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HomeMy WebLinkAboutRFP - 9084 OUR CLIMATE FUTURERFP 9084 Our Climate Future Page 1 of 34 REQUEST FOR PROPOSAL 9084 OUR CLIMATE FUTURE RFP DUE: 3:00 PM MST (our clock), February 25, 2020 The City of Fort Collins (City) is requesting proposals from qualified firms and teams to support updates to the Climate Action Plan, Energy Policy and Road to Zero Waste, a project collectively called Our Climate Future (learn more at https://ourcity.fcgov.com/ourclimatefuture). This planning update is combining three planning efforts that have numerous interdependencies, opportunities and challenges. As part of the City’s commitment to Sustainable Purchasing, proposals should be submitted online through the Rocky Mountain E-Purchasing System (RMEPS) at http://www.bidnetdirect.com/colorado/city-of-fort-collins. Note: please ensure adequate time to submit proposals through RMEPS. Proposals not submitted by the designated Opening Date and Time will not be accepted by the system. All questions should be submitted at any time, in writing via email, to Pat Johnson, CPPB, Senior Buyer at pjohnson@fcgov.com. Final questions shall be submitted no later than 4:00 p.m. MT (our clock) on February 7, 2020. Please format your email to include: 9084 Our Climate Future in the subject line. Respondent communication regarding the proposal with other City personnel is prohibited and shall be grounds for disqualification. Responses to all questions submitted before the deadline will be addressed in an addendum and posted on the Rocky Mountain E-Purchasing System webpage. Rocky Mountain E-Purchasing System hosted by BidNet A copy of the RFP may be obtained at http://www.bidnetdirect.com/colorado/city-of-fort-collins. This RFP has been posted utilizing the following Commodity Code(s): 91841 Energy Conservation Consulting 96131 Energy Comprehensive Performance Services Prohibition of Unlawful Discrimination: The City of Fort Collins, in accordance with the provisions of Title VI of the Civil Rights Act of 1964 (78 Stat. 252, 42 US.C. §§ 2000d to 2000d- 4) and the Regulations, hereby notifies all bidders that it will affirmatively ensure that any contract entered into pursuant to this advertisement, disadvantaged business enterprises will be afforded full and fair opportunity to submit bids in response to this invitation and will not be discriminated against on the grounds of race, color, or national origin in consideration for an award. The City strictly prohibits unlawful discrimination based on an individual’s gender (regardless of gender identity or gender expression), race, color, religion, creed, national origin, ancestry, age 40 years or older, marital status, disability, sexual orientation, genetic information, or other characteristics protected by law. For the purpose of this policy “sexual orientation” means a person’s actual or perceived orientation toward heterosexuality, homosexuality, and bisexuality. The City also strictly prohibits unlawful harassment in the workplace, including sexual harassment. Further, the City strictly prohibits unlawful retaliation against a person who engages in protected activity. Protected activity includes an employee complaining that he or she has been discriminated against in violation of the above policy or participating in an employment discrimination proceeding. Financial Services Purchasing Division 215 N. Mason St. 2nd Floor PO Box 580 Fort Collins, CO 80522 970.221.6775 970.221.6707 fcgov.com/purchasing RFP 9084 Our Climate Future Page 2 of 34 The City requires its vendors to comply with the City’s policy for equal employment opportunity and to prohibit unlawful discrimination, harassment and retaliation. This requirement applies to all third-party vendors and their subcontractors at every tier. Public Viewing Copy: The City is a governmental entity subject to the Colorado Open Records Act, C.R.S. §§ 24-72-200.1 et seq. (“CORA”). Any proposals submitted hereunder are subject to public disclosure by the City pursuant to CORA and City ordinances. Vendors may submit one (1) additional complete proposal clearly marked “FOR PUBLIC VIEWING.” In this version of the proposal, the Vendor may redact text and/or data that it deems confidential or proprietary pursuant to CORA. Such statement does not necessarily exempt such documentation from public disclosure if required by CORA, by order of a court of appropriate jurisdiction, or other applicable law. Generally, under CORA trade secrets, confidential commercial and financial data information is not required to be disclosed by the City. Proposals may not be marked “Confidential” or ‘Proprietary’ in their entirety. All provisions of any contract resulting from this request for proposal will be public information. New Vendors: The City requires new Vendors receiving awards from the City to fill out and submit an IRS form W-9 and to register for Direct Deposit (Electronic) payment. If needed, the W-9 form and the Vendor Direct Deposit Authorization Form can be found on the City’s Purchasing website at www.fcgov.com/purchasing under Vendor Reference Documents. Please do not submit with your proposal. Sales Prohibited/Conflict of Interest: No officer, employee, or member of City Council, shall have a financial interest in the sale to the City of any real or personal property, equipment, material, supplies or services where such officer or employee exercises directly or indirectly any decision-making authority concerning such sale or any supervisory authority over the services to be rendered. This rule also applies to subcontracts with the City. Soliciting or accepting any gift, gratuity favor, entertainment, kickback or any items of monetary value from any person who has or is seeking to do business with the City of Fort Collins is prohibited. Collusive or Sham Proposals: Any proposal deemed to be collusive or a sham proposal will be rejected and reported to authorities as such. Your authorized signature of this proposal assures that such proposal is genuine and is not a collusive or sham proposal. The City of Fort Collins reserves the right to reject any and all proposals and to waive any irregularities or informalities. Utilization of Award by Other Agencies: The City of Fort Collins reserves the right to allow other state and local governmental agencies, political subdivisions, and/or school districts to utilize the resulting award under all terms and conditions specified and upon agreement by all parties. Usage by any other entity shall not have a negative impact on the City of Fort Collins in the current term or in any future terms. The selected Vendor shall be expected to sign the City’s standard Agreement prior to commencing Services (see sample attached to this Proposal). Sincerely, Gerry Paul Purchasing Director RFP 9084 Our Climate Future Page 3 of 34 I. INTRODUCTION The City of Fort Collins (City) is a regional and national leader in sustainability and has a responsibility to meet the goals set forth through multiple plans, with an emphasis on the goals set for 2030. Accordingly, the City is requesting proposals from qualified firms and teams to support the remaining phases of updates to the Climate Action Plan, Energy Policy and Road to Zero Waste, called Our Climate Future (the Plan) (learn more at https://ourcity.fcgov.com/ourclimatefuture). This planning update is combining these three planning efforts that have numerous interdependencies, opportunities and challenges, while providing