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VAWQP Regional Coordination Support

 

Request for Proposals (RFP)
Vermont Agricultural Water Quality Partnership
Regional Coordination Support

 

Release Date: Friday, August 11, 2023
Proposals Due: Monday, August 28, 2023

 

Contact for Proposals:
Alli Lewis, VAWQP State Coordinator (Alli.lewis@vacd.org)

 

Introduction and Purpose

The Vermont Agricultural Water Quality Partnership (VAWQP) is composed of nine agencies and organizations that provide education, technical and financial assistance to the Vermont farming community to address water quality and other natural resource concerns on farms, and signed an MOU committing to collaboration in January 2018. The purpose of the Partnership is to coordinate efforts to improve water quality and wildlife habitat on farmland; deliver educational, technical and financial assistance in the most efficient way possible; provide the best possible service experience for landowners; and help the Vermont public understand the water quality achievements of the agricultural community and supporting partners. Coordination efforts include regular meetings and trainings, collective learning and problem solving, and communication through a website, newsletter, shared file system, and other technologies.

The purpose of this agreement is to build on current Regional Coordination services to support the mission and strategic plan of the Partnership at the local level. This coordination will encourage information sharing, collaboration and coordination among technical and financial assistance providers in order to help farmers achieve measurable water quality results and protect habitat in the most high-quality, cost-effective and positive way possible. NRCC seeks Regional Coordinators in five regions through Vermont including:

  • Northeast: Orleans, Essex and Caledonia Counties
  • Northwest: Franklin, Grand Idle and Lamoille Counties
  • Central: Chittenden, Washington and Addison Counties
  • Southeast: Orange, Windsor and Windham Counties
  • Southwest: Rutland and Bennington Counties

Funding for VAWQP regional coordination is provided by the Vermont Department of Agriculture, Food & Markets – Agriculture Clean Water Initiative Program (VAAFM), through an agreement with the Vermont Natural Resources Conservation Council (NRCC), a state agency supporting Vermont’s 14 Natural Resources Conservation Districts. NRCC will develop and manage subagreements resulting from this RFP.

 

Scope of Work

The Regional Coordinator will build upon past efforts to promote regional collaboration to advance the mission and strategic plan of the VAWQP at the local level. A detailed Scope of Work is outlined below.

Activities of the Regional Coordinator will include, but are not limited to:

  1. Serve as an Ambassador of the VAWQP Partnership: Act as an ambassador for staff, organizations and media in their region, providing information regarding the purpose of the Partnership, and encouraging participation in regional VAWQP initiatives. This includes –
    • Support and orient new VAWQP organization staff with VAWQP and associated regional meetings.
    • Promote and disseminate the VAWQP online training program for new staff.
    • Develop and maintain an active email listserv for coordination within the region that will exist at a centralized location accessible by the VAWQP Coordinator.
    • In coordination with the VAWQP Coordinator, referencing VAWQP when appropriate in press releases, media and educational materials.
  2. Organize Regional Coordination Meetings: Regional Coordinators, in collaboration with the VAWQP Coordinator, will develop regional and statewide themes for regional discussion that can be pursued statewide, and will be incorporated into regional coordination meetings. The purpose of these meetings is to facilitate information exchange, learning and coordination of efforts to support the water quality and habitat protection efforts of the agricultural community.  This includes –
    • Convene a meeting of regional Partner staff at least twice annually – once in early fall (September to November) and once in the early spring (January to March). Subcommittees may convene in addition to these two required meetings with representatives of all VAWQP member organizations invited.
    • Elicit local staff recommendations regarding agricultural water quality and habitat protection programs. These recommendations will be communicated to the VAWQP leadership via meeting summary notes.
    • Utilize a post meeting participant evaluation survey provided by the VAWQP Coordinator to capture information in a standardized format to support statewide and regional data analysis. These survey evaluations will occur after each meeting.
    • VAWQP regional coordination meetings may dovetail with other regional water quality meetings such as Local Working Groups or Tactical Basin Planning meetings to avoid duplication, but must have a unique focus on VAWQP mission and strategic plan.
  • Regional coordination meetings may also include time for confidential sharing of information regarding assistance to and work with specific farms for non-regulatory purposes, in compliance with Farm Bill 1619 requirements (optional, as determined by the Regional Coordinator).
  1. Provide Regional Data to Support Evaluation of VAWQP Coordination. This includes –
    • Engage with VAWQP Coordinator and other Regional Coordinators to develop, disseminate, and promote annual survey that will be disseminated statewide regarding VAWQP coordination.
    • Engage with VAWQP Coordinator and other Regional Coordinators to review, discuss, and distill the results of this survey effort.

Engage with VAWQP Coordinator and other Regional Coordinators to develop and review a report summarizing the key topics and themes addressed in the regional meetings, and any identified needs, next steps.

  1. Attend joint meetings with statewide Regional Coordinators a minimum of twice per year to support trainings, coordination and problem solving at the local level. Attend VAWQP Steering Committee once/year to collaborate and share experiences about Regional Coordination efforts including a once-annual presentation of activities and recommendations.

