively manage the hatchery program over time. The plan must include bioengineering criteria, operational programming, feasibility and conceptual (or more refined) designs of potential facilities and detailed analysis of probable planning and implementation and future operating costs. The Step 1 Master Plan must meet requirements and successful review and approval by the Independent Scientific Review Panel (ISRP) and the Northwest Power and Conservation Council (NPCC). These approvals are needed to progress to the next project stages (Steps 2 and 3) and obtain approvals to fund project implementation, future operations and maintenance, and monitoring and evaluation to adaptively manage the program. The August 2014 Feasibility Study Report can be obtained by emailing bnichols@spokanetribe.com Note: A requirement of this RFP is extensive experience and success in obtaining favorable review responses from the ISRP on projects reviewed under the NPCC Fish and Wildlife Program s Three-Step Review Process. Description of Project Upper Columbia River (Grand Coulee Dam, WA to Hugh Keenleyside Dam, BC) White Sturgeon population have a long history (30 yr) of decline and lack of natural recruitment. The goal of the Upper Columbia White Sturgeon Recovery Initiative (UCWSRI) Conservation Aquaculture Program is is to maintain population genetic diversity and compensate for a lack of natural recruitment to age 1 until such time as natural recruitment can be restored (Hildebrand and Parsley 2013). There are two components to the UCWSRI Conservation Aquaculture Program the U.S. and Canadian which work to collectively meet the program goals. The U.S. component of the conservation aquaculture program has been conducted at Columbia Basin Hatchery (2003-2010) and Sherman Creek Hatchery since 2006, both operated by WDFW in cooperation with Spokane Tribe and Confederated Colville Tribes. Existing sturgeon infrastructure at Sherman Creek includes (4) 4 meter diameter outdoor circular tanks for broodstock holding and (8) 1.5 meter diameter circular tanks for juvenile rearing, a pumped and aerated surface water supply from Lake Roosevelt, and a water heating system which is used to accelerate juvenile fish growth rates. This existing infrastructure has been developed in stages as a temporary installation. The facility losses surface water pumping capability in late winter/early spring every year due to Lake Roosevelt drawdowns and must release its juvenile sturgeon when this occurs. This loss of water supply makes it difficult to achieve the target release size of 200 grams per fish. In addition, long spans of exposed piping between the reservoir and the tanks results in wide temperature fluctuations. At certain times of the year that may influence survival and growth rates; although the temperature fluctuations can be mitigated to a degree with the heating system. This project will develop a Step 1 Master Plan for the proposed conservation hatchery program. This facility or facilities utilized for this program are envisioned to be quarantine type facilities, biologically and operationally separated from other fish culture activities located at an existing hatchery site. The proposed facility or facilities must accommodate adult brood stock holding and spawning, incubation of up to 1 million eggs, rearing of free embryos (yolk-sac larvae), and rearing of wild caught larvae to approximately 200 g. Support spaces will include a water treatment for degassing/aeration, disinfection, and water temperature control, offices, restrooms, and feed and dry storage rooms.
PROJECT LOCATION Most design and science work will occur at contractor s offices. Meetings will occur at STOI offices in Spokane, WA unless otherwise specified. REQUIRED SERVICES FISH CULTURE, BIOLOGICAL & SCIENTIFIC, ENGINEERING, PLANNING STOI is requesting submittals from responsible and qualified vendors to provide a fully integrated team of professionals with expertise in fisheries science, hatchery program development and operations planning, fisheries engineering, environmental compliance, capital and operation cost estimating and planning, and a record of developing these programs in a manner that meets the Northwest Power and Conservation Council s (NPCC) Three-Step Review Process, and in turn future program funding. It is considered advantageous for the team to have design/build experience. The Team will be responsible for producing deliverables that conform to the NPCC Three-Step Review Process, including a structured planning process for efficiently and effectively completing the Step 1 process for a master plan. The NPCC s Three-Step Review process requires all new artificial production initiatives to follow a defined planning sequence prior to further approval, construction and operation: Step 1: Completion and approval of a conceptual plan (Master Plan). Step 2: Development of a preliminary design with cost estimates, and completion of necessary environmental reviews. Step 3: Development of final design prior to construction and operation. Specifically, the consultant (with input from the Lake Roosevelt Sturgeon co-managers) will fully complete the STOI s Step 1 requirements for the White Sturgeon Conservation Hatchery facilities, as well as provide detailed plans, cost estimates and timelines for transition to construction of the facility. STOI will require that each contractor be fully familiar with and have NPCC s Three-Step Review Process experience, as well as extensive aquaculture experience in defining, planning, developing and implementing aquaculture programs. The submittal required will be a Step 1 Master Plan submittal as described in the NPCC requirements. Step 1 Master Plan The conceptual phase (Step 1) can be considered largely the feasibility stage that is important for identifying all major components and elements and includes the initial attempt at laying out the components on the chosen site or proposal. The program goals and objectives and the scientific basis for the program must also be presented and defended. Cost estimates for planning, implementation and future operating and monitoring and evaluation, though general, should be presented in some detail. SUBMISSION AND PROPOSAL CONTENT Basic Qualifications: Provide information (engineers, planners and fisheries, hatchery program planning and analysis and Contractor if separate firms), relative to firm's size, history, personnel, special expertise and general credits. Individual resumes, awards, associations, etc., may be included. Include contact information (name, address, phone number, email address) for a single entity that will be the point of contact during the selection process.
