REQUEST FOR PROPOSALS

Renewable Natural Gas (RNG) RIN Credit Monetization and Management Services

Department of Finance and Management

Division of Fleet Management

RFP Number: RFQ031692

Issue Date: 11/13/2025

Proposal Due: 12/4/2025 by 4pm

All proposals must be submitted in accordance with Columbus City Code Chapter 329

PROPOSAL SIGNATURE FORM

This page, signed by an officer of the offering firm or a designated agent empowered to bind that entity in a contract with the Department of Finance and Management, should accompany each proposal submitted for consideration.

I, the undersigned, having carefully examined the Request for Proposals (RFP), propose to furnish services in accordance therewith as set forth in the attached proposal.

I hereby certify that, to the best of my knowledge, this submission is complete, and all statements made therein are true and accurate.

I also affirm I am duly authorized to sign and submit this response on behalf of the Offeror named below.

I further acknowledge that by signing this form I am representing that, in the event this proposal is accepted, the Offeror is willing and able to execute a contract in the form shown in the RFP, with the understanding that the scope and compensation provisions will be negotiated and included in the final contract.

By my signature below, I attest that I have read, understand and agree to the terms, conditions and requirements set forth in the RFP, including, but not limited to the Department’s standard contract terms and conditions and any special terms and conditions incorporated in the solicitation documents.

Failure to sign and return this form may result in the rejection of the accompanying proposal.

OFFEROR INFORMATION:

OFFEROR (Company Name):

ADDRESS:

CITY,STATE, ZIP:

PHONE: EMAIL:

AUTHORIZATION TO PROPOSE:

Signature (Can be electronic) Date

Printed Name Title

Terms and Conditions

SPECIAL CONDITIONS

Special conditions included in the specifications, if inconsistent with provisions included in "Information for Offerors (RFP)", shall take precedence over any provisions in "Information for Offerors (RFP)" to the extent inconsistent.

PERSONAL EXAMINATION

Offerors are required to satisfy themselves by personal examination of the proposed contract documents and investigation of the conditions at the site of the work in order that they may be fully informed of the contract requirements, the conditions existing, and the difficulties likely to be encountered in the execution of the work.

SUBMISSION OF RESPONSE

Refer to the "Proposal Information" section of the Specifications for instructions for submission.

All proposals and other material submitted in response to this Request for Proposal (RFP) become the property of the City of Columbus. The City may choose to retain or return these materials to the offeror, at the offeror’s expense.

The City is not liable for any cost associated with the preparation of the proposal or any other costs incurred by any bidder prior to the execution of the contract. The rejection of any proposal in whole or in part, at it discretion, will not render the City liable for incurring any cost or damage.

If at any time prior to the closing date the invited offeror decides not to provide a proposal, the City will appreciate that a letter to that effect be supplied to the City prior to the deadline.

ACCEPTANCE AND REJECTION

This response submitted by the offeror to the City of Columbus will be accepted or rejected within a period of 180 days from due date. The City reserves the right to waive technicalities, and to cancel and renew the request on the required service. If more than one service, prices shall be quoted on the services requested. However, each service may be considered a separate offer and the City reserves the right to award a contract on each service separately or on all services as a whole or any combination thereof. Offerors whose proposal is made on an "All or None" basis must clearly state such fact in their written responses.

Each invitation for Bids, Request for Statements of Qualifications, and Request for Proposals issued by the City shall state that the Bid or Request may be cancelled and that any bid or proposal may be rejected in whole or in part when it is for good cause and in the best interests of the City.

WITHDRAWAL OF RESPONSE PROPOSALS

Offerors may withdraw their responses at any time prior to the time specified in the advertisement as the closing time for the receipt of responses. However, no offeror shall withdraw or cancel a proposal for a period of 180 calendar days after said advertised closing time for the receipt of the proposals.

SIGNATURE REQUIRED

By submitting this response electronically, bidder/proposer is affixing an electronic signature as defined by the Ohio Uniform Transactions Act. Said signature represents that he/she has the authority to bind the entity to the terms and conditions contained herein.

DEFAULT PROVISION

In case of default by the offeror or the contractor, the City of Columbus may procure the articles or services from other sources and hold the offeror or contractor responsible for any excess costs occasioned or incurred thereby.

CONTRACT AND BOND

The offeror to whom an award is made will be required to execute a written contract with the City of Columbus, Ohio within ten days after receiving such contract for execution, and if specified in the legal notice, furnish a good and approved bond conditioned upon the faithful performance of the same. The proposal, contract, proposal bond, (if applicable), and performance bond (if applicable) shall be in the form herein specified.

If, at any time during the continuance of the Contract, any surety shall, in the opinion of the contracting agent of the City, become irresponsible, then said agent shall have the right to require additional and sufficient surety or sureties. The Contractor shall furnish the surety or sureties to the satisfaction of the said agent, within ten (10) days after notice. In default thereof the default provision herein shall apply.

