2025 Penfield CAP RFP_FINAL DRAFT.pdf

TOWN OF PENFIELD

REQUEST FOR PROPOSALS

Climate Action Plan – Phase I

RFP Issue Date: August 22, 2025

Proposal Submission Due Date: October 3, 2025

Key Information

The Town of Penfield (“the Town”) is seeking a consultant or consultant team to develop Phase I of the

Town’s Climate Action Plan (CAP) that will set goals and objectives to improve sustainability, reduce greenhouse gas (GHG) emissions, and strengthen resiliency. The consultant or consultant team shall have expertise in developing such plans for other municipalities and will have a broad range of expertise. The consultant or consultant team will also have demonstrated ability to assist with effective public outreach and engagement in order to ensure that all community members are able to participate in the planning process in a meaningful way.

The maximum contract amount for Phase I of the CAP is $100,000.

Proposal submissions are due on or before Friday, October 3, 2025, by 12:00 p.m.

Questions about the RFP

To maintain a fair and impartial competitive process, the Town will only respond to questions submitted in writing within the timeframe specified in Section 3. Any questions and official responses will be shared with all firms and individuals who requested a copy of this RFP directly from the Town. The Town is not responsible for sharing questions and official responses with any firm that did not receive a copy of this RFP directly from the Town.

RFP Amendment and Cancellation

The Town reserves the unilateral right to amend this RFP in writing at any time. The Town also reserves the right to cancel or reissue the RFP at its sole discretion. Firms shall respond to the final

RFP and any exhibits, attachments, and amendments. Official changes to this RFP will be shared with all firms that requested a copy of this RFP directly from the Town. The Town is not responsible for sharing such changes with any firm that did not receive a copy of this RFP directly from the

Town.

Potential Consultants shall examine this RFP carefully. Ignorance of the requirements will not relieve the Consultant from liability and obligations under the proposal offered by the Consultant or the resulting contract.

TOWN OF PENFIELD

REQUEST FOR PROPOSALS

Climate Action Plan – Phase I

Table of Contents

Title Page

Section 1: Project Overview and Background 2

Section 2: Scope of Work, Products, and Budget 5

Section 3: Preliminary Schedule 10

Section 4: Proposed Format and Requirements 11

Section 5: Proposal Submittal 12

Section 6: Proposal Evaluation 13

Section 1: Project Overview and Background

Project Purpose

The Town of Penfield (“the Town”) is soliciting proposals for consultants to develop Phase I of the

Town’s Climate Action Plan (CAP). Prospective Consultants must offer a proposal that will meet the scope of services, qualifications, and general description of work activities identified in this Request for Proposals (“RFP”).

In responding to this RFP, Consultants must follow the prescribed format as outlined in Section 5. By so doing, each Consultant will be providing the Town with data comparable to that which was submitted by other Consultants and, thus, be assured of fair and objective treatment in the Town review and evaluation process.

Consultant selection and contract authorization require final approval from the Town Board.

Background

Located in eastern Monroe County, the Town of Penfield has a long-standing policy of conserving energy resources and engaging in sustainable practices that support climate resiliency. The Town has implemented several policies and system upgrades that help lower the Town's energy consumption and promote responsible environmental stewardship.

In 2012, the Town installed a public Electric Vehicle (EV) charging station at the Penfield

Community Center, which was the first public EV station in Monroe County. Since then, public EV stations have been installed at the Penfield Town Hall and Harris Whalen Park. Future public EV stations will be installed on the north end of Shadow Pines and the Four Corners. In 2023, the Town added its first EV to its fleet and plans to continue replacing older vehicles with more fuel-efficient models and/or available alternative fuel options, when appropriate, to move towards a more energy-efficient fleet.

In 2018, the Town began converting high-pressure sodium (HPS) fixtures to more efficient light-emitting diode (LED) lights to further reduce consumption and costs. The switch to LEDs has been done gradually over several budget cycles as replacement fixtures were needed. A complete transition to LED streetlights was completed in 2023.