Specific Qualifications: List the team (Fisheries planners and Scientists with focus on hatchery operations, Fish Culture Operations and development of Fish Culture procedures for aquaculture facilities, NPCC Step 1 Planning experience, Civil Engineer, Mechanical Engineer, Electrical Engineer, Structural Engineer, etc.) expected to accomplish this project. Describe who will perform the various tasks, the amount of their involvement and responsibilities, and give their qualifications. Provide a list of at least ten (10) projects, with brief descriptions, which show ability to complete projects of this scope. Demonstration of the vendor s ability to meet the project needs by presentation of similar work completed. Experience in planning and conducting conservation hatchery program analysis and review, and based on this provide renovations and/or new hatchery design and construction consistent with NPCC s Three-Step Review Process, and tribal TERO requirements. Particular attention will be given to the experience of individuals working for the firm (or subcontractors) who have been identified as available for this project. The availability of key project personnel should be identified. Experience with NPCC/ISRP requirements. Describe each firm s experience with NPCC s Three-Step Review Process and history of success with ISRP approval of Step Review and other planning documents. Environmental Compliance Qualifications: Explain how each firm is proficient in meeting environmental and biological regulatory requirements including NEPA, HGMP preparation, and Washington state and local permitting. Experience with or knowledge of White Sturgeon biology and culture. Approach to Project: Include a statement of your team s approach to this specific project, including integrated planning and design philosophy, understanding of program goals, alternative concepts and other methods for consideration. Special consideration will be given to consultants who demonstrate experience with NPCC, Independent Scientific Review Panel (ISRP) protocols, as well as familiarity with the Bonneville Power Administration (BPA) funding process and tribal TERO requirements. Past Performance: Submit reference letters from prior clients or client representatives on related projects. Letters from projects specifically related to this facility are preferable (e.g. Three-Step Review Process, hatchery design/construction). In addition, past performance comments may be obtained from STOI staff. Make specific reference to past performance of the "Team". Examples of Work: Renderings, photographs, preliminary drawings, may be submitted as examples of your previous aquaculture planning and development work. Special Requirements: Provide information regarding specific involvement with development of White Sturgeon and other conservation hatchery in regards to the biological science, planning and operational expertise in this type of project. Format: To assist evaluation it is desirable to format the proposal similar to the headings listed above. The submittals should be clear and to the point. Emphasis should be placed on specific qualifications of the people to actually perform the project and the approach to designing and building this specific project. Performance of this "Team" on past projects with the STOI and other clients is a highly important factor. A master copy (so marked) of a Technical Proposal and two copies to include the following: THERE SHOULD BE NO DOLLAR UNITS OR TOTAL COSTS INCLUDED IN THE TECHNICAL PROPOSAL DOCUMENT.
