RFP.doc

State of Oregon

Cover Page Department of Administrative Services, State Procurement Services, on behalf of the Oregon Department of Energy, is issuing this Request For Proposals (“RFP”) under:

OregonBuys Bid Number S-DASOBO-00013296 for TECHNICAL ASSISTANCE & ANALYSIS FOR THE OREGON NATURAL AND WORKING LANDS NET BIOLOGICAL CARBON AND SEQUESTRATION INVENTORY Date of Issue: March 24, 2025 Opening Date and Time: April 23, 2025 at 5:00 PM Pacific Time Single Point of Contact (SPC):

Miranda Longs, PCS 3 Address:

1225 Ferry St. SE City, State, Zip:

Salem, OR 97301 Phone:

971-349-0200 E-mail:

miranda.longs@das.oregon.gov The State of Oregon promotes equal opportunity for all individuals without regard to age, color, disability, marital status, national origin, race, religion or creed, sex or gender, sexual orientation, or veteran status.

Table of Contents

4SECTION 1:

GENERAL INFORMATION

41.1

INTRODUCTION

41.2

SCHEDULE

41.3

SINGLE POINT OF CONTACT (SPC)

4SECTION 2:

AUTHORITY, OVERVIEW, AND SCOPE

42.1

AUTHORITY AND METHOD

52.2

DEFINITION OF TERMS

62.3

OVERVIEW AND PURPOSE

72.4

SCOPE OF WORK/SPECIFICATIONS

18SECTION 3:

PROCUREMENT REQUIREMENTS

183.1

MINIMUM QUALIFICATIONS

193.2

MINIMUM SUBMISSION REQUIREMENTS

203.3

PROPOSAL REQUIREMENTS

22SECTION 4:

SOLICITATION PROCESS

224.1

PUBLIC NOTICE

234.2

PRE-PROPOSAL CONFERENCE

234.3

QUESTIONS / REQUESTS FOR CLARIFICATIONS

234.4

SOLICITATION PROTESTS

244.5

PROPOSAL DELIVERY OPTIONS

244.6

PROPOSAL MODIFICATION OR WITHDRAWAL

244.7

PROPOSAL DUE

244.8

PROPOSAL REJECTION

254.9

EVALUATION PROCESS

274.10

POINT AND SCORE CALCULATIONS

284.11

RANKING OF PROPOSERS

29SECTION 5:

AWARD AND NEGOTIATION

295.1

AWARD NOTIFICATION PROCESS

295.2

INTENT TO AWARD PROTEST

305.3

APPARENT SUCCESSFUL PROPOSER SUBMISSION REQUIREMENTS

315.4

CONTRACT NEGOTIATION

31SECTION 6:

ADDITIONAL INFORMATION

316.1

COMMITMENT TO DIVERSITY, EQUITY, AND INCLUSION

326.2

CERTIFIED FIRM PARTICIPATION

326.3

GOVERNING LAWS AND REGULATIONS

326.4

OWNERSHIP/PERMISSION TO USE MATERIALS

326.5

CANCELLATION OF RFP; REJECTION OF PROPOSAL; NO DAMAGES.

326.6

COST OF SUBMITTING A PROPOSAL

336.7

STATEWIDE E-WASTE/RECOVERY PROCEDURE

336.8

RECYCLABLE PRODUCTS

336.9

CHECKLIST DISCLAIMER

LIST OF ATTACHMENTS

ATTACHMENT A - SAMPLE CONTRACT

SAMPLE CONTRACT: EXHIBIT A – Statement of Work

SAMPLE CONTRACT: EXHIBIT B – Insurance Requirements SAMPLE CONTRACT: EXHIBIT C – Independent Contractor Certification

ATTACHMENT B - DISCLOSURE EXEMPTION AFFIDAVIT

ATTACHMENT C - PROPOSER INFORMATION AND CERTIFICATION SHEET

ATTACHMENT D - REFERENCE CHECK FORM

ATTACHMENT E - PRICE PROPOSAL FORM

ATTACHMENT F - CERTIFIED DISADVANTAGED BUSINESS OUTREACH PLAN

ATTACHMENT G - RESPONSIBILITY INQUIRY

SECTION 1: GENERAL INFORMATION

1.1 INTRODUCTION

The State of Oregon (“State”), acting by and through its Department of Administrative Services, State Procurement Services (“DAS SPS”) on behalf of the Oregon Department of Energy, (“ODOE” or “Agency”), is issuing this RFP under the provisions of ORS 279B.060 for Technical Assistance & Analysis for the Oregon Natural and Working Lands Net Biological Carbon Sequestration and Storage Inventory.

Additional details on the Scope of the Goods or Services, or both, are included in the Scope of Work/Specifications section.

Agency anticipates the award of one Contract from this RFP. Any Contract awarded under this RFP will have a limited and very specific timeline, controlled largely by HB 3409 (2023) Section 59 and SB 1525 (2024), that the successful Proposer will need to comply with. The term of the Contract is expected to end on December 31, 2025, but may be extended past that date, for follow-up questions, etc., upon mutual agreement of the parties.

1.2 SCHEDULE

The table below represents a tentative schedule of events. All times are listed in Pacific Time. All dates listed are subject to change.

1.3 SINGLE POINT OF CONTACT (SPC)

The SPC for this RFP is identified on the Cover Page, along with the SPC’s contact information. Proposer shall direct all communications related to any provision of the RFP only to the SPC, whether about the technical requirements of the RFP, contractual requirements, the RFP process, or any other provision.

