232508VLJ_Part_I,_Part_II,_and_Part_III_ADD1.pdf

Addendum 1

REQUEST FOR PROPOSALS (“RFP”) – PART I

RFP Template Revised 09/17/23 Page 1 of 5

RFP #: 232508VLJ

RFP Title: GREENHOUSE GAS INVENTORIES AND CLIMATE ACTION PLAN

1.0 PURPOSE

Sarasota County (“County”), a political subdivision of the State of Florida, will receive proposals on the date indicated in OpenGov Procurement (OpenGov), the County’s electronic procurement portal, for the purpose of selecting a qualified Proposer to provide professional services to assist with greenhouse gas emissions inventories, climate action plans, and stakeholder engagement. Proposers are required to comply with Part II, Scope of Services and Attachment 1 – Grant Contract Provisions.

OpenGov is located at https://procurement.opengov.com/portal/scgov

2.0 PROPOSER

2.1 For the purpose of this RFP, the term “Proposer” is defined as the legal entity submitting a proposal.

2.2 Proposers intending to submit a bid as a joint venture with another company must provide documentation attesting to the formation of that joint venture with their submittal. For purposes of this solicitation, all vendors who make up the joint venture will be considered together as the Proposer.

3.0 QUALIFICATIONS

3.1 The Proposer must demonstrate experience in providing federal grant management for environmental projects.

4.0 MEETINGS & SCHEDULE

An anticipated schedule is provided in the Timeline posted in OpenGov. All meetings will take place at the time, date, and location specified in the solicitation Timeline. Short-listed Proposers should be prepared to attend presentations and/or interviews either in Sarasota, Florida or virtually, at the County’s discretion.

5.0 SUBMITTAL INSTRUCTIONS

Refer to Submittal Instructions section in OpenGov for instructions on how to submit a proposal. Proposers are advised to review the General Terms and Conditions of Solicitations which are available in the Vendor Questionnaire section of OpenGov.

6.0 VENDOR QUESTIONNAIRE

6.1 All proposers must complete the required forms and information included in the Vendor Questionnaire section of OpenGov. Completed forms and other requested documents must be uploaded with proposer’s submittal in OpenGov. Proposers who fail to complete and upload required forms and documents or fail to provide responses to questions in the Vendor Questionnaire section of OpenGov may be found non-responsive.

https://procurement.opengov.com/portal/scgov

RFP Template Revised 09/17/23 Page 2 of 5

6.2 Grant Documents

6.2.1. This project includes the U.S. Environmental Protection Agency (EPA) and The Climate Pollution Reduction Grant (CPRG) funding.

The successful firm under this solicitation and any subcontractors of the firm shall comply with Sarasota County an EPA/CPRG requirements. All applicable Grant documents will be included in the Vendor Questionnaire section of OpenGov. Some Grant documents may that require Proposer’s signature will be available in the Vendor Questionnaire section.

6.2.2. Government Wide Debarment and Suspension form is required to be downloaded, signed, and then uploaded in the Vendor Questionnaire section of OpenGov.

6.2.3. Certification Regarding Lobbying form is required to be downloaded, signed, and then uploaded in the Vendor Questionnaire section of OpenGov.

7.0 WRITTEN PROPOSALS

The information requested in each section below will be used by the evaluation committee to evaluate and score written proposals. All proposal documents must be submitted in the Vendor Questionnaire section in OpenGov in the format requested.

7.1 Qualifications

7.1.1. Single page Letter of Interest summarizing Proposer’s

qualifications.

7.1.2. Required and preferred Licenses and Certifications.

7.1.3. Resumes of key personnel, including subcontractors, demonstrating individual qualifications and experience.

7.2 Experience

7.2.1. Narrative – Provide a narrative that describes the Proposer’s experience, including, but not limited to the number of years in business, pertinent capabilities, and evidence of experience and resources necessary to successfully provide the requested services. Specifically, provide an overview of at least three federal grant projects that the firm has successfully offered the following services: plan development, environmental analysis, planning & project management, and facilitating public engagement. Highlight any project with greenhouse gas inventories and climate/sustainability action planning with stakeholder engagement.