COST PROPOSAL The proposer shall submit one original cost proposal in a separate envelope marked as follows: COST PROPOSAL: SPOKANE TRIBE OF INDIANS FOR THE LAKE ROOSEVELT WHITE STURGEON CONSERVATION AQUACULTURE HATCHERY STEP 1 MASTER PLAN PROJECT The separate dollar amount proposed should contain all pricing information relative to performing the service requested in this proposal. The total maximum price is to contain all direct and indirect costs including all out-of-pocket expenses. The SPOKANE TRIBE OF INDIANS will not be responsible for expenses incurred in preparing and submitting the technical proposal or the separate dollar proposal. Such costs should not be included in the proposal. The first page of the separate dollar amount proposed should include the following information: 1. Name of Firm. 2. Certification that the person signing the proposal is authorized to represent the firm and empowered to submit a proposal and to sign a contract with the SPOKANE TRIBE OF INDIANS. 3. Any fees or other expenses that will be billed. PROJECT SCHEDULE/ KEY MILESTONES The proposer is required to submit a project schedule based on the key milestones provided below. The contractor is encouraged to add enough detail to show how the project will be accomplished. Include milestone and planning meetings with co-managers and the team. Milestone Receive Submittals Date Oral Interviews (optional) Provide Draft Step 1 Submittal Step 1 Presentation Respond to NPCC and ISRP Comments Provide Completed Step 1 Submittal GENERAL INFORMATION All proposals must be hand-delivered or mailed and be received by the Purchasing/Property Department by the closing date and time. Any proposals received after the closing date and time or submitted to another department will be considered non-responsive. The proposal award will be made to the lowest proposed vendor who is considered responsive, responsible, reliable, qualified, and possesses the ability to complete the entire project, and whose proposal conforms to all requirements. No liability will attach to the Spokane Tribe of Indians for the premature opening of, or the failure to open, any proposals not properly addressed and identified. The purchasing/property director can be reached at the number listed below.
The awarded vendor will be required to purchase a Spokane Tribal Business License if one is not currently carried; the Spokane Tribal TERO office (listed below) should be contacted for more information regarding Spokane Tribal Business License. THE SPOKANE TRIBE OF INDIANS HAS ESTABLISHED A LOCAL ORDINANCE CONCERNING THE INDIAN PREFERENCE LABOR AND CONTRACTING OR SUBCONTRACTING, AND TOSHA. ALL VENDORS ARE REQUIRED TO CONTACT THE FOLLOWING PERSON AND OFFICE BEFORE SUBMITTING PROPOSALS. Clyde McCoy, Manager STOI TERO Office P.O. Box 100, Wellpinit, WA. 99040 509-458-6529 The Tribe shall not be responsible for any expenses incurred by the vendor in responding to this request for proposal. All costs incurred by the vendor in the preparation, or transmittal, in response to this proposal will be borne solely by the vendor. All submitted proposals and/or information in their entirety will become the property of the Tribe. The Spokane Tribe may or may not, elect to award this project for the listed items from the best-qualified vendor for all specifications listed above and according to the request for proposal. The Tribe may waive any informalities or minor defects or reject any and all proposals. Vendors must satisfy themselves of the accuracy of the estimated quantities or needs of the. After proposals have been submitted, the vendor shall not assert that there was a misunderstanding concerning the quantities of work or of the nature of the work to be done. The Spokane Tribe assumes no responsibility for any understanding or representations concerning conditions made by any of its officers, agents, or employees prior to the execution of a signed contract, unless such understanding or representations are expressly stated in the bidding document. Preference in the award shall be given to Indian and Alaskan Native organizations in the amount of five percent (5%) of the total bid price. Any contractor claiming Indian Preference must meet and show evidence of the preference according 2 CFR, chapter I, part 200, sec. 200.54 Supplier Diversity Is your company at least 51% owned by a Native American, Minority or Woman (NA, M/WBE)? (Minority group members are United States citizens who are African- American, Asian-Indian American, Asian-Pacific American or Hispanic-American). Ownership means the business is at least 51% owned by such individuals and, management and daily operations are controlled by them as well. Can your firm be classified as a Native American Enterprise? YES NO If yes %. Can your firm be classified as a Minority Owned Business? Can your firm be classified as a Woman Owned Business? YES NO If yes %. YES NO If yes %. Incurred Expenses STOI shall not be responsible for any expenses incurred by vendor in responding to this RFP. All costs incurred by vendor in the preparation, transmittal or presentation of any proposal or material submitted in response to this RFP will be borne solely by the vendor. All submitted proposals and/or information in their entirety will become property of the STOI.
