HomeMy WebLinkAbout2015.10.07 CEAP Agenda Packet AD-HOC CLIMATE ACTION
AND ENERGY PLAN COMMITTEE
Meeting Agenda
October 7, 2015 — 2:00 PM
Community Development Building, Siskiyou Room
51 Winburn Way
1. Call to Order
2. Approval of Minutes - Sept 30 minutes deferred to Oct 21 meeting
3. Public Form
4. Climate & Energy Action Plan RFP
• Review of updated draft RFP
• Recommend scoring criteria and weighting of scores
5. Climate Plan Kick Off Event
• Update from Kick off committee on questions/issues to include in event activities
• Input on most current event plans and documents
6. Agenda Items for Next Meeting
+C. ITY 0F
Ad Hoc Committee on Climate Change and Energy Action Plan
Scope of Work, August 19, 2015
The ad hoc Climate Change and Energy Action Plan Committee is charged with making
recommendations to the City Council regarding a climate change 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. These targets and
strategies may be short- mid-or long-term, and shall consider cost,feasibility,community acceptance
and likelihood of success,with an emphasis on voluntary measures that can be undertaken by different
sectors of the community. The plan shall include specific, measurable actions that citizens and local
institutions can undertake immediately upon adoption of the plan.
The Committee shall review similar plans in comparable communities,consult as necessary with local
subject matter experts in the areas of transportation, energy, land use and infrastructure (and other
areas as the Committee deems advisable), and identify implementation steps as appropriate.
The Committee shall, in consultation with City staff and consultants, determine its own work plan and
project timeline, however while the Committee may consult with and advise on its needs for consultant
services, City staff shall be the sole point of contact for consultants hired to work on the plan or
technical reports associated with the plan. Unless otherwise directed by the City Council,the Climate
Change and Energy Action Plan shall be delivered to the City Council by January 31, 2017.
The Committee shall, in the course of its work:
• Provide ample opportunity for public input and feedback; and
• Present its recommendations in writing so they can be easily shared with the public.
WIN/////F
CITY OF ASHLAND
REQUEST FOR PROPOSAL
Climate and Energy Action Plan
Plan Development and Public Engagement
Due Date and Time: : 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.
I. Background
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, 10/5/2015 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 prepare for climate extremes such as
prolonged heat waves or extreme and/or frequent flood events rather than upon projected average
conditions as the identified extreme events likely affect Ashland residents and resources the
most.
The plan will focus onboth mitigation and adaptation strategies and actions that form a
coordinated and integrated approach in serving community needs and expectations.
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.
Committee responsibilities include review and recommendation of the public
RFP—Community Climate&Energy Action Plan, 10/5/2015 Page 2 of 7
City of Ashland
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. Project Final Content/Deliverables
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
measuring each proposed implementation action's environmental, economic and social
costs and benefits to the community, its residents, businesses and other civic partners.
8. Formatting and display of implementation plan that assists City staff and City Council in
incorporating selected implementation actions into the City's budget process as
appropriate.
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
RFP—Community Climate&Energy Action Plan, 10/5/2015 Page 3 of 7
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 local resident and
community leaders participation based on major climate and energy topic area interest
and expertise.
4. Development of a corresponding project outreach and communication plan to illicit
quality involvement/input and maintain interest and project progress over project term
and into the implementation stage of the plan.
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. Any and all professional certifications potentially 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
RFP—Community Climate&Energy Action Plan, 10/5/2015 Page 4 of 7
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 Similar 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.
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
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 10 points
Demonstrate a clear and concise understanding of the scope of services being requested in
this RFP.
2.2 Proposer's Capabilities Maximum Score 20 points
Demonstrate capability to complete the requested services. Response must include:
RFP—Community Climate&Energy Action Plan, 10/5/2015 Page 5 of 7
City of Ashland
• (10 points) An explanation describing how the proposer can accommodate the varying
workload contemplated under the contract, including a description of anticipated response
times.