flexibility for the final products to be one, two, or three plans. The City is seeking comprehensive proposals from firms or teams which address the overall scope; however, the City may accept proposals which address specific scope topics from which the City may award more than one contract. The anticipated period of performance for this project is March through December 2020. II. ANTICIPATED SCHEDULE The following represents the City’s target schedule for the RFP. The City reserves the right to amend the target schedule at any time. • RFP Issuance: January 28, 2020 • Final Day for Written Questions: February 7, 2020 (4:00 pm) • Addendum Issued in Response to Questions: February 12, 2020 (5:00pm) • Proposals Due: February 25, 2020 (3:00 pm) • Interviews (tentative): Week of March 9, 2020 III. PURPOSE AND GOALS In 2019 and running through 2020, the City is updating three plans: Climate Action Plan, Energy Policy, and the Road to Zero Waste Plan. These combined planning processes are being conducted together with the goal of providing a seamless and streamlined engagement process for the community, where if a community member or business engages with one plan, they can impact all three. Collectively, these planning updates are being called “Our Climate Future.” The City is approaching multiple aspects of the planning, goal and strategy development through a racial equity lens to better engage historically underrepresented individuals and groups in Fort Collins, reducing negative impacts and outcomes, while optimizing opportunities that will benefit all Fort Collins community members. An equity consultant, Movement Strategy Center, has already been selected to support the overall planning effort. Movement Strategy Center will act as a key partner with City staff and the selected Consultant(s) from this RFP to deliver on the project’s outcomes, including, but not limited to, advising on equitable community engagement practices, equitable approaches to strategy identification and design, and identifying the tensions and synergies of the selected Big Moves and First Moves from an equity lens. These plans will be framed around “Big Moves”, which represent broad outcome areas, which then inform the “First Moves,” or the first steps that make progress on the “Big Moves”. See Figure 1 for an example of how these concepts might relate to each other. RFP 9084 Our Climate Future Page 4 of 34 The goal of this RFP is to identify qualified firms and teams to support the next phase of Our Climate Future, either in whole or in part, to achieve the following: a. Support City staff and the community in identifying the “Big Moves” or critical outcomes that support both the community priorities and the ambitious goals Fort Collins has set. Figure 1: This graphic illustrates an example of what the City means by Big Moves and First Moves. For example, the City has already set a goal of 100% renewable electricity by 2030. This process will identify the Big Moves needed overall to achieve both the goals set and the community’s priorities, the strategies needed to achieve them, and the “First Moves” that should be taken to begin achieving the Big Move. b. Work with staff, local subject matter experts, and community (through existing and ongoing input) to identify the “First Moves” that should be taken to achieve more equitable outcomes, the community’s priorities, and overarching “Big Moves” and goals. 1. Identification of First Moves should be accompanied by specific strategies and tactics, indicators to know if they are on track, clarification of the roles for local government and other stakeholders, methods by which to accomplish strategies and the most effective scale for action. c. Review and technical analysis of First Moves, Big Moves and multiple scenarios to evaluate their impact and likelihood of success on equity, mitigation and resilience RFP 9084 Our Climate Future Page 5 of 34 outcomes, including tensions and areas of opportunity between strategies. d. Support City staff in synthesizing the Big Moves and First Moves into a final plan or plans (plans may be combined or stay separate). The ideal consultant team and/or teams will have expertise in how leading edge cities are centering their climate and sustainability planning in equity, the subject areas outlined below in the “Focus of Effort” section with an emphasis on energy, waste reduction/sustainable materials management, resilience, and metrics. The winning Consultant(s) will demonstrate skills navigating the planning complexities of climate mitigation, resilience and equity and assist staff in strategy identification, scenario design, and technical analysis (feasibility, impact on goals and community priorities) of the planning processes and final plan document; and successfully work with the selected consultant(s) and other sub-consultants. Note that City staff is leading the community engagement efforts associated with Our Climate Future, and while consultants may be asked to provide feedback and/or attend engagement events, it is not anticipated that the selected consultant team will lead engagement efforts. IV. BACKGROUND Our Climate Future builds on Fort Collins’ goals and leads with equity in both the update process and intended outcomes of the plans. Achieving the community’s goals and strengthening them through this planning process will impact every community member – it will mean better individual health, better air and water quality, increased and reliable transportation options, and a safer community (see more details in the separately issued Existing Conditions Document draft). With community partners embedded in this process, we can move toward these outcomes and others that are most important to our community members. What goals has Fort Collins set? Climate Action Plan Energy Road to Zero Waste Reduce carbon emissions by: • 20 percent below 2005 levels by 2020 • 80 percent below 2005 levels by 2030 • Carbon neutral by 2050 Energy Efficiency: • Increase savings incrementally to 2.5% savings per year by 2020 Renewable Electricity: • Increase renewable energy to a minimum of 20% by 2020 • Achieve 100% renewable electricity by 2030 Overall Waste Diversion: • 75% diversion by 2020 • 90% by 2025 • Zero waste by 2030 Per Capita Diversion: • 2.8 pounds / day by 2025 RFP 9084 Our Climate Future Page 6 of 34 Why Our Climate Future now? Most of the community’s efforts have focused on achieving the near-term 2020 goals, e.g., a 20% reduction in carbon emissions below 2005 levels (Climate Action Plan); improved efficiency resulting in a 2.5% electricity savings (Energy Policy); and a 75% diversion of our community’s waste (Road to Zero Waste Plan). While achieving the 2020 Climate Action and Energy Policy goals is largely within reach, the current community diversion rate at 57% (see Figure 5), the Road to Zero Waste goal of 75% diversion by 2020 is unlikely to be met. This is due to changes in recycling markets (see waste chapter), population and construction activity growth in our community. It is time to focus on the transformational strategies and policy solutions that will be needed to achieve the 2030 goals and position the community to achieve its 2050 goal of carbon neutrality. The scope of Our Climate Future (OCF) does not include a review of the carbon reduction targets and 100% renewable electricity targets noted above. However, OCF may result in interim carbon targets and is expected to include ongoing “sub-goals” related to energy, resilience, and