Deschutes County is seeking proposals to provide the following services: Oregon Living With Fire Coordinator. Proposals will be accepted until 5 p.m. on Monday, May 15, 2023.
INTRODUCTION
Deschutes County is a political subdivision of the State of Oregon, governed by a three member Board of Commissioners, and managed by a County Administrator who is assisted by Deputy County Administrators, Department Directors, including an elected County Clerk, Assessor, Sheriff, Treasurer, District Attorney and Justice of the Peace.
The County provides a wide range of services through the following departments and organizational units: Administrative Services, Assessor’s Office, Board of County Commissioners, Clerk’s Office, Community Development, Community Justice, District Attorney’s Office, Facilities, Fair & Expo Center, Finance, Health Services, Human Resources, Information Technology, Justice Court, Legal Counsel, Property Management, Risk Management, Road Department, Solid Waste, the Sheriff’s Office and Veterans’ Services. The County employs more than 1,200 people.
SUMMARY
This is not an employee position but is a contractual independent contractor arrangement. The selected contractor must meet the IRS guidelines and qualify under Oregon law as an independent contractor. A one-year contract with Deschutes County and the selected contractor will be signed and possibly renewed on an annual basis upon agreement by both parties for four additional years.
Contractor will be designated to the Oregon Living With Fire program to perform services as Coordinator. Contractor must provide his/her own transportation as well as proof of general liability and automobile insurance. General liability coverage limits of $1,000,000/$2,000,000 and automobile limits of $500,000. Deschutes County must be designated as an additional insured.
The contractor will provide primary program management, coordination and will carry out the mission and goals of as stated in the position description. The selected contractor will also maximize programs by organizing, preparing, collecting, and disseminating information, developing community partnerships with businesses, organizations, and agencies. The Coordinator will ensure adherence to project schedules and the annual Program of Work, write grants to secure funding and complete required status reports. Expected time commitment is roughly 150 hours per month but could vary widely from month to month. The Oregon Living With Fire Steering Committee and the Deschutes County Senior Advisor provide overall direction to the Coordinator in alignment with the annual program of work.
NATURE AND SCOPE
Currently, there is a tremendous amount of Cohesive Strategy-type work happening in the four County landscape, under the auspices of several local efforts, and the coordinator will both (a) undertake specific activities determined by the leadership of those groups to support these local efforts and (b) also seek to initiate new projects, where needed, that are not duplicative but help to address key “gaps” in existing work and service areas.
Coordinator will work with the Oregon Living With Fire Steering Committee and Senior Advisor to accomplish the annual program of work. The nature of the work will be general coordination of the program and its components. This position is a key role for the Oregon Living With Fire program in Deschutes, Jefferson, Crook, Klamath Counties. This is a financial partnership between the Counties and the Forest Service. The Coordinator is responsible for organizing and administering communications so the public, area businesses, key stakeholders and agencies are aware of Oregon Living With Fire and its benefits to the community. Coordinator is frequently called upon to exercise independent judgment and decision-making. Coordinator will work with a wide variety of groups and individuals, including city and county government and elected officials, public and private agencies, local and national businesses, county agencies, service organizations, media and staff. Work may be required at times other than normal business hours.
SCOPE OF SERVICES
The Coordinator is responsible for the day-to-day business of the Oregon Living With Fire program and for the facilitation and implementation of the Program of Work. The Coordinator works closely with the Steering Committee and Senior Advisor to accomplish tasks and with stakeholders to advance the Cohesive Wildland Fire Strategy across Deschutes, Jefferson, Crook, Klamath Counties. The Coordinator is the point of contact and network leader for the broadening network of Cohesive Strategy stakeholders in the counties and serves as the spokesperson and communications director for the Oregon Living With Fire program. The Coordinator is building and leading a program and simultaneously the Coordinator is joining a network of dynamic and effective practitioners and finding ways to add value and address key gaps.
Duties:
- In coordination with Steering Committee, Senior Advisor, and stakeholders, develop and implement an annual Program of Work for Oregon Living With Fire.
- Coordinate in-person and phone meetings of the Steering Committee.
- Promotes “Oregon Living With Fire” as the goal of the words themselves.
- Maintain administrative activities and facilitate the day-to-day business of the program.