7.2.2. References – Provide a minimum of five (5) project references.

Include customer name, a brief description of the services provided, contract start and end dates, and the name, email, and telephone number of a contact person who can verify information.

RFP Template Revised 09/17/23 Page 3 of 5

7.3 Approach

7.3.1. Project Approach - Provide a detailed project approach, including the proposed strategy for providing the services requested.

Anticipated resources, including staffing levels, technology, and equipment should be provided. Frame the Project Approach as a project work plan. See Part II, Scope of Services for the details surrounding the deliverables.

7.3.2. Schedule/Timeline – Provide a graphical representation of the proposed schedule/timeline indicating major milestones and deliverables.

7.3.3. Organization – Provide an organizational chart identifying all key personnel and their role in providing the requested services.

7.4 Compensation

Provide a description of the total costs associated with this scope of work.

Compensation methods shall include hourly rates and detail all direct expense costs for all anticipated services.

8.0 SELECTION PROCESS

8.1 Written Proposals

8.1.1. All timely responses meeting the criteria set forth in this RFP shall be considered by the County.

8.1.2. Written proposals will be evaluated and scored using the evaluation criteria in the Evaluation Criteria section of OpenGov.

8.1.3. Only proposers who submit the required documentation will be eligible to receive Local and American Preference points.

8.1.4. When evaluating written proposals, the evaluation committee will use the scale below to score each criterion. Only whole numbers are to be used when scoring. Scores will be given weight as indicated in the evaluation criteria in OpenGov.

Score Description

5 Excellent

4 Very Good

3 Good

2 Satisfactory

1 Unsatisfactory

RFP Template Revised 09/17/23 Page 4 of 5

8.2 Presentations

8.2.1. If any member of the evaluation committee requests

presentations, presentations shall be scheduled.

8.2.2. If presentations are requested or required, the evaluation committee shall determine the number of Proposers to be short-listed for presentations prior to scoring. The format of the presentation will be determined by the County and may consist of presentations, interviews, or a combination of presentations and interviews. Presentations will be required from no fewer than the three highest scoring Proposers (or all responsive and responsible Proposers if there are 3 or fewer) under the following circumstances.

1. The estimated costs of services are in excess of $350,000 (either annually or for the total project); or

2. Scoring results in 5 points or less between the highest scoring proposer and the 2nd highest scoring proposer; or

3. The solicitation documents specify that presentations or interviews will be required.

4. The Procurement Official has determined that presentations are required for this solicitation.

If this box is checked, the Procurement Official has determined that presentations are required for this solicitation.

8.3 Ranking

Following presentations, the evaluation committee will rank the short-listed proposers. The ranking shall be based on the written proposals, clarifications (if any), and information presented during presentations.

8.4 Evaluation Committee Recommendation of Award

8.4.1. If presentations are not requested or required, the evaluation committee will recommend the highest scoring Proposer for award.

8.4.2. If presentations are requested or required, following presentations the evaluation committee will rank the short-listed Proposers, and recommend the first ranked Proposer for award.

9.0 AWARD

9.1 It is the intent of the County to award a contract to the Proposer who, in the sole opinion of the evaluation committee is most qualified to provide the scope of services required and will provide the best value to the County.

9.2 The County reserves the right to contract for a term less than or greater than the duration indicated in OpenGov.

9.3 The successful Proposer(s) shall be required to submit proof of licenses or certifications as required by the County.

RFP Template Revised 09/17/23 Page 5 of 5

9.4 In the event of a tie, the RFP tie-breaking procedures identified in the Sarasota County Procurement Manual will apply. To be considered, tied Proposers will be required to provide documentation certifying they have implemented a drug-free workplace program meeting the requirements stipulated in Section 287.087, Florida Statutes. Documentation must be provided within the time specified by the County at the time of request.

9.5 Preferences

Proposers wishing to be considered for Local Business Preference or American Business Preference must complete and submit a Local & American Business Certification Form with their submittal. The Local & American Business Certification Form can be found in the Vendor Questionnaire section of OpenGov.

In awarding this RFP, preference shall be given to local businesses and American businesses in accordance with Section 2-215 of the Sarasota County Procurement Code.

Local and American business preferences do not apply to the award of this RFP, due to Grant funding requirements.

