RFP 22-018 Greenhouse Gas Emissions Inventory. Due March 9, 2022 at 5:00 pm City of Elgin, 150 Dexter Court, Elgin IL 60120-
5555 Email: firstname.lastname@example.org Proposer Name: __________________________________
CITY OF ELGIN, ILLINOIS, REQUEST FOR PROPOSALS
INSTRUCTIONS TO VENDORS
The City of Elgin requests proposals for Greenhouse Gas Emissions Inventory. This proposal process and award of the contract are
made in conformance with Elgin Municipal Code Title 5. The City of Elgin reserves the right to reject any or all proposals, or any part
thereof, or to accept any proposal or any part thereof, or to waive informalities in any proposal, if deemed to be in the best interest of
the City. PLEASE SUBMIT PROPOSAL WITH ONE ORIGINAL AND ONE FLASH DRIVE with the proposal number and name,
time of opening, and company name clearly marked on the envelope to the City of Elgin Purchasing Department, 150 Dexter Court,
Elgin, IL 60120-5555.
Prior to proposal opening, a Vendor may correct, modify or withdraw its proposal by making the request in writing prior to the time and
date for the proposal opening. All corrections and modifications must be delivered to the Purchasing Department in a sealed envelope
with a notation on the envelope indicating that it contains a modification or correction to the original proposal submitted, and identifying
the proposal by name, number and opening date.
Proposal awards made by the City Council of the City of Elgin may be corrected or amended in the sole discretion of the City Council
prior to the city’s execution and delivery of a signed agreement to a Vendor.
Proposals must be signed by an authorized official of the Vendor’s organization, and the name of the official and title typed below the
signature. Proposals must be sealed in an envelope clearly marked with proposal name and due date written thereon. Faxed proposals
will not be accepted. No proposal may be withdrawn after the scheduled closing time for receipt of proposals for 60 days. Award shall
be made within 60 days unless award date is extended.
Purchases made by the City of Elgin are exempt from the payment of federal excise tax and State of Illinois sales tax and any such taxes
must not be included in the proposal prices. Unless otherwise indicated, deliveries are FOB destination Elgin, Illinois.
In the case of a conflict between unit price and extended price, unit price shall take precedence. If goods are not delivered or services
are not performed within the time frame specified in the Request for Proposal (or where no time is specified, within a reasonable time
frame) the City of Elgin reserves the right to cancel the order or any part thereof.
If required in the specifications, the Vendor must submit with its proposal a certified check or bid bond in the amount of five percent
(5%) of the total base proposal, or other amount indicated herein, payable to the City of Elgin, as a guarantee that the selected Vendor
will sign a contract and provide any required bonds or insurance within fifteen days of receiving the contract. The proceeds of the
proposal guarantee shall become the property of the City if, for any reason, the selected Vendor withdraws its proposal before its
expiration or cannot provide a signed contract, bonds and/or insurance within ten days after award.
Proposals will be considered on goods complying substantially with specifications provided each deviation or alternative is identified
and described in an attachment to the proposal. The City of Elgin reserves the right to determine whether such deviations or alternatives
are acceptable. Brand names that may be mentioned in specifications as used only as a reference to the type and quality of goods desired
unless otherwise indicated.
The selected Vendor(s) must comply with all laws, rules and regulations pertaining to public contracts as adopted by the State of Illinois
and the City of Elgin, including but not limited to the payment of prevailing wages.
Proposals must contain:
1. A signed Tax/Collusion/Debarment Affidavit
2. A signed Agreement. If awarded a contract, a fully executed copy will be sent to you.
3. A completed Bidder’s Employee Utilization Form (if you employ 5 or more persons).
4. A signed Sexual Harassment Form
5. Any other information or materials required in the specifications.
Bid announcements can be found on the City of Elgin Home Page at www.cityofelgin.org
Request for Proposals – Greenhouse Gas Emissions Inventory
The City of Elgin is seeking proposals from professional consultants to conduct a Greenhouse
Gas Emissions Inventory (“inventory”) of the year 2021 within the corporate limits of Elgin.
