RFI_HRO_2325-Revised.pdf

Commonwealth of Massachusetts

Executive Office of Energy and Environmental Affairs

Commonwealth of Massachusetts Executive Office of Energy and Environmental Affairs

Request for Interest “Heat Preparedness Fellowship Funding”

EOEEA RFI: ENV 25 CLIM 01

COMMBUYS Bid Number: BD-25-1042-ENV-ENV01-112506

February 10, 2025

Respondents to this Request for Information (RFI) are invited to respond to any or all of the questions in this document. Responses to this RFI shall serve solely to assist the Commonwealth in understanding the current state of the marketplace with regards to the solicited information or to inform the development of a possible solicitation for a Request for Responses (RFR) or Request for Quotes (RFQ) in the future. This RFI does not in any way obligate the Commonwealth to issue or amend a solicitation or to include any of the RFI provisions or responses in any solicitation. Responding to this RFI is entirely voluntary, and will in no way affect the Commonwealth’s consideration of any proposal submitted in response to any subsequent solicitation, nor will it serve as an advantage or disadvantage to the respondent in the course of any RFR or RFQ that may be subsequently issued or amended.

IN ACCORDANCE WITH M.G.L. C. 66 AND M.G.L. C. 4, § 7 (26), THIS RFI AND ALL

RESPONSES HERETO SHALL BECOME PUBLIC RECORD, AND CAN BE

OBTAINED FROM THE EXECUTIVE OFFICE OF ENERGY AND

ENVIRONMENTAL AFFAIRS LEGAL UNIT BY SUBMITTING A REQUEST AT

Executive Office of Energy and Environmental Affairs | Mass.gov. ANY

PORTIONS OF A RESPONSE THAT ARE LABELED AS CONFIDENTIAL WILL

STILL BE CONSIDERED PUBLIC RECORD.

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 Respondents are responsible for reviewing and adhering to all information, forms and requirements for the entire Bid, which are all incorporated into the Bid. Respondents 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 https://www.mass.gov/orgs/executive-office-of-energy-and-environmental-affairs?_gl=1*17gpvpv*_ga*MTUzNjU0OTM5NS4xNjE4NDE0NjAz*_ga_MCLPEGW7WM*MTczNzY0MzUxOS43LjAuMTczNzY0MzUxOS4wLjAuMA..

http://www.commbuys.com/ mailto:COMMBUYS@state.ma.us

1. General Procurement Information

a. General Information

Purchasing Agency: Executive Office of Energy and Environmental

Affairs (“EOEEA”) or (“Agency”)

Address: 100 Cambridge Street, 10th floor, Boston MA 02108

E-Mail Address: eea.procurement@mass.gov

COMMBUYS Number: BD-25-1042-ENV-ENV01-112506

b. Timeline

Request Activity Date Time

RFI Release Date February 11, 2025 12:00pm Informational Session February 20, 2025 1:00pm Bidder Questions Due February 21, 2025 4:00pm Commonwealth Responses posted to COMMBUYS (estimated date)

February 26, 2025 12:00pm

Deadline for Responses (“Bid Opening Date/Time” in

COMMBUYS)

March 7, 2025 4:00pm

Times are Eastern Time (US), as displayed on the COMMBUYS system clock displayed to Respondents after logging in. Respondents are required to monitor COMMBUYS for changes to the procurement calendar for this Request.

2. Introduction

The purpose of this RFI is to elicit interest in and ability to provide grant funding for a three-year senior fellowship position at the Commonwealth of Massachusetts focused on increasing state capacity, action and coordination on heat preparedness and resiliency, as part of implementation of the Commonwealth’s ResilientMass Plan. Responses to this RFI should include confirmation that the entity is interested in supporting the Commonwealth’s efforts by providing multi-year grant funding for this contracted role.

3. Agency

The Executive Office of Environmental Affairs was established by the Legislature in 1975.

The General Laws of Massachusetts Chapter 21A Section 2 outlines the overall duties and functions of the office. The overall mission of the Executive Office is to safeguard public health from environmental threats and to preserve, protect, and enhance the natural resources of the Commonwealth. On April 11, 2007, the Cabinet reorganization took effect, creating the Executive Office of Energy and Environmental Affairs and adding to the Executive Office the Commonwealth's two energy-related agencies: the Department of Public Utilities and the Division (now Department) of Energy Resources. Our commitment to protecting our environment now recognizes the importance of energy efficiency; making renewable energy a reality in our state, and reducing our dependence on fossil fuels;

diversifying our energy sources; and leading the country in energy technology innovation.

4. Purpose of RFI

With climate change, days with temperatures above 90 degrees in Massachusetts will continue to rise, as will more frequent periods of extreme heat and humidity. These impacts are and will continue to pose a threat to human health and safety, ecosystems, food systems, government services, the economy, and infrastructure. In response, the Executive Office of Energy and Environmental Affairs in coordination with the Governor’s Office of Climate Innovation and Resilience, the MA Department of Public Health and the MA Emergency Management Agency seek to partner with an external funding organization to establish a three-year senior fellowship contracted position focused on advancing coordinated heat preparedness and resiliency in state and local government, and in partnership with community-based organizations.

