2-RFP-RC-2026-016 - Greenhouse Gas Inventory and CAP.pdf

Edwin J. Day, County Executive

TITLE: Rockland County Government Operations Greenhouse

Gas Emissions Inventory and Climate Action Plan

RFP NUMBER:

RFP-RC-2026-016

Department of General Services – Purchasing Division RFP Template updated 04/15/2023 50 Sanatorium Road, Bldg A, Pomona, NY 10970 – Tele: (845) 364-3820 – Fax: (845) 364-3809

Department of General Services Purchasing Division

Request for Proposal

BID DISTRIBUTION - Important Notice - The County of Rockland officially distributes bidding documents from the Bonfire Portal.

Firms wishing to participate in this solicitation can download all of the RFP documents from the link provided below:

https://rocklandgov.bonfirehub.com/portal

Where applicable, see RFP Document for Scheduled Pre-Proposal Meeting and Deadline for Receipt of questions.

Closing date for the Request for Proposal is 3:00 pm, local time, on June 30, 2026

PRE-PROPOSAL MEETING

A pre-proposal meeting will be held as detailed below. Attendance may or may not be mandatory. A transcript of the questions and answers will be distributed, to all attendees and proposers who have returned the Receipt Confirmation Form. Verbal questions will be allowed at the meeting. However, questions of a complex nature, or questions where the proposer requires anonymity, should be forwarded in writing to the County prior to the meeting.

Date: June 2, 2026 Time: 10:00am Location: Virtual – MS Teams

QUESTIONS

All inquiries related to this Request for Proposal are to be in writing to the attention via email to purchasing@co.rockland.ny.us. The Solicitation number and title noted above must appear in the subject line of the email communication.

Paul J. Brennan, FNIGP, NIGP-CPP, CPPO Director of Purchasing

Department of General Services – Purchasing Division 50 Sanatorium Road, Building A, 6th floor

Pomona, NY 10970 Telephone: 845-364-3820

Deadline for submission of questions is June 5, 2026 at 4:00 PM. Answers will be given via addenda issued in response to the questions received.

https://rocklandgov.bonfirehub.com/portal mailto:purchasing@co.rockland.ny.us Melanie Bicknell Typewriter https://teams.microsoft.com/meet/251261509400405?p=IU9f4KyKyCNgZurANJ Melanie Bicknell Typewriter

CLICK HERE TO JOIN MEETING

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Gas Emissions Inventory and Climate Action Plan

RFP Template updated 04/15/2023 50 Sanatorium Road, Bldg A, Pomona, NY 10970 – Tele: (845) 364-3820 – Fax: (845) 364-3809

The County encourages submission of Proposals by certified Minority- and/or Women-Owned Business Enterprises (MWBE) and/or Disadvantaged Business Enterprises (DBE) and/or Service-Disabled Veteran Owned Businesses (SDVOB). For purposes of this procurement, there is an overall goal of up to (30%) for Minority and Women-Owned Business Enterprises (“MWBE”) participation, (based on the current availability of qualified MBEs and WBEs).

The County of Rockland is committed to full compliance with the Americans with Disabilities Act. To that end, the County is committed to creating an accessible environment for all. To request accommodations that you may require, please call (845) 364-3820. Please request these accommodations four (4) business days in advance so that we can seek to meet your needs.

Gas Emissions Inventory and Climate Action Plan

RFP Template updated 04/15/2023 50 Sanatorium Road, Bldg A, Pomona, NY 10970 – Tele: (845) 364-3820 – Fax: (845) 364-3809

Required forms to be completed and uploaded with the proposal

• STATEMENT OF REQUIRED DISCLOSURES, REPRESENTATIONS AND

CERTIFICATIONS (SEE SEPARATE ATTACHMENT)

• PAST & PRESENT PERFORMANCE (SEE SEPARATE ATTACHMENT)

• FEDERAL CONTRACT CLAUSES

Gas Emissions Inventory and Climate Action Plan

RFP Template updated 04/15/2023 50 Sanatorium Road, Bldg A, Pomona, NY 10970 – Tele: (845) 364-3820 – Fax: (845) 364-3809

Receipt Confirmation Form

PLEASE COMPLETE AND RETURN THIS CONFIRMATION FORM WITHIN 5 WORKING DAYS OF RECEIVING

SOLICITATION PACKAGE TO:

EMAIL : purchasing@co.rockland.ny.us

Failure to return this form may result in no further communication or addenda regarding this RFP.

Company Name: ________________________________________________________________________

Address: ______________________________________________________________________________

City: ______________________________________________ State: _________ Zip Code: ________

Contact Person: _________________________________________________________________________

Phone Number: ______________________________EXT:_____ Fax Number: ______________________

Email: _____________________________________

I have received a copy of the above noted RFP.

______ We will be submitting a RFP

______ We will NOT be submitting a RFP – (please indicate reason)

Signature:______________________________________________________________________________

Title:__________________________________________________________________________________

If a bidders meeting has been arranged for this Bid, please indicate if you plan to attend: Yes / No rectconf.frm

Gas Emissions Inventory and Climate Action Plan

RFP Template updated 04/15/2023 50 Sanatorium Road, Bldg A, Pomona, NY 10970 – Tele: (845) 364-3820 – Fax: (845) 364-3809

PURPOSE OF REQUEST FOR PROPOSAL (RFP)

Rockland County is seeking a consultant to develop a comprehensive County Government Operations Greenhouse Gas (GHG) Emissions Inventory and County Government Operations Climate Action Plan (CAP) to identify strategies to reduce GHG emissions and enhance sustainability in County government operations.

