DOER RFQ-ENE-2027-011 Municipal Decarbonization Planning Services Request for Quotes - PRF74.docx

THE COMMONWEALTH OF MASSACHUSETTS

Executive Office of Energy and Environmental Affairs Department of Energy Resources

Elizabeth Mahony, Commissioner 100 Cambridge Street, 9th Floor Boston, MA 02114

Request for Quote (RFQ) Document Title: Municipal Decarbonization Planning COMMBUYS Bid Number: BD-27-1041-ENE01-ENE01-134693 Agency Document Number: RFQ-ENE-2027-011 Issued: October 21, 2026 Please Note: This is a single document associated with a complete Bid (also referred to as Solicitation) that can be found on www.COMMBUYS.com. All Bidders are responsible for reviewing and adhering to all information, forms and requirements for the entire Bid, which are all incorporated into the Bid. Bidders may also contact the COMMBUYS Helpdesk at COMMBUYS@state.ma.us or the COMMBUYS Helpline at 1-888-MA-STATE. The Helpline is staffed from 8:00 AM to 5:00 PM Monday through Friday Eastern Standard or Daylight time, as applicable, except on federal, state and Suffolk County holidays.

Contents

INTRODUCTION

Massachusetts Department of Energy Resources (DOER) The Massachusetts Department of Energy Resources (DOER) develops and implements policies and programs aimed at ensuring the adequacy, security, diversity, and cost-effectiveness of the Commonwealth's energy supply to create a clean, affordable, equitable, and resilient energy future for all residents, businesses, communities, and institutions.

Green Communities Division The DOER Green Communities Division provides grants, technical assistance, and local support from the Regional Coordinators to assist municipalities in reducing energy use and costs by implementing clean energy projects in municipal buildings, facilities, and schools.

PROCUREMENT AND CONTRACT INFORMATION

1. Type of Procurement The contract (Contract) will be a Fee for Service subject to 801 CMR 21 and Statewide Contract PRF74: Energy, Climate Action, and Facility Advisory Services.

Request for Quote Distribution Method This Request for Quote (RFQ) has been distributed electronically using the COMMBUYS system. It is the responsibility of every potential Respondent (Respondent) to check COMMBUYS for any addenda or modifications to an RFQ to which they intend to respond. The Commonwealth of Massachusetts and its subdivisions accept no liability and will provide no accommodations to Respondents who fail to check for an amended RFQ or submit inadequate or incorrect responses.

Respondents may not alter language in an RFQ or any RFQ component files. Those submitting a proposal must respond in accordance with the RFQ directions and complete only those sections that prompt a Respondent for a response. Modifications to the body of this RFQ, its specifications, terms, and conditions, or which change the intent of this RFQ are prohibited. Any unauthorized alterations will disqualify a response.

PRF74 Energy, Climate Action, and Facility Advisory Services Work awarded as a result of this RFQ is pursuant to Statewide Contract PRF74: Energy, Climate Action, and Facility Advisory Services. All terms, conditions, contract rules, and compensation structure/pricing and expenses established in PRF74 shall apply. Information concerning PRF74 can be found using PRF74 User Guide.

The selected Contractor acknowledges and agrees that Statewide Contract PRF74 Energy Climate Action, and Facility Advisory Services (PRF74) used to procure these services expires on December 31st, 2028, with an automatic extension through June 30, 2029. The DOER may procure services under PRF74 through June 30, 2029.

The DOER in its sole discretion may extend beyond June 2029 if the selected Contractor has been awarded and signed the new Energy, Climate Action, and Facility Advisory Services issued and managed by the Commonwealth of Massachusetts Operational Services Division. If the Contractor has not submitted and or has not been selected and approved as a Contractor under the new Energy Climate Action, and Facility Advisory Services Contract, then this contract shall be terminated and shall not be extended beyond June 30, 2029.

Massachusetts Public Records Law All proposals and information submitted in response to this RFQ are subject to the Commonwealth of Massachusetts Public Records Law, M.G.L., Chapter 66, Section 10, and Chapter 4, Section 7, and Subsection 26. Any statements in submitted proposals that are inconsistent with these statutes shall be disregarded.

No Guarantee of Resulting Contract The Commonwealth of Massachusetts makes no assurance that any services will be purchased from any contract resulting from this RFQ.

Questions & Answers All questions must be submitted through the Q&A feature of this solicitation within COMMBUYS.