The City of Elgin adopted a resolution declaring a climate emergency on June 10, 2020. To
mitigate and adapt to the effects of a changing climate, the City of Elgin requires the services of
a qualified consultant to complete a baseline greenhouse gas emissions inventory within the
corporate limits of Elgin. The inventory will provide a current understanding of Elgin’s
greenhouse gas emissions and inform the implementation of a climate action plan, in order for
meaningful emissions reduction goals to be set.
The inventory shall be completed according to the methodology and reporting template
outlined by the Global Protocol for Community-Scale Greenhouse Gas Emissions (GPC)
standards at the BASIC level. While the BASIC level is the minimum expectation for the
inventory and is what consultants should focus on in their response, the city is also interested in
the possibility of surpassing the BASIC level to comply with the GPC’s BASIC+ level. In addition
to the BASIC level proposal response, include a description of additional steps and activities
that the BASIC+ level would require and that is deliverable by the consultant. Additionally,
include an estimate of cost at both the BASIC and BASIC+ level in Part B of the proposal.
While the city seeks to establish a baseline emissions inventory and specific emissions
reduction targets, the inventory will also aid the city in measuring in-boundary sources of
emissions and identifying potential reductions. Emissions data should be broken out by sector,
and emissions related to local government activities should be broken out from the community-
wide report. Major emission contributors within sectors shall be identified to aid in prioritizing
mitigation opportunities. Data sources must be clearly identified, and use of sources described
to ensure completeness, consistency, transparency, and accuracy.
To achieve meaningful and measurable emissions reductions, setting science-based emissions
reduction target(s) is important to the city. Utilizing the most up to date science, the consultant
shall establish science-based emissions reduction targets for the city, broken out at intervals
through 2050. Taking into consideration the interruption to normal activities due to the global
pandemic, the consultant shall provide a recommendation for the base year to be used. An
estimate of this cost should be broken out in Part B of the proposal.
In addition to measuring emissions, the city is interested in measuring amounts of carbon
dioxide sequestration, such as in forests, vegetation, soil, and/or inland waters. The consultant
should address in their RFP response the ability to calculate carbon sequestration and
associated sources, and the ability to account for the calculations in the overall inventory. An
estimate of this cost should be broken out in Part B of the proposal.
Additionally, the city expects to explore ways to manage and display the collected data, as well
as track future progress, such as with an online visualization or tracking tool. Examples of such
tools may be dashboards, platforms, software, workbooks, or other types of displays that aid in
the tracking and sharing of data collected from the inventory. The consultant should explain
any such tool they leverage, how the city may utilize it during and/or after the inventory, the
ability to dynamically interact with the tool, as well as the ability to engage the community in
use of the tool.
Throughout the inventory the consultant is expected to communicate regularly with city staff.
Upon completion of the greenhouse gas emissions inventory, the selected firm shall submit a
final written report that is suitable for publication. Additionally, the selected consultant shall
lead, at a minimum, one session demonstrating inventory methodology and a minimum of one
session detailing the final report and findings. Finally, the consultant should prepare staff to
maintain and manage the inventory, with the purpose of preparing staff to continue tracking
progress towards established targets
Please address any questions to Daina DeNye, Purchasing Officer, at email@example.com
no later than March 4, 2022 at 5:00pm.
• Issue RFP February 24, 2022
• Proposal Questions Due March 4, 2022 at 5:00 pm
• Proposal Submission Date March 9, 2022 at 5:00 pm.
• Interviews with Finalists March 16-23, 2022
• Proposal Negotiation March 25, 2022
• City Council Authorization April 27 & May 11, 2022
• Notice to Proceed May 13, 2022
SCOPE OF WORK AND SERVICES
The firm will:
a. Conduct a 2021 greenhouse gas emissions inventory of the corporate limits of the city,
breaking out municipal emissions from community emissions. Develop a work plan with
clear roles, responsibilities, and timelines.
b. Use the most current best practices and comply with the GPC BASIC level requirements
at a minimum, up to GPC BASIC+ level requirements. Assess and report on Scope 3
emissions where possible.
c. Report emissions in tons of carbon dioxide equivalent and per gas, and identify major
emissions contributors in each sector.
d. Establish science-based emissions reduction target(s) through 2050.
e. As able, report on carbon dioxide sequestration amounts and associated sources.
