Request for Qualifications: Implementation of Tree Plantings, Grasslands, and/or Meadow Projects 

 

issue date: 10/30/24

Submission Deadline: 11/27/24

Questions may be submitted in email form to: Whitley Gray at wgray@shorerivers.org


1. overview

ShoreRivers protects Maryland’s Eastern Shore waterways through science-based advocacy, restoration, education, and engagement. ShoreRivers works with a diverse group of public and private stakeholders and funders to advance implementation of conservation projects to improve water quality and habitat.  

The purpose of this request for qualifications (RFQ) is to identify qualified firms to assist ShoreRivers with executing tree planting, grassland and/or grass buffer restoration projects for federal or state grants/awards/contracts. The geographic focus of this RFQ is the Eastern Shore of Maryland, Eastern Shore of Virginia, and Delaware. The selected contractor(s) will assist with the preparation, implementation, monitoring, and/or maintenance of small-scale tree installation in urban settings, large-scale tree plantings in open spaces, grasslands, and/or grass buffers, funded through such entities as Chesapeake Bay Trust, National Fish and Wildlife Foundation, Maryland Department of the Environment, United States Department of Agriculture, United States Environmental Protection Agency, Natural Resource Conservation Service, Maryland Department of Agriculture, and Maryland Department of Natural Resources.

ShoreRivers is seeking to competitively qualify three to six implementation contractors and at least one in each Eastern Shore geography (i.e upper, middle, and lower) with expertise in urban, rural, and/or agricultural tree planting preparation, installation, maintenance and/or preparation of land for transition to grasslands or meadows, seeding of grasslands or meadows, and maintenance of grasslands or meadows. The selected firms will also have the opportunity to assist with the development of federal and state grant funded proposals and, if those grants are awarded, the execution of the proposed projects. 

This RFQ is public and competitive based on qualifications outlined in subsequent sections. Project values for this RFQ are typically between $5,000 and $250,000. Selected firms will be considered a qualified contractor to ShoreRivers for a period of three years without having to reapply.


2. request for qualifications

A. inquiries

All inquiries related to this RFQ are to be directed via email to Whitley Gray, ShoreRivers Restoration Manager, at wgray@shorerivers.org.

B. closing dates

Submissions must be made electronically to Whitley Gray at wgray@shorerivers.org. All submissions must be in PDF format, by 3pm on Wednesday, November 27, 2024. Hard copies will not be accepted. An email will be sent to confirm submission has been received on time.

C. late responses

Late responses will not be accepted and will not be opened.

D. review and selection

The goal of ShoreRivers’ contracting and procurement is to ensure the best use of public and private funds that follows the U.S. Office of Management and Budget procurement guidelines. This is a public and competitive RFQ and ShoreRivers will use a fair, ethical, responsible, and transparent request and review process.

Proposals will be reviewed by ShoreRivers staff. The reviewers will check responses for completeness based on the requested items below. Proposals that are missing required components will be disqualified. Proposals submitted that meet the criteria might be followed up with a request for a virtual meeting before final selection of qualified firms. This RFQ is not a binding contract to purchase goods or services.


3. proposals/services

Firms that are qualified through this RFQ will be expected to perform the tasks outlined below, with the precise scope to be detailed in written contract(s) on a per project proposal basis.  ShoreRivers maintains all final approval on design approach, details, construction, and adaptive management decisions, and contractors will work closely with and defer to the ShoreRivers’ project manager to ensure project integrity, preserve the restoration intent, and maintain quality control on all aspects of design and construction.  

A. funded implementation

i. Fully complete tree planting, grassland, and or meadow project installation and/or maintenance on a fixed price, assuming all project-based risk and financial liability.

ii. Prior to installation, coordinate with ShoreRivers and landowner to schedule and attend a pre-construction meeting.

iii. Oversee all installation activities, including furnishing all services and materials needed to complete the project.

iv. Coordinate with ShoreRivers throughout the entire installation process and supply updates per contract.

v. If required, complete any monitoring and maintenance, prepare and submit performance reports to ShoreRivers staff for review and submission to funding agencies.

B. grant proposal development

i. Meet with ShoreRivers staff to discuss future projects and funding opportunities and discuss the status of proposals that are being worked on jointly.

ii. Prepare concept level planting plans and sequences of construction for tree plantings, meadows, and/or grassland installations.

iii. Prepare price budget(s) based on guidance from ShoreRivers staff that includes items such as, but not limited to, all plant materials and planting supplies, insurance, and implementation.

iv. Coordinate with regulators, government officials, communities, and other stakeholders who will play important roles in the project.

v. Assist ShoreRivers staff in the writing, editing, and development of necessary content for each grant proposal.