• (10 points) An explanation describing proposer's proximity to the project and how the
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.
2.3 Project Team and Qualification Maximum Score 25 points
• (5 points) Describe the extent of principal involvement
• (10 points) Include descriptions of similar 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 15 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.
2.5 Response Time Maximum Score 20 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 10 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 10
2.2 Proposer's Capabilities 20
2.3 Project Team and Qualifications 25
2.4 Resources 15
2.5 Response Time 20
RFP—Community Climate&Energy Action Plan, 1 0/512 0 1 5 Page 6 of 7
City of Ashland
2.6 Cost of Services 10
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 , 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(a,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.
RFP—Community Climate&Energy Action Plan, 10/5/2015 Page 7 of 7
City of Ashland
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 a ropriate climate a a tation strate ies an 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 resi ants,businesses and other civic artnersd
T e la 1 ten e t(�reSL�lt 1 G11 ate relate "wlns"for the co 1t�r in the near term an
also function as the foundation for sustained o war movement to ards longer term community
----------------
goa s 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.
I. Backiround
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,10/5/2015 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 oft e Co issio rase to o t e City Co ci is incu e for
reference in A e _ix A of the F .
It is anticipated and expected that the consultant selected for the Climate and Energy Action Plan
project will utilize 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 tan shall be base on the est a ost recent wiel® pte and available science( CC
AR5 ma else® T e lan s au i cor orate at fig e fission( essi iic} ro`ections
( C .5�an o ere issio (o i istic, romecion C 2. or . �.
e an s ou e ei ne to sit t e co unit® re4 are for ci ate extremes such as
roo �-e cat waves or extra e an for re e t flood events rat er t an u on ro®ecte average
conditions as the identified extreme events likely affect Ashland residents and reso rces t e
most.
, The plan will focus on at
rrlit anon an adaptation strategies and actions
®that far a coordinated qpd integrated
ap raa� 1n Se 1 �a � Linity nee �a ex eGtatlanS.
To guide the process and assist City staff with project and plan development oversight, Mayor
,-reef 4appointed Climate and Energy Action Plan ad-hoc committee has already
RFP—Community Climate&Energy Action Plan,10/5/2015 Page 2 of 7
City of Ashland
begun meeting and will play a pivotal role in the plan development and public engagement and
input process. Co mittee resonsi iliies include review and recom cnation oft e u lic
actions qBd potential phasin&T 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.
11.Proiect Final Content/Deliverables
A-1.Plan document—Contents
1. Incorporation as relevant of GHG Inventory results(in progress)for community baselines
2. Inclusion and gRqlysis of 1local historic,current and forecasted climate trend data in
sufficient detail for short,mid and long range target_se�tin and action planning
3. GHG reduction targets(short term,intermediate and long term)for a4-scopes(1,2,a,nd 3)
34 Climate adatation strategies and actions that coor ate with or auk ant
itiation strategies and action
��,;'� Clear articulation of the community's challenges and opportunities in meeting
GHG reduction goals
.:'i Potential implementation actions for achieving targets across multiple climate
categories(renewables,transportation,energy efficiency,waste,etc)and across multiple
community groups lik-e-LResidential.,Commer�cial�ove�mme�ntal�etcfe-,s-,��., 'It
e4e)with estimated action costs-,and-their estimated progress towards category target and
their abLlity_to be implemented within the community.
7. Development and use of a methodology to assist community decision makers in
measuring each proposed implementation action's environmental,economic and social
costs and benefits tothe co u its,its resi ants, usinesse an of er civic a Hers.®
6';8. Fo attin an is lad o i le entatio lan t at assists City staff n City
Councilprocess
as a �r�iqte.
7 9. Incorporation of best practices from other communities as appropriate and
relevant
10.Interaction and alignment of Climate and Ener)-y Action plan pp licies and im lementin
-
/actions with other-existing policies/master plans of the City such as the Comprehensive
Plan,Transportation Element and Transportation System Plan,Water Master Plan,etc as
relevant.
