Renewable_Fuel_Standard_(RFS)_Reporting_&_Compliance_Consulting_Services_(Addendum_#1_Revision).pdf

REQUEST FOR PROPOSAL

2026-RFP-063-PR

RENEWABLE FUEL STANDARD (RFS) REPORTING & COMPLIANCE

CONSULTING SERVICES

County of Dane

City-County Building, Room 425, 53703

Madison, WI 53703

RELEASE DATE: August 28, 2026

DEADLINE FOR QUESTIONS: September 22, 2026

RESPONSE DEADLINE: September 29, 2026, 2:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

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

County of Dane

REQUEST FOR PROPOSAL

Renewable Fuel Standard (RFS) Reporting & Compliance Consulting

Services

I. Introduction II. RFP Guidelines and Overview

III. Contract Term IV. Project Overview & Scope of Work V. RFP Response Requirements & Evaluation Criteria

VI. Pricing Proposal VII. Vendor Questionnaire

VIII. Standard Terms and Conditions

Request For Proposal #2026-RFP-063-PR Title: Renewable Fuel Standard (RFS) Reporting & Compliance Consulting Services

1. Introduction

1.1. Summary

The purpose of this document is to provide interested parties with information to enable them to prepare and submit a proposal according to the specifications set forth within this document.

The County intends to use the results of this process to award a contract or issue a purchase order for the product(s) and/or service(s) stated: Renewable Fuel Standard (RFS) Reporting & Compliance

Consulting Services.

The Dane County Purchasing Division is the sole point of contact for questions and issues that may arise during the RFP process.

1.2. Contact Information

Pete Patten

Purchasing Manager

Email: patten.peter@countyofdane.com

Phone: (608) 267-3523

Department:

Waste & Renewables

1.3. Timeline

Release Project Date August 28, 2026

Optional Vendor Conference (Non-

Mandatory)

September 15, 2026, 10:00am

Dane County Waste & Renewables

RNG Facility Trailer

7242 Maahic Way

Madison, WI 53718

Question Submission Deadline September 22, 2026, 4:00pm

Question Response Deadline September 24, 2026, 4:00pm

Proposal Submission Deadline September 29, 2026, 2:00pm mailto:patten.peter@countyofdane.com tel:(608)267-3523

2. RFP Guidelines and Overview

2.1. GENERAL SOLICITATION PROCESS

1. REASONABLE ACCOMMODATIONS

1. The County will provide reasonable accommodations, including the provision of informational material in an alternative format, for qualified individuals with disabilities upon request. If you need accommodations at a vendor conference or site visit, contact the Purchasing Officer listed or call WI Relay 711 for TDD Services.

2. VENDOR REGISTRATION

1. Interested vendors are required to register at the County's eProcurement Portal. Registration is free and will ensure that you receive notifications of solicitations that match your profile and category codes as well as providing the County with up-to-date company contact information.

2. Once registered, please double check to make sure your vendor information including commodity codes is up-to-date by signing into your account at the County's eProcurement

Portal.

3. CALENDAR OF EVENTS

1. Specific and estimated dates and times of actions related to this solicitation are listed in the timeline in the Introduction Section. The actions with specific dates must be completed as indicated unless otherwise changed by the County. In the event that the County finds it necessary to change any of the specific dates and times in the calendar of events listed below, it will do so by issuing an addendum to this RFP and posting such addendum on the Dane

County eProcurement Portal.

4. CLARIFICATION OF THE SPECIFICATIONS / QUESTIONS

1. All inquiries concerning this solicitation must be submitted via the County's eProcurement

Portal.

2. Questions must be submitted before 4:00 pm on Tuesday, September 22, 2026.

1. Requests submitted after that time frame will not be considered.

3. Proposers are expected to raise any questions, exceptions, or additions they have concerning the solicitation at this point in the process. If a proposer discovers any significant ambiguity, error, conflict, discrepancy, omission, or other deficiency in this solicitation, the proposer should immediately notify the contact person of such error and request modification or clarification to the solicitation document.

4. Proposers are prohibited from communicating directly with any employee of Dane County, except as described herein. No County employee or representative other than those individuals https://procurement.opengov.com/portal/countyofdane https://procurement.opengov.com/portal/countyofdane https://procurement.opengov.com/portal/countyofdane https://procurement.opengov.com/portal/countyofdane listed as County contacts on this solicitation is authorized to provide any information or respond to any question or inquiry concerning this solicitation.

5. ADDENDA & REVISIONS

1. In the event that it becomes necessary to provide additional clarifying data or information, or to revise any part of this bid, addenda and/or supplements will be posted via the

County's eProcurement Portal. Bidders are responsible to regularly monitor the web site for any such postings. It is recommended to check the eProcurement Portal for addenda prior to submitting a proposal. Bidders must acknowledge the receipt/review of any addenda via the eProcurement Portal.

2. The Purchasing Division has the sole authority for modifications to specifications and/or the solicitation document.

6. INSPECTION OF PREMISES/VENDOR SITE VISIT - when applicable

1. When applicable, bidder’s may inspect site(s) prior to submitting bids to determine all requirements associated with the project by contacting Pete Patten. Failure to do so will in no way relieve the successful bidder from the necessity of providing, without additional cost to the

County, all necessary services that may be required to carry out the intent of the resulting contract.

2.2. BID / PROPOSAL SUBMISSION

Dane County strongly encourages all vendors to submit proposals well in advance of the solicitation deadline. By doing so, if there are any technical difficulties, there is time to attempt to resolve the situation before the deadline. Late bids will not be accepted.