SECTION 2: AUTHORITY, OVERVIEW, AND SCOPE

2.1 AUTHORITY AND METHOD

DAS SPS is issuing this RFP pursuant to its authority under ORS 279A.050 and OAR 125-246-0170(2).

DAS SPS is using the Competitive Sealed Proposal method, pursuant to ORS 279B.060 and OAR 125-247-0260. Agency may use a combination of the methods for Competitive Sealed Proposals, including optional procedures: a) Competitive Range; b) Discussions and Revised Proposals; c) Revised Rounds of Negotiations; d) Negotiations; e) Best and Final Offers; and f) Multistep Sealed Proposals.

2.2 DEFINITION OF TERMS

· For the purposes of this RFP, capitalized words are defined in OAR 125-246-0110, or as defined throughout this RFP.

· Terminology specific to the OregonBuys system may be found at: https://www.oregon.gov/das/ORBuys/Documents/OregonBuys-glossary.pdf

· Section 53, of HB 3409 (2023), specifies terminology applicable to this work and is listed below:

“As used in sections 53 to 63 of this 2023 Act:

(1) "Biological carbon sequestration" means the removal of carbon from the atmosphere by plants and microorganisms and storage of carbon dioxide in vegetation, such as grasslands, marshes or forests, or in soils and oceans.

(2) "Climate resilience" means the capability to anticipate, prepare for, respond to and recover from significant climate-related threats while minimizing damage to social wellbeing, the economy and ecosystem functions.

(3) "Environmental justice community'' has the meaning given that term in ORS 182.535.

(4) "Natural and working lands" means:

(a) Lands:

(A) Actively used by an agricultural owner or operator for an agricultural operation, including but not limited to active engagement in farming or ranching;

(B) Producing forest products;

(C) Consisting of forests, woodlands, grasslands, sagebrush steppes, deserts, freshwater and riparian systems, wetlands, coastal and estuarine areas or the submerged and submersible lands within Oregon's territorial sea and marine habitats associated with those lands;

(D) That are privately owned and that are eligible for special assessment under ORS chapter 308A;

(E) Used for recreational purposes, including, but not limited to, parks, trails, greenbelts and other similar open space lands; or

(F) Consisting of trees, other vegetation and soils in urban and near-urban areas, including, but not limited to, urban watersheds, street trees, park trees, residential trees and riparian habitats; and

(b) Lands described in paragraph (a) of this subsection that are:

(A) Held in trust by the United States for the benefit of any of the nine federally recognized Indian tribes in this state;

(B) Held in trust by the United States for the benefit of individual members of any of the nine federally recognized Indian tribes in this state;

(C) Within the boundaries of the reservation of any of the nine federally recognized Indian tribes in this state; or

(D) Otherwise owned or controlled by any of the nine federally recognized Indian tribes in this state.

(5) "Natural climate solution" means an activity that enhances or protects net biological carbon sequestration on natural and working lands, while maintaining or increasing ecosystem resilience and human well-being.”

2.3 OVERVIEW AND PURPOSE

2.3.1 Agency Overview

ODOE is a critical participant in the management of greenhouse gas (“GHG”) emissions in Oregon. These emissions derive from direct burning of fuel sources and the management of natural and working lands. ODOE also plays a key role in understanding the past, present, and future state of carbon sequestration on natural and working lands, and in advancing land management practices that help to achieve the State’s climate action goals. On behalf of Oregonians, ODOE serves as a central repository of carbon sequestration data, information, and analysis; a venue for problem-solving Oregon’s energy and climate challenges; energy education and technical assistance; regulation and oversight; and energy programs and activities.

2.3.2 Project Overview and Background

In 2021, the Oregon Climate Action Commission (“OCAC”), formerly known as the Oregon Global Warming Commission, adopted a ‘Natural and Working Lands Proposal’ that established goals for carbon capture and storage on Oregon’s natural and working lands. The OCAC recommended that these carbon capture and storage goals should be separate from and in addition to Oregon’s sector-based emissions reduction goals as established by the Oregon State Legislature and modified by Executive Order 20-04.

In 2023, the Oregon State Legislature passed House Bill 3409, which acts on the Natural and Working Lands Proposal adopted by OCAC. The bill directs ODOE and the OCAC, along with an interagency working group (“Interagency Working Group” or “IWG”) composed of the following State agencies: State Forestry Department, State Department of Agriculture, Oregon Watershed Enhancement Board, the Department of State Lands, the Department of Land Conservation and Development, the Oregon Parks and Recreation Department, and the Oregon Department of Fish and Wildlife, to develop a Natural and Working Lands Net Biological Carbon Sequestration and Storage Inventory (“Inventory”). Federal land managing agencies will also be invited to the working group, and/or coordinated with, for this project and its data needs. In 2024, the Oregon State Legislature passed Senate Bill 1525, which updated some of the provisions in HB 3409 (2023).

The Institute of Natural Resources (“INR”) at Oregon State University produced a Natural & Working Lands Report, in 2023, that provided an assessment of recommended methods and data to be used in the creation of the Inventory. The report recommends underlying data and methods that could be used for the Inventory that meets criteria established by the Intergovernmental Panel on Climate Change (“IPCC”) for tier 1, tier 2, and tier 3 assessments. These criteria are also used by the U.S. Environmental Protection Agency (“EPA”) in their inventory of U.S. Greenhouse Gas Emissions and Sinks and employing these recommendations should allow Oregon’s Inventory to be readily compared to inventories from other states, the greater U.S., and international organizations like the IPCC, which is the United Nations body for assessing the science related to climate change.

