LUMBER HERITAGE REGION REQUEST FOR PROPOSALS – Geocache Trail Development

REQUEST FOR PROPOSALS

Geocache Trail Design & Implementation

Lumber Heritage Trail – 23 Stops Across 15 Counties
Issue Date: August 5, 2025
Proposal Due Date: September 5, 2025
Budget: $15,000 (design and installation), $18,000 (including cache boxes, logs, pencils, and takeaway items)

DOWNLOAD RFP – Request For Proposals – Geocache Trail

I. INTRODUCTION

The Lumber Heritage Region (LHR) is seeking proposals from qualified firms or individuals to design and implement a geocache trail featuring 23 designated stops along the Lumber Heritage Trail, spanning 15 counties in Pennsylvania. The project aims to enhance visitor engagement, promote regional heritage, and encourage outdoor recreation through an interactive geocaching experience.

II. PROJECT OVERVIEW

Each of the 23 designated locations will host a geocache, which will consist of a weatherproof cache box big enough for brochures, logbook, pencil, and a small takeaway item (if included in the final budget). The geocache trail should be designed to guide participants along the Lumber Heritage Trail in an engaging and educational way, incorporating historical and cultural significance from the LHT app at each stop.  Additionally, the entire trail must be officially registered with Geocaching.com to ensure accessibility and visibility to the geocaching community.

III. SCOPE OF WORK

The selected consultant will be responsible for the following tasks:
Site Assessment & Planning
Conduct an evaluation of each of the 23 designated stops to determine suitable geocache placement.
Ensure placements are secure, accessible, and compliant with local regulations

Geocache Trail Design
Develop a structured geocache experience that aligns with the historical and educational themes of the Lumber Heritage Trail.
Create unique descriptions and clues for each cache location, incorporating relevant historical information (provided by the LHR staff).
Recommend a system for tracking visitor engagement through Geocaching.com, leveraging its online logging features and user interaction data. Additional engagement tools, such as QR codes or a digital passport system, may also be considered to enhance participant experience.

Geocache Materials & Installation
If included in the budget, provide and install:
▪ Durable, weather-resistant cache boxes that will fit a rack card, at all locations.
▪ Logbooks and pencils for participant entries.
▪ Takeaway items relevant to the heritage theme (small tokens or educational materials).

Ensure proper placement and documentation of each cache.
Register each cache location with Geocaching.com and ensure compliance with its guidelines.

Mapping & Promotion Recommendations
Provide recommendations for marketing strategies to attract participants (e.g., social media, website integration, partnerships with local tourism organizations).
Suggest ways to maintain and update caches over time.

Training & Capacity Building
Provide training to LHR staff on how to monitor and maintain geocaches, including cache upkeep, logbook replacement, and Geocaching.com updates.
Develop and deliver a clear instructional and materials sheet to guide LHR staff in adding new stops to the trail as needed, ensuring long-term sustainability of the geocache experience.

IV. PROPOSAL REQUIREMENTS

Proposals should include the following:
Company/Individual Background
Name, address, and contact information.
Summary of experience in geocache design, trail planning, or similar projects.
Examples of relevant past work.
Project Approach
Description of proposed methodology for geocache trail development.
Considerations of historical accuracy and environmental impact.
Timeline for project completion.
Qualifications & References
A full working knowledge of geocaching.com
Proven success with geocaching trail planning
References from past geocaching projects
Budget & Cost Proposal
Detailed cost breakdown within the $15,000 base budget.
Additional cost breakdown for full implementation with cache materials ($18,000 total).

V. CONTRACTUAL REQUIREMENTS

To be considered, proposals must include the following contractual requirements:
DCNR Tagline

“This project was financed in part by a grant from the Community Conservation Partnerships Program, Heritage & Other Parks, under the administration of the Pennsylvania Department of Conservation and Natural Resources, Bureau of Recreation and Conservation.”

Nondiscrimination/Sexual Harassment Clause (DCNR-2024-Gen Gen-GPM-1 Rev. 1/2024)
The selected contractor must comply with all applicable federal, state, and local laws, regulations, and policies related to nondiscrimination and sexual harassment.
The contractor must not discriminate in hiring, provision of services, or in any contracts/subcontracts based on race, gender, creed, color, sexual orientation, gender identity or expression, or any other protected category under the Pennsylvania Human Relations Act and applicable federal laws.
The contractor must establish and maintain a written nondiscrimination and sexual harassment policy and notify employees accordingly.
The contractor must allow access to relevant records to ensure compliance and must notify the Commonwealth of any violations.
Failure to comply with these provisions may result in contract termination, forfeiture of funds, and potential debarment.

VI. SUBMISSION & SELECTION PROCESS

Submission Deadline: September 5, 2025

Proposals should be submitted electronically in PDF format to:
Jennifer Weld – jennifer@lumberheritage.org

Selection Criteria: Proposals will be evaluated based on the following criteria:
• Relevant experience in geocache or trail design
• Quality and feasibility of the proposed approach
• Cost-effectiveness and adherence to budget
• Marketing and visitor engagement strategies
• References and past project performance

The selected consultant will be notified by mid-September, with the project expected to commence shortly thereafter.

VII. ABOUT THE LUMBER HERITAGE REGION

The LHR covers 15 counties in Northwest and North Central Pennsylvania, highlighting the critical role the lumber industry has played—and continues to play—in shaping the region’s economy, culture, and future. As a 501(c)(3) organization, LHR is dedicated to promoting the region’s assets to visitors, supporting the Pennsylvania hardwood industry, and ensuring the continued economic impact of this vital sector. The Lumber Heritage Region of Pennsylvania covers the following counties: Cambria, Cameron, Centre, Clarion, Clearfield, Clinton, Elk, Forest, Indiana, Jefferson, Lycoming, McKean, Potter, Tioga, Warren.

Vision Statement: The Lumber Heritage Region (LHR) preserves and relates the stories of its people and their relationships with the forests, connects forest lands, parks, and historic resources with residents and visitors; prompts exploration of our vibrant culture and provides support to a vital economy.

Mission Statement: The Lumber Heritage Region (LHR) promotes the heritage of Pennsylvania’s internationally significant forests and celebrates their value as a vital, unique, and sustainable asset.

The Lumber Heritage Region appreciates your interest in this project and looks forward to reviewing your> proposal.

VIII. CONTACT INFORMATION

For any questions or additional information, please contact:
Jennifer Weld, LHR Project Manager
jennifer@lumberheritage.org
814-771-7723