What is the deadline for completing the scope of work for this contract?
September 30, 2023.
Would the consultant be able to continue after September 28? Or would they have to compete again?
What Estuario is looking for with this proposal is to know how your team would manage the entire CCMP revision process, from beginning to end, in order to deliver a revised CCMP that not only complies with EPA’s guidelines but also provides a clear path forward to continue working as a partnership in the restoration and conservation of water resources in the San Juan Metro Area.
For administrative purposes, we are only able to guarantee a contract for the first portion of the project, which is developing a comprehensive and robust plan that will guide our leadership and stakeholders throughout the three-year process. We would award a contract extension to the selected consultant if its performance up to this point is satisfactory.
Would Estuario be comfortable with contracted translation services? Are secondary translation services okay? Or are you interested in dual language capabilities?
Translation services are acceptable for the project management RFP, but not so for the stakeholder engagement RFP. Any and all associated costs with contracting translation services would be the responsibility of the contractor.
Will you share the recording and/or presentation?
We will share the presentation with everyone who has participated in the informational meetings. The recordings are only for internal reference only.
If applying to both the project management and stakeholder engagement opportunities, should we submit one document/application?
You must submit two separate applications and documents: one for project management and one for stakeholder engagement. You must also specify whether you would like to be considered for either or, or whether you are interested only in a contract for both.
Clarification on attachments for all applicants.
You must submit your evidence of insurance policy, as per your state requirements. If your organization is registered in Puerto Rico, you must submit a copy of your policy from the Corporación del Fondo del Seguro del Estado
Would we recompete for an RFP in October?
What Estuario is looking for with this proposal is to know how your team would manage the entire CCMP revision process, from beginning to end, in order to deliver a revised CCMP that not only complies with EPA’s guidelines but also provides a clear path forward to continue working as a partnership in the restoration and conservation of water resources in the San Juan Metro Area.
For administrative purposes, we will sign a contract for the first portion of the project, which is developing a comprehensive and robust plan that will guide our leadership and stakeholders throughout the three-year process. We would award a contract extension to the selected consultant if its performance up to this point is satisfactory.
Could you please clarify if the end result of this contract would be the completed CCMP? Or is this contract intended instead to lay the groundwork for CCMP development, which would happen later (under other contracts)?
What Estuario is looking for with this proposal is to know how your team would manage the entire CCMP revision process, from beginning to end, in order to deliver a revised CCMP that not only complies with EPA’s guidelines but also provides a clear path forward to continue working as a partnership in the restoration and conservation of water resources in the San Juan Metro Area.
For administrative purposes, we are only able to guarantee a contract for the first portion of the project, which is developing a comprehensive and robust plan that will guide our leadership and stakeholders throughout the three-year process. We would award a contract extension to the selected consultant if its performance up to this point is satisfactory.
I did not see a budget listed in the RFP. Would it be possible for you to provide information about how much funding is available for the contract? This would be very helpful in order to develop a proposal that fits within the available funding.
We are interested in hearing directly from applicants about what they believe is an appropriate budget to deliver the product and the working experience we have detailed in the RFP.
Regarding the Public and Stakeholder Engagement Consultant, is this a separate RFP or already identified?
The Public and Stakeholder Engagement Consultant is a separate RFP that is running concurrently with the CCMP Revision Management RFP. Teams are welcome to apply for either opportunity or both. If applying for both, please specify whether you would like to be considered for either or, or whether you are interested only in a contract for both.
Is it a requirement for CCMPs to be revised every 5 years or does Estuario decide when its CCMP needs to be reviewed?
During the update process for Estuario’s CCMP published in 2016, the Management Conference decided the CCMP would need to be updated at least once every 3-5 years and revised at least once every 10 years.
The 2026 deadline for the final CCMP, is this a requirement?
Yes, as we must comply with the Management Conference’s policy to revise the CCMP at least once every 10 years, established during the last CCMP update.
Are there any length requirements for this submission?
There is no minimum nor a maximum number of pages required. Each applicant is to decide how to best present their proposal to meet our five evaluation criteria:
Comprehensive: Wide in scope or in content.
Concise: Brief in form but comprehensive in scope or succinct.
Clear: Easily understood and without ambiguity.
Thorough: Extremely attentive to accuracy and detail.
Quality: Degree of superiority and excellence.
Must applicants submit a SAM ID?
No, a SAM ID is not necessary to apply.
Should we send recommendation letters to Estuario directly or with the proposal submission?
No letters of recommendation are required. Simply include three references, including a summary of the scope of work performed (Ideally similar organizations/similar scopes), as part of the Applicant Overview.
What are Estuario’s expectations for the website? What needs to be done before September 28?
The CCMP Revision website needs to be up and running by September 28. The consultant will be responsible for developing all of the content that will be included on this page, including the page’s layout, design, graphics, and copy text. Estuario will support the consultant by uploading the developed content onto our estuario.org website, in addition to making sure the page is running throughout the revision process. All applicants must integrate the cost of developing the webpage content into its budget detail.
With regards to the following item expected from consultants: “Cover own business and travel expenses and tools, including transportation, computer, computer software, and licenses, materials, etc,” does this mean that for a consultant based outside of Puerto Rico, the travel costs related to attending required on-site visits (which consultant must be “on-site as needed”) cannot be explicitly included anywhere in the proposal budget?
This is correct. Each team must determine when it will meet virtually and in person, and integrate these into the cost of delivering the project.
With regards to the following two items expected from consultants: » Be able to furnish evidence of liability and worker’s compensation insurance” and “Be in good standing with the Internal Revenue Service, both at the federal and state level,» is it necessary that we provide these documents as part of the application package, or is it sufficient that we state that we can furnish them if selected?
Please submit both attachments as part of the proposal submission by January 26.
Can you share your budget parameters for this work?
For this opportunity, we are interested in hearing directly from applicants about what they believe is an appropriate budget to deliver the product and the working experience we have detailed in the RFP. Therefore, there are no specific budget requirements other than detail and transparency in its calculation.
Can you share which other firms you have invited to participate in this RFP?
The RFP is open to the public and there has been no pre-selection process whatsoever. Firms that have shown interest to date include everything from small boutique firms to multinational companies. Some have experience working with National Estuary Programs, while others do not. Most are headquartered in the continental US, at least for the management RFP. For the engagement RFP, mainly local firms or international firms with a local presence have shown interest.
Who at Estuario will make the final decision on your partner selection?
As a key priority for Estuario and a major endeavor, the evaluation committee for this project will include members of the Management Conference and the Board of Directors.
Would we be able to speak directly with this decision-maker through at least 2 proposal revision cycles?
We will continue to follow the selection process established in the RFP to ensure consistency and transparency throughout the process.
Dates for interviews to change.
Due to scheduling issues, we foresee delaying interview dates for a week or two at the most. As soon as we confirm the agenda with the Management Conference, we will be sharing interview dates with applicants.
