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Thurston County, Washington Consultant Team to Develop Working Lands Conservation Strategy SECTION 4 – SUBMITTAL INFORMATION AND CONTENT .................................................................... 12 4.1 GENERAL SUBMITTAL STANDARDS .......................................................................... 12 4.2 SUBMITTAL PROCEDURES .......................................................................................... 12 4.3 SUBMITTAL CONTENT ............................................................................................... 13 SECTION 5 – EVALUATION AND SELECTION ....................................................................................... 17 5.1 INITIAL SCREENING OF SUBMITTALS ........................................................................ 17 5.2 EVALUATION CRITERA .............................................................................................. 17 5.3 EVALUATION PROCESS

............................................................................................. 17 5.4 SELECTION AND NEGOTIATION ................................................................................ 18 5.5 BOARD APPROVAL AND CONTRACT EXECUTION ..................................................... 18 SECTION 6 – CONTRACT TERMS AND CONDITIONS ............................................................................ 19 SECTION 7 – FORMS ......................................................................................................................... 32 Thurston County, Washington Consultant Team to Develop Working Lands Conservation Strategy REQUEST FOR PROPOSALS Consultant Team to Develop Working Lands Conservation Strategy Professional Services Contract SECTION 1 – OVERVIEW OF SOLICITATION AND SCHEDULE 1.1 PURPOSE AND OBJECTIVES Thurston County, Washington (hereafter “County”) is located in the south end of Puget Sound in Washington State. The County is roughly 745 square miles, excluding water bodies, and has a population of more than 300,000 residents. The County is seeking proposals from qualified firms interested in providing Professional Consulting Services specific to the tasks outlined in this RFP. The County has received funding from the National Estuary Program, Habitat Strategic Initiative Lead Grant program to develop a Working Lands Conservation Strategy that incentivizes habitat protection and restoration on agricultural lands and working forests. Joining in this planning effort is an Applicant Coalition that includes conservation organizations like Thurston Conservation District, Partners for Fish and Wildlife Program, Coastal Partners Program, WSU - Thurston County Extension, and American Farmland Trust as well as jurisdictional partners like the cities of Olympia and Tumwater. The County anticipates needing qualified and experienced firms to provide expert support, including but not limited to the following services: 1. Development of a community engagement plan and outreach materials. 2. Assessment of current and best land conservation tools and identification of new policy and/or funding solutions to advance the County’s working lands conservation priorities. 3. Creation of a scalable and actionable implementation strategy that includes evaluation of sustainable programmatic operation and management approaches. 4. Completion of a final report with summarized findings and recommended policy updates from all project tasks. 1.2 RFP SCHEDULE Following is the schedule for this RFP. The dates shown below that are preceded by an asterisk are tentative, provided for information only, and subject to change at the sole discretion of the County. February 16, 2024 Date RFP Issued March 8, 2024 Submittals due not later than 3:00 p.m. PDT March 11, 2024 Begin evaluation of submittals April 1-5, 2024 Interviews, if deemed necessary* April 8, 2024 Consultant selected* April 22, 2024 Contract award* Thurston County, Washington Consultant Team to Develop Working Lands Conservation Strategy 1.3 PROCUREMENT NOTIFICATION This project is a formal competitive procurement and will be advertised in ‘The Olympian’ and is open to all qualified companies. All solicitation documents, including any addenda, are published on the County website at: https://www.thurstoncountywa.gov/RFP-RFQ-RFS-Opportunities 1.4 BUDGET AND CONTRACT PERIOD The County anticipates the contract will be for a duration of between 24 and 30 months. The value of this task is anticipated to be in the range of $350,000.00-$365,000.00. Final compensation will be negotiated between the successful applicant(s) and Thurston County. There is no guarantee of work under this contract. In addition, the County reserves the right to solicit separate contracts with other consultants at its sole discretion. 