Commissioned by RG&E in 2019, the Town has completed the installation of a solar photovoltaic array at its Department of Public Works complex. The system consists of 3,648 solar modules (345 watts each) driving 38 inverters. The energy produced by this array is directly connected to the

RG&E utility grid and offsets approximately 75% of the Town’s overall electrical usage at its main facilities (Town Hall, Community Center, DPW).

The Town initiated its Community Choice Aggregation (CCA) program in December 2021.

Currently, approximately 35% of the eligible households and small businesses in Penfield are participating in the program. The Town Supervisor has signed a contract to renew the program in

December of 2025, and the program will continue to offer both 50% and 100% renewable electricity products. The Penfield CCA website publicly shares data about program usage and the positive impacts of CCA.

The Town completed a Comprehensive Plan Update in 2023, which recommended that Penfield’s

Town Code should be amended to address the use of renewable energy sources and sustainable practices and continue to advance climate-smart initiatives. In January, the Town Board adopted

Local Law No. 1 of 2025, which established regulations to allow the installation, construction, and utilization of renewable energy systems in a way that promotes the health, safety, and welfare of the public and is compatible with surrounding land uses. In March, the Town Board adopted Local Law

No. 2 of 2025, which updated and clarified regulations governing the Town’s Environmental

Protection Overlay Districts (EPODs).

The Town has been actively monitoring Monroe County's CAP process, including active participation in Phase II efforts to identify potential actions that local communities can take to achieve resiliency and climate mitigation goals and priorities. As New York State regulatory and program changes are announced, the Town will respond and take required action.

Project Participants

The Town Board will appoint a Town of Penfield CAP Advisory Committee. In addition to the members of the committee, community stakeholders may be invited to attend the CAP Advisory

Committee meetings for discussion at key milestones throughout the project. These stakeholders may include, but are not limited to:

• Monroe County Planning Department

• Monroe County Department of Environmental Services

• Monroe County Water Authority

• New York State Energy Research and Development Authority

• Regional Transit Service

• Penfield Business Chamber

• Penfield, Webster, Fairport, Pittsford, and Wayne Central School Districts

• Genesee/Finger Lakes Regional Planning Council

• Rochester Gas and Electric

Section 2: Scope of Work, Products, and Budget

This section describes the Scope of Work (Project Tasks) needed to complete the project, the required products, and the available budget. The Consultant will be expected to produce the required products within the available budget; however, the Consultant may propose an alternate approach to the Project Tasks.

General Scope of Work

The CAP planning process will be structured to coordinate and centralize environmental policy and initiatives. The CAP will align with the Finger Lakes Regional Sustainability Plan and the

New York Climate Leadership and Community Protection Act. The CAP will build upon the

Monroe County CAP. The guiding principles will include Energy, Transportation, Livable

Community, Waste, Water, Agriculture & Food System, Environmental Justice, and Climate

Resiliency.

The CAP will be developed with a phased approach over several years. Phase I will focus on

Town operations only, Phase II will encompass the Town’s boundary with broad community engagement, and Phase III will leverage the findings of Phases I and II to develop a community-wide Climate Change Vulnerability Assessment and Resiliency Plan. Pending final approval from the Town Board, the Town anticipates issuing an initial contract for Phase I services with a maximum contract value of $100,000. Development of Phases II and III may be requested in future RFPs once Phase I has been completed. There is no guarantee as to either the number or dollar value of projects that will be assigned to the firm.

The consultant or consultant team will work with Town staff, an internal climate working group of various Town department representatives, the Penfield CAP Advisory Committee, and community experts to develop a Phase I CAP that will:

• Be developed in an open and transparent way.

• Define the Town’s climate challenges.

• Serve as a mechanism to tie together existing and developing Town initiatives and plans with established community goals, including, but not limited to, the Town’s 2023 Comprehensive

Plan Update, the Penfield Town Code, the Town’s Capital Improvement Plan, and any of the

Town’s energy and environmental conservation goals.

• Establish a set of climate action strategies and implementation plans (expected to include policies, programs, measures, projects, infrastructure, and community actions) using the principles above.

