RFP EFAA 27-75 Methane Seep Program.docx

RFP EFAA 2027000075

Methane Seep Program

RFP EFAA 2027000075

October 21, 2026 V 081222

Offeror Response Signature Page

RFP EFAA 20270000075

Methane Seep Program

OFFERORS: See the solicitation document below for the response deadline and other response submission information and requirements.

Offerors responding to this solicitation must fill out this page in its entirety, and sign and return it with Offeror’s response. This page must bear a physical or electronic signature, as electronic signature is defined in the "Uniform Electronic Transactions Act", section 24-71.3-102 (8), evincing an intent by the Offeror to be bound by its response. Failure to do so may disqualify the Offeror response.

The undersigned understands and agrees that misrepresentation made in this response and/or subsequent discussions or information presented to the State may be deemed sufficient cause for the refusal by the State to execute a Contract as a result, and that that later discovery of any omission or misrepresentation made in the solicitation response and/or subsequent discussions or information presented to the State may be grounds for the cancellation of an existing contract.

LEGAL COMPANY NAME

OFFEROR INSERT: Full Legal Company Name

AUTHORIZED SIGNATURE

By: Name of Person Signing for Offeror

SIGNER INFORMATION

OFFEROR INSERT: Signer’s Full Name

TITLE

OFFEROR INSERT: Title of Signer

PHONE NUMBER

OFFEROR INSERT: Signer’s Phone Number

EMAIL ADDRESS

OFFEROR INSERT: Signer’s Email Address

CONTACT FOR CLARIFICATIONS

OFFEROR INSERT: Name of Contact

TITLE

OFFEROR INSERT: Title of Contact

PHONE NUMBER

OFFEROR INSERT: Phone Number of Contact

EMAIL ADDRESS

OFFEROR INSERT: Email Address of Contact

CONTENTS

APPENDICES

APPENDIX A - ADMINISTRATIVE INFORMATION

APPENDIX B – PERSONAL SERVICES MODEL CONTRACT

APPENDIX C - VENDOR ACCESSIBILITY CHECKLIST

APPENDIX D - VENDOR DISCLOSURE STATEMENT

APPENDIX E - ARTIFICIAL INTELLIGENCE (AI) DISCLOSURE AND USE REQUIREMENTS)

APPENDIX F - FEDERAL PROVISIONS

SECTION 1.0 INTRODUCTION

1.1. GENERAL INFORMATION

On behalf of the State of Colorado, the Colorado Energy Office (CEO) is issuing this Request for Proposals (RFP) to find a qualified company to assist in developing an industrial sector-focused decarbonization or “blueprint.”

This solicitation is being published so that qualified Offerors may submit a proposal in accordance with the terms of this solicitation. Please review all materials, including appendices, before responding.

1.2. BACKGROUND

The Colorado Energy Office (CEO) has received an award through the U.S. Environmental Protection Agency’s (EPA’s) Climate Pollution Reduction Grant (CPRG) Program totaling $129,008,738. The award includes three high-priority greenhouse gas reduction projects identified in Colorado’s Priority Climate Action Plan (PCAP) and the recent Greenhouse Gas Roadmap Update. These include Monitoring and Reducing Methane Emissions, Large Building Decarbonization Showcase Projects, and Local Government Climate Action Accelerator. The Monitoring and Reducing Methane Emissions project is a joint effort between the Colorado Energy Office, the Colorado Department of Public Health and Environment (CDPHE), and the Colorado Energy Carbon and Management Commission (ECMC). The CEO will focus up to $600,000 of the methane-specific CPRG funding to further identify and mitigate methane emissions with a primary focus on those emissions associated with natural methane seeps. Additional coal mine methane projects may be considered post-natural seep implementation.

1.3. OVERVIEW AND GOALS

The purpose of this project is to evaluate and develop methane mitigation project(s) within Colorado. The project(s) evaluated and implemented must primarily include naturally occurring methane emissions (“seeps”) and lead to a reduction in associated greenhouse gas emissions.

The CEO is seeking proposers who offer effective and creative mitigation identification and bio-based mitigation solutions, value-added opportunities, and cost effectiveness.

1.4. SOLE POINT OF CONTACT

1.4.1. The State’s sole point of contact for this solicitation is Tara Larwick, Procurement Specialist, who may be reached via email at tara.larwick@state.co.us.

1.4.2. Because phone lines may not be consistently monitored, email is the preferred method of communication. The individual listed above is the sole point of contact for this solicitation. Initiating contact with anyone other than this individual may result in Offeror disqualification.

1.5. SCHEDULE OF ACTIVITIES

This Schedule of Activities is for information and planning purposes only. Activities listed as “Estimated” may be subject to change depending on the needs of the State. All times are considered in Mountain Time (MT), as adjusted for daylight savings.

The date of publication for this solicitation on Colorado VSS is October 21, 2026.

1.5.1. Written inquiries must be submitted to tara.larwick@state.co.us no later than 5:00 PM November 2, 2026.

1.5.2. The estimated date for the State’s responses to Offerors’ written inquiries to be published on Colorado VSS/Rocky Mountain BidNet is November 10, 2026.

1.5.3. All proposals must be submitted in the method described below no later than 5:00 PM November 20, 2026.

1.5.4. A public opening of the proposals will be held via virtual meeting on November 23, 2026, at 1:00 PM. Offerors wishing to participate should notify the Sole Point of Contact listed above for meeting information.

1.5.5. The estimated date for the publication of an Intent to Award on Colorado VSS is December 16, 2026.

1.6. START DATE

The desired Contract start date is on or around January 8, 2027, or as soon as a State-issued contract has been fully executed, whichever comes first.

1.7. ANTICIPATED CONTRACT TERM

1.7.1. The term of the awarded Contract is anticipated to begin upon the execution of a State issued contract and end on September 30, 2029.

1.7.2. The State may extend the Contract beyond the anticipated term in accordance with the Colorado Procurement Code, and if the State determines an extension is necessary.

1.7.3. Any Contract executed as a result of this award may be amended to include additional work that naturally follows the work detailed in this solicitation. Prior to adding any such work, the State will ensure that the work should not otherwise be competitively solicited and that the cost of the work is fair and reasonable.

1.7.4. The State may, within its sole discretion, choose not to exercise any option or extension term in the Contract for any reason. If the State chooses not to exercise any option or extension term, it may re-procure the goods and/or services in its sole discretion.

SECTION 2.0 MINIMUM ORGANIZATIONAL AND PERSONNEL EXPERIENCE

The below indicate the minimum qualifications of an offeror to lead this work. Other qualifications that an Offeror can offer for this project should be detailed in the proposal.

2.1. MINIMUM ORGANIZATIONAL EXPERIENCE

2.1.1. Three or more years of demonstrated technical and/or research experience in identifying and/or implementing mitigation projects related to methane emissions associated with coal mines, coal beds, and/or natural methane seeps.

2.1.2. Demonstrated quality assurance for methane mitigation projects.

2.2. HIGHLY PREFERRED EXPERIENCE

2.2.1. Preferred experience successfully utilizing federal funding to identify and/or implement methane emission reduction projects.

2.2.2. The CEO desires a contractor who has the ability to respond quickly to necessary system troubleshooting and emergencies.

2.2.3. Previous methane mitigation work with State or Federal Agencies

2.2.4. Previous work utilizing federal funding and complying with relevant federal regulations including BABA, DBRA, and NEPA

SECTION 3.0 REQUIREMENTS AND SCOPE OF WORK

The tasks in Section 3 are the specific activities designed to achieve the goals outlined in Section 1.3.

3.1. ACCESSIBILITY REQUIREMENTS

3.1.1. All work performed as a result of this solicitation must comply with all applicable provisions of §§24-85-101, et seq., C.R.S., and the Accessibility Standards for Individuals with a Disability, as established by the Office Of Information Technology pursuant to Section §24-85-103 (2.5), C.R.S. and 3) all State of Colorado technology standards related to technology accessibility and with Level AA of the most current version of the Web Content Accessibility Guidelines (WCAG), incorporated in the State of Colorado technology standards. Appendix B, Personal Services Model Contract, Section 17.U. contains further information on indemnification and compliance determination. The State may require Contractor’s compliance to be determined by a third-party vendor acceptable to the State that shall attest that the Contractor’s Work Product and software is in compliance with §§24-85-101, et seq., C.R.S., and the Accessibility Standards for Individuals with a Disability as established by the Office of Information Technology pursuant to Section §24-85-103 (2.5).

3.1.2. What is required to be accessible? Applications, websites, kiosks, and digital documents are required to meet the applicable provisions of §24-85-101, C.R.S. This means that digital content like PDF documents and webpages are accessible to assistive technologies like screen readers and magnification programs, and websites and applications are robust and do not prevent users of a variety of devices, browsers, and operating systems from accessing all functionality intended for use by the public or a State of Colorado employee. For more information, review OIT's accessibility resources and OIT's dedicated Accessible PDF and Documents page.

3.1.3. The final deliverables must follow Accessibility guidelines in line with HB21-1110. In order for State Agencies and local government entities to comply with HB21-1110 by July 1, 2024, State of Colorado vendors and bidders are required to demonstrate that information technology provided to the State of Colorado conforms to or addresses the most current version of the World Wide Web Consortium's Web Content Accessibility Guidelines (WCAG), level AA success criteria. Awarded Offerors may do so by providing either of the following:

3.1.3.1. An independent, third-party evaluation from an accessibility consultancy

3.1.3.2. A Voluntary Product Accessibility Template (VPAT). If a VPAT is used, it must use the VPAT 2.4 template, which is based on WCAG 2.1 level A/AA. The Information Technology Industry Council offers a VPAT 2.4 WCAG template (download).

3.1.4. Additional resources include:

3.1.4.1. Accessible Website Content: How To

3.1.4.2. Accessible Online Content QA Checklist

3.1.4.3. Additional How-to guides

3.2. INSURANCE REQUIREMENTS

The awarded Offeror will be required to submit a certificate(s) of insurance (COI) evidencing insurance coverage for the types and amounts of insurance as required by the Insurance provision in the Personal Services Model Contract terms and conditions, included in this solicitation as Appendix B, prior to execution of the Contract.

3.3. AI GOVERNANCE AND COMPLIANCE

Any use of Artificial Intelligence in the fulfillment of the resulting Contract is governed by the Colorado Energy Office’s policies (for further guidance, see Appendix E: Artificial Intelligence (AI) Disclosure and Use Requirements). Awarded Offeror(s) will be expected to maintain rigorous alignment with these standards to ensure the security, ethical use, and integrity of all State work products.

3.4. ACCEPTANCE CRITERIA

The awarded Offeror shall submit all final deliverables to the CEO by the dates established in this Scope of Work. The CEO’s Program Manager or their designee shall determine whether deliverables meet the Task requirements and approve them. The CEO will notify the awarded Offeror and request corrections, modifications, or replacements as needed. Unless otherwise noted, the awarded Offeror will be required to submit all deliverables to the CEO Program Manager or their designee before final approval. If needed, deliverables will be returned to the awarded Offeror for modification before they are considered complete and reimbursement is made. The CEO expects that prior to submission, all deliverables shall go through an internal quality assurance process and, as such, shall reflect the requirements of the final Statement of Work.

3.5. SCOPE OF WORK

This Scope of Work describes the deliverables sought through this RFP and the scope of what the awarded Offeror will be expected to deliver through the Contract resulting from this RFP. The Scope of Work is intended to provide interested Offerors with sufficient basic information to submit a proposal. It is not intended to limit a proposal’s content or exclude any relevant or essential data. Please note that this work may be subject to Davis-Bacon and Related Acts (DBRA), National Environmental Policy Act (NEPA), and Build America-Buy America (BABA) requirements.

The CEO will need time to review deliverables. Whether called out in specific tasks or not, the awarded Offeror should allow at least one week for CEO review and one week for the awarded Offeror to accept edits into their process. Building in at least two additional weeks (or more) for this full review process will help ensure deadlines are met with an appropriate buffer to ensure the end product is meeting all standards for quality, accessibility, and design.

3.5.1. Project Communication and Administration

3.5.1.1. Description/Subtasks

Project communication and administration activities are expected to occur for the duration of the project and include the tasks below.

A. Kickoff Meeting The awarded Offeror shall attend a 60-90 minute (virtual or in-person) kick-off meeting with the CEO, ideally within one week but no more than 15 business days of the Contract Agreement Effective Date, unless otherwise allowed in writing (i.e., email) by the CEO. The meeting shall include, but not be limited to, a review of project scope, anticipated project timeline, and the awarded Offeror’s strategy to execute the contract and provide the associated deliverables and required reporting.

B. Monthly Meetings The awarded Offeror shall attend monthly meetings (virtual or in-person) with the CEO. The awarded Offeror shall be responsible for ensuring that all relevant staff attend each call. If the CEO Program Manager (PM) determines that meetings should be held more or less frequently, the CEO will communicate this in writing (i.e., email). Meeting agendas will generally include updates on each project task, challenges and barriers the awarded Offeror is encountering, and any decisions or guidance needed from the CEO.

C. Monthly Report

a. Using a CEO provided template, the awarded Offeror shall submit a monthly report on work completed in the previous month. The report shall summarize the work from the previous month, including but not limited to, project status, description of the deliverables and tasks completed during the reporting period, budget spent and remaining by cost category, project findings, unanticipated outcomes or roadblocks, and next steps in the project. The awarded Offeror shall also include a description of Quality Assurance (QA) and Environmental Information Operations (EIO) activities completed, including, but not limited to: status of QA deliverables, collection and/or use of primary or existing data (i.e., secondary data), or any other QA or EIO-related activity. If work is behind schedule, a summary of reasons for the delay and an action plan to get back on schedule is required. If the project experiences significant changes or delays in the schedule, the awarded Offeror shall provide written communication via email to the CEO Program Manager as soon as they become aware of the delay.

b. Invoices shall be submitted each month with the monthly progress report. In the case that there is no invoice for a given month, which must be approved by the CEO in advance since the CEO expects the awarded Offeror to invoice on a monthly basis, the awarded Offeror is still responsible for submitting a monthly report indicating no work was done.

c. Note that a monthly progress report is required regardless of whether or not an invoice is submitted. Additional reporting requirements may be noted in other tasks.

D. Annual Report (As applicable, pending final contract term) Each year by the 10th of September, unless otherwise allowed by the CEO in writing (i.e., email), the awarded Offeror will submit an annual report, using a CEO- provided template, which will replace the monthly report for that month only and require additional details. These will include:

a. Verification that the awarded Offeror has reviewed the project Quality Assurance Project Plan (QAPP) as required in Task 2

b. Submission of the awarded Offeror’s proposed updates to the project QAPP, as necessary

c. Confirmation that the awarded Offeror is advancing milestones toward project implementation, and that the project implementation timeline is still accurate

d. A list of any risk mitigation strategies being applied to ensure the project implementation will be successful.

Failure to provide the necessary details above may result in actions such as pausing the contract until such time as those details can be adequately provided to the CEO and the CEO PM accepts the annual report.

E. Final Project Report The final report should describe project outcomes against tasks/subtasks, summarize achievements, challenges, and lessons learned, and be no more than twenty (20) pages, not including any appendices. The CEO will provide the awarded Offeror with a final report template. The final report shall be submitted with the final invoice, which should indicate completion of all project deliverables.

3.5.1.2. Deliverables

A. Kickoff Meeting - Within 15 business days of the Contract Effective Date. The awarded Offeror shall provide an agenda and meeting minutes for the kickoff meeting.

B. Monthly Meetings - Virtual meetings, at least monthly, starting the calendar month after the Kick-off Meeting. The awarded Offeror shall send calendar holds for such meetings.

C. Monthly Reports – Due no later than the 10th day of each month following the Kick-off Meeting and every month following for the complete term of the contract.

D. Annual Report (As applicable, pending final contract term). Due annually on September 10.

E. Final Project Report. Due within 45 calendar days prior to the Contract expiration date.

3.5.2. Quality Assurance

3.5.2.1. Description/Subtasks

EPA requires that all organizations performing Environmental Information Operations (EIO) must adhere to EPA’s Quality Assurance Policy and that all EIO shall be implemented in accordance with an approved Quality Assurance Project Plan (QAPP). As such, the awarded Offeror must adhere to EPA’s Quality Program, CEO’s QMP (Quality Management Plan), CEO’s QAPP, or CEO’s Programmatic Quality Assurance Project Plan (PQAPP).

Prior to initiating “Environmental Information Operations (EIO)” (as defined by EPA) under Sections 3.5.3-3.5.5, the project must receive EPA approval of a Quality Assurance Project Plan (QAPP) covering that EIO. The QAPP must be developed using a systematic planning process, the results of which form the basis for the QAPP. The QAPP must address the elements outlined in the EPA QAPP Standard (QA/S-2). In cases where elements of the QAPP template do not apply to this project, the QAPP must include an explanation for why they do not apply.

The CEO will likely develop and submit the project QAPP. However, the decision has not been finalized and the awarded Offeror, at the discretion of the CEO, may be asked, with the support and consultation of the CEO, to undertake this task.

A. QAPP and Crosswalk Submission Upon completing the QAPP, the awarded Offeror shall complete a QAPP Crosswalk. The QAPP Crosswalk is used to ensure each aspect of the QAPP has been completed and meets EPA requirements. CEO will provide the awarded Offeror with the EPA-provided template, which must be used to develop the QAPP Crosswalk. The completed QAPP and Crosswalk must be submitted to the CEO. The CEO will review and request any needed changes. Once changes have been made, the CEO will submit for review and approval by EPA. The CEO will share any feedback from EPA, including any needed modifications. The awarded Offeror must address all requests made by EPA, and may not perform Environmental Information Operations until the QAPP and corresponding crosswalk are approved by EPA.

B. Annual QAPP Review If the project lasts more than one year, the approved QAPP must be reviewed by the CEO and the awarded Offeror when significant project changes occur, or at least annually (starting from the date of EPA approval). The annual review process must include a comparison to the project scope to confirm consistency with the approved QAPP and be documented using the appropriate Crosswalk. If the annual review reveals no needed changes to the QAPP, the awarded Offeror shall state this in the Crosswalk and document the date of review. Significant changes to the project scope of work and associated QAPP must be documented and approved by EPA or CEO, if and when approval for quality assurance documents is delegated to CEO. Non-significant changes must be documented during the annual review.

C. Ongoing QAPP QA Monitoring In addition to the formal annual review, the awarded Offeror must also regularly review their QAPP and track minor changes as needed. This includes reporting on Quality Assurance during each monthly meeting and monthly progress report. If, at any point throughout the grant term, either the awarded Offeror or the CEO determines the awarded Offeror is working on EIO-related activities that are outside of the scope of awarded Offeror’s QAPP, the awarded Offeror shall immediately stop work on EIO-related activities and consult with the CEO PM, and CEO’s Quality Assurance Manager. The awarded Offeror may not resume work on EIO-related activities until the CEO identifies a remedy, which is likely the resubmission of the QAPP for EPA approval.

3.5.2.2. Deliverables

A. QAPP and Crosswalk Submission Prior to initiating “Environmental Information Operations” under Sections 3.5.3, 3.5.4, and 3.5.5, complete the required QAPP and QAPP Crosswalk (based on project design) reflective of the CEO comments and EPA comments, as applicable. Due date to be determined by the CEO Quality Assurance Manager.

B. Annual QAPP Review At least 90 calendar days prior to the anniversary of the EPA QAPP approval date, submit annually to the CEO. Update QAPP and/or Crosswalk if significant changes are made to the project scope.

C. Ongoing QAPP QA Monitoring Ongoing. Detailed to the CEO in monthly progress reports.

3.5.3. Project Identification

3.5.3.1. Description/Subtasks

The subtasks in this section represent the work that the awarded Offeror must complete to demonstrate progress towards implementing a methane seep project. The CEO will not reimburse the awarded Offeror for work performed on any tasks following Section 3.5.3 until Section 3.5.3 is completed (unless otherwise allowed in writing by CEO).

A. Site(s) Identification The awarded Offeror shall present an initial site identification analysis (using slides and supporting documentation) to CEO and any partner staff, and include at least three sites that are deemed reasonable project implementation sites and rationale as to why they have been deemed as such, potential mitigation impacts, estimated project costs, and key considerations. If there is potential to do more than three sites, that should be included as an option. If there are scenarios where more work sites could be selected for a lower cost and level of effort, or where fewer sites could be done at a higher cost, or where monitoring could be done more frequently or for a longer period, those options and tradeoffs should be presented for the CEO’s consideration. The CEO has initially identified potential high-value opportunities in the San Juan and Raton Basins.

The CEO, the awarded Offeror, and any partner staff will then determine which subset (or combination) of the proposed site locations, timelines, and monitoring schedules to move forward with.

B. Site Securement The awarded Offeror shall receive the property owner's permission to move forward with project implementation, ideally at 2-3 different sites via a signed property owner consent form.

C. Cross-cutter approval

3.5.3.2. The awarded Offerer shall work with the CEO to complete an EPA cross-cutter review request and submit to EPA for review and approval prior to beginning project implementation.

3.5.3.3. Deliverables

A. Site(s) Identification Estimated to begin in early 2027 and be completed by mid-summer 2027. The awarded Offeror will develop and present to the CEO for approval an initial list of proposed project implementation sites with subsequent rationale and estimated mitigation impacts, costs, and considerations, along with a revised list of project implementation sites with CEO prioritization considerations incorporated.

B. Site Securement Submit signed property owner consent form(s) to the CEO, with an estimated start date in Spring 2027 and completion estimated by mid-summer 2027.

C. Cross-cutter approval EPA-approved cross-cutter

3.5.4. Seep Project Implementation

3.5.4.1. Description and Subtasks

The awarded Offeror shall perform all necessary steps to implement ideally three but no less than two seep project(s) which utilize a biobased methane mitigation strategy (e.g., methanotrophs) with sites identified and property access secured through Section 3.5.3 completion. If there are opportunities to use the funding to do more sites or additional monitoring of the sites that the awarded Offeror discussed with CEO in Section 3.5.3, the identified approach and number of sites will be codified in an update to this task.

A. Emissions Monitoring/project analysis Prior to project implementation, the awarded Offeror shall conduct methane emissions monitoring at least two (2) times and a minimum of thirty (30) days apart. The awarded Offeror will have presented a method to validate methane quantity and quality for the CEO to consider and pre-approve as part of Section 3.5.2. Such a method will be reflected in the QAPP.

B. Project Planning The awarded Offeror shall submit project planning documents to the CEO outlining the objectives and scope, mitigation strategy proposed, details regarding proposed timelines/schedules, proposed resources and budgets (including any associated travel costs), roles and responsibilities, risk management, and communication strategies to be employed, and receive the CEO’s approval before proceeding with Section 3.5.4.C.

C. Procurement and Installation During the contracting phase, Exhibit XXX will be developed and finalized. This exhibit shall direct and define all procurement and installation materials and labor needs. The awarded Offeror shall procure all materials and install all necessary project implementation materials as outlined in Exhibit XXX . Project implementation materials and labor must be in compliance with all applicable federal funding requirements (e.g., BABA, DBRA; EPA site approval via cross-cutter form submission, etc.). The awarded Offeror shall not begin physical work until all necessary EPA approvals are secured.

D. Commissioning The awarded Offeror shall undertake a process to ensure all systems and equipment are designed, installed, tested, and ready for operation. Assurance will be provided via the submission of a commissioning logbook for the equipment and systems purchased and installed.

E. Operations and Maintenance The awarded Offeror will be responsible for ensuring the ongoing operation, utilization, and maintenance of the grant-funded equipment, which must be kept operational, maintained, in service, and in utilization at the project location as identified in this statement of work for an amount of time as determined by CEO. The awarded Offeror will also be responsible for verifying and reporting methane emissions avoided via implementation of a CEO-approved methodology.

F. Case Study Development The awarded Offeror shall, using a CEO provided template, develop a two-to-three page public-facing case study of project(s) implemented to demonstrate replicability. Case study documents shall meet state accessibility requirements.

3.5.4.2. Deliverables and Timelines

A. Emissions Monitoring/project analysis Standalone report(s) outlining emissions monitoring results.

B. Project Planning. Project planning documents C. Procurement and Installation. Equipment shipping information (as applicable), Digital photos of the purchased & installed equipment/materials, Legible copies of all sales invoices showing the purchase price and amount paid by the Contractor for the equipment/materials, number of units purchased, model and serial numbers from the equipment if available, Legible copies of all invoices/receipts showing eligible installation costs as outlined in Exhibit XXX and the number of labor hours spent by the installers and any subcontractors on this task, Date(s) of installation. As applicable, BABA certification and weekly submission of DBRA-covered employee payroll.

D. Commissioning Commissioning Logbook E. Operations and Maintenance Performance report affirming continued operation, operational logs, and methane avoidance/reductions achieved year to date F. Case Study Development. Two-to-three page case study with a project overview, outcomes, successes, barriers, etc.

3.5.5. Additional Methane Mitigation Project Implementation (As Applicable)

3.5.5.1. Description/Subtasks

Upon completion of Section 3.5.4.C, unless otherwise authorized by the CEO, the awarded Offeror may perform all necessary steps to identify and implement coal mine methane seep mitigation project(s). As required for natural seeps, methane mitigation strategies must be biologically based (e.g., methanotrophs) and shall not be mechanically driven.

The CEO will not reimburse the awarded Offeror for work performed on Section 3.5.5 until Section 3.5.4.C is completed (unless otherwise allowed in writing by CEO) and the CEO provides written approval for Section 3.5.5 work to begin.

A. Emissions Monitoring/project analysis The awarded Offeror shall conduct methane emissions monitoring using the approved methodology outlined in the QAPP to validate methane quantity and quality.

B. Project Planning The awarded Offeror shall submit project planning documents outlining the objectives and scope, mitigation strategy proposed, details regarding proposed timelines/schedules, proposed resources and budgets, roles and responsibilities, risk management, and communication strategies to be employed.

C. Procurement and Installation The awarded Offeror shall procure all necessary project implementation materials, as outlined in Exhibit XXX [To be developed and finalized during contracting phase]. As well, The awarded Offeror shall install all necessary materials as outlined in Exhibit XXX [To be developed and finalized during contracting phase]. Project implementation materials and labor must be in compliance with all applicable federal funding requirements, as applicable (e.g., BABA, DBRA, EPA site approval, etc.).

D. Commissioning The awarded Offeror shall undertake a process to ensure all systems and equipment are designed, installed, tested, and ready for operation. Assurance will be provided via the submission of a commissioning logbook for the equipment and systems purchased and installed.

E. Operations and Maintenance The awarded Offeror will be responsible for ensuring the ongoing operation, utilization, and maintenance of the grant-funded equipment, which must be kept operational, maintained, in service, and in utilization at the project location as identified in this statement of work throughout the CPRG grant period of performance or until CEO deems the project complete, whichever comes first. As well, the awarded Offeror will be responsible for verifying and reporting methane emissions avoided via a CEO-approved methodology.

F. Case Study Development The awarded Offeror shall develop a public-facing case study of this project to demonstrate its replicability. Case study documents shall meet state accessibility requirements.

3.5.5.2. Deliverables

A. Emissions Monitoring/project analysis - Report outlining emissions monitoring results B. Project Planning - Project planning documents.

C. Procurement and Installation - Equipment shipping information (as applicable), Digital photos of the purchased & installed equipment/materials, Legible copies of all sales invoices showing the purchase price and amount paid by the Contractor for the equipment/materials, number of units purchased, model and serial numbers from the equipment if available, Legible copies of all invoices/receipts showing eligible installation costs as outlined in Exhibit XXX and the number of labor hours spent by the installers and any subcontractors on this task, Date(s) of installation. As applicable, BABA certification and weekly submission of DBRA-covered employee payroll.

D. Commissioning - Commissioning Logbook.

E. Operations and Maintenance- Performance report affirming continued operation, operational logs, and methane avoidance/reductions achieved year to date F. Case Study Development -Two-to-three page case study with a project overview, outcomes, successes, barriers, etc.

3.5.6. FEDERAL REPORTING

In addition to reporting requirements identified in Scope of Work, the awarded Offeror shall adhere to all federal reporting under the federal Climate Pollution Reduction Grant (CPRG) and adhere to all Federal Terms and Conditions referenced in the RFP (Appendix F: Contract Federal Provisions Exhibit).

3.5.7. Budget

The maximum budget amount payable under this contract is $600,000, as determined by the State from available funds and is not to exceed that amount.

3.5.8. Payment and Invoicing

Payments shall be made in accordance with the provisions set forth in the Contract. The State shall pay the awarded Offeror the reasonable, allocable, and allowable costs for work performed based on satisfactory progress of the work as laid out and defined in the final contract.

SECTION 4.0 REQUESTED PROPOSAL FORMAT

Proposals should cover the following areas, with an emphasis on how these areas relate to the evaluation criteria listed in Section 5 below. The page limit for proposals should not exceed 10 pages, excluding the Cover Sheet & Signature page, company profile, resumes, cost sheet, examples for demonstration purposes, and any attachments. The Offerors will be required to provide the following information in the order and format provided below.

4.1. EXECUTIVE SUMMARY

Offeror’s Response- Provide a summary of your company history. The Offeror shall introduce the Offeror’s firm or organization and its qualifications. Include company address (local, if applicable), contact information, including email, and description of services, tools and local partnerships as applicable. The executive summary should include the following:

4.1.1. A general overview of the Offeror’s response. Include the same if using subcontractors or partners.

4.1.2. A statement confirming that the Offeror’s firm or organization, and any subcontractors, has no real or potential conflict of interest that would prevent your firm or organization from acting in the best interest of the CEO.

4.1.3. Any exceptions, additions, or modifications to the Scope of Work must be detailed in the Executive Summary. If the Offeror intends to provide additions or modifications to the Scope of Work other than outlined above, it should be outlined here and further detailed under the Technical/Business Proposal section below.

4.1.4. A statement indicating their acceptance or rejection of the accessibility requirements detailed in Section 3.1 of this solicitation. Further requirements follow in Section 4.3.

4.1.5. A statement confirming Offeror has read Appendix E: AI Disclosure and Use Requirements and that the Offer confirms acceptance and the ability to comply with the AI Governance and Compliance requirements of Section 3.3.

A. If the Offeror does not use AI in any capacity, they should state that here.

B. If AI is used in any capacity, Offerors should include that information in their response to Section 4.4.

4.1.6. Include any exceptions to the draft model personal services contract which has been included as an attachment to this RFP.

4.1.7. Complete and include Appendix C - Accessibility Vendor Checklist.

4.1.8. Complete and include Appendix D - Vendor Disclosure.

4.2. DEMONSTRATED EXPERIENCE AND CAPABILITIES

4.2.1. Minimum Organizational and Personnel Experience

4.2.1.1. Organizational -

Offeror’s Response- Offerors should reference Section 2.1 of this solicitation regarding the minimum organizational experience. In describing organizational experience, Offerors should address each of the following, using specific examples from prior engagements to clearly demonstrate the following requirements:

A. Three or more years of demonstrated technical and/or research experience in identifying and/or implementing mitigation projects related to methane emissions associated with coal mines, coal beds, and/or natural methane seeps.

B. Demonstrated quality assurance for methane mitigation projects as well as experience complying with federal funding requirements including BABA, DBRA, and NEPA.

Preferred experience C. Successfully utilizing federal funding to identify and/or implement methane emission reduction projects D. Responsive mobilization to the project site - Provide where your team personnel are based. The CEO desires a contractor who responds relatively quickly to necessary system troubleshooting and emergencies.

E. Previous methane mitigation work with state or federal agencies F. Previous work utilizing federal funding and complying with relevant federal regulations including BABA, DBRA, and NEPA

4.2.1.2. Personnel

Offeror Response - Offerors should reference Section 2.2 of this solicitation regarding the minimum personnel experience. Submit resumes for each of the key personnel identified. Resumes should clearly demonstrate, at minimum, those qualifications required under Section 2.2. In describing personnel experience, Offerors should address each of the following, using specific examples from prior engagements.

A. The Offeror shall provide the name, title, role, and qualifications of each key member, including the Principal Representative, of the awarded Offeror’s team that will contribute to the project.

B. Provide information that clearly demonstrates personnel working on this project have the experience and/or certifications in technical aspects of the outlined methane mitigation work

4.3. ACCESSIBILITY REQUIREMENTS

Offeror’s Response- Besides including a statement in the Executive Summary indicating acceptance or rejection of the accessibility requirements detailed in Section 3.1 of this solicitation, complete and submit Appendix C: Accessibility Vendor Checklist. Please note any exceptions from compliance with these requirements required by the Offeror.

4.4. TECHNICAL/BUSINESS PROPOSAL

Offeror’s Response- The Offeror shall provide a clear and detailed narrative explaining the Offeror’s approach to implementing and completing each Task identified in the Scope of Work, including completion and submission of required deliverables. The Offeror should be as specific as possible with the project/technical narrative. The response should include a timeline that conforms with the schedule included in the Scope of Work and proposes timelines for those tasks where a timeline is not specified. Note: All work must be completed no later than August 2029.

The work plan should state explicitly how the Offeror will accomplish the deliverables for each task and subtask and if the Offeror intends to deliver beyond the minimum requirement and how. If the Offeror recommends additions or changes to the Scope of Work, they should be described here.

If the Offeror uses AI tools, include the types of AI tools used, how these AI tools are used, and how you intend to use AI to accomplish the work required under this project. Include a detailed description of your organization's policies and procedures for human oversight and quality control of AI-assisted work products including identifying which personnel will review AI-assisted deliverables prior to submission and any relevant subject matter expertise, how the firm ensures confidential client data is protected when using AI tools and any enterprise agreements or data and handling protocols in place. Describe how the verification and fact-checking process your firm uses ensures accuracy of AI-assisted research and analysis. Please note that certain information may be considered confidential by the State. Describe how you would ensure sensitive/confidential information would be identified and protected from being entered into an AI platform.

4.5. COST PROPOSAL

Offeror’s Response- This is a firm-fixed-rate engagement. The budget has been set for this project and cannot exceed $600,000. Proposals over this amount will not be accepted.

4.5.1.1. Offerors shall submit a detailed Budget Narrative that explains how the company has structured its costs and how it proposes charging the State for the work.

4.5.1.2. As part of its submission, the Offeror shall include a proposed budget for each task outlined in the Scope of Work based on the estimated number of staff hours for each staff member and the hourly rate of those staff.

The Offeror shall provide a detailed budget with a firm-fixed price for the entire engagement for all tasks, as well as an estimate of the labor hours, by labor category, it anticipates will be required to complete each task related to the statement of work. This should be all-inclusive, and the Offeror should anticipate any employee involvement to be reflected in the table. The Offeror shall estimate how many hours each team member will commit to the project, identify their hourly rates, and explain their role in the project. Any travel and per-diem costs for Offeror’s staff travel relative to performance of services shall be reimbursed in accordance with State Fiscal Rule 5-1, as amended. It is expected that the travel rate for labor hours will be billed at half the full rate.

4.5.1.3. Proposed pricing must remain firm during the term of the Contract.

4.5.1.4. Pricing must include any applicable fees associated with the delivery of goods or services, including, but not limited to, shipping and installation Cost MUST be submitted in a separate file from the rest of the proposal and labeled “COST FILE.”

SECTION 5.0 EVALUATION METHODOLOGY

5.1. EVALUATION PROCESS

A comprehensive, thorough, complete, and impartial evaluation of each proposal received will be conducted in accordance with §24-103-203(7), C.R.S, which states, “The award shall be made to the responsible Offeror whose proposal is determined in writing to be the most advantageous to the State, taking into consideration the price and evaluation factors set forth in the request for proposal.”

5.2. EVALUATION COMMITTEE

5.2.1. An Evaluation Committee will be established utilizing measures to ensure the integrity of the evaluation process. These measures include the following:

5.2.1.1. Selecting committee members who do not have a conflict of interest regarding this solicitation.

5.2.1.2. Facilitating an independent review of proposals.

5.2.1.3. Requiring the evaluation of the proposals to be based strictly on the content of the proposals.

5.2.1.4. Ensuring the fair and impartial treatment of all Offerors.

5.2.2. The objective of the Evaluation Committee is to conduct reviews of the proposals that have been submitted, to hold frank and detailed discussions among themselves, and to recommend an Offeror for award.

5.3. PROPOSAL EVALUATION CRITERIA

5.3.1. The State will evaluate proposals to determine if each Offeror meets all mandatory/minimum qualification requirements, if applicable. However, the State has the authority to waive non-material requirements in certain circumstances. (Reference Procurement Rule R-24-103-301-03). The mandatory and accessibility requirements are scored on a Pass/Fail basis and only those proposals found to meet all mandatory and accessibility requirements, other than non-material mandatory requirements waived by the State, can be considered for a Contract resulting from this solicitation.

5.3.2. Proposals will be evaluated by the Evaluation Committee using the evaluation criteria listed below. A total value evaluation method will be used. This means that the Evaluation Committee will thoroughly evaluate each proposal and determine which proposal best meets the CEO’s overall needs and is most likely to produce a successful outcome in accordance with the Scope of Work, considering all factors. The evaluators will consider whether the Scope of Work requirements in the solicitation have been addressed, how the capabilities of the Offeror meet the State’s needs, the quality of the approach proposed, the price, and any other aspect determined relevant to the evaluation criteria. Considerations will include:

5.3.2.1. the capabilities and experience of the Offeror,

5.3.2.2. the quality and thoroughness of the proposed strategies to administer the project and achieve the desired results within the set timeframe,

5.3.2.3. the quality and depth of experience relative to the minimum requirements and Scope of Work,

5.3.2.4. the extent to which the Offeror agrees or takes exceptions to Colorado’s Contract terms and conditions,

5.3.2.5. the completeness of submittal requirements outlined under Response Requirements,

5.3.2.6. any other aspect relevant to the evaluation criteria to determine whether they meet the Scope of Work requirements

5.3.3. The evaluation criteria to be used in evaluating the proposals are as follows (and are listed in no particular order):

5.3.3.1. Demonstrated experience and capabilities (Organization and Personnel) The Evaluation Committee will evaluate proposals to determine if the Offeror’s experience and capabilities, both those of the organization and its personnel, meet minimum qualifications, are similar to the proposed project in scope, size, and depth, and whether the demonstrated experience satisfactorily demonstrates their ability to successfully complete the project. The Demonstrated Experience and Capabilities proposal is only one factor in the award determination and will be considered but it may not be the primary factor.

5.3.3.2. Acceptance and ability to comply with Accessibility requirements This is pass/fail.

5.3.3.3. Technical Proposal

The Evaluation Committee will thoroughly evaluate each proposal to determine which proposal is most likely to produce a successful outcome in accordance with the Scope of Work. The Evaluation Committee will determine to what degree the Offeror has addressed all requested information, the feasibility of the success for the proposed approach to each task and deliverable and the alignment of the response with the State’s needs. The Work Plan proposal is only one factor in the award determination and will be considered but it may not be the primary factor.

5.3.3.4. Cost Proposal

While cost is always a factor in the award decision, lowest bid alone will not determine the awarded Offeror. The CEO and Evaluation Committee will make its award recommendation based on all evaluation criteria and the final determination of what is the best overall value to the State. The Cost Proposal will be evaluated based on whether the Offeror has addressed all requested costs and information and if the proposed costs are fair, reasonable, and necessary to support the activities outlined in the work plan. Pricing is only one factor in the award determination and will be considered but it may not be the primary factor.

5.4. DEMONSTRATIONS AND DISCUSSIONS

The Evaluation Committee may, if it deems necessary, request clarifications, conduct discussions or oral presentations, or request best and final offers. Per R-24-103-203-03, discussions may be held with responsible Offerors whose proposals are determined to be reasonably susceptible to be selected for award to:

5.4.1. Promote understanding of the State’s requirements and the Offerors’ proposals; and

5.4.2. Facilitate a contract that will be most advantageous to the State taking into consideration price and the other evaluation factors set forth in the request for proposals.

The Evaluation Committee may adjust its scoring based on the results of such activities. However, proposals may be reviewed and determinations made without such activities. Offerors should be aware that the opportunity for further explanation might not exist; therefore, Offerors should ensure that their submission is complete, and are encouraged to submit their best possible proposal, including pricing.

5.5. SINGLE PROPOSAL

If only one bid or proposal is received in response to a solicitation, an award may be made to the single bidder or offeror if the procurement official finds that the price submitted is fair and reasonable and that other prospective bidders or offerors had reasonable…