The Evaluation of Proposals Proposals submitted will be evaluated by selected individuals from the Spokane Tribe of Indians, administration Department, Fish Hatchery Program, and the Purchasing/Property Department. The STOI Tribal Council will make the final decision and/or approval. The STOI will award the contract to the vendor whose proposal is deemed to be most advantageous to the STOI. Proposals will be evaluated using five sets of criteria; however, criteria will not be awarded on points but on completeness and confirmation of each, in order. The Spokane Tribe is aware that projects vary in size, time, and needed services so the awarded vendor will be awarded according to the following. Responsiveness, Reliability, Responsibly and Technical Qualifications Submitter s responsiveness, reliability, responsibility, technical qualifications, skill, knowledge, and experience in similar projects will be considered under this evaluation factor. Also, the focus on those persons assigned to the STOI contract, and on the characteristics of the submitter firm as a whole, if applicable. Fees and Delivery Timeline Cost provided by the submitter will be considered under this criterion. In addition, the promptness of delivery of services proposed will be factored into consideration of cost for services. Indian Preference Indian-owned and controlled companies will receive preference in accordance with 25 U.S.C. 450e(b)(7). Companies claiming Indian preference must furnish adequate proof of at least 51% Indian ownership and control with their proposal in order to secure Indian-owned points. A successful vendor will be required to comply with all applicable Federal and Tribal laws and regulations in effect during the contract period, including the Indian preference requirements of the Tribe. Submitter s References Submitter must provide three (3) references providing names, addresses and telephone numbers for STOI to contact. Award Notice STOI shall provide notice of the award to all vendors upon final approval and review of all submitted proposals. The award shall be contingent upon successful negotiations of a final contract between STOI and the vendor whose proposal is accepted by STOI. Proposal Confidentiality Until the award is made and notice is given to all vendors, no employee, agent, or representative of a submitting vendor shall make available or discuss its proposal with any officer, member, employee, agent or representative of the STOI other than the contact person, except in response to inquiries from the contact person as part of the evaluation process. Until the award is made and notice of award is given to all vendors, the STOI will not disclose the contents of any proposal or discuss the contents of any proposal with any vendor. Irregularities in Proposals The STOI may, at their discretion, waive technical irregularities in the proposal format of any vendor selected for award, which do not alter the price, quality or quantity of the services offered. Protest to be filed under STOI's Administrative Procedures Ordinance.
Partners, Supervisory, and Staff Qualifications and Experience The firm should identify the principal supervisory and management staff, including engagement partners, managers, other supervisors and specialists, who would be assigned to the engagement and indicate whether each such person is licensed to practice or provide this type of service in the state of Washington. Assurances must be made to the Spokane Tribe that the staff listed will be the actual staff performing the services to be provided. Any staff changes must be requested and approved by the Spokane Tribe through a written request. Similar Engagements with Other Indian Tribes or Government Entities For the firm's office that will be assigned responsibility for this service, list the most significant engagements (maximum of 3) performed in the last five years that are similar to the engagement described in this request for proposals with other tribal entities and/or governments. Proprietary Information Any restrictions on the use of data contained in a proposal must be clearly stated in the proposal itself. Proprietary information submitted in response to the Request for Proposal will be handled in accordance with applicable Spokane Tribal procurement regulations. Data contained in the proposal, all documentation provided therein, and innovations developed as a result of these contractual services cannot be copyrighted or patented by vendors. All data, documentation, and innovations become the property of the Tribe. The Tribe may waive any informalities or minor defects or reject any and all proposals. Any proposal may be withdrawn prior to the above closing date and time. Any proposals received after the time and date specified shall not be considered. No vendor may withdraw a submitted proposal after the closing date and time listed above. Should there be reasons why the contract cannot be awarded within the specified period; the time may be extended by mutual agreement between the Tribe and the vendor. The vendor should provide an affirmative statement that it is independent of the Spokane Tribe of Indians, and describe the (or proposed subcontractor's) professional relationships involving the Spokane Tribe of Indian or any of its units for the past (5) years; together with a statement explaining why such relationships do not constitute a conflict of interest relative to performing the requested services. In addition, the vendor shall give the Spokane Tribe of Indians written notice of any professional relationships entered into during the period of this agreement and if the