If there are technical difficulties while trying to submit, first, contact OpenGov Support by clicking into the small blue circle on the bottom, right side of your screen while logged into the OpenGov system.

1. SUBMITTAL INSTRUCTIONS

1. Dane County reserves the right to accept any part of this bid deemed to be in the best interest of the County. The County also retains the right to accept or reject any or all bids.

2. Proposals must be submitted via the County's eProcurement Portal before 2:00 pm on Tuesday, September 29, 2026. Late, faxed, mailed, hand-delivered, or incomplete proposals will be rejected unless otherwise specified. Dane County is not liable for any cost incurred by proposers in replying to this solicitation.

3. To Submit a Proposal:

1. Register at the County's eProcurement Portal at https://procurement.opengov.com/portal/countyofdane https://procurement.opengov.com/portal/countyofdane https://procurement.opengov.com/portal/countyofdane https://procurement.opengov.com/portal/countyofdane https://procurement.opengov.com/portal/countyofdane https://procurement.opengov.com/portal/countyofdane

2. Click on the green "+Subscribe" button on the left side of the screen and proceed to create an account or sign in if an account already exists.

3. Once registered, click on the "draft" button to draft your proposal.

4. Provide company information

5. Complete the entire Vendor Questionnaire

6. Where indicated, upload the required documents.

7. The file upload status can be seen for each document uploaded.

8. Confirm all files have been uploaded

9. Review your work and click on "submit" proposal

10. Acknowledge any addenda

2. MULTIPLE PROPOSALS & ACCEPTANCE

1. Multiple proposals from a vendor will be permissible; however, the proposer must create separate accounts with separate log-in sequences, emails, and passwords on the

County’s eProcurement Portal. Each such proposal must be submitted separately and labeled as

Proposal #1, Proposal #2, etc.

2. Please message procurementsupport@opengov.com with any questions regarding set up.

3. GENERAL INSTRUCTIONS ON SUBMITTING COST PROPOSALS

1. The Cost Proposal section of this solicitation will either be incorporated into the system as a

Pricing Table or as a separate Cost Proposal Attachment that must be downloaded, completed, saved, and uploaded to the Vendor Questionnaire section.

2. Price(s) quoted shall include all labor, materials, equipment, shipping and other costs and conditions outlined within the bid. Pricing shall remain fixed.

4. RIGHT TO REJECT PROPOSALS & NEGOTIATE CONTRACT TERMS

1. The County reserves the right to accept any part of a submission deemed to be in the best interest of the County and to reject any and all proposals and to negotiate the terms of the contract, including the award amount, with the selected proposer prior to entering into a contract. If contract negotiations cannot be concluded successfully with the highest scoring proposer, the County may negotiate a contract with the next highest scoring proposer.

2.3. VENDOR QUESTIONNAIRE DEFINITIONS

1. LOCAL VENDOR PURCHASING PREFERENCE - applicable to RFBs - DOES NOT APPLY TO PUBLIC WORKS

BIDS

mailto:procurementsupport@opengov.com

1. Under Dane County Ordinance 25.08(11)(c-e), a Locally Based and Owned Vendor, Locally

Operated Vendor, or Non-Locally Operated Vendor may be invited to match the low bid if the low bid is offered by a vendor that is not identified as a Locally Based and Owned Vendor, Locally Operated Vendor, or Non-Locally Operated Vendor according to Dane County Ordinance requirements. Local Vendor Preferences do not apply to bids for sand, gravel, salt, asphalt and concrete.

Locally Based and Owned Vendors:

1. When bids are reviewed, the County will determine if a Locally Based and Owned Vendor responding to the bid is the low bidder. If a Locally Based and Owned Vendor is the low bidder, they will be awarded the bid.

2. If a Locally Based and Owned Vendor is not the low bidder but is within 15% of the low bid, the

County will contact the Locally Based and Owned Vendor and provide that vendor the option of matching the low bid price.

3. If no Locally Based and Owned Vendors are among the responding bidders, or the Locally Based and Owned Vendor declines to match the low bid, then the County will determine if a Locally

Operated Vendor has responded to the bid.

Locally Operated Vendors:

4. If a Locally Operated Vendor is within 10% of the low bid, the County will contact the Locally

Operated Vendor and provide that vendor the option of matching the low bid price.

5. If no Locally Operated Vendors are among the responding bidders, or the Locally Operated

Vendor declines to match the low bid, then the County will determine if a Non-Locally Operated

Vendor has responded to the bid.

Non-Locally Operated Vendors:

6. If a Non-Locally Operated Vendor is within 5% of the low bid, the County will contact the Non-

Locally Operated Vendor and provide that vendor the option of matching the low bid price.

7. If no Non-Locally Operated Vendors are among the responding bidders, or the Non-Locally

Operated Vendor declines to match the low bid, then the County will award the bid to the low bidder without regard to the location of the vendor.

2. LOCAL VENDOR PURCHASING PREFERENCE - applicable to RFPs - DOES NOT APPLY TO PUBLIC WORKS

BIDS

1. Under County ordinances, a Local Vendor is defined as a supplier or provider of equipment, materials, supplies or services that has an established place of business within the County of

Dane. An established place of business means a physical office, plant or other facility. A post office box address does not qualify a vendor as a Local Vendor.

1. County ordinance provides that a local vendor (within Dane County) automatically receive five points toward the evaluation score.