At a minimum, the Inventory must:

· Be based on the best available field-based and remote sensing data on biological carbon sequestration and GHG flux;

· Be based on data that are updated at regular intervals and that allows the Inventory to be updatable by ODOE into the foreseeable future;

· To the greatest extent possible, be developed using methods consistent with those used to assess carbon stocks and GHG fluxes related to land use, land change, and forestry for the EPA’s Inventory of U.S. Greenhouse Gas Emissions and Sinks and IPCC’s accounting framework.

· Where feasible, utilize information from the environmental justice mapping tool developed under section 12, chapter 58, Oregon Laws 2022.

· Consider the recommendations for Oregon’s Inventory, described in the Natural and Working Lands Report, prepared by the INR at Oregon State University, and employ them when possible.

2.3.3 Relevant Documents

2.3.4 Purpose

HB 3409 (2023) authorizes ODOE to contract with third parties for assistance in developing the Inventory, including assistance with technical or facilitation services. To that end, ODOE is seeking a Contractor to provide technical and facilitation services that lead to the development of a Natural and Working Lands Net Biological Carbon Sequestration and Storage Inventory. The Inventory should be usable by ODOE to determine how well Oregon is meeting its broader goals related to climate action on natural and working lands.

2.4 SCOPE OF WORK/SPECIFICATIONS

2.4.1 Scope of Work

The successful Proposer shall provide technical and facilitation services to develop and produce an Inventory of net biological carbon sequestration and storage on natural and working lands. The successful Proposer shall employ methods consistent with those used to assess carbon stocks and GHG fluxes related to land use, land change, and forestry for the EPA’s Inventory of U.S. Greenhouse Gas Emissions and Sinks and the IPCC’s accounting framework. The Inventory shall be comprised of the best available data, which is data that is updated on a regular basis, acceptable to ODOE and IWG, and will allow the Inventory to be updated, as needed, for the foreseeable future.

2.4.2 Overview of the Specifications of Work

Inventory analysis should follow the methodologies recommended by EPA and the 2006 IPCC Greenhouse Gas Inventory (and its 2019 update) to ensure comparability with other inventories and should also consider the recommendations for conducting an inventory described in the Natural and Working Lands Report prepared by the INR. The successful Proposer shall review the recommended inventory methods and the data they require, in coordination with ODOE and IWG, to determine the best methods and data to be used according to short and long-term Inventory needs.

The Inventory shall be developed through a process that combines data gathering and analysis of those data, integrated with consultations with ODOE, OCAC, IWG, and the Natural and Working Lands Advisory Committee (“N&WL-AC”), to ensure quality and reproducibility. Throughout this process, the successful Proposer will work closely with ODOE, making course corrections as requested by ODOE, while employing processes that leads to the use of the best available data, promotes transparency, enables ODOE to consistently and accurately reproduce an updated Inventory on a biennial basis, and results in ODOE’s delivery of a final report by the deadline of December 1, 2025. Following the publication of the Inventory, the successful Proposer shall reserve availability, as agreed upon in the Contract, to answer follow-up questions.

Furthermore, the Inventory should satisfy the following guidelines:

· Geography: The Inventory must account for all land areas within the borders of Oregon, regardless of land ownership.

· Key Categories: The Inventory must consider the carbon stocks and stock changes in the following segments of natural and working lands:

· Forest and other natural lands (such as forest/shrubland, grassland, terrestrial and coastal wetlands, and other natural lands like desert). The Inventory shall quantify live biomass (such as trunk, branches, and bark of trees), understory (shrubs and plants growing beneath the main canopy of a forest), and their roots, and, if possible, dead biomass (e.g., standing and down dead trees, roots, and litter). To account for carbon stocks in tidal wetlands (“blue carbon”), the successful Proposer should consult methods and findings of the Oregon Blue Carbon Greenhouse Gas Inventory.

· Cropland biomass (such as woody crops in orchards and vineyards). Anthropogenic GHG emissions associated with direct human activities on cropland, such as fertilizer use, liming, fuel combustion and agricultural equipment), should not be accounted for in the Inventory.

· Urban forest. The Inventory should include biomass carbon stored in urban trees and their roots.

· Soil carbon (such as fresh and decomposed remains of plants and animals) on all land types, which includes forest and other natural lands, croplands, and urban lands. The Inventory should estimate changes in soil organic carbon stock change resulting from disturbance, land conversion, land degradation, and soil management activities.

· Redundancy: The Inventory must not consider GHGs, and GHG-producing activities already accounted for by Oregon’s Sector-Based GHG Emissions Inventory, such as enteric fermentation and manure management.

· Uncertainty: In addition to producing best estimates of carbon stocks and fluxes, the Inventory must also provide estimates of uncertainty ranges as well as an analysis of how future inventories may be improved to reduce uncertainty.

· Consistency: Successful Proposer shall select Inventory data and methods consistent with those recommended by EPA and IPCC while providing justification for any divergences from recommended data and methods.

2.4.3 Specifications of Work

The Agency expects the following tasks and deliverables will be applicable to the project.

2.4.3.1 Project Management

Successful Proposer shall coordinate heavily with ODOE to manage this project and accomplish the tasks and deliverables effectively and efficiently. Successful Proposer shall attend and participate in weekly project management meetings with ODOE. Successful Proposer shall provide a project management memo prior to the kick-off meeting that describes their approach to managing this project in cooperation with ODOE.