The County Government GHG Emissions Inventory and CAP will be guided by the Rockland County Department of Planning, the Climate Smart Communities (CSC) Task Force and an internal project team, which will include members from various County Departments including but not limited to county departments represented on the CSC Task Force as ex-officio members.

This RFP is designed to provide interested offerors with sufficient basic information to submit proposals meeting minimum requirements but is not intended to limit a proposal's content or exclude any relevant or essential data.

Offerors are at liberty and are encouraged to expand upon the specifications to evidence service capability under any agreement.

BACKGROUND

Rockland County is seeking proposals to develop a County Government Operations Greenhouse Gas (GHG) Emissions Inventory and County Government Operations Climate Action Plan (CAP). The primary tasks are to identify, quantify, and report on GHG emissions from County-owned and County-controlled assets and activities; establish clear and achievable climate action goals and emission reduction targets; and develop strategies and a comprehensive timeline for implementation.

The project will proceed in two main phases. First, the respondent will develop a County Government Operations GHG Emissions Inventory, which shall include all Scope 1 (direct) and Scope 2 (indirect) emissions from the County operations. Scope 3 emissions, such as those from employee commuting, may also be evaluated where feasible. The respondent will work collaboratively with County departments and staff to identify, collect, and organize the data needed to complete the inventory. Data collection from the various County departments will be coordinated by the County’s project manager with support and oversight from the County Executive’s Office. Relevant data shall be entered into a GHG tracking platform, such as International Council for Local Environmental Initiatives’ (ICLEI) ClearPath tool, to enable the County to monitor, track, and forecast emissions on an ongoing basis following completion of the inventory. The respondent will deliver a comprehensive, clear, and accessible Government Operations GHG Emissions Inventory Report summarizing findings and baseline emissions.

In the second phase, the respondent will develop a comprehensive County Government Operations Climate Action Plan informed by the results of the GHG Emissions Inventory. The CAP will establish short-term and long-term emissions reduction targets; identify strategies to improve operational efficiency and reduce energy use; and provide

Gas Emissions Inventory and Climate Action Plan

RFP Template updated 04/15/2023 50 Sanatorium Road, Bldg A, Pomona, NY 10970 – Tele: (845) 364-3820 – Fax: (845) 364-3809 policy and programmatic recommendations. Climate action goals and reduction targets shall be specific, attainable, and grounded in scientific best practices, and shall be presented in alignment with certification actions under the New York State Department of Environmental Conservation (NYSDEC) Climate Smart Communities program. The CAP should include methods and timelines for improving building energy performance; advancing water, energy conservation, and waste reduction initiatives; right sizing the County vehicle fleet; and evaluating opportunities to transition to more fuel-efficient and advanced vehicles. The CAP shall also integrate findings from separate County renewable energy and electric vehicle charging infrastructure feasibility studies. A framework for ongoing monitoring, evaluation, and reporting shall be established to support progress tracking and adaptive management.

In coordination with County staff, the respondent will also develop an outreach and engagement strategy to effectively communicate the County’s climate action initiatives to County employees, the public, and other key stakeholders, ensuring transparency, awareness, and broad support.

The GHG Emissions Inventory and Climate Action Plan shall align with New York State’s Scoping Plan, the New York Regional Greenhouse Gas Inventory Guidance, ICLEI’s Local Government Operations Protocol (LGOP), and the submission requirements of the NYSDEC Climate Smart Communities Pledge, Element Two: Inventory emissions, set goals, and plan for climate action.

Acronyms and Abbreviations:

CAP Climate Action Plan

CEC Climate and Environmental Committee

CLCPA Climate Leadership and Community Protection Act

CSC Climate Smart Communities

DBE Disadvantaged Business Enterprise

DEC New York State Department of Environmental Conservation

EPA United States Environmental Protection Agency

GHG Greenhouse Gas

HVAC Heating, Ventilation, and Air Conditioning

ICLEI International Council for Local Environmental Initiatives

LGOP Local Government Operations Protocol (ICLEI)

MWBE Minority- and Women-Owned Business Enterprise

NYS New York State

NYSDEC New York State Department of Environmental Conservation

PM Project Manager

RFP Request for Proposal

SDVOB Service-Disabled Veteran-Owned Business

Gas Emissions Inventory and Climate Action Plan

RFP Template updated 04/15/2023 50 Sanatorium Road, Bldg A, Pomona, NY 10970 – Tele: (845) 364-3820 – Fax: (845) 364-3809

REFERENCES

Unless otherwise stated, proposal must include a minimum of three (3) current projects and two (2) past projects.

ISSUING OFFICE AND RFP REFERENCE NUMBER

The County of Rockland’s Department of General Services – Purchasing Division is the issuing office for this document and all subsequent addenda relating to it, on behalf of Rockland County Department of Planning. The reference number for the transaction is Solicitation #RFP-RC-2026-016. This number must be referred to on all proposals, correspondence, and documentation relating to the RFP.

LENGTH OF CONTRACT

The Contract resulting from this RFP will be for a period of Two (2) Years with Three (3) One year options.

The County of Rockland reserves the right to review contract(s) on a regular basis regarding performance and cost analysis and may negotiate price and service elements during the term of the contract.

Gas Emissions Inventory and Climate Action Plan

RFP Template updated 04/15/2023 50 Sanatorium Road, Bldg A, Pomona, NY 10970 – Tele: (845) 364-3820 – Fax: (845) 364-3809

PROJECT GOALS AND OUTCOMES

The County Government GHG Emissions Inventory will provide Rockland County with a detailed and comprehensive assessment of greenhouse gas emissions associated with County operations. The inventory will establish a clear baseline for measuring emissions, identifying major emission sources, and supporting the development of targeted strategies to reduce the County’s carbon footprint while advancing long-term environmental and economic sustainability.