LIABILITY, INSURANCE, LICENSES AND PERMITS

Where offerors are required to enter or go onto City of Columbus property to deliver materials or perform work or services as a result of contract award, the offeror will assume full duty, obligation and expense of obtaining all necessary licenses, permits, and insurance when required. The offeror shall be liable for any damages or loss to the City occasioned by negligence of the offeror (or his agent) or any person the offeror has designated in the completion of his contract as a result of his response. Particular attention is directed to the statutory requirements of the State of Ohio relative to the licensing of corporation organized under the Laws of any other State.

TAXES

The City, being a municipality, is tax exempt and will provide appropriate certificate upon request.

Federal and/or State Taxes are not to be included in prices quoted. The successful offeror will be furnished an exemption certificate if needed.

PRICING

Offerors are to quote firm or fixed prices for the duration of any contract, which may be a result of the proposal unless otherwise noted in the specifications. In case of discrepancy in computing the amount of the cost, the UNIT PRICE quoted will govern.

DELIVERY

Time will be of the essence for any orders placed as a result of this response. Purchaser reserves the right to cancel such orders, or any part thereof, without obligations if delivery is not made within the time(s) specified. Delivery shall be made during normal working hours and to the destination shown on the proposal.

CAMPAIGN CONTRIBUTIONS

Contractor hereby certifies the following: that it is familiar with Ohio Revised Code (“O.R.C.”) Section 3517.13; that all applicable parties listed in Division (I) or (J) of O.R.C. Section 3517.13 are in full compliance with Divisions (I) and (J) of that Section; that it is eligible for this contract under the law and will remain in compliance with O.R.C. Section 3517.13 for the duration of this contract and for one year thereafter.

QUALITY

Unless otherwise stated by the offeror, the proposal will be considered as being in strict accordance with the specifications outlined in this RFP document.

SAMPLES

Samples, when requested, must be furnished free of expense to the City and if not destroyed, will upon request be returned at the bidder's expense.

CHANGES AND ADDENDA TO RFP DOCUMENTS

Each change or addenda issued in relation to this document will be published on the City’s Vendor Services website no less than five (5) working days prior to the scheduled RFP due date. In addition, to the extent possible, notice will be e-mailed to each person registered as having interest in the commodities selected for this RFP.

REPUDIATION OF AGREEMENT

The liability of the City for repudiation of any agreement which might result from this request shall be limited to the difference between the market price at the time and place for tender of the service and the unpaid sales price together with any incidental damages, but less expenses paid in consequence of the breach by the City. The liability of the city shall not be measured by the profits or overhead of seller.

CONTRACT MODIFICATION

An agreement which may result from this request shall not be modified or altered by any subsequent course of performance between parties or by additional terms contained in any subsequent documents unless said additional or differing terms are incorporated by contract modification authorized to be entered into by ordinance.

APPLICABLE LAWS

The Revised Code of the State of Ohio, the Charter of the City of Columbus, and all City ordinances insofar as they apply to the laws of competitive bidding, contracts, and purchases, and wage theft prevention, are made a part hereof.

REMEDIES

All claims, counterclaims, disputes and other matters in question between the City, its agents and employees, and the Contractor arising out of or relating to this agreement or its breach will be decided in a court of competent jurisdiction within the County of Franklin, State of Ohio.

OFFERORS TERMS AND CONDITIONS

Terms and conditions, submitted with this proposal, which are contrary to City Code or Charter, shall be disregarded for the purpose of any subsequent contract. The successful offeror shall be notified as to which terms and conditions, if any, have been deleted or changed.

PUBLIC RECORDS REQUESTS

The City of Columbus, as a political subdivision of the State of Ohio, is subject to Ohio Revised Code Chapter 149, known as the Ohio Public Records Law. Consequently, the Offeror understands that ALL documents submitted in response to this RFP are considered public records and WILL be released when a public records request is made by news media, competitors, or other interested parties, in accordance with the law. If you contend that certain CLEARLY MARKED portions of your response constitute an exception to Ohio’s public records law, you MUST submit your legal basis in support of that assertion with your response.

If a public records request is made for any portion of the documents that you have submitted and you have NOT clearly marked such documents as information constituting an exception to Ohio’s public records law, your information will be released immediately.

If a public records request is made for such information and you HAVE clearly marked portions of your response as information constituting an exception to Ohio’s public records law, AND you have submitted the legal basis supporting such claim, the City will release a redacted version of your information to the requestor and notify you that a request was made and that a redacted version of your response was released. Should the requestor indicate that the redacted version is not sufficient for their purposes, you then will be IMMEDIATELY responsible for obtaining an order from a Court of competent jurisdiction in Franklin County, Ohio enjoining release of your clearly marked information constituting an exception to Ohio’s public records law.

If a public records request is made for such information and you HAVE clearly marked portions of your response as information constituting an exception to Ohio’s public records law, but you have NOT submitted the legal basis supporting such claim, the City WILL RELEASE your information to the requestor and notify you that a request was made and that your response was released.

DO NOT mark your entire response/submittal as information constituting an exception to Ohio’s public records law. If your entire response/submittal is so marked, the City of Columbus will not consider your offer.