DELIVERABLES

  1. Regional Coordinators Connect Meeting #1 – September/October 2023

Engage with the VAWQP Coordinator, Regional Coordinators and other VAWQP staff to provide recommendations and share needs regarding core themes among regional coordination meetings happening statewide.

 

  1. Regional Partnership Meeting #1 – Fall 2023

Report and Invoice including a summary of meeting including number of staff trained about VAWQP, a list of staff attended, action items and next steps, and a brief written update for the VAWQP Newsletter, notes and results of survey uploaded to file sharing location to VAWQP Coordinator, Alli Lewis – 30 days after meeting.

 

  1. Regional Coordinators Connect Meeting #2 – December 2023

Engage with the VAWQP Coordinator, Regional Coordinators and other VAWQP staff to provide recommendations and share needs regarding core themes among regional coordination meetings happening statewide.

 

  1. Regional Partnership Meeting #2 – Winter 2024

Report and Invoice including a summary of meeting including number of staff trained about VAWQP, a list of staff attended, action items and next steps, and a brief written update for the VAWQP Newsletter, notes and results of survey uploaded to file sharing location to VAWQP Coordinator, Alli Lewis – 30 days after meeting.

 

  1. Regional Coordinators Connect Meeting #3 – June 2024

Engage with the VAWQP Coordinator, Regional Coordinators and other VAWQP staff to provide recommendations and share needs regarding core themes among regional coordination meetings happening statewide.

 

  1. VAWQP Steering Committee Meeting – June 2024

Attend the VAWQP Steering Committee meeting to share updates, recommendations and engage in dialogue with VAWQP partners in reflection of the 2023-24 year of regional coordination services and looking ahead to the next year.

 

  1. Regional Partnership Meeting #3 – Fall 2024

Report and Invoice including a summary of meeting with number of staff trained about VAWQP, a list of staff attended, action items and next steps, and a brief written update for the VAWQP Newsletter, notes and results of survey uploaded to file sharing location to VAWQP Coordinator, Alli Lewis – 30 days after meeting.

 

  1. Regional Coordinators Connect Meeting #4 – December 2024

Engage with the VAWQP Coordinator, Regional Coordinators and other VAWQP staff to provide recommendations and share needs regarding core themes among regional coordination meetings happening statewide.

 

  1. Regional Partnership Meeting #4 – Winter 2025

 

Report and Invoice including a summary of meeting including number of staff trained about VAWQP, a list of staff attended, action items and next steps, and a brief written update for the VAWQP Newsletter, notes and results of survey uploaded to file sharing location to VAWQP Coordinator, Alli Lewis – 30 days after meeting.

 

  1. Regional Coordinators Connect Meeting #5 – June 2025

Engage with the VAWQP Coordinator, Regional Coordinators and other VAWQP staff reflect on the meetings, provide input to the VAWQP Coordinator in the development of the final report and recommendations to the VAWQP Steering Committee for June 2025 meeting. 

 

  1. VAWQP Steering Committee Meeting – June 2025

Attend the VAWQP Steering Committee meeting to share updates, recommendations and engage in dialogue with VAWQP partners in reflection of the 2023-24 year of regional coordination services and looking ahead to the next year.

 

Eligibility Requirements

Applicants must be a member of the VAWQP. (Natural Resources Conservation Districts are eligible to apply as members of the Vermont Association of Conservation Districts). The Partnership strongly encourages collaborative proposals between organizations and welcomes creative approaches to achieving regional coordination goals.

 

 

Performance Period

Regional Coordinators will serve two-year terms beginning September 1, 2023, with the possibility for renewal pending progress and availability of funding.

 

Funding and Budget

A total of $55,000 was funded in 2021-23 VAWQP Regional Coordination across the state (about $11,000/region). he Because of the diversity of approaches and needs in each region, we anticipate a range of funding needs. This RFP for 2023-2025 Regional Coordination services seeks proposals for the five Regional Coordinator contracts for two years. Proposals should include a detailed budget that will support the unique needs of regional coordination for the region, and applicants are encouraged to apply for the full cost of funding anticipated work. Due to contingent funds, full or partial funding above $55,000 may be available. Grantees may request upfront payment of 20% funding, after which funding will be dispersed twice annually upon receipt and approval of progress report and invoice.

 

Proposal Content

Proposals may be up to three pages, single-sided in length, including budget, and should include the following content:

  • Contact person for the proposal with full contact information;
  • Description and work plan of how the application will meet the requirements as outlined in this RFP, including how the work will advance the mission and strategic plan of the VAWQP and interface with other regional initiatives;
  • Proposed personnel;
  • Maximum one paragraph description of capacity and relevant experience of the applicant to serve as Regional Coordinator; and
  • Budget that includes personnel hours and billable rate, travel, supplies and any proposed subcontracts.

 

Selection Criteria

Proposals will be reviewed and evaluated by several VAWQP agency leaders. Recommendations for award will be submitted to the VAWQP Steering Committee for approval. Selection of the grantee will be based on the following criteria:

  • Proposed activities and work plan (40%)
  • Demonstrated capacity, past experience and success (40%)
  • Cost effectiveness (20%)

 

Proposal Award Timeline

 

Download the full RFP here.