vendor is a joint venture or consortium, the qualification of each company comprising the joint venture or consortium should be separately identified and the company that is to serve as the principal should be noted if applicable. The vendor should identify the principal supervisory and management staff, including engagement partners, managers, other supervisors and specialists, who would be assigned to the engagement and indicate whether each such person is licensed to practice or provide this type of service in the state of Washington. Assurances must be made to the Spokane Tribe that the staff listed will be the actual staff performing the services to be provided. Any staff changes must be requested and approved by the Spokane Tribe through a written request. Any restrictions on the use of data contained in a bid must be clearly stated in the proposal itself. Proprietary information submitted in response to the Request for Proposal will be handled in accordance with applicable Spokane Tribal procurement regulations. Data contained in the proposal, all documentation provided therein, and innovations developed as a result of these contractual services cannot be copyrighted or patented by vendors. All data, documentation, and innovations become the property of the Tribe. SELF-CERTIFICATION
Have you and/or your business, or any business you have owned, operated, or partnered with ever been debarred by a State, Federal, City, or Tribal Agency? Yes No Signature: Date: SUBCONTRACTING If subcontractors are to be used, that fact, the name of the proposed subcontracting company, and the self-certification documents must be clearly completed for each and identified in the proposal. Following the award of the contract, no additional subcontracting will be allowed without the express prior written consent of the SPOKANE TRIBE OF INDIANS. Describe any plans to partner with another vendor to meet implementation needs. If your approach includes the use of one or more additional vendors or sub-contractors, please provide a detailed explanation of their role on the project. In addition, if your response to the technical and functional requirements and associated product demonstration is dependent upon a product offered by another vendor partner, please be advised that a single, joint response should be submitted. Additional vendors, subcontractors and/or any assignee or transferee must be able to adhere to the same agreements (e.g., not transmitting tribal data outside of the United States) required of your company. The Spokane Tribe of Indians Purchasing/Property Director, Fisheries Director, Executive Director, or Tribal Council reserves the right to determine whether or not a vendor is responsive, responsible, reliable, qualified, and possesses the ability to complete the entire project. Those determinations will be based on: a. The skill and experience demonstrated by the bidder in performing agreements of a similar nature. b. The bidder s record for honesty and integrity. c. The bidder s capacity to perform in terms of facilities, personnel and financing. d. The bidders past performance with the Spokane Tribe of Indians. INSURANCE REQUIREMENTS Prior to the final award, final approval, and commencing of work, the awarded contractor shall be responsible and required to provide the following: A. Comprehensive or Commercial Form General Liability Insurance (contractual liability included) with limits as follows: Each Occurrence $1,000,000.00 If the above insurance is written on a claims-made form, it shall continue for three years following termination of this agreement. The insurance shall have a retroactive date of placement prior to or coinciding with the effective date of this Agreement. B. Business Automobile Liability Insurance for owned, scheduled, non-owned, or hired automobiles with a combined single limit not less than $1,000,000.00 dollars per occurrence. C. Workers' Compensation as required by Washington State law.
It is understood that the coverage and limits referred to under a., b., and c. above shall not in any way limit the liability of awarded vendor. The awarded vendor shall furnish the Tribe with certificates of insurance evidencing compliance with all requirements prior to commencing work under a contract resulting from this RFP. The Tribe will be named ADDITIONAL INSURED for all coverage s provided by this policy of insurance and shall be fully and completely protected by this policy from all claims. Covenants against Kickbacks All conditions regarding covenants against kickbacks under 48 CFR ch. 1-52.203-7 apply. Failure to abide by the provisions of this section may, without further notice, result in the immediate termination of any contract awarded. Reservations THE SPOKANE TRIBE OF INDIANS RESERVES: 1. The right to reject any, or all proposals, to serve in the best interest of the Spokane Tribe. 2. STOI may cancel this RFP at any time for any reason. STOI may reject any and/or all proposals for any reason as determined by STOI. 3. The right to negotiate with all or one respondent when such action is deemed to be in the best interest of the Spokane Tribe. 4. The right to cancel any agreement, if in its opinion there is a failure at any time to perform adequately the stipulations of the request for proposal, or if there is any attempt to willfully impose upon the Spokane Tribe services which are in the opinion of the Spokane Tribe of an unacceptable quality. 5. The right to require the awarded vendor to obtain and/or have in place General Liability Insurance in an amount no-less than the limits of the Spokane Tribe of Indians General Liability Coverage.