COSTS INCURRED FOR PROPOSAL SUBMISSIONS

The City is not liable for any cost associated with the preparation of the proposal or any other costs incurred by any offeror prior to the execution of the contract. The rejection of any proposal in whole or in part, at it discretion, will not render the City liable for incurring any cost or damage.

WITHDRAWAL OF PROPOSALS

If at any time prior to the closing date the invited offeror decides not to provide a proposal, the City will appreciate that a letter to that effect be supplied to the City prior to the deadline.

SAFETY REQUIREMENTS

Successful vendor shall at all times while performing duties, adhere to all rules of their particular industry, with regard to mandates by the Environmental Protection Agency (EPA) and/or Occupational Safety and Health Administration (OSHA), and any other regulation applicable to the circumstance.

ADDITIONAL CONTRACT TERMS AND REQUIRED DOCUMENTS IN THE EVENT OF A

CONTRACT

This section sets forth contract terms and the required contract documents that the successful offeror must execute following the award of the contract by the contracting authority.

PUBLICATIONS

The Contractor agrees to submit to the City’s Contract Administrator all advertising, sales promotion, and other publicity matters relating to this Contract wherein the City’s name is mentioned or language used from which the connection of the City’s name therewith may, in the City’s judgment, be inferred or implied. The Contractor further agrees not to publish, or use such advertising, sales promotion, or publicity matter without the prior written consent of the City except that may be required under law.

TERMINATION FOR CONVENIENCE

The City upon thirty days written notice may terminate this agreement at its convenience. The party providing goods or services shall be entitled compensation for goods provided or services rendered under the terms of this contract up to the date of notification of termination.

TERMINATION FOR DEFAULT

If either the City or the Contractor violates any material term or condition of this Contract or fails to fulfill in a timely and proper manner its obligations under this Contract, then the aggrieved party shall give the other party written notice of such failure or violation. The responsible party shall give the other party written notice of such failure or violation. The responsible party will correct the violation or failure within thirty (30) calendar days or as otherwise mutually agreed. If the failure or violation is not corrected, this Contract may be terminated immediately by written notice from the aggrieved party to the other party. The option to terminate shall be the sole discretion of the aggrieved party. If it determined for any reason the failure to perform is without the defaulting party’s control, fault, or negligence, the termination shall be deemed to be a Termination for Convenience.

APPLICABLE LAW, REMEDIES

This agreement shall be governed in accordance with the laws of the State of Ohio. All claims, counterclaims, disputes and other matters in question between the City, its agents and employees, and the Contractor arising out of or relating to this agreement or its breach will be decided in a court of competent jurisdiction within the County of Franklin, State of Ohio. The remedies provided for in this Contract shall not be exclusive but are in addition to all other remedies available under law.

ASSIGNMENT

This agreement may not be assigned or otherwise transferred to others by the contractor without the prior written consent of the City.

SAVE HARMLESS

Contractor shall protect, indemnify and save the City harmless from and against any damage, cost, or liability, including reasonable attorneys’ fees resulting from claim, by third parties for any or all injuries to persons or damage to property arising from the acts or omissions of the Contractor, its officers, employees, agents, or Subcontractors in providing goods or services under the terms and conditions of this contract. The City will not indemnify the contractor and is prohibited from doing so.

INDEPENDENT CONTRACTOR STATUS

The Contractor shall perform its duties as an independent contractor and not as an employee.

Neither the contractor nor any agent or employee of the contractor shall be or shall be deemed to be an agent or employee of the City of Columbus. The Contractor shall pay when due all required employment taxes and income tax on any monies paid pursuant to the contract. Contractor shall acknowledge that the contractor and its employees are not entitled to unemployment insurance benefits unless the contractor or a third party provides such coverage and that the City does not apply for or otherwise provide such coverage. Contractor shall have no authorization, express or implied, to bind the City to any agreements, liability, or understanding except as expressly set forth in the contract. Contractor shall provide and keep in force worker’s compensation (and show proof of such insurance) and unemployment compensation insurance in the amounts required by law, and shall be solely responsible for the acts of the contractor, its employees and agents.

WAGE THEFT PREVENTION

Chapter 377 of the Columbus City Codes is hereby incorporated into the contract and seller is required to comply with said chapter. This includes, but is not limited to reporting requirements and the obligation to review the commission list of contractors and subcontractors that received an adverse determination.. Penalties for failure to comply with the wage theft prevention code include suspension for three years, up to permanent disbarment.

PROTECTION OF CITY’S CONFIDENTIAL INFORMATION

The contractor shall acknowledge that some of the material and information which may come into its possession or knowledge in connection with the contract or its performance, may consist of confidential information, the disclosure of which to, or use by, third parties could be damaging.

Therefore, access to information concerning individual recipients of the City’s services to individual clients, among other items, shall not be granted except as authorized by law or agency rule. The contractor shall agree to hold all such information in strictest confidence, not to make use thereof for other than the performance of the contract, to release it only to authorized employees or subcontractors requiring such information, and not to release or disclose it to any other party. The contractor shall agree to release such information or material only to subcontractors who have signed a written agreement expressly prohibiting disclosure. The contractor shall further agree to either destroy or return all such information at the end of the term of the contract.