The inventory will enable the County to better manage emissions impacts by evaluating key sources and potential vulnerabilities, allowing for the identification and implementation of proactive mitigation measures. It will also support data-driven decision-making by supplying accurate and reliable information to inform policies, programs, and operational planning.

In addition, the GHG inventory will identify cost-effective opportunities for emissions reductions and efficiency improvements, helping the County prioritize actions that are both environmentally effective and fiscally responsible.

The inventory will further enhance transparency and accountability in environmental reporting, demonstrating the County’s leadership in climate stewardship and strengthening engagement with stakeholders and the public.

The inventory will serve as a foundational tool for integrating climate considerations into County operations and planning, enabling progress tracking, performance evaluation, and continuous improvement of climate action efforts.

The primary deliverables of this project are the development of a County Government GHG Emissions Inventory and a Climate Action Plan for the County of Rockland.

SCOPE OF WORK

The tasks provided below are general requirements for the County Government Operations GHG emissions Inventory and County Government Operations CAP. The intent of listing tasks is to establish expectations of the general project scope but is not intended to limit the respondent to a prescribed approach. If the respondent sees that the project budget is unable to fully address some of the desired topics, the respondent should provide an approach on how to continue to address these topics in the future. It is expected that the respondent will provide the County with more specific recommendations for approaches, tasks, and deliverables based on their experience and expertise. Upon selection of the consultant team, a more formal scope including tasks and deliverables will be developed by the selected consultant(s) and the County. The County reserves the right to negotiate any and all elements of this project.

Gas Emissions Inventory and Climate Action Plan

RFP Template updated 04/15/2023 50 Sanatorium Road, Bldg A, Pomona, NY 10970 – Tele: (845) 364-3820 – Fax: (845) 364-3809

Task 1: Develop a Strategy for Planning, Communication, and Engagement

A. Create an Internal Project Team (County)

1. Identify and confirm key individuals from relevant departments (ex-officio members of CSC Task Force. e.g., Facilities, Planning, Sewer, Highways, Environmental Resources, Public Transportation, Purchasing, Health) for information and support throughout the project. (County)

2. Gather feedback to establish, present goals, and outline deliverables (County and Consultant)

3. Define preliminary roles, tasks, and responsibilities for each team member. (County)

4. Establish and distribute a project timeline with a meeting schedule accessible to the Project Team and County staff. (Consultant with County support)

5. Web presence, social media, e-outreach (County)

B. Engage Local Officials and the Public. (Consultant and County)

1. Host at least one (1) public meeting to introduce the project; Government Operations GHG emissions Inventory and CAP, using visual aids to present general information and benefits. (Consultant and County)

2. Hold at least one (1) additional public meeting near project completion to present the draft CAP for public comment. (Consultant and County)

3. Present draft CAP to the County Legislature and County Executive (Consultant and County)

Deliverables

1. Identify a list of stakeholders (County) with preliminary roles, tasks, and responsibilities for each team member (County)

2. Develop a detailed project management plan outlining timelines, key milestones, and deliverables for the entire project (Consultant). This will be updated monthly and tracked in consultation with the Project Manager (PM) and made available to Project Team and County staff.

3. Develop public outreach and engagement strategy

a. Include proposed meeting schedule, meeting notices, social media etc. (County)

b. Include strategy for engaging local officials, stakeholders, and the public, including methods for outreach and feedback collection. (County and Consultant)

4. At minimum one public meeting to introduce the project (County and/or Consultant)

Gas Emissions Inventory and Climate Action Plan

RFP Template updated 04/15/2023 50 Sanatorium Road, Bldg A, Pomona, NY 10970 – Tele: (845) 364-3820 – Fax: (845) 364-3809

Task 2: Select Tools, Scopes, and Begin County Government Operations GHG Emissions Inventory Data Collection (Consultant and County)

A. Review and Select GHG Emissions Inventory and Tracking Systems

1. Evaluate options for GHG emissions inventory and tracking systems for Scope 1 and Scope 2 emissions, considering features like emissions forecasting, compliance with LGOP, and visualization capabilities. Options for Scope 3 inventory and tracking can be considered as well at the County’s discretion. (Consultant and County)

2. Finalize the selection, assess initial and ongoing costs, and identify budget and staffing needs for system management. (Consultant and County)

3. Develop protocols for data entry, system use, and maintenance, including user guides and procedural documents. (Consultant and County)

B. Determine Scopes and Sectors (Consultant and County)

1. Identify the highest emitting sectors and facilities under Rockland County’s operational control, including mandatory Scope 1 and 2 emissions, and optional Scope 3. (Consultant)

2. Finalize the inventory scope, including but not limited to sources such as transportation, building Heating, Ventilation, and Air Conditioning (HVAC), purchased electricity, gas powered equipment, radio communications towers. Building inventory will include all county buildings including Rockland Community College. (Consultant)

3. Select a baseline year and request relevant data on energy consumption and emissions from relevant departments. (Consultant and County)

C. Conduct Baseline Assessments (Consultant)

1. Collect and analyze data for County-owned buildings and facilities to determine building and facility GHG emissions. (Consultant and County)

2. Collect and analyze data from County-related transportation, including the county fleet vehicles, public transportation vehicles and possibly employee commuting (Scope 3) to determine transportation related GHG emissions. (Consultant)

3. Collect and analyze data for use of landscaping and land maintenance at county owned facilities and highways (Consultant)

4. Collect and analyze data trash and recycled materials generated, collected and transported by County operations possible through a County Government Waste audit (Consultant)

5. Potentially assess emissions from other County operations other than those produced by buildings and transportation such as the purchase and use of road salt at County facilities. (Consultant)

