REQUEST FOR PROPOSALS FOR COLLABORATION AND FACILITATION PROFESSIONAL SERVICES

SAUK COUNTY CONSERVATION, PLANNING, AND ZONING DEPARTMENT
                                   REQUEST FOR PROPOSALS
                                                      For
     COLLABORATION AND FACILITATION PROFESSIONAL SERVICES

1. Introduction and History

The Badger Oversight Management Commission (BOMC) seeks the assistance of an experienced organizational firm to guide the BOMC through a decision and collaboration process. BOMC was formed through an intergovernmental agreement made by and between the State of Wisconsin Department of Natural Resources, the Ho-Chunk Nation, the County of Sauk, the Town of Merrimac, and the Town of Sumpter. The United States Department of Agriculture (USDA) and United States Army were also appointed as liaisons to the BOMC. The purpose of the BOMC was to guide the Badger Reuse Plan (Attachment A). Over the last decade the BOMC Commissioner Group support and participation has waned.

The Badger Army Ammunition Plant (BAAP) occupies 7,354 contiguous acres in predominately rural Sauk County, Wisconsin. With the potential for the BAAP, and the unlikely possibility that and area of such natural and human importance will ever be available again in this part of Wisconsin, the Badger Reuse Committee was convened by the Sauk County Board of Supervisors under a U.S. Department of Labor grant. The Badger Reuse Committee met 16 times from July, 2000 through March, 2001 in order to develop a consensus plan for the future uses of the land. With 21 seats on the Badger Reuse Committee allocated to the eight major interests [State Government (3), Local Government (7), Federal Government (2), Tribal Government (1), Local Business (2), Local Landowners (2), Historic, Cultural, and Educational Interests (2), and Environmental, Conservation, and Cleanup Interests (2)] concerned about the future of the Badger Property. The Badger Reuse Committee determined that future uses should promote an appreciation of the Sauk Prairie landscape; education, restoration, research, recreation, agriculture, cultural, and other activities that are defined and guided by the nine (9) values of the Badger Reuse plan.

2. Professional Service Criteria

2.1 Personnel: In order to provide Professional Services to the BOMC for a variety of professional services, the Consultant must demonstrate that the necessary personnel are available within a reasonable time to attend meetings. In addition, the Consultant will be required to name a contracting officer who will be responsible for all work. A statement of qualifications or resume concerning available personnel must be submitted.

2.2 Consultant Services: The BOMC wishes to retain a firm that can provide facilitation services.

3. Project Description

3.1 Guide the BOMC Commissioner Group through a decision process with unknown outcomes.

3.2 The consultant/facilitator should establish control and direct the meeting which will be aimed at helping the BOMC gain clarity on the following questions, or others that emerge. The questions are intended help guide the firm in recommending the next possible steps. (Organization and Commissioner Group is used interchangeably in Sections 3.2.1 through 3.2.7 below.)

3.2.1 What is the Commissioner Group’s assessment of the BOMC and is it still relevant to its initial purpose or current mission?

3.2.2 If that purpose is still relevant, are any adjustments needed?

3.2.3 What are the obstacles, if any, to effective collaboration?

3.2.4 What are the options ahead for BOMC?

3.2.5 What are the roles of both the Stakeholders and the Commissioners?

3.2.6 What value do you see the BOMC providing to the Organization you are representing?

3.2.7 What type of oversight, if any, by the BOMC would your Organization prefer?

3.3 The Consultant/Facilitator should assist the BOMC in reaching a conclusion on the following deliverables:

3.3.1 Reaffirm or redefine the BOMC structure.

3.3.2 Understanding of the role the BOMC will play within the context of the Badger Reuse Plan.

3.3.3 Reaffirm or redefine the Stakeholder participation process.

3.4 Project Allowances:

3.4.1 Potential pre-work may be a call with the Conservation, Planning, and Zoning Staff, Corporation Counsel, BOMC Chairperson, commission members, stakeholders, and any other group the Consultant deems necessary to ensure that appropriate background and pre-work is completed so that the on site is both efficient and effective [2 hours of phone conferences and conversations.]

3.4.2 Engage the BOMC in highly interactive, respectful discussion [3 hours on site.]

3.4.3 Determine a way forward, wrap-up discussion, and provide a written report inclusive of findings and recommendations [with up to 2 additional 2-hour on site BOMC meetings.]

3.5 If the BOMC is satisfied with the results of Sections 3.1-3.4, future meetings may include the consultant’s guidance in establishing or revising the group’s Mission, Vision, and Goals.

