HomeMy WebLinkAbout2015.10.07 CEAP Minutes Minutes for the Climate and Energy Action Plan ad hoc Committee
October 7,2015
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MINUTES FOR THE CLIMATE & ENERGY ACTION PLAN ad hoc COMMITTEE
Wednesday, October 7, 2015
Siskiyou Room, 51 Winburn Way
1. Call to Order
Chair Rich Rosenthal called the meeting to order at 2:00 p.m. in the Siskiyou Room.
Committee members Roxanne Beigel-Coryell, Stuart Green, Louise Shawkat, Greg Jones and
James McGinnis were present. Staff member Adam Hanks was present. Committee member
Bryan Sohl was absent.
2. Climate & Energy Action Plan RFP
Hanks stated the scoring and evaluation process in the draft RFP was from a different RFP, and
could be altered to suit the group's needs. More categories can be added, the group only needs to
ensure that the evaluation process is as objective as possible.
Group discussed whether the draft RFP contains all the specifics they want a contractor to work
on. Hanks stated that some of it is fairly generic so that we can see what applicants propose or
how they respond to the generic parts. The high details of deliverables will be specified in the
contract.
Group discussed whether they want to require as part of the project details a request that the
contractor provide evaluations as to how all proposed strategies relate to each other and to the
world at-large. Group determined that requesting connections with how they relate to city
policies makes sense by large-scale evaluations might raise the cost of the bids too high.
Adam Hanks left the meeting at 2:20 p.m.
Group discussed the desire to make the end report graphic-heavy. In other words, they would
like to make the final product easy to read for the general public. Decided at the very least there
needs to be a summary for ease of use by the community.
Group made additional changes to the draft RFP, as shown in the attached mark-up.
Group discussed the weighting of the final scores. Rosenthal suggested that the group consider
having Costs of Services be weighted stronger, particularly as The City has been clear as to what
this project has been allocated as far as funding. Group agreed to this suggestion and increased
the score from 10 to 20 points possible and to lower the Understanding of Requested Services
and the Proposer's capabilities scores by 5 points each to compensate for that increase.
3. Climate Plan Kick Off Event
McGinnis gave an overview of the proposed pre-kick-off events including the Hearth evening, a
movie at the Varsity, etc. He stated that the Ashland Climate Challenge website is now up and
running. The November 15th event will be from noon until approximately 4:00 p.m. and the last
hour will be dedicated to focus groups similar to a world-cafe event. The goals is to focus on just
a couple of questions for community feedback and input.
Minutes for the Climate and Energy Action Plan ad hoc Committee
October 7,2015
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4. Public Forum
Huelz Gutchen—thinks this is a wonderful group and is very impressed with the work they have
done so far. There is a lot of work left to do. Reiterated that the Ashland Climate Challenge
website is running. Stated that with the RFP going out 8 to 10 people should be hired to do the
work now. We need to hire "techie"people as technology is the solution. He wondered if the
group is comfortable with having people who don't really understand the techie aspects higher
the techie people. We need to hire people who have engineering degrees who can learn about
climate issues. He gave an example of how to speed up the process. Stated that externalities
change everything and that this is all good for community involvement but not good for gaining
technical knowledge. He thanked the group for their work.
5. Adjournment
Meeting adjourned at 3:32 p.m.
Respectfully submitted,
Diana Shiplet
Executive Assistant
CITY OF ASHLAND
REQUEST FOR PROPOSAL
Climate and Energy Action Plan
Plan Development and Public Engagement
Due Date and Time: 4-000 PM,Tuesday,November 17,2015
Contact: Adam Hanks,Project Manager
Office of the City Administrator
Telephone 541-552-2046
adam(&,ashland.or.us
The City of Ashland is requesting proposals for the development of a climate and energy action
plan intended to identify existing and potential vulnerabilities and develop an organized and
prioritized set of actions to protect people and resources from the ongoing impacts of climate
change.
The plan shall include targets and strategies for reduction of greenhouse gas emissions in
Ashland,as well as appropriate climate adaptation strategies and actions. These targets and
strategies shall identify short-mid-and long-term achievement timelines,and shall consider cost,
feasibility,community acceptance and likelihood of success,with an emphasis on,but not
limited to,voluntary measures that can be undertaken by different sectors of the community.