equity. Updated waste reduction goal options are an anticipated deliverable for this project. Our Climate Future has three phases. • Phase One: Understanding Community Priorities (Fall 2019) • Phase Two: Getting Detailed (i.e., Strategic Planning, Jan-August 2020) • Phase Three: Putting it all Together (i.e., Plan Release & Adoption, August- December 2020) Understanding Community Priorities. In the first phase of the planning process, community members were asked to respond to a series of questions, e.g., what does a sustainable Fort Collins look like to you and what could keep us from getting there? The purpose of this phase was to understand community needs, concerns, and values around and beyond the three plans being updated. By asking broad questions that go beyond typical climate, waste, and energy subjects, staff hoped to understand where carefully tailored climate/waste/energy actions could also address other community needs. Over 500 community members responded to the questions, 2000 community members visited the Our City webpage for Our Climate Future, and hundreds of hours of community engagement occurred with an emphasis on populations that have historically been underrepresented including communities of color, individuals under the age of 29, and more. Staff is currently compiling the themes associated with this initial engagement. These themes as well as the overall community goals will serve as the basis for developing the “Big Moves” (or high impact strategies) in Phase Two. The draft themes will be available approximately January 31, 2020. V. FOCUS OF EFFORT For this phase of the work, and in order to identify the Big Moves and First Moves that will enable Fort Collins to achieve its goals, several areas of focus will be prioritized within this planning effort (see the separately issued draft Existing Conditions document for additional context): Equity The planning processes are being centered in equity – both from a process and outcome perspective. From a process perspective, ensuring that all residents and businesses have meaningful opportunity to engage and impact the plans is critical. From an outcome perspective, we will focus on how the selected strategies and final RFP 9084 Our Climate Future Page 7 of 34 plan outcomes will benefit everyone (i.e., how does a carbon neutral Fort Collins benefit everyone?). Note that Movement Strategy Center will act as the project’s primary equity consultant, yet all teams should have grounding in equity from a process and outcomes perspective. Resilience Building community resilience to climate change impacts and hazards will be part of the expanded focus for the OCF planning effort. While the City organization has been addressing adaptation and resilience on different scales for many years, this will be the first time we will engage formally with the Fort Collins community about the local climate change impacts, which will then inform the development of strategies that address current and future challenges to community members, City systems and infrastructure. With that said, the intention and expectation is that the OCF planning effort will not result in a comprehensive resilience plan but will build and assist with systematic approach that other community planning efforts (e.g. water resource and conservation planning) are currently and will be addressing in the near future. The focus on climate resilience is intended to be integrated in all areas of OCF strategies versus a separate section or addendum. Energy and Buildings Electricity powers our lives, local economy, homes and businesses and these uses comprise 50% of the community carbon inventory. Fort Collins has traditionally been served by coal power plants and some long-term hydro-electric sources. As a municipally owned electric utility with regional cooperation as a member-owner of Platte River Power Authority, Fort Collins has a substantial level of influence and control over electricity supply options. By the end of 2020, non-carbon resources will comprise 50% of the electricity mix, resulting in a sharp decrease in community carbon emissions. The City’s first energy policy was the 2003 Electric Energy Supply Policy. In 2009, it was revised and renamed the Energy Policy, and reflects a more comprehensive approach for energy issues and includes electricity, heating and transportation fuels, and the interactions between them. Generally, the community has access to very detailed data regarding the sources and use of electricity. The Energy Policy annual reporting provides a regular and consistent mechanism for tracking objectives and metrics. In October 2018, City Council adopted a 100% Renewable Electricity by 2030 goal. Later in 2018, Platte River Power Authority’s board of directors adopted a Resource Diversification Policy which includes a target of 100% non-carbon resources by 2030. The Energy Policy also recognizes the essential role for designing, maintaining and operating the local electricity distribution system in meeting the community’s goals, as well as the key collaboration with Platte River Power Authority and the other owner communities. While it is expected that Platte River will provide 100% renewable electricity generation resources, the distribution utility envisions its role to include solutions that can help fill generation capacity gaps, whether that includes energy/electricity storage or distributing local renewable generation. Operational technology advancements, infrastructure upgrades and installations, and the expected RFP 9084 Our Climate Future Page 8 of 34 transition to electricity markets in the next 10 years are all part of the plan to support these goals while maintaining a safe, reliable, and affordable electric distribution system. Where we live and work is much more than a category to consider climate strategies and impacts. Our buildings and homes represent the physical fabric of our community and are the places where we connect with family, friends and colleagues. As we move towards a low-carbon future, the status of our homes and businesses will impact every resident of Fort Collins. The building sector has historically been Fort Collins’ top energy consumer and contributor to greenhouse gas emissions. Approximately two-thirds of energy use, both electricity and natural gas, are consumed by the non-residential (aka business or commercial) sector, with one third used by residential buildings (both single- and multi-family). Improving the use performance of new buildings has been a priority through adopting and enforcing current International Energy Conservation Codes and providing efficiency incentives through utility incentives or tax benefits for new metro districts. A wide range of City policies and plans impact the energy and carbon impacts of where we live and work. These include City Plan, the City Strategic Plan, Zoning Code, Building Codes, Energy Policy and Climate Action Plan. Similarly, a wide range of data are available which characterize the energy and carbon intensity of our buildings and industrial uses. Sustainable Materials Management Choosing what to purchase and how to dispose of discards are daily decisions for every member of the community. Recycling is a tangible way to take action and can often be a gateway into further sustainable choices. It is a topic that garners strong passion in the Fort Collins community. When viewed through a consumption lens, the extraction of raw materials, conversion into