This section does not impose any obligation on the contractor if the information is: (1) publicly known at the time of disclosure; (2) already known to the receiving party at the time it is furnished to the contractor; (3) furnished by the City to others without restrictions on its use or disclosure; or (4) independently developed by the receiving party without use of the proprietary information.

WITHHOLDING OF CITY INCOME TAX

Pursuant to Section 362 Columbus City Codes, 1959: "Said Contractor hereby further agrees to withhold all City income tax assessment due or payable under the provisions of Chapter 362, Columbus City Codes for wages, salaries and commissions paid to its employees and further agrees that any of its subcontractors shall be required to agree to withhold any such City income tax assessments due under said chapters for services performed under this Contract."

WORKER'S COMPENSATION INSURANCE

The contractor shall take out and maintain, during the life of the contract, adequate worker's compensation insurance for all his employees employed at the site of the project and, in case any work is sublet, the contractor shall require the subcontractor similarly to provide worker's compensation insurance for the latter's employees, unless such employees are covered by the protection afforded by the contractor. The contractor shall furnish three (3) copies of the worker's compensation certificate showing that the contractor has paid his industrial insurance premium.

AUTHORITY TO BIND

The signatories to this Contract represent that they have the authority to bind themselves and their respective organizations to this Contract.

LIABILITY INSURANCE

The contractor shall take out and maintain during the life of the contract, such liability (bodily injury and property damage) Insurance as shall protect it from claims from damages for personal injury, including accidental death, as well as from claims for property damage which may arise from operations under the contract, whether such operation be by itself or any subcontractor or by anyone directly or indirectly employed by either of them. Such insurance policy shall include the City as additional insured. The contractor shall maintain coverage of the types and in the amounts specified below. Proof of such insurance coverage shall be evidenced by submitting a certificate of insurance. A contractor's "umbrella" type policy with limits specified below may be submitted for this requirement with the City as additional insured.

The amount of such insurance shall be as follows:

Bodily Injury Liability:

Each Person $1,000,000.00 Each Accident 1,000,000.00

Property Damage Liability:

Each Person $1,000,000.00 All Accidents 1,000,000.00

Such insurance shall remain in full force and effect during the life of the contract.

Insurance may not be changed or cancelled unless the insured notifies the City in writing not less than thirty days prior to such change or cancellation. If any part of the contract is sublet, the contractor is responsible for the part sublet being adequately covered by insurance hereinabove described.

Contractor assumes all risk of loss and damage to the equipment provided unless loss or damage occurs at the time the operator and equipment are being operated for the purpose designated by the City and such loss or damages is caused by an act of the City or its employee which constitutes gross negligence or wanton misconduct

RENEWABLE NATURAL GAS (RNG) RIN CREDIT MONETIZATION AND MANAGEMENT

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Table of Contents

1. Introduction ……………………………………………………… 2-3

2. Scope of Services …………………………………………….... 3-4

2.1 RNG Supply

2.2 RIN Credit Management

2.3 Reporting and Compliance

3. Vendor Qualification and Experience ……………………..... 4-5

3.1 Bidder Experience

3.2 Bidder References

4. Compensation and Revenue Sharing ………………………... 5

5. Reporting Requirements ……………………………………….. 5

6. Compliance and Legal Requirements ……………………

6.1 Regulatory Compliance

6.2 Insurance and Workers’ Compensation

7. Contract Terms …………………………………………………... 6

8. Submission Instructions ………………………………………. 6-8

9. Submission Requirements …………………………………...... 8-10

9.1 Executive Summary

9.2 Contractor Information

9.3 Scope of Proposal

9.4 Firm Capability and Assigned Personnel

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10. Proposal Evaluation Criteria ………………………………… 11-12

11. RFP Schedule …………………………………………………... 13

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CITY OF COLUMBUS

REQUEST FOR PROPOSALS (RFP)

Renewable Natural Gas (RNG) RIN Credit Monetization and Management Services Division of Fleet Management – Department of Finance and Management

RFP Number:

[Insert RFP #]

RFP Title: Renewable Natural Gas (RNG) RIN Credit Monetization and Management Services

Monica Collier, Purchasing Coordinator Division of Fleet Management 4211 Groves Road Columbus, OH 43232 Email: macollier@columbus.gov Phone: (614) 645-6631

SECTION 1 – Introduction

The City of Columbus, Division of Fleet Management, requests proposals from qualified firms to support its participation in the federal Renewable Identification Numbers (RINs) program. The selected vendor will pair the City’s approximate annual CNG usage of 96,611 MMBtu (see exhibit A) with renewable natural gas to generate, separate, and monetize D3 RINs on the City’s behalf. RIN credit management services must include tracking and reporting of D3 RINs in compliance with all applicable federal, state, and local laws and regulations.

Provisions shall be included in the final agreement between the parties to accommodate increases and/or decreases in natural gas use. Contractors should address how they would accommodate and price such potential increases and/or decreases in usage and its effects on pricing.

The City’s intention is for this to be a fully contracted and managed program by the successful Contractor for RNG RIN Management and Monetization.