• Be designed to align with the New York State Climate Smart Communities (CSC)

Certification Program action items. Deliverables must be structured to allow the Town to submit documentation for CSC Bronze or Silver certification.

• Develop processes for internal improvements that address climate action planning, infrastructure (built environment), energy development, water resource protections, clean transportation options, and materials management strategies that seek to eliminate waste.

• Inventory the Town’s greenhouse gas emissions using a widely accepted protocol for accounting GHG emissions, such as the ICLEI Local Government Operations (LGO)

Protocol and U.S. Community Protocol, and categorize GHG emissions by operational boundary (e.g., direct and indirect) and sector (e.g., buildings, streetlights and traffic signals, vehicle fleets, etc.).

• Define metrics for measuring progress, lowering greenhouse emissions, and engaging residents, businesses, and community groups. Community engagement plans may include, but are not limited to, surveys, workshops, online tools, and targeted outreach.

• Set a planning horizon (e.g., to 2030 and 2050, in line with NY CLCPA) and interim milestones.

• Provide concrete, data-driven strategies to achieve the goals stated in the CAP as well as interim objectives.

• Identify how recommended projects and measures could result in improvements in quality of life, build prosperity, and enhance community resilience.

Consultant Services

Consultants’ proposals must demonstrate their qualifications for climate action and sustainability services. The selected Consultant(s) will be required to perform services to develop Phase I of the Town’s CAP that will guide future decision-making through collaborative initiatives that deliver environmental, economic, and social benefits as well as promote sustainability and resiliency. Consultants will provide services that shall include:

• Develop GHG Emissions Inventory Report for Town Operations.

• Develop goals, actions, strategies, and policies.

• Prepare draft CAP Phase I.

• Attend meetings with internal climate working group, Town administration, and CAP

Advisory Committee.

• Prepare final CAP Phase I.

• Assist with the formal adoption of CAP Phase I by the Town Board.

A minimum of two public informational meetings per phase will be held during this planning process to seek community input and validate the understanding of existing conditions, needs, issues, and goals. Meetings will also be held to present draft findings and recommendations to the public as well as obtain feedback before the study is finalized. The final report will be presented to the Town Board at a public hearing. Participants will be able to attend in person or virtually.

Consultants shall also demonstrate their qualifications and experience in performing services associated with Phases II and III for the Town’s consideration. Technical and Price proposals for

Phases II and III services are not required for this RFP, nor will they be considered in the Town’s evaluation. These services may include, but are not limited to:

• Develop Town-wide GHG Emissions Inventory Report to include GHG inventory developed in Phase I.

• Assess the Town’s Climate Change Vulnerability using the results of both Phases I and

II.

• Prepare draft CAP Phases II and III

• Coordination with the Town to schedule and facilitate community outreach and community input.

• Prepare final CAP Phases II and III.

• Assist with the formal adoption of CAP Phases II and III by the Town Board.

Refer also to the attached Standard Contractual Service Agreement for additional Basic and

Special Services that may be required by the selected Consultant(s). A detailed scope of work will be developed for each project between the selected Consultant(s) and the Town.

Project Coordination

The Town will be responsible for providing overall project coordination and oversight. The

Consultant will work with the Town to schedule committee meetings, distribute materials for

Committee review, and prepare draft and final products.

At the onset of the project, the Town will work with the consultant to finalize the project timeline and key milestones. This information will be used to identify when the CAP Advisory Committee will meet. The Town will be responsible for contacting the additional representatives outlined in this RFP to serve on the Advisory Committee. The Consultant may be asked to assist with Advisory

Committee outreach and engagement during the project.

Responsibilities of the Project Advisory Committee include:

• Providing technical guidance and input to the consultant team, including applicable technical information (i.e., data, reports) from their agencies

• Serving as a forum to discuss and resolve policy issues identified during the planning process; and

• Reviewing and commenting on meeting materials and draft work products.

