RFI_-_2024CARB_BECRT-RFI001_-_BECRT.pdf

REQUEST FOR INFORMATION

2024CARB_BECRT-RFI001

For

Building Embodied Carbon Reporting Tool (BECRT)

Release Date:

07/03/2024

California Air Resource Board (CARB)

Event Number: 2024CARB_BECRT-RFI001

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Table of Contents

I. Table of Contents

II. Request for Information (RFI)

A. Introduction and Overview

B. Purpose of this RFI

C. RFI Key Action Dates

D. Contact

E. Background

F. Project Description

G. Modern Solution

H. RFI Response Instructions

I. Vendor Requests for Clarification

J. Demonstrations

K. Disclaimer

III. Appendices & Attachments

Appendix A: Contractor Profile

Appendix B: Proposed Solution

Appendix C: Cost Information (Rough Order of Magnitude)

Appendix D: Vendor/Contractor Questionaire

Attachment A: High Level Process Flows

Attachment B: Functional Requirements

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Request for Information (RFI)

Date: July, 03, 2024

To: All Interested Respondents

From: California Air Resources Board, Sustainable Transportation and Communities Division, hereafter referred to as the State

Subject: Event Number: 2024CARB_BECRT-RFI001, Building Embodied Carbon Reporting Tool

A. Introduction and Overview

This Request for Information (RFI) is being released by the California Air Resources Board (the State), Sustainable Transportation and Communities Division (STCD).

This RFI requests information from the vendor community to assist the State in determining if there are any off-the-shelf reporting/recordkeeping tools or custom build of a reporting and recordkeeping tool based on the objectives and requirements described herein, to identify a technology, approximate the funds (a Rough Order of Magnitude (ROM) cost and effort estimate), anticipated vendor tasks, and the duration that may be needed to acquire or build the reporting and recordkeeping tool.

B. Purpose of this RFI

The purpose of this RFI is to solicit information, suggestions, and best practices on the technical resources available to provide the State with a comprehensive tracking, recordkeeping, and reporting system for Building Embodied Carbon.

Assembly Bill 43 imposes ambitious targets on CARB to establish a framework and strategy for measuring and reducing the carbon intensity of building materials, aiming for a 40% reduction by the end of 2035 relative to a 2026 baseline. These targets necessitate a sophisticated tracking, recordkeeping, and reporting mechanism to monitor and ensure compliance.

Completion of this RFI shall be performed at no cost to the State. This RFI is solely for information and planning purposes and does not constitute a solicitation. A contract will not be awarded based on this RFI.

Please read this RFI document thoroughly and adhere to the response submission guidelines.

Event Number: 2024CARB_BECRT-RFI001

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C. RFI Key Action Dates

Listed below are the RFI Key Action Dates and times (all times noted are Pacific Time) by which actions should be taken or completed.

Key Action Date/Time

Release of the RFI 07/03/2024, by 5:00PM PDT

Last Day to Submit Questions 07/18/2024, by 5:00PM PDT

Release of Answers and/or Addenda 07/23/2024, by 5:00PM PDT

Intent to Respond Due (Optional but Encouraged - Response Due Via Email)

07/25/2024, by 10:00PM PDT

Last Day to Submit RFI Response 08/06/2024, by 5:00PM PDT

Confidential Discussion with vendor, if requested by the State tbd

D. Contact

The primary contact for this RFI is mentioned below:

Contact: Nick Chiley California Air Resources Board Email: itprocurements@arb.ca.gov / nick.chiley@arb.ca.gov

E. Background

The primary business problem that CARB faces in this ambitious initiative is the development of a reporting and recordkeeping system tailored to building embodied carbon. The reporting and recordkeeping system will be used by regulated entities to declare the level of carbon intensities in the products that they manufacture and use in the undertaking of a project. The entity undertaking the construction project must also be able to declare a lifecycle assessment to determine the carbon intensity of the materials used in the new residential or nonresidential buildings. This endeavor is made more complex due to the inclusion of entities that CARB has not historically regulated, such as builders and manufacturers of building materials. These challenges converge into a unique opportunity for CARB to make a profound impact on GHG emissions related to construction materials in California.

