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HomeMy WebLinkAboutRESPONSE - RFP - 7177 FORT COLLINS GHG TECHNICAL ASSISTANCEW—— NENVIRONMENTAL- C, 1 r � ` i JLTANTs. �. • n 1�1 2 Proposal to Provide Services fior 7177 Fort Collins GHG Technical Assistance S'�`bmitt d to City of Fort Collins Purchasing Division 215 North Mason Street, 2nd Floor Fort Collins, Colorado 80534 Submitted by SWCA Environment -al Consultanfis 295 Interlocken Boulevard, Suite 300 Broomfield, Colorado 80021 Phone: 303.487.1183 October 5, 2010 SWCA ENVIRONMENTAL CONSULTANTS Sound Science. Creative Solutions City moves forward in developing an integrated approach to GHG and sustainability best management practices. > Management consultation > Ecological footprint assessments ➢ Environmental footprint baseline assessments > Energy baselines and reduction strategies > Carbon and energy reduction strategies > Sustainability program development > Environmental and financial analysis/Return-on-Investment (ROI) > Public outreach and engagement > Sustainability plan development > Energy and carbon data management > Sustainability training SWCA's passion for preserving our planet starts at home. We have assessed our own impacts and developed an internal sustainability team with aggressive goals for reduction of our own impacts. We are a Founding Reporter to The Climate Registry, have tracked our GHG inventory for the past three years, and have completed third -party verification of our inventory per The Registry's protocol, earning us the recognition of being a "Climate Registered" organization. In addition to GHG reporting, we have developed a corporate sustainability plan, and our offices have implemented a wide range of sustainability initiatives. We propose to complete the proposed services for a lump sum price of $25,731. Our estimated time and budget for each task is summarized below. 0 Task I — Kickoff and evaluate process (38 hours) N $5,016 Task II — Develop data repository and process (72 hours) $8,833 Task Illa — Develop reporting tool (56 hours) $7,020 Task IIIb — Emissions reporting review (40 hours) $4,862 Total estimated cost $25,731 PROPOSAL TO PROVIDE SERVICES FOR 7177 FORT COLLINS GHG TECHNICAL ASSISTANCE; OCTOBER 5, 2010 1 7 SWCA ENVIRONMENTAL CONSULTANTS Sound Science. Creative Solutions SWCA has a long and successful record of working with public and private organizations on complex and technically complicated environmental projects. We have completed GHG inventories using a wide variety of inventory protocols, including The Climate Registry's General Reporting Protocol and sector -specific protocols, the EPA Climate Leaders Protocol, the ICLEI International Local Government GHG Emissions Analysis Protocol, WRI/WBCSD's GHG Protocol, the IPCC's Guidelines for National Greenhouse Gas Inventories, the EPA's Climate Leaders GHG Inventory Protocol, and ISO 14064-1. We have selected the following projects to highlight our extensive experience. In each case we worked with the client to complete large data -collection efforts from multiple locations and departments; to complete a GHG inventory using specific analysis and reporting protocols; and to create a data management system that facilitates future data collection, management, and reporting. Project Experience: Salt Lake County; Salt Lake City, Utah; 2009 Project summary: SWCA worked with Salt Lake County to develop the County's baseline GHG emissions inventory for its first year reporting to The Climate Registry. This project included collecting data from numerous departments, more than 200 facility locations, the County -operated landfill, and 1,400 vehicles. It also included the development of an Access -based energy and GHG database system, giving the County a centralized system in which to store and manage its GHG reporting activity data. Services provided: GHG inventory; help identifying an appropriate baseline year; boundary setting; development of a customized data questionnaire; collection of data with county personnel; data verification; identification of appropriate conversion factors; inventory analysis using The Climate Registry protocol; development of energy use and GHG database; and preparation of GHG inventory report. ➢ Other information: The project was completed successfully, on _ schedule, and within budget. Contact: Teresa Young, Planning Manager Facilities Management; 801- 468-2250 Project Experience: Balfour Beatty Construction; Atlanta, Georgia; 2010 ➢ Project summary: SWCA worked with Balfour Beatty Construction to develop the company's baseline GHG emissions inventory under the EPA Climate Leaders protocol. This included data collection from the company's 11 offices and 88 construction sites scattered across the Eastern United States. To facilitate reporting, SWCA developed a customized questionnaire PROPOSAL TO PROVIDE SERVICES FOR 7177 FORT COLLINS GHG TECHNICAL ASSISTANCE; OCTOBER 5, 2010 SWCA ENVIRONMENTAL CONSULTANTS Sound Science. Creative Solutions 10 and GHG calculation tool for instantaneous calculation of_'�_ r construction -site GHG emissions, landfill diversion rates, and water consumption. � . ! ➢ Services provided: GHG inventory; assistance on boundary t)� f setting; development of customized data questionnaire; data � � Jm : collection support; data verification; identification of W appropriate conversion factors; inventory analysis using EPA Climate Leaders protocol; development of energy use and t111711! �1 carbon database; and preparation of GHG inventory report. 