1.5 MINIMUM QUALIFICATIONS The following are the minimum qualifications and licensing requirements that proposing firms must meet in order to submit a response to this RFP. Submittals must clearly show compliance to these minimum qualifications. Submittals that are not clearly responsive to these minimum qualifications shall be rejected by the County without further consideration. 1. The proposing consultant team must have a minimum of five (5) years’ experience with community engagement on land use or conservation planning matters. 2. The proposing consultant team must have a minimum of five (5) years’ experience with government conservation programs and financing. 3. The proposing consultant team and/or individuals must have relevant education and training in conservation planning, strategic planning, and community engagement. 4. Experience in working lands conservation (agriculture, forestry) is preferred. https://www.thurstoncountywa.gov/RFP-RFQ-RFS-Opportunities Thurston County, Washington Consultant Team to Develop Working Lands Conservation Strategy SECTION 2 – OVERVIEW OF SERVICES REQUESTED 2.1 DESCRIPTION The development of Thurston County’s Working Lands Conservation Strategy should include the following elements: Development of a community engagement plan and outreach materials The community engagement plan shall draw on collaborative processes and networks of existing relationships across agricultural and forestry communities to build a multifaceted approach to gathering input. Outreach materials shall include, at a minimum, a handout to inform people about this planning effort, a survey to engage the community on their conservation goals and priorities, and a third communication piece that gauges landowner interest in various conservation programs. Findings and participation metrics from these outreach efforts shall be summarized in a community engagement report. Finally, a working lands conservation strategy story map and visual guide shall be developed to summarize the findings of this planning effort and set the stage for future phases. The County and broader Applicant Coalition will be available to help implement the community engagement plan, as deemed appropriate. Support for a Technical Advisory Group A Technical Advisory Group will be assembled by the County to guide approaches and decisions for the Conservation Strategy. The consultant shall provide support for this group, including collaboration on workplan development and preparation of meeting agendas, materials, and notes. A total of four two- hour advisory group meetings is assumed for this project element. Development of criteria and a prioritization framework for analyzing and identifying working lands conservation needs This project element focuses on designing criteria and a framework to prioritize farm and forest lands for conservation. This work should combine the synthesis of findings from prior work (ie Watershed Basin Planning, Habitat Conservation Plan, Shoreline Master Program, Working Lands Strategic Plan, Sustainable Thurston, Thurston Climate Mitigation Plan and Countywide Tree Canopy Inventory) and incorporate input from the technical advisory group and broader community. Draft criteria may include, but not be limited to, existing habitat conservation priorities, farm and forest lands at greatest risk of conversion, county policy, overlapping interests, and multi-benefit outcomes that address the needs of tribes, farmers, foresters, rural communities, JBLM, cities, and other constituents around working natural resource lands. Spatial analysis shall support the creation and communication of these priorities. Results shall be shared in the form of a prioritization framework and maps that visually represent priorities and goals, highlighting opportunities for multi-benefit outcomes or helping identify conflicts or overlaps in intended long-term management and stewardship. Assessment of current land conservation tools and identification of new policy and/or funding solutions to advance conservation priorities This project element shall include a menu (spreadsheet) of existing and new conservation tools with a detailed assessment of their applicability and functionality, including how each tool works, where it is best applied, and how to combine current and new tools to achieve the County’s broader conservation goals. This project element also includes completion of a technical analysis of existing and new funding options with detailed funding estimates. The analysis shall provide an overview of the funding landscape that consists of internal county taxes and external funding sources, including any novel or innovative arrangements. It shall also present estimates of funding availability (including historical levels for Thurston County, Washington Consultant Team to Develop Working Lands Conservation Strategy reference) for each funding source to better understand funding adequacy as it relates to relative need for long-term conservation and program operations. The final deliverable shall be a memo that describes three conservation outcomes for low, medium, and high funding levels that reflect a range of policy criteria