products, transportation of those products, and their use and disposal account for a significant portion of greenhouse gas emissions, which draw a strong connection with Fort Collins' climate action goals. Fort Collins subscribes to the sustainable materials management approach to waste management, which involves looking at opportunities to use materials in the most productive way possible throughout their life cycle. This continues to expand upon previous approaches that focused primarily on managing materials only at the end of their life-cycle as waste. The City seeks to design goals, metrics and strategies that center on the system as a whole, and prioritize waste reduction, then reuse when possible, and then support the systems for recycling / composting. Fort Collins has an open-market trash and recycling collection system for residential and commercial materials. Through licensing, Fort Collins requires haulers to provide volume based pricing with bundled recycling (Pay-As-You-Throw) [https://www.fcgov.com/recycling/trash-rates.php] for single family homes, and will require haulers provide recycling to all multi-family and commercial customers by the end of 2020 [https://www.fcgov.com/recycling/community-recycling-ordinance/]. There is significant community interest in composting. Grocers have been required to RFP 9084 Our Climate Future Page 9 of 34 have compost collection for food scraps since the end of 2017, and haulers must offer optional seasonal yard trimming service for an additional fee to all single family residents. Limited infrastructure for composting has been a hurdle to further compost program development. Through the North Front Range Regional Wasteshed project, [https://www.fcgov.com/recycling/wasteshed.php] plans to develop infrastructure for composting organics is underway, as well as a facility to process construction and demolition recycling. Planning for this topic has been rooted in City Plan and the 2013 Road to Zero Waste plan [https://www.fcgov.com/zerowaste/]. In 2013, aggressive and aspirational goals were adopted in Fort Collins. Successful applicants will compare the Road to Zero Waste plan with current progress and emerging topics to recommend areas of continued work as well as highlight new opportunities that will fit the community's unique situation. A deep dive into goals (including re-assessing the 2013 goals) and metrics for this topic will also be key deliverables. Initiative Interaction and Systems Thinking Every initiative selected in a planning process is a part of a larger system. A key focus of the planning process is how each initiative interacts, e.g., how does increasing electric vehicles on the system improve air quality while increasing demands on the electrical system. If initiatives are approached solely from a voluntary perspective, can the goals be reached, or which initiatives must be regulatory in order to achieve the overarching Big Moves and community priorities? How do we prioritize initiatives that work across the nexus of mitigation (greenhouse gas reduction) and resilience? Low-carbon Mobility Strategies Fort Collins adopted an update to City Plan in 2019, which included a suite of transportation strategies that align with reducing vehicle miles traveled, enhancing mobility options, and improving air quality. These strategies tell us “what” needs to be done, but there are still many questions about “how”- particularly in the area of behavior change. As Fort Collins transitions to a low-carbon community, what are the highest priority strategies that address what the community needs and decarbonizes our transportation systems? What are the right scales of action, e.g., local versus statewide, and levers to pull given Fort Collins is already significantly built out? What are the best practices for accelerating the identified strategies and achieving measurable reductions in VMT (vehicle miles traveled) and mobile emissions? Strategies should build off the Transportation Master Plan section of City Plan and align with the overall climate goals. Benefits, Risks, Metrics, and Indicators Understanding how our work is moving us toward an equitable, resilient, and sustainable Fort Collins is critical in this planning process. To do so, we are prioritizing identification of benefits and risks of strategies beyond mitigation and cost- effectiveness and developing indicators to tell us if we are increasing community-wide benefits and reducing risks. These indicators are important at both Big Moves and First Moves levels of the plan. The City has developed an in-house carbon emissions inventory and model to measure success for greenhouse gas emissions reduction, benefit/cost of individual RFP 9084 Our Climate Future Page 10 of 34 strategies and impacts on the goal. This project will leverage this in-house model (i.e., Climate Action Plan model) and support staff in revising it to ensure measures are relatable and varied as well as address equity and resilience goals to be set in the process. The final products should ensure staff and the community are better equipped to tell consistent stories that capture the complex and multifaceted effects of this work. Long-term Partnerships Achieving community goals and priorities will require more actors than local government alone. A key aspect of this planning process is identifying the various stakeholders and levels, e.g., community, statewide, national, etc., at which action should take place. The final strategies will identify who should lead each strategy, the role of local government, and the scale at which action should take place. Strategies that can be led in partnerships should be identified. VI. ADMINISTRATION This is a cooperative effort that will be managed between the City’s Environmental Services (Climate and Waste Reduction and Recycling Teams) and Utilities (Energy Services Team). The selected consultant team(s) will confer/meet with the project members on a regular basis to review progress, present deliverables and findings, and solicit direction. In addition, Movement Strategy Center will serve as the project’s equity consultant. There is an expectation that consultant team(s) will collaborate with each other and all involved staff and community members. In addition to the project management team, several internal teams will advise the planning process and are comprised of representatives from various City Departments and programs (Social Sustainability, Utilities Community Engagement, Planning, Economic Health, Light and Power, Water Conservation, Air Quality, etc.). In addition, there is extensive community engagement already underway in the project, including via the Climate Action Plan Community Advisory Committee, the Project’s Community Partners and Plan Ambassadors, and the City’s Boards and Commissions. VII. SCOPE OF PROPOSAL The draft scope of work outlined below provides guidance to responding consultant teams by outlining the major elements the City has identified for this effort. That said, the City anticipates that this scope of work and final cost will be revised and finalized collaboratively after Consultant selection. We encourage innovative and thoughtful proposals that demonstrate understanding of the tasks outlined as well as other potential creative and forward-thinking ideas and tasks that may be beneficial to incorporate during the work plan finalization task. Task 1: Project Kickoff and Coordination The selected team will meet with staff, preferably in-person, to finalize