RFP for Consulting Services for the Development of a Climate Action Plan for Governmental Operations

Story County, Iowa (County) seeks proposals and cost estimates for qualified Consultant to facilitate the development of greenhouse gas (GHG) reduction goals and a Climate Action Plan (CAP) to achieve them as described in this Request for Proposal (RFP).The Consultant selected from the RFP will be engaged after competitive evaluation by a qualified committee  based on the Selection Criteria set forth in this request.This request invites Consultants to submit proposals for accomplishment of the items of work specified below under Scope of Work. Proposals should be prepared and submitted in accordance with the guidelines and requirements set forth in this request.Sealed proposals: Consultant will deliver one (1) hard copy and digital format (flash drive) to the following address:Story County Board of SupervisorsCounty Outreach and Special Projects ManagerStory County Administration900 6th StreetNevada, Iowa 50201The envelope must be clearly marked “SEALED RFP.” The name of the firm and contact person must be listed on the outside of the envelope. Any restrictions on the use of data within proposals must be clearly stated in the proposal itself. Non-disclosure cannot be guaranteed after the selection stage of this procurement due to public record laws.Proposal Deadline:  Extended to Friday, November 1, 2024 - 12:00 PMProposals received after the proposal deadline will be considered late and will not be accepted.Proposals may be withdrawn and/or modified in writing prior to the submission deadline. Request for withdrawal must be in writing by the contact person named on the outside of the envelope. Proposals that are resubmitted must be sealed and received prior to the submission deadline. Each Consultant may submit only one proposal.Scope of ServicesIntroduction and General InformationThis RFP is being released for a contractual relationship to guide the development of a Climate Action Plan specifically addressing Story County, Iowa governmental operations. This contractual relationship would work with the Go Green Team and the Board of Supervisors to develop a plan that incorporates goals, strategy identification and prioritization process that includes the identification of Story County’s (governmental operations only) carbon reduction goals; andPractical, realistic, fiscally-responsible, cost-effective strategies to accomplish said carbonreduction goals.The Story County Board of Supervisors approved Resolution #22-52 Establishing the Story County Climate Resilience Leadership Strategy on February 1, 2022. With adoption of the Resolution, the Board of Supervisors addressed the reactivation of the Go Green Team.BE IT FURTHER RESOLVED that the Board of Supervisors reactivates the Go Green Team hereinafter referred to as the Team to provide input and assistance in ascertaining current levels of greenhouse gas emissions present in Story County government operations with the Team consisting of designees from County offices and departments and technical assistance provided by staff from the Board of Supervisors office.The Go Green Team was initially established in 2008 by the Board of Supervisors to assist with the implementation of Our Green Tomorrow, a strategic plan to prioritize potential green activities and practices for Story County. At that time, the goals of the Go Green Plan guiding the Go Green Team included:reviewing internal operations impacting the County’s triple bottom line (environment, economy/budget, and employees/society);evaluating the impact of policies on the green goals of Story County; andcreating a sense of commitment and common understanding of green actions among all levels of employees.The reactivated Go Green Team revisited these goals and developed potential projects and priorities identified in Appendix A to this RFP. In addition, the Go Green Team worked with the University of Northern Iowa Center for Energy and Environmental Education in completing GHG emissions inventories for county government operations for the calendar years 2010 and 2020. The result of that work is attached Appendix B.Background InformationCurrently, there are approximately 275 employees in Story County, located primarily within the buildings listed below.A list of County-owned fleet vehicles is below after the building details.The organizational chart for Story County government may be reviewed athttps://www.storycountyiowa.gov/DocumentCenter/View/10048/Organizational-Chart---Hyperlinked.County-Owned BuildingsJustice Center - (1315 S. B Ave Nevada)91,000 square feet;Built in 2002;Combination of geothermal and gas fired HVAC systems, with energy recover ventilators for all exhausted air, controlled with a Building Automation system;Full interior and exterior LED lighting.Administration Building - (900 6th St. Nevada)48,000 square feet;Built in 1966, full building remodel and system updates in 2004;Geothermal HVAC system, with energy recover ventilators for all exhausted air, controlled with a Building Automation System;Full interior and exterior LED lighting.Engineer’s Building - (837 N Ave Nevada)3,500 square feet;Built in 1996;Traditional natural gas fired/central air HVAC system;Partial interior LED lighting.Human Services Center - (126 S Kellogg Ames)30,120 square feet;Built in 1998;Geothermal HVAC system, with energy recover ventilators for all exhausted air, controlled with a Building Automation System;Full interior and Exterior LED lighting.Conservation/McFarland Park – (56461 180th St. Ames)10,150 square foot facility;Built in 1990;Air to air heat pumps with liquid propane auxiliary heat HVAC system;Full interior and exterior LED lighting.Animal Shelter – (975 W. Lincoln Highway Nevada)9,000 square feet;Built in 2002;Natural gas fired traditional furnaces with central air, with energy recover ventilators for all exhausted air;Full interior and exterior LED lighting.IRVM – (60550 210th St. Nevada)3,200 square feet;Built half in 2009 and half in 2021;Liquid propane heating.Range House – (60550 210th St. Nevada)3,045 square feet;To be constructed in 2025;Liquid propane heating/central air HVAC.11th St. Storage – (221 S. 11th St. Nevada)• 16,058 square feet;Currently dry storage for equipment with potential for remodel to 6,000 square feet of office space and 10,000 square feet