Contact Information Mark Rabinsky Deputy Director, Green Communities Division Department of Energy Resources 100 Cambridge Street, Suite 900 Boston, MA 02114 E-mail: Mark.Rabinsky@mass.gov RFQ Name: Municipal Decarbonization Planning RFQ File Number: RFQ-ENE-2027-011 Procurement Calendar

BACKGROUND

The inaugural group of thirty-five Green Communities was designated in 2010. Since then, the program has grown to include 298 designated Green Communities, of which 35 are certified Climate Leader Communities.

In 2021, key legislation, An Act Creating a Next-Generation Roadmap for Massachusetts Climate Policy, was enacted into law, codifying the Commonwealth’s commitment to achieve Net Zero emissions by calendar year 2050 and its efforts to combat climate change and protect vulnerable communities. The Climate Leader Communities program builds on the Green Communities Designation and Grant Program and provides additional tools, resources, and grant opportunities to municipalities seeking to advance municipal decarbonization. “Climate Leader Communities” is a voluntary program that provides a framework for municipalities to reduce emissions from municipal operations by electrifying non-electric energy uses and maximizing the efficiency of buildings and transportation.

To be eligible for Climate Leader Community certification, communities must meet the following six requirements:

1. Be a Green Community in good standing, including continuing to meet the five Green Communities Designation Criteria and having submitted the most recent fiscal year's Green Communities Annual Report

2. Establish or maintain a local committee that advises and helps to coordinate clean energy and climate activities in the municipality

3. Commit to eliminate on-site fossil fuel use by calendar year 2050 (municipal buildings/operations)

4. Develop a municipal decarbonization roadmap

5. Adopt a Zero-Emission-Vehicle First policy

6. Adopt the Specialized Energy Code DOER is seeking one or more Contractors to assist municipalities with developing Municipal Decarbonization Roadmaps consistent with the Climate Leaders Municipal Decarbonization Commitment and Roadmap Guidance (CLC Roadmap Guidance). The roadmaps will establish a municipal greenhouse gas emissions baseline[footnoteRef:1] and develop a pathway to eliminate on-site fossil fuel use by 2050, using a “Zero Over Time” approach that considers trigger events such as equipment replacement, roof replacement, change of use, and substantial renovation, together with opportunities for electrification, energy efficiency, solar, and energy storage. [1: The applicable baseline year will be determined in accordance with the CLC Guidance in effect at the time of the award or assignment. For applications submitted in calendar year 2027, the applicable baseline year is FY2022. Beginning with roadmap assistance awarded or assigned in calendar year 2028, the applicable baseline year is expected to change to FY2027. ]

The CLC Roadmap Guidance further calls for facility-level decarbonization planning, including identification of high-impact facilities, projected emissions reductions, implementation responsibilities, and monitoring and oversight. Detailed facility planning is expected to address facilities contributing approximately eighty (80) percent of municipal building emissions.

REQUEST FOR QUOTE & CONTRACT INFORMATION

1. Scope of Work Multiple Contractors may be chosen pursuant to this RFQ and will contract with DOER to provide technical assistance services to municipalities as selected and authorized by DOER. Contracts will be in the form of hourly rates for required functions. DOER will assign municipalities to individual Contractors on an “as needed” basis. DOER does not guarantee a volume of service to any Contractors. DOER anticipates contracting directly with multiple Contractors to provide the services described herein. The services that any of the Contractors will provide to municipalities will vary depending on the size of each municipality and the number of facilities to be included in the municipality’s Climate Leader Municipal Decarbonization Roadmap. When assigning municipalities to any of the Contractors, DOER will indicate the maximum budget for the completion of technical assistance services, on a per municipality basis. A selected Contractor will have five (5) business days to accept or decline the technical assistance services being requested that was directed to them in writing to DOER. Contractors will invoice DOER for work completed to DOER’s satisfaction.

Contractors will assist municipalities in developing a Climate Leader Municipal Decarbonization Roadmap consistent with CLC Roadmap Guidance. Roadmaps shall establish a greenhouse gas emissions baseline and develop a pathway to eliminate the use of on-site fossil fuels by municipal operations by calendar year 2050. The roadmap shall use a "Zero Over Time" approach that considers triggering events, including equipment replacement, building renovation, roof replacement, change of use, substantial renovation, and projects identified through the municipality's capital improvement planning process, and shall evaluate opportunities for building electrification, energy efficiency, renewable energy, and energy storage.

Contractors will review materials provided by DOER and the municipality and will work with municipal representatives to identify, verify, and organize the information needed to develop the roadmap. Municipalities are expected to provide, to the extent available, pertinent information regarding their municipal and applicable school facilities, including, but not limited to:

· Area of conditioned space

· Age of building and any renovations, additions, etc.

