2026 NOVA Climate Atlas RFP Pt. A.pdf

Northern Virginia Regional Commission

Request for Proposals

Northern Virginia Climate Atlas Platform Development Part A:

General Information and Requirements

(Please see Part B for Contract Terms and Conditions)

Request for proposals issued July 6, 2026

Questions deadline July 17, 2026 5:00 PM

Due date for proposals July 31, 2026 5:00 PM

Northern Virginia Regional Commission (NVRC) reserves the right to reject any and all proposals, cancel this solicitation, and to waive any informalities or irregularities in procedure. NVRC does not discriminate against faith-based organizations, or against any other offeror, because of race, religion, color, sex, national origin, age, disability, or any other basis prohibited by law.

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Northern Virginia Regional Commission

Request for Proposals

Northern Virginia Climate Atlas Platform Development

Table of Contents

1. Introduction

a. Purpose of Solicitation

b. Background

c. Relationship of the Parties

2. Scope of Work

3. Qualifications

4. Proposal Requirements

a. General Requirements

b. Required Proposal Contents

c. Selection of Contractor and Evaluation Procedures

d. Evaluation Criteria

e. Oral Presentations

f. Recommendation of Selection Committee

g. Contract Development

h. Contingency of the Contracts

i. Right to Reject Proposals

Attachment A: RFP Submission Form

Attachment B: References Template

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1. Introduction

a. Purpose of Solicitation

The Northern Virginia Regional Commission (NVRC) is soliciting proposals from qualified individuals or firms to serve as an independent consultant to design and develop the NOVA Climate Atlas, a comprehensive web-based platform that integrates regional climate data, hazard information, and decision-support tools.

NVRC intends to award up to $215,000 to complete this work over a 24-month period of performance. The selected Contractor will lead the development of a publicly accessible, user-friendly NOVA Climate Atlas that supports regional climate adaptation and resilience planning efforts, enhances public understanding of climate risks, and enables data-driven decision-making across jurisdictions.

b. Background

Northern Virginia faces growing risks from flooding, extreme heat, and severe weather events driven by climate change. These hazards are becoming more frequent and more severe, placing increasing strain on infrastructure, public safety systems, and the regional economy.

Much of the region’s stormwater infrastructure and built environment were not designed for current or projected climate conditions and are increasingly vulnerable to climate hazards. At the same time, local governments vary in their capacity to analyze climate risks, and many jurisdictions lack accessible, consistent, and actionable data to inform long-term planning and investment decisions.

While NVRC and regional partners have developed various datasets, analyses, and a preliminary resilience dashboard, these tools are limited in scope, outdated, or not widely used. Stakeholder feedback has identified a strong need for a centralized, regionwide platform that translates complex climate data into accessible, decision-ready information for planners, emergency managers, elected officials, and the public.

The proposed NOVA Climate Atlas will address this gap by integrating high-resolution climate projections, flood risk data, infrastructure vulnerabilities, and social and economic indicators into a single, interactive platform. The Atlas is intended to improve regional preparedness, support hazard mitigation planning, guide infrastructure investments, and promote more resilient development patterns across Northern Virginia.

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c. Relationship of the Parties

NVRC is a regional government agency, whose programs and policies are established by a 24-member Commission composed entirely of elected council and board members appointed by the governing bodies of thirteen member localities. NVRC’s work covers a wide range of issues of concern to the member governments and the region.

The selected individual(s) or firm(s) (“Contractor”) will be engaged as an independent contractor and not as an employee of NVRC. The Contractor shall not act as an agent or representative of NVRC, unless agreed by the parties in writing. NVRC shall not withhold any taxes or, in any manner, treat the Contractor as an employee in the provision of payment or fringe benefits. Contractor will be retained for the purpose of work described in Section 2 below and will provide a completed IRS form W-9 at the time of engagement.

2. Scope of Work

The Contractor will provide technical, analytical, and design services to develop and deliver the NOVA Climate Atlas spanning 24 months. These services may include the following tasks:

1. Project Initiation and Data Framework Development:

a. Conduct project kickoff and stakeholder engagement sessions with NVRC and partner agencies.

b. Prepare detailed workplan confirming project scope, schedule, roles, and coordination protocols for the 24-month period of performance.

c. Compile and review relevant regional climate, infrastructure, and vulnerability datasets (historical, current, and projected).

d. Compile and review other relevant dashboards or platforms to understand comparable tools for sharing and visualizing climate data, such as the Stuttgart Regional Climate Atlas and Minnesota CliMAT (Climate Mapping and Analysis Tool)(Climate Mapping and Analysis Tool).