8,11. Identification of and recommendations for resolution of potential conflicts
between existin Cites olicies/ lens and the Cli ate and Ener coon lan sing
dgygloped.
12.Integration of other community partner GHG/Climate/Energy goals/targets,such as SOU,
Ashland School District,OSF,City,etc
9*13, Confirmation that proposed strategies and actions meet or exceed existing
re Tonal and state level H an Cli ate Action related policies anlans
RFP-Community Climate&Energy Action Plan,10/5/2015 Page 3 of 7
City of Ashland
1 11'" DeveloPmenta articulation of Mmethodology and tools for measurement
process/performance tracking metrics for plan achievement and progress
1 1:1 DeveloDment of an Oongoing reporting plan aligned with measurement process
plan to inform Council and public on efforts and achievements of plan over time
inclu ink reco enations on freuency and level of etail o reortin .
.Public Engagement Process
1. a c eve o e an execution of a public engagement and involvement
plan includes tools to solicit and record public input such as
online surveys,public forums,open houses,etc.
2. Pa lic ena s ant tan shall e esig e to ac ieve artici anon an i t fro__ all
s vel disabilities an
others shall be incor orate into t s enae ant an.
Public enae ant la all also i corporate o o hies for loca reside t and
communi interest
and expertise.
14 ant of a corres on ink� ro.ect Qoutreach and communication plan to
illicit quality involvement/input and maintain interest and project progress over project
term and into i s ale e tation stage of t o flan.
.Project Schedule and Proposed Timeline
J.Proposed project work plan and task level timeline for completion of project
services/deliverables
.Clear assignment of responsible party for each task(consultant,City staff,City
committee,etc)
III. Submittal Qualifications
The City's rote t is to c Dose e oat ailed fir /tea ass u on pro os a roar
method s, a1if�ica ions,ex erience,avails i i y,un er a in o roject and cost estimate.
Once a firm is s ovided in
the RF i11 e eve ode a ti izs fort e for roj act contract® T e final sco e o
services willidentify an a res upon sect sc e 1e,tasks, slivers lea n ex acts ex e ses
aj or task. T e agree u o ass ill also i entify res active res onsi ilities oft e
co s ltant,Citysstaff and Mayor--T aoints committee.
n
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A. Experience in Municipal Climate Action Planning in Cities of comparable size scale and
p p g p
complexity d.
® Any an all roessional ce ificatio s to tin relevant to roose rc +ect
���141...C Demonstrated understandin. oft e state of Ore on's re ulator construct relating
to climate action and energy topic areas.
B.D Ljjggge ant an facilitation skills and ex erience in a multitude of co unit
wide public input/feedback formats
G.E, Experience with GHG Inventory analysis evaluation and inlDlementation
Manning
RFP-Community Climate&Energy Action Plan,10/5/2015 Page 4 of 7
City of Ashland
Experience in both mitigation and adaptation olicies�strategies and action
... p
lannin
. 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
Formatted:Font:Bold,Underline
Formatted:List Paragraph
Formatted:List Paragraph,Numbered+
Level:1+Numbering Style:A,B,C,...+Start
at:1+Alignment:Left+Aligned at: 0.25"+
Indent at: 0.5"
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 proiect;as detailed and describedin
/ Formatted:Font:Bold,Underline
---------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------
g
Documentation and relevant ex erience of an planned project sub-contractors if
applicable.
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
ro ose a just ent .
Detailed description of your project proposal as it relates to each point for all
three elements of section II.Proiect Final Content/Deliverables / Formatted:Font:Bold,Underline
------------------------------------------------------------------------------------------
Additional information: Please provide a sitaijImAry a ative o yo r overall
understanin o t e ro ect an your reco en e a road in successf 11y co leing
t e pro*ect and any other information relevant for consideration.
