capital regional district community wildfire protection plan request for proposal

REQUEST FOR PROPOSAL

Community Wildfire Protection Plans for the District of Sooke and Juan de Fuca Communities of East Sooke, Otter Point, Shirley, Jordan River,

Port Renfrew, Willis Point, and Malahat

CAPITAL REGIONAL DISTRICT Planning and Protective Services Department

PO Box 1000, 625 Fisgard Street Victoria, BC V8W 2S6

August 2010

RFP - CWPP – District of Sooke and JdF Communities of East Sooke, Otter Point, Shirley, Jordan River, Port Renfrew, Willis Point, and Malahat

CAPITAL REGIONAL DISTRICT


Community Wildfire Protection Plans for the District of Sooke and Juan de Fuca Communities of East Sooke, Otter Point, Shirley, Jordan River, Port Renfrew, Willis Point, and Malahat

TABLE OF CONTENTS

1.0 INTRODUCTION ............................................................................................................... 3

1.1 Terminology ............................................................................................................... 3 2.0 OBJECTIVE ....................................................................................................................... 3 3.0 BACKGROUND ................................................................................................................. 3 4.0 TERMS OF REFERENCE ................................................................................................. 4

4.1 Scope of Work ........................................................................................................... 4 4.2 Schedule and Timeframe ........................................................................................... 5 4.3 Required Communications ......................................................................................... 5 4.4 Project Management .................................................................................................. 5

4.4.1 Proponent Responsibilities ............................................................................. 5 4.4.2 Agency/Department Responsibilities ............................................................... 5

4.5 Project Deliverables ................................................................................................... 6 4.5.1 Software and Electronic Formats .................................................................... 8

5.0 PROPOSAL PREPARATION ............................................................................................. 8 5.1 General Information ................................................................................................... 8

5.1.1 Eligibility.......................................................................................................... 8 5.1.2 Proponents’ Expenses .................................................................................... 8 5.1.3 Proponent Claims ........................................................................................... 8

5.2 Proposal Timeframe and Schedule ............................................................................ 8 5.3 Proposal Format ........................................................................................................ 8 5.4 Budget ....................................................................................................................... 9

5.4.1 Budget Allocation ............................................................................................ 9 6.0 PROPOSAL SUBMISSION ................................................................................................ 9

6.1 Closing Date and Required Copies ............................................................................ 9 6.2 Inquiries ..................................................................................................................... 9 6.3 Acceptance of Proposals ......................................................................................... 10

7.0 PROPOSAL EVALUATION CRITERIA AND EVALUATION PROCEDURES .................. 10 7.1 Mandatory Criteria ................................................................................................... 10 7.2 Evaluation Criteria ................................................................................................... 10


CAPITAL REGIONAL DISTRICT


Community Wildfire Protection Plans for the District of Sooke and Juan de Fuca Communities of East Sooke, Otter Point, Shirley, Jordan River, Port Renfrew, Willis Point, and Malahat

1.0 INTRODUCTION 1.1 Terminology

Throughout this Request for Proposal (RFP), the following terminology is used:

1. “Proponent” means an individual or a company that submits, or intends to submit, a proposal in response to this RFP.

2. “Consultant” means the successful proponent to the RFP who enters into a written contract with the Capital Regional District.

3. “must”, “mandatory”, “shall” or “required” means a requirement that must be met in substantially unaltered form in order for the proposal to receive consideration.

4. “should” or “desirable” means a requirement having a significant degree of importance to the objectives of the RFP.

5. “CRD” means the Capital Regional District.

6. “Capital Region” means the geographical boundaries of the CRD, inclusive of CRD municipalities and electoral areas.

2.0 OBJECTIVE

The CRD, in partnership with the District of Sooke, is seeking proposals from qualified suppliers for the purpose of developing Community Wildfire Protection Plans (CWPP) for the District of Sooke and the following Juan de Fuca communities: East Sooke, Otter Point, Shirley, Jordan River, Port Renfrew, Willis Point, and Malahat. Each CWPP will: 1. Define risk areas within each community for interface fires. 2. Identify those measures necessary to mitigate risk areas. 3. Outline an action plan to implement the identified measures.