4. Criteria for Selection

All qualifications received shall be subject to an evaluation by the BOMC, the County’s Corporation Counsel, and the Conservation, Planning, and Zoning Director. The following factors will be considered in making the selection:

4.1 Experience of the Consulting Firm: Reputation of the firm in regard to competence. Past experience of the firm with similar projects. Suitability of the qualifications and experience of the principals and key staff assigned to the project.

4.2 Understanding of the Problem: Review the Consultant's statement of understanding the work.

4.3 Method of Approach: Review the technical soundness of the Consultant's stated approach to the project, the comprehensiveness of the proposed work plan and the techniques to be used.

4.4 Level of Effort: Review the Consultant's projected budget and hourly rate schedule.

4.5 Insurance: Review insurance certificates.

4.6 Recommendation: The BOMC will review all qualifications and make a recommendation to award at a meeting in the month of July 2014.

4.7 Project Completion: Time is of the essence, consultants should demonstrate the flexibility to meet the following deadlines. The first BOMC meeting date for consulting services would be proposed for August 28, 2014, with a project completion date of October 31, 2014.

5. Information Required from the Consulting Engineers

Qualifications shall be submitted in the format outlined below:

5.1 Name and Address of Firm: Name and address of firm submitting qualifications.

5.2 Statement of Understanding: State in precise terms your understanding of the scope of work presented by this RFP and your roll in accomplishing this scope of work.

5.3 Hourly Rates: Submit an hourly rate schedule for all personnel proposed to be utilized in providing the service.

5.4 Qualifications: Submit qualifications or resumes of all personnel working on this project.

5.5 Firm's Contract Representative: The firm shall name a person who shall be responsible for all services rendered to the BOMC and must describe his/her qualifications to manage these services.

5.6 References: The firm shall provide the names of three references who can attest to the firm's responsibility in performing the work sought to be contracted for.

6. Project Materials and BOMC Support

6.1 Consultant will Provide: All support items, such as flip charts, projectors, computers, sticky note, pens, paper, and any other items the consultant would need to aid them in providing the services identified in Section 3.

6.2 BOMC will Arrange: Meeting room and other facilities, notices, publicity, contact efforts, and other typical administrative items regarding the meeting(s). Copies of any background materials needed to help the consultant complete the services identified in Section 3.

7. Acceptance of Qualifications

The BOMC reserves the right to reject any or all qualifications received as a result of the RFP. Any contract award resulting from this RFP will incorporate Sauk County's Standard Terms and Conditions which are available upon request.

8. Incurring Costs

The BOMC is not liable for any costs incurred by Consultant in preparing its submissions in response to this RFP or for any other work performed prior to issuance of a contract.

9. Response Date

Qualifications must be received by the Conservation, Planning, and Zoning Department of Sauk County Attn: Brentt P. Michalek, 505 Broadway, Baraboo, Wisconsin, 53913, in a sealed envelope marked "BOMC Professional Services" no later than 12:00 p.m. on July 18, 2014. All qualifications received will be opened on July 18, 2014 at 1:00 p.m. in the CPZD office.

10. Qualifications

To be considered, Consultant must submit a complete response to this RFP, using the format provided in Section 5. Two copies of the qualifications must be submitted. No other distribution of qualifications will be made by the Consultant. Qualifications must be valid for at least sixty days. Negotiations may be undertaken with those Consulting Firms whose qualifications as to price and other factors that show them to be qualified, responsible and capable of performing the work. The contract that may be entered into will be that which is most advantageous to the BOMC, price and factors considered. The BOMC reserves the right to request modifications thereof received at any time before the award is made, if the action is in the interest of the BOMC. The BOMC may request interviews with the top qualifying firm(s) prior to making a decision.

The Consultant must be a non-interested party, and may not be a past participant or a current stakeholder/commission member.

11. Economy of Preparation

Qualifications should be prepared simply and economically providing a concise description of the Consultant's ability to meet the requirements of the RFP.

12. BOMC’s Contract Representative

The Consultant will perform the work under the direction of Sauk County’s Conservation, Planning, and Zoning Director, Brentt P. Michalek.

13. Questions

Any questions concerning this Request for Qualifications should be directed to Brentt P. Michalek, bmichalek@co.sauk.wi.us. Any information or questions requesting changes to the information must be submitted in writing. Conservation, Planning, and Zoning Department, Sauk County, 505 Broadway, Baraboo, WI 53913.