of climate-controlled storage.Fleet Vehicles and EquipmentEstimated 125 total fleet automobiles of various types12 motor graders6 single axle dump trucks11 tandem axle dump trucks1 large straight truck1 International pro-star Semi2 large excavatorsGoal of the Planning ProcessThe fundamental goal of the climate action planning process for which Story County seeks a consultant is to identify and prioritize goals, strategies and initiatives that will reduce GHG emissions from County sites, facilities, and operations addressing both the causes of climate change (reducing GHG emissions, or “mitigation”) and the impacts of climate change (“adaptation”).General Scope of WorkThe goal of the Climate Action Plan for Government Operations is to examine GHG emissions from Story County-run sites, facilities, and operations, and develop strategies to mitigate future GHG emissions. The purpose of the Plan is to identify strategies for Story County to decrease greenhouse gas emissions associated with its operations to reach certain GHG reduction targets over a defined timeframe. Selected Consultant will use the Story County Government Emissions, 2020 as baseline and update as required. Costs and associated rationale to update this study must be clearly addressed in the proposed approach and budget.In particular, the requested Scope of Work has five primary objectives:Assess the County’s GHG footprint and baseline emissions through 2050.Describe climate actions the County is committing to, linking to the Multi-Jurisdictional Multi-Hazard Mitigation Plan, and the anticipated impact of these actions on emissions through 2050.Offer additional information on measures that the County may take to further reduce its footprint.Assess and explain climate change risks that the County may face, including impacts and consequences across sectors, departments and offices, and populations.Provide recommendations for climate-resilient strategies that the County can take.The scope of the Climate Action Plan includes County government operations. This includes:Buildings and other facilities that the County owns and operates;Operations within facilities, including hours of operations, possibilities for remote work as appropriate, and travel patterns of staff;County fleet vehicles; andNon-fleet vehicles and equipment (e.g., lawn mowers, construction equipment).This Climate Action Plan is intended to focus exclusively on emissions from County government operations and does not include the broader community, private sector, or households.Conceptual PlanThe Consultant shall provide a Conceptual Plan, including a detailed statement of work for the product/services believed to be appropriate for Story County, addressing the Scope of Services detailed in this RFP.The Conceptual Plan should indicate the following, at a minimum:Consultant name, address, and names of primary contacts.Identify project manager.Restatement of services required (two pages maximum): attach a restatement of the proposed agreement that outlines its objectives and scope as perceived. Do not repeat the Scope of Services, but elaborate on the tasks, conditions, or other specifics deemed significant and necessary to demonstrate a complete understanding of the technical and substantive issues to be addressed.Outline personnel skills and services that distinguish the Consultant, incorporating appropriate staff profiles and a description of specific staff that will comprise the project team for this assignment. The staff profile should describe the Consultant’s experience in providing services to the public sector, jobs of similar size(s) and provide applicable certifications for staff members involved in the process. Please attach a description of similar projects designed and constructed by the firm. Project summaries should emphasize their relevance to the proposed agreement.Samples of related/comparable past projects that would serve as examples of experience and expertise necessary for this work. This does not include generalized promotional material, resumes, statement of experience, qualifications, or capabilities, or other material that is irrelevant to the proposed agreement.Evidence of ability to work effectively within tight time constraints.Provide the earliest date available to assume these duties.A proposed fee structure based upon the plan of work proposed by the Consultant. NOTE: Story County will not pay the Consultant a surcharge percentage on third party fees and costs.Three (3) references are to be included with the proposal.CapabilitiesThe purpose of this RFP is to identify a qualified Consultant to facilitate the development of greenhouse gas (GHG) reduction goals for Story County Governmental Operations and a Climate Action Plan (CAP) to achieve them.Consultant is to provide the framework for establishing reduction goals for County’s GHG emissions and a timeline for completion, as well as develop a plan to guide the process.Detailed Task DescriptionOVERALL GOAL: Development of a Climate Action Plan incorporating the following components:• Executive Summary• Greenhouse Gas Inventory and Projections• GHG Mitigation Analysis• Resiliency Planning RecommendationsThe plan will establish relevant, achievable, fiscally-responsible, and cost-effective strategies to achieve reduction goals within timeline, designate milestone reduction achievements along the timeline, and specify metrics to track and measure progress.The following tasks are requested by Story County.Consultants shall provide a plan that completes the following:Overview of existing climate conditions and projections.Using the Story County Government Emissions, 2020 as baseline and updated as required, assess and project the County’s GHG footprint and baseline emissions through 2050.Identify GHG reduction goals considering current GHG emission levels, feasible County actions, and estimated impacts of actions on the various focus areas.Review best management practices and case studies, summary, and present to the Go Green Team to identify potential projects that may be desirable or applicable to Story County.Identify and analyze strategies and actions (scenario planning) using the current activities identified in the baseline as a starting point to identify feasible climate action strategies, policies, programs, measures, projects, infrastructure, and community actions.Prioritize