The successful Contractor will manage, report, and complete all documentation to all required reporting parties on behalf of the City in a timely, scheduled (regular) basis without exception.

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Any fault in the reporting of information or a failure to provide the State, Utility Companies, or the City with the required information on a predetermined timeframe may be considered a default.

The Contractor will provide the City with monthly output reports indicating the amount of RNG supplied. The City desires the greatest percentage of RNG available for its CNG fleet.

The resulting agreement shall be structured as a revenue-sharing contract, with the Contractor responsible for RIN monetization at current market rates and monthly remittance to the City based on a pre-established percentage of gross RIN revenue. The contract will include requirements for regular reporting, billing services, audit documentation, and full regulatory compliance.

1.1 Specification Questions

Questions regarding this RFP must be submitted on the Bonfire portal by Thursday, November 20, 2025. Responses will be posted as asked, no later than November 27, 2025.

SECTION 2 – Scope Of Services

2.1 RNG Supply

The Contractor shall:

a. Supply pipeline-quality Renewable Natural Gas (RNG) that qualifies as cellulosic biofuel

(D3 RIN) under the U.S. EPA Renewable Fuel Standard (RFS).

b. Deliver RNG through contracted natural gas pathways to designated City of Columbus CNG fueling infrastructure.

c. Comply with all applicable federal, state (Ohio), and City of Columbus requirements governing the sale, distribution, and environmental certification of RNG.

2.2 RIN Credit Management

The Contractor shall:

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a. Register and manage RIN generation, transfer, and sale in the EPA’s Moderated Transaction System (EMTS).

b. Track all D3 RINs produced from City RNG consumption and provide full documentation of transactions.

c. Sell RINs at current market value and remit the City’s revenue share monthly.

d. Provide monthly updates on RIN volumes, market trends, sales, and revenue.

e. Deliver quarterly cumulative reports detailing:

1. Total RINs generated

2. Sales activity

3. Remaining RIN inventory

4. Total revenue and City share

5. Submit annual audit-ready reports to the City.

2.3 Reporting and Compliance

a. Comply with 40 CFR Part 80, Ohio environmental and public utility laws.

b. Submit quarterly and annual reports including RNG volumes, RINs generated, RIN revenues, and compliance records.

c. Notify City immediately of any non-compliance issues or enforcement actions by regulatory agencies.

SECTION 3 – Vendor Qualification and Experience

3.1 Bidder Experience

The Contractor must submit an outline of its experience and history with RIN management and supplying RNG for the past five (5) years.

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3.2 Bidder References

The bidder shall have documented proven successful contracts from at least four (4) customers that the bidder supports that are similar in scope, complexity, and cost to the requirements of this specification.

SECTION 4 – Compensation And Revenue Sharing

The Contractor shall compensate the City based on a percentage of the gross D3 RIN revenue, to be negotiated and documented in the resulting agreement.

Contractor shall provide monthly invoices and revenue summaries and payment remittances to the City via approved method.

Contractor shall not deduct administrative, or brokerage fees not previously disclosed and approved by the City.

SECTION 5 – Reporting Requirements

The Contractor shall provide:

Frequency Report Type Required Contents

Monthly RIN Activity and Market Report

RINs generated, RIN sales, price trends

Monthly Invoice and Revenue Summary

Gross sales, fees, City payout

Quarterly Cumulative RIN Balance Report

Inventory, sales history, revenue earned

Annual Full RIN Audit Report Ledger of all RIN transactions, compliance certifications

All reports shall be submitted in digital format to the Division of Fleet Management.

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SECTION 6 – Compliance And Legal Requirements

The Contractor shall comply with:

All applicable provisions of the Clean Air Act, 40 CFR Part 80 (EPA RFS regulations), and Internal Revenue Code provisions applicable to renewable fuels.

All laws and regulations of the State of Ohio, including applicable rules of the Ohio Environmental Protection Agency (Ohio EPA) and Public Utilities Commission of Ohio (PUCO).

All applicable labor, nondiscrimination, and insurance requirements under federal and local law.

The Contractor shall maintain a complete, auditable paper trail of all RIN transactions and RNG deliveries, available for inspection upon request.

SECTION 7 – Contract Terms

A sample agreement has been included as a reference. The selected vendor shall enter into a contract substantially similar to the one attached (see exhibit B).

Term: The initial term of this Agreement shall be three years (3) years with an option to extend for two (2) additional one-year periods based upon mutual written agreement.

Type: Revenue-sharing contract with no upfront cost to the City.

SECTION 8 – Submission Instructions

8.1 Proposals are to be uploaded to the Euna Procurement (formerly known as Bonfire) website listed on the cover page of this proposal book. Proposals will be received by the City until the Response Due Date and Time listed on the cover page of this proposal book.

