Poolesville Facilities Decarbonization Study Final.pdf

Poolesville Facilities Decarbonization Study

Town of Poolesville, Maryland

1. Introduction

The Town of Poolesville is soliciting proposals from qualified consulting firms to conduct a

Comprehensive Municipal Facilities Decarbonization Study. This study is funded through the FY2026 Maryland Energy Efficiency and Conservation Block Grant (EECBG) Program, MEA Grant No. 2026‑11‑121S3, which supports planning activities that help communities transition to a low‑carbon, climate‑resilient economy.

The selected consultant will assess current energy use, identify strategies to reduce greenhouse gas emissions, and develop a decarbonization roadmap for Town‑owned facilities.

2. Background

Poolesville received EECBG funding to conduct a Municipal Facilities Decarbonization

Study, which includes:

● Auditing and benchmarking current energy use

● Identifying Town equipment for decarbonization

● Providing staff training to implement best practices

● Only planning activities are eligible. Capital improvements, construction, and purely research-driven activities without direct application to energy efficiency are not eligible under program rules.

● All work must be completed by December 2, 2026, including the final report and invoice.

3. Project Objectives

The Town seeks a consultant to deliver a study that:

● Provides a comprehensive analysis of current municipal energy consumption

● Identifies decarbonization opportunities (equipment replacement, electrification pathways, efficiency strategies)

● Estimates potential reductions in energy use, cost, and emissions

● Aligns with Maryland’s climate, renewable energy, and BEPS policies

● Supports future grant applications and capital planning

● Includes staff training for ongoing energy management

4. Scope of Work

At minimum, the study must include the following tasks:

Task 1 — Project Kickoff & Data Collection

● Conduct kickoff meeting with Town staff

● Gather facility data (utility bills, equipment lists, operational data)

● Identify all Town sites to be assessed

Task 2 — Energy Audits & Benchmarking

● Conduct ASHRAE Level I or higher audits

● Benchmark facilities using ENERGY STAR Portfolio Manager or equivalent

● Document baseline energy use, emissions estimates, and key performance indicators

Task 3 — Decarbonization Opportunities Analysis

For each facility:

● Identify opportunities for electrification (HVAC, water heating, vehicles where applicable)

● Recommend efficiency measures

● Identify renewable energy opportunities

● Provide cost–benefit analysis, estimating:

○ kWh/MMBtu savings

○ Emissions reductions

○ Capital cost ranges

○ Operational impacts

○ Potential rebates, incentives, and grant stacking (non‑duplicative funding only)

Task 4 — Implementation Roadmap

● Prioritize measures based on impact, cost, and feasibility

● Create short-, mid-, and long‑term recommendations

● Identify potential funding sources for implementation

Task 5 — Staff Training

● Provide training for operations staff on benchmarking, energy tracking, and decarbonization best practices

Task 6 — Final Report & Deliverables

The consultant must prepare all materials required for Poolesville to satisfy MEA’s final reporting standards, which include:

● Final decarbonization study

● Summary of estimated energy benefits (kWh reduced, MMBtu reduced, etc.)

● Documentation of stakeholder engagement, if applicable

● Contractor invoices and payment documentation

● Future planning steps for implementation

5. Reporting Requirements

The study must provide inputs to meet MEA & DOE reporting obligations, including:

● Final report content to meet MEA, DOE PAGE, and BIL reporting requirements (metrics, participants, energy savings, products, etc.)

● The consultant will not submit reports directly to MEA/DOE but must support the Town’s compliance.

6. Project Schedule

The anticipated schedule is:

● RFP Issued: 10/1/2026

● Deadline for Questions: 10/9/2026

● Proposals Due: 10/15/2026 https://poolesvillemd-my.sharepoint.com/personal/nanderegg_poolesvillemd_gov/Documents/Microsoft%20Copilot%20Chat%20Files/Attachment%20B%20EECBG%20FOA.docx.pdf https://poolesvillemd-my.sharepoint.com/personal/nanderegg_poolesvillemd_gov/Documents/Microsoft%20Copilot%20Chat%20Files/FY26%20EECBG%20Grant%20Agreement%20-%20Town%20of%20Poolesville%20-%202026-11-121S3.docx.pdf

● Selection & Award: 10/19/2026

● Project Kickoff: Within 2 weeks of contract execution

● Interim Deliverables: As proposed by consultant

● Final Report Due to Town: November 27, 2026 (allows time for internal review)

● All MEA Deliverables Submitted by: December 2, 2026 (non‑negotiable)

7. Proposal Submission Requirements

Proposals must include:

1. Cover Letter

2. Firm Qualifications & Experience

○ Experience with decarbonization planning, government clients, Maryland facilities

3. Project Team

○ Roles, resumes, office locations (for MEA workforce residency requirement)

4. Technical Approach

○ Methodology for audits, modeling, and planning

5. Project Schedule & Milestones

6. Deliverables

7. Cost Proposal

○ Line‑item budget

○ Not‑to‑exceed amount $106,000

8. References

8. Evaluation Criteria

Proposals will be evaluated consistent with MEA’s grant scoring framework:

● Value Proposition (0–4 points): Clarity, detail, and anticipated community benefit

● Longevity & Continuity (0–3 points): Plan for informing long‑term Town strategy

● Alignment with Existing Policies (0–3 points): Maryland BEPS, Climate Plan, RPS, etc.

● Collaboration (0–3 points): Stakeholder engagement, data sharing, partnerships

The Town may request interviews or additional documentation.

9. Contractual Requirements

The selected consultant must comply with:

● MEA General Provisions (Attachment A)

● DOE Special Terms and Conditions (Attachment D)

● MEA insurance, reporting, nondiscrimination, and data protection requirements

● Workforce residency requirements (80% of workers within 50 miles)

10. Submission Instructions

Proposals must be submitted electronically in PDF format to:

Town of Poolesville

Attn: Niles Anderegg, Assistant Town Manager https://poolesvillemd-my.sharepoint.com/personal/nanderegg_poolesvillemd_gov/Documents/Microsoft%20Copilot%20Chat%20Files/Attachment%20B%20EECBG%20FOA.docx.pdf https://poolesvillemd-my.sharepoint.com/personal/nanderegg_poolesvillemd_gov/Documents/Microsoft%20Copilot%20Chat%20Files/General%20Provisions%20v3%202.11.22%20%281%29.pdf https://poolesvillemd-my.sharepoint.com/personal/nanderegg_poolesvillemd_gov/Documents/Microsoft%20Copilot%20Chat%20Files/General%20Provisions%20v3%202.11.22%20%281%29.pdf

Email: wyost@poolesvillemd.gov

Phone: (301) 428‑8927

Subject line: RFP – Municipal Facilities Decarbonization Study

11. Questions

All questions regarding this RFP must be submitted via email to the contact above no later than the posted deadline.