9.6 Contract

A draft of the contract that the successful Proposer(s) will be expected to sign (a Consultant Agreement) is posted on the Procurement website, shown below. The County may, in its sole discretion, select a different contract type or make revisions to the one referenced above following the recommended award of this solicitation.

https://www.scgov.net/government/procurement/contract-templates

10.0 CHANGES IN KEY PERSONNEL

10.1 A change in the key personnel of a short-listed firm after the submission of the response to this RFP could result in reconsideration of the scoring of applicable evaluation criteria, at the sole discretion of the County.

10.2 Any changes in the key personnel of a short-listed firm should be brought to the attention of the County as soon as possible after the change is made.

The changes, the reasons for the changes, and resumes for the individuals being substituted for an individual identified in the response, must be submitted, prior to oral presentations, to the Procurement Analyst identified on the Solicitation Summary.

10.3 Decreases in scoring may result from the reconsideration of changes in the key personnel of a short-listed firm. No increases in scoring will result from the reconsideration of changes in the key personnel of a short-listed firm.

10.4 After award of a contract, the successful Proposer shall not be allowed to substitute key personnel named in this response, including subcontractors, without the prior written permission of the County. Substitution may, in the sole opinion of the County, be grounds for cancellation of selection, or termination of contract.

https://www.scgov.net/government/procurement/contract-templates

PART II

SCOPE OF SERVICES

Revised 10/07/20 Document prepared by UF IFAS Ext. & Sustainability Part II - Page 1 of 7

1. INTRODUCTION

A. The County is requesting consulting services to assist with all grant requirements for the CPRG program.

B. The Consultant will work with the County, other jurisdictions, regional stakeholders, and community groups collaboratively to complete:

i. Background data and analysis of existing inventories, plans, and policies;

ii. Greenhouse Gas Emissions Inventories;

iii. A Priority Climate Action Plan (PCAP) that enables local cities and counties in the region to be well-positioned to apply for competitive implementation grants;

iv. Advance sustainability and response to the climate challenges through a Comprehensive Climate Action Plan (CCAP);

v. Perform extensive stakeholder outreach, community engagement, and cross-sector coordination throughout the region; and

vi. Ensure all people are considered for and benefit from the outcomes of this planning process with an emphasis on Low-Income and Disadvantaged Communities (LIDACs).

2. SCOPE OF SERVICES AND DELIVERABLES

A. Task 1: Project Management

i. The Consultant will provide project management and coordination with County staff and the regional stakeholder project team. With assistance from County staff, the Consultant will refine and finalize the proposed work plan and schedule for the project. The work plan will include a schedule of proposed project meetings, project timeline, and deliverables. The Consultant will communicate through meetings and presentations to committees, teams, and the public.

ii. Expected Deliverables:

a. A detailed work plan outlining the project scope, general methodology, and project timeline.

b. Project meeting agendas, notes, summaries, project team action items, and next steps.

c. Progress reports and billing will be consistent with EPA progress

Revised 10/07/20 Document prepared by UF IFAS Ext. & Sustainability Part II - Page 2 of 7 reports. EPA may have specific reporting requirements on the part of the Consultant. The County will share any additional EPA materials as they become available.

B. Task 2: Background Review and Data Collection

i. The groundwork for this greenhouse gas inventories and climate action planning will be supported by existing resources like completed greenhouse gas inventories and sustainability-related policies, plans, and programs. The Consultant will examine this data, including inventories, plans, GIS data, and studies, which will shape upcoming climate planning in the area.

ii. Expected deliverables:

a. Summary report of relevant priorities and data in existing plans.

C. Task 3: Partner Coordination and Community Engagement

i. The Consultant will lead partner coordination, public meetings and facilitate agreements on reduction strategies, prioritization methods, and the presentation of technical details. Additionally, the Consultant will help create content for these meetings that informs the process of identifying reduction strategies and priorities outlined in Task 5.

a. Community Engagement

b. The Consultant will engage various stakeholder groups, along with the public, in creating the PCAP and CCAP. The Consultant will complete an engagement strategy and attend, facilitate, and lead meetings, ensuring agreement on reduction strategies.