3.0 BACKGROUND

The moderate climate of the southern Pacific Coast of Vancouver Island often results in dry summers with an abundance of forest fuels available for combustion. The communities involved in this proposal are largely rural-based with a large amount of current interface development. Further development is occurring rapidly and is extending into the interface areas. The area is also home to many parks that receive intensive recreational use. The combination of dry forest fuels, extensive human values


at risk, and intensive recreational use (e.g., campfires) creates very high forest fire risk levels in these communities of East Sooke, Sooke, Otter Point, Shirley, Jordan River, Port Renfrew, Willis Point, and Malahat. Some of these areas also surround the CRD’s watershed and interface fires in any of these communities may have an impact on the CRD water supply.

4.0 TERMS OF REFERENCE 4.1 Scope of Work

Develop CWPP for the District of Sooke and the following communities: East Sooke, Otter Point, Shirley, Jordan River, Port Renfrew, Willis Point, and Malahat. The plans will be consistent with recent CWPPs completed in the CRD, including Pender and Saturna islands, and in conjunction with the CRD Water department’s Risk Management Plan for the Greater Victoria Water Supply where applicable. Each CWPP will involve:

1. Data gathering - conducting field assessments and mapping, using a methodology

provided by the proponent and based on the Canadian Forest Fire Danger Rating system. It should combine recognized FireSmart criteria with the Ministry of Forests and Range (MoFR) Protection Branch Community Fire Interface assessment procedure. This will include (for each community):

review base mapping from CRD and MoFR data

define and assess interface areas within the plans areas, including community interface, and significant recreational areas or planned developments

integrate community mapping and MoFR information

assess industry impact, such as future planned logging or development

review strategic threat analysis mapping

conduct hazard, risk, and vulnerability impact assessment

2. Meeting and initiating discussion with stakeholders in all communities to introduce this data and discuss alternatives.

3. Analysis of information and impact of alternatives.

4. Meeting and initiating discussion with stakeholders in all communities to discuss

impacts of alternatives.

5. Making recommendations based on research and community discussions.

6. Drafting the CWPPs for each community that will include:

a. a general description of the forests and values at risk in the communities

b. the results of the risk analysis

c. an evaluation of the effectiveness of the risk mitigation scenarios as determined by the agreed upon Model(s)

d. a review of local initiatives to date and the effectiveness of those initiatives

e. priority areas/initiatives for mitigation

f. agreed upon management actions with consideration of FireSmart guidelines


g. mapping and spatial data

7. Presentation of each CWPP to the Project Manager and the relevant community

4.2 Schedule and Timeframe

This project has the following timeframe:

1. It is expected the deliverables will be complete by March 31, 2011.

2. A comprehensive timeline will be part of the proposal, including local community consultation and progress reports deadlines.

4.3 Required Communications

The consultant is required to communicate and report on the project as detailed in the agreed upon timeline.

4.4 Project Management

Project management will be handled by Travis Whiting, Senior Manager Protective Services, Capital Regional District.

4.4.1 Proponent Responsibilities

The consultant is expected to carry out all necessary project management to ensure the completion of the project tasks, required project communication and the successful provision of project deliverables within the timeframe for each stage of the project as identified in this RFP. In particular, the consultant is responsible for maintaining project costs within the negotiated contract budget. Finally, the consultant, working in cooperation with the project manager, is responsible for maintaining creative control and overall project momentum and acceptable quality standards for all work produced.

If more than one company is involved with this submission, proponents must name the company that would be the prime consultant and those that would be the sub-consultant(s). The prime consultant must be responsible for overall project coordination and management and for ensuring that all sub-consultants abide by the Terms of Reference and requirements of the project.

4.4.2 Agency/Department Responsibilities

CRD staff will provide documentation upon request by the proponent, as available. Staff will also be available as required to meet for the purposes of providing background information.

As a portion of the in-kind contribution to the project, the CRD and District of Sooke will provide staff time and expertise for stakeholder meetings and the review of information, and will provide facilities for all project meetings. Additional GIS and mapping support based on current existing information may be made available as required.


4.5 Project Deliverables

The consultant must meet the following required performance standards and deliverables to be considered in compliance with the terms of the contract:

1. Attend an initial project meeting to review the project work plan and schedule,

background materials, status of related projects and to develop an initial project direction.