Proposals submitted outside of Euna Procurement will not be considered.

a. Proposals are to be submitted as a PDF document. Do not embed any documents within the uploaded file as such documents will not be accessible or evaluated. Proposals must be uploaded, submitted, and finalized prior to the Response Due Date and Time. The City strongly encourages Offerors to allow sufficient time and at least one day before the

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Response Due Date and Time to begin the upload process and to finalize their submissions.

b. Notes Regarding Submissions

i. Proposals will only be visible and accessible to the Department or evaluators after the Response Due Date and Time.

ii. Uploading large documents may take significant time, depending on the size of the file(s) and Offerors’ Internet connection speed.

iii. Offerors are solely responsible for ensuring their proposals have been successfully uploaded and received by Euna Procurement before the Response Due Date and Time specified in this RFP. Responses cannot be uploaded to Euna Procurement after the Response Due Date and Time, and any in-process uploads cannot be finalized once the Response Due Date and Time has been reached.

iv. The City cannot see any uploads in Euna Procurement prior to the Response Due Date and Time specified in the RFP. The City is unable to tell you if your upload was successful until after the Response Due Date and Time.

v. Minimum system requirements:

Supported Browsers: Microsoft Edge (Windows), Google Chrome

(Windows & Mac), or Mozilla Firefox (Windows &Mac).

JavaScript and browser cookies must be enabled.

Use a desktop computer, a laptop computer, or other non-mobile device.

Mobile devices are not supported by Euna Procurement.

vi. Euna Procurement (formerly known as Bonfire) Technical Help The City of Columbus is using a Euna Procurement portal for accepting and evaluating proposals digitally. Offerors must contact Euna Procurement for technical help related to submissions at:

https://columbus.bonfirehub.com/portal/support or Support@GoBonfire.com or 1-800-354-8010 (extension 2)

8.2 Questions Related To The Proposal And Associated Documents Contacting staff members directly about an RFP prior to the award letters being issued can result in the disqualification of your proposal.

a. Questions pertaining to this Request for Proposal must be submitted by 4:00 PM Eastern Time on November 20, 2025, via email to fleetvendors@columbus.gov. The

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email should reference the project number and the project name. No phone calls will be accepted. Questions will be answered via an addendum issued for the proposal.

b. Typically, questions are held and answered via an addendum posted approximately one week before the proposal due date. The department may choose to issue multiple addendums and answer questions more frequently.

c. The City or its representative will not be bound by any oral interpretations which are not reduced to writing and included in addenda. Any interpretations of questions so raised, which in the opinion of the City or its representative require interpretations, will be issued by addenda with a notice of addenda published on the City’s Vendor Services site and the addenda posted on the

8.3 Euna Procurement (formerly known as Bonfire) site.

Offerors are not to contact City personnel concerning the award of a project prior to an award announcement being made by the City’s fiscal staff. This announcement will be made via award and non-award letters to those that submitted a proposal. Questions concerning the awarding of the proposal prior to these letters being issued can be submitted to the fleetvendors@columbus.gov mailbox which will be used for RFP questions.

a. Questions Related To Euna Procurement (formerly known as Bonfire) The City cannot assist with questions concerning Euna Procurement. See Section 8.1.vi of this RFP for how to contact Euna Procurement for assistance.

b. Evaluation Proposals will be evaluated based on the enclosed selection criteria and in accordance with Columbus City Code, title 3, Section 329.28.

c. Proposal Format (only the following format will be accepted)

d. Proposals are to be formatted for letter-size (8.5” x 11”) paper and include the information specified in Section 9.

e. Complete the required Proposal Signature Form. That document is to be signed by a person authorized to obligate the contractor’s firm and included as the front page of the proposal. This does not count towards the page limit.

f. Page numbers are to be included at the bottom of each page.

g. Font must be at least 12 point

SECTION 9 Submission Requirements

Proposals must include:

9.1 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.

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Indicate your availability to participate in the interviews/demonstrations on the proposed dates as stated in the Schedule section.

9.2. Contractor Information

a. Describe the Contractor’s business and background

b. Number of years in the business

c. Details about ownership

d. An overview of services offered and qualifications

e. Size of the firm

f. Location(s) of offices. If multiple, please identify which will be the primary for our account.

g. Primary contact information for the company including contact name(s) and title(s), mailing address(s), phone number(s), and email address(s).

9.3. Scope of Proposal

a. Provide a detailed narrative of the services proposed if awarded the contract per the scope above. The narrative should include any options that may be beneficial for the City to consider.

b. Describe how the project would be managed and who would have primary responsibility for its timely and professional completion.

c. Briefly describe the approach to execute the scope of work to include the methods and assumptions used, and any exceptions and/or risks.

d. Include a description of the software and other analysis tools to be used.

e. Identify what portion of work, if any, may be subcontracted or outsourced to subconsultants. Include all applicable information herein requested for each Contractor.

f. Briefly describe the source(s) of the RNG and confirm the firm’s ability to reliably and consistently meet the City’s requirements for RNG.

g. Provide a statement of the service(s) that differentiates your firm from other

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respondents.

h. Describe the methods by which your firm will secure RNG supply, the expected RNG producer and feedstock, and the processes by which your firm will ensure the RNG is delivered into the utility pipeline system and fully eligible for generating RIN credits through the RFS program.

i. Describe the methods by which your firm will administer the financial and environmental management of Renewable Identification Number (RIN) credits and RFS program compliance.

j. Describe the methods by which your firm will track and report to The Division of Fleet Management the carbon (CO2) emissions reduction benefits associated with RNG supplied.

k. Describe the expected environmental benefits stemming from the RNG feedstock proposed and the projected carbon (CO2) emissions reductions the Division of Fleet Management can expect utilizing the RNG proposed versus conventional fossil natural gas.

l. Include a detailed implementation schedule with an estimated project start date and note key project milestones and timelines for deliverables. Identify any assumptions used in developing the schedule.