7; This project included the collection of data from multiple _ office locations in cities across the United States and approximately 90 project sites. Other information: The project was completed successfully, on schedule, and within budget. ➢ Contact: Tracy Browne, Director of Integrated Project Delivery; 954-585- 4316 Project Experience: Riverside Company; New York, New York; 2009 > Project summary: Riverside Company (Riverside) is one of the largest private equity firms in the United States and owns more than 60 portfolio companies. With its large portfolio of companies in a wide range of sectors, Riverside needed to understand and prepare to mitigate risks to its portfolio posed by climate change. Riverside asked SWCA to develop a triple bottom line reporting process for its portfolio companies that encompassed social, environmental, and financial reporting. Riverside also requested that SWCA develop an Energy and Carbon Management System, allowing its portfolio companies to quickly assess and report their major energy uses and GHG emissions sources. The system has been rolled out to all Riverside portfolio companies, and is being used by Riverside to track and manage the carbon risk associated with its portfolio. ➢ Services provided: GHG inventory and Sustainability Program Development; management consultation; Green Team alignment; triple bottom line assessment including a GHG inventory, ecological footprint, water analysis, waste analysis, current green practices analysis, social and financial sustainability analysis, and recommendations for impact reductions. Developed a customized energy and carbon management system. > Other information: The project was completed successfully, on schedule, and within budget. > Contact: Paul Farrow, Corporate Sustainability Director, 207-557-4856 PROPOSAL TO PROVIDE SERVICES FOR 7177 FORT COLLINS GHG TECHNICAL ASSISTANCE; OCTOBER 5, 2010 9 5I .r- * _Denver Office r It t� mil~` x f - .295 Interlocken Boulevard, Suite300 Broomfield, CO 60021 Tel 303.487.1183 Fox 303.487.1245 _ENVIRONMENTAL CONSULTANTS r . .a-,.� � . � ��- � ti .- www.swm.com October 5, 2010 The City of Fort Collins Purchasing Division 215 North Mason Street, 2nd floor Fort Collins, Colorado 80524 Subject: Request for Proposal — 7177 Fort Collins GHG Technical Assistance Dear Proposal Review Team: SWCA Environmental Consultants (SWCA) is pleased to present this proposal in responses to the above subject Request for Proposal (RFP). As longtime members of the Front Range community with a passion for sustainability, we are excited by the opportunity to partner with your staff on this project and help you meet your greenhouse gas (GHG) reduction goals. SWCA puts client needs at the forefront of every project. This includes technical considerations and budgetary and scheduling needs. Our client dedication has earned us a top Engineering News -Record environmental firm designation, and we have been among the top 20 firms in environmental science revenue. Such rankings are the result of client satisfaction, recurring partnerships, and positive reputation among clients. Our specialized project team will provide the City of Fort Collins (the City) with the following significant benefits: ➢ GHG Inventory Experience — SWCA's expertise in this field comes from having completed dozens of GHG inventories, including assistance to clients with large and complex GHG reporting needs. We recently completed a very detailed energy use and GHG emissions baseline for Salt Lake County, which included a data -collection program, a data -management system, and a GHG inventory. This municipality included numerous departments, 200 individual facilities, and 1,400 fleet vehicles. We have helped our clients manage a wide range of climate change and sustainability issues, including waste and recycling, materials conservation, fleet impacts, water conservation, business travel and commuting impacts, sustainability education, and organizational engagement. > Energy and GHG Data Management System Expertise — SWCA's combination of GHG expertise and database development capability allows us to offer the City a customized GHG data management system. This will greatly facilitate baseline and future GHG inventory data collection, analysis, and reporting by providing a centralized repository for all GHG data and analysis needs; tracking data -collection progress for each reporting entity; automatically flagging potential data -entry errors; calculating GHG emissions; and providing a high degree of insight to the City regarding its GHG emissions f 1 t EN.VIRONI4ENTA'L CONSULT TS t innventory by enabling emissions reporting by entity, source, scope, and other useful factors. Sustainability