Gas Emissions Inventory and Climate Action Plan

RFP Template updated 04/15/2023 50 Sanatorium Road, Bldg A, Pomona, NY 10970 – Tele: (845) 364-3820 – Fax: (845) 364-3809

Deliverables

1. Evaluation and selection of a GHG inventory management system for tracking Scope 1 and Scope 2 emissions in compliance with LGOP and visualization capabilities. Consideration of Scope 3 emissions for inventory, tracking and emissions forecasting. (Consultant and County)

2. Repository of GHG emissions data for County-owned buildings and facilities, County-related transportation, including the county fleet vehicles, public transportation vehicles and possibly employee commuting, and assess emissions from other County operations not covered by buildings and transportation. (Consultant)

3. Establish protocols and procedures documents for data collection, including methodologies for baseline assessments and data verification for inventorying GHG emissions. (Consultant)

4. Develop user guides and procedural documents for the GHG emissions tracking system/tool, including instructions for data entry, system maintenance, and reporting. (Consultant and County)

Task 3. Prepare the Rockland County Government Operations GHG Emissions Inventory Report

A. Analyze and Organize Data (Consultant and County)

1. Review data for completeness and accuracy.

2. Analyze results, extract key information, and organize data, graphs, and forecasts for the report using the selected inventory tool. (Consultant and County)

3. Establish repeatable and adoptable protocols and procedures to create centralized and consistent accounting/methods of reporting for the County to regularly collect GHG emissions data. (Consultant and County)

B. Prepare and submit a draft Rockland County Government Operations GHG Emissions Inventory Report (Consultant)

1. Include charts, graphs, and a narrative description highlighting key emissions sources, trends, forecasts, and alternative scenarios. (Consultant)

2. Ensure the narrative clearly communicates findings and implications. (Consultant)

A. Rockland County Government Operations GHG Emissions Inventory Report (Consultant)

i. Report must include at the minimum Scope 1 and Scope 2 GHG emissions from government operations.

ii. A section describing the methodology used and how these methods comply with established inventory protocols, such as LGOP.

iii. Analysis of GHG inventory emissions data.

iv. GHG emissions forecast, where feasible, to estimate how emissions are likely to grow in the near future.

v. Include charts and a narrative description of the results in a way that is accessible and clear.

Gas Emissions Inventory and Climate Action Plan

RFP Template updated 04/15/2023 50 Sanatorium Road, Bldg A, Pomona, NY 10970 – Tele: (845) 364-3820 – Fax: (845) 364-3809

B. Instructions for county staff to replicate protocols used to analyze GHG emissions data and create update reports for the County in the future. (Consultant)

Task 4: Prepare the Climate Action Plan (CAP)

1. Complete and analyze baseline assessments using GHG inventory (can be from GHG Emissions Inventory Report)

2. Establish GHG Emissions Reduction Targets and Climate Action Goals (based on GHG Emissions Inventory Report)

i. Set short-term and long-term emissions reduction targets aligned with the New York Climate Leadership and Community Protection Act (CLCPA).

ii. Propose GHG emission reduction strategies that include at the minimum:

1. Policy Review - changes to existing, or recommendation of new policies

2. Building Decarbonization - Emission Reduction Strategies for Buildings

a. Energy efficiency improvements, energy management

b. Benchmarking all County buildings using the Environmental Protection Agency (EPA)

Portfolio Manager

c. Create/maintain a comprehensive county-wide building portfolio

d. Establish metrics to track and measure emission reduction targets

e. Assess County building for energy generation, storage, and efficiency improvements.

f. Establish a procedure for identifying energy and water conservation measures

g. Track lighting upgrades and efficiency improvements

h. Water conservations measures, track water saving fixture upgrades

3. Renewable energy opportunities

a. Integrate findings of renewable energy feasibility study into CAP. (Feasibility study is currently underway).

b. Identify opportunities for using renewable energy at County facilities.

4. Greening the County Fleet - Emission Reduction Strategies for Transportation

a. Update and standardized policies and procedures for County fleet management, standardizing fleet inventory, fleet rightsizing, fleet efficiency policies, etc.

b. Promoting the use of public transportation, carpooling, employee incentives for transit, support for telecommuting, remote work options etc.

c. Integrate finding of electric vehicle charging infrastructure feasibility study (currently underway).

d. Identify opportunities to install electric vehicle charging infrastructure

5. Sustainable Materials Management

a. Update and standardized County policies and procedures for materials management

b. Promote waste reduction and recycling in County Government Buildings – training and education for County employees

6. Sustainable Purchasing Program

Gas Emissions Inventory and Climate Action Plan

RFP Template updated 04/15/2023 50 Sanatorium Road, Bldg A, Pomona, NY 10970 – Tele: (845) 364-3820 – Fax: (845) 364-3809

a. Create/update and encourage use of environmentally preferable purchasing policy

7. Sustainable Land Care (Natural systems resilience, and ecosystem service optimization)

a. Purchase and use of electronic/zero emissions landscaping equipment

b. Use of green infrastructure- porous pavers, rain gardens, rain barrels etc – county facilities and highways

c. Road salt alternatives and reduction

1. Summary of baseline findings from GHG report (County)

2. Prioritized list of short term, medium and long term GHG reduction initiatives (County)

3. Draft a CAP and Implementation Guide. (Consultant)

i. Propose GHG reduction targets with descriptions of justifications and any aligned standards

ii. The final deliverable should address the following

• emissions reduction strategies, policy reviews, infrastructure recommendations, and operational improvements based on the prioritized list of GHG reduction initiatives.

• monitoring and metrics plan to track and measure emission reduction targets.

