Deschutes Trails Coalition: Request for Proposal

Contents:

  1. Background
  2. Requirements
  3. Qualifications
  4. Types of Projects
  5. Scope of Work
  6. Application Requirements
  7. Evaluation Criteria
  8. Selection and Contract

  1. Background

General Background

The purpose of the Deschutes Trails Coalition (DTC) is to ensure a future of sustainable trails in Central Oregon. The DTC includes representatives from the conservation, business, tourism, and trail-user communities who work together to make recommendations to envision and create a sustainable trail system on the Deschutes National Forest. Our values reflect “4 pillars” of sustainability: environmental, social, economic, and physical. Our organizational goals include:

The DTC is currently soliciting proposals for trails-focused small projects occurring on, or impacting, publicly accessible trails in the Deschutes National Forest. Proposals that bolster or maintain existing trails projects are encouraged to apply.

 

  1. Requirements

General Requirements

All applicants are bound by the deadline and location requirements of this RFP. Late proposals will not be considered.

DTC reserves the right to cancel or modify this RFP.

DTC reserves the right to appoint an evaluation committee to review proposals.

Schedule

The DTC anticipates the following schedule:

  1. Qualifications

All eligible proposals will meet the following general qualifications:

NEPA (National Environmental Policy Act) Requirements:

a) signed NEPA prior to contract award, or

b) no NEPA requirements for project planning and implementation.

Eligible Applicants

Project proposals will be accepted from the following eligible applicants:

Geographic Scope

The geographic scope of this RFP is restricted to publicly accessible lands within the Deschutes National Forest.

  1. Types of Projects

Proposals will be considered for the following types of eligible projects:

On-The-Ground Projects will represent an estimated 25% of total funding. They shall address trail infrastructure and maintenance projects, for example sign installation, bridges, culverts, tread work, log-out, brushing, etc.

Capacity Enhancement Projects will represent an estimated 25% of total funding. They shall address capacity building needs of local organizations for example, the purchase of tools, training and education projects, and internships.

Public Education and Outreach Projects will represent an estimated 25% of total funding. They shall address public trail education and outreach and may include:

Discretionary funding: The final 25% of total funding will be allocated by the selection committee to projects that fall within the above categories, allowing the committee to fund additional projects.

  1. Scope of Work

Work Plan: The successful applicant agrees to adhere to the scope of work outlined in their proposal. Changes or adjustments to the proposed work plan must be approved by the DTC.

Project Timeline: The successful applicant agrees to adhere to the timeline outlined in their proposal. Changes or adjustments to the proposed timeline must be approved by the DTC.

Final Project Summary: The successful applicant will submit a final project report detailing the outcomes of their work no later than 30 days after project completion.

  1. Application Requirements

To facilitate comparison and evaluation of grant proposals, all applicants are requested to complete all sections of the grant application (2 pages maximum, map and photo required):

  1. Submittal of Applications

Proposals must be received by DTC by July 2, 2018. Proposals received after that time will not be accepted. Proposals submitted by email shall be sent to: deschutestrailscoalition@gmail.com 

  1. Evaluation Criteria

All proposals will be evaluated using a 100 point scoring system. Weighted point allocation is outlined as follows:

Sustainability and Funding Criteria

20

Ecological Impact

Reduces impact of recreation on wildlife

Reduces impact of recreation on water quality

Reduces ecological impact of users on the trail system

New project or maintenance of an existing project

20

Social Impact

Total number of trail user groups who will receive benefit (broad user group benefit)

Seasonality of trail use (enhances use in the winter and/or summer?)

Accessible to all types of trail user groups

Promotes a stewardship ethic among trail users

Visibility of the project

10

Economic Impact

Enhances the quality of trail user experience

Level of awareness of economic impact to Bend (does it increase/decrease specific uses?)

Increases the value of existing efforts

25

Physical Sustainability

Enhances the physical robustness of the trail system

Enhances trail stability (increases water shed or other beneficial impact)

25

Funding Criteria

Can project be funded another way?

Matching Funds?

Letters of Support

In-kind contributions

Small cash match

Engages and empowers volunteers

Can the project be completed in one year?

  1. Selection

Selection

Once DTC has reviewed all proposals, selection of successful applicants will be made. A written notice from the DTC will be sent to successful applicants notifying them that they have been selected for contract negotiation. Unsuccessful applicants will also be notified in writing.

Grant Agreement

Successful applicants will receive a grant agreement from Discover Your Forest.  The applicant must sign and return the agreement prior to beginning work funded by DTC.