2. Generate forest fire risk ratings for each community with a demonstrated and proven

methodology and model(s) that will be defined by the proponent. The field assessment and mapping should use a methodology based on the Canadian Forest Fire Danger Rating system, and combine recognized FireSmart criteria with the MoFR Protection Branch Community Fire Interface assessment procedure. This will include:

review base mapping from CRD and MoFR data

define and assess interface areas within the plans areas, including community interface, and significant recreational areas or planned developments

integrate community mapping and MoFR information

assess industry impact, such as future planned logging or development

review strategic threat analysis mapping

conduct hazard, risk, and vulnerability impact assessment

must be consistent with previous work undertaken by the CRD for CWPP

3. Meet with fire management stakeholders (including, but not limited to the following agencies: fire, emergency management, parks, land use planners, and building inspection in each community to discuss the risk ratings produced by the identified model(s).

4. Meet with fire management stakeholders in each community to develop hypothetical

risk mitigation scenarios such as fuel treatments, public education initiatives and escape routes for testing model(s).

5. Compare the effectiveness of hypothetical risk mitigation scenarios at reducing risk

ratings by simulating the scenarios in the model(s) and comparing the risk ratings the model produces.

6. Meet with local stakeholders to communicate the results of this study and to prioritize

risk mitigation initiatives and start identifying possible management actions.

7. Meet with stakeholders to finalize recommended management actions such as:

priority fuel treatment areas and vegetation management

structural and Infrastructure options

priority evacuation routes

priority public education initiatives

policy and bylaw options

8. Produce the CWPPs which will contain:


a. a general description of the forests and values at risk in the communities

b. the results of the risk analysis

c. an evaluation of the effectiveness of the risk mitigation scenarios as determined by the agreed upon model(s)

d. a review of local initiatives to date and the effectiveness of those initiatives

e. priority areas/initiatives for mitigation

f. agreed upon management actions with consideration of FireSmart guidelines

g. mapping and spatial data (must conform to UBCM and CRD standards) that identifies:

i. inhabited areas at risk of wild land fire ii. areas containing critical human infrastructure at risk from fire disturbance

events iii. designation of the community’s wild land urban interface zone(s)

9. Meet UBCM reporting requirements, including:

a. documentation of the process undertaken and major milestones

b. community protection measures and responsibilities

c. implementation activities related to land use

d. recommendations for OCP revisions and/or bylaw development

e. next steps to be taken, if any, to implement the plan

10. Submit an electronic version of the report’s executive summary, in accordance with

the requirements specified in Section 4.5.1, for copying and distribution.

11. Submit three bound copies, and one clean copy, of the draft and final reports by the dates specified in Section 5.2. The final report must also be delivered in electronic form by the specified date. A PDF file version of the final report must be supplied for web site publication in accordance with requirements specified in Section 4.5.1. The report must address all items outlined in Section 4.1 and must include:

a. an executive summary

b. a statement of purpose

c. a description of the methodology or approach followed

d. a description of any data analysis carried out

e. a description of the review results, conclusions and options available

f. Spatial data and mapping in conformance with UBCM requirements

12. All materials, photos (or video) taken as part of the project and electronic files should

be in a format consistent with CRD formats (see section 4.5.1).

13. The return of any paper or electronic materials that have been loaned to the consultant by the CRD. Note the consultant is required to comply with all licensing agreements that the CRD is party to for the use of maps or other data.


4.5.1 Software and Electronic Formats

All electronic files submitted must also be saved and formatted in an appropriate choice from one of the following PC software: MS Word Microsoft Excel Microsoft PowerPoint Adobe Acrobat or PDF

All graphics should be supplied in their original native format (e.g., Photoshop, Corel, Illustrator, Fireworks) and in a format suitable for their end use.

All data must be compatible with CRD standards for GIS 5.0 PROPOSAL PREPARATION

This section defines the proposal preparation and submission procedures that are to be followed by all proponents.

5.1 General Information 5.1.1 Eligibility

Potential proponents are not eligible to submit a proposal if current, past or other interests, in the CRD’s opinion, may result in a conflict of interest in connection with this project.