· Fuel used for heating and other on-site fossil fuel uses

· Annual energy consumption by month

· Hours of operation

· Future plans for facility

· Facility master plans (if available)

· Capital Improvement plans (if available)

· Age and condition of HVAC equipment and planned replacement, if known

· Age and condition of the building envelope

· Fleet inventory and vehicle replacement plans

· Other information relevant to facility electrification, renewable energy, energy storage, and decarbonization planning DOER is seeking Contractors to provide two different levels of technical assistance to municipalities:

1) Task 1: A desktop analysis and roadmap development for municipalities that have full building inventories in MassEnergyInsight[footnoteRef:2] and can supply information on the condition of roof, windows, and other building envelope characteristics, as well as age and condition of HVAC components. In these cases, Contractors are not expected to perform on-site facility assessments and will have most of the building level information needed to create a decarbonization roadmap with the municipality. [2: MassEnergyInsight is an online energy benchmarking and tracking tool DOER offers to municipalities. Municipalities are expected to provide contractors access to their data.]

For Task 1, Contractors shall use available MassEnergyInsight data and other materials provided by the municipality and DOER to develop the municipal emissions baseline and facility-level decarbonization analysis without conducting routine on-site facility assessments, unless otherwise authorized by DOER. The analysis shall identify high-emitting and/or high-impact facilities and develop decarbonization measures and implementation timelines for facilities representing approximately eighty percent (80%) of the municipality's building emissions.

2) Task 2: Facility condition assessment plus roadmap development for municipalities that need assistance with cataloging existing equipment, assessing condition of roofs, windows, and other building envelope components. As necessary, Contractors will conduct walk-throughs with municipal representatives of buildings that account for at least eighty (80) percent of the community’s total building emissions.[footnoteRef:3] [3: Not every municipal facility will require a walk-through. Municipalities and Contractors should generally focus facility assessments and detailed decarbonization planning on facilities representing approximately 80% of the municipality's building emissions. Facilities such as pump stations, transfer stations, unheated seasonal facilities, storage facilities, and other low-emission or non-building facilities may not require an on-site assessment.]

For Task 2, Contractors shall conduct facility walk-throughs and condition assessments, as authorized by DOER, to supplement information that is unavailable or insufficient for roadmap development. Walkthroughs shall focus on facilities representing approximately eighty percent (80%) of the municipality's building emissions. Not every facility will require an on-site assessment.

For both Task 1 and Task 2, Contractors shall also address municipal and applicable school vehicle fleets. Roadmaps must include plans for replacing gasoline- and diesel-powered vehicles with zero-emission vehicles upon retirement. Municipalities whose vehicles account for more than thirty five percent (35%) of total municipal emissions should have a municipal fleet plan.

Once the pertinent information related to municipal energy use, building stock, vehicle fleets, facility plans, capital improvement plans, and other applicable municipal operations has been gathered, Contractors will work with municipal representatives to develop Municipal Decarbonization Roadmaps that establish a pathway to eliminate on-site fossil fuel use by municipal operations by calendar year 2050. Roadmaps shall identify and prioritize decarbonization measures, triggering events, implementation schedules, and estimated emissions reductions and establish interim goals consistent with CLC Roadmap Guidance.

The roadmap shall establish interim targets for calendar years 2027, 2030, 2040, and 2050 and shall estimate emissions reductions associated with the proposed building, fleet, energy efficiency, electrification, renewable energy, and energy storage measures. Roadmaps shall also identify the municipality’s implementation responsibilities and a process for monitoring and oversight. The roadmap shall be developed as a planning tool and shall follow the organization and content described in the CLC Roadmap Guidance.

It is preferred that Contractors responding to this RFQ be able to provide both levels of service, as described above. However, DOER will consider applications from Contractors offering one of the above levels of service. Contractors may subcontract to provide both tasks as provides for above. Upon receipt of an assignment, a Contractor is required to schedule a meeting (in-person or virtual) at a time convenient to the municipality within thirty (30) business days of the Contractor’s receipt of the assignment. At the initial meeting, the Contractor shall review the municipality’s materials, assess next steps, and develop a timeline for completion of the roadmap within ninety (90) days.

Upon receipt of an assignment, the Contractor shall schedule an initial meeting with the municipality, in person or virtually, within thirty (30) business days, unless otherwise authorized by DOER. At the initial meeting, the Contractor shall review available materials, confirm the scope and level of service required, identify information gaps, establish responsibilities for obtaining outstanding information, and develop a work plan and schedule for completion of the roadmap. The Contractor shall complete the roadmap within ninety (90) days of the initial meeting, unless a different schedule is approved by DOER.