the work plan together and integrate the consultant team with existing project team members to align workstreams. This will include, at a minimum, the following elements: a. Presentation of the proposed final scope of work with detailed tasks and objectives, with opportunities to co-create this final scope together • Detailed schedule identifying key milestones and deliverables • Staffing plan which outlines consultant and City staff roles RFP 9084 Our Climate Future Page 11 of 34 • Sub-group check-ins to discuss the contents of the Existing Conditions document and ground consultant team on existing programs, policies, and other relevant local conditions Estimated Schedule: 1 month from selection (including signed contracts) Deliverables: Work Plan, Budget, and Schedule Task 2: Identification and Evaluation of “Big Moves” As noted in the Purpose and Goals, the project is using the concepts of Big Moves and First Moves to structure the plans. Big Moves are transformational changes which will enable the community to become carbon neutral by 2050, powered by 100% renewable electricity and become zero waste by 2030, while accomplishing equity and resilience outcomes. Big Moves may include “what,” e.g., carbon neutral buildings, extended producer responsibility for all products entering Fort Collins, or access to transit for all residents, or the “how,” e.g., collaborative governance to achieve community goals. First Moves are more specific strategies, steps and sequencing necessary to achieve the Big Moves. Community workshops are planned which will bring together staff subject matter experts, community stakeholders and the general public to provide a platform to summarize community priorities, develop criteria for review and brainstorm Big and First Moves. The potential (greenhouse gas (GHG) emissions reductions, resilience, and equity) of both Big Moves (outlined here) and First Moves (Task 3) will need to be quantified in order to establish their contribution toward the various objectives. Staff anticipates the consultant team(s) will support this task in the following ways: a. Support design of the community workshops b. Identify outcome metrics for Big Moves so staff and the community can prioritize based on their potential to make progress toward the goals and other priorities (i.e. GHG/waste/energy, as well as equity and resilience). 1. Where outcome metrics are not available or applicable, develop closely- related activity metrics as indicators. c. Using the identified metrics, create an evaluation framework to support the selection/prioritization of Big Moves. d. Simultaneously (to the prior two bullets), conduct peer city research on Big Moves. 1. Provide general descriptions, best practices, key dependencies, who leads the various efforts and at what scales, etc. 2. Where possible, pull outcome data from other cities using the evaluation framework for side-by-side comparison. 3. Iterate on suggested metrics based on what other cities have done. e. Conduct an analysis on the identified Big Moves using the evaluation framework. 1. Create a status-quo case (some Big Moves are already underway) and a 2030 and/or 2050 case(s) (potential impact in those years). 2. Consider GHG/waste/energy, equity, and resilience f. The framework could be a scenario-based tool or be developed from a different approach but should be at a high enough level to allow staff to quickly test assumptions without significant inputs. Estimated Schedule: 3 months Deliverables: Recommended outcome metrics, peer city research, assessment framework for evaluating the Big Moves, evaluation of the Big Moves RFP 9084 Our Climate Future Page 12 of 34 Task 3: Identification and Development of “First Moves” First Moves are the specific strategies, steps and sequencing necessary to achieve the Big Moves. First Moves to be evaluated will be identified from the community workshops and supplemented by the staff and consultant team. Identification of First Moves should be accompanied by specific strategies and tactics, indicators to know if they are on track (and projections to understand their potential), clarification of the roles for local government and other stakeholders, methods by which to accomplish strategies and the most effective scale for action. a. Identify activity/output metrics that can be used to evaluate potential impact of First Moves, as well as track progress when in the implementation phase. These activity metrics should show impact to GHG mitigation, the reduction of related activities, such as waste generation, resilience, and equity, as well as who leads the various efforts and at what scale. b. Design framework for First Moves (strategy and tactic) evaluation that expands the evaluation framework described in Task 2 to model impacts at a more detailed level. 1. Expand the framework to include likelihood of success on these outcomes, areas of tension and or opportunity between strategies, e.g., if a regulatory approach is adopted, how does this approach affect ability to accomplish the goals, versus a voluntary/incentive-based approach? 2. Design in a way that aligns or compliments existing City modeling tools and can be leveraged for tracking once in implementation (see Task 4). c. Similar to Task 2, conduct peer city research on strategies and tactics. 1. Provide general descriptions, best practices, key dependencies, who leads, at what scale, etc. 2. Where possible, pull activity/output data from other cities using the evaluation framework for side-by-side comparison. 3. Iterate on suggested metrics based on what other cities have done. d. Conduct an analysis on the identified First Moves using the evaluation framework. 1. Create a status-quo case (some First Moves are already underway) and a 2030 and/or 2050 case(s) that forecast how much these strategies can contribute to the Big Moves. 2. Consider GHG mitigation, the reduction of related activities, such as waste generation, resilience, and equity. 3. Suggest/compile additional datasets and forecasts to improve on existing data used by staff or to close known gaps. e. Participate in meetings of the existing Climate Action Plan Performance Measurement team, as needed, to ensure alignment of the above tasks with existing staff needs and processes. Develop and implement framework and related tools based on the direction of this team. Estimated Schedule: 3 months Deliverables: Recommended activity metrics, peer city research; synthesis of strategies and tactics (First Moves) for the plan focus areas as noted above; Current and Future-state (2030/2050) analyses of First Moves potential across mitigation, equity, and resilience; New datasets and forecasts to support modeling. Task 4: Assess the City’s Existing Tools and Recommend How to Integrate the Evaluation Framework into Existing Tools and Monitoring Processes RFP 9084 Our Climate Future Page 13 of 34 Fort Collins is fortunate to have extensive data processing, GHG accounting, financial analysis, and general modeling expertise. As such, staff does most of its data work and metric tracking in-house. For this planning process, due to scale and capacity, consultant expertise will be leveraged for some of these efforts in close collaboration with staff so that anything new will be able to interact with or complement existing systems. Staff anticipates the consultant team(s) will support this task in the following ways: a. Recommend how the City can integrate the evaluation framework into existing tools or create complimentary tools. b. Design evaluation framework and metrics in a way that they can be leveraged for monitoring during implementation. Suggest a process for monitoring and equip staff to be able to regularly pull data consistent with what is used in the modeling of Big Moves and First Moves. Estimated Schedule: 3 months, anticipated to be concurrent with Tasks 2 and 3 Deliverables: Recommendation for integrating framework into existing tools; Suggested process for leveraging framework for ongoing tracking. Task 5: Support in drafting the Final Plan(s) Support City staff in synthesizing the Big Moves and First Moves into a final plan or plans (plans may be combined or stay separate). Assemble findings into a final report (doc format), to be used to inform the Final Plan. Report should include, at a minimum: a. Co-create a working definition of “Big Moves” and “First Moves” with staff b. Document peer city research regarding “Big Moves” and “First Moves” c. Final evaluation of “Big Moves” and “First Moves”, along with description of metrics and indicators used to evaluate. 