REQUEST FOR PROPOSALS NEW YORK-NEW JERSEY HARBOR & ESTUARY PROGRAM Public Workshops to Inform HEP’s 5-year Action Agenda February 24, 2016 The New York-New Jersey Harbor & Estuary Program (HEP) is requesting proposals from stewardship and community based organizations to host workshops to gather input for the revision of HEP’s 5-year action agenda. To be held in late Spring and Summer 2016, the workshops are intended to identify the public and local stakeholder’s priorities with respect to HEP’s Mission and Five Goals (water quality, habitat, access, sediment management, and education), and to assess the relative vulnerability of these priorities to climate change. Up to $ 1000 is available for each of the anticipated 10-20 sessions held in watersheds across the estuary in New York and New Jersey. This request for proposals includes the following information: I. Background ...........................................................................................................................................................2 II. Project Objectives .................................................................................................................................................2 III. Geographic Scope ..................................................................................................................................................3 IV. General Guidelines for Applicants ........................................................................................................................4 V. Roles of Partners ...................................................................................................................................................5 V. Questions about the RFP and Proposal Content....................................................................................................5 APPENDIX A: ELIGIBLE AREAS .................................................................................................................................8 APPENDIX B: DRAFT WORKSHOP AGENDA............................................................................................................9 APPENDIX C: EVALUATION CRITERIA ................................................................................................................... 10 APPENDIX D: TITLE PAGE FORMAT ....................................................................................................................... 10 APPENDIX E: BUDGET FORM ................................................................................................................................... 11 APPENDIX F: OTHER INTEREST IN HAVING HEP MAKE A BRIEF PRESENTATION ..................................... 12
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REQUEST FOR PROPOSALS
NEW YORK-NEW JERSEY HARBOR & ESTUARY PROGRAM
Public Workshops to Inform HEP’s 5-year Action Agenda
February 24, 2016
The New York-New Jersey Harbor & Estuary Program (HEP) is requesting proposals from
stewardship and community based organizations to host workshops to gather input for the revision
of HEP’s 5-year action agenda. To be held in late Spring and Summer 2016, the workshops are
intended to identify the public and local stakeholder’s priorities with respect to HEP’s Mission and
Five Goals (water quality, habitat, access, sediment management, and education), and to assess the
relative vulnerability of these priorities to climate change. Up to $ 1000 is available for each of the
anticipated 10-20 sessions held in watersheds across the estuary in New York and New Jersey.
This request for proposals includes the following information:
I. Background ........................................................................................................................................................... 2
II. Project Objectives ................................................................................................................................................. 2
III. Geographic Scope .................................................................................................................................................. 3
IV. General Guidelines for Applicants ........................................................................................................................ 4
V. Roles of Partners ................................................................................................................................................... 5
V. Questions about the RFP and Proposal Content .................................................................................................... 5
APPENDIX A: ELIGIBLE AREAS ................................................................................................................................. 8
APPENDIX D: TITLE PAGE FORMAT ....................................................................................................................... 10
APPENDIX E: BUDGET FORM ................................................................................................................................... 11
APPENDIX F: OTHER INTEREST IN HAVING HEP MAKE A BRIEF PRESENTATION ..................................... 12
I. Background
Designated as an Estuary of National Significance under the Clean Water Act, the New York -New
Jersey Harbor Estuary is a complex ecological system in the midst of a major urban center. The NY-NJ
HEP was authorized in 1987 by the U.S. Environmental Protection Agency and is one of 28 National
Estuary Programs in the country. HEP is an ongoing effort to protect, conserve, and restore the
estuary though a management conference composed of representatives from local, state, and
federal government; scientists; business; and civic organizations.
The Hudson River Foundation (HRF) seeks to make science integral to decision-making with regard
to the Hudson River and its watershed and to support competent stewardship of this extraordinary
resource. This purpose is pursued through support of scientific research; communication to expand
knowledge about the river among the scientific community, policy makers, and the public at large;
initiatives to enhance management of the Hudson ecosystem; education about the River; and
physical improvements to the riverfront. The Hudson River Foundation is the host of HEP and the
Foundation will be the contracting entity for this RFP.
II. Project Objectives
HEP is engaging in a public participation process in anticipation of the release of its 5-year action
agenda. HEP’s 5-year action agenda will guide the government agencies, utilities, civic organizations,
and scientists that comprise HEP to establish common programmatic, research, and funding
priorities. The goal of the public participation process, which includes these workshops in addition to
web-based survey tools and outreach at public events, is to ensure that HEP’s programmatic
priorities for the Harbor Estuary are aligned with the needs of watershed communities.