2. County ordinance provides that vendors located within the counties adjacent to Dane County

(Columbia, Dodge, Green, Iowa, Jefferson, Rock, Sauk) automatically receive two points toward the evaluation score.

3. LOCAL CONTENT VENDOR PREFERENCE - generally only applicable to RFBs - DOES NOT APPLY TO

PUBLIC WORKS BIDS

1. Under Dane County Ordinance 25.08(4)(f-j), bidders offering goods made in Dane County, its surrounding counties, or the State of Wisconsin receive a price preference on sealed bid solicitations. Bids are first evaluated to determine if any bidders are offering products that qualify as Dane County-Made Goods, Regionally-Made Goods, or Wisconsin-Made Goods. Local

Vendor Preferences do not apply to bids for sand, gravel, salt, asphalt and concrete.

2. A bidder offering Dane County-Made Goods will be considered the successful bidder if their price is up to 15% higher than the low bid for goods that are not Dane County-Made Goods. If no vendors meet this criteria, then the County will determine if any bidder is offering Regionally-

Made Goods. If so, then such a bidder will be considered successful if their price is up to 12.5% higher than the low bid for goods that are not Regionally-Made Goods. If no vendors meet this criteria, then the County will determine if any bidder is offering Wisconsin-Made Goods. If so, that bidder will be considered successful if their price is up to 10% higher than the low bid for goods that are not Wisconsin-Made Goods. If no vendors are offering Dane County-Made, Regionally-Made, or Wisconsin-Made Goods, then the County will evaluate the low bid without regard to the content of the goods.

4. FAIR LABOR PRACTICES CERTIFICATION

1. Dane County Ord. 25.09 (1) is as follows:

1. (28) BIDDER RESPONSIBILITY. (a) Any bid, application or proposal for any contract with the county, including public works contracts regulated under chapter 40, shall include a certification indicating whether the bidder has been found by the National Labor Relations

Board (NLRB) or the Wisconsin Employment Relations Committee (WERC) to have violated any statute or regulation regarding labor standards or relations within the last seven years.

The purchasing manager shall investigate any such finding and make a recommendation to the committee, which shall determine whether the conduct resulting in the finding affects the bidder’s responsibility to perform the contract.

2. If a company indicates that they have been found by the NLRB or WERC to have such a violation in the Vendor Questionnaire section, a copy of any relevant information regarding such violation with is required to be uploaded with the bid submission.

3. Additional information about the NLRB and WERC can be found using the following links:

www.nlrb.gov and http://werc.wi.gov.

5. COOPERATIVE PURCHASING

1. Participating in cooperative purchasing gives vendors the opportunity for additional sales without additional bidding. Municipalities and state agencies use cooperative purchasing to expedite purchases. A “municipality” is defined as any county, city, village, town, school district, https://www.nlrb.gov/ http://werc.wi.gov/ board of school directors, sewer district, drainage district, vocational, technical and adult education district, or any other public body having authority to award public contracts (s.

16.70(8), Wis. Stats.). Federally recognized Indian tribes and bands in this state may participate in cooperative purchasing with the state or any municipality under ss. 66.0301(1) and (20, Wis.

Stats.

2. In the Vendor Questionnaire section, you will have the opportunity to participate in allowing municipalities and state agencies to piggyback this bid. Participation is not mandatory. A vendor’s decision on participating in this service has no effect on awarding the bid.

3. Dane County is not a party to these purchases or any dispute arising from these purchases and is not liable for delivery or payment of any of these purchases.

6. DESIGNATION OF CONFIDENTIAL & PROPRIETY INFORMATION - generally only applicable to RFPs

1. RFP responses are public records under Wisconsin Law. Dane County may be required to release your RFP response if someone makes a public records request. There are few exceptions to disclosure under Wisconsin’s Open Records Law.

2. All proposed restrictions on the use of data contained within a proposal and all confidential information must be clearly stated on the Vendor Information Attachment under the

“Designation of Confidential and Proprietary Information” section.

3. Proprietary information submitted in a proposal, or in response to the RFP, will be handled in accordance with the applicable Wisconsin State Statute(s) to determine whether such information must be disclosed. Dane County shall not provide advance notice prior to release of any requested record.

4. Submitted pricing will always become public information when proposals are opened and therefore cannot be designated as confidential. Designating the RFP response or proposal in its entirety as confidential is never warranted and will result in its release.

5. One exception under the Wisconsin Open Records Law is if information constitutes a “trade secret.” Trade secret is defined in Sect. 134.90 (1)(c)) of the WisconsinStatutes, as follows:

"Trade secret" means information, including a formula, pattern, compilation, program, device, method technique or process to which all of the following apply:

1. The information derives independent economic value, actual or potential, from not being generally known to, and not being readily ascertainable by proper means by other persons who can obtain economic value from its disclosure or use.

2. The information is the subject of efforts to maintain its secrecy that are reasonable under the circumstances.

County cannot guarantee that such information will be treated as a trade secret or confidential.

6. To the extent permitted by law, it is the intention of Dane County to withhold the contents of the proposal from public view until such times as competitive or bargaining reasons no longer require non-disclosure, in the opinion of Dane County. At that time, all proposals will be available for review in accordance with the Wisconsin Open Records Law.

7. In the event the Designation of Confidentiality of this information is challenged, undersigned agrees to provide legal counsel or other necessary assistance to defend the Designation of

Confidentiality and to hold Dane County harmless for any costs or damages arising out of Dane

County withholding the materials. .