and GHG Reduction Program Experience — We believe our experience with other related services (e.g., sustainability planning, GHG reduction strategies, cost and impact reduction analysis, community outreach, training, and more) will greatly benefit the City as you move forward in developing and implementing a comprehensive GHG data management, and sustainability program. ➢ Expert Third -Party Review — SWCA will provide an expert, independent, third -party review of your inventory process and reduction program for this project. This is essentially a fresh set of eyes to help the City identify areas of process and/or reporting improvement. ➢ Proven Track Record — SWCA has been serving clients for almost 30 years, and we are known for excellent work for a wide range of federal, state, and local government organizations as well as other leading groups across the Front Range and the Western United States. ➢ Fast Project Completion — SWCA understands that time is of the essence. Our project team is ready to fast -track the completion of this project to meet your proposed schedule. ➢ Carbon Neutral Services — SWCA will calculate the GHG emissions that result from our services to you and purchase offsets to effectively provide carbon neutral services on this project. We will provide you with a complete analysis as well as offset certificates. SWCA offers the City our depth of experience with highly complex GHG inventories and database development —providing the tools you need to effectively and efficiently manage your GHG emissions. It is in the spirit of teamwork and professionalism that we offer our services to the City of Fort Collins. We look forward to being a part of your project team —and helping you shape a cleaner, a more efficient, and more sustainable future. Respectfully, Chris Haas, MS Natural Resources Program Director SWCA Environmental Consultants, Denver Office SWCA ENVIRONMENTAL CONSULTANTS Sound Science. Creative Solutions.® SWCA Environmental Consultants (SWCA) understands that the City of Fort Collins has made a made a significant commitment towards reducing its GHG emissions. We know that the City tracks its GHG emissions and reports progress on its community and municipal emissions reduction efforts. Although the methodology for tracking and reporting progress has evolved and improved over time, there are still areas where the process can be even further improved. This project would include a review of the City's program and data collection processes, development of a new and more efficient data -collection repository (database), development of an inventory calculation and reporting tool, and a review of the City's 2010 and 2011 community emissions inventories. SWCA proposes to complete each of the tasks outlined by the City within the prescribed budget and schedule. The scope of work we propose to complete under this project is described below. Project Kickoff SWCA will hold a project kickoff meeting with the City and the SWCA project team within a week of project award. The purpose of this meeting will be to jointly review the scope of work, discuss the City's overall vision/goals and critical project -success factors, assign roles and responsibilities, establish a communications %rye 1 i protocol, and develop a final schedule. We will also conduct regular internal SWCA team coordination meetings to address issues, monitor schedules and budgets, and discuss upcoming tasks. In addition, we will coordinate regular conference calls and in -person meetings during project execution• with City staff. Task I: Evaluate Process SWCA project team members include staff experienced in the development of complex process maps. We will work with key City personnel involved with the City's GHG data collection and reporting to develop a process map of the City's GHG data collection, analysis, and reporting process. The process map will include the following: All City of Fort Collins GHG-related reporting activities across the organization. What tasks are completed and what is required for each step of the data collection and reporting process. The party responsible for each step. > The timeframe surrounding each step. PROPOSAL TO PROVIDE SERVICES FOR 7177 FORT COLLINS GHG TECHNICAL ASSISTANCE; OCTOBER 5, 2010 SWCA project team members include staff experienced in the development of complex process maps. SWCA ENVIRONMENTAL CONSULTANTS Sound Science. Creative Solutions.