HEP is seeking partners to co-host public workshops designed to identify the priorities of the public,
local government, community organizations and other stakeholders throughout the estuary. Each
workshop will be approximately 2 hours in duration (see overview below) with the final agenda to be
determined by the selected grantees and HEP. Responsibilities for the workshop will be shared (see
below) but the grantee will be specifically responsible for securing the workshop space, attracting
participants, and compiling notes from the workshop into a standard format.
If your organization is not interested in hosting a two-hour workshop, but still wants to participate
and help bring its constituency into the HEP decision making process, HEP welcomes the opportunity
to run a shortened version of the public workshops, as part of the agenda at another meeting. To
arrange for HEP to make an approximately 20- 30 minute presentation at such a meeting, please fill
out the form in Appendix F and email to Sarah Lerman-Sinkoff, HEP’s Outreach Coordinator,
The proposal must address all of the information requested in this section of the RFP. In addition,
applicants are strongly advised to read and address the evaluation and scoring criteria in Appendix C.
1. Cover letter Please include a cover letter, printed on official letterhead and signed by an
authorized representative of the lead organization that is applying
2. Title Page The title page must adhere to the format provided in Appendix D and include all of
the following information, using a maximum of one page
Organization Name and Contact Information Please provide the complete contact information for your organization including mailing address, phone and fax numbers, and email address
CAC Member Please indicate yes or no whether your organization is a member of HEP’s Citizen Advisory Committee
Workshop Point Person: Provide the name, title, affiliation and complete contact information (mailing address, phone and fax numbers, and email address) of the point of contact for the workshop within your organization
Project Support: Provide the names, titles, affiliations, and complete contact information for support staff who will significantly contribute to the project.
Project Cost: Provide the total funding requested from HEP Previous Funding: Indicate whether you have received funding from HEP in the
previous five years, and from which grant program. No points will be added or deducted for previous funding.
Federal Tax Identification Number (FID): If the applicant will work with a fiscal sponsor, provide the sponsor’s FID.
DUNS number: A DUNS number is a unique, non-indicative 9-digit identifier that verifies the existence of a business entity globally. If you will partner with a fiscal sponsor, provide the sponsor’s DUNS number. If you do not have a DUNS number at the time of applying, please indicate if you are in the process of obtaining one.
3. Proposal Narrative Please start the proposal narrative on a new page. Please provide short
answers to the following questions. The total length should be about one page:
a. Organizational focus. What are your organization’s main program areas and/or
campaigns? What are key connections to these areas and HEP’s mission and five
goals?
b. Capacity. What is your organization’s capacity to turn out members and the public to
a priority-setting event? Has your organization hosted similar events in the last 5
years? How large is your organization’s mailing list? Indicate relative organization and
staff experience in producing and facilitating public workshops?
c. Composition of attendees. Whom does your organization primarily serve and would
be able to attract to the workshop (e.g. youth, paddlers, neighborhood residents,
park stewards, environmental professionals)?
d. Preliminary Preferences for Workshop Format and Timing. Let us know of any initial
preferences in terms of the workshop format (e.g. plenary discussion or breakout
tables, comfort with using phones for electronic voting) and timing (e.g. weekend or
evening workshop, proposed dates, any connection to scheduled events)
e. Relationship to HEP. In what capacities has your organization interfaced with NY/NJ
HEP in the past 5 years? Has your organization received HEP funding? Do members of
your staff and/or membership serve on or plan to join HEP’s Citizen Advisory
Committee?
f. Workshop budget. Please provide here any relevant details supplementing the
information on the budget form in Appendix E.
VI. Submission Process
Proposals must be submitted by no later than 5:00 PM EST March 18th, 2016. Applicants must submit
their proposals electronically to [email protected] as a single PDF document. The file name
should be in the following format: “NY-NJ HEP PUBWORKSHOPS_NAME OF YOUR ORGANIZATION”.
You will receive an email confirming your submission with the subject line “RFP Submission
Confirmation.”
VII. Contact
If an applicant has any questions about the contents of this RFP, please contact Ms. Sarah Lerman-
Sinkoff (212-483-7667 or [email protected]). Answers to frequently asked questions will be
posted on the HEP website on or about March 4th, 2016.