Include sequestration amounts into overall inventory.
f. Leverage a visualization or tracking tool to organize data, such as a dashboard, platform,
software, or other, of which city staff will have access to and may be shared publicly.
g. Compile all supporting documents, data, and calculations gathered or created during
the project into the project management platform ‘Box,’ for city staff to reference
during and after the inventory. All data collected related to the inventory will be the
property rights of the city.
h. Assess and address the impact to equity by municipal and community emissions.
i. Compile inventory results and present a narrative report to the City of Elgin. The report
shall include, but is not limited to, key conditions, methodology, application of the GPC
standard, assumptions or uncertainties, science-based target(s), findings, comparison of
findings to nearby or comparable communities, equity considerations, relevant graphics
to illustrate concepts, and be suitable for publication. The consultant shall provide a
draft version of the report for city staff to review prior to issuing a final report.
j. Attend at least one Sustainability Commission meeting and/or one City Council meeting
to present and discuss the final report and inventory methodology.
k. Work closely with city staff throughout the project to provide progress reports.
l. Prepare staff to maintain and manage the inventory upon inventory completion.
Part A: Narrative
In general, Part A of the proposal should adequately address the project objectives and desired
work products. Also included in Part A should be a description of the project team and its
qualifications and a list of current active projects and completed similar projects. For the
purpose of evaluating alternate proposals, the city will review, at a minimum, the following
1. Qualifications and Experience
A primary component of the proposal will be information regarding the experience and
qualifications of the firm. The following minimum information must be submitted:
i. Identification of project manager, with description of past project management
experience such as: project description, level of involvement, and emphasize
performance related to cost control and ability to meet schedules. For team
members or proposed sub-consultants, the city will look for similar data as that
provided for the prime consultant.
ii. Qualifications of project team, including resumes of personnel that will be
directly involved with the project.
b. Review of project(s) of similar nature
i. Complete description of similar project(s) with client references, the duration,
location, year performed, and status or outcome of project(s). Specifically note if
the project was completed to GPC BASIC or BASIC+ level requirements.
c. Firm Description
i. Years in business
ii. Mission statement (Mission, vision, and/or purpose statement encouraged)
d. Professional services provided in-house and professional services to be contracted.
e. List any information you would need from city representatives prior to the project.
2. Inventory Approach and Execution
a. The firm should discuss ability and experience to complete an inventory at the GPC
BASIC level, and, if applicable, ability and experience to complete an inventory at the
GPC BASIC+ level. Include the financial impact related to each level in Part B of the
proposal. Discuss experience assessing and reporting on Scope 3 emissions.
b. Address methodology to conducting a city-wide emissions inventory, that reports
community and municipal emissions separately and addresses equity.
c. Address ability and approach to assessing sources and amounts of carbon sequestration,
and associated reporting process. Include an estimate of this cost in Part B.
3. Establishing Targets and Modeling Progress
a. The firm should discuss setting science-based emissions reduction targets and tracking
progress towards set targets.
b. The firm shall discuss the use of any visualization and/or tracking tools they leverage,
such as dashboards, platforms, software, or other types of displays that aid in tracking
and sharing of data collected from the inventory. If applicable, the firm shall discuss how
the tool can be used, features of the tool (i.e. dynamic interaction), who can utilize it
(i.e. city employees, the public), and ownership or utilization capability by the city upon
completion of the inventory.
4. Final Report and Direction for Continued Inventory Management
a. The firm shall address incorporating equity considerations as it relates to GHG emissions
and include an equity lens in the final report.
b. Taking into consideration final report expectations detailed in ‘Anticipated Services,’
discuss expected completion timeline of final report upon completion of inventory.
c. With the purpose of preparing city staff to maintain and manage the inventory after
completion, the firm should discuss the measures it may take to direct city staff on
continued inventory management and continued progress tracking.
a. Although the city in its RFP attempted to identify the services required, this should not
constrain the firm in the development of a scope they believe is necessary to meet the
city’s objectives. The city will be receptive to alternative scopes of services and
encourages creativity and innovation for the desired end results.
b. Other relevant material as needed to exhibit the firm’s ability to perform the work.
c. Detailed expectations with respect to the City of Elgin’s role.
Part B: Fee
This part of the proposal shall be sealed and separate from Part A. It will include the detailed
cost estimate to furnish the services detailed in this proposal. Clearly separate costs shall be