Most municipalities will have fewer than fifteen (15) buildings to include in their decarbonization roadmaps. DOER anticipates up to twenty (20) municipalities annually will seek this assistance. DOER in its sole discretion reserves the right to adjust this process as necessary.

1. Deliverables Deliverables shall be completed by selected Contractors as specified in each municipal assignment and as directed by DOER. Deliverables may include, but are not limited to:

0. Initial meeting summary, work plan, and project schedule.

0. Municipal greenhouse gas emissions baseline, including methodology and assumptions in accordance with the CLC Guidance.

0. Facility- and fuel-level emissions tables in the format specified by DOER.

0. Summary of municipal and applicable school fleet information and, where required, a municipal fleet plan.

0. Facility-level decarbonization analysis for priority facilities, including triggering events, recommended interventions, implementation timing, and estimated emissions reductions.

0. Draft Municipal Decarbonization Roadmap.

0. Final Municipal Decarbonization Roadmap incorporating municipal and DOER comments.

0. Summary of interim and 2050 emissions reduction targets.

0. Implementation, monitoring, and oversight plan.

0. Guiding principles for existing buildings, new construction and substantial renovations, and municipal and school fleets.

0. Meeting summaries and participation in meetings and conference calls as required.

0. Supporting calculations, worksheets, and documentation necessary to substantiate the roadmap.

0. Other deliverables authorized by DOER and appropriate to the assigned scope of services.

All work, deliverables, supporting documentation, and associated project files produced under this project shall be owned in full by the Commonwealth of Massachusetts.

SUBMISSION OF RESPONSE

Respondents to RFQ-ENE-2027-011 must respond via COMMBUYS on December 3, 2026, by 4:00 PM Eastern Time. Late responses will not be accepted. Responses must be submitted through COMMBUYS in accordance with the instructions in this RFQ.

1. Submission Instructions Respondents to RFQ-ENE-2027-011 must respond via COMMBUYS. Proposals should not be submitted in an elaborate format that includes expensive binders or graphics. Unnecessary attachments beyond those sufficient to present a complete, comprehensive, and effective response will not influence the evaluation of the proposal. Each page of the proposal should state the name of the bidder, and the page number. All correspondence and filings submitted to the DOER shall be directed to the Grant Contact set forth in Section (2) F Contact Information.

Responses that do not include all the information outlined in the Response Package Contents section (B.) below may be disqualified. The DOER may ask Respondents to provide additional information or to participate in an interview.

Once the award is made, all submissions are subject to the Commonwealth of Massachusetts Public Records Law, M.G.L., Chapter 66, Section 10, and Chapter 4, Section 7 and Subsection 26.

1. Response Package Contents Respondents must provide the following sections in their proposal. All responses must include a Transmittal Letter, Executive Summary, and Narrative Section as defined below:

1) Transmittal Letter (1-page limit): The transmittal letter should highlight any special features of the response and include the name, phone number, and email of the Respondent, the Respondent’s point of contact and must identify this RFQ by number (RFQ-ENE-2027-011). The transmittal letter should acknowledge any Amendments to this RFQ posted on COMMBUYS and be signed by a representative of the Respondent who has the authority to bind the Respondent.

2) Executive Summary (1-page limit): The executive summary must contain the key components of the response, including the Contractor’s name, names of key personnel that will be involved in the project and their respective roles, and a brief description of the organization's experience developing municipal decarbonization plans or roadmaps, conducting building and/or facility assessments, analyzing energy use and emissions, and providing related technical assistance to governmental entities.

3) Narrative Section (15-page limit): The narrative section will be comprised of the sections as outlined below:

a) Project Plan

i) Describe how Contractor will approach this project. Delineate processes or procedures to be utilized to ensure positive outcomes with municipal clients.

ii) Applications shall indicate whether Contractor is performing one or both tasks, as described in the Scope of Work. For each task the Respondent proposes to perform, describe the proposed methodology, staffing, anticipated level of effort, deliverables, and quality-control procedures.

b) Identify any geographic limitations for providing on-site facility assessments under Task 2 and describe any assumptions regarding travel time, mileage, or other travel-related costs. Contractor Qualifications and Experience

i) Overview of team qualifications, including the team’s project management structure. Full team member resumes may be submitted as attachments and do not count toward the fifteen (15) page limit.

ii) Proposals that include any partnerships or sub-contracting relationships must designate one party as the lead Contractor and identify the team of subcontractors.

iii) Examples of previous projects that demonstrate experience with similar analyses, consulting for governmental entities, or other relevant experience.

c) Cost Proposal

i) Respondents shall provide hourly billing rates for each personnel classification proposed for use under the contract. Respondents shall also provide an estimated level of effort and total estimated cost for the hypothetical municipality described below. The hypothetical cost estimate will be used for evaluation purposes only and will not establish a guaranteed price, level of effort, or volume of work for any municipality.

