Does the maximum of 10 pages for the propsal include the cover page and table of contents?

No, the cover page and table of contents do not count towards the 10 page limit for the main proposal.

Are virtual interviews with some stakeholders acceptable?

Yes, but in person interviews should be done for;

• Agencies administration, staff, and first responders
•  Elected officials for the Board of Fire Commissioners of Clallam 2 Fire-Rescue and Clallam County Fire District #3, and members of the City of Port Angeles Council
• Fire Districts and City Unions and Volunteer Associations

Other stakeholders can be interviewed remotely in coordination with the agencies

Will all listed departments share staffing and response data, as well as all applicable financial information?

Yes, each agency will commit to sharing information as requested for accurate data collection

Are there existing studies, reports, or data sources that should be reviewed or incorporated into the analysis?

This will be the first analysis of all three agencies.  A previous consolidation feasibility study was done between the City of Port Angeles and Clallam 2 Fire-Rescue, however there has been many changes since that study was done 15 years ago so we are looking at a fresh approach.

Is there a preferred timeline or schedule for the completion of this project?

We would prefer to have the project completed by late Spring or early Summer 2026.

If selected for an oral interview as part of the evaluation of this RFP, is a virtual presentation acceptable?

Yes, virtual would be acceptable.

Can additional information, such as resumes or a draft contract, be provided outside of the 10 page limit?

The main proposal is limited to 10 pages only.  This does not include the cover page and table of contents.  We would want to keep the main proposal at 10 pages.

What are the specific insurance requirements for the selected consultant?

There are no specific insurance requirements outlined.  It would just need to be sufficient as determined by the agencies, however we do not have any further guidance on this item.

The RFP documents cite “Compliance with local, state, and federal laws related to fire and EMS services.” Are there any specific expectations related to this that potential vendors should be aware of? For example, is there an expectation to provide legal advice or draft statutory language, or will legal interpretation remain the responsibility of the Agencies and their counsel?

Legal interpretation will be the responsibility of the Agencies and the vendor will not be expected to provide legal advice or language.  This clause is to ensure that any proposals submitted will comply with existing applicable law for Washington State fire districts and municipalities.  It is expected that the selected vendor will research any applicable laws while conducting the study to ensure any final recommendations are feasible and legal.

Is there a budget range or cap established for this project? If so, can that amount be shared?

At this time we do not have a budget range or cap.

Is there a preferred fee structure (e.g., fixed price, hourly, milestone-based)?

The preferred fee structure would be fixed.  The intent is to share the cost equally between all the agencies involved so a set fee based off fixed price would be preferred for budgeting purposes for each agency. 

Is public engagement desired in this phase of work?

Not at this phase, only the stakeholders listed in the RFP

Has consideration been given to a steering committee to guide and review the work?

Yes, a steering committee will be developed using staff from the agencies participating in the study.  This will include chief officers, city administrators, and potentially elected officials.