around funding adequacy, economic stability, equity, and overall feasibility, along with a matrix (appendix in memo) of recommended funding options that best align with conservation tools identified. Completion of a scalable and actionable implementation strategy that includes an evaluation of long- term programmatic operation and management approaches This project element shall establish a framework for evaluating operation and maintenance strategies across land type, ownerships, and conservation method. An accompanying memo shall summarize findings with near-term actionable policy and funding recommendations, including phased implementation approaches based on low, medium, and high funding scenarios. Delivery of a draft technical report summarizing findings and recommended policy updates from all project tasks The consultant shall develop a draft technical report of the findings and analysis of information collected, including all standard sections (such as introduction, methods, results, and discussion) as well as any needed figures, tables, and supplementary materials. Delivery of a final technical report summarizing findings and recommended policy updates from all project tasks The consultant shall finalize the draft technical report following a peer review, to be arranged by the County. 2.2 BACKGROUND INFORMATION It is important to build on regional efforts that preceded this one to nurture trust with stakeholders and partners, respect their time, and ensure their prior input was heard. Past efforts include Sustainable Thurston, the Thurston Climate Adaptation and Mitigation Plan, Thurston County's Community-Driven Review of Agricultural Policies and Programs, the Thurston Habitat Conservation Plan, and a regional TDR Summit. The Board of County Commissioners has identified the following comprehensive plan and development code docket items relating to farm and forest land conservation that this grant will help advance in a coordinated, holistic way: - Community Driven Review of Agricultural Policies and Programs (Comprehensive Plan Docket Item (CPA-16) - Healthy Forests Project (Development Code Docket Item A-25) - Habitat Conservation Plan Implementation Ordinance (Development Code Docket Item A-8) - Transfer of Development Rights and Purchase of Development Rights Programs (Development Code Docket Item A-26) Thurston County, Washington Consultant Team to Develop Working Lands Conservation Strategy 2.3 SCOPE OF WORK The Consultant Team is expected to work with the County to help create a timeline for task completion, determine project team roles and coordination, and workflow review and protocols. Task 1 Community Engagement and Outreach Materials 1.1 Develop Community Engagement Plan and Support Implementation - Community Engagement Plan - Develop Public Outreach Materials ▪ Project Information Handout (Factsheet) ▪ Community Survey ▪ Conservation Lands – Landowner Handout - Summary Report of Engagement Findings and Participation Metrics - Final Story Map and Visual Guide Task 2 Technical Advisory Group 2.1 Support Technical Advisory Group by preparing meeting agendas, notes, and presentations for up to four (4), two-hour meetings—remote participation acceptable. Task 3 Working Lands Conservation Needs Criteria and Prioritization Framework 3.1 Criteria and Prioritization Framework for Working Lands Conservation - Draft and Final Criteria for Prioritization Framework - Matrix of multi-benefit outcomes 3.2 Ranked List of Working Lands Conservation Needs - Map and categorization of ranked conservation needs Task 4 Conservation Tools and Funding Solutions Assessment 4.1 Conservation Tools Assessment - Menu (spreadsheet) of existing and new conservation tools with a detailed assessment of their applicability and functionality 4.2 Conservation Tools Funding Options - Technical analysis of funding options - Memo summarizing conservation outcomes in low, medium, high funding scenarios with funding options appendix Task 5 Working Lands Conservation Strategy 5.1 Long-Term Operations and Management - Framework for evaluating operation and management approaches - Memo summarizing findings with near-term actionable recommendations - Implementation strategy based on low, medium, and high funding scenarios 5.2 Draft Technical Report 5.3 Final Technical Report Thurston County, Washington Consultant Team to Develop Working Lands Conservation Strategy SECTION 3 – INFORMATION FOR PROPOSERS This section provides information and instructions for proposers responding to this solicitation. The County reserves the right, at its sole discretion, to reject the submittal of any proposer that fails to comply with the instructions outlined herein. 