1. Data visualization to show the relationship between Big Moves and First Moves, as well as between equity, resilience, and mitigation. d. Proposed implementation timeline to meet 2030 and 2050 goals. Estimated Schedule: Thru 2020 Deliverables: Definitions; Documentation of peer city research; Evaluation and data visualization; Summary of public feedback; Implementation timeline. VIII. ADDITIONAL INFORMATION A. Budget The budget for this scope of work is limited to $80,000, with an additional $20,000 anticipated after the re-appropriation process therefore Consultants are invited to submit proposals with the tasks prioritized to aid the City in working together with the selected firm to identify and implement core tasks within the budget available for this project. B. Interviews In addition to submitting a written proposal, the top-rated Consultants may be interviewed by the RFP assessment team and asked to participate in an oral presentation to provide an overview of the company, approach to the project and to address questions. The RFP 9084 Our Climate Future Page 14 of 34 evaluation criteria for the oral interviews will be the same as the criteria for the written evaluations and is included in Section IV. C. Travel & Expenses Consultants are to provide a list of fees for reimbursable expenses. Reasonable expenses will be reimbursable per the current rates found at www.gsa.gov. D. Subcontractors Consultants will be responsible for identifying any subcontractors in their proposal. Please note that the City will contract solely with the awarded Consultant; therefore, subcontractors will be the responsibility of the Consultant. E. Fees, Licenses, Permits The successful Consultant shall be responsible for obtaining any necessary licenses, fees or permits without additional expense to the City. All equipment shall be properly licensed and insured, carry the appropriate permits and be placarded as required by law. F. Laws and Regulations The Consultant agrees to comply fully with all applicable local, State of Colorado and Federal laws and regulations and municipal ordinances. G. Work Orders The awarded Consultant(s) will be expected to sign the City’s standard work order type services agreement, a sample of which is attached as Section VI for reference purposes. In the event that the City has agreements with multiple Consultants for the Work, the City reserves the right to choose which Consultant to contact regarding the project or portion of the project, unless order of preference has been established during the contracting process. Individual work assignments will be requested and agreed to utilizing the City’s standard Work Order (included in the agreement). Each Work Order form must include a start and completion date, total cost and a general summary of work. Subsequent supporting documentation pages may include a project schedule, deliverables, hours, cost detail supporting total cost, and personnel details. Fees outlined in the work order will conform with those submitted in the RFP response and subsequently included in the contract. No work order over $5,000 will be considered valid until signed, at a minimum, by the Consultant, project manager and Purchasing Department representative. Depending on the cost and nature of the work, additional signature authorization may be required. Any changes to the dates, cost or scope of any Work Order must be agreed upon in writing utilizing the City’s Change Order (included in the agreement) and will not be considered valid until signed, at a minimum, by the Consultant, project manager and Purchasing Department representative. H. Invoicing and Payment Invoices should be emailed monthly to invoices@fcgov.com with a copy to the Project Manager. The cost of the work completed shall be paid to the Consultant each month following the submittal of a correct invoice by the Consultant indicating the project name, Purchase Order number, task description, hours worked, personnel/work type category, RFP 9084 Our Climate Future Page 15 of 34 hourly rate for each employee/work type category, date of the work performed specific to the task, percentage of that work that has been completed by task, 3rd party supporting documentation with the same detail and a brief progress report. Payments will be made using the prices listed on the agreed-to Price Schedule. In the event a service is requested which is not listed on the Price Schedule, the Consultant and the City will negotiate an appropriate unit price for the service prior to Consultant initiating such work. The City pays invoices on Net 30 terms. IX. PROPOSAL SUBMITTAL Please limit the total length of your proposal to a maximum of twenty-five (25) double sided or fifty (50) single sided 8 ½ x 11” pages (excluding cover pages, table of contents, dividers and Acknowledgement form). Font shall be a minimum of 10 Arial and margins are limited to no less than .5” for sides and top/bottom. Extended page sizes, such as 11” x 17”, count as a single page. Please, no embedded documents. Proposals that do not conform to these requirements may be rejected For this section, Consultants are required to provide detailed written responses to the following items in the order outlined below. The responses shall be considered technical offers of what Consultants propose to provide and shall be incorporated in the contract award as deemed appropriate by the City. A proposal that does not include all the information required may be deemed non-responsive and subject to rejection. Responses must include all the items in the order listed below. It is suggested that the Consultants include each of the City’s questions with their response immediately following the question. The City of Fort Collins shall not reimburse any firm for costs incurred in the preparation and presentation of their proposal. A. Cover Letter / Executive Summary The Executive Summary should highlight the content of the proposal and features of the program offered, including a general description of the program and any unique aspects or benefits provided by your firm. Indicate your availability to participate in the interviews/demonstrations on the proposed dates as stated in the Schedule section. B. Consultant Information 1. Describe the Consultant’s business and background 2. Number of years in the business 3. Details about ownership 4. An overview of services offered and qualifications 5. Size of the firm 6. Location(s) of offices. If multiple, please identify which will be the primary for our account. RFP 9084 Our Climate Future Page 16 of 34 7. Primary contact information for the company including contact name(s) and title(s), mailing address(s), phone number(s), and email address(s). Complete Section V, Consultant Statement. C. Scope of Proposal 1. Provide a detailed narrative of the services proposed if awarded the contract per the information above. The narrative should include any options that may be beneficial for the City to consider. 