• roadmap for implementing recommended strategies and initiatives, with a matrix of timelines, responsible parties, and resource requirements.

4. At least one public meeting near project completion to present the draft CAP with opportunities for internal and external feedback, public comments, and response. (Consultant and County)

Task 5: Publish the County Operations GHG Inventory Report and CAP (Consultant and County)

A. Documents available internally and externally.

1. Report should be published on County Website and shared with relevant stakeholders, distributed to all

County staff and department heads, publicized on social media. (County) B. Develop a plan for internal and external educational sessions.

1. Hold at least one session to present and explain the Inventory Report and Climate Action Plan (CAP) internally to County staff and commissioners.

2. Hold at least one session to publicize and explain the Inventory Report and CAP to the community and external stakeholders.

3. Provide opportunities for internal and external feedback and response.

1. Presentation of the Inventory Report and Climate Action Plan (CAP) to County staff and commissioners.

(Consultant and County)

Gas Emissions Inventory and Climate Action Plan

RFP Template updated 04/15/2023 50 Sanatorium Road, Bldg A, Pomona, NY 10970 – Tele: (845) 364-3820 – Fax: (845) 364-3809

2. Session to present draft CAP to County Legislature and County Executive’s Office to consider adoption of plan (Consultant and County)

Additional Notes and Considerations:

1. All Tasks and Deliverables must be consistent with NYSDEC Climate Smart Communities Certification Actions/Pledge Elements.

2. Note any exceptions or omissions from the Scope of Work stated requirements and provide reasons for these exceptions.

3. We are requesting at least two public meetings, please provide pricing for additional public meetings.

4. Collecting County operations GHG inventory-related data for this project will be facilitated by the planning department’s project manager with support and oversight from the County Executive’s Office/Chief of Staff.

Desired Outcomes

• GHG emissions inventory system that Rockland County can use to track and forecast future emissions.

• CAP actionable items and plan to forward County’s Climate Commitment (reframe)

Final Deliverables

• Draft Government Operations GHG Emissions Inventory Report. (Consultant)

• Draft a CAP and Implementation Guide. (Consultant)

• Public meetings – at least two public meetings. Please provide pricing for additional meetings to public or

County Executive and/or Legislature.

Resources available:

• Rockland County CSC & CEC Action Strategy, 2023 and Implementation Matrix

Gas Emissions Inventory and Climate Action Plan

RFP Template updated 04/15/2023 50 Sanatorium Road, Bldg A, Pomona, NY 10970 – Tele: (845) 364-3820 – Fax: (845) 364-3809

Table: Task and Deliverable Matrix with Responsibility Split (This is a general guide, subject to change based on responses to this RFP)

Task Deliverable Consultant County

Task 1 Stakeholder list with roles Support Lead

Task 1 Project management plan & schedule Support Lead

Task 1 Outreach & engagement strategy Support Lead

Task 1 Introductory public meeting Support Lead

Task 2 GHG inventory system selection Lead Support

Task 2 Centralized GHG data repository Lead Support

Task 2 Data collection & verification protocols Lead Support

Task 2 User guides & procedural documentation Lead Support

Task 3 Government Operations GHG Inventory Report Lead Support

Task 3 Emissions forecasts, analysis, and visuals Lead Support

Task 3 Replication instructions for County staff Lead Support

Task 4 Baseline findings summary Lead Support

Task 4 Prioritized GHG reduction initiatives Lead Support

Task 4 Draft CAP & Implementation Guide Lead Support

Task 4 Public meeting on draft CAP Support Lead

Task 5 Internal staff education session Support Lead

Task 5 Legislative & Executive presentation Support Lead

Gas Emissions Inventory and Climate Action Plan

RFP Template updated 04/15/2023 50 Sanatorium Road, Bldg A, Pomona, NY 10970 – Tele: (845) 364-3820 – Fax: (845) 364-3809

Summary Table of Tasks

Proposal Section Tasks Covered

Key Outputs

Project Management & Engagement

Task 1 Stakeholder coordination, project management plan, outreach strategy, public engagement

GHG Emissions Inventory Development

Task 2 Inventory system selection, emissions data collection, protocols, user documentation

Emissions Analysis & Reporting Task 3 Government Operations GHG Inventory Report, emissions analysis, forecasts

Climate Action Planning Task 4 Emissions reduction targets, prioritized strategies, draft CAP & implementation roadmap

Publication & Adoption Support Task 5 Internal and public presentations, legislative briefings, adoption support

Table: Task-Deliverables Summary

Task Key Task Components Associated Deliverables

Task 1 – Develop a Strategy for Planning, Communication, and Engagement

• Form internal project team

• Define roles, responsibilities, and timeline

• Establish web and outreach presence

• Engage local officials and the public

• Conduct public meetings and briefings

• Stakeholder list with roles and responsibilities

• Detailed project management plan (timelines, milestones, deliverables;

updated monthly)

• Public outreach and engagement strategy (meeting schedule, notices, feedback methods)

• At least one public meeting introducing the GHG Inventory and CAP project

Task 2 – Select Tools, Scopes, and Begin GHG Inventory Data Collection

• Evaluate and select GHG inventory and tracking system

• Define inventory scopes and sectors

• Selected GHG inventory management system with cost and capability assessment

Gas Emissions Inventory and Climate Action Plan

RFP Template updated 04/15/2023 50 Sanatorium Road, Bldg A, Pomona, NY 10970 – Tele: (845) 364-3820 – Fax: (845) 364-3809

Task Key Task Components Associated Deliverables

(Scopes 1, 2, optional 3)

• Select baseline year

• Collect and analyze baseline emissions data for buildings, transportation, and other operations

• Centralized repository of GHG emissions data (buildings, transportation, other operations)