This RFI solicitation seeks responses from partners who can provide grant funding for the contracted senior fellowship position and their related activities over a three-year term, estimated between July 2025- June 2028.

1. Information Solicited

EEA is seeking funding to support a contracted senior fellow role that will provide dedicated support for coordination and advancement of agency and local heat preparedness action through the ResilientMass Action Team (RMAT) to protect vulnerable communities and promote resilience. The senior fellow will work closely with state agencies, municipalities, community stakeholders, and other partners to:

• Elevate and expand state agency action on heat preparedness by advancing and coordinating recommended agency actions through the ResilientMass Action Team

• Convene an inter-agency Heat Preparedness Task Force, responsible for providing regular updates to the Climate Chief and Governor on progress in implementing agency heat preparedness actions

• Support cross-agency and local coordination, resources, technical assistance, and communication needs related to increasing statewide heat preparedness

• Support agencies leading priority heat preparedness actions (such as the development of heat emergency protocols, notifications, and communication guidelines) with the advancement of these actions and their implementation across agencies

• Coordinate the development of a long term statewide heat adaptation strategy and near and mid-term implementation roadmap, including identification of priority actions, potential legislative proposals, public-private partnerships, and resource needs.

We are seeking external funding partners to support the fellowship position for a three-year term at a total cost of $500,000. The requested funding managed by EEA will cover salary and benefits for the Fellow, operational costs including travel for community engagement, and professional development opportunities to enhance expertise and networks. Funding is requested over three years of the fellowship’s contract, between July 2025 – June 2028.

By funding this fellowship, partners are directly contributing to the Commonwealth’s capacity and attention to critical heat preparedness planning and action. We ask respondents to this RFI to address the following questions:

a. How your organization aligns with the fellowship’s objectives

b. Information on the level and duration of potential funding

c. Any requirements or specific deliverables tied to this funding

d. 1List any current membership on the Commonwealth’s statewide contracts.

e. A cover letter with the following information:

i. Organization Name (please list parent company as well)

ii. Organization Address

iii. Organization Website

iv. Contact name and information (e-mail address required)

5. General Instructions

Please note that this RFI is issued solely for the purpose of obtaining information. Nothing in this RFI shall be interpreted as a commitment on the part of the Commonwealth to enter into a contract with any Respondent.

a. This RFI has been posted on February 10, 2025.

b. Respondent Questions. Potential Respondents who have questions regarding this RFI may submit them via COMMBUYS them to the contact listed in Section 1 above by February 21. Respondents may only make inquiries and request clarification concerning this RFI by written questions via e-mail. Responses to inquiries and clarification questions will be provided electronically to all interested parties via a posting on COMMBUYS.

c. Informational Sessions. There will be an informational session(s) associated with this RFI on February 20th at 1pm:

https://teams.microsoft.com/l/meetup-join/19%3ameeting_YTVjNDJlMzktOGZkMi00YmE5LWJiZmItYTg0Nzh hZGFhNzk3%40thread.v2/0?context=%7b%22Tid%22%3a%223e861d16- 48b7-4a0e-9806-8c04d81b7b2a%22%2c%22Oid%22%3a%22ba538f1c-b24d-4809-a461-5d084bdb2c38%22%7d .

d. Response Submission. All responses to this RFI are due no later than 4:00 p.m. on March 7. Respondents should submit one (1) electronic copy via COMMBUYS. All responses must include on the first page the official name (if any) of the firm or entity submitting the response. Please consecutively number all pages of the response.

e. Response Content. Vendors should include a response to each of the questions set forth in Section 1 of this RFI.

f. Response Format. The Commonwealth requests that all responses be submitted with a point-by-point response to each numbered subsection set forth in Section 1 above . If a Respondent opts not to respond to any item(s) that subsection, please note and if possible include an explanation for the lack of response.

g. Additional Information. The Commonwealth retains the right to request additional information from Respondents. The Commonwealth may, at its sole discretion, elect to request formal presentations from certain vendors and/or create an RFR or RFQ which will include the detailed requirements and key success criteria for the procurement and be based, at least in part, on the responses received from this RFI. The Commonwealth may request further explanation or clarification from any and all Respondents during the review process.

6. No Reimbursement.

By submitting a response, Respondents agree that any cost incurred in responding to this RFI, or in support of activities associated with this RFI, shall be the sole responsibility of Respondent. The Commonwealth shall not be held responsible for any costs incurred by Respondents in preparing their respective responses to this RFI.