The memo shall include, but is not limited to, the following:

· A description of how the successful Proposer shall keep ODOE staff informed of progress on the tasks and deliverables during the weekly project management meetings.

· A tasks and deliverables management approach that clearly demonstrates the process the successful Proposer shall use to ensure the project is on time and on budget. Successful Proposer shall detail the activities and hours associated with each task that leads to all deliverables being delivered on, or before, their due dates. The approach must include procedures for adjusting the schedule, team members, and budget allocations, and procedures to assure quality control in deliverables.

· Any assumptions or constraints the successful Proposer is operating under for the project.

· A decision management plan describing how the successful Proposer shall communicate, obtain, and document Agency approval on project decisions.

· An issue management plan that describes successful Proposer’s process if an issue affecting the project occurs and how it is addressed.

Anticipated Deliverables:

Draft Project Management Memo: Successful Proposer shall provide a draft project management memo one week prior to the kick-off meeting (see 2.4.3.2), which will be presented and discussed at the kick-off meeting.

Final Project Management Memo: One week after the kick-off meeting successful Proposer shall provide ODOE with a final project management memo that incorporates feedback received during the kick-off meeting for review and approval. The project management memo may be updated periodically by the mutual written consent of both the Agency and the successful Proposer.

Weekly Project Management Meetings: (Weekly 30- to 60-minute Teams virtual meetings are preferred.) Successful Proposer shall attend and participate in weekly project management meetings for the duration of the project. Updates shall include information about how the work is progressing, upcoming resource needs, any roadblocks encountered, and to request assistance, as necessary, to facilitate the work. Agency and successful Proposer may alter the frequency of these meetings by mutual written consent.

2.4.3.2 Kick-Off Meeting

After Contract execution, ODOE will schedule a virtual four-hour kick-off meeting with the successful Proposer. The purpose of the meeting is to introduce the teams to each other, review the Statement of Work, discuss contract administration, and go over project management and logistics. The successful Proposer shall present key elements of the Project Implementation Plan (“PIP”) that was submitted with their Proposal (see 3.3.2.2) and the draft project management memo (see 2.4.3.1) in a PowerPoint presentation detailing their approach to the tasks and deliverables (described in sections 2.4.3.3 - 2.4.3.9 below) for discussion and input, with particular attention to the technical approach, data and methods approach, data library, and Inventory analysis.

Anticipated Deliverables:

PowerPoint Presentation for Kick-Off Meeting: Successful Proposer shall create a set of slides describing, at a high level, the approach to each of the tasks and deliverables, proposed methodologies and their requisite underlying data, and the durability of the methodologies and data for the Inventory. The slides shall include information on which tier of inventory analysis (1, 2, or 3) can be achieved using the proposed methodologies and data. Agency prefers tier 3 analysis, if tier 3 analysis cannot be achieved, the successful Proposer shall provide a justification of developing a lower-tier Inventory. The PowerPoint shall be submitted to ODOE a week prior to the kick-off meeting so that ODOE may bring questions and concerns to the kick-off meeting.

Kick-Off Meeting: Successful proposer shall attend and participate in the kick-off meeting with ODOE. Successful Proposer shall present the PowerPoint presentation detailing their approach to the tasks and deliverables (see sections 2.4.3.3 - 2.4.3.9 below) at the kick-off meeting, for review and input. Successful Proposer shall document meeting attendees’ comments and input, which Successful Proposer shall then incorporate into each relevant task/deliverable as the project progresses.

2.4.3.3 Technical Approach

The technical approach must describe the successful Proposer’s process to conducting the Inventory, including underlying data, methodology, and assessment of the durability of the methodology.

The successful Proposer shall develop a detailed written draft of their technical approach. The draft technical approach must seek to provide the highest tier of inventory, consistent with EPA and IPCC definitions, for key segments of carbon stocks and stock changes in natural and working lands for all years which data and methods can satisfy the criteria located in the data and methods approach (see 2.4.3.4). The key categories in the Inventory shall include forest and other natural lands, croplands, urban forest, and soil carbon. The draft approach must also seek to track changes in carbon stocks from land cover/land use change as well as from disturbances such as wildfires, mastication, forest thinning, and clearcutting. The draft technical approach will be finalized after engagement and input from OCAC, IWG, N&WL-AC, and ODOE.

The technical approach must describe methods that are, within reason, able to be reproduced on a biennial basis. In the case that the highest achievable tier of inventory analysis may change through time, the technical approach should include guidance on how to incorporate these changes in future inventory analyses.

The technical approach should include a literature review of inventory methods, including methods for calculating carbon stock change over time from land use/land cover change and disturbances. The literature review should establish scientific justification for all methods recommended in the technical approach.

The Successful Proposer must explain how their methods for producing the Inventory will incorporate or diverge from the recommendations of EPA, the 2006 IPCC Greenhouse Gas Inventory (and its 2019 update), and the Natural & Working Lands Report by INR, while still incorporating the best available, publicly available, open-source data, methodologies, and time horizons necessary to achieve the State’s Inventory objectives.

The Successful Proposer shall provide PowerPoint slides summarizing the technical approach for use in round one engagement meetings with stakeholders (see 2.4.3.5), incorporating any changes or recommendations requested by ODOE.