e. Define and finalize key climate indicators, map layers, analytical outputs, and user requirements.

f. Develop a standardized data framework and metadata plan identifying data sources, assumptions, update needs, and quality controls.

https://klimaatlas.region-stuttgart.org/ https://novaregionorg.sharepoint.com/sites/ResiliencyTeam/Shared%20Documents/NOVA%20Climate%20Atlas/CliMAT%20(Climate%20Mapping%20and%20Analysis%20Tool) https://novaregionorg.sharepoint.com/sites/ResiliencyTeam/Shared%20Documents/NOVA%20Climate%20Atlas/CliMAT%20(Climate%20Mapping%20and%20Analysis%20Tool)

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2. Climate Atlas Development

a. Develop a testing methodology and tracking system (e.g. test case log and quality assurance checklist) to monitor functionality, data accuracy, and performance throughout platform development.

b. Design and develop a functional beta version of the web-based platform with at least 8-10 interactive map layers of key climate hazards and relevant demographics.

c. Develop supporting analytics addressing social and/or economic impacts of climate hazards, including the value of resilience and mitigation investments in avoided losses where possible.

d. Conduct internal testing with NVRC staff and stakeholders and document recommended refinements to functionality, usability, and content.

3. Stakeholder review and refinement

a. Facilitate a minimum of two stakeholder workshops with local governments, planners, emergency managers, and partner organizations. Host one workshop within the first six months to confirm project scope, timeline, and other project expectations.

b. Gather and incorporate feedback to improve mapping tools, accessibility, data visualization, instructional materials, and overall usability.

c. Complete the full suite of approved climate layers, tools, interpretive content, and supporting narratives.

d. Implement mobile compatibility and integrated resource library.

4. Platform Publication and Public Launch

a. Coordinate with NVRC to launch the Climate Atlas and assist with announcement materials.

b. Upon publication, transfer full ownership of the platform, including all source code, credentials, and documentation, to NVRC. Provide training to NVRC staff on how to use, edit, and maintain the platform independently.

c. Deliver up to three virtual training session(s) for external stakeholders.

d. Develop digital user guides and short instructional video materials to support launch, adoption, and ongoing use.

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e. Document initial user analytics and usage metrics during the first 60 days following launch. Create a short memo to present this data.

f. Provide post-launch support for up to 90 days to identify and resolve bugs, errors, or issues that may impact the platform’s functionality.

Project Schedule

Request for proposals issued: July 6, 2026

Questions deadline: July 17, 2026 5:00 PM

Due date for proposals: July 31, 2026 5:00 PM

Selection of finalist: August 19, 2026

Expected contract date: September 1, 2026

Contract Award Period: 24 months from the date of contract execution. Services shall commence upon conveyance of a fully executed agreement.

3. Qualifications

The Contractor should have the ability to service all aspects of this contract with in-house resources and minimal reliance on subcontractors. The Contractor must also be able to begin work immediately following the contract start date.

To demonstrate experience, the Contractor must be able to provide three projects that the agency has led that involve environmental, climate, and/or weather data management, analyses, and visualizations on behalf of government or non-profit agencies.

4. Proposal Requirements

a. General Requirements

1. Inquiries: Inquiries concerning the Request for Proposals or the proposed engagement must be made in writing and received at rmurphy@novaregion.org by 5:00 PM EST on July 17, 2026.

mailto:rmurphy@novaregion.org

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2. Submission; Deadline; Official Time; Consequences of Lateness: To be considered, an electronic copy of the proposal must be submitted to NVRC’s “NOVA Climate Atlas Proposal Submissions” Dropbox (LINK) and an email requesting confirmation of receipt must be sent to rmurphy@novaregion.org no later than 5:00 PM on July 31, 2026. Offerors should include “2026 NOVA Climate Atlas Platform Development RFP” in the subject line.

3. Cost of Preparing and Submitting Proposals Not Reimbursable:

Firms/individuals responding to this RFP will not be paid for any costs incurred in the preparation or submission of a proposal, or in appearing before persons participating in the selection process.

b. Required Proposal Contents

Proposals should be crafted in a clear, cost-effective manner, providing a direct, concise overview of the offeror’s capacity to meet the requirements of this RFP. The length of the proposal should not exceed twenty (20) pages. It should adhere to the format outlined below and encompass all the necessary information as specified. Please note that the cover page, section tabs, table of contents, and submission form do not count toward the 20-page limit. The price proposal, past experiences, resumes, and references do count towards the 20-page limit.