7. Review Rights.

Responses to this RFI may be reviewed and evaluated by any person(s) at the discretion of the Commonwealth, including independent consultants retained by the Commonwealth now or in the future. The Commonwealth thanks Respondents for their submissions.

https://teams.microsoft.com/l/meetup-join/19%3ameeting_YTVjNDJlMzktOGZkMi00YmE5LWJiZmItYTg0NzhhZGFhNzk3%40thread.v2/0?context=%7b%22Tid%22%3a%223e861d16-48b7-4a0e-9806-8c04d81b7b2a%22%2c%22Oid%22%3a%22ba538f1c-b24d-4809-a461-5d084bdb2c38%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_YTVjNDJlMzktOGZkMi00YmE5LWJiZmItYTg0NzhhZGFhNzk3%40thread.v2/0?context=%7b%22Tid%22%3a%223e861d16-48b7-4a0e-9806-8c04d81b7b2a%22%2c%22Oid%22%3a%22ba538f1c-b24d-4809-a461-5d084bdb2c38%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_YTVjNDJlMzktOGZkMi00YmE5LWJiZmItYTg0NzhhZGFhNzk3%40thread.v2/0?context=%7b%22Tid%22%3a%223e861d16-48b7-4a0e-9806-8c04d81b7b2a%22%2c%22Oid%22%3a%22ba538f1c-b24d-4809-a461-5d084bdb2c38%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_YTVjNDJlMzktOGZkMi00YmE5LWJiZmItYTg0NzhhZGFhNzk3%40thread.v2/0?context=%7b%22Tid%22%3a%223e861d16-48b7-4a0e-9806-8c04d81b7b2a%22%2c%22Oid%22%3a%22ba538f1c-b24d-4809-a461-5d084bdb2c38%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_YTVjNDJlMzktOGZkMi00YmE5LWJiZmItYTg0NzhhZGFhNzk3%40thread.v2/0?context=%7b%22Tid%22%3a%223e861d16-48b7-4a0e-9806-8c04d81b7b2a%22%2c%22Oid%22%3a%22ba538f1c-b24d-4809-a461-5d084bdb2c38%22%7d

8. RFI Attachments

ATTACHMENT A – COMMBUYS Instructions

Interested Bidders must submit their response using COMMBUYS.

Useful links:

• Job aid on how to submit a quote: https://www.mass.gov/doc/how-to-create-a-quote-in-commbuys/download

• Webcast: How to Locate and Respond to a Bid in CommBuys, which will familiarize bidders with CommBuys terminology, basic navigation, and provide guidance for locating bid opportunities in CommBuys and submitting an online quote.

• Bidders MUST have their complete bid fully loaded and submitted prior to the time and date listed in the calendar. COMMBUYS will not allow for bids to be submitted after the posted time.

Bidder may contact the CommBuys Help Desk at CommBuys@state.ma.us or call during normal business hours (8AM – 5PM, Monday – Friday) at 1-888-627-8283 or 617-720-3197.

Written questions via the Bid Q&A on COMMBUYS The “Bid Q&A” provides the opportunity for Bidders to ask written questions and receive written answers from the Strategic Sourcing Team (SST) regarding this Bid. All Bidders’ questions must be submitted through the Bid Q&A found on COMMBUYS (see below for instructions). Questions may be asked only prior to the Deadline for Submission of Questions stated in the Procurement Calendar. The issuing department reserves the right not to respond to questions submitted after this date. It is the Bidder’s responsibility to verify receipt of questions.

Please note that any questions submitted to the SST using any other medium (including those that are sent by mail, fax, email or voicemail, etc.) will not be answered. To reduce the number of redundant or duplicate questions, Bidders are asked to review all questions previously submitted to determine whether the Bidder’s question has already been posted.

Bidders are responsible for entering content suitable for public viewing, since all of the questions are accessible to the public. Bidders must not include any information that could be considered personal, security sensitive, inflammatory, incorrect, collusory, or otherwise objectionable, including information about the Bidder’s company or other companies. The PMT reserves the right to edit or delete any submitted questions that raise any of these issues or that are not in the best interest of the Commonwealth or this Bid.

All answers are final when posted. Any subsequent revisions to previously provided answers will be dated.

It is the responsibility of the prospective Bidder and awarded Bidder to maintain an active registration in COMMBUYS and to keep current the email address of the Bidder’s contact person and prospective contract manager, if awarded a contract, and to monitor that email inbox for communications from the Purchasing Department, including requests for clarification. The Purchasing Department and the Commonwealth assume no responsibility if a prospective Bidder’s/awarded Bidder’s designated email address is not current, or if technical problems, including those with the prospective Bidder’s/awarded Bidder’s computer, network or internet service provider (ISP) cause email communications sent to/from the prospective Bidder/Awarded https://www.mass.gov/doc/how-to-create-a-quote-in-commbuys/download https://www.mass.gov/doc/how-to-create-a-quote-in-commbuys/download https://www.youtube.com/watch?v=IG7XDNk4-U0 mailto:COMMBUYS@state.ma.us?Subject=COMMBUYS%20Question

Bidder and the Purchasing Department to be lost or rejected by any means including email or spam filtering.

Locating Bid Q&A Log into COMMBUYS, locate the Bid, acknowledge receipt of the Bid, and scroll down to the bottom of the Bid Header page. The “Bid Q&A” button allows Bidders access to the Bid Q&A page.