D. Firm Capability and Assigned Personnel

Provide relevant information regarding previous experience related to this or similar projects, to include the following:

a. Provide an Organization Chart/Proposed Project Team: An organization chart containing the names of all key personnel and subconsultants with titles and their specific task assignment for this Agreement shall be provided in this section.

b. A list of qualifications for your firm and qualifications and experience of the specific staff members proposed to perform the services described above.

c. References. Provide a minimum of 4 similar projects with public agencies in the last 5 years that have involved the staff and subcontractors/subconsultants proposed to work on this project. Include the owner’s name, title of project, beginning price, and a brief description of the work and any change orders. The Contractor authorizes the City to verify any and all information contained herein and hereby releases all those concerned providing information as a reference from any liability in connection with any information provided.

d. Provide any information that distinguishes Contractor from its competition and any additional information applicable to this RFP that might be valuable in assessing Contractor’s proposal

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SECTION 11 – Proposal Evaluation Criteria and Selection Process Proposals will be evaluated in accordance with City Code 329.28 on the following criteria:

Evaluation Criteria

Description Maximum

Points

Competency

The offeror’s ability to perform the required service, as demonstrated by the technical training, education, and experience of assigned personnel.

Ability to Perform

To show competence and speed, the proposing company must demonstrate that it has sufficient resources, including personnel, equipment, and facilities, for its current and future workload 25

Quality and Feasibility

Technical and business requirements met

Revenue Sharing Proposal/Pricing

Submit proposal to show cost effectiveness and compensation for RIN credits, pricing structure, and payment terms. Explain how contractor will accommodate potential increases/decreases in

CNG usage and the effects on pricing 30 Response Clarity and Efficiency

Completeness, accuracy, and organization of response items, descriptions, attachments, etc., and alignment with this RFP 10

Total 100

Selection Process:

Consistent with Columbus City Code Section 329.28 for awarding professional services contracts through requests for proposals, an evaluation committee (“Committee”) will evaluate each RFP submitted for this Project.

The Committee shall evaluate all offerors and proposals and rank the offerors based upon the evaluation criteria specified in the RFP. The Committee may select two (2) or more of the highest qualified offerors with which to hold additional discussions. Offerors not selected for further discussions may be excluded from further consideration for the contract upon notification by the Committee or city agency.

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Based upon the content of the proposals received including any revisions thereto, and upon any additional discussions with the offerors the Committee shall rank the remaining offerors based upon the evaluation criteria specified in the RFP.

The Committee shall submit its ranking of the offerors, along with a written explanation of the basis for the ranking to the City’s Director of Finance and Management. The ranking and written explanation shall become part of the contract file.

The Director of the city agency shall have discretion consistent with appropriate departmental and/or citywide administrative rules in selecting the offeror with which to enter into contract negotiations. The city agency shall enter into contract negotiations with the selected offeror to determine the terms and conditions of the contract, including compensation to be paid by the city. If negotiations fail, negotiations with this offeror shall be terminated, and the city agency may enter into contract negotiations with another offeror as selected by the director. This process may continue until a contract is successfully negotiated.

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SECTION 12 – RFP Schedule

Event Date

RFP Issued 11/13/25

Questions Due 11/20/25 by 4pm

Proposals Due 12/4/25 by 4pm

Evaluation Period (estimated)

12/4/25-12/11/25

Optional Presentations

TBD

Contract Award (estimated)

12/12/2025

Contract Start (estimated)

1/1/2026

All dates are subject to change at the City’s discretion.

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Exhibit A Historical CNG Usage

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Exhibit B

CONTRACT

FOR SERVICES OVER $50,000

*ANY ALTERATIONS OF CONTRACT LANGUAGE WILL RESULT IN REVOCATION OF CITY ATTORNEY

APPROVAL.*

This Contract for ____________ _ services is entered into by and between ________ __ (herein referred to as “Contractor”), and the City of

Columbus, Department of ____________________________ (herein referred to as “City”).

WITNESSETH

WHEREAS, the City has a need for ________________________________; and

WHEREAS, the Contractor has the necessary experience and expertise to provide said service;

and

WHEREAS, this Contract is authorized by Ordinance No. _________, passed by Columbus City Council on ________________________; and

NOW, THEREFORE, in consideration of the mutual promises as hereinafter set forth, the parties agree as follows:

This Contract sets forth the entire agreement between the parties with respect to the subject matter hereof. Understandings, agreements, representations, or warranties not contained in this Contract, or as written amendment hereto, shall not be binding on either party. Except as provided herein, no alteration of any terms, conditions, delivery, price, quality, or specifications of this Contract shall be binding on either party without the written consent of both parties. This Contract is subject to the Ohio Public Records Act.