The plan shall include a set of potential specific,measurable actions across all plan categories
that citizens and local institutions can undertake immediately upon adoption of the plan. The
proposed actions shall be accompanied by a methodology to assist community decision makers
in measuring each proposed implementation action's environmental,economic and social costs
and benefits to the community and its residents,businesses and other civic partners
The plan is intended to result in climate related"wins"for the community in the near term and
also function as the foundation for sustained forward movement towards longer term community
goals and targets into the future.
The project requires a high degree of public,City and other civic partner engagement and
facilitation skills to ensure input and feedback on the plan elements is achieved with a broad and
inclusive reach across all sectors of the community.
1. Back2round
The Community
The City of Ashland,Oregon(population 21,400)is located at the southern tip of the Rogue
Valley,along Interstate 5,approximately 15 miles north of the Oregon-California border.
Nestled in the foothills of the Siskiyou Mountains,Ashland has a nationally recognized and
RFP—Community Climate&Energy Action Plan,10/22/2015 Page 1 of 7
City of Ashland
Tony Award-winning repertory theater company,the Oregon Shakespeare Festival(OSF)that
produces a variety of plays for some 400,000 visitors each year.
The city enjoys a thriving arts and music scene and is at the center of major recreational
amenities.The nearby Mt.Ashland Ski Area provides skiing and snowboarding,while hiking,
bicycling,rafting and backpacking opportunities abound in the region.
The community owns its own municipal electric utility,has an impressive parks and recreation
system and an outstanding public school district that has been consistently rated among the top
100 districts in the nation.-Ashland is also home to Southern Oregon University(SOU),with
close to 6,000 students.Ashland offers an eclectic lifestyle in an environment that promotes
communications and collaborative relationships at all levels and encourages citizen participation.
The Project
The Ashland City Council,with support and encouragement from its Conservation Commission,
concluded its most recent multi-year strategic planning effort with the inclusion of the following
in its two year goals and objectives list:
"Prepare for the impact of climate change on the community—Develop and implement a
community climate change and energy plan"
The Conservation Commission has spent considerable time over the past several years reviewing
and researching sustainability and climate action planning efforts of other communities within
Oregon and beyond and that work has helped propel the Council and the community to
undertake a greenhouse gas inventory that is currently underway and scheduled for completion in
January of 2016. Previous work of the Commission presented to the City Council is included for
reference in Appendix A of the RFP.
It is anticipated and expected that the consultant selected for the Climate and Energy Action Plan
project will utilize the previous work of the Commission and the GHG inventory as a technical
foundation for the plan development and will include a robust public engagement plan to ensure
that the community is a primary and involved stakeholder in the plan development and its
proposed implementing actions.
The plan shall be based on the best and most recent widely accepted and available science(IPCC
AR5 models). The plan should incorporate both high emission(pessimistic)projections
(RCP8.5)and lower emission(optimistic)projections(RCP 2.6 or 4.5).
The plan should be designed to assist the community in prepariRge for climate extremes such as
prolonged heat--waves or extreme and/or frequent floodiqg events rather than upon projected
average conditions.
th st
The plan will focus on-both mitigation and adaptation strategies and actions-that form a
coordinated and integrated approach in serving community needs and expectations with an
e axis on of vol nar an olic aco s.
To guide the process and assist City staff with project and plan development oversight,-a Mayor-
appointed Climate and Energy Action Plan ad-hoc committee has already begun meeting and
will play a pivotal role in the plan development and public engagement and input process.
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City of Ashland
Committee responsibilities include review and recommendation of the public
engagement/involvement plan,setting of targets,prioritization of implementing strategies and
actions and potential phasing of initial implementation.
The final draft of the Climate and Energy Action Plan is expected to be complete and ready for
presentation to the City Council in January of 2017.
II.Proiect Final Content/Deliverables Comment[ti]:Group would like a"summary"
narrative here to clearly define what we're looking
for-it will provide better clarity than all the
numbers by themselves.
A.Plan document—Contents
1. Incorporation as relevant of GHG Inventory results(in progress)for community
baselines,
2. Inclusion and analysis of local historic,current and forecasted climate trend data in
sufficient detail for short,mid and long range target setting and action planning
3. GHG reduction targets(short term,intermediate and long term)for scopes 1,2,and 3
4. Climate adaptation strategies and actions that coordinate with or augment mitigation
strategies and action.