8. Failure to designate confidential and proprietary information within the Designation of

Confidential and Proprietary Information section of the Vendor Information Attachment may mean that all information provided as part of the proposal response will be open to examination or copying. The County considers other markings of confidential in the proposal document to be insufficient. The undersigned agrees to hold the County harmless for any damages arising out of the release of any material unless they are specifically identified within the Designation of

Confidential and Proprietary Information section of the Vendor Information Attachment.

2.4. EVALUATION

1. PRELIMINARY EVALUATION

1. The proposals will first be reviewed to determine if all applicable requirements are met. Failure to meet mandatory requirements may result in the proposal being rejected. In the event that all vendors do not meet one or more of the mandatory requirements, the County reserves the right to continue the evaluation of the proposals and to select the proposal which most closely meets the requirements specified in the solicitation.

2. PROPOSAL SCORING - applicable to RFPs

1. Accepted proposals will be reviewed by an evaluation team and scored against the stated criteria in the evaluation section of the RFP posting. This scoring will determine the ranking of vendors based upon their written proposals. If the team determines that it is in the best interest of the County to require a Phase 2 Evaluation which may include oral presentations, the highest-ranking vendors will be invited to make such presentations. Those vendors that participate in the interview process will then be scored, and the final ranking will be made based upon those scores.RFP Cost Proposal's will be scored using a standard quantitative calculation where the most cost criteria points will be awarded to the proposal with the lowest cost.

3. ORAL PRESENTATIONS/INTERVIEW - applicable to RFPs

1. Top ranked selected proposers may be required to make oral interview presentations and/or site visits to supplement their proposals, if requested by the County. The County will make every reasonable attempt to schedule each presentation at a time and location that is agreeable to the proposer. Failure of a proposer to conduct a presentation to the County on the date scheduled may result in rejection of the vendor’s proposal.

2.5. AWARD

1. RFB AWARD

1. The County will award the bid to the most responsive and responsible bidder whose bid is most advantageous to the County. In determining the most advantageous bid, the County may consider criteria such as, but not limited to, cost, bidder’s past performance and/or service reputation, and service capability, quality of the bidder’s staff or services, customer satisfaction, references, the extent to which the bidder’s staff or services meet the County’s needs, bidder’s past relationship with the County, total long term cost to the County, fleet continuity and any other relevant criteria listed in this solicitation.

2. A resulting award and any part thereof shall not be subcontracted or assigned to another

Contractor without prior written permission of the County. The Contractor shall be directly responsible for any Subcontractor’s performance and work quality when used by the Contractor to carry out the scope of the job. Subcontractors must abide by all terms and conditions under this Contract.

2. RFP AWARD

1. An RFP award will typically be granted in one of two ways.

1. The award may be granted to the highest scoring responsive and responsible proposer.

2. Alternatively, the highest scoring proposer or proposers may be requested to submit final and best offers. If final and best offers are requested, they will be evaluated against the stated criteria, scored and ranked. The award will then be granted to the highest scoring proposer.

2. A resulting award and any part thereof shall not be subcontracted or assigned to another

Contractor without prior written permission of the County. The Contractor shall be directly responsible for any Subcontractor’s performance and work quality when used by the Contractor to carry out the scope of the job. Subcontractors must abide by all terms and conditions under this Contract.

3. PAYMENT TERMS AND INVOICING

1. Unless otherwise agreed upon in writing, Dane County will pay properly submitted vendor invoices within thirty (30) days of receipt of goods or services. Payment will not be made until goods or services are delivered, installed (if required), and accepted as specified. Invoices presented for payment shall be submitted to via email to the Department Invoice Email

Address shown on the Bill To section of the PO issued. The Dane County purchase order number must be noted on the submitted invoice.

2. Other incidental or standard industry charges not identified herein, are not allowed under this contract. Miscellaneous service charges used to help the Contractor pay various fluctuating current and future costs are not allowed. These charges include, but are not limited to, costs directly or indirectly related to the environment, energy issues, fuel charges, service and delivery of goods and services.

4. NOTIFICATION OF INTENT TO AWARD

1. Upon finalizing the award, a notification email may be sent via the OpenGov system showing the awarded vendor(s).

2. As a courtesy, the County may send a Notice of Intent letter to responding vendors at the time of the award. - applicable to RFPs

3. Written notice of award to a vendor in the form of a purchase order or other document, mailed or emailed to the address shown on the bid will be considered sufficient notice of acceptance of bid.

5. CERTIFICATE OF INSURANCE

1. The successful vendor is required to submit to Dane County a Certificate of Insurance prior to performing any work under this contract. The certificate is required prior to issuance of purchase order. See the Insurance Responsibility section within the Standard Terms &

Conditions.

2. Please contact your insurance representative to issue an Additional Insured Endorsement naming County of Dane, a municipal corporation, its boards, commissions, agencies, officers, employees and representatives listed as an ADDITIONAL INSURED on the General Liability policy.

3. Indicate mailing address as:

o County of Dane

Risk Management

City County Building Room 425

210 Martin Luther King Jr., Blvd.

Madison, WI 53703

4. Please inform your insurance representative that you have agreed to provide us with 30 Days written notice in the event of cancellation for any reason before the expiration date of your policy or policies.

5. Vendor may email Certificates of Insurance to risk.management@danecounty.gov.

6. Call 608-266-4965 with any questions.

6. PERMITS & LICENSES

mailto:risk.management@danecounty.gov

1. The Contractor selected under this bid shall be required to obtain the necessary permits and licenses prior to performing any work under this contract. The Contractor will be required to demonstrate valid possession of appropriate required licenses and will keep them in effect for the term of this contract.