Anticipated Deliverables:

Draft Technical Approach and PowerPoint Slides: Successful Proposer shall provide a draft technical approach memo with an executive summary, PowerPoint slides deck reflecting relevant input from the kick-off meeting discussion, and a literature review, for ODOE’s review and comment. The draft technical approach memo with executive summary, PowerPoint slides, and literature review shall be used in the round one engagement meetings with OCAC, IWG, and N&WL-AC soliciting their input.

Final Technical Approach: Following the first round of engagement meetings with OCAC, N&WL-AC, and IWG, and the subsequent strategy session with ODOE, successful Proposer shall provide, for ODOE’s review and approval, a final technical approach memo with executive summary and literature review, incorporating appropriate input.

2.4.3.4 Data and Methods Approach

The data and methods approach shall include a description of the data and methods that the successful Proposer plans to rely upon for the Inventory analysis. This includes data available at the time of the Inventory analysis, assessment of the data availability into the foreseeable future, spatial resolution, and other salient characteristics. Per HB 3409 (2023), the Inventory must be “based on the best available field-based and remote sensing data on biological carbon sequestration.” Successful Proposer shall use Oregon-specific data, to the maximum extent possible, to achieve a tier 3 Inventory. Successful Proposer must also provide guidance for how data and methods may be updated in future years to produce new inventories every even-numbered year.

In the case that data are unavailable for a tier 3 Inventory for particular key categories or land cover/land use types, or for certain years, the successful Proposer shall provide a table detailing what necessary data and methods would need to be developed to include in future inventories to achieve a tier 3 Inventory. Proposer must also provide guidance for how data and methods may be updated in future years to produce new inventories every even-numbered year.

To the greatest extent possible, the successful Proposer should ensure that the data and methods developed satisfy the following seven criteria and their sub-criteria:

1. Spatial scale: Accuracy shall be optimized to statewide scales, with sufficient accuracy at the county scales or local use.

2. Temporal scale: The Inventory shall be conducted for all years for which all criteria can be met until the most recent year possible.

3. Spatial resolution:

· The Inventory shall be spatially explicit, at least to the resolution of land cover/ecosystem boundary.

· Resolution shall permit analysis at different stratifications, such as ownership, management action type, land type, ecoregion, etc.

4. Temporal resolution: The Inventory should use data whose values are updated at least every 3 to 5 years.

5. Thematic resolution:

· The Inventory includes as many carbon pools and fluxes as possible.

· The Inventory includes at least above-ground carbon stocks and fluxes.

· The Inventory report shall be consistent with EPA and IPCC GHG inventory guidelines.

6. Sensitivity:

· The Inventory must be sufficiently sensitive to quantify changes resulting from management and other major drivers of change, including climate change.

· Priority is on directionality and general magnitude of change in carbon in natural and working lands over time.

7. Practicality and durability:

· Methods shall be transparent, repeatable, and use free, or lowest-cost tools.

· Base data should have a reasonable expectation of reproduction and openness into the foreseeable future.

· Base data and methods should be publicly available and ideally open source. (Please note: Any anticipated methods or data sets that would not be publicly available or open source must be declared in Proposer’s Proposal and ODOE will approve use of these prior to any awarded contract.)

· Base data should require as little State staff time as possible for pre-processing.

· Base data should have proven basis in reality and ideally be validated with error, accuracy, or some other kind of uncertainty statistics.

Successful Proposer shall provide PowerPoint slides summarizing the data and methods approach for use in the PowerPoint for round one engagement meetings (see 2.4.3.5).

Anticipated Deliverables:

Draft Data and Methods Approach and PowerPoint Slides: Successful Proposer shall provide a draft data and methods approach memo with an executive summary and PowerPoint slides, reflecting input from the kick-off meeting discussion, for ODOE’s review and comment. The draft data and methods approach memo and PowerPoint slides shall be used in the round one engagement meetings with OCAC, IWG, and N&WL-AC soliciting their input.

Draft Table Detailing Unavailable Tier 3 Data: In the case that data are unavailable for a tier 3 Inventory, for particular key categories, the successful Proposer shall provide a table detailing what necessary data and methods would need to be developed to include in future inventories to achieve a tier 3 Inventory, for ODOE’s review and comment. The draft table, detailing unavailable tier 3 data, shall be used in the round one engagement meetings with OCAC, IWG, and N&WL-AC soliciting their input.

Final Data and Methods Approach: Following the first round of engagement meetings with OCAC, N&WL-AC, and IWG, and the subsequent strategy session with ODOE, successful Proposer shall provide, for ODOE’s review and approval, a final data and methods approach memo with an executive summary and PowerPoint, incorporating appropriate input.

Final Table Detailing Unavailable Tier 3 Data: Following the first round of engagement meetings with OCAC, N&WL-AC, and IWG, and the subsequent strategy session with ODOE, successful Proposer shall provide a final table, detailing unavailable tier 3 data, incorporating appropriate input.

2.4.3.5 Engagement Meetings and Strategy Sessions

The successful Proposer shall participate in two (2) rounds of engagement meetings, at a minimum, with OCAC, N&WL-AC, and IWG. Separate meetings shall be conducted with the OCAC, N&WL-AC, and IWG each round, for a total of six (6) engagement meetings, at minimum, with each engagement meeting allotted up to three (3) hours respectively. All meetings shall be virtual, unless otherwise agreed to by ODOE and successful Proposer.