• Protocols and procedures for GHG data collection, verification, and baseline assessments

• User guides and procedural documents for system use, maintenance, and reporting

Task 3 – Prepare the Government Operations GHG Emissions Inventory Report

• Review data for completeness and accuracy

• Analyze emissions data and trends

• Develop repeatable accounting and reporting protocols

• Draft and finalize the GHG Inventory Report

• Government Operations GHG Emissions Inventory Report including:

– Scope 1 and Scope 2 emissions

– Methodology and protocol compliance

– Emissions analysis and forecasts

– Charts, graphs, and narrative explanations

• Instructions for County staff to replicate analysis and update future inventories

Task 4 – Prepare the Climate Action Plan (CAP)

• Analyze baseline emissions results

• Establish emissions reduction targets

• Identify and prioritize reduction strategies across buildings, transportation, energy, waste, and natural systems

• Develop implementation framework

• Summary of baseline findings from the GHG Inventory Report

• Prioritized list of short-, medium-, and long-term GHG reduction initiatives

• Draft Climate Action Plan and Implementation Guide including:

– Reduction targets and justifications

– Emissions reduction strategies

– Monitoring metrics and tracking plan

– Implementation roadmap (timelines, responsibilities, resources)

• At least one public meeting presenting the draft CAP for review and comment

Gas Emissions Inventory and Climate Action Plan

RFP Template updated 04/15/2023 50 Sanatorium Road, Bldg A, Pomona, NY 10970 – Tele: (845) 364-3820 – Fax: (845) 364-3809

Task Key Task Components Associated Deliverables

Task 5 – Publish the GHG Inventory Report and CAP

• Publish documents internally and externally

• Conduct internal and public educational sessions

• Facilitate feedback and responses

• Internal presentation session for County staff and commissioners on the Inventory Report and CAP

• Presentation of the draft CAP to the County Legislature and County Executive’s Office for consideration and adoption

PROPOSAL REQUIREMENTS AND COMPANY QUALIFICATIONS

Instructions for Respondents:

Please provide clear, concise, and complete responses to the following questions. Attach additional documentation where requested. Responses will be evaluated based on completeness, clarity, and alignment with the RFP requirements. The documents should be presented in a clear, visually engaging, and accessible format.

Respondents should provide a narrative that:

• Explains the Respondent’s grasp of the RFP scope, including County Government Operations GHG Emissions Inventory and CAP development requirements,

• Summarizes the approach and strategies for completing the tasks outlined in Section IV Scope of Work Tasks, including data collection and CAP formulation,

• Describes the actions for each task listed in the Scope of Works detailing how the County Government Operations GHG Emissions Inventory will be developed, and the County Government Operations CAP created, including any additional requirements like outreach strategies,

• Note any exceptions or omissions from the stated requirements and provide reasons for these exceptions,

• State any assumptions made by the Respondent to respond to this RFP,

• State any resources Rockland County is expected to provide, such as data access or support,

• Provide an anticipated time frame including milestones for each step of the work based on no longer than a 24-month process, including a clear and precise statement as to the date the respondent will be able to begin these services,

• Provide a staffing plan that lists all person(s) who will work on the project (including subcontractors), a description of their role in the project and their resumes showing qualifications, educational background, and relevant training experience. No substitution of personnel without County’s approval.

Please ensure responses to the following questions are provided in that narrative:

Gas Emissions Inventory and Climate Action Plan

RFP Template updated 04/15/2023 50 Sanatorium Road, Bldg A, Pomona, NY 10970 – Tele: (845) 364-3820 – Fax: (845) 364-3809

Section 1: Understanding of Scope

Q1. How is the scope of this RFP interpreted, including the requirements for conducting a County Government Operations Greenhouse Gas (GHG) Emissions Inventory and developing a Climate Action Plan (CAP)?

(Provide a narrative response.)

Section 2: Approach and Strategies

Q2. What approach and strategies will be used to complete the tasks outlined in the Scope of Work, including data collection and CAP formulation?

(Provide a detailed description of your methodology.)

Section 3: Task Execution Details

Q3. For each task listed in the Scope of Work, what specific actions will be taken to develop:

• A County Government Operations GHG Emissions Inventory?

• Systems to monitor, track, and forecast GHG emissions

• Ae County Government Operations CAP to be adopted by the County Legislature?

• A CAP Implementation Mitigation and Adaptation Strategy

• Any additional requirements such as outreach strategies?

(Provide a task-by-task breakdown.)

Section 4: Exceptions or Omissions

Q4. Are there any exceptions or omissions from the stated requirements in your proposal? If so, please explain the reasons.

(List and justify any exceptions.)

Section 5: Assumptions

Q5. What assumptions have you made in preparing your response to this RFP?

(Provide a clear list of assumptions.)

Section 6: County Resources

Q6. What resources or support do you expect Rockland County to provide (e.g., data access, staff assistance)?

(Specify all anticipated County contributions.)

Gas Emissions Inventory and Climate Action Plan

RFP Template updated 04/15/2023 50 Sanatorium Road, Bldg A, Pomona, NY 10970 – Tele: (845) 364-3820 – Fax: (845) 364-3809

Section 7: Timeline and Milestones

Q7. What is your anticipated timeline, including milestones for each step of the work, based on a 18-24 month process?

• On what date will you be able to begin providing these services?

(Attach a detailed schedule with milestones.)

Section 8: Staffing Plan

Q8. What is your staffing plan for this project?

• Please list all personnel (including subcontractors), describe their roles, and provide resumes showing qualifications, educational background, and relevant experience.

• How will you ensure no substitution of personnel without County approval?

(Attach resumes and organizational chart.)