Potential stakeholders encompass urban, rural, underserved, and disadvantaged communities, as well as the wider public, nonprofit entities, community groups, and faith-based organizations.

ii. Expected Deliverables

a. Assistance with the development of scheduling, agendas, presentations, meeting handouts, and meeting minutes.

b. Attendance and facilitation of meetings.

c. Community engagement process, preparation materials, meeting attendance, and follow-up on action items.

d. Summary reports of engagement conducted, the stakeholder

Revised 10/07/20 Document prepared by UF IFAS Ext. & Sustainability Part II - Page 3 of 7 input received and how the input was considered in formulating both the PCAP and the CCAP.

D. Task 4: Greenhouse Gas Emission Inventories, Projections, Targets

The Consultant will complete, update, modify, or expand any existing greenhouse gas (GHG) inventories and projections. The County is currently using ICLEI’s ClearPath tool to store data and analysis related to the County's GHG local government operations and community-wide inventories recently completed using 2019 data.

i. Expected Deliverables

a. GHG data collection, analysis, inventories, and summaries of overall and sector-specific emissions targets for the region.

b. Summary of near-term (e.g., 2030-2035) and long-term (e.g., 2050) projections of GHG emissions.

c. Summary of baseline conditions and projected reductions associated with targets for nature-based solutions.

E. Task 5: Development of Reduction Measures, Implementation Priorities, Reduction Quantification

During the engagement process and review of GHG emissions targets, the Consultant will formulate a variety of suggested measures for reducing greenhouse gas emissions. This task's objective is to enhance these reduction measures by concentrating on their development, including the quantification and prioritization of these measures, followed by any necessary technical analysis.

i. Expected Deliverables

a. Narrative summary of prioritization process, basis for reductions measure quantification with companion easy to understand visual representation of the factors considered in the process.

b. Summary table or matrix with various reduction measures, their emission reductions, co-benefits, and other relevant information.

F. Task 6: Benefits Analysis and Workforce Planning

i. The reduction measures established in Task 5 will undergo a more comprehensive assessment to better comprehend their advantages and implications for the workforce. The analysis of benefits will encompass the full geographic range of these GHG reduction measures. Implementation grant applications for the CPRG are

Revised 10/07/20 Document prepared by UF IFAS Ext. & Sustainability Part II - Page 4 of 7 anticipated to incorporate details about the extent of GHG reductions specifically in low-income and disadvantaged communities as a result of program or measure implementation. The Consultant will evaluate workforce-related challenges and opportunities to gauge the feasibility of these GHG reduction measures.

ii. For each reduction measure and carbon sequestration opportunity, the Consultant will provide a thorough benefits analysis. This analysis will encompass both initial estimates of co-pollutants from the base year and projected reductions in co-pollutant emissions as the measures are put into action and GHG reduction targets are achieved.

iii. The Consultant will complete a LIDAC benefits analysis that is consistent with the Justice40 Initiative. There are existing tools that will be good data sources for environmental justice and socioeconomic factors for local project decision-making. Examples of community benefits from GHG reduction measures include but are not limited to co-pollutant emission reductions, increased climate resilience, improved access to services and amenities, jobs created and workforce development, and decreased energy costs from energy efficiency improvements.

iv. Workforce-related challenges and opportunities can be a critical element in assessing the feasibility of GHG reduction measures.

These considerations encompass factors such as shortages in skilled labor, effects on existing jobs and industries, the potential for generating high-quality employment opportunities, and the expansion of economic prospects for underserved workers through plan-related activities. When discussing workforce development priorities within these submissions, the Consultant will outline how the proposed activities or policies will contribute to the establishment of high-quality jobs. This analysis will incorporate potential solutions and partners at the state, regional, and/or local levels that are well-equipped to address these workforce challenges.

G. Task 7: Quantitative Cost Estimates, Authority to Implement and

Intersection with Other Funding

i. Within both the PCAP and CCAP reports and analysis, the Consultant will propose GHG reduction actions that will incorporate specific cost

Revised 10/07/20 Document prepared by UF IFAS Ext. & Sustainability Part II - Page 5 of 7 estimates, both for planning and execution purposes, for each measure. The plans must indicate, for each individual measure, whether the pertinent state or local authorities currently possess the required statutory or regulatory mandate to carry out the measure, or if such authorization needs to be acquired. The Consultant will outline a timeline of milestones specifying the actions that key entities (such as legislatures, administrative agencies, etc.) need to undertake in order to secure any necessary authorization for implementing each specified program or measure in the PCAP.

ii. During the development of the PCAP and CCAP, the Consultant will evaluate the overall availability of funding and endeavor to synchronize with public investment prospects. The Consultant will take into account the extensive range of public investment options that have arisen following the approval of the Bipartisan Infrastructure Law and Inflation Reduction Act. For Each measure will identify potential funding sources, whether they be from public or private origins, to facilitate implementation. This should encompass sources for private entities, as well as local, regional (such as Metropolitan Planning Organizations), and state entities.

H. Task 8: PCAP Deliverables and Reporting

i. The Consultant will complete a PCAP that will include a focused list of near-term, high-priority, implementation-ready measures that have been identified. Each of these measures will be accompanied by an estimation of the GHG emissions reductions they can achieve, specifying the responsible agency or agencies, outlining the implementation timeline and milestones, indicating geographic applicability if relevant, charting milestones for securing legislative or regulatory authorization as needed, identifying funding sources, establishing progress tracking metrics, and providing quantifiable cost estimates. For each included reduction measure, the Consultant will produce a standalone document, outlining the assessment criteria, and any funding preferences that will be outlined in the Implementation Grant Notice of Funding Opportunity. This approach aims to create a resource that local jurisdictions can readily use when applying for future funding.

ii. Expected Deliverables

a. Deliverables for the PCAP are due March 2024.

i Preliminary GHG inventory and quantified reduction measures

Revised 10/07/20 Document prepared by UF IFAS Ext. & Sustainability Part II - Page 6 of 7 ii The low-income and disadvantaged communities’ benefits analysis will include:

• Analysis of areas and neighborhoods in our Metropolitan

Statistical Area (MSA) region with low-income and disadvantaged community members using EPA’s Environmental Justice Screening and Mapping Tool and other resources.

• Qualitative discussions of expected benefits to these communities with the GHG reduction measures that will be included in the plan.

• Plan for engagement with these identified communities (meetings, social media, websites, listservs, etc.).

b. Website, interactive dashboard, or outreach materials hosted on a Sarasota County or partner site.

c. Webinar to review the Implementation Grant application process for communities in the region with an emphasis on the projects identified.

I. Task 9: CCAP Deliverables and Reporting

i. The Consultant will complete a CCAP that will include a full suite of implementation measures that have been identified to meet the GHG reduction targets specified elsewhere in the CCAP. It will highlight significant GHG sources/sinks and sectors present in a state or metropolitan area, establish near-term and long-term GHG emission reduction goals, and provide strategies and identify measures to achieve those goals. The plan will include measures to follow accepted protocols by sector, including industry, electricity generation and/or use, transportation, commercial and residential buildings, industry, agriculture, natural and working lands, and waste and materials management.

ii. Similar to the PCAP, for each measure, the CCAP will identify the quantifiable GHG emissions reductions (or enhancement of carbon sinks), key implementing agency or agencies, implementation schedule and milestones, expected geographic location if applicable, milestones for obtaining implementation authority as appropriate, identification of funding sources if relevant, and metrics for tracking progress. It must also include cost information for each measure.

iii. Expected Deliverables

a. Deliverables for the CCAP are due November 2025.

i Comprehensive GHG Inventory ii GHG Emissions Projections iii GHG Reduction Targets

Revised 10/07/20 Document prepared by UF IFAS Ext. & Sustainability Part II - Page 7 of 7 iv Quantified GHG Reduction Measures v Benefits Analysis for the full geographic scope and population covered by the plan vi Low Income/ Disadvantaged Communities Benefits Analysis vii Review of Authority to Implement report viii Intersection with Other Funding Availability ix Workforce Planning Analysis

b. Projection of GHG emissions under a scenario where the plan is fully implemented including sector-based projections.

c. Detailed report covering all required project tasks.

d. Website, interactive dashboard, or outreach materials hosted on

Sarasota County or partner site.

J. Task 10: Status Report Deliverables

i. A Status Report is due November 2027.

ii. Expected Deliverables

a. Implementation Status of GHG Reduction Measures

b. Updated Benefits Analysis for the full geographic scope and population covered by the plan

c. Updated Low-Income and Disadvantaged Communities Benefits

Analysis

d. Updated Review of Authority to Implement report

e. Review of Intersection with Other Funding Availability

f. Updated Workforce Planning Analysis

g. Next Steps/Future Budget/Staffing Needs

PART III – INSURANCE REQUIREMENTS

Insurance Template Adopted 04/19/19 Page 1 of 2

CONTRACTOR’S INSURANCE

Contractor shall, on a primary basis and at its sole expense, maintain in full force and effect, at all times during the life of this Contract, insurance coverage (including endorsements) and limits as described herein. These requirements, as well as the County’s review or acceptance of insurance maintained by Contractor, are not intended to and shall not in any manner limit or qualify the liabilities or obligations assumed by Contractor under this Contract.

Insurance requirements itemized in this Contract and required of the Contractor shall extend to all subcontractors to cover their operations performed under this Contract.

The Contractor shall be responsible for any modifications, deviations, or omissions in these insurance requirements as they apply to subcontractors.

Insurance carriers providing coverage required herein must be licensed to conduct business in the State of Florida and must possess a current A.M. Best’s Financial Strength Rating of A- Class VII or better.

Each insurance policy required by this Contract shall apply separately to each insured against whom claim is made and suit is brought, except with respect to limits of the insurer’s liability.

The Contractor shall be solely responsible for payment of all premiums for insurance contributing to the satisfaction of this Contract and shall be solely responsible for the payment of all deductibles and retentions to which such policies are subject.

Contractor shall furnish Certificates of Insurance to the County Administrative Agent evidencing the types and amounts of coverage, including endorsements, required by this Contract prior to commencement of work and prior to expiration of the insurance contract, when applicable. Such Certificate(s) of Insurance shall, to the extent allowable by the insurer, include a minimum thirty (30) day notice of cancellation (10 days for non-payment of premium) or non-renewal of coverage. Notwithstanding these notification requirements, the Contractor will be required to provide County with 5-day prior written notice of any policy cancellation or non-renewal.

The County reserves the right to review, modify, reject, or accept any required policies of insurance, including limits, coverage, or endorsements, herein from time to time throughout the term of this Contract. County reserves the right, but not the obligation, to review and reject any insurer providing coverage due to its poor financial condition or failure to operate legally.

A. WORKERS’ COMPENSATION: Contractor agrees to maintain Workers’ Compensation insurance on in accordance with Florida Statutes, Chapter 440.

Employers Liability to be included with a minimum limit of $500,000 per accident/per disease/per employee. If work is to be performed over or adjacent to navigable water and involves maritime exposure, applicable LHWCA, Jones Act, or other maritime law coverage shall be included.

PART III – INSURANCE REQUIREMENTS

Insurance Template Adopted 04/19/19 Page 2 of 2

In the event the Contractor has “leased” employees, the Contractor or the employee leasing company must provide evidence of a Workers’ Compensation policy for all personnel on the worksite.

Contractors who are exempt from Florida’s Workers’ Compensation law must provide proof of such exemption issued by the Florida Department of Financial Services, Bureau of Workers’ Compensation.

B. COMMERCIAL GENERAL LIABILITY: Contractor shall maintain Commercial General Liability per ISO form CG0001 or its equivalent, including but not limited to coverage for premises and operations, personal injury, products & completed operations, liability assumed under an insured contract, and independent contractors with limits of not less than $1,000,000.00 each occurrence, $2,000,000.00 aggregate covering all work performed under this Contract.

Contractor agrees to endorse Sarasota County Government as an additional insured on the Commercial General Liability coverage.

C. PROFESSIONAL LIABILITY: Contractor shall maintain Professional Liability, or equivalent Errors & Omissions Liability, with limits not less than $1,000,000.00 per claim/occurrence for professional services rendered under this Contract. If coverage is written on a claims-made basis: a. Any retroactive date shall precede the effective date of this Contract; b. Contractor shall provide certificates of insurance evidencing the required coverage for a period of two years after final payment under this Contract is made, or provide evidence showing Contractor has obtained a two-year extended reporting period endorsement.