The first round is to present and solicit input on the draft technical approach (see 2.4.3.3) and the draft data and methods approach (see 2.4.3.4). The second round is to present and solicit input on the draft Inventory analysis (see 2.4.3.7) and the public input webinar (see 2.4.3.8). These meetings will serve, in part, to ensure that the deliverables are using the best available data for the highest possible tier of Inventory.

Successful Proposer shall play a key role in these meetings, run by ODOE, by helping to prepare presentations for each meeting by providing draft PowerPoint slides and talking points to ODOE prior to the meetings, and then presenting slides, participating in the discussion, and documenting the stakeholders’ comments and input, during the meetings.

After each round of meetings, the successful Proposer shall participate in a three (3) hour strategy session with ODOE to review stakeholder input from the engagement meetings and decide on modifications to the relevant drafts. Successful Proposer shall then incorporate the agreed upon modifications into the appropriate final deliverables.

Anticipated Deliverables:

Round One:

Round One, Planning Meeting and PowerPoint: Successful Proposer shall join ODOE in a planning meeting to plan and prepare for the round one engagement meetings with OCAC, N&WL-AC, and IWG. Round one engagement meetings shall focus on the draft technical approach and related deliverables (see 2.4.3.3) and the draft data and methods approach and related deliverables (see 2.4.3.4). As part of the preparation, the successful Proposer shall provide draft PowerPoint slides and talking points to ODOE one week before the round one engagement meetings begin, to provide time for input and adjustments. The round one PowerPoint should include the PowerPoint slides delivered under the technical approach task (see 2.4.3.3) and the data and methods approach task (see 2.4.3.4).

Round One, Engagement Meetings: Successful Proposer shall attend and participate in three (3) engagement meetings, at minimum, run by ODOE. Separate meetings shall be conducted with the OCAC, N&WL-AC, and IWG, and each meeting, lasting up to three (3) hours apiece, shall discuss the draft technical approach and related deliverables (see 2.4.3.3) and the draft data and methods approach and related deliverables (see 2.4.3.4). Successful Proposer shall present round one PowerPoint slides, participate in the discussion, and document the stakeholders’ comments and input during each meeting.

Round One, Stakeholder Comments Memo: After the first round of engagement meetings the successful Proposer shall provide a stakeholder comments memo with an executive summary, summarizing the comments and input received from all round one engagement meetings and specifying if they will be incorporated into the final relevant documents, and if not, why not, for ODOE’s review and input.

Round One, Strategy Session: Successful Proposer shall participate in a three (3) hour strategy session with ODOE to review input from the round one engagement meetings, using the round one stakeholder comments memo as a guide, to decide on modifications to the relevant drafts. Successful Proposer shall incorporate agreed upon modifications into the relevant final documents.

Round Two:

Round Two, Planning Meeting and PowerPoint: Successful Proposer shall join ODOE in a planning meeting to plan and prepare for the round two engagement meetings with OCAC, N&WL-AC, and IWG. Round two engagement meetings shall focus on the draft Inventory analysis and related deliverables (see 2.4.3.7) and the public input and comments webinar and related deliverables (see 2.4.3.8). As part of the preparation, the successful Proposer shall provide draft PowerPoint slides and talking points to ODOE before the round two planning meeting, roughly one week before the round two engagement meetings begin, to allow for input and adjustments. The draft round two PowerPoint should include the PowerPoint slides delivered under the Inventory analysis task (see 2.4.3.7) and the public input and comments webinar (see 2.4.3.8). Successful Proposer shall finalize the round two PowerPoint by incorporating ODOE’s input and adjustments provided during the round two planning meeting.

Round Two, Engagement Meetings: Successful Proposer shall attend and participate in three (3) engagement meetings, at minimum, run by ODOE. Separate meetings shall be conducted with the OCAC, N&WL-AC, and IWG, and each meeting, lasting up to three (3) hours apiece, shall discuss the draft Inventory analysis and related deliverables (see 2.4.3.7) and the public input and comments webinar and related deliverables (see 2.4.3.8). Successful Proposer shall present the finalized round two PowerPoint slides and the public input and comments webinar memo (see 2.4.3.8), participate in the discussion, and document the stakeholders’ comments and input, during each meeting.

Round Two, Stakeholder Comments Memo: After the second round of engagement meetings the successful Proposer shall provide a stakeholder comments memo with an executive summary, summarizing the comments and input received from all round two engagement meetings and specifying if they will be incorporated into the final relevant documents, and if not, why not, for ODOE’s review and input.

Round Two, Strategy Session: Successful Proposer shall participate in a three (3) hour strategy session with ODOE to review input from the round two engagement meetings and public input and comments webinar, using the round two stakeholder comments memo as a guide, to decide on modifications to the relevant drafts. Successful Proposer shall incorporate agreed upon modifications into the relevant final documents.

2.4.3.6 Data Library

Successful Proposer shall prepare a data library, consisting of all data and methods used in the Inventory, regardless of source. All data and methods used in Inventory shall be accompanied by EPA templates for methods and data documentation, from the U.S. EPA Toolkit for Building National GHG Inventory Systems. The data library will be an internal document shared with ODOE and may keep sensitive information confidential, if allowed by law.

Anticipated Deliverables:

Draft Data Library: Successful Proposer shall develop and provide a draft data library for ODOE’s review and comment. The data library will be provided in the formats of geodatabases, shapefiles, TIFFs, and Microsoft Word and Excel documents, accompanied by documentation following the EPA template for methods and data documentation. Successful Proposer may use other formats for the data library with prior written approval from ODOE. The draft shall clearly highlight the information that the successful Proposer deems confidential, if any.