- Participate in collaborative meetings in each county that support local Cohesive Strategy implementation efforts, as appropriate.
- Participate in the monthly meetings with the Western Region of the National Cohesive Wildland Fire Management Strategy.
- Maintains an interactive web presence for Oregon Living With Fire information for the Steering Committee as well as the stakeholders and public.
- Lead the efforts to development and conduct Learning Laboratories to share “how-to”, experiences, guidance, success stories and lessons learned. g., Quarterly meetings for stakeholders, webinars, web portal, town halls, ways for people to talk about how the Cohesive Strategy is being implemented.
- Maintains other communications efforts such as Facebook, Twitter, a regular eNewsletter and/or other emerging communications opportunities.
- Routine (daily) networking and relationship building with stakeholders, partners and those agencies and organizations implementing the Cohesive Strategy in the field.
- Facilitate grant research and grant writing to support the organization and activities of the Oregon Living With Fire program and identify and develop new sources of funding for implementation of the Strategic Goals of the Cohesive Strategy in the Central Oregon landscape.
- Document success stories/lessons learned and regularly share with stakeholders and the public.
- Facilitate development of performance measures and monitoring information to assess effectiveness and accountability of programs connected with or developed by Oregon Living With Fire.
- Travel for attendance and presentation at appropriate conferences and meetings.
- Serves as the “convener” for each County and Cohesive Strategy efforts to expand opportunities and provide “local content success stories” to communicate to publics and stakeholders how Cohesive Strategy is being implemented.
- Assume a leadership role with exploring new initiatives, funding opportunities, and provide direct support to landscape efforts such as Collaboratives, Good Neighbor Authority, Stewardship Agreements and Joint Chief Project.
Outcomes:
While specific outcomes in each county may vary, there are broad outcomes that will be achieved because of the work of the Steering Committee and the duties of the Coordinator outlined above.
- Communication between county-level collaboratives and projects is improved.
- Understanding is increased about what the Cohesive Strategy is, and how it can, and is being implemented.
- The Oregon Living With Fire program is the recognized “expert” entity on the Cohesive Strategy and its implementation in Central Oregon.
- The pace and scale of Cohesive Strategy implementation by all stakeholders is improved and increased.
- In conjunction with the Steering Committee, develop metrics to measure successful implementation across landscapes and communities.
- Stakeholders in all four counties will understand the concept of wildland fire risk management, including risk sharing and transfer, and successful mitigation of risk, both towards the goals of landscape resiliency and fire adapted communities.
- Oregon Living With Fire will maximize the utilization of a Learning Laboratory environment resulting in changes in attitudes, behaviors and culture thus achieving the long-term vision of the Cohesive Strategy, “learning to live with wildland fire.”
DESIRED QUALIFICATIONS
- Candidate will have demonstrated communication and interpersonal skills and an ability to interface with a variety of audiences (verbal and written).
- Proven facilitation skills: must remain a neutral party capable of listening to a variety of viewpoints and be able to facilitate groups that consist of people with diverse backgrounds, but also be able to promote projects Oregon Living With Fire approves.
- Grant writing and project management skills. Ability to multitask with several complex projects is a necessity.
- Demonstrated experience and ability in organizing, managing, coordinating, planning, and sequencing the activities involved in completing
- A background and understanding of the wildland fire environment of Central Oregon, or experience in geographic areas with similar wildland fire environments.
- Demonstrated experience with natural resources, wildland fire and forestry projects.
- A comprehensive knowledge of the National Wildland Fire Cohesive Strategy or the ability to come up to speed quickly.
COUNTY RESERVATIONS & REQUIREMENTS
Deschutes County reserves the right to reject any proposal not in compliance with all prescribed proposal procedures and requirements and to accept any proposal that appears to serve the best interest of the County. Deschutes County reserves the right to waive irregularities or discrepancies in proposals if the County determines that the waiver is in the public’s best interest. Deschutes County reserves the right to reject all proposals if it is in the public’s best interest to do so.
Proposers are solely responsible for the cost of preparing their proposal. Deschutes County is not liable to any Proposer for any loss or expense caused by or resulting from the cancellation or rejection of a solicitation, bid, quotation, proposal, or award. This is not a contract offer and with this solicitation, the Proposer assumes any liability for the costs incurred in the preparation and transmittal of proposals in response to the solicitation.