4. evaluation criteria

A. general qualifications

i. Recent (within the last three years) experience in the preparation for, installation of, and/or maintenance of trees in urban, rural, and/or agricultural settings and/or experience in the preparation of land for transition to grasslands/buffers, seeding of grasslands/buffers, and maintenance of grasses.

ii. Willing to travel and have in-person meetings in the contractor’s selected region(s). Locations of meetings could occur in Galena, MD; Chestertown, MD; Easton, MD; Salisbury, MD; or Snow Hill, MD, if applicable, as well as at project sites across Maryland and Virginia’s Eastern Shore and Delaware.

B. experience

i. Demonstrated experience in the budgeting, implementation, and long-term maintenance of urban and/or agricultural tree planting and/or grasslands, meadows or grass buffer projects on the Eastern Shore of Maryland, Eastern Shore of Virginia, and/or Delaware.

ii. Adequate basis of insurance, assets, and/or bonding to pursue one or more project types as described previously.

iii. Ability to accept payment on a reimbursement basis with the ability to remain flexible due to unpredictable timing of federal and/or state payments. ShoreRivers has the capacity to offer deposits to vendors and typically pays invoices for reimbursements within 15 days.

iv. Ability to adhere to all federal and state regulations/provisions for contracting, subcontracting, and furnishing materials, as specified in any particular grant that is funding a project. Such pass-through regulations/provisions will be specified by ShoreRivers at the time of contracting for each project.

v. Experience working with agricultural landowners and farmers, underserved populations, and/or residents on Maryland’s Eastern Shore is desirable, but not required.


5. submission requirements

A. narrative form

Please fill out the narrative form attached to this RFQ, which includes:

i. Identification of services your firm is interested in being considered for.

ii. Identification of project types your firm is interested in being considered for (tree plantings - agricultural or urban, grasslands, meadows, or grass buffers).

B. description of firm’s qualifications

i. At least three examples of each project type your firm has selected with identification of services provided.

ii. Short, written narrative in addition to the Narrative Form that covers Evaluation Criteria.

iii. Resumes of key team members.

iv. See Appendix A for more details.

c. costs

i. Use templates provided or include — at least — costs requested in templates.

ii. Approximate cost for “typical” grant tasks with the understanding that actual scope and costs will be agreed upon based on project-specific details after the firm is deemed qualified and grant funding is secured.

d. disclosure of all conflicts of interest


6. equal opportunity

Equal opportunity is a fundamental principle at ShoreRivers, where selection of contractors is based upon capabilities and qualifications without discrimination based on race, color, religion, gender, sexual orientation or identity, age, national origin, marital status, citizenship, disability, military status, or any other protected characteristic as established by law. ShoreRivers conducts its activities and practices in a manner that fully complies with all federal, state, and local laws governing equal opportunity.

Some grantors set procurement guidelines for different inclusion goals such as, but not limited to, minority and/or women owned businesses and ShoreRivers will comply with each funding agency's solicitation requirements. Due to the variability of procurement requirements, for the purposes of this RFQ, there are no set inclusion goal requirements.


7. conflict of interest

ShoreRivers actively avoids any relationship or activity that might impair, or even appear to impair, the company's ability to make objective and fair decisions. Respondents should take conflict of interest seriously and disclose any actual, potential, or perceived conflict of interest that could harm ShoreRivers if a working agreement is executed. This should be included in the application package, and ShoreRivers will consider the degree of potential conflict and decide if this precludes the respondent from working with ShoreRivers.


8. limitations

ShoreRivers reserves the right to select and reject respondents at its discretion or terminate this request at any time. If the number or quality of respondents does not achieve ShoreRivers RFQ goals, this request will be reopened. Firms may re-apply to the reopened RFQ with updated or corrected material and be re-evaluated by ShoreRivers.

Neither this RFQ nor any subsequent follow up, unless explicitly stated, constitutes a contract between ShoreRivers and the respondent. Selection of a firm by ShoreRivers does not guarantee a contract, which is dependent on securing funding on a per project basis. Final contracting, project scope, and fees will vary depending on funding source. ShoreRivers reserves the right to award any or all specific project contracts outside of this RFQ through a standard bid process, and does not guarantee any specific project contracts as a result of this RFQ process. Each restoration project contract award budget and scope of work will be reviewed by ShoreRivers and negotiated before a contract is signed. 

Proposals that are late or do not cover everything requested in this RFQ will be disqualified and not reviewed.