Final Data Library: Following the second round of engagement meetings with OCAC, N&WL-AC, and IWG, and the subsequent strategy session with ODOE, successful Proposer shall provide a final data library, incorporating appropriate input, for ODOE’s review and approval.

2.4.3.7 Inventory Analysis

Successful Proposer shall provide an estimate of carbon stocks and GHG fluxes in Oregon’s natural and working lands, based on the final technical approach and the final data and methods approach. Successful Proposer shall provide PowerPoint slides summarizing the methods and results to be included in the round two planning meeting and subsequent engagement meetings (see 2.3.4.5). Successful Proposer shall produce a final Inventory analysis and accompanying memo following the round two strategy session (see 2.3.4.5), incorporating changes agreed upon with ODOE reflecting comments from the public input and comments webinar (see 2.3.4.8) and round two engagement meetings (see 2.3.4.5).

Successful proposer shall also produce a best practices memo, describing the best practices for creating a system to manage the Inventory over the long-term and perform regular updates, to be delivered at the same time as the final Inventory analysis and memo.

Anticipated Deliverables:

Draft Inventory Analysis, Memo, and PowerPoint: Successful Proposer shall produce an Inventory of carbon stocks and fluxes in natural and working lands in Oregon using the methods and data established in the final technical approach and the final data and methods approach. Successful Proposer shall prepare a memo, with an executive summary, describing the Inventory data, methodology, and results. Successful Proposer shall produce PowerPoint slides with talking points summarizing the Inventory for use in PowerPoint deck for round two engagement meetings and public input and comments webinar. The draft Inventory analysis, draft memo with executive summary, and PowerPoint slides shall be submitted to ODOE for review and comment before the round two planning meeting and then used in the engagement meetings with OCAC, IWG, and N&WL-AC soliciting their input.

Final Inventory Analysis and Memo: Following the second round of engagement meetings with OCAC, N&WL-AC, and IWG, and the subsequent strategy session with ODOE, successful Proposer shall provide a final Inventory analysis and final memo with executive summary each incorporating appropriate input, for ODOE’s review and approval.

Best Practices Memo: Following the second round of engagement meetings with OCAC, N&WL-AC, and IWG, and the subsequent strategy session with ODOE, successful Proposer shall provide a memo that includes recommendations for the institutional arrangements (stemming from what was learned during the engagement meetings), advise on data quality assurance and quality control, data management, and archiving practices to manage the Inventory over the long-term and perform regular updates.

2.4.3.8 Public Input and Comments Webinar

ODOE will organize and lead a public webinar, with assistance from the successful Proposer, to share the overall process and the draft Inventory (see 2.4.3.7). ODOE will use the slides successful Proposer delivers under the data library task, and the Inventory analysis task for use in this webinar. This public input will be taken into consideration before finalizing the Inventory. Public input will primarily be collected through oral comments at the webinar and through written online comments in our comment portal. The successful Proposer shall document all input for use in a memo with an executive summary. The public input memo with executive summary shall be used in the engagement meetings with OCAC, IWG, and N&WL-AC soliciting their input.

Anticipated Deliverables:

Planning and Participation in Public Webinar: Successful Proposer shall assist ODOE in developing the PowerPoint presentation for the public webinar. Successful Proposer shall participate in the 2-hour webinar and document any input received.

Public Input Memo: Successful Proposer shall provide a memo with an executive summary, summarizing the input received during the public webinar and detailing what may, or may not be, incorporated into the final Inventory, and the reasoning for each choice.

2.4.3.9 Final Report Production and PowerPoint

Successful Proposer shall lead the writing of the final report on the Inventory, informed by the materials produced by successful Proposer throughout the process. The final report shall describe and summarize the Inventory and must include the following elements: (1) a description of the Inventory and summary of key findings, informed by the Inventory memo deliverable (see 2.4.3.7); (2) high-level summaries of the technical and data and methods approaches (see 2.4.3.3 and 2.4.3.4); (3) a summary of public and stakeholder engagement (see 2.4.3.5 and 2.4.3.8); and (4) the best practices memo (see 2.4.3.7). The final report shall also include an appendix summarizing stakeholder comments, received during a 14-day review and comment period, and shall be organized by themes.

ODOE shall provide support, review, and comment on the draft final report. Successful Proposer shall provide additional information or clarification as needed by ODOE during the drafting of the final report. Proposer shall also provide a PowerPoint along with the final report, summarizing the details of the final report for ODOE’s use in presenting to OCAC.

Anticipated Deliverable:

Draft Final Report and Draft PowerPoint: Successful Proposer shall provide a draft final report and draft PowerPoint for ODOE’s review and feedback. The draft final report shall be made available for review and comment by the OCAC, IWG, N&WL-AC, and the public for no less than 14 days prior to finalization and any feedback received shall be summarized, organized by themes, and included in the final report as an appendix.

Final Report and PowerPoint: Successful Proposer shall provide a final report that incorporates and is responsive to ODOE’s review and feedback. The final report shall include an appendix summarizing input received from the OCAC, IWG, N&WL-AC, and the public. Successful Proposer shall submit a final PowerPoint incorporating ODOE’s feedback on the draft PowerPoint and includes any additional material requested by ODOE. The final report and PowerPoint shall be completed by November 3, 2025.