5.1.2 Proponents’ Expenses

Proponents are solely responsible for their own expenses in preparing, delivering or presenting a proposal and for subsequent negotiations with the CRD, if any.

5.1.3 Proponent Claims

The proponent shall have no claim against the CRD for anything arising from or in connection with the preparation and submission of a proposal, the review and negotiation process, the award or failure to award the work or any part of the work to any proponent, and the proponent releases the CRD from any and all claims, actions, suits, demands, liabilities and costs in connection with the foregoing.

5.2 Proposal Timeframe and Schedule

The proposal timeframe and schedule will be determined by the proponent and MUST be included in the application package.

5.3 Proposal Format

The following format for proposals should be used to provide consistency in proponent response and to ensure that each proposal receives full consideration.

A letter proposal is required with the following components:


a. An outline of the approach, strategy, methods of review, proposed activities, level of

effort, project control and overall project plan. The proposal must clearly indicate the proponents understanding of the project objectives and outcomes, the timelines, milestones and deliverables.

b. A work schedule indicating project milestones and how overall timeline will be met.

c. An outline of the firm’s/project teams qualifications for the project. Summarize the qualifications of key staff, projects of a similar nature completed by the consultant with relevant contact information, their individual roles, activities and responsibilities (detailed resumes can be included in an appendix). If sub-consultants are being used, include the same information for each of them.

d. A cost proposal including: an hourly fee structure for each team member, all disbursements and travel costs, a budget allocation for each project component and the overall project.

e. Any additional relevant information.

5.4 Budget 5.4.1 Budget Allocation

Funding for this project has been provided by a UBCM grant in the amount of a maximum $100,000. The project will also have in kind contribution by the CRD, District of Sooke, and other stakeholders to a matching amount.

6.0 PROPOSAL SUBMISSION 6.1 Closing Date and Required Copies

Proposals may be submitted either by e-mail to [email protected] or by mail (please include four complete copies of each):

Attention: Travis Whiting Capital Regional District Planning and Protective Services Department PO Box 1000, 625 Fisgard Street Victoria, BC V8W 2S6 (250) 360-3186

Proposals must be received by 4:30 p.m. on September 10, 2010.

6.2 Inquiries

Direct all inquiries related to this RFP to the project manager listed below. Inquiries and responses may be recorded and distributed to all proponents at the CRD’s option.

CRD Project Manager

Travis Whiting, Senior Manager, Protective Services Telephone: (250) 360-3186 Fax: (250) 360-3232 E-mail: [email protected]

mailto:[email protected]


6.3 Acceptance of Proposals

The CRD reserves the right to modify the terms of the RFP at any time at its sole discretion. This RFP should not be construed as a contract to purchase goods or services. Proposals will be assessed by a review panel and the successful consultant will be selected based on the specific expertise qualifications and capability of the project team to complete the project on time and within budget. The CRD is not bound to accept the lowest priced or any proposal of those submitted. Subsequent to the submission of proposals, interviews may be conducted with some of the proponents, but there will be no obligation to receive further information, whether written or oral, from any proponent.

7.0 PROPOSAL EVALUATION CRITERIA AND EVALUATION PROCEDURES 7.1 Mandatory Criteria

Any proposal that does not meet the mandatory requirements or criteria will receive no further consideration during the evaluation process.

The proposal must meet all the requirements contained within the RFP.

Four hard copies or one electronic copy, of the proposal are required.

The proposal must include a detailed project work schedule.

Proposals meeting the mandatory requirements will be further assessed against the evaluation criteria contained in 7.2 Evaluation Criteria. Care should be taken to ensure that sufficient information is provided so that an informed evaluation can be carried out in each of the areas where points are to be assigned.

7.2 Evaluation Criteria

Evaluation Criteria

The Firm and Personnel

Experience in development of CWPP

Experience with local region

Professional designation and/or applicable experience

Experience and references in completion of projects of a similar nature for a regional government(s)

Total Personnel

The Method

General Approach

Management and Organization of the project – work plan, scheduling, resources

Project Control and reporting

How well does the proposal address the RFP specifications (completeness and clarity)

Compatibility with previous CWPPs in the CRD

Proposed methodology for fire risk assessment

Previous examples of methodology in practical applications

Total Method

Total

capital regional district community wildfire protection plan request for proposal

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