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
price,as well as other considerations,including,but not limited to,experience,expertise,
un erstan ing of ro and ability to meet desired estimated project completion date.
RFP—Community Climate&Energy Action Plan,10/5/2015 Page 5 of 7
City of Ashland
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 10 points
Demonstrate a clear and concise understanding of the scope of services being requested in
this RFP.
2.2 Proposer's Capabilities Maximum Score 20 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.
• (10 points)An explanation describing proposer's proximity to the project and how the
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.
2.3 Project Team and Qualification Maximum Score 25 points
• (5 points)Describe the extent of principal involvement
• (10 points)Include descriptions of similar 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 15 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.
2.5 Response Time Maximum Score 20 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 10 points
In an attached sealed envelope,provide a summary of costs including: / Formatted:Font:Bold,Underline
Professional,technical,other professional/sub-professional rate(s)
• Estimated billable ours a"
or ro*ect ele e t,
• Direct non-labor costs that might be applicable;
RFP—Community Climate&Energy Action Plan,10/5/2015 Page 6 of 7
City of Ashland
Criteria Maximum Score
2.1 Understanding of Requested Services 10
2.2 Proposer's Capabilities 20
2.3 Project Team and Qualifications 25
2.4 Resources 15
2.5 Response Time 20
2.6 Cost of Services 10
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 d,,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.
RFP—Community Climate&Energy Action Plan,10/5/2015 Page 7 of 7
City of Ashland
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Joion us for the followeing events, planning an act*ion.3.1
Nov. 6 First Friday. Come check out the Pogue Climate snowflake art installation downtown
and learn about clean energy.
Nov. 613 Climate Week. Speakers, movies, music, bike parade, and more! Stay tuned.
IMOV- 14 The Hearth. Embracing Challenge: True Stories of Facing Life's Difficulties.
A fundraiser for clean energy for our schools.
1�40V', 11115 The Ashland Climate Challenge Kickoff with 0SF. Enjoy lunch from
local restaurants, with music, OSF performances, and panelists from
Fort Collins, Eugene, and Ashland about saving energy and lowering
emissions. Learn about the THPEE THINGS you can do to INSTITUTE
enter the Ashland Climate Challenge and win great prizes.
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Ongoing One year to develop the Community-led Ashland Climate and Energy Rogue
Action Plan and immediate implementation of fast-track actions. Climate
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10-2-2015
An Introduction to Maladaptation
Marni Koopman, Climate Change Scientist, Geos Institute
Below is an excerpt from draft paper on "Maladaptation" that a group of the leading
adaptation practitioners put together during the National Adaptation Forum last spring.
Maladaptation is "an action taken in response to climate change,but which creates
significant negative impacts that potentially outweigh any positive impacts." Maladaptation
is one of the side effects of proceeding with mitigation without considering adaptation.
Climate change is being felt across the globe, and the impacts are both worsening and accelerating. In
the U.S., climate change is now in the news on a daily basis, as record-breaking weather events become
the new normal.As cities and towns experience 1000 year floods, unprecedented drought, longer and
hotter heat waves, and superstorms in new areas, local decision makers are realizing that they must
act now to protect their residents and the resources they rely on.Just as climate change is no longer
something in the future, but something that is here and now, climate change adaptation is also here
and now. Climate change adaptation is happening, it is happening quickly,and across the board.
The field of adaptation is experiencing a predictable uptick in interest,planning and implementation.
In fact, even government officials and decision makers that are skeptical about climate change are
starting to take action because the changes can be seen and felt. Yet this is a nascent field, with only a
decade of pilot studies and strategy testing on which to base general principles and best practices.
Climate change adaptation is notyet widely taught in universities, there are no widely-distributed text
books,and practitioners are not,for the most part,certified or quality checked.A body of learning and
knowledge has been developing over the last decade, but a system of transfer from the innovators to
those making decisions on the ground is notyet in place. Understandably, this field is ripe for
experimentation, trial and error,and, at times,failure to implement the most sound approach for a
variety of reasons.Because of this, maladaptation is becoming startlingly common.