SECTION 3: PROCUREMENT REQUIREMENTS

3.1 MINIMUM QUALIFICATIONS

To be considered for evaluation, Proposal must demonstrate how Proposer meets all requirements of this section:

3.1.1 Proposer Requirements

3.1.1.1 Proposer must have 3+ years of experience providing consulting services to municipal, state, or federal bodies on carbon stock inventories, particularly as they relate to net biological carbon stocks.

3.1.1.2 Proposer must have 3+ years of experience providing the management, planning, and implementation of projects of similar scope and complexity as detailed in this RFP.

3.1.2 Key Person Requirements

3.1.2.1 Proposer must specify no less than two (2) Key Persons who will provide the Services detailed in this RFP.

3.1.2.2 Key Persons must have 3+ years of experience managing geospatial databases.

3.1.2.3 At least one Key Person must have 3+ years of experience providing consulting services to municipal, state, or federal bodies on carbon stock inventories, particularly as they relate to net biological carbon stocks.

3.1.2.4 At least one Key Person must have 3+ years of experience providing the management, planning, and implementation of projects of similar scope and complexity as detailed in this RFP.

3.2 MINIMUM SUBMISSION REQUIREMENTS

3.2.1 Proposal Submissions

To be considered for evaluation, Proposal must contain each of the following elements (further detailed in Proposal Requirements section below):

· Executive Summary

· Administrative Proposal

· Key Persons and Resumes

· Demonstrated Experience

· Proposer Information and Certification Sheet (Attachment C)

· Reference Check Form (Attachment D)

· Price Proposal Form (Attachment E)

· Certified Disadvantaged Business Outreach Plan (Attachment F)

· Responsibility Inquiry (Attachment G)

3.2.2 Proposal Page Limits

Proposal is limited to 30 pages. Any pages exceeding this limit will not be provided to the evaluation committee or considered in the evaluation. The following items do not count toward the page limit:

· Executive Summary

· Key Persons and Resumes

· Disclosure Exemption Affidavit (Attachment B)

· Proposer Information and Certification Sheet (Attachment C)

· Reference Check forms (Attachment D)

· Price Proposal Form (Attachment E)

· COBID Certification / Outreach Plan (Attachment F)

· Responsibility Inquiry (Attachment G)

· Statewide Security Standards (Attachment H)

3.2.3 Proposal Format

Proposal should follow the format and reference the sections listed in the Proposal Requirements section. Responses to each section and subsection should be labeled to indicate the item being addressed.

OregonBuys Electronic Response. Proposer should submit its Proposal electronically through OregonBuys. Proposer should follow the procedures outlined in OregonBuys (See: https://www.oregon.gov/das/ORBuys/Documents/OregonBuys%20Vendor%20Formal%20Solicitation%20Response.pdf) for electronic submission.

The Price Proposal Form (Attachment E) must be submitted as a separate electronic response file in OregonBuys.

Proposer shall submit one copy of its Proposal and all other submittal requirements, with Attachment C - Proposer Information and Certification Sheet bearing the Proposer’s authorized representative’s Signature, in one of the following formats: Adobe Acrobat (pdf), Microsoft Word (docx), or Microsoft Excel (xlsx).

If Proposer believes any of its Proposal is exempt from disclosure under Oregon Public Records Law (ORS 192.311 through 192.478), Proposer shall complete and submit the Disclosure Exemption Affidavit (Attachment B) and submit a redacted version of their Proposal, clearly marked as the redacted version, that redacts the parts of the Proposal that the Proposer believes is exempt from disclosure. If a redacted version of the Proposal is submitted the redacted Proposal and any attachments the Proposer believes are exempt from disclosure shall be marked as “Confidential” in OregonBuys.

3.2.4 Authorized Representative

The Proposer Information and Certification Sheet (Attachment C) must bear the Proposer’s authorized representative’s Signature. Failure of Proposer’s authorized representative to sign the Proposal may result in rejection of the Proposal by DAS SPS.

3.3 PROPOSAL REQUIREMENTS

Proposal must address each of the items listed in this section and all other requirements set forth in this RFP. Proposer shall describe the Goods to be provided or the Services to be performed or both. A Proposal that merely offers to provide the Goods or Services as stated in this RFP may be considered non-Responsive to this RFP and will not be considered further.

Proposal should not include extensive artwork, unusual printing or other materials not essential to the utility and clarity of the Proposal. Do not include marketing or advertising material in the Proposal, unless requested. Proposal should be straightforward and address the requests of the RFP. Proposal containing unsolicited marketing or advertising material may receive a lower evaluation score if required information is difficult to locate.

3.3.1 Executive Summary (Required, Not Scored)

In one or two pages, briefly describe how Proposer meets the requirements listed in this RFP. Summary should also include:

· How long Proposer’s company has been in business and the location(s) of their company office(s).

· A list of services provided by Proposer’s company.

· The number of people employed by Proposer’s company.

· Any other information that may be helpful to know about Proposer’s company regarding qualifications and experience.

3.3.2 Administrative Proposal (Scored)

3.3.2.1 Proposer Requirements

Describe how Proposer meets each of the requirements under section 3.1.1 ‘Proposer Requirements’.

3.3.2.2 Project Implementation Plan

Provide a comprehensive Project Implementation Plan, that the Proposer intends to follow, that specifies in detail how Proposer would carry out the major activities of this project described under section 2.4.3 ‘Specifications of Work’. The plan should illustrate how the Proposer will coordinate and accomplish the work, and the timeline Proposer expects to follow to complete the work.