5. Clear articulation of the community's challenges and opportunities in meeting GHG
reduction goals.
6. Potential implementation actions for achieving targets across multiple climate categories
(renewables,transportation,energy efficiency,waste,etc)and across multiple community
groups(Residential,Commercial,governmental,etc.)with estimated action costs,their
estimated progress towards category target and their ability to be implemented within the
community.
7. Development and use of a methodology�to assist community decision makers in / Comment[t2]:#7 and#14 seem to be identical.
-� If one is meant to be pointed to efforts during plan
measuring each proposed implementation actions environmental,economic and social development and the other for
costs and benefits to the community,its residents,businesses and other civic partners. efforts/tracking/evaluating on-going after the end of
the process it needs to be clearer.
8. Formatting and display of a rra hies-rich implementation plan that assists City staff and
- Comment[t3]:Is a statement of wanting a
City Council in incorporating selected implementation actions into the City's budget "laymen's-term summary"necessary?In other
words,a portion of the final document must be easily
process as appropriate. understood by the community rather than a tech-and
text-heavy document only good for professionals.
9. Incorporation of best practices from other communities as appropriate and relevant.
10.Interaction and alignment of Climate and Energy Action plan policies and implementing
actions with existing policies/master plans of the City such as the Comprehensive Plan,
Transportation Element and Transportation System Plan,Water Master Plan,etc.as
relevant.
11.Identification of and recommendations for resolution of potential conflicts between
existing City policies/plans and the Climate and Energy Action plan being developed.
12.Integration of other community partner GHG/Climate/Energy goals/targets,such as SOU,
Ashland School District,OSF,City,etc.
13.Confirmation that proposed strategies and actions meet or exceed existing regional and
state level GHG and Climate Action related policies and plans.
14.Development and articulation of methodology and tools for measurement
process/performance tracking metrics for plan achievement and progress. Comment[t4]:see comment on#7.
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City of Ashland
15.Development of an ongoing reporting plan aligned with measurement process plan to
inform Council and public on efforts and achievements of plan over time including
recommendations on frequency and level of detail of reporting.
B.Public Engagement Process
1. Development and execution of a public engagement and involvement plan that includes
tools to solicit and record public input such as online surveys,public forums,open
houses,etc.
2. Public engagement plan shall be designed to achieve participation and input from all
segments of the community. Factors such as age,ethnicity,income level,disabilities and
others shall be incorporated into the engagement plan.
3. Public engagement plan shall also incorporate opportunities for loea+eskle ,-citizens and
stakeholders participation based on major climate and energy
topic area interest and expertise.
4. Development of a corresponding project outreach and communication plan to. foster
quality involvement/input and maintain interest and project progress over project term
and into the implementation stage of the plan. comment[ts]:would like alternate Word for
illicit and a more clear sentence
C.Project Schedule and Proposed Timeline
1.Proposed project work plan and task level timeline for completion of project
services/deliverables
2.Clear assignment of responsible party for each task(consultant,City staff,City committee,
etc)
III. Submittal Qualifications
The City's intent is to choose the most qualified firm/team based upon proposed approach,
methods,qualifications,experience,availability,understanding of project and cost estimate.
Once a firm is selected,a detailed scope of services,based upon the general scope provided in
the RFP, will be developed and utilized for the formal project contract. The final scope of
services will identify an agreed upon project schedule,tasks,deliverables and expected expenses
by major task. The agreed upon tasks will also identify respective responsibilities of the
consultant,City staff and Mayor appointed committee.
A. Experience in Municipal Climate Action Planning in Cities of comparable size,scale and
complexity
B. ®rofessional certifications a relevant to proposed project
C. Demonstrated understanding of the state of Oregon's regulatory construct relating to
climate action and energy topic areas.
D. Engagement and facilitation skills and experience in a multitude of community wide
public input/feedback formats
E. Experience with GHG Inventory analysis-,evaluation and implementation planning
F. Experience in both mitigation and adaptation policies,strategies and action planning
Experience with communities that own/operate their own municipal electric utility and/or
experience with communities that reside within a local electric co-op or similar structure with
local control of electric utility decision making
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City of Ashland
IV.Submittal Requirements
Proposals must contain the following information:
A. Provide the name,address and telephone numbers of your company,including the name
of the primary contact person and his/her telephone number,fax number and email
address.
