YUROK TRIBE REQUEST FOR PROPOSAL (RFP)

1 YUROK TRIBE REQUEST FOR PROPOSAL (RFP) Drought Contingency Plan Bid Release Date: 2/11/15 Bid Closing Date: 3/31/15 Bid Contact Person: Bill Patterson Phone: (707) 482-1822 x1001 Fax: (707) 482-1722 Email: wpatterson@yuroktribe.nsn.us Mailing Address: P.O. Box 1027 190 Klamath Blvd. Klamath, CA 95548 1.0 Introduction The Environmental Program (YTEP) is soliciting responses for developing a Drought Contingency Plan for the Yurok Indian Reservation (YIR). This Request for Proposal (RFP) provides the specifications and requirements for prospective applicants to complete a proposal with cost estimates for services. The deadline for submittal in response to this solicitation is March 31st, 2015. The United States Environmental Protection Agency (EPA) has provided funding for the Drought Contingency Plan development. Cost estimates for the proposed work shall not exceed $15,000.00. Proposed work should meet federal requirements for work funded by an EPA GAP guidelines http://www.epa.gov/tribal/gap-guidance-final.pdf. Proposals should include costs to conduct research, community assessments, and develop a Drought Contingency Plan document. All research information and data collected, 1

2 including draft versions, whether or not included in final plan documents will be considered property of the. 2.0 Background/Site Description The YIR is located in Northwest California, spanning portions of Del Norte and Humboldt Counties. The YIR encompasses approximately 58,000 acres surrounding the Klamath River. YIR boundaries extend 1 mile on each side of the Klamath River, from the Pacific Ocean upstream 44 miles to the confluence of the Trinity River and the Hoopa Valley Indian Reservation boundary. Physical characteristics within the YIR consist of primarily steep and forested terrain. The majority of YIR land ownership is under private timber holdings and is very remote with limited access. The is the largest tribe in California with over 6,000 members. There are approximately 700 members living within the YIR and approximately 1,500 total residents, both tribal and non-tribal. Near the Mouth of the Klamath River are the communities of Requa, Klamath, and Klamath Glenn. These communities have ground water sourced water systems supplied by wells. The Public Works department is responsible for operating the Requa, and Klamath Glenn systems, while the Klamath system is privately operated by the Klamath Community Service District. In the Upper reaches of the Reservation are the communities of Wietchpec, Cappell, Tulley Creek, and Wautec. All of these water systems are surface water sourced systems supplied by tributaries. The Public Works department is responsible for operating these community systems, except Tulley Creek which is under the responsibility of the Yurok Indian Housing Authority. Of the 267 residents in the Upper Reservation, only 90 are community system users, the remaining 170 are reliant upon private water systems, most of which are surface water systems. In 2013 the released a statement declaring a drought emergency on the YIR. Shortly thereafter in 2014, California Governor Jerry Brown similarly declared a drought emergency for the entire state. A shortage of rainfall has led to diminishing water supplies in both groundwater and surface water systems. Due to the remote location of the YIR providing emergency response services is very expensive and poses logistical challenges. The, in an effort to protect community health in the event of a drought, has sought funding from the USEPA to develop a drought contingency plan for the Yurok Reservation. 3.0 Project Objectives/Scope The overall goal of the Drought Contingency Plan will be to outline strategic actions which allow The to respond to a water shortage emergency on the YIR. Although the has some resources available and input to provide, a formalized document outlining the response actions has not been documented. The plan will address each of the water systems within the YIR, as well as private residential systems. 2

3 Necessary components: Declaration of source and susceptibility to low water conditions for each water system on the reservation to include a regular flow monitoring plan to identify drought levels Identifications of levels of drought and response Supply Considerations Optimizing existing water supply- i.e., intakes, sand filters, distribution lines Additional source development- back up sources or multiple sources for each system Water delivery by truck- bottled or hauled and details for execution Demand Considerations Water use reduction goals- water operators and community Methods of community outreach to each stage Methods specific to Yurok Systems and Yurok community to monitor and encourage action Appeal Methods- possible variance scenarios 4.0 Methodology for Plan development The contractor will perform research and community assessments to develop pertinent data within the plan. will establish a Drought Task Force which will be comprised of staff from several departments including Executive, Planning, Public Works, and Environmental. This Task Force group will provide information to the contractor when available. A working knowledge of or knowledge gained through research about various water system capabilities and operations is necessary to complete the tasks. Within the final plan document all referenced information must be cited using acceptable standards. Significant referenced sources must be included as appendices. No less than two draft document reviews will be performed by the Drought Task force prior to Plan finalization. 5.0 Quality Assurance The proposal should describe the measures that will be used to ensure that defensible and quality data are collected and reported for this project. Proposals must describe and provide a rationale for selecting response actions. Proposals should also include general equipment and methods for proposed sampling and analyses with references to specific Federal, State, and professional practice guidelines. Proposed analysis and measurement methods must be capable of reliably quantifying data used with the plan. 3