3.1 SOLICITATION DOCUMENTS All solicitation documents, including any addenda, are published on the Thurston County website at: https://www.thurstoncountywa.gov/RFP-RFQ-RFS-Opportunities 3.2 COUNTY CONTACT Ashley Arai, Community Planning Manager Thurston County Community Planning and Economic Development Department 3000 Pacific Ave SE, Olympia 98501 Olympia, WA 98501 Email: ashley.arai@co.thurston.wa.us 3.3 CONTRACT FORM This solicitation includes the County’s standard Professional Consulting Services Contract in Section 6 in order to allow proposers an opportunity to review the terms and conditions. A submittal in response to this solicitation shall constitute acknowledgement that the proposer has thoroughly examined and is familiar with this standard contract. Proposers must include and clearly detail any exceptions, revisions, or additions to these contract terms and conditions in their submittal. The County shall negotiate with the successful proposer only those exceptions, revisions, or additions to the standard contract terms and conditions that were identified in the proposer’s original submittal; however, the County does not guarantee its acceptance of any such exceptions, revisions, or additions noted by a proposer. 3.4 EXPENSES INCURRED The County will not be responsible for any costs associated with participation in this RFP including, but not limited to, preparation, submission, or presentation; interviews, if held; negotiation process; and contract execution. All expenses related to the submittal are the sole responsibility of the proposer. 3.5 OFFEROR INVESTIGATIONS Each proposer is responsible for having determined the accuracy and/or completeness of the solicitation documents upon which it relied in making its submittal, and has an affirmative obligation to notify the County’s contact person for this solicitation immediately upon discovery of an apparent or suspected inaccuracy, error in, or omission of any pages, drawings, sections, or addenda whose omission from the documents was apparent from a reference or page numbering or other indication in the solicitation documents. Prior to responding to this solicitation, each proposer shall make all investigations and examinations necessary to ascertain all conditions and requirements affecting the full performance of the contract and to verify any representations made by the County that the proposer will rely upon. https://www.thurstoncountywa.gov/RFP-RFQ-RFS-Opportunities mailto:ashley.arai@co.thurston.wa.us Thurston County, Washington Consultant Team to Develop Working Lands Conservation Strategy 3.6 CHANGES AFTER SUBMISSION Prior to the closing date and time, a proposer may make changes to its submittal through a written request to the County contact person for this solicitation, who shall allow the proposer to withdraw its sealed submittal for purposes of revising and resubmitting in accordance with the submission instructions outlined herein. No changes or resubmissions shall be made or allowed after the solicitation closes. 3.7 SUBMISSION CONFLICTS Each proposer is responsible for ensuring the accuracy and completeness of its submission. In the event of any conflicts in content between the original, copies, and the electronic versions of the submittal, the original submittal shall prevail. 3.8 CANCELLATION This RFP may be cancelled at any time and all RFPs may be rejected in whole or in part if the County determined such action to be in the best interest of Thurston County. 3.9 REJECTION The County retains the right to reject any or all submittals for good cause and in particular, to reject a submittal not accompanied by any data required by the Request for Proposals or a submittal in any way that is materially incomplete or irregular. 3.10 ONLY ONE RESPONSE RECEIVED In the event only a single responsive proposal is received, the County reserves the right to conduct an analysis of all evaluation criteria submitted in such RFP. The sole Proposer shall provide such information, data, and other documentation as deemed necessary for analysis. The County reserves the right to reject the submission. 3.11 NO RESPONSE RECEIVED In the event no responsive proposal is received by the due date and time, the County reserves the right to publish, in the same place and manner of the original RFP, an extension of the due date for receipt of RFPs. 3.12 ETHICS AND CONFLICT OF INTEREST STATEMENT Proposers shall not directly or indirectly offer anything of value, including promotional items, to any County employee or official involved in this solicitation and subsequent procurement process. In addition, a proposer shall not have any business interests or a close family or domestic relationship with any County employee or official who is, or will be, involved in this solicitation process and subsequent contract award, including but not limited to: receiving or evaluating submittals; selecting or negotiating with proposers; or drafting, signing, or administering the contract(s). Thurston County, Washington Consultant Team to Develop Working Lands Conservation Strategy 3.13 QUALIFICATION OF PROPOSERS Each proposer may be required, before the award of any contract, to show to the complete satisfaction of the County that it has the necessary facilities, ability, insurance, and financial resources to comply with the contract and furnish the services, materials, or goods specified herein in a satisfactory manner. Each proposer may also be required to provide history and references that will enable the County to be satisfied as to the proposer's qualifications. Failure to meet the afore mentioned requirements may cause the County, at its sole discretion, to reject a proposer’s submittal. 