Submission Format:

1. Responses should be typed and organized by question number.

2. Attach supporting documents as appendices where applicable.

Gas Emissions Inventory and Climate Action Plan

RFP Template updated 04/15/2023 50 Sanatorium Road, Bldg A, Pomona, NY 10970 – Tele: (845) 364-3820 – Fax: (845) 364-3809

PROPOSAL EVALUATION CRITERIA

An Evaluation Committee will evaluate proposals against the following weighted criteria. (Each area of the evaluation criteria must be addressed in detail in proposal.

WEIGHT EVALUATION CRITERIA

200 Points Demonstrated understanding of the need and objectives, ability to meet the RFP requirements, and effectiveness at addressing the proposed Scope of Work. Providing an overall summary of the approach and strategies.

200 Points Relevant prior experience and education of the consulting team, including project manager and designated staff, as well as any subcontractors, and overall resources of the consultant and subcontractors.

100 Points The consultant’s experience and demonstrated willingness and success working as a cooperative team with other firms, local units of government, and stakeholder groups.

100 Points Originality and/or innovation of the proposal and proposed approach

100 Points MWBE/DBE and SDVOB firms included in the project team.

100 Points Performance references for similar projects.

200 Points Cost

All proposals in response to this RFP will be evaluated in a manner consistent with the Rockland County Procurement Policy, rules, policies and the evaluation criteria established in the RFP.

Gas Emissions Inventory and Climate Action Plan

RFP Template updated 04/15/2023 50 Sanatorium Road, Bldg A, Pomona, NY 10970 – Tele: (845) 364-3820 – Fax: (845) 364-3809

COST PROPOSAL SHEET

Offeror Name:______________________________________________________________________________

Task 1: Develop a Strategy for Planning, Communication & Engagement

Description Cost Project Management & Coordination

Stakeholder coordination and internal meetings

Public outreach strategy development and engagement plan

TOTAL

Task 2: Select Tools, Scopes and begin GHG Inventory Data Collection

Evaluate and select GHG inventory and tracking system

Define inventory scopes and sectors (scopes 1,2, optional 3)

Collect and analyze baseline emissions data for buildings, transportation, and other operations for Scope 1 and 2 emissions

Collect and analyze scope 3 emissions

Completed GHG Emissions Inventory

Gas Emissions Inventory and Climate Action Plan

RFP Template updated 04/15/2023 50 Sanatorium Road, Bldg A, Pomona, NY 10970 – Tele: (845) 364-3820 – Fax: (845) 364-3809

Task 3: Prepare the Government Operations GHG Emissions Inventory Report

Review data for completeness and accuracy

Review and analyze emissions data and trends

Develop repeatable accounting and reporting protocols

Draft and finalize the GHG Inventory Report

Task 4: Prepare the Climate Action Plan (CAP)

Analyze baseline emissions results

Using GHG emissions inventory, establish emissions reduction targets and climate action goals

Identify and prioritize reduction strategies

Draft CAP and implementation guide

Task 5: Publish the GHG Inventory Report and CAP

Final report production

Conduct internal and public educational sessions, including Legislative and Executive presentations

Gas Emissions Inventory and Climate Action Plan

RFP Template updated 04/15/2023 50 Sanatorium Road, Bldg A, Pomona, NY 10970 – Tele: (845) 364-3820 – Fax: (845) 364-3809

TOTAL PROPOSAL FEE: $______________________

________________________________________________________________________________________________DOLLARS (total fee written out)

Firm Name

Address

Telephone Number

Representative

Cost Proposals are to be uploaded as a separate attachment to your RFP response. Please refer to the separate attachment titled: Proposal Submittal Procedures for instructions on submitting your proposal electronically.

Inclusion of any cost or pricing data within the technical proposal may result in your proposal being judged as non-responsive.

Gas Emissions Inventory and Climate Action Plan

RFP Template updated 04/15/2023 50 Sanatorium Road, Bldg A, Pomona, NY 10970 – Tele: (845) 364-3820 – Fax: (845) 364-3809

Proposal Submittal Procedures

Submission Instructions for Suppliers

Please follow these instructions to submit via our Public Portal.

1. Prepare your submission materials:

Requested Information

Name Type # Files Requirement

Does your proposal include exceptions to the County's

Appendix B, Terms

& Conditions?

Data Type: Yes/No N/A Required

Cost Proposal File Type: PDF (.pdf) 1 Required

Redacted Technical

Proposal if

Applicable

File Type: PDF (.pdf) 1 Optional

Exceptions to

Appendix B, Terms

& Conditions

File Type: PDF (.pdf) 1 Optional

Technical Proposal File Type: PDF (.pdf) 1 Required

Past and Present

Performance File Type: PDF (.pdf) 1 Required

Statement of

Required

Disclosures, Representations and

File Type: PDF (.pdf) 1 Required

Gas Emissions Inventory and Climate Action Plan

RFP Template updated 04/15/2023 50 Sanatorium Road, Bldg A, Pomona, NY 10970 – Tele: (845) 364-3820 – Fax: (845) 364-3809

Name Type # Files Requirement

Certifications

Valid NYS Wkm's

Compensation and

NYS Disability

Certificates or

Attestation of

Exemption

File Type: PDF (.pdf) 1 Optional

Valid Certificate Of

Liability (see sample certificate for coverage and limits required as well as sample language to name the County of

Rockland as additionally insured)

File Type: PDF (.pdf) 1 Optional

Commodity Codes

Commodity Set Commodity Code Title Description

NIGP 91810

Air Quality

Consulting

NIGP 91843

Environmental

Consulting

NIGP 92614

Air Pollution Control

Services, Including

Data Collection

Research and

Development, etc.

