Salmon Habitat Restoration Program

REQUEST FOR PROPOSALS
SALMON HABITAT RESTORATION PROGRAM (SHaRP)

SCOPE OF SERVICES
The scope of Services include, but not limited to the following:

Program Management

Program Manager Appointment

The Consultant should appoint an employee experienced with educational outreach programs, fisheries biology, terrestrial environmental and instream fisheries management to complete the program planning, management and reporting requirements of the project. The Consultant should also indicate an alternate employee that can complete program tasks should the appointed program manager be unavailable. Sufficient supervisor support, or a previous program Manager, should be made available to the appointed program manager to ensure efficient management of the Program.

Program Planning

1. The Consultant should consider the program objectives and develop an appropriate program that incorporates teams of post-secondary and high school students to achieve the program goals.  The Program should have a primary summer component (May-August) and a smaller fall component (September – November). The costs associated with the summer and fall components of the Program should be provided separately within the Consultant’s Proposal.
    
2. The Consultant is responsible to conduct the field assessments with the students for all instream and riparian works, make application for the environmental approvals, oversee instream site isolations and erosion and sediment control and develop planting prescriptions for riparian plantings where required.
    
3. The Consultant and its team should have a good working knowledge of best management practices associated with riparian protection, low impact development, spill prevention and agricultural stewardship in order to effectively guide the various student teams.

Student Recruitment

The Consultant should:

1. recruit post-secondary and Surrey based high school students to carry out Program objectives.  Recruitment should be pursued through cooperative education departments and career councillors.
2. provide draft Team Leader Job Postings with the Proposal so that the Team Leader recruitment campaign can commence immediately after the project is awarded to the successful Proponent.  Postings should be prepared for three aspects that will cover the duties within the Program:

• Watershed Enhancement;
• Community Education; and
• Media and Public Relations.

3. recruit a post-secondary student trained in media relations, communications, social media and photography/videography skills to be the media and public relations team leader.  A student with experience in facilitating videography, graphic art and social media projects will be preferred.
    
4. provide the City with updates on the progress of student recruitment throughout the duration of these portions of the project.
    
5. provide a minimum wage of $22.35/hour for team leaders working 8-hour days and $16.42/hour for crew members working 7-hour days.  Any employee management charges will be in addition to these wages.

All secondary students are to be residents of Surrey and attempts should be made to represent several of the various high schools throughout Surrey to have a team with a diverse language capability.

Student Training Program

The Consultant should develop and deliver a training and orientation program to ensure that they have the required knowledge to successfully achieve the Program’s objectives in a professional, inviting, and safe manner suitable for public engagement, and that they must receive career related experience that will aid in future employment.

The two student groups are as follows:

1. Team Leaders – post-secondary students; and
2. Crew Members – secondary students.

The training program can be implemented in segments throughout the field season in the summer and fall so that the students have the training required in time to when they will use the knowledge (e.g., instream work rock weir design training should occur close in time to start of the instream work window, planting training to occur in fall season, etc.).  

The Consultant must demonstrate experience in providing health and safety training, orientation and mentoring to both student groups.

Supervision of Students
The Consultant must ensure that the students within the Program receive the proper mentorship and support to facilitate efficient habitat enhancement and outreach projects.  A proposed student supervision structure for the duration of the Program should be described within the Proposal.

Program Management and Reporting

The Consultant should:

1. provide updates on the progress of the Program to the City and ensure that the costs accrued by the Program are tracked so that reporting can be facilitated.
    
2. obtain appropriate environmental approvals for the various instream projects.  Work involves but is not limited to conducting site assessments, compilation and submission of applications to Fisheries and Oceans Canada under the Fisheries Act as well as to the Ministry of Forests, Lands and Natural Resource Operations and Rural Development under The Water Sustainability Act as appropriate.  The Consultant should also secure any permits for fish, wildlife and/or amphibian sampling and/or salvages at sites required.
    
3. document and provide summary inspections and reporting as required for the approving agencies.  
    
4. advise students in all instream work isolation and erosion and sediment control planning and implementation, as well as provide the environmental monitoring required for any sites with instream isolation works.
    
5. submit a final Consultant summary report (Report) on the accomplishments and outcomes of the Program and will include questionnaires for SHaRP members and school office contacts. The summer component of the report will have a deadline of October 31, 2022. The Report for the fall component will have a deadline of December 30, 2022.

Creation of New Program Components and Outreach

The Consultant must demonstrate experience in the development of educational outreach programs and have a strong understanding of Community Social Based Marketing (CSBM) principles and tools, as it is their responsibility to consistently monitor Program components and suggest modifications to outreach methods as needed.  All new Program components and outreach campaigns must be approved by the City prior to implementation.

Program Management Reports

1. The final products of this project should require the delivery of a SHaRP member questionnaire,  school office questionnaires, and a Report.
    
2. The SHaRP member questionnaire must be prepared to receive response from the SHaRP team leaders and crew members and should be provided in the first and last week in the summer segment of the Program.  The questionnaire will gauge soft skill and technical knowledge development of the students over the course of the summer segment of the Program (e.g., interpersonal growth assessments).  The Consultant should provide the questionnaires as an appendix of the Report, outlined in (c), below.
    
3. The school office questionnaires must be prepared to receive responses from the school career councillors and the co-operative office coordinators. The questionnaire associated with the team leader hiring campaign should be completed in April 2022.  The questionnaire associated with the crew member hiring campaign should be completed in early June 2022.  The objective of the questionnaires is to evaluate the reach of the hiring campaigns and recommendations from the schools to improve campaigns. The Consultant should provide the questionnaires as an appendix of the Report, outlined in c), below.
    
4. A Consultant summary report of the outcomes of the Program must be prepared at the end of the summer and fall segments of the Program.  The Report should provide a synopsis of the efforts of all the teams, details of program management, and recommendations for next year. The Report is to also include the results and discussion of the SHaRP member questionnaire and the school office questionnaires. The Consultant should provide one (1) hard copy of the entire Consultant summary report including appendices, and two (2) digital copies of the Report in the final submission (each report segment to be saved in separate files, and all appendices saved as separate files). Copies of all the photos and the files used by the students should also be submitted with the final report and downloaded onto a City external hard drive for SHaRP, to be provided to the Consultant.  The summer component of the Report will have a deadline of October 31, 2022. The Report for the fall component will have a deadline of December 30, 2022.

ADDENDA
If the City determines that an amendment is required to this RFQ, the City Representative will issue a written addendum by posting it on the BC Bid Website at www.bcbid.gov.bc.ca and the City Website at www.surrey.ca (collectively, the “Websites”), and upon posting, any addenda will form part of this RFQ.  It is the responsibility of Contractors to check the Websites for addenda.  The only way this RFQ may be added to, or amended in any way, is by a formal written addendum.  No other communication, whether written or oral, from any person will affect or modify the terms of this RFQ or may be relied upon by any Contractor.  By delivery of a Quotation, the Contractor is deemed to have received, accepted and understood the entire RFQ, including any and all addenda.

All inquiries related to this RFQ should be directed in writing to the contact person named above.