1. Cover Letter and Table of Contents: The cover letter should be no more than one page in length and should serve as an executive summary of the proposal.

2. RFP Submission Form: An RFP Submission Form with the signature of a person authorized to submit the proposal on behalf of the Offeror must be provided with the proposal. A blank RFP Submission Form is provided as Attachment A.

3. Proposal: The proposal should address the following elements in relation to the

Scope of Work described in Section 2 and the Qualifications stated in Section 4.

Failure to address any of these elements may result in the proposal being deemed nonresponsive and therefore disqualified from consideration.

a. Discuss the offeror’s approach and ability to complete each of the tasks in

Section 2. Propose a schedule to complete the tasks.

b. Discuss any other capabilities that the Contractor believes can benefit the outcomes of the work.

c. Discuss the offeror’s qualifications and how they pertain to the Scope of https://www.dropbox.com/request/w1m0w13ndt87xzfqax28 mailto:rmurphy@novaregion.org

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Work. Please provide CVs or resumes for the proposed project manager and team members. Discuss any other qualifications that the Offeror believes can benefit the performance of the work outlined in this RFP.

d. Discuss experience from at least three projects the Offeror has led that include environmental, climate, or weather data management, analyses, and visualizations on behalf of government or non-profit agencies.

Examples should include the following:

i. Client requirements

ii. The budget, goals, and objectives

iii. Strategy developed to achieve goals and objectives, including any campaign metrics

iv. Discuss any additional experience the Contractor believes addresses this RFP

v. Online or otherwise electronic examples of any data visualization platforms or similar products that demonstrate relevant design and development experience.

2. References: Provide contact information for at least three clients that NVRC may contact. For each reference, indicate the following:

a. Client Name

b. Contact Name and Title

c. Contact Phone Number and Email

d. Business/Industry of Client

e. Service Description

f. Length of Relationship

g. Brief explanation regarding the end of the business relationship, if applicable. Attachment B may be used as a template for providing this information.

3. Nonbinding Price Proposal: Propose the cost for each task and enter it into a table

NVRC RFP: 2026 NOVA Climate Atlas 10 with the following format.

Task Estimated cost

1. Project Initiation and Data Framework Development

2. Climate Atlas Development

3. Stakeholder Review and Refinement

4. Platform Publication and Public Launch Total

c. Selection of Contractor and Evaluation Procedures

Proposals received by the stated deadline will be evaluated by a selection committee, which is expected to include representatives of the NVRC and selected members of the Northern Virginia Flood Mitigation and Resilience Workgroup. The selection committee will base its recommendation on overall responsiveness and on the “Evaluation Criteria” set forth below.

Additional information may be requested by the selection committee at any time prior to making a final recommendation to NVRC and may be among other factors considered.

This selection is made pursuant to a competitive negotiation process under the Virginia Public Procurement Act. Initial selection will be made among Offerors deemed fully qualified and offering the best value, based on the factors detailed in this RFP, including price, as identified as a factor. However, price is not the sole or primary determining factor in the final selection.

Based on the results of a preliminary evaluation, the highest rated Offerors may be invited to make oral presentations and answer any questions the selection committee may have. Not all Offerors may be asked to make oral presentations. The selection committee will then conduct a final evaluation of the firms.

d. Evaluation Criteria

Evaluation criteria will include the following. Percentages indicate relative importance among these factors.

Criteria Weight

The agency’s capacity, resources, and approach to complete each of the tasks in the Scope of Work

30%

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Proposed workplan and timetable 20%

Descriptions of experience from at least three relevant projects 25%

Qualifications and credentials of Offeror’s key personnel and team 15%

Small, Women-owned, and Minority-owned (SWaM) Businesses 5%

Cost 5%

e. Oral Presentations

During the evaluation process, the selection committee may, at its discretion, request any or all offerors to make oral presentations. Such presentations will give each participant an opportunity to address any questions the committee may have about the proposal. Not all offerors may be asked to make oral presentations. All presentations will be virtual.

f. Recommendation of Selection Committee

Selection of finalist(s) will be made based on the assessment that one or more proposals are responsive to the solicitation and are most advantageous to NVRC, at a fair and reasonable price.

Although the selection committee may recommend that NVRC contract with one individual or firm that can perform all tasks or use a subcontractor for some of the work, NVRC reserves the right to enter agreements with multiple entities, each focusing on fulfilling different requirements, if this is determined to be in the best interest of NVRC.