The Consultant will convene an initial meeting of the CAP Advisory Committee at which a public participation plan will be submitted that clarifies roles, responsibilities, expectations, deliverables, and the project schedule. The Consultant will document Advisory Committee meeting proceedings.

The Consultant must also be available for project management meetings as necessary, which may be conducted in person or via teleconference/videoconference. The Consultant will be responsible for

Project Advisory Committee engagement and distribution of information throughout the study. This includes, but is not limited to, ensuring that materials are provided to the Advisory Committee at times that allow for adequate review prior to meetings and/or deadlines for comments.

The Consultant will be expected to establish and maintain an online system to allow for the efficient distribution of large electronic project materials to committee members.

Recommendations

The findings from the previous task will be assembled and analyzed to develop a set of recommended climate actions based on the assessment of the Town’s GHG Inventory and current sustainability goals, actions, strategies, and policies.

Recommendations should establish a prioritized, actionable framework of alternatives. Specifically, the Consultant will:

a. Identify priority projects as well as potential program and policy changes to reduce GHG emissions and increase climate resiliency.

b. Prioritize projects and program/policy changes based on their potential for improving public health, economic development, and cost savings for the Town and its residents. Each proposed action will include a high-level feasibility evaluation, including planning-level cost estimates and potential constraints.

In conjunction with this task, the Consultant will conduct public engagement sessions with the Town, the CAP Advisory Committee, and the other project participants to verify and properly prioritize projects based on preference, perceived importance, and priority to the various alternatives before finalizing any CAP recommendations.

Final Report and Implementation Plan

After resolving any identified concerns related to recommendations and prioritized strategies, the

Consultant will develop a Draft Final Report for presentation to and review by the CAP Advisory

Committee and the Town Board.

The Draft Report should include:

a. Narrative, graphics, analysis, and other content describing the study process and conclusions.

b. The Consultant’s recommendations developed in the previous task, along with pertinent best practices.

c. An achievable and phased implementation framework for each plan recommendation that is prioritized using stakeholder input.

d. A description of common implementation costs and funding sources associated with each recommendation. Descriptions of funding sources must include the specific funding agency, eligibility requirements, and timelines.

Additional actions required to complete the project include the following:

a. Engage the CAP Advisory Committee to finalize recommendations.

b. Update the Draft Report to produce a Final Report with Committee recommendations.

c. Identify specifically what important factors were not able to be examined within the project’s scope and budget. Identify factors that should be studied or data collected through a follow-on activity.

d. Prepare an Executive Summary for use by policy and decision-makers.

e. Prepare and present a presentation summarizing the findings and recommendations at a

Town public informational meeting.

The Town shall have no obligation to require or use any specific quantity or type of consulting services and shall never have an obligation to pay for services that have not been provided. The

Town reserves the right to add to, or subtract from, the estimated services as set forth in the scope of work noted above.

The apparent silence of these specifications as to any detail or to the apparent omission from it of a detailed description concerning any point shall be regarded as meaning that only the best practices are to prevail. All interpretations of these specifications shall be made on the basis of this statement.

Deliverables

• Meeting minutes, interim reports, and meeting materials as electronic files.

• One (1) copy of the Final Report in electronic Microsoft Word and PDF file formats.

• One (1) copy of the Executive Summary in electronic Microsoft Word and PDF file formats.

• One (1) copy of the summary presentation materials in Microsoft PowerPoint format.

• Twelve (12) printed copies of the Final Report.

• Twelve (12) printed copies of the Executive Summary.

• All illustrations (in original and PDF formats) and GIS data (in Shapefile/GeoDatabase format and using the appropriate projected coordinate system) were created during the study.

Property Rights

For purposes of this document and for the contract, the term “Work” is defined as all data, records, files, information, work products, discs, or tapes developed, produced, or generated in connection with the services to be provided by the consultant. The Town and the consultant intend the contract to be a contract for services, and each considers the Work and any and all documentation or other products and results of the services to be rendered by the consultant to be a work made for hire. In submitting a proposal in response to this solicitation, the consultant acknowledges and agrees that the

Work (and all rights therein) belongs to and shall be the sole and exclusive property of the Town.