Gas Emissions Inventory and Climate Action Plan

RFP Template updated 04/15/2023 50 Sanatorium Road, Bldg A, Pomona, NY 10970 – Tele: (845) 364-3820 – Fax: (845) 364-3809

Commodity Set Commodity Code Title Description

NIGP 92615

Air Quality

Monitoring Services

NIGP 92642

Environmental

Services (Not

Otherwise

Classified)

NIGP 92693

Testing and

Monitoring Services, Air, Gas, and Water

Requested Documents:

Please note the type and number of files allowed. The maximum upload file size is 1000 MB.

Please do not embed any documents within your uploaded files, as they will not be accessible or evaluated.

Requested Data:

Please note that text fields have a limit of 2000 characters. We recommend you prepare your responses in advance to ensure they fit within the length restrictions. Learn more about Requested Data at the Euna Procurement Help Center.

2. Upload your submission at:

https://rocklandgov.bonfirehub.com/opportunities/235590

Your submission must be uploaded, submitted, and finalized prior to the Closing Time of Jun 30, 2026 3:00 PM EDT. We strongly recommend that you give yourself sufficient time and at least ONE (1) day before Closing Time to begin the uploading process and to finalize your submission.

Important Notes:

Each item of Requested Information will only be visible after the Closing Time.

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

https://procurement-help.eunasolutions.com/hc/en-us/articles/48878569291411-What-s-a-Data-Field-or-Slot https://rocklandgov.bonfirehub.com/opportunities/235590

Gas Emissions Inventory and Climate Action Plan

RFP Template updated 04/15/2023 50 Sanatorium Road, Bldg A, Pomona, NY 10970 – Tele: (845) 364-3820 – Fax: (845) 364-3809

You will receive an email confirmation receipt with a unique confirmation number once you finalize your submission.

Minimum system requirements: Microsoft Edge, Google Chrome, or Mozilla Firefox. Javascript must be enabled. Browser cookies must be enabled.

Need Help?

Rockland County uses a Euna Procurement portal for accepting and evaluating proposals digitally. Please contact Euna Procurement at support.procurement@eunasolutions.com for technical questions related to your submission. You can also visit their help forum at https://procurement-help.eunasolutions.com/hc/en-us mailto:support.procurement@eunasolutions.com https://procurement-help.eunasolutions.com/hc/en-us

Gas Emissions Inventory and Climate Action Plan

RFP Template updated 04/15/2023 50 Sanatorium Road, Bldg A, Pomona, NY 10970 – Tele: (845) 364-3820 – Fax: (845) 364-3809

SUBMITTING YOUR PROPOSAL

NOTICE: By submitting a proposal in response to this RFP, offeror is acknowledging that the requirements, scope of work, and the evaluation process, outlined in the RFP are fair, equitable, not unduly restrictive, understood and agreed

to. Any exceptions to the content of the RFP must be protested to the Director of Purchasing prior to the closing date and time for submission of the proposal.

Proposals must be received by the posted due date and time. Proposals received after the deadline will be late and ineligible for consideration.

Proposals must be submitted electronically through the County’s Bonfire Request for Proposal Portal. Please refer to the instructions titled: Proposal Submittal Procedures for instructions on submitting your proposal electronically.

When submitting (uploading) a proposal electronically through the County’s Bonfire Portal, please allow sufficient time to complete the online forms and upload documents. The solicitation will end at the closing time listed in the RFP. If you are in the middle of uploading your proposal at the closing time, the system will stop the process and your proposal will not be received by the system.

PROPOSAL RESPONSE FORMAT

All proposals must include:

• Section I: Executive Summary

• Section II: Detailed Response

• Section III: Value-Added Considerations

• Section IV: Protected Information (if any)

• Section V: Cost Proposal (Upload as separate attachment)

• Section VI: Exceptions to the RFP or Terms and Conditions

• Upload Exceptions as a separate attachment

• The County of Rockland Appendix B – Standard Terms and Conditions for Service Contracts must be downloaded and reviewed prior to submitting your proposal

• Section VII: Redacted Proposal if applicable (Upload as a separate attachment)

• Required Forms: Uploaded Separately on Bonfire.

1. Executive Summary. The one or two-page executive summary is to briefly describe the offeror's proposal. This summary should highlight the major features of the proposal. It must indicate any requirements that cannot be met by the offeror. The reader should be able to determine the essence of the proposal by reading the executive summary.

Gas Emissions Inventory and Climate Action Plan

RFP Template updated 04/15/2023 50 Sanatorium Road, Bldg A, Pomona, NY 10970 – Tele: (845) 364-3820 – Fax: (845) 364-3809

2. Detailed Response. This section should constitute the major portion of the proposal and must contain at least the following information:

A. A complete narrative of the offeror's assessment of the work to be performed, the offerors ability and approach, and the resources necessary to fulfill the requirements. This should demonstrate the offeror's understanding of the desired overall performance expectations. Clearly indicate any options or alternatives proposed.

B. A specific point-by-point response, in the order listed, to each requirement in the RFP.

C. Statement of Work (SOW) – A Statement of Objectives (SOO) is provided in the RFP. This Statement of

Objectives represents the County’s minimum objectives for this project. The Offeror shall use the Statement of Objectives to propose a Statement of Work, which expands upon these minimum objectives to the extent necessary to conduct this acquisition. The proposed Statement of Work shall define the tasks required for the successful completion of the County's goals and objectives ensuring all minimum requirements are met as detailed in the County's SOO.

The proposed SOW shall consist of tasking statements. Each tasking statement shall reference the deliverables, which will be provided by that task. The proposed SOW shall not contain informational notes, as the Technical Response subsection provides ample opportunity for discussion and description…