B. The proposed make-up of the consultant team,including background of their expertise
and experience relevant to the proposed project_as detailed and described in section III.
Submittal Qualifications Documentation and relevant experience of any planned project
sub-contractors if applicable.
C. A statement affirming the applicant's ability to meet the stated estimated project timeline
in the proposal for service. If not able to meet the listed target completion date,
application shall include applicant's proposed completion date and explanation for
proposed adjustments.
D. Detailed description of your project proposal as it relates to each point for all three
elements of section II.Project Final Content/Deliverables
E. Additional information: Please provide a summary narrative of your overall
understanding of the project and your recommended approach in successfully completing
the project and any other information relevant for consideration.
E.F. References Sa le o revious work?
V.Method of Award
More to come from Purchasing Agent
VI.Evaluation Process
1. Evaluation Committee
Proposals will be evaluated by a committee of key City personnel and select members of the
Climate and Energy Action Committee. The City's intent is to award the contract to the
proposer whose proposal will best serve the interests of the City of Ashland,taking into account
the scoring criteria below price,as well as other considerations,including,but not limited to,
experience,expertise,understanding of project and ability to meet desired estimated project
completion date.
2. Scoring Criteria
Scoring will be based upon the following described categories.The proposer must describe how
each of the requirements specified in this RFP are met.Responses should be clear and concise.
2.1 Understanding of Requested Service Maximum Score 5 points
Demonstrate a clear and concise understanding of the scope of services being requested in
this RFP.
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City of Ashland
2.2 Proposer's Capabilities Maximum Score 15 points
Demonstrate capability to complete the requested services.Response must include:
• (10 points)An explanation describing how the proposer can accommodate the varying
workload contemplated under the contract,including a description of anticipated response
times. / Comment[t6]:This and section 2.5 are identical.
• (10 points)An explanation describing proposers proximity to the project and how the need to come up with a new bullet here or remove itentirely.
proposer can cost effectively accommodate working on this project.Describe proposer's
branch or satellite offices that will provide the requested services,indicate their location(s)
and which services they are able to perform. Comment[t7]:Group wondered if there should
be something requiring they clarify how they plan to
engage the community?Group suggested:
2.3 Project Team and Qualification Maximum Score 25 points How does proposer plan to engage the community?
What ability or limitations(distance)do they have to
physically meet with constituents?
• (5 points)Describe the extent of principal involvement Detail the number of hours and site visits?
• (10 points)Include descriptions of two or more relevant projects,project
outcomes and customer feedback received(if any).
• (10 points)Describe the experience and qualifications of proposed project manager(s),
(whether they are from the prime or a subconsultant)with similar interdisciplinary teams.
Include descriptions of similar projects,project outcomes and customer feedback received(if
any).Also provide information regarding key staff members(including subconsultant staff)
who are anticipated to perform services.
2.4 Resources Maximum Score 2 points
Demonstrate proposer's resources available to be allocated for the proposed scope of
services.Describe any specialties or unique strengths that relate to the services requested in
this RFP.Include a brief description of new or innovative methodologies or techniques to be
used.Including the ability to provide the needed resources.
2.5 Response Time Maximum Score 5 points
This criteria relates to how quickly the consultant can begin and complete the project.The
consultant must demonstrate how time will be managed.
2.6 Cost of Services Maximum Score 4-0-20 points
In an attached sealed envelope,provide a summary of costs including:
• Professional,technical,other professional/sub-professional rate(s)
• Estimated billable hours by major project element
• Direct non-labor costs that might be applicable;
Criteria Maximum Score
2.1 Understanding of Requested Services 4.05
2.2 Proposer's Capabilities -2015
2.3 Project Team and Qualifications 25
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City of Ashland
2.4 Resources 4-520
2.5 Response Time -2015
2.6 Cost of Services 4-020
TOTAL 100 Points
After the proposals are reviewed,additional information may be requested for final evaluation.
The City of Ashland reserves the right to cancel this RFP at its sole discretion.
PROPOSAL REQUIREMENTS
Proposals are due by 4-000 PM,Tuesday,November 17,2015,at the following physical or e-
mail address:
City of Ashland
Adam Hanks,Project Manager
20 East Main St
Ashland,OR 97520
adam(&,ashland.or.us
• Proposals shall contain the required information and provide responses to the key
elements within this Request for Proposal.
• Late and/or incomplete proposals will not be considered.
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City of Ashland