2. Describe how the project would be managed and who would have primary responsibility for its timely and professional completion. Include a description regarding how the analysis will be performed for the various identified areas identified, the methods and assumptions used, and the limitations of the analysis. 3. Describe the methods and timeline of communication your firm will use with the City’s Project Manager and other parties. 4. Include a description of the software and other analysis tools to be used. 5. Identify what portion of work, if any, may be subcontracted. 6. Are other qualified personnel available to assist in meeting the project schedule if required? 7. Is the project team available to attend meetings as required by the Scope of Work? 8. Provide a project schedule showing key milestones, deliverable dates, proposed meeting dates for the Advisory Group, public meetings and presentations to various boards and commissions. 9. Can the work be completed in the necessary timeframe, with target start and completion dates met? 10. It is expected that this project will be a highly collaborative effort. City staff will be working closely with the successful respondent on all aspects of the planning process and in some cases leading elements of the study. Within your response please include how you would work with City staff to conduct the scope of work in an effort to save costs wherever possible. D. Firm Capability Provide relevant information regarding previous experience related to this or similar Projects, to include the following: 1. Provide an Organization Chart/Proposed Project Team: An organization chart containing the names of all key personnel and sub-consultants with titles and their specific task assignment for this Agreement shall be provided in this section. 2. A list of qualifications for your firm and qualifications and experience of the specific staff members proposed to perform the consulting services described above. 3. Provide a minimum of two similar projects with public agencies in the last 5 years that have involved the staff proposed to work on this project. Include the owner’s name, title of project, beginning price, ending price, contact name, email and phone number, sub-consultants on the team and a brief description of the work and any change orders. RFP 9084 Our Climate Future Page 17 of 34 Identify projects that worked across the mitigation, resilience, and equity nexus. Include greenhouse gas mitigation, resilience, and equity within your planning products. The Consultant authorizes City to verify any and all information contained in the Consultant’s submittal from references contained herein and hereby releases all those concerned providing information as a reference from any liability in connection with any information they give. 4. Provide examples of at least two projects where you’ve worked with your sub- consultants. List the sub-consultant firm(s) for this Agreement, their area(s) of expertise, and include all other applicable information herein requested for each sub- consultant. Identify what portion of work, if any, may be sub-contracted. E. Assigned Personnel 1. List of Project Personnel: This list should include the identification of the contact person with primary responsibility for this Agreement, the personnel proposed for this Agreement, and any supervisory personnel, including partners and/or sub- consultants, and their individual areas of responsibility. 2. A resume for each professional and technical person assigned to the Agreement, including partners and/or sub-consultants, shall be submitted. The résumés shall include at least three individual references from previous assignments. Please limit resumes to one page. 3. Some functions of this project may require the use of sub-consultants. If you intend to utilize sub-consultants you must list each and provide resumes for their key personnel. 4. Describe the availability of project personnel to participate in this project in the context of the Consultant’s other commitments. 5. Provide a list of similar projects completed in the last five (5) years by the key members of the proposed team. F. Sustainability/TBL Methodology In concise terms (no more than two pages), please describe how your organization strives to be sustainable. Address how your firm incorporates Triple Bottom Line (TBL) into the workplace. See Section IV: Review and Assessment for additional information. If possible, please highlight areas of opportunity in the project where sustainability could be applied and/or improved. G. Cost and Work Hours Reasonable expenses will be reimbursable as per the attached Fort Collins Expense Guidelines exhibit in the Sample Agreement. Consultant will be required to provide original receipts to the City for all reimbursable expenses. In your response to this proposal, please provide the following: 1. Estimated Hours by Task: Provide estimated hours for each proposed task by job title and employee name, including the time required for meetings, conference calls, etc. RFP 9084 Our Climate Future Page 18 of 34 2. Cost by Task: Provide the cost of each task identified in the Scope of Proposal section. Provide a total not to exceed figure for the Scope of Proposal. Price all additional services/deliverables separately. 3. Schedule of Rates: Provide a schedule of billing rates by category of employee and job title to be used during the term of the Agreement. This fee schedule will be firm for at least one (1) year from the date of the Agreement. The fee schedule will be used as a basis for determining fees should additional services be necessary. Include a per meeting rate in the event additional meetings are needed. A fee schedule for sub-consultants, if used, shall be included. 4. All direct costs (i.e., travel, printing, postage, etc.) specifically attributed to the project and not included in the billing rates must be identified. Reasonable expenses will be reimbursable per the current rates found at www.gsa.gov. Consultant will be required to provide original receipts to the City for all travel expenses. H. Additional Information Provide any information that distinguishes Consultant from its competition and any additional information applicable to this RFP that might be valuable in assessing Consultant’s proposal. Explain any concerns Consultant may have in maintaining objectivity in recommending the best solution. All potential conflicts of interest must be disclosed. Exceptions to the Scope of Services and City Agreement (a sample of which is attached in Section VI) shall be documented. X. REVIEW AND ASSESSMENT CRITERIA A. Proposal and Interview Criteria Consultants will be evaluated on the following criteria. These criteria will be the basis for review and assessment of the written proposals and optional interview session. At the discretion of the City, interviews of the top-rated Consultants may be conducted. The rating scale shall be from 1 to 5, with 1 being a poor rating, 3 being an average rating, and 5 being an outstanding rating. WEIGHTING FACTOR QUALIFICATION STANDARD 2.0 Scope of Proposal Does the proposal address all elements of the RFP? Does the proposal show an understanding of the project objectives, methodology to be used and results/outcomes required by the project? Are there any exceptions to the specifications, Scope of Work, or agreement? Does the proposal provide examples of innovative engagement techniques? Can the work be completed in the necessary time? Can the target start and completion dates be met? Are other qualified personnel available to assist in meeting the project schedule if required? RFP 9084 Our Climate Future Page 19 of 34 2.0 Firm Capability Does the firm have the resources, capacity and support capabilities required to successfully complete the project on-time and in-budget? Has the firm successfully completed previous projects of this type and scope? 