This solicitation is governed by the Deschutes County Contracting Code, which is codified at DCC Chapter 2.37. Except as otherwise provided in Chapter 2.37, the Model Rules of Public Contract Procedure, OAR 137, divisions 46, 47, 48 and 49 have been adopted by reference.
Be advised that proposals and all documents submitted in response to this RFP are subject to public disclosure as required by applicable state and/or federal laws. If you intend to submit any information with your proposal which you believe is confidential, proprietary, or otherwise protected from public disclosure (trade secret, etc.), in addition to identifying same in your transmittal letter, you must separately bind and clearly identify all such material. The cover page of the separate binding must be red, and the header or footer for each page must provide as follows: “Not Subject to Public Disclosure.” Where authorized by law, and at its sole discretion, Deschutes County will endeavor to resist disclosure of properly identified portions of the proposals. All proposals submitted become public record and will be available for inspection upon request. Proposers should identify specifically any information they deem to be proprietary and include in the transmittal letter a request that such information not be released. Where authorized by law, and at its sole discretion, Deschutes County will endeavor to resist public disclosure of properly identified portions of the proposals.
Errors and omissions in the Request for Proposals shall be called to the attention of the Department of Solid Waste prior to the proposal due date so that appropriate addenda may be issued, if warranted. Failure to do so on the part of the successful Proposer (hereinafter referred to as the Developer) does not relieve him of responsibility for a correct and finished project scope. Only a written interpretation or correction by addendum shall be binding.
AGREEMENT
The Developer shall be required to enter into a formal agreement for the subject services and to provide insurance certificates and other information required by the County. (Sample Agreement, Exhibit A) Respondents should outline any specific terms and conditions they would like the County to consider in the Proposal.
SUBMITTALS
Written proposals can be submitted to the Deschutes County Senior Advisor at 61150 SE 27th Street, Bend OR 97702. Proposals can also be submitted via email to joe.stutler@deschutes.org. Proposals must be received by Monday, May 15, 2023, at 5 p.m.
For any questions about this RFP, please email Joe Stutler at joe.stutler@deschutes.org.
Deschutes County encourages persons with disabilities to participate in all programs and activities. This event/location is accessible to people with disabilities. If you need accommodations to make participation possible, or to request this information in an alternate format please call (541) 408-6132 or send email to joe.stutler@deschutes.org.
EVALUATIONS
The County intends to award the project to the consultant the County believes can best deliver the requested services. Cost of the services may be a determining factor in the selection of the consultant. The County is willing to consider multiple Coordinators providing services part-time. Proposals will be reviewed by the Selection Committee composed of County staff. The committee may conduct interviews, if needed.
Any costs incurred to prepare the proposal response or attend the interview, whether in-person or electronically, are the responsibility of the proposer. Even though the RFP states interviews with the finalists may be conducted, the County reserves the right to award the project without interviews. The County also reserves the right to reject all proposals if in the best interest of the County.
Proposals should include a proposed hourly rate, along with experience and qualifications and a list of past and current clients.
CONTRACT AND PERIOD OF SERVICE
A standard Deschutes County Services Contract is expected to be awarded once a contractor is selected. A contract awarded because of this RFP will be for a period of one year and is intended to begin by July 1, 2023, with the option to renew for up to four additional one-year extensions.
Should a new contract be awarded for subsequent years, the County reserves the right to award a new contract with the selected contractor for this service without the need for further competitive procurement, subject to the availability of sufficient funds and satisfactory performance by the contractor.
NOTE: All proposals submitted in response to this RFP shall become the property of Deschutes County and may be utilized in any manner and for any purpose by Deschutes County. Be advised that proposals and all documents submitted in response to this RFP are subject to public disclosure as required by applicable state and/or federal laws. If you intend to submit any information with your proposal which you believe is confidential, proprietary, or otherwise protected from public disclosure (trade secret, etc.), you must separately bind and clearly identify all such material. The cover page of the separate binding must be red, and the header or footer for each page must provide as follows: “Not Subject to Public Disclosure.” Where authorized by law, and at its sole discretion, Deschutes County will endeavor to resist disclosure of properly identified portions of the proposals.