3.14 BUSINESS LICENSE Evidence of current license to do business in the State of Washington is not required at the time of submittal but shall be required of any firm engaged with the County in negotiations and prior to contract execution. If the State of Washington has exempted the firm from state licensing (e.g., the firm does not have a physical presence in the state), then proof of such exemption shall be required. 3.15 INSURANCE REQUIREMENTS Prior to responding to this solicitation, interested firms should ensure that they can provide the insurance coverage requirements specified in the Contract document included in Section 6 of this solicitation. Formal proof of insurance shall be required during negotiations with the apparent successful proposer(s) and prior to contract execution. Proposers may also elect to provide insurance documents within their submittal. 3.16 CONTRACT AWARD IS IN THE BEST INTEREST The County reserves the right to accept or reject submittals, to waive any informalities or irregularities therein, and to contract as the best interests of the County may require in order to obtain the services that best meet the needs of the County, as described in this solicitation. The County reserves the right to negotiate the modification of terms and conditions with the proposer(s) that offers the best value to the County in conjunction with the evaluation criteria contained herein prior to the execution of a contract in order to ensure a contract that is satisfactory to the County. 3.17 NONDISCRIMINATION Thurston County hereby notifies all proposers that it will affirmatively ensure that all will be afforded full opportunity to submit RFPs in response to this solicitation and will not be discriminated against because of race, color, creed, ethnicity, religion, national origin, age, sex, marital status, veteran or military status, sexual orientation or the presence of any disability. Implementation of this policy shall be consistent with RCW 49.60.400. Thurston County, Washington Consultant Team to Develop Working Lands Conservation Strategy SECTION 4 – SUBMITTAL INFORMATION AND CONTENT This Section provides the requirements for the content and organization of the RFP. Submittal contents shall be assembled, identified, and arranged as specified below. Failure to include any of the requested contents and arrange the contents in the order specified shall be cause for rejection of the submittal as nonresponsive. All documents and electronic media submitted to the County pursuant to this solicitation shall, upon receipt by the County, become the property of the County. 4.1 GENERAL SUBMITTAL STANDARDS All submittals in response to this solicitation shall meet the following guidelines: B. Submittals must be received by the County at the location and by the date and time specified in Paragraph 4.2 of this solicitation, except as revised by addendum. Proposers are responsible for ensuring that their submittal arrives at the specified County location by the deadline. The County shall not be responsible for any delivery errors. Late submittals will not be accepted or considered. C. All pages of the submittal shall be numbered sequentially, and any side of paper with printed text or content shall be considered a page. Pages shall be double-sided whenever practicable. D. The use of at least thirty percent (30%) recycled-content paper is encouraged. E. The use of covers or binders shall be limited, and if used, shall be recyclable, made from recycled materials, and/or easily removable to allow for copying or recycling of pages. Plastic covers or dividers shall be avoided. F. Unnecessary attachments or documents not specifically asked for in this solicitation should be avoided. Elaborate or expensive artwork, paper, bindings, and visual and other presentations beyond those sufficient to present a complete and effective response to this solicitation are neither necessary nor desired. 4.2 SUBMITTAL PROCEDURES All submittals must be in a sealed envelope/package and clearly marked with the RFP Number, RFP Title “Working Lands Conservation Strategy Consulting Team”, and the Name of the Proposer. • Submit three (3) copies (1 original and 2 copies); and • Submit one (1) electronic copy of the complete submittal in PDF format on a USB flash drive, or • Submit one (1) electronic copy of the complete submittal in PDF format via email. Submittals must be received by the County not later than 3:00pm PDT, on March 8, 2024. Late submittals will not be accepted or considered. Timely submission is solely the responsibility of the respective proposer.