2.0 Assigned Personnel Do the persons who will be working on the project have the necessary skills and qualifications? Are sufficient people of the requisite skills and qualifications assigned to the project? 1.0 Sustainability/TBL Methodology Does the firm demonstrate a commitment to Sustainability and incorporate equity and Triple Bottom Line methodology in both their Scope of Work for the project, and their day-to-day business operating processes and procedures? 2.0 Cost & Work Hours Does the proposal include detailed cost break- down for each cost element as applicable and are the line-item costs competitive? Do the proposed cost and work hours compare favorably with the Project Manager's estimate? Are the work hours presented reasonable for the effort required by each project task or phase? Definitions Sustainable Purchasing is a process for selecting products or services that have a lesser or reduced negative effect on human health and the environment when compared with competing products or services that serve the same purpose. This process is also known as “Environmentally Preferable Purchasing” (EPP), or “Green Purchasing”. The Triple Bottom Line (TBL) is an accounting framework that incorporates three dimensions of performance: economic, or financial; environmental, and social. The generally accepted definition for TBL is that it “captures the essence of sustainability by measuring the impact of an organization’s activities on the world…including both its profitability and shareholders values and its social, human, and environmental capital.” B. Reference Evaluation Criteria Prior to award, the Project Manager will check references using the following criteria. Negative responses from references may impact the award determination. CRITERIA STANDARD QUESTIONS Overall Performance Would you hire this Consultant again? Did they show the skills required by this project? Timetable Was the original Scope of Work completed within the specified time? Were interim deadlines met in a timely manner? RFP 9084 Our Climate Future Page 20 of 34 Completeness Was the Consultant responsive to client needs; did the Consultant anticipate problems? Were problems solved quickly and effectively? Budget Was the original Scope of Work completed within the project budget? Job Knowledge If a study, did it meet the Scope of Work? If Consultant administered a construction contract, was the project functional upon completion and did it operate properly? Were problems corrected quickly and effectively? RFP 9084 Our Climate Future Page 21 of 34 XI. ACKNOWLEDGEMENT Consultant hereby acknowledges receipt of the City of Fort Collins Request for Proposal and acknowledges that it has read and agrees to be fully bound by all of the terms, conditions and other provisions set forth in the RFP. Additionally, Consultant hereby makes the following representations to City: a. All of the statements and representations made in this proposal are true to the best of the Consultant’s knowledge and belief. b. Consultant commits that it is able to meet the terms provided in this proposal. c. This proposal is a firm and binding offer, for a period of 90 days from the date hereof. d. Consultant further agrees that the method of award is acceptable. e. Consultant also agrees to complete the proposed Agreement with the City of Fort Collins within 30 days of notice of award. If contract is not completed and signed within 30 days, City reserves the right to cancel and award to the next highest rated firm. f. Consultant acknowledge receipt of addenda. Legal Firm Name: Physical Address: Remit to Address: Phone: Name of Authorized Agent of Firm: Signature of Authorized Agent: Primary Contact for Project: Title: Email Address: Phone: Cell Phone: NOTE: ACKNOWLEDGEMENT IS TO BE SIGNED & RETURNED WITH YOUR PROPOSAL. Official Purchasing Document Last updated 10/2017 RFP 9084 Our Climate Future Page 22 of 34 XII. SAMPLE AGREEMENT (FOR REFERENCE ONLY – DO NOT SIGN ) SERVICES AGREEMENT WORK ORDER TYPE THIS AGREEMENT made and entered into the day and year set forth below, by and between THE CITY OF FORT COLLINS, COLORADO, a Municipal Corporation, hereinafter referred to as the "City" and hereinafter referred to as "Service Provider". WITNESSETH: In consideration of the mutual covenants and obligations herein expressed, it is agreed by and between the parties hereto as follows: 1. Services to be Performed. a. This Agreement shall constitute the basic agreement between the parties for services for . The conditions set forth herein shall apply to all services performed by the Service Provider on behalf of the City and particularly described in Work Orders agreed upon in writing by the parties from time to time. Such Work Orders, a sample of which is attached hereto as Exhibit A, consisting of one (1) page and incorporated herein by this reference, shall include a description of the services to be performed, the location and time for performance, the amount of payment, any materials to be supplied by the City and any other special circumstances relating to the performance of services. No Work Order shall exceed $ . A general scope of services is attached hereto as Exhibit C, consisting of ( ) page(s), and incorporated herein by this reference. The only services authorized under this Agreement are those which are performed after receipt of such Work Order, except in emergency circumstances where oral work requests may be issued. Oral requests for emergency actions will be confirmed by issuance of a written Work Order within two (2) working days. Irrespective of references in Exhibit A to certain named third parties, Service Provider shall be solely responsible for performance of all duties hereunder. b. The City may, at any time during the term of a particular Work Order and without invalidating such Work Order, make changes to the scope of the particular services. Such changes shall be agreed upon in writing by the parties by Change Order, a sample of which is attached hereto as Exhibit B, consisting of one (1) page and incorporated herein by this reference. 2. Changes in the Work. The City reserves the right to independently bid any services rather than issuing work to the Service Provider pursuant to this Agreement. Nothing within this Agreement shall obligate the City to have any particular service performed by the Service Provider. 3. Time of Commencement and Completion of Services. The services to be performed pursuant to this Agreement shall be initiated as specified by each written Work Order or oral