Neither NVRC nor its agents or funders engages in discrimination against any Offeror because of race, religion, color, sex, sexual orientation, gender identity, nationality, origin, age, disability, or any other basis prohibited by federal or state law (VA) relating to discrimination in employment.

g. Contract Development

Once an entity is selected to enter contract negotiations, NVRC reserves the right to propose a contract that amends the scope of the RFP or the entity’s proposal before signing the contract. At the same time, this RFP and the entity’s proposal may be incorporated by reference directly into the final contract.

h. Contingency of the Contracts

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Award of contracts to the selected individual(s) or firm(s) is contingent upon the budget and appropriation of funds (if necessary) and the successful negotiation of contractual terms agreeable to both parties. Failure to achieve the foregoing will result in no award at this time.

i. Right to Reject Proposals

NVRC reserves the right to reject any or all proposals, or to modify or cancel this solicitation, if it is in the interest of NVRC.

Submission of a proposal indicates acceptance by the firm of the conditions contained in this request for proposal unless clearly and specifically noted in the proposal submitted and confirmed in the contract between NVRC and the entity selected.

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Attachment A: RFP Submission Form

Must be returned with proposal

1. SUBMITTING ENTITY IDENTIFICATION & OWNERSHIP DISCLOSURE

Company: ___________________________________________________________

Contact Person: _____________________________________________________

Title: _________________________________________________________________

Address: _____________________________________________________________

Telephone: ___________________________________________________________

Email Address: ______________________________________________________

Indicate which of the following apply:

Individual Offeror ______ _________________________________________________ Corporation (specify) ______ _________________________________________________ Partnership (specify) ______ _________________________________________________ Sole Proprietor ______ _________________________________________________ Other (specify) ______ _________________________________________________ Small Business ______ SWaM Certified ______ Certification Number_________________________

Organized under the laws of the State of __________________________Year: _________

Principal place of business located at:

Address: ______________________________________________________________________________

Usual office location of personnel to be assigned (if different):

Address: ______________________________________________________________________________ eVA Vendor Code: __________________________ DUNS #: ______________________________

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2. VIRGINIA CONFLICT OF INTEREST

This solicitation is subject to the provisions of Section 2.2-3100 et. seq., of the Code of Virginia (1950), as amended, (The Code), the Virginia State and Local Government Conflict of Interests Act.

The Offeror (_____) is (_____) is not aware of any information bearing on existence of any potential conflicts of interest or violation of ethics in public contracting. If yes, explain.

3. OTHER INFORMATION

j. General character of work normally performed by you / your firm:

k. List the names of subcontractors, if any, you propose to use for this project, including contact person, anticipated role, anticipated level of effort, address, phone number, and email

l. Bankruptcy Information: Has the Offeror ever been declared bankrupt or filed for protection from creditors under state or federal proceedings? ☐ No ☐ Yes

Elaborate on the response if desired:

m. Citations or Legal Action: Has the Offeror ever received any citations, notices of violation, legal proceedings, disciplinary action, or any pending disciplinary action, from any regulatory bodies or professional organizations? If “Yes”, state the name of the regulatory body or professional organization, date, and reason for action. If there are no violations, provide a statement of such.

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n. Previous Contracts: Has the Offeror ever failed to complete any contract awarded?

No ☐ Yes ☐

If “Yes”, state the name of the organization contracted with, services contracted, date, contract amount and reason for failing to complete the contract.

4. CERTIFICATION

I certify that this offer is made without prior understanding, agreement, or connection with any corporation, firm, or person submitting an offer for the same services, materials, supplies or equipment, and is in all respects fair and without collusion or fraud. I understand that collusive bidding is a violation of State and Federal law and may result in fines, prison sentences and civil damage awards.

I certify the responses to the above representations, certifications and other statements are accurate and complete. I agree to abide by all conditions of the Request for Proposals and certify that I am authorized to sign for the Offeror.

Signature __________________________________________ Date _____________________________

Name (Printed) ___________________________________ Title _____________________________

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Attachment B: References Template

Provide three (3) references, that the individual/firm has provided services to within the past three (3) years. The contact person named should be familiar with the day-to-day management of the contract and be willing to respond to questions regarding the type, level, and quality of service provided.

Reference 1:

Firm/Company Name:

Contact Name: Title:

Telephone No. Email:

Address:

City: State: Zip Code:

Type of Business/Industry: ____________________________________________________

Start and End Dates and Type of Service(s) Provided:

Reason for Concluding Relationship:

Reference 2:

Telephone No. Email:

Address:

City: State: Zip Code:

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Reference 3:

Telephone No. Email:

Address:

City: State: Zip Code: