CIA-CBP RFR Addendum 1.pdf

The Commonwealth of Massachusetts Executive Office of Energy and Environmental Affairs

100 Cambridge Street, Suite 900 Boston, MA 02114

Maura T. Healey

GOVERNOR

Kimberley Driscoll

LIEUTENANT GOVERNOR

Rebecca L. Tepper

SECRETARY

Tel: (617) 626-1000 Fax: (617) 626-1081 http://www.mass.gov/eea

Cumulative Impact Analysis Guidance and Community Benefits Plans

BD-25-1042-ENV-ENV01-115069

Addendum # 1

April 22, 2025

RE: Addendum No. 1 – RFR Solicitation Document Update

To: All Proposers/Bidders of Record:

Please be advised that the RFR Solicitation Documents for the above-referenced project have been modified, corrected, and/or supplemented as follows. Addendum No. 1 is hereby incorporated into the Contract Documents.

Purpose of Addendum:

The purpose of this addendum is to provide responses to all questions submitted by proposers and to formally extend the bid opening date. All clarifications, explanations, and additional information provided herein shall be considered part of the Contract Documents.

Bid Opening Date Update:

The bid opening date has been extended from April 24, 2025, at 2:00 PM to April 25, 2025, at

2:00 PM.

Questions:

1. If submissions are due April 24, is the project start date still April 28?

Response: The estimated contract start date is April 28th.

2. Can you please confirm the total project budget? There is a discrepancy between the PDF and excel file.

Response: The estimated annual value of this procurement is approximately $150,000.

3. Section 1.7 Contract Duration notes an initial duration of 2.5 Months and a Renewal Option of 14.5 Months. The Q&A document Q#2 Clarified that all tasks need to be completed by June 30, 2025 (i.e., the �??Initial Duration�??). Further OEJE confirmed that the total funding is not to exceed $250,000. Would OEJE please what tasks the Commonwealth anticipates for the Renewal Option and how such work would be funded? Would OEJE please confirm that bidders should include a labor rate schedule for the extension period?

Response: To clarify, the estimated annual value of this procurement is currently $150,000. Upon completion of the tasks, the Commonwealth anticipates that further stakeholder engagement may be needed to update tool and implementation of CIA and CBP based on feedback, as well as familiarize stakeholders and developers with our standards and guidelines. In which case, the consultant would be asked to offer services similar to what is required under task 1 for rollout and implementation. Bidders should include a labor rate schedule for the extension period.

4. Appendix A RFR Section 5, Supplier Diversity Office (SDO) Programs, referenced the Small Business Purchasing Program (SBPP) and the Supplier Diversity Program (SDP) and then states?? Based on the estimated value of the procurement, one of the above-mentioned programs shall be applicable to this RFR?? The RFR then describes both programs, as well as a minimum acceptable Total SDP commitment for the solicitation.

Would the Commonwealth please confirm which SDO program(s) apply to this RFQ?

Response: Based on the estimated value of this procurement, the Small Business Purchasing Program (SBPP) would be applicable to this RFR.

5. The provided FAQ document indicates the need for ??transportation and interpretation services.?? It is our assumption that this is a typo and means ??translation and interpretation services??. Will OEJE confirm?

Response: As part of task #1, the consultant will need to provide translation and interpretation services for stakeholder meetings across the state. Providing transportation services is not required; however, the consultant does need to procure and distribute public transportation reimbursement or other stipends/incentive to cover any expenses associated with participation.

6. In Section 3.1.1, OEJE "has set a goal making at least 50% of the awards resulting from this solicitation to SBPP-participating Massachusetts-based small businesses recognized as such in Commbuys." Can OEJE explain what this means, given this solicitation aims to result in a single award? Is it OK if a prime is not a SBPP, but subcontractor is SBPP?

Is there a requirement for the SBPP sub to have some portion of the total budget?

Response: As only 1 contract award will result from this solicitation, OEJE will revise the Small Business participation requirements to strike the words “resulting from this solicitation” from paragraph 3.1.1 in the RFR.

7. The provided FAQ indicates the work will be paid for on a time and materials basis related to monthly invoices. The RFP indicates "this is a fee for service contract based upon OEJE�??s acceptance of deliverables during the contractual period." Will OEJE confirm the payment structure?

Response: The consultant’s payment will be based on “a fee-for-service contract based upon OEJE’s acceptance of deliverables” during the contractual period. However, for task #1 which doesn’t outline specific deliverables associated with the stakeholder meetings, the consultant would receive payments on a monthly basis.

8. Will OEJE provide baseline data, GIS layers, or previous analyses to support the CIA baseline development, or is data sourcing entirely the contractor�??s responsibility?

Response: If OEJE has the information available, OEJE will provide any baseline data, GIS layers, and previous analyses to support the CIA baseline development. However, there are other indicators or potential data that EEA does not currently track, which the contractor would be responsible for evaluating and sourcing.

9. Will OEJE assist with outreach or provide lists of stakeholders (e.g., EJ communities, advocates, municipal staff), or is the consultant expected to identify and recruit all participants independently?

Response: OEJE will assist with outreach and provide our most up-to-date lists of stakeholders; however, the consultant is expected to do additional research to identify and recruit participants to ensure robust engagement with residents across Massachusetts.

10. The proposal calls for "interviews, focus groups, a series of hybrid meetings with language access in different locations across the Commonwealth." How many stakeholder meetings are anticipated? Will all stakeholder meetings include interpretation into 5 languages? What about focus groups?

Response: We are anticipating there will be no more than 10 hybrid meetings with stakeholders across the Commonwealth. All stakeholder meetings should include interpretation and translation into the top 5 languages, transportation reimbursement as stated above, refreshments and a kid zone so families feel welcome (a kid zone can be a corner in the meeting space with board games, art supplies, puzzles, etc.). Please refer to EEA’s Language Access Plan for more specific guidance. The number of focus groups is flexible and should depend on the capacity of the chosen consultant and in consultation with OEJE.

11. How many review and revision cycles are expected for the draft guidance and straw proposals?

Response: We cannot confirm exactly how many review and revision cycles will be needed for the draft guidance and straw proposals. We anticipate there may be as many as 4 review and revision cycles including reviews by OEJE, EEA agencies, the Secretary, and Governor’s office.

12. Are the deliverables considered final upon submission, or is contractor support expected during implementation or rollout (e.g., trainings, technical assistance)?

Response: The deliverables are considered final upon submission by June 30, 2025. If the contract is extended beyond this date, contractor support is expected during implementation and rollout.

13. What does a "menu of options" for CBPs look like in OEJE�??s view - is it intended to be a decision-making tool, a set of templates, or something else?

Response: Community Benefit Plans are not one-size-fits-all. Engagement and potential commitments made by the developer to the community will depend on the type and size of the project, the impacts on the community and be adapted to the context of each community’s goals and challenges. In our standards and guidelines, we want to provide developers with a “menu of options” that give a wide range of possibilities for engaging with communities and different potential benefits that developer could provide to the host community of the project, and those impacted.

14. Could you clarify which kinds of materials will need interpretation into 5 languages? For instance, will full slide decks for meetings need to be translated?

Response: Slide decks and any draft materials being presented alongside the presentation will need to be translated. In-person and online interpreters will also need to be available to interpret simultaneously with the presentation.

15. The RFP calls for a series of hybrid meetings across the Commonwealth. Should the cost proposal include fees for hybrid meeting technology and/or venues across the state, or will the Commonwealth provide the venues/be able to secure no-cost venues? Will there be other direct expenses associated with those in-person meetings such as refreshments, childcare, etc.?

Response: The proposal should include fees for hybrid meeting technology and/or venues across the state. There will be other costs associated with those in-person meetings, such as refreshments, childcare, etc. which should also be included in the consultant’s cost proposal, as they will be responsible for obtaining those goods and services.

16. Page 6 of the Request for Response (RFR) notes that the initial duration of the contract is

2.5 months. Is OEJE open to a longer time frame for the completion of Task I (Stakeholder Engagement), Task II (Asset Mapping), and Task III (Guidance Development)?

Response: The consultant’s proposal and timeline should assume that all tasks need to be completed by June 30, 2025. If a consultant wishes to provide an alternative timeline which reflects a later completion date, in addition to a timeline and/or workplan with a deadline of June 30, 2025, they are welcome to do so.

17. OEJE answer to RFR FAQ #2 indicates that �??All Tasks need to be completed by June

30, 2025.�?? If OEJE does not receive a satisfactory proposal for completing the work by June 30, 2025, will it open a new RFR for a later completion date?

Response: OEJE does not anticipate that this RFR will be re-bid.

18. Can EEA share a sample timeline that would allow completion of engagement plan development and approval, focus groups, public meetings, meetings with agency staff, interviews, stakeholder identification and approval, stakeholder meetings, CIA expert identification and approval, CIA expert interviews and focus groups, draft best practices document and review, draft baseline analysis process, menu of options for CIAs, draft straw proposal, public listening sessions/meetings/focus groups, and final CBP template and guidance by June 30, 2025?

Response: No, a sample timeline with the requested details cannot be provided. While a robust schedule is anticipated, OEJE would plan an impactful final engagement schedule with the preferred vendor.

19. OEJE answer to RFR FAQ #2 indicates that �??All Tasks need to be completed by June

30, 2025.�?? Will OEJE consider proposals based on a later completion date?

Response: The consultant’s proposal and timeline should assume that all tasks need to be completed by June 30, 2025. If a consultant wishes to provide an alternative timeline which reflects a later completion date, in addition to a timeline and/or workplan with a deadline of June 30, 2025, they are welcome to do so.

20. According to page 6 of the RFR, the estimated annual value for the project is $150,000 and OEJE�??s response to RFR FAQ #12 indicates the maximum budget is $250,000.

Please confirm that Bidders should interpret this as a suggested budget of $150,000 but OEJE will consider proposals with a budget up to $250,000?

Response: The estimated annual value of this procurement is approximately $150,000.

Due to the adjusted timeline until June 30, 2025, the budget has been adjusted. We will not consider proposals which exceed $150,000.

21. Due to the complex nature of the requirements, please confirm that the completion of the work could be extended until December 31, 2025.

Response: The completion of the work could be extended until December 31, 2025, but the consultant’s proposal should not assume that the task completion date will go beyond June 30, 2025. If a consultant wishes to provide an alternative timeline which reflects a later completion date, in addition to a timeline and/or workplan with a deadline of June 30, 2025, they are welcome to do so.

22. Could OEJE clarify if this a small business set-aside given a) OEJE indicates there will be a single award and b) �??OEJE has set a goal making at least 50% of the awards resulting from this solicitation to SBPP-participating Massachusetts-based small businesses�??

Response: As only 1 contract award will result from this solicitation, OEJE will revise the Small Business participation requirements to strike the works “resulting from this

23. Would OEJE consider revising the Small Business participation requirements to strike the words �??resulting from this solicitation�?? from the following paragraph: 3.1.1. Small Business Participation Goal The Massachusetts Small Business Purchasing Program (SBPP) was established pursuant to Executive Order 599 to increase state contracting opportunities with small businesses having their principal place of business within the Commonwealth of Massachusetts. Pursuant to the SBPP, OEJE has set a goal making at least 50% of the awards resulting from this solicitation to SBPP-participating Massachusetts-based small businesses recognized as such in COMMBUYS. All bidders are encouraged to apply for SBPP status as described below.

Response: As only 1 contract award will result from this solicitation, OEJE will revise the Small Business participation requirements to strike the words “resulting from this

24. Could OEJE explain how the work under this contract fits with the work products being prepared for the 2024 Climate Act Stakeholder Sessions (https://www.mass.gov/info-details/2024-climate-act-stakeholder-sessions)? A straw proposal for cumulative impact analyses will be presented on May 5, 2025. A straw proposal for community benefits agreements will be presented on April 24, 2025.

Response: While the straw proposals which will be presented on April 24th and May 5th, outline OEJE’s initial concepts and ideas for each framework, a more detailed and comprehensive document will be needed. A consultant is needed to ensure that all stakeholders (i.e. project developers, utilities, municipalities, community-based organizations, etc.) have a chance to provide comments and feedback to these initial concepts and ideas, so that they can be integrated into a detailed and comprehensive document. Our goal is to provide practical, actionable recommendations and strategies that guide project developers in conducting meaningful cumulative impact analyses and developing effective community benefit plans. To do this successfully, we recognize the need for continuous public and stakeholder engagement throughout the development of these documents. The consultant will play a key role in coordinating and facilitating this outreach, as well as ensuring the documents we produce are clear, relevant, and truly useful to both project proponents and the communities they aim to serve.

25. Could OEJE explain why RFQ ENV 25 EJ CI (COMMBUYS Bid Number BD-25-1042-

ENV-ENV01-110932), which contained the same scope of work, was not awarded?

Response: The submissions we received did not demonstrate ample experience working with EJ populations in the Commonwealth– something that is fundamental to this work.

The consultant we select must bring a balanced skill set: a demonstrated history of working in and with EJ Populations in Massachusetts, ability to develop trust and meaningful engagement with EJ communities, project developers and other key stakeholders, and subject matter expertise.

26. Could OEJE specify which, if any, items contained in the FAQs document distributed along with the RFQ are relevant to the current RFQ (Commbuys ID: BD-25-1042-ENV- ENV01-115069)? Many are not relevant.

Response: Of the attached Cumulative Impact FAQ, the following questions and answers remain relevant to the current RFR:

1 Conflict Check Would the successful bidder be precluded from preparing Cumulative Impact Analyses or Community Benefits Plans for energy infrastructure project applicants?

While the successful bidder is under contract with the commonwealth pursuant to this RFQ, the bidder cannot prepare Cumulative Impact Analyses or Community Benefit Plans for energy infrastructure project applicants.

4 Coordination with MassDEP The Massachusetts

Department of Environmental Protection promulgated a cumulative impact analysis framework on March 29, 2024 for comprehensive plan applications. How does OEJE see the two CIA frameworks either lining up with one another, or how they should differ?

We will strive for OEJE’s CIA framework to align with DEP’s regulations as much as possible.

6 Qualitative and Quantitative Impacts

Some project impacts, such as visual impacts may not be well-suited for quantifying numerically.

Would OEJE be open to a CIA framework that includes options for both quantitative and qualitative impacts?

Yes.

8 Project Variations

The RFQ indicates that the types of energy resources that should be studied are new wind, solar, and storage projects as well as new transmission and distribution infrastructure. Does OEJE plan for the same CIA framework to be used for all these types of projects or should there be variations depending on the project?

There should be an overarching framework, as well as energy infrastructure-specific frameworks.

11 Example Contract

Please provide an example contract (terms and conditions) for review.

The contract that will be used in this procurement is the standard statewide contract.

15 Narrative Section Page Limit

Our team will include a prime and subcontractors. Could we have more than 6 pages for the Narrative Section, give that we will have a large team across multiple organizations?

Include additional team details in the appendices.

16 Scope of Work Page Limit

What portion of the proposal should our team include a detailed scope of work in, detailing our firms approach, assumptions, etc.? How many pages should this fit within?

Six pages is provided for the narrative section.

17 Stipends and Incentives Budget

Task 1 - Stakeholder engagement refers to "stipends or incentives, such as gift cards" to be distributed to participating stakeholders. Does OEJE have separate funds for these purposes or should a certain amount of funds be reserved for stakeholder compensation in the project proposal budget?

Such funds should be included in the project proposal budget.

19 Translation Services

How many languages and what languages should the team procure translation and interpretation services for?

The following five languages: Spanish, Portuguese (Brazilian and European), Chinese (Mandarin and Cantonese), Vietnamese, Haitian Creole, and additional languages depending on communities where engagement will take place.

20 Translation Services as part of budget

Please confirm that the awarded bidder will procure all transportation and interpretation services, and that this should be allocated in the full proposed budget.

Yes

END OF ADDENDUM