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The opportunity within this challenge becomes evident when recognizing that tackling embodied carbon in new construction is of paramount importance. With the anticipation of a significant upswing in housing production over the next decade in California, addressing this challenge is a matter of urgency. CARB's work is not only a contribution to the state's climate goals but also a catalyst for innovative solutions within the construction industry. The development of this reporting system lays the foundation for more sustainable construction practices, encourages the adoption of low-carbon intensity materials, and sets a precedent for other regions to follow. The opportunity is multifaceted, encompassing environmental impact, industry innovation, and the enhancement of construction practices.

Moreover, the successful realization of this endeavor presents the opportunity for CARB to quickly develop expertise in quantifying embodied carbon across various building materials, furthering its capabilities and proficiency. Building relationships with stakeholders in the construction and manufacturing sectors and crafting a user-friendly reporting and recordkeeping system that ensures feasibility are essential components of the opportunity. By introducing an efficient tracking, recordkeeping, and reporting system, CARB not only drives the achievement of AB 43's targets but also establishes itself as a trailblazer in the domain of sustainable construction practices. The organization is poised to lead the evolution of the construction industry in alignment with California's broader climate goals, facilitating carbon neutrality by 2045.

CARB's pursuit of a comprehensive reporting system for building embodied carbon, driven by the mandates of AB 43, represents an innovative and critical initiative. The business problem of developing an entirely new system for an uncharted area presents the unique opportunity to reshape the construction industry's carbon footprint. With a surge in housing production anticipated, this initiative is both timely and vital. CARB's ability to swiftly develop expertise, build relationships, and design a user-friendly system is paramount to the realization of this opportunity, positioning CARB as a driving force behind sustainable construction practices in California and beyond.

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F. Project Description

The Building Embodied Carbon Reporting Tool (BECRT) aims to establish a comprehensive system for tracking and reporting embodied carbon in the construction industry, aligning with the goals outlined in AB 43. The registration phase facilitates electronic sign-up for building material manufacturers and construction entities, emphasizing rigorous validation, notifications, secure password management, and flexible user role assignments. Streamlining data submission and reporting, the system provides user-friendly interfaces, and allows CARB to create and disseminate custom templates and forms that users of the system can fill out to provide additional data tied to past inputs into the system. The system also allows for correspondence, where registered users can submit attachments and text to CARB, and CARB is able to respond to queries or to initiate correspondence directly with registered users. The system incorporates a secure, scalable database, confirming successful data submission and featuring a calculation system, where calculations can be performed based on CARB-defined equations from a variety of input variables that have been collected.

Data visualization and reporting includes a customizable dashboard, geographic mapping, and export options for collaborative sharing. System governance prioritizes transparency through a comprehensive audit trail, which includes a ledger system for tracking product and process flows based on the sale or transfer of materials from one registered entity to another. This ledger system allows for calculations and monitoring of material balances across registered entities over time, generates automated alerts, and integrates with third-party verification, enhancing the credibility and reliability of reported embodied carbon data. Moreover, the ledger system can be used to identify product imbalances between construction entities and material manufacturers and can help establish a chain of custody affiliated with specific products.

1. Registration:

a. Electronic Registration and Account Establishment:

Enable building material manufacturers, construction firms, and third-party companies to electronically register and establish authorized user accounts within the system.

b. Validation of Account Information

Implement rigorous validation processes during account registration to ensure accuracy of email, phone numbers and EIN associated with each account.

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c. Account-related Notifications

Develop a notification system capable of sending timely and relevant updates to authorized users via email, keeping them informed about account status and changes.

d. Logging of Communications

Incorporate a robust logging mechanism to maintain a comprehensive record of all communications sent to authorized users, ensuring transparency.

e. Password Management

Provide a secure process for users to handle forgotten User IDs and passwords, adhering to CARB standards for password reset emails and user-friendly interactions.

f. Account Security Measures

Implement security measures, such as account locking after three consecutive invalid login attempts, to safeguard user accounts.

g. User Role Management

Empower users (internal administrators) to define, assign, and maintain roles and permissions, ensuring flexibility in managing user access based on organizational needs.

2. Data Submission and Reporting:

a. User-Friendly Data Input:

Provide CARB with an option to develop new templates and forms, and to make modifications to existing forms to collect data, while maintaining version control across forms.

Provide an intuitive interface for users to submit data, ensuring ease of use and reducing the likelihood of errors.

Allow users to initiate threaded correspondence with CARB, where they can provide additional information or data that is different from developed or defined templates, or so users can ask questions for clarification on submissions.

Provide an API for secure data submission and data retrieval for authorized users of the system.

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b. Data Validation Checks:

Implement automated validation checks (criteria can be set by internal administrators) during data submission to ensure accuracy and completeness, following industry standards and regulatory requirements.

c. Documentation Upload:

Allow users to upload supporting documentation for transparency and validation purposes. Allow threaded correspondence with submitted documentation, including the ability to upload additional documentation. The system should ensure that a comprehensive record of submitted data is maintained.

d. Database:

Establish a secure, scalable, and compliant database system that efficiently stores, retrieves, and safeguards all submitted data.

e. Submission Confirmation:

Provide users with immediate confirmation upon successful data submission, including a summary of the submitted information.

3. Calculation and Fee collection:

a. User Authentication:

Implement a secure login process to the payment system with differentiated access levels based on user roles.

b. Fee Calculation:

Automate the calculation of fees according to predefined criteria and support various fee structures including fixed, percentage-based, and tiered rates.

c. Billing and Invoicing:

Generate detailed invoices with breakdowns of charges and handle both one-time and recurring billing cycles efficiently.

d. Payment Processing:

Integrate with multiple payment gateways such as credit/debit cards, bank transfers, and digital wallets to enable real-time payment processing and confirmation.

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e. Account Management:

Provide users with an existing dashboard to oversee and manage their fees and payments, while offering administrative tools for managing fee structures and user accounts.

f. Reporting for Fee Module:

Enable the generation of reports on fee collection status (paid, pending, overdue) and financial reports for accounting and auditing purposes.

g. Notification System:

Implement automated notifications and reminders for upcoming and overdue payments, utilizing email and/or alerts for payment confirmations and account updates.

h. Data Security and Compliance:

Ensure compliance with financial regulations and data protection laws by securely handling and storing sensitive financial information.

i. System Integration:

Ensure compatibility with existing market reporting and tracking infrastructure, providing API support for seamless integration with external accounting and ERP systems.

j. Support and Dispute Resolution:

Establish mechanisms for users to query or dispute fees, along with a workflow for administrators to investigate and resolve disputes, including the initiation of correspondence regarding assessed fees.

4. Data Visualization and Reports:

a. Customizable Reporting Dashboard:

Develop a user-friendly reporting dashboard with customizable features (including geographic mapping) allowing users to generate tailored reports based on their specific needs.

b. Data Visualization:

Enable visualization of embodied carbon data, allowing users to track trends, analyze patterns, and make informed decisions.

c. Export Functionality:

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Implement export functionality for generated reports, facilitating data sharing and collaboration.

Allow API access for internal users to export and aggregate data.

5. System and Governance:

a. Audit Trail:

Maintain a comprehensive audit trail that records all changes and validations performed on the data, enhancing transparency and accountability.

b. Alerts for Anomalies:

Set up alert systems to notify users of any anomalies or irregularities in the submitted data, enabling swift corrective actions.

c. Third-Party Verification Integration:

Provide the option for third-party verification integration, enhancing the credibility and reliability of reported embodied carbon data.

G. Modern Solution

We encourage vendors to propose advanced and innovative technological solutions that align with current industry trends and offer novel approaches that address the needs of the RFI.

H. RFI Response Instructions

1. Responses to this RFI must be submitted via e-mail, preferably in the native file format of Microsoft Word, to the State’s contact listed in Section D. Contact Information and must include the following information in the email subject line: 2024CARB_BECRT-RFI001

2. Responses must be submitted by the date and time stated in the Key Action Dates.

3. Vendors must submit a signed cover letter with their response to the RFI that also includes a statement by the individual certifying the information in the response is true and accurate to the best of his/her knowledge at the time of submittal.

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4. Vendors should respond to all applicable information in the Appendix A-D:

Appendix A – Contractor Profile Appendix B – Proposed Solution Appendix C – Cost Information (Rough Order of Magnitude) Appendix D – Vendor/Contractor Questionnaire

5. Vendors should review the project mid-level requirements and state if the requirement is achievable and if not, the reason for it. Also, please provide your review comments on the requirements.

6. The State is requesting Cost Information from Vendors to this RFI. The State may use the cost information provided to develop cost estimations and budgets.

Vendors are encouraged to provide a general cost value (or range of costs) for each product or solution identified in the RFI Response.

7. After providers submit their responses, CARB may contact or hold informal meetings or teleconferences with vendors to ask questions or for clarification of vendor responses. CARB’s primary goal for any questions or informal meetings will be to understand the responses submitted.

I. Vendor Requests for Clarification

Vendors shall promptly notify the CARB Point of Contact via e-mail of any ambiguity, inconsistency, unduly restrictive specifications, or error that the Vendor discovers upon examining this RFI. This should include any RFI terms or requirements that either preclude the Vendor from responding to the RFI or add unnecessary cost. This notification must be accompanied by an explanation and suggested modification. It must be received by the deadline for inquiries as set forth above in Section C – key action dates.

Any requests for clarification related to this RFI must be submitted on or before the last day for questions and in accordance with the provisions outlined in this RFI.

CARB will not interpret the meaning of any provisions, nor correct any apparent ambiguity, inconsistency, or error, or any other matter pertaining to this RFI unless the Vendor makes such a request in writing to the CARB Point of Contact. Oral and other interpretations or clarifications shall be without legal or contractual effect.

The Purchasing Department will make any final determination concerning changes to the RFI. It is the responsibility of each Vendor to ensure CARB has their correct business name, address, phone number, and email on file.

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Interpretations or clarifications considered necessary in response to questions will be issued by addenda.

Vendors must submit questions regarding this RFI, via e-mail, by the specified date and time stated in the Key Action Dates to the email contact stated in Section D.

Contact Information.

What to Include in an Inquiry:

1. Include in the subject line of the e-mail: 2024CARB_BECRT-RFI001, and “Question(s).”

2. Vendor name and contact, telephone number, e-mail address.

3. A description of the subject or issue in question, or discrepancy found.

4. RFI section, page number, or other information useful in identifying the specific problem or issue stated in the question.

5. All questions will be responded to in writing (via e-mail) to all parties that have expressed an intent to respond to the RFI.

J. Demonstrations

Additional information will be provided to vendors if the State chooses to hold demonstrations.

K. Disclaimer

This RFI is issued for information and planning purposes only and does not constitute a solicitation. A response to this RFI is not an offer and cannot be accepted by the State to form a binding contract.

This RFI is solely designed to provide the State with meaningful information to enable the State to determine how to proceed with the development of the solicitation.

Respondents are solely responsible for all expenses associated with responding to this RFI. The State is not responsible for any expenses associated with responding to this RFI.

The submission of a response does not constitute any commitment on the part of the interested party. However, the Respondent agrees that the submitted information is correct to the best of the Respondent’s knowledge. Also, the right to compete in future procurements is not affected if the party chooses not to

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Respondents are advised that all documents submitted in response to this RFI will become the property of the State of California and will be regarded as public records under the California Public Records Act (CPRA) pursuant to Government Code section 6250 et seq. The intent of this RFI is only to validate project objectives and requirements for possible future solicitations. Please do not include any confidential or proprietary information in responses to this RFI as it will be subject to the CPRA and may be disclosed to the public under the CPRA.

Participants are admonished that the responses to this RFI may be subject to the Public Records Act. The State is not requesting a solution; rather the intent of the RFI is to validate the project objectives and requirements to better utilize bidder and state resources when responding to the project Request for Proposal (RFP).

Please do not include any proprietary information or any specific solutions in your response to this RFI.

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Appendix A: Contractor Profile

The Respondent is required to submit a primary RFI response with the following content areas.

1. Company Information

Company Name

Address

Parent corporation and/or subsidiaries, if applicable

Website

2. Primary Contact for this RFI

Name

Title

Email

Telephone

3. Company Overview (do not exceed 2 pages)

Provide a brief overview of your company including number of years in business, number of employees, nature of business, and description of clients. Experience with projects of similar size and scope. Indication of your company or subcontractor’s Small Business or Disabled Veteran Business Enterprise status, as applicable.

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Appendix B: Proposed Solution

1. Proposed Solution (do not exceed 10 pages)

In your response, please provide a brief description of:

a. Your proposed solution

b. Estimated implementation timeline.

c. List project phases

d. List all the deliverables in each phase

e. List of vendor staff with their titles and roles & responsibilities

2. RFI Assumptions and Limitations

a. What assumptions have you made in preparing a response to this RFI?

For any additional materials, please submit separate appendices attachments.

This may include additional product/solution details, marketing materials, client testimonials, or other information that you deem pertinent to the State’s understanding of your product.

Vendors may recommend more than one solution and for each solution recommended, the vendor will provide separate proposed solution documentation.

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Appendix C: Cost Information (Rough Order of Magnitude)

The State is requesting Contractors to provide rough order of magnitude (ROM) cost estimates for the solution described in the requirements document in addition to technical. Please complete the responses to the below cost table.

Respondents should consider including the following components, or a relevant variation of the following components that fits their pricing model:

Cost item Estimated ROM

Cost Notes / Explanation

1. System Design $

2. Configuration $

3. Development/Coding $

4. System Testing (Test Plan, Test

Cases, and Execution)

5. User Acceptance Testing (Test Plan, Test Cases, and Execution)

6. Technical Documentation $

7. End User Training $

8. Organization Change

Management

9. Maintenance & Support $

10. Project Management $

11. Hardware $

12. Software $

13. Subscription/ License Fees $

14. Hosting Software or Other

Software

15. Others (please describe) $ Total cost $

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Appendix D: Vendor/Contractor Questionnaire

Technologies and Tools:

1. Which technology stack, tools, frameworks, and programming languages do you plan to use for building this application.

2. Can you justify the choice of these technologies and how they align with the project requirements listed in Attachment B.

3. Would you classify this as a COTS (commercial off-the-shelf) software, MOTS (modified, modifiable or military off-the-shelf) hardware, or Custom solution? Why?

4. Would the solution be cloud native, or utilize servers in a more traditional architecture?

5. Which cloud environments would be capable of hosting your solution?

6. Describe if the proposed solution will utilize or incorporate Generative AI?”

Development Approach & Methodology:

1. What development methodology (Agile, Waterfall, Hybrid) do you plan on using to carry out the development and implementation of the solution.

Hardware, Software & Storage

1. Provide a list of hardware and additional equipment that will be required based on the requirements and the vendor’s chosen approach/strategy.

2. What type of software licenses are to be purchased. Include a separate line item on the ROM for the cost of licensing.

3. How is the vendor going to handle documents uploaded to the application.

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Attachment A: High Level Process Flows

See attached document

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Attachment B: Functional Requirements

See attached document