4 6.0 Health and Safety Requirements All contractor staff working on the project are liable for their own safety. Recommended training includes CPR and First Aid. Many portions of the YIR have no cell phone reception, the use of a satellite phone is recommended. Hiking in steep forested terrain, and in inclement weather is a possibility. 7.0 Tribal Employment Rights Ordinance (TERO) The has adopted a Tribal Employment Rights Ordinance (TERO). All bidders/contractors must comply with the requirements set forth in the TERO, including but not limited to all applicable fees, processes, and practices. All work under this proposal will be subject to a ½% TERO service contract fee, and must be included in the proposal cost estimate. A copy of the Ordinance and all related documentation may be attained by contacting the TERO Department, or may be downloaded from the TERO webpage at: http://www.yuroktribe.org/departments/tero. For any further questions or clarification regarding TERO, please contact the TERO Department Director. 8.0 Community Outreach/Environmental Education Plan Contractors are encouraged to use public participation as part of their community assessment process. Proposals should include community outreach meetings. These meetings will be scheduled for each of the seven Council Districts for the. On-site community meetings must be included and personnel who will be involved in onsite community meeting activities should be identified. 9.0 Deliverables All deliverables should be submitted to YTEP in both electronic and hard copy formats. The proposal should provide a description or outline of the work plan and reports that are part of the deliverables for the project. At a minimum, the following project deliverables are expected: 1 Draft and Final Work Plan for Research Sampling, Analysis and other Assessments. This consists of a revised proposal document, as negotiated with A Drought Task Force representative. It will contain plans for necessary data collection 2 Draft and Final Drought Contingency Plan. A formalized document of potential environmental concerns, and response actions related to drought conditions on the YIR. 3 Progress Reports/Invoice Submittals. Should occur on at least a monthly basis and contain short summaries of progress for all phases of work, data, and 4

5 findings. Also, information that relates to decisions for subsequent assessment work and/or water system operations will be reported in a timely manner, including: Recognition of new, potential environmental concerns (verbally/immediately) Preliminary estimates of magnitude, extent, and regulatory implications (or risks, if necessary) of contaminants, in context of water system operation and The contractor will provide levels of confidence for estimated risks (monthly or as appropriate) Quality Assurance/Quality Control shortcomings and corrective actions (verbally/immediately) Deviations from the Work Plan with explanations Health/Safety incidents (immediately) 4 Community Outreach Report. Summarizes the information presented and feedback received relevant to plan development objectives and scope of the assessment work. This will include key interactions and feedback from Federal, State, and local agencies. 10.0 Qualifications The proposal will include descriptions of roles for key personnel expected to work on this project, and their resumes, which indicate work location, education/certifications, experience in the following areas: Note: 1. Developing Drought Contingency plans for Communities and/ or Tribes 2. Familiarity with various water system capabilities and operations or equivalent processes should be described, giving examples of recent projects 3. Developing drought response actions and response feasibility assessments (to include estimating associated risks and costs) 4. Working with federal, tribal and state regulatory agencies 5. Providing community outreach and environmental education 6. Experience on the uses of alternative or innovative technologies 11.0 Schedule and Costs The proposal should include anticipated schedule and time/material cost estimates for the activities listed below to be completed by September 30 th 2015. Time should be allowed in the schedule for the Tribe to review and revise draft deliverables and for preparation of 5

6 final documents. Unit rates on which costs are based should be included with the proposal and also a timeline and project milestones. Submit cost estimates and unit rates for the following: 1. final negotiated work plan preparation 2. research, assessments, surveys, field sampling, and report writing and project management activities 3. quality assurance activities 4. providing environmental clean up strategies 5. participation in public meeting activities (includes facilitation of meetings) Note: Be sure to include TERO markups in contractor cost estimates. 12.0 Submittal Procedures Written response proposals to this RFP must be received by 4:00 PM, March 31st, 2015. Proposals received after this time/date will not be considered. Please deliver 2 copies of this proposal to the Environmental Program, Attention Bill Patterson as well as submitting an electronic copy via email. The recipient must supply a statement that the consulting firm presently has no interest and shall not have any interest, direct or indirect, which would conflict in any manner with the performance of the services contemplated by the agreement with the project. No person having such interest shall be employed by or associated with consultant during the term of this agreement. The recipient must also state whether they are on the list of contractors that have been debarred from receiving Federal funding. Copies of maps and relevant documents may be obtained by contacting Bill Patterson. 13.0 Selection Process An evaluation committee comprised of YTEP staff will review each proposal. The YTEP reserves the right to reject all proposals. The cost of preparing responses to this RFP shall be borne by the respondents and shall not be reimbursed by the YTEP. Criteria for rating firms will include the following: 15% The firm s reputation for personal and professional integrity and competence; ability to work with and comply with federal, state, and local government agencies and persons in official oversight/compliance capacities; and familiarity and experience with the type of project/process and site 6

7 25% Professional and educational experience of key personnel to be assigned to the project and the firm s experience with the type of the project/process as well as the project site. Firms that have developed approved QAPPs/SAPs and Health & Safety Plans will receive a minimum of 10 percentage points. 15% Ability of the firm to provide required services and to perform the required work within the project period 15% Costs associated with the scope of work. Final costs will be negotiated with the selected firm upon submittal of a detailed work plan. 10% Convincing scientific and logical strategies and innovative approaches 20% The firms willingness to work hand in hand with tribal members and staff in an effort to expand tribal capacity in the future. 7