°' ➢ Existing standards against which reporting is completed and considerations of future reporting requirements including: • The impact of reporting standards on data collection (records sourcing and quality assurance), • The impact of reporting standards on data analysis (calculation methodologies and conversion factors), and • The impact of reporting standards on the reporting of results (format of the emissions profile by scope, gas, etc.; potential for third party verification; and formatting of data for bulk data transfer applications). Development of this process map will enable SWCA to pinpoint ---. inefficiencies and gaps in the City's current reporting process, and identify potential future reporting requirements and associated new reporting needs for which the City may want to p re pa re. 11 Based on the outcome of the process mapping exercise, SWCA ,ate will develop a set of recommended process improvements that will enable the City to report GHGs more quickly and efficiently, with reduced redundancy, and in a way that anticipates reasonably foreseeable future reporting needs. SWCA will provide a report with the process map and our process recommendations to the City. Task 11: Develop Data Repository and Process SWCA will develop a user-friendly data repository and reporting system to store all activity data that feeds into community and municipal GHG inventory and reduction reporting. The system will be based on a relational database and will be designed as a "one -stop" data repository for the City's GHG data, including summary data from Utility Manager, community -level GHG inventory activity data, and any other data the City may wish to track. For example, the City may want to track municipal GHG activity data or key metrics and indicators such as city population, the number of municipal employees, etc., for use in its GHG emissions performance reporting. SWCA recommends a design meeting with City staff to document the City's data storage and GHG reporting needs. During this meeting, we will review the findings of Task I; discuss various design and capability options for the system; evaluate the hardware, software, and licensing requirements, restrictions, and standards; and finalize the list of desired data input and reporting capability parameters. This meeting, and follow-up conservations with City staff, will help ensure the development of a reliable system that fully integrates the functionality requirements of the City. Once the database and reporting requirements have been established, SWCA will develop a database for City use on its network resources. We propose two options for the database system platform, both of which use Microsoft Access 2003 or 2007 as the user interface to the database management system. Option 1 employs Access as the underlying database, with options to allow multiple users to enter and extract data. SWCA will develop a user- friendly data repository and reporting system to store all activity data that feeds into community and municipal GHG inventory and reduction reporting. The system will be based on a relational database and will be designed as a "one -stop" data repository for the City's GHG data. PROPOSAL TO PROVIDE SERVICES FOR 7177 FORT COLLINS GHG TECHNICAL ASSISTANCE; OCTOBER 5, 2010 1 2 SWCA ENVIRONMENTAL CONSULTANTS Sound Science. Creative Solutions.® Option 2 provides a more stable and robust relational -database management system, using open -source database platforms of PostgreSQL or MySQL, with an Access interface for multiple -user editing and data extraction. The City's network resources and IT standards and requirements on data entry, reporting, and user access will determine which option is appropriate. The cost of services will not change regardless of which option is selected. The final database will allow for the reliable storage and retrieval of the City's data. The database will include a user-friendly data input interface. This data input interface will clearly delineate all data elements and input requirements, provide for automated data quality checks to identify and flag potential data entry or other errors, allow for the tracking of document/data-control information, and include separate customized data input modules for the primary data input sources identified in the Task I process map. SWCA will provide a pilot of the database interface for the City to review, but assumes the review process will not exceed one week to ensure that the project timeline is maintained. Development of the final database will be done while the interface and data entry tools are being reviewed. Once the database development process is finished, SWCA will provide documentation on the database, including table and relationship structures, data -entry tools, and a user manual on how City staff can update and maintain the database with a recommended process (format/timeline) for City departments to provide data. Task Ilia: Develop Reporting Tool Once the database has been developed, SWCA will create a simple, automated reporting tool interface within it. This tool will calculate the City's various GHG emissions inventories (with municipal, community, and sub -inventories as needed); allow for reporting by.scope, gas, source, and date; and enable reporting of GHG emissions metrics (e.g., metric tons carbon dioxide equivalent [Mt COA per person) identified during the design meeting. This tool can be formatted to conform to other reporting requirements such as the environmental and GHG portions of the Global Reporting Initiative (GRI) or the Department of Energy's Energy Efficiency and Conservation Block Grant (EECBG) reporting. After the reporting tool has been created, SWCA will provide documentation describing its functionality and embedded calculations (including