2. Contractor must be financially responsible for obtaining all required permits and licenses to comply with pertinent regulations, municipal, county, State of Wisconsin and Federal laws, and shall assume liability for all applicable taxes.

7. SATISFACTORY WORK

1. Any work found to be in any way defective or unsatisfactory shall be corrected by the

Contractor at its own expense at the order of the County. The County also reserves the right to contract out services not satisfactorily completed and to purchase substitute services elsewhere. The County reserves the right to charge the vendor with any or all costs incurred or retain/deduct the amount of such costs incurred from any monies due or which may become due under this contract.

8. GOVERNMENT STANDARDS

1. All materials, equipment, and supplies provided to the County must fully comply with all safety requirements as set forth by the Wisconsin Department of Commerce and all applicable OSHA

Standards. Bidders shall comply with all local, state and federal regulations, directives and laws.

9. DANE COUNTY SUSTAINABILITY PRINCIPLES

1. On October 18, 2012, the Dane County Board of Supervisors adopted Resolution 103, 2012-2013 establishing the following sustainability principles for the county:

o Reduce and eventually eliminate Dane County government’s contribution to fossil fuel dependence and to wasteful use of scarce metals and minerals;

o Reduce and eventually eliminate Dane County government’s contribution to dependence upon persistent chemicals and wasteful use of synthetic substances;

o Reduce and eventually eliminate Dane County government’s contribution to encroachment upon nature and harm to life-sustaining ecosystems (e.g., land, water, wildlife, forest, soil, ecosystems); and o Reduce and eventually eliminate Dane County government’s contribution to conditions that undermine people’s ability to meet their basic human needs.

2.6. CONTRACTING

1. CONTRACT/PROJECT ADMINISTRATION

1. The County department(s) utilizing the service will be responsible for drafting, coordinating, monitoring and administering the resulting service contract/purchase order. The department shall be responsible for notifying the awarded vendor about contract renewals or extensions.

Any modifications or additions to the contract(s)/purchase order(s) shall be communicated by the department to the Purchasing Division.

2. CONTRACT ASSIGNMENT - SUBCONTRACTORS

1. A resulting contract and any part thereof shall not be subcontracted or assigned to another

Contractor without prior written permission of the County. The Contractor shall be directly responsible for any subcontractor's performance and work quality when used by the Contractor to carry out the scope of the job. Subcontractors must abide by all terms and conditions under this Contract.

3. CONTRACT ADDITIONS

1. The County reserves the right to add new items and locations at a price conforming to other like items on the contract. The procedure for such additions shall be as follows:

1. The County Purchasing Officer will contact the vendor requesting pricing for the item(s) to be added.

2. The vendor, within three working days, should respond in writing and include the bid number, contract period and the price for each item or service to be provided.

3. Upon receipt, the County shall issue a Change Order adding the service or product(s) to the

Contract or Purchase Order.

2. The County reserves the right to accept or reject prices and obtain bids on the open market for these add ons.

3. When applicable, Contractor may be required to sign a Dane County Contract.

4. CONTRACT TERMINATION

1. If for any reason the successful contractor fails to fulfill the requirements of the contract for providing the specified services, the County shall have the right to cancel the contract at any time and negotiate for the services with another contractor.

3. Contract Term

The contract shall be effective on the date indicated on the Dane County Purchase Order or the Dane

County Contract execution date. The initial term length and renewal terms available are estimates only and are subject to change.

It is anticipated that the initial contract will be for a full 5 year term but is subject to change in the contracting phase pending any negotiations.

If applicable, any optional or renewal terms are not automatic extensions. Renewal terms must be agreed upon mutually by Dane County and Contractor.

Anticipated Terms (Calendar Dates)

Term 1: January 1, 2027 - December 31, 2027

Term 2: January 1, 2028 - December 31, 2028

Term 3: January 1, 2029 - December 31, 2029

Term 4: January 1, 2030 - December 31, 2030

Term 5: January 1, 2031 - December 31, 2031

4. Project Overview & Scope of Work

The following definitions and links are used throughout the RFP.

County: Dane County

County Agency: Department/Division utilizing the service or product.

Dane County Purchasing website: https://www.danepurchasing.com/

Proposer/Vendor/Firm/Contractor: A company submitting a proposal in response to this RFP.

4.1. Background & Overview

1. Background

1. The Dane County Department of Waste + Renewables (W+R or County) owns and operates a state-of-the-art renewable natural gas (RNG) processing plant that converts landfill biogas into pipeline quality natural gas that is injected into the interstate transmission pipeline. The facility also has an Offload Station, which serves as an injection point for dairy digesters and other biogas processing facilities. This infrastructure is collectively called the RNG Facility and is located at 7242 Maahic Way, Madison, Wisconsin, USA.

2. The services solicited under this RFP support the County’s and offloaders' ability to maintain accurate reporting and compliance under the EPA's Renewable Fuel Standard (RFS) program and are critical to the continued monetization and operation of the RNG Facility and the

County’s renewable energy and waste management objectives for current Dane County residents and future generations.

2. Overview

1. Dane County Department of Waste + Renewables (W+R or County) is soliciting proposals from qualified firms to provide Renewable Fuel Standard (RFS) reporting, compliance, quality assurance, and consulting services associated with Dane County’s Renewables

Natural Gas Plant and Offload Station.

2. The selected Proposer will provide specialized RFS compliance and reporting services on behalf of Dane County and contracted offloaders, including regulatory and compliance consultation, related technical support and preparation and submission of required reports to the U.S. Environmental Protection Agency (EPA).

3. The selected Proposer shall perform the work in accordance with applicable federal requirements, including Code of Federal Regulations (CFR) Title 50, Part 80, Subpart M –

Renewable Fuel Standard (RFS), the Energy Independence and Security Act (EISA), and applicable state and local requirements.

4. The County's Renewable Identification Number credits (RINs) are already committed to a fuel dispenser under an existing 5-year contract. The County is not seeking a firm to sell its

RINs.

https://www.danepurchasing.com/

1. The selected Proposer shall with timely notification inform Dane County when specific information is needed from Dane County’s fuel dispenser and RINs seller.

2. Dane County shall obtain and send this information to the selected Proposer on time.

3. Scope of Work

1. The selected Proposer shall provide the services and deliverables described in each section below. Proposers shall provide pricing in accordance with the associated Price Proposal.

2. Unless otherwise stated, fixed-fee pricing shall include all labor, professional services, routine communication, report preparation, quality control, data review, revisions resulting from County comments, and electronic submission necessary to complete the applicable deliverable.

4.2. General Compliance Services

1. The selected Proposer shall:

1. Perform all Work in accordance with the applicable RFS requirements and rules, including 40

CFR Part 80, Subpart M, the Energy Independence and Security Act (EISA), Biogas Regulatory

Rule (BRRR) compliance, and applicable state and local regulations.

2. Maintain sufficient knowledge of and advise on current and changing RFS requirements identifying impacts to Dane County's operations, reporting, RINs, and compliance obligations.

3. Coordinate with designated Dane County staff to obtain information required to complete timely reports and compliance activities.

4. Notify Dane County of material changes to applicable RFS requirements, reporting requirements, regulatory interpretations, or compliance obligations that may affect the

County.

5. Provide EPA correspondence and technical support.

6. Provide audit preparation and response support.

2. Pricing: Proposer shall provide an annual fixed fee for General Compliance Services.

1. General Compliance Services shall be considered an ongoing contract requirement and shall not be separately billed on an hourly basis unless specifically authorized by Dane County as an Additional Service.

4.3. Annual Attestation Services

1. The selected Proposer shall complete, or subcontract to a qualified party to complete, the

Annual Attestation required for Dane County's applicable RFS activities. The selected Proposer shall:

1. Coordinate with Dane County staff to obtain information and documentation necessary to complete the Annual Attestation.

2. Review applicable records and supporting documentation.

3. Identify deficiencies or additional information needed to complete on time the Annual

Attestation.

4. Complete or coordinate completion of the Annual Attestation in accordance with applicable requirements and deadlines.

5. Provide Dane County with documentation necessary to maintain the County's compliance records.

2. Pricing: Proposer shall provide a fixed annual fee for Annual Attestation Services, including any subcontractor costs necessary to complete the service.

4.4. Reporting Services

1. The selected Proposer shall prepare, review, and submit the following reports, and compliance activities to the EPA, on behalf of Dane County as applicable or required:

1. RFS0105 - RFS Activity Report - Quarterly

2. RFS0601 - RFS Renewable Fuel Producer Supplemental Report - Quarterly

3. RFS0901 - RFS Production Outlook Report - Annually

4. RFS2100 - Aggregate RIN Verification - Quarterly

5. RFS2200 - On-Site Audit Report - Quarterly

6. RFS2300 - List of Potentially Invalid RINs - Quarterly

7. RFS2400 - Mass Balance - Quarterly

8. B3IIA - Site Visit - Every 200 days

2. Reporting Services Requirements

1. For each applicable reporting deliverable, the selected Proposer shall:

1. Coordinate with Dane County staff to obtain required information and documentation.

2. Review applicable County data for completeness and consistency.

3. Prepare a draft report or submission sufficiently in advance of the applicable regulatory deadline to allow Dane County adequate time for review and comment and determine which organization is responsible for submitting the required report to the regulatory agency.

4. Provide the draft report electronically to Dane County for review and comment.

5. Identify material discrepancies, missing information, or potential compliance issues identified during preparation of the deliverable.

6. Incorporate reasonable County comments and corrections into the final report.

7. Submit the final report or required information to the applicable regulatory agency by the required deadline.

8. Provide Dane County with an electronic copy of the final submission and supporting documentation.

3. Pricing: County Review Services are included in the fixed fee for each applicable reporting deliverable and shall not be separately billed.

4.5. Additional Fixed-Fee Services

1. Annual Staff Training - provide one annual training seminar for designated Dane County staff and partners address, as applicable:

1. Current and anticipated changes in RFS technology and regulatory requirements;

2. Auditing and compliance requirements;

3. Asset development considerations;

4. Regulatory policies and rule interpretations;

5. Market forecasts;

6. Changes affecting Dane County's RNG operations; and

7. Other RFS-related topics requested by Dane County.

2. Market Forecasts - provide quarterly and annual market forecasts relevant to Dane County's

RNG/RFS activities.

3. EMTS Access for Biogas Tokens and RINs Management

1. Provide Dane County with access to the EPA Moderated Transaction System (EMTS), either directly or through a proven RIN management software/platform, as necessary to support the County's RFS reporting and compliance activities. The service shall include, as applicable:

1. Software/platform access for a minimum of 3 County staff;

2. Subscription or licensing costs, if applicable;

3. Ability to upload required files into EMTS;

4. Technical support associated with the platform; and

5. Training for designated Dane County staff as needed.

4. Monthly Biogas Token / RIN Generation Review

1. Perform a monthly review of biogas production, applicable token/RIN generation activity, and related data to identify potential discrepancies or issues requiring Dane County attention.

2. Pricing: Fixed monthly fee.

5. Regulatory Documentation Package Support

1. Assist Dane County in compiling applicable documents and supporting information into appropriate packages for regulatory reporting and compliance purposes.

6. 3 Year Engineering Review

1. Provider shall complete and submit the 3 Year Engineering Review to the EPA as required under Title 40 CRF Part 80.1450(d)(3). Additional information may be found on the EPA's website: https://www.epa.gov/fuels-registration-reporting-and-compliance-help/updated-engineering-reviews-renewable-fuel-and

7. Pricing: Proposer shall identify whether this service is included in the applicable reporting fees or provide a separate fixed fee, as appropriate.

4.6. As-Needed Additional Services

1. The selected Proposer may be requested to provide additional RFS-related consulting services that are outside the recurring services and fixed-fee deliverables identified above. These services shall be performed only when authorized by Dane County and shall be billed according to the approved rate schedule, unless otherwise agreed in writing. As-needed services may include, but are not limited to:

1. eRIN pathway evaluation and related consultation.

2. LCFS and/or Oregon CFP consultation related to the Offload Station pathway.

3. Other RFS-related consulting services specifically requested by Dane County.

2. Pricing: Proposers shall provide hourly rates for all personnel classifications anticipated to perform as-needed services and shall identify any proposed reimbursable expenses.

4.7. Provider & Offloader Contract(s)

1. In addition to processing landfill-derived RNG, Dane County's RNG Facility includes an Offload

Station that receives RNG from third-party renewable fuel producers including dairy digesters and other qualifying facilities. RNG received from these third-party producers is metered at the

Offload Station and injected into the interstate natural gas pipeline system. Offload Station customers participate in the Renewable Fuel Standard (RFS) program and require Quality

Assurance Plan (QAP) services and related data verification in order to support the generation https://www.epa.gov/fuels-registration-reporting-and-compliance-help/updated-engineering-reviews-renewable-fuel-and https://www.epa.gov/fuels-registration-reporting-and-compliance-help/updated-engineering-reviews-renewable-fuel-and and/or verification of RINs associated with their renewable fuel production and pipeline injection activities.

2. The selected Proposer under this RFP shall also serve as the QAP provider for one or more

Offload Station customers. These QAP services are separate from the services being procured by

Dane County under this RFP and will not be included in the County's contract, Scope of Work, or

Price Proposal. Any such services will be provided pursuant to separate agreements between the selected Proposer and the applicable Offload Station customer.

3. The purpose of including this information in the RFP is to provide Proposers with a complete understanding of the operating environment and the relationship between Dane County's

Offload Station and the third-party renewable fuel producers that utilize it. As a QAP provider for an Offload Station customer, the Proposer may be required under a separate customer agreement to obtain, review, validate, and/or maintain data associated with the customer's renewable fuel production and delivery activities. Depending on the applicable RFS pathway and

QAP requirements this information may include production records, feedstock information, metering data, transportation or delivery records, pipeline injection information, and other documentation necessary to support RIN generation and verification.

4. The Proposer should understand that Offload Station activities may involve coordilnation among the third-party renewable fuel producer, Dane County, the Offload Station, pipeline/injection facilities, and the customer's QAP provider. The Proposer should be capable of working within this environment and understanding how customer-level production, metering, and injection data relate to the applicable RFS pathway and QAP requirements.

5. Dane County will not be responsible for negotiating, administering, or paying for QAP services provided to Offload Station customers under separate agreements.

5. RFP Response Requirements & Evaluation Criteria

1. RFP Response - Proposers shall upload and submit their proposal response document(s) to Section 1 of the Vendor Questionnaire.

• The RFP Response shall be organized to comply with the section numbers and names as shown below. Each section heading shall be clearly marked.

o If applicable, the Local Vendor Preference section is answered within the Vendor

Questionnaire and doesn't need to be included in the RFP Response document.

• Cover Letter / Cover Page o Provide a Cover Letter or Cover page and at minimum should include:

▪ Contact Person for the RFP process

▪ RFP Title

▪ RFP #

▪ Name of Proposer

• Table of Contents may be included but is not required.

• Graphics may be included but are not required.

2. Cost Proposal Response

• Complete the Pricing Table if there is one located within the RFP Posting.

• If there is no Pricing Table within the RFP Posting:

o Download and complete the Pricing Section document from the Attachment Section of the

RFP Posting.

o Upload the completed Pricing Section document to Section 1 of the Vendor Questionnaire.

3. Document Formatting - The RFP Response and Cost Proposal (if applicable) documents must be saved in PDF format unless otherwise specified within the RFP document and the file name shall include the

RFP# and name of business submitting proposal.

• Example of how to name the files:

o RFP Response Document: "2023-RFP-025 – Vendor Name" o Cost Proposal Document (if no pricing table): "2023-RFP-025 – Vendor Name - Cost

Proposal"

4. Evaluation Criteria - each section includes the Point Value assigned to it for evaluation purposes.

No. Evaluation Criteria Scoring Method Weight (Points)

1. Organization Capabilities & Qualifications

A. Describe the firm’s organizational structure and resources available to perform the Work.

B. Confirm that your company has a minimum of five (5) years of relevant business or RFS consulting experience.

C. Identify the lead project representative and the registered

Professional Engineer responsible for required technical oversight, if applicable.

D. Describe the firm’s experience providing RFS compliance and reporting services and platforms.

E. Identify relevant quality assurance systems, plans, certifications, or EPA-related qualitifications

Points Based 20 (19% of Total)

2. RFS / RNG Experience & Past Project

References

1. Describe experience with RFS reporting and compliance and RNG or other renewable fuel producers.

2. Identify at least three similar RNG projects and provide the requested project references.

Points Based 25 (23.8% of Total)

3. Project Approach & Understanding of Scope

A. Describe the understanding of Dane

County’s required RFS reporting and compliance activities.

B. Describe the approach for collecting, reviewing, validating, and submitting required data and reports.

C. Describe the approach for meeting reporting deadlines and coordinating

County review.

D. Describe the approach for identifying and communicating regulatory changes.

E. Describe the approach for as-needed consulting, pathway amendments, and related regulatory support.

Points Based 20 (19% of Total)

4. Key Personnel and Resources

1. Identify key personnel and their roles.

2. Provide resumes and relevant qualifications.

3. Identify any proposed subconsultants and describe their responsibilities

4. Describe availability and continuity of key personnel throughout the contract term.

5. Confirm that your company has a registered Professional Engineer available to serve as the lead member of the project team.

6. Confirm that your company has a platform connected to the EPA

EMTS.

1. Provide detail related to how your platform operates.

Points Based 10 (9.5% of Total)

5. Quality Assurance / Compliance Approach

1. Describe the firm’s quality assurance process for RFS reporting.

2. Describe how data will be reviewed for completeness, accuracy, and consistency and compliance before submission.

3. Describe how potential reporting errors, invalid RIN issues, or other compliance concerns will be identified and communicated.

4. Describe the firm’s approach to maintain records and supporting audits or regulatory inquiries.

Points Based 15 (14.3% of Total)

6. Cost Points Based 10 (9.5% of Total)

7. Local Vendor Preference Points Based 5 (4.8% of Total)

6. Pricing Proposal

Annual cost for all services included in items 1-4 of the Scope of Work.

COST PROPOSAL - TERM 1

Line Item Description Quantity Unit of

Measure Unit Cost Total

1 General Compliance Services (Scope of Work 4.2.)

1 Lump Sum

2 Annual Attestation Services (Scope of

Work 4.3.)

1 Lump Sum

Reporting Services (Scope of Work 4.4.)

3 RFS0105 - RFS Activity Report -

Quarterly 4 Per Year

4 RFS0601 - RFS Renewable Fuel

Producer Supplemental Report -

Quarterly

4 Per Year

5 RFS0901 - RFS Production Outlook

Report - Annually 1 Per Year

6 RFS2100 - Aggregate RIN Verification -

Quarterly 4 Per Year

7 RFS2200 - On-Site Audit Report -

Quarterly 4 Per Year

8 RFS2300 - List of Potentially Invalid

RINs - Quarterly 4 Per Year

9 RFS2400 - Mass Balance - Quarterly 4 Per Year

10 B3IIA - Site Visit - Every 200 Days 1 Per Year

Additional Services (Scope of Work 4.2.5.)

11 Annual Staff Training 1 Lump Sum

12 Market Forecasts (Quarterly &

Annual) 1 Lump Sum

Line Item Description Quantity Unit of

Measure Unit Cost Total

13 EMTS Access and RIN Management

Platforms 1 Lump Sum

14 Monthly Biogas Token / RIN

Generation Review 12 Monthly

15 Regulatory Documentation Package

Support 1 Lump Sum

16 3 Year Engineering Review 1 Lump Sum

TOTAL

HOURLY RATES - SERVICES AS NEEDED

These hourly rates will be utilized for additional projects or services that are requested on an as needed basis or not identified as a task-specific deliverable within this RFP. There are 10 lines available for different Job Titles. For any unused lines, you must select No Bid.

Line Item Description Job Title Unit of

Measure Unit Cost No Bid

17 Write in the Job Title in the next column ---> Per Hour

18 Write in the Job Title in the next column ---> Per Hour

19 Write in the Job Title in the next column ---> Per Hour

20 Write in the Job Title in the next column ---> Per Hour

21 Write in the Job Title in the next column ---> Per Hour

22 Write in the Job Title in the next column ---> Per Hour

23 Write in the Job Title in the next column ---> Per Hour

Line Item Description Job Title Unit of

Measure Unit Cost No Bid

24 Write in the Job Title in the next column ---> Per Hour

25 Write in the Job Title in the next column ---> Per Hour

26 Write in the Job Title in the next column ---> Per Hour

27 Write in the Job Title in the next column ---> Per Hour

28 Write in the Job Title in the next column ---> Per Hour

29 Write in the Job Title in the next column ---> Per Hour

30 Write in the Job Title in the next column ---> Per Hour

31 Write in the Job Title in the next column ---> Per Hour

FUTURE PRICING

Line Item Description Unit of Measure Percentage

32 Term 2 - January 1, 2028 - December 31, 2028 % Increase

33 Term 3 - January 1, 2029 - December 31, 2029 % Increase

34 Term 4 - January 1, 2030 - December 31, 2030 % Increase

35 Term 5 - January 1, 2031 - December 31, 2031 % Increase

7. Vendor Questionnaire

7.1. RFP DOCUMENT UPLOADS

7.1.1. Single Proposal Submission*

Only 1 proposal is allowed to be…