potential strategies, actions, policies, and initiatives; identify metrics and timeframes, and evaluate the feasibility of each action.Provide a short-term list of priority projects that can be budgeted for in the County’s annual capital improvement program, considering long-term operation and maintenance impacts of proposed actions and recommendations.Provide a mechanism for measuring metrics and completing annual review and reporting.Components of the planning effort designed by Consultants must incorporate:Kick-off and Progress Meetings with the Board of Supervisors and Go Green Team for the duration of the project.Outreach and Engagement Process - Consultant will develop, oversee and facilitate a plan to solicit input and achieve meaningful engagement. Final documents will be presented in a format that is visually appealing, easy to understand, and can be translated to a variety of media for different audiences. Provided with the Climate Action Plan will be educational and marketing strategies, processes and product templates to assist Story County in increasing awareness, building support, and motivating commitment. Also, a template for annual reporting will be provided. Consultants will provide a digital format that is readily editable by County staff. In addition, will provide necessary graphics and language in order for County staff to promote the Climate Action Plan on social media and the County’s website.Submittal Process and DetailsAll proposals must be submitted as detailed in the manner described herein. Exceptions nor extensions to established deadlines will not be granted.Story County will not meet individually in person or via other means with potential Consultants.Story County will be accepting questions from September 10, 2024, through 12:00 PM, Friday, October 18, 2024, regarding this RFP. Please submit questions via email to Crystal Davis, County Outreach and Special Projects Manager, document.write('crystal.davis'+'@'+'storycountyiowa.gov')For security reasons, you must enable JavaScript to view this E-mail address..Written responses will be published on the County’s website www.storycountyiowa.gov on or before 12:00 PM, October 23, 2024, and distributed to those who submitted questions no later than 12:00 PM, October 23, 2024.Estimated TimelineRelease RFP – September 10, 2024Questions due to Story County – Prior to 12:00 PM, October 18, 2024Story County Responses published – On or before 12:00 PM, October 23, 2024RFPs Due – November 1, 2024 at 12:00 PMRFPs Reviewed –November 4 – 15, 2024Selected Consultant presentations to Go Green Team and Board of Supervisors – Beginning tentatively Week of November 18, 2024Board of Supervisors consultant selection – November 26, 2024Contract development – November 26, 2024 – December 12, 2024Board of Supervisors action on contract –December 17, 2024Effective start of contract – December 18, 2024The above dates are subject to change at the discretion of Story County.Consultant Selection ProceduresA selection committee will analyze and evaluate all properly submitted proposals in response to this request. The selection committee using the “Evaluation Criteria” listed in this RFP will rank all Consultants. Top scoring Consultants will be chosen for further evaluation, which will include interviews by our selection committee and the Go Green Team with those firms. Each proposal will be evaluated based on the Evaluation Criteria listed below. Proposals will be ranked in order of the highest numerical score first. Story County may select as many of the top ranked Consultants as it deems necessary for inclusion within the negotiating list.Evaluation CriteriaPast experience with related activities or programs.Availability and capability of staff.Technical and financial resources.Ability to complete the project in a timely manner and within budget.Integrity and compliance with public policy.Location of office. Preference may be given to those Consultants located within Story County.Proposal Terms and Milestones for PaymentStory County reserves the right to reject any and all proposals received because of this Request for Proposal. If a proposal is selected, it will be the most advantageous in terms of quality of service, the Consultant’s qualifications, and capabilities to provide the specified service, and other factors that Story County may consider. Story County reserves the right, at its discretion, to waive informalities or irregularities in proposals or proposal procedures, and to accept or further negotiate cost, terms, or though not the lowest bid.The price quotations stated in the Consultant’s proposal will not be subject to any price increase from the date on which the proposal is opened by Story County to the mutually agreed-to date of bid.  Proposals must be signed by an official authorized to bind the provider to its provisions for at least a period of 90 days. Failure of the successful Consultant to accept the obligation of the bid may result in the cancellation of any award. A service contract will be executed between Story County and the awarded Consultant.The selected Consultant may not subcontract any of the work specified in this RFP without prior written consent of Story County.InsuranceConsultant shall take out and maintain during service to the County under a contract such public liability and property damage insurance as shall protect Consultant, its subcontractors, and the County from claims for damages for personal injury, including accidental death, as well as for claims for property damage, which might arise from operations under its contract with the County, whether such operations be by Consultant or its subcontractor, or by anyone directly or indirectly employed by either of them. All insurance policies shall be issued by responsible companies who are acceptable to the County. The Consultant shall not cause any insurance to be canceled nor permit any insurance to lapse during the life of the contract with the County. Consultant shall indemnify and hold County harmless from any damages, cost, claims or expenses which may arise as a result of any failure on the part of the Consultant to provide accurate and/or complete data and information to the County as outlined and required by the terms and conditions of its contract with the County.Sample Form of Consultant Services Contract is provided as Appendix C.