d) For evaluation purposes, Respondents shall prepare separate cost estimates for Task 1 and Task 2 for a hypothetical municipality with ten (10) buildings, including four (4) school facilities, and a municipal fleet requiring review. For each Task, the Respondent shall separately identify the anticipated hours and cost for each personnel classification and major work activity, including, as applicable, building analysis, fleet analysis, project management, meetings, roadmap development and drafting, quality control, and facility assessments. In no instance can any hourly rate exceed the maximum billing rates established in PRF74. Respondents must include any and all ancillary services in the project price. The DOER under no circumstance will pay additional costs related to the project unless previously agreed to by both parties in writing.

EVALUATION AND AWARD

The DOER reserves the right to select no Respondents if the responses do not meet a sufficient standard based on the evaluation criteria. DOER reserves the right to waive any technical defect or informality in proposals received or to allow the Respondent to correct them, and to accept or reject any proposal or portion thereof.

1. Evaluation of Responses All proposals received by the due date and meeting the requirements established in this RFQ will be reviewed and evaluated by DOER. The evaluation will include, but will not be limited to, the following criteria:

1) Effectiveness of the proposed approach: Respondent’s proposed approach demonstrates understanding of the tasks and a logical approach. Respondent demonstrates understanding and sound approach to proposed Scope of Work.

2) Likelihood of proposal to achieve outcomes: Respondent’s proposal, hours allocated to each task, and team composition suggests likelihood to achieve outcomes and produce deliverables on schedule.

3) Respondent’s experience with similar projects and relevant subject matter: Respondent team has demonstrated experience including background, knowledge and experience with the tasks and subject matter described in the Scope of Work.

4) Extent to which the proposed budget demonstrates the best value to the Commonwealth, including consideration of total cost and hourly rates for team members.

1. Contract Information The Contracts awarded pursuant to this RFQ-ENE-2027-011 will be awarded as a rate based three-year contract with a maximum dollar amount not to exceed seven hundred and fifty thousand dollars ($750,000). The DOER in its sole discretion reserves the right to hire Contractors for a limited scope of work if necessary to meet the budget parameters. The contract shall include two (2) one (1) year optional renewal periods at DOER’s sole discretion.

1. Contract Expansion If additional funds become available during the Contract duration period, the DOER in its sole discretion reserves the right to increase the maximum obligation to the Contract executed as a result of this RFQ-ENE-2027-011 with related additional tasks to be determined by the written mutual agreement of the DOER and the selected Contractors consistent with the terms of Statewide Contract PRF74.

1. Contractor’s Responsibility & Invoicing The selected Contractors will be responsible for the timely completion of the requirements described above and as directed by the DOER. The Contractors must assume overall responsibility for coordinating and completing all deliverables contained in the resultant contract. All invoices must be submitted to the DOER on a schedule and in a format to be agreed upon by the DOER and the Contractors. Invoices shall include sufficient back-up documentation to support the amount being invoiced.

1. The Commonwealth’s Responsibility The Commonwealth's Project Manager will be responsible for overseeing and managing all tasks undertaken by the selected Contractor, including but not limited to, developing and approving a municipality-specific scope of work; reviewing, commenting, and approving work plans and subsequent deliverables; coordinating with the DOER and other program staff as required; approving invoices promptly; and reviewing and preparing work products for reports.

TERMS AND CONDITIONS

1. Reporting The selected Contractor(s) is responsible for compliance with all contract reporting requirements including, but not limited to, Supplier Diversity Program (SDP) and other contract reports, as required by this contract.

1. Security and confidentiality The selected Contractor(s) shall comply fully with all security procedures of the Commonwealth and all other applicable state, local and federal agencies in performance of the contract. The selected Contractor(s) shall not divulge to third parties any confidential information obtained by the selected Contractor(s) or its agents, distributors, resellers, subcontractors, officers, or employees while performing contract work, including, but not limited to, security procedures, business operations information, personally identifiable information, or commercial proprietary information in the possession of the Commonwealth Agency.

1. Audit During the term of this Agreement and for a period of six (6) years thereafter, the DOER, its auditors, the Operational Services Division, the Office of the Inspector General or other authorized representatives shall be afforded access at reasonable times to the Contractor’s accounting records, including sales information on any system, reports or files, in order to audit all records relating to goods sold or services performed pursuant to this Agreement. If such an audit indicates that the Contractor has materially overcharged the DOER, then the Contractor shall remit the overcharged amount and be responsible for payment of any costs associated with the audit.

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