The consultant and the consultant’s employees shall have no rights in or ownership of the Work and any and all documentation or other products and results of the services or any other property of the

Town. Any property or Work not specifically included in the contract as property of the consultant shall constitute property of the Town.

The consultant will not make or retain any copies of the Work or any and all documentation or other products and results of the services provided under such contract without the prior written consent of the Town.

Project Budget

The anticipated budget range for the Phase I CAP is $100,000.

Contract Term

The anticipated contract term for the Phase I CAP will be twelve (12) months.

Section 3: Preliminary Schedule

This section lays out a preliminary project schedule. It is important to note that this schedule may be subject to change. Schedule changes prior to the proposal due date will be communicated to all firms that requested a copy of the RFP.

Date Action

August 22, 2025 RFP Release

September 12, 2025, by 12 PM Questions on RFP Due

October 3, 2025, by 12 PM Proposals Due

October 21-24, 2025 Anticipated Dates for Consultant Interviews

October 24-31, 2025 Consultant Selection Process

November 5, 2025 Town Board Awards Contract

12/2025 Contract Commencement

12/2026 CAP Phase I Completion

Section 4: Proposal Format and Requirements

Responding individuals and/or firms can submit a Proposal Package in the format provided below.

Technical Proposal

Technical Proposals for the CAP Phase I should be succinct and cannot exceed twenty (20) pages.

Please number pages and avoid boilerplate promotional materials. Technical Proposals exceeding twenty (20) pages for requirements #1 through #9 below will be disqualified from consideration.

The Technical Proposal should include:

1. Project Understanding — a demonstration of the Consultant’s understanding of the proposed project and its various tasks.

2. Project Approach — including a detailed description of the Consultant’s proposed technical approach and scope of services for completing the project’s tasks; proposed stakeholder/public participation process; proposed visits to the study area; and other relevant information.

3. Statement of firm’s qualifications and experience with similar projects.

4. Names, positions, responsibilities, and experience working on similar projects of all personnel involved in the project, including subconsultants. The primary point(s) of contact for the consultant team should be clearly identified. The proposal should include the estimated number of hours each person will work on the project and the total number of hours to complete the project.

5. Provide a brief description of the Consultant's firm, size, and organizational structure, number of full-time and part-time employees, area of practice, and number of years the firm has been conducting the services described. Describe the firm's background, resources (financial and personnel), and capabilities in the relevant areas. In the event of multiple firms on a project team, provide an organizational framework for the proposed team.

6. Project schedule for key milestone activities, including details related to task deliverables.

7. Indication that Consultant is certified to do business in New York State and can comply with all applicable contracting requirements.

8. Indication of whether Consultant or Subconsultants are certified Disadvantaged Business

Enterprises as defined by the Federal Transit Administration and Federal Highway

Administration and listed in New York State’s Unified Certification Program Directory.

9. Availability to meet with the Evaluation Team for an interview on October 21-24, 2025, in person or via teleconference/videoconference.

Price Proposal (sealed separately)

The Price Proposal shall be for a not-to-exceed, fixed price for the CAP Phase I services to be provided. The Price Proposal should include:

1. Budget for the entire CAP Phase I, and where applicable, broken down by task. Payments will be tied to task deliverables that are considered complete and acceptable by the Town. All potential costs must be included in the budget.

2. Billing rate schedule for all CAP Phase I team members.

Proposers should assume a service agreement with the Town from contract execution through project completion. Hourly rate(s) for project personnel shall remain fixed for the entire duration of the contract.

This is a full-service contract. For purposes of this contract, full service shall mean that the

Proposer’s price proposal includes but is not necessarily limited to: all labor and fees, all material and supplies, special requests; all administrative, reporting, or other requirements, all overhead costs, and profit. It shall also include all travel costs, parking fees, and any other ancillary fees and costs, including permits, licenses, insurance, etc. Details of service not explicitly stated in these specifications, but necessarily attendant to them, are deemed to be understood by the Consultant and included herein.

