S-44000-00009951_Q and A.pdf

RFP # S-44000-00009951 Embodied Carbon Analysis Page 1 of 6

EMBODIED CARBON ANALYSIS

INTERMEDIATE SOLICITATION #S-44000-00009951

QUESTIONS & ANSWERS

Question Answer

Questions for RFP Section 1.1, Introduction

1 RFP pg. 3

The Introduction requests a “survey document” containing information about embodied carbon and GHG accounting in the built environment and building codes – do you already have a list of relevant building materials you want information about? Or do you want the offeror to specify a list of relevant materials to include in this deliverable?

What specific information or metrics do you want to collect about relevant building materials through this project?

Agency wants the bidder to specify a list of relevant materials to include in the deliverable.

Information to collect is inclusive of, but not limited to,

- the full life cycle (manufacturing, transportation, installation, maintenance, and disposal) of said products, and;

metrics of environmental impacts resulting from construction of the built environment using building codes.

Questions for RFP Sections 2.3. Overview and Purpose and 2.4, Scope of Work

2 RFP pg. 6, paragraph 4

Is it assumed that the bidder will define the criteria for the feasibility analysis of the suggested low carbon material alternatives?

Yes, the bidder will define the criteria.

3 RFP pg. 6 - 7

Is it expected that a prototype analysis will be conducted, i.e. building site and related infrastructure will be included in the physical scope of LCA quantifications?

No, a unique prototype analysis is not expected;

however, the bidder is free to include a prototype analysis if Bidder feels it would be valuable to the analysis.

4 RFP pg. 6 - 7

Is this scope delineated to material embodied carbon? Or is there an expectation to include operational carbon in the analysis?

Yes, there is expectation the bidder will include and make distinctions between material embodied carbon and operational carbon in the analysis.

5 RFP, pg. 7, paragraph 2 The context is in terms of the history of embodied carbon methodology, regulatory development, RFP # S-44000-00009951 Embodied Carbon Analysis Page 2 of 6

What does "embodied carbon history" mean in this context? Is that the spatial and temporal scope of “embodied carbon history”?

and GHG reduction applications in building code.

The bidder is free to include relevant spatial and temporal scope.

6 RFP, pg. 7, paragraph 2

What are the distinctions between primary and secondary sources of carbon?

This is referring to sources of information.

Primary sources provide raw information and first-hand evidence. Examples include interview transcripts, statistical data, and original work.

Secondary sources provide second-hand information and commentary from other researchers.

7 RFP, pg. 7, paragraph 2

What is the scope of building construction market to be analyzed (regional, state-wide, federal, other)

The bidder is free to analyze City, Statewide, Regional, Federal, and International construction markets for application to statewide building code.

8 RFP pg. 7

Is the scope for the embodied carbon analysis meant to be focused on materials used in the commercial sector or is there a specific sector you intend to focus on?

The Oregon state building code governs the construction and reconstruction of all buildings in Oregon, including single family residential, multi-family residential, and commercial construction. Any methods or materials used in the built environment would be within the scope.

9 RFP pg. 7

Can you elaborate on the type of technical assistance expected from the offeror following the delivery of the “analysis of options”? (this work will take place from September through December 2024)

Clarification:

Since Tasks 1-3 will be completed by August 30, any further information on Task 4 (as needed, from Sept – end of Dec) would help us provide more realistic cost estimates and we can better describe which technical services/assistance we could provide based on our capabilities/qualifications and relevant experience.

The intent of Task 4 is to have a mechanism to continue consultation, as needed, after the survey document is delivered. As part of Task, 4, the Agency may request follow up expertise or consultation opportunities to debrief technical aspects of building code-related embodied carbon.

Questions for RFP Section 3.3.5, Work Samples

10 RFP pg. 10

Our sample reports are confidential, can these be marked as confidential and not disclosed to the public?

Yes, these can be kept confidential. Please do the following when submitting your documents:

1. Include the complete work samples in your submission 1 (RFP Section 4.4.1). This is the

RFP # S-44000-00009951 Embodied Carbon Analysis Page 3 of 6 official record submission and will be used by the evaluation committee.

2. Mark submission 1 as “confidential” in OregonBuys.

3. Complete Attachment B, the Disclosure Exemption Affidavit (RFP Section 3.3.7).

4. Create a redacted version of submission 1 (redacted proposal), removing the actual work samples. Include a page labeled as “Work Samples” but indicate that this is redacted confidential information and leave the remaining page blank.

5. Submit Attachment B and the redacted proposal as submission 4 (RFP Section 4.4.1).

The redacted proposal will be used should the Agency receive any public records request.

Questions for RFP Section 4.5.4, References

11 RFP pg. 16, Section 4.5.4, References

Given that a lot of our clients are under a NDA, can we provide an internal reference (client account lead) that can connect you directly with our client?

Yes, the bidder may provide an internal reference.

Questions for RFP Section 4.7 Preferences

12 RFP pg. 19

Per Section 4.7 Preferences, Subsection

4.7.1. Oregon Supplies and Services, are

the services performed entirely in Oregon determined by the physical location of the Key Persons proposed for this project, or by the ability of the Offeror to prove it is duly authorized to transact business in the State of Oregon via the Secretary of State Business Registry number?

This preference is for being located in Oregon, meaning your company has a “brick and mortar” office where you are conducting the services in Oregon. It does not apply for having remote working employees who reside in Oregon, but your company is located in a different state.

Oregon Administrative Rule (OAR) 125-246-0330 requires all vendors who want to contract with the State of Oregon be duly authorized to transact business in Oregon in accordance with Oregon Revised Statues. This registration must be completed before the contract is executed and must remain active during the entire term of the contract. This is the registry number with the Oregon Secretary of State.