conversion factors with complete references), methodologies, and assumptions. SWCA will also develop a user manual on how to generate the reports. Task Ilib: Independent Review In addition, SWCA will complete an independent, informal, third -party review of the City's community emissions reporting for 2010 and 2011 data, to affirm acceptable data .quality for this emissions reporting effort. Having generated dozens of GHG inventories for a wide range of clients, SWCA is very experienced in GHG emissions reporting, and our review of the City's reporting can serve to enhance the public credibility of the City's efforts. Upon completion of our review, we will provide the City PROPOSAL TO PROVIDE SERVICES FOR 7177 FORT COLLINS GHG TECHNICAL ASSISTANCE; OCTOBER 5, 2010 1 3 SWCA ENVIRONMENTAL CONSULTANTS Sound Science. Creative. Solutions with a letter stating our opinion regarding the quality of the inventory for each of the 2010 and 2011 inventory years. Project Deliverables The scope of work outlined above will include the following corresponding deliverables. ➢ A process map of the City's current GHG reporting processes Written recommendations for efficiency improvements in GHG-related data collection ➢ A database for City GHG activity data and metric storage and retrieval .� Database documentation, including a user manual on data entry and maintenance ➢ A reporting tool linked to the database enabling the efficient generation of City reporting metrics ➢ A reporting tool user manual that describes tool functionality and the calculation methodologies embedded within it ➢ A summary of our review of the City's 2011 and 2012 inventory reports SWCA's proposed project team includes the following members: Richard Young; PE — Project Oversight, Senior Engineer, and QA/QC Richard Young is SWCA's Sustainability and Climate Change Practice Group leader as well as a licensed professional engineer (PE). He has more than 25 years of environmental engineering, consulting, and management experience with municipal, private, and federal clients on a broad range of environmental projects. For the last four years, Mr. Young has focused exclusively on climate change and sustainability services, managing more than 20 GHG inventory baselines and sustainability planning projects —including GHG inventories, ecological footprinting, water -use assessments, waste stream analysis, and energy -use and impact -reduction planning. His environmental and business management background brings a unique perspective to GHG and energy reduction strategies and sustainability planning. He specializes in GHG inventories, sustainability planning, and eco-business strategies, as well as program development, stakeholder communication, and employee engagement. Mr. Young has presented on sustainability and carbon management issues at a number of conferences across the United States. As senior engineer, Mr. Young will be responsible for all technical oversight and QA/QC for the project. Andrew Hultgren; CE — Project Manager and Technical Lead Andrew Hultgren holds a chemical engineering degree from Princeton University and has acted as project manager and lead technical analyst on more than two dozen GHG PROPOSAL TO PROVIDE SERVICES FOR 7177 FORT COLLINS GHG TECHNICAL ASSISTANCE; OCTOBER 5, 2010 For the last four years, Mr. Young has focused exclusively on climate change and sustainability services, managing more than 20 GHG inventory baselines and sustainability planning projects —including GHG inventories, ecological footprinting, water -use assessments, waste stream analysis, and energy -use and impact -reduction planning. 4 SWCA ENVIRONMENTAL CONSULTANTS Sound Science. Creative Solutions inventories. Mr. Hultgren has extensive experience in climate change analysis and GHG inventory development and management, and has served on The Climate Registry's Technical Expert Panel. Mr. Hultgren is an expert in GHG inventories, ecological footprinting, and environmental baseline assessments. He has developed a custom database of local GHG conversion factors, and is experienced with many GHG reporting protocols (including EPA Climate Leaders, The Climate Registry General Reporting Protocol, The Climate Registry Local Government Operations Protocol, the ICLEI International Local Government GHG Emissions Analysis Protocol, the WRI/WBCSD GHG Protocol, the IPCC's Guidelines for National Greenhouse Gas Inventories, and ISO 14064-1). Mr. Hultgren has been the lead project manager and technical analyst on GHG inventories for several large municipal clients, government agencies, and private sector businesses. His recent clients include Park City Municipal Corporation, Salt Lake County, Salt Lake City Corporation, Deer Valley Ski Resort, Banco Popular de Puerto Rico, Questar Gas Company, Kennecott Land Company (Rio Tinto), Bureau of Land Management, U.S. Forest Service, and many others. He has a broad range of experience in data collection, data management, emissions calculation tools, and environmental sustainability opportunities assessments and planning. In addition, Mr. Hultgren has several years