Please note: The Price Proposal will not count towards the 20-page maximum for the Technical

Proposal submission. The Price Proposal should not be included in the same electronic file as the technical proposal.

Section 5: Proposal Submission

RFP Questions

Any questions or clarifications regarding this RFP must be received on or before Friday, September

12, 2025, at 12 PM. Questions should be directed to:

Penfield Engineering Department

Email: engineer@penfield.org

Proposal Submission

Proposals must be received at the Town of Penfield on or before Friday, October 3, 2025, at 12 PM in the manner described below.

One electronic copy of the Technical Proposal and one electronic copy of the Price Proposal shall be submitted. All electronic submissions must be in the form of a PDF. The technical proposal and price proposal must be separate files. If a submission file is too large to email as an attachment, it should be uploaded to a file-sharing service, and the corresponding link should be submitted via email.

mailto:engineer@penfield.org

Email: engineer@penfield.org

Email Subject Line: Penfield ATP Proposal Submission_(Enter Firm/Team Name)

In response to electronic submission, the Engineering Department will send a confirmation email acknowledging receipt of the email. If a responding firm does not receive that confirmation email, it is the responsibility of responding firms to contact the Town of Penfield by emailing us at engineer@penfield.org or calling 585-340-8681.

This RFP does not commit The Town to award a contract, to pay for any costs incurred in the preparation of a Proposal, or to pay for any costs incurred in the preparation of a contract for services.

The Town reserves the right to accept or reject any or all Proposals received, or to cancel, in part or in whole, this RFP. All Proposals become the property of the Town and will not be returned.

The Town reserves the right to reject any and all proposals for any reason. The Town reserves the right to resolicit Proposals in the event no response to this RFP is acceptable to the Town. The Town reserves the right to amend this RFP in writing at any time. The Town reserves the right to cancel or reissue the RFP at its sole discretion.

Firms shall respond to the RFP and any exhibits, attachments, and amendments. Official changes to this RFP will be shared with all firms that requested a copy of this RFP directly from the Town. The

Town is not responsible for sharing such changes with any firm that did not receive a copy of this

RFP directly from the Town.

Section 6: Proposal Evaluation

Based upon the evaluation of the technical proposals, the Town reserves the right to invite any or all

Consultants for an interview before making a final selection. Such an invitation does not commit the

Town to pay any costs incurred in participating in said interview.

Selection of a preferred Consultant will be based upon the evaluation criteria outlined below.

Experience, Qualifications, and Capacity of the Consultant

The capabilities of each responding firm will be evaluated in these specific areas:

a. Recent relevant experience of the firm in similar projects

b. The extent to which the firm has personnel and equipment to perform the scope of work

c. Experience of recent clients for similar services

Qualifications of the Project Team

The qualifications of each responding firm will be evaluated in these specific areas:

a. The quality and experience of the proposed staff, the proper balance of relevant skills, and the specific experience of the proposed staff on similar projects executed by the firm

b. The quality and experience of any proposed subcontractors

Technical Approach

The proposals will be evaluated for their demonstrated understanding of the requirements of this RFP and their ability to meet the study objectives. This will include:

a. Project understanding

b. Clarity of the Proposal

c. Proposed scope of work and study approach

Award or Rejection of Proposals

The project contract will be awarded to the responsible proposer submitting a responsive proposal that meets the following provisions:

• The proposal must comply with all the provisions of this RFP document;

• Costs/hourly rates must be reasonable, in the sole judgment of the Town; and

• It must be in the best interest of the Town to accept the proposal.

The Town reserves the right to reject any or all Proposals and to waive any informality in Proposals received whenever such rejection or waiver is in the best interest of the Town. The Town also has the right to reject Proposals from companies that have previously failed to perform properly or complete on time for the Town, or a proposal from a company where investigation shows the company is not in a position to perform the contract. The Town reserves the right to reject any proposal, regardless of price and conditions, where the proposed terms and/or conditions are deemed unacceptable.