Questions for Sample Contract, Statement of Work

13 SOW pg. 23 - 24

In regards to SOW Tasks 2 and 3 of section 3.1.2 and 3.1.3, several relevant

Methodology and minimum requirement for quantification of operational greenhouse gas emissions is required.

RFP # S-44000-00009951 Embodied Carbon Analysis Page 4 of 6 national standards will be in draft form before the end of project schedule. Will it be acceptable to work off the draft versions realizing they may undergo revisions before final release, likely after the end date of this project?

Under SOW section 3.1.2, the first bullet states “A brief history of embodied carbon, voluntary and regulatory, for building materials including the methodology and minimum requirements for the quantification of embodied and operational greenhouse gas emissions.”

• Please confirm that it is not necessary to include methodology and minimum requirement for quantification of operational greenhouse gas emissions.

• If comparison of operational GHG emissions quantification methods and requirements in voluntary and regulatory schemes is required, please confirm this may be done at a high-level or by categorical comparison of the evolution of embodied carbon policies compared to operational carbon policies.

Yes, it is acceptable to be completed at a high-level or by categorical comparison of the evolution of embodied carbon policies compared to operational carbon policies.

14 SOW pg. 24

For SOW Task 2, please clarify the geographical scope of embodied carbon initiatives to be included in the history and state of the market summary.

The geographic limits are set by the current state of the market for assessing the full life cycle impacts of building products and materials used in construction. The bidder is free to include City, Statewide, Regional, Federal, and International scopes and their geographic limitations. Analysis would show how this might be applied to relevant embodied carbon initiatives.

15 SOW pg. 25

Under SOW section 3.1.3.1 Code-based Analysis, the RFP requests “Estimated GHG emissions reductions compared to existing policies and practices.” Are the existing policies and practices referring to those within Oregon State only, or also the effects of new municipal and federal policies? Does Oregon already have information on the expected GHG emissions reductions due to the existing

The RFP is requesting the bidder also include code-based analysis of new municipal and federal policies. It is not necessary to include estimates of reductions due to existing policies and practices.

RFP # S-44000-00009951 Embodied Carbon Analysis Page 5 of 6 policies and practices it is referring to or will we need to estimate these also?

16 SOW pg. 25

Under SOW section 3.1.3.2 Non-code-based Analysis, the RFP requests “(B) Potential cost impacts to professionals using the building code.” Please confirm the cost impacts of interest are those to professionals subject to non-code-based requirements for embodied carbon reduction.

Yes, 3.1.3.2 requests the cost impacts to professionals subject to non-code-based requirements for embodied carbon.

Miscellaneous Questions

17 Attachment F is currently downloaded as Attachment G – can you please upload the accurate form, ‘Certified Disadvantaged Business Outreach Plan.’

I apologize for this inconvenience. I have tried several times to upload the correct document and I do not understand why it is not keeping the document I attach and keeps reverting it to a different document. I have a help desk ticket in for this but have not received an answer yet. I will email the attachment to those who have submitted questions and anyone else who asks.

If I do not get a resolution to the issue by Wednesday, April 24th, please submit the documents without Attachment F, Certified Disadvantaged Business Outreach (COBID), and I will not mark this against anyone in my responsiveness review. I will separately email the attachment to the vendors who did not include the attachment after I have opened the responses and ask them to return the completed attachment to me by 12:00 pm (PT) on Thursday May 2nd.

18 Can you confirm that this project will be invoiced on a milestone basis? (i.e., upon completion of each deliverable from Tasks 1-4 on page 7)

Are submission documents required to be password-protected?

As per Attachment A, Sample Contract, Exhibit A, Statement of Work, Section 4, invoices and payments will be on a percentage basis of the associated task. Payment 3 and 4 will be made after receipt of the deliverables.

As per RFP Section 4.4.1, Agency is requesting that submissions not be password protected.

19 Is there a rough budget range that has been allocated to this research and analysis that we should target? We do not see one in the RFP.

Overall cost of the RFP is a determining factor, but not the only factor, being considered in the evaluation of this RFP. Cost can be negotiated with the Agency, but Agency currently has budgeted these Services as an intermediate procurement and the associated threshold limit.

RFP # S-44000-00009951 Embodied Carbon Analysis Page 6 of 6

20 Should we include any scope to support stakeholder engagement? If so, please describe the extent we should assume?

The RFP does not specifically ask for scope to support stakeholder engagement; however, the bidder is free to include this scope if deemed relevant and valuable to their survey document.

21 Please confirm that Attachment E - Cost Proposal Form requires no additional breakdown of the Total Lump Sum Cost for the Task (Tasks 1-3), and the Hourly Rates for qualified employees (Task 4).

The form does not require an additional breakdown of the lump sum cost or the hourly rate for employees.

22 We recently submitted a bid to ODEQ with a signed and notarized affidavit to keep our hourly rates confidential. May we refer to that bid for our hourly rates for Task 4, or do we need to submit them under disclosure exemption and obtain notarization again? We are fine with disclosing our price, just not our hourly rates.

Agency does require that you submit the Disclosure Exemption Affidavit (Attachment B) that is for this solicitation and not the one you completed for ODEQ since that is a different state agency.

Please do the following when submitting your documents:

6. Include the hourly rate on the Cost Proposal Form, Attachment F, in your submission 2 (RFP Section 4.4.1). This is the official record submission.

7. Mark submission 2 as “confidential” in OregonBuys.

8. Complete Attachment B, the Disclosure Exemption Affidavit (RFP Section 3.3.7).

9. Create a redacted version of submission 2 (redacted cost proposal), removing the hourly rate and indicate this is redacted confidential information.

10. Submit Attachment B and the redacted price proposal as submission 4 (RFP Section 4.4.1).

The redacted cost proposal will be used should the Agency receive any public records request.