experience in process engineering as a Process Research Engineer, developing process maps for complex processes with multiple inputs and intermediate phases in the specialty chemicals industry. As project manager, Mr. Hultgren will be responsible for overseeing development of the GHG data management system and reporting tool. Darcee Killpack; MS — Data Management System Support Darcee Killpack has worked in government agencies and private companies to develop information management programs and tools. She is experienced with website design, data management, training development, geographic information systems (GIS), and technical programs. Through previous experience, she shaped the development of a large database program at the U.S. National Oceanic and Atmospheric Administration (NOAA) Pacific Services Center in Honolulu, Hawaii. She currently serves as SWCA's database lead on the design, development, and implementation of a multiagency, web -enabled database management system. Her expertise includes database management systems design to support data collection and organization; web services and visualization tools to support decision processes and planning, and analysis tools and modeling to support planning and suitability analysis. Ms. Killpack is also experienced with the development of online searchable databases, and has provided QA/QC procedures for in -field database data -collection systems. She leads the programmatic development of database management systems for SWCA, using SQL Server, MySQL, and PostgreSQL database systems. Ms. Killpack will support Mr. Hultgren in developing the data management system and reporting tool. PROPOSAL TO PROVIDE SERVICES FOR 7177 FORT COLLINS GHG TECHNICAL ASSISTANCE; OCTOBER 5, 2010 Mr. Hultgren is an expert in GHG inventories, ecological footprinting, and environmental baseline assessments. He has has been the lead project manager and technical analyst on GHG inventories for several large municipal clients, government agencies, and private sector businesses. Ms. Killpack's expertise includes database management systems design to support data collection and organization; web services and visualization tools to support decision processes and planning; and analysis tools and modeling to support planning and suitability analysis. SWCA ENVIRONMENTAL CONSULTANTS Sound Science. Creative Solutions.® SWCA understands that the City would like to complete the requested scope of work by December 2010. We anticipate no problems whatsoever with your proposed December 2010 completion date. If the project award date is much later than anticipated, a slight change in the schedule provided below may be needed, but any such modification would be discussed and approved at the kickoff meeting. Task setup and kickoff meeting Weeks 0-1 Document and process review 0-2 Database development 1-3 Reporting tool 1-3 Database and reporting testing 3-4 Final and transfer to City of Fort Collins 5-6 Contingency 1 Total estimated project duration 6-7 weeks To ensure the timely completion of this project, the SWCA project manager, Mr. Hultgren, will prepare a detailed project schedule plan two days after the project kickoff meeting. The schedule will include a list of key milestones, deliverables, and responsible parties. The schedule will be implemented through regular team coordination meetings to address issues; monitor schedules and budgets, and discuss upcoming tasks, deliverables, and staffing needs. Similar meetings will be held between the SWCA project manager and the City's project team. Climate change is the great issue of our time. With its global reach and potential consequences spanning decades to millennia, climate change is a challenge that is at a critical tipping point. The City of Fort Collins has an established history of leadership in addressing this extremely important issue, and SWCA is excited at the prospect of partnering with the City as it continues to show how municipalities can effectively respond to the threat of climate change. We are committed to and have a long history of sustainability best management practices. Our dedicated team of experts focuses exclusively on sustainability and climate change services —and we are ready to help the City meet its GHG reduction goals and demonstrate an even greater level of leadership in climate change practices. SWCA's internal sustainability services group specializes in climate change and sustainability services. In addition to our extensive GHG inventory experience, we have provided the following sustainability services to a wide range of public and private clients, helping clients throughout the United States take proactive steps toward a more sustainable future. We believe our expertise in these areas will be of great benefit as the PROPOSAL TO PROVIDE SERVICES FOR 7177 FORT COLLINS GHG TECHNICAL ASSISTANCE; OCTOBER 5, 2010 Our dedicated team of experts focuses exclusively on sustainability and climate change services —and we are ready to help the City meet its GHG reduction goals and demonstrate an even greater level of leadership in climate change practices. N.