1. Contract Term The term of this Contract shall be from ____________ to _________________. This Contract shall not automatically renew.

2. Maximum Obligation The maximum amount to be paid under any purchase order associated with this Contract shall not exceed unless additional funds are appropriated and authorized.

3. Pricing and Scope of Services The Contractor agrees to perform and invoice the Scope of Services as set forth ON ATTACHED EXHIBIT A* and as contained in the bid specifications, which are expressly incorporated herein.

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*Contract is NOT valid if the Scope of Services is NOT attached.

No other costs, rates, or fees shall be payable to the Contractor for services performed hereunder. The terms and conditions specified in this Contract constitute the entire contract governing the purchase of services by the City from the Contractor, and shall supersede any terms and conditions which may accompany Contractor’s invoice/bid/estimate. Any and all verbal representations are superseded by this Contract. The terms of this Contract shall prevail over any conflicting or deficient terms or conditions listed in any attachments from Contractor.

4. Equal Opportunity Clause Contractor agrees to abide by all of the terms, conditions and requirements set forth in Columbus City Code Section 3906.02, Equal Opportunity Clause. Failure or refusal of a Contractor or Subcontractor to comply with the provisions of Title 39 may result in cancellation of this Contract.

5. Taxes Federal or State taxes are not to be included on invoices for the described services.

Contractor will be provided an exemption certificate, if needed.

6. City’s Contract Administrator/Contract Administration ______________________________will manage the Contract on behalf of the City and will be the principal point of contact for the City concerning the Contractor’s performance under this Contract.

Any notice or demand or other communication required or permitted to be given under this Contract or applicable law shall only be effective if it is in writing, properly addressed, and either delivered in person, or by a recognized courier service, or deposited with the United States Postal Services as first-class certified mail, postage prepaid and return receipt requested, to the parties at the following addresses:

(List names and addresses of City and Contractor contact persons below.)

7. Contractor as an Independent Contractor The Contractor shall be and shall remain an Independent Contractor with respect to all services performed hereunder and neither Contractor nor its employees shall be considered “public employees” for purposes of OPERS membership. Contractor agrees to and does hereby accept full and exclusive liability for the payment of any and all contributions or taxes for Social Security, unemployment insurance or old age retirement benefits, pensions or annuities now or hereafter imposed under any state or federal law which are measured by the wages, salaries or other remunerations paid to the Contractor or persons employed by the Contractor for work performed under the terms of this Agreement and further agrees to obey all lawful rules and regulations and to meet all lawful requirements which are now, or hereafter may be, issued or promulgated under said respective laws.

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Individuals utilizing a personal social security number for tax identification purposes and business entities with four (4) or fewer employees must complete and submit, as Exhibit D, the OPERS independent contractor acknowledgment form. THIS FORM CAN BE

FOUND AT WWW.OPERS.ORG

8. Applicable Law, Remedies

This Agreement shall be governed in accordance with the laws of the State of Ohio and the ordinances, statutes and provisions of the Columbus City Code and Charter;

specifically including, but not limited to Charter Sections 159 and 161. All claims, counterclaims, disputes and other matters in question between the City, its agents and employees, and the Contractor arising out of or relating to this Agreement or its breach will be decided in a court of competent jurisdiction within the County of Franklin, State of Ohio.

Chapter 377 of the Columbus City Codes is hereby incorporated into the contract and Contractor is required to comply with said chapter. This includes, but is not limited to reporting requirements and the obligation to review the commission list of contractors and subcontractors that received an adverse determination. Penalties for failure to comply with the wage theft prevention code included suspension for three years, up to permanent disbarment.

9. Payment/Invoice Submittal Fees shall be paid for services rendered following: (1) the City’s receipt of a correct invoice, which designates the specific applicable charges, and (2) issuance of a certified purchase order. The City will not be subject to any late payment charges. Rates shall be firm during the term of this Contract. The City will process correctly documented invoices for payment and Contractor should receive payment for such invoice within thirty (30) days from receipt and approval by the City.

Invoices: All invoices shall be submitted to the address listed on the Purchase Order.

10. Modifications

No modification, amendment, alteration, addition or waiver of any section or condition of this Contract shall be effective or binding unless it is in writing and signed by an authorized representative of the City and the Contractor and approved by the appropriate City authorities.

11. Contract Termination

If either the City or the Contractor violates any material term or condition of this Contract or fails to fulfill in a timely and proper manner its obligations under this Contract, then the aggrieved party shall give the other party (the “responsible party”) written notice of such failure or violation. The responsible party will correct the violation or failure within thirty

(30) calendar days or as otherwise mutually agreed. If the failure or violation is not corrected, this Contract may be terminated immediately by written notice from the aggrieved party. The option to terminate shall be at the sole discretion of the aggrieved party.

When it is in the best interest of the City, the City may terminate this Contract, in whole or in part by providing seven (7) calendar days written notice to…