Ten Common Pathways to Maladaptation
Maladaptation can arise through different avenues or pathways(Barnett and ONei112010).
Oftentimes the pathways for maladaptation are a function of scale or timeframe. Because climate
change is complex,pervasive and long-term, adaptation must necessarily incorporate issues of
complexity,scale and timeframe;failing to do so often leads to maladaptation.Some of the common
pathways through which maladaptation is created,as identified in our NAF working session, include
the implementation of actions that:
1. cause a substantial increase in greenhouse gas emissions
2. disproportionately impact already stressed or disadvantaged populations
3. negatively impact already stressed or vulnerable ecosystems or species
4. reduce incentives for people to adapt to changing conditions
S. tie future generations into specific pathways, limiting their choices
6. sacrifice long term resilience for short term benefits
7. shift the risk or impact to other areas,sectors, or populations
8. incur high opportunity costs or waste limited resources with little to no positive benefit(e.g.
futile attempts, ineffective approaches)
9. incur unintended negative impacts that could have,within reason,been predicted based on the
best available information
10, knowingly incur negative impacts when other options are available
Some examples of maladaptation arising from mitigation strategies include:
• Incentives for renewable energy that benefit middle and upper income households,
thereby exacerbating income inequality
• Switching from coal or hydropower to natural gas,which has higher emissions than
coal in life cycle analyses (Tollefson 2013 and many others)
• Development of biomass energy that creates long-term reliance (demand) on forest
products for energy without considering climate change related changes in forest
composition and productivity, or the loss of carbon sequestration as demand for
forest products grows. Biomass energy has been shown to result in higher emissions
than coal (Manomet study for the State of Massachusetts 2010). Many eastern states
have stopped including biomass in their incentives for renewable energy.
• Failure to look at climate projections in developing mitigation strategies,thereby
resulting in insufficient actions (Fort Collins did this prior to their wildfires, floods,
and heat waves - they had to go back and revisit their mitigation actions because
they were insufficient in light of loss of urban tree canopy,water quality issues, and
increased demand for air conditioning).
• Renewable energy installed on viable farmland or wildlife habitat,which reduces
the options of future generations as their crop yields decline (from climate change)
and wildlife and plants need to move to new areas to persist. Washington and
California, for example, have been mapping out key wildlife climate refuges and
connectors in order to coordinate their adaptation and mitigation planning.
• False reliance on hydro power as "clean" energy. First, hydro power itself has
emissions associated with it (Li and Lu 2012; Beaulieu et al. 2014). But it is also
expected to be increasingly unreliable with climate change. California had to switch
much of its power production to natural gas due to drought. Natural gas creates
more heat trapping emissions than coal over its life cycle due to emissions of
methane at the drilling sites. This creates maladaptation because it worsens climate
change and long term impacts for future generations.
Action on adaptation SAVES MONEY over time
One primary approach to adaptation is "mainstreaming" or including climate change trends
and projections in ongoing decision making processes, replacing an outdated assumption of
stationarity or continued historic conditions (often unspoken,but there none-the-less).
Including climate change in every decision making process is vital to creating plans and
strategies that are realistic and that will be successful. By not including climate change
considerations in our everyday decision making processes,we are setting local
governments, businesses, and organizations up for failure and putting residents at risk. We
will be spending far more on fixing problems that could have been prevented by using the
latest information on climate change trends and projections.
Taking a narrow view just focused on mitigation will lead to a failure to protect outdoor
workers, low income elderly and infants, and other vulnerable populations from floods,
fires, heat waves, air pollution, loss of income, and disease/pests. We know that climate
change hits those that can least protect themselves the most.And natural systems. When
we continue to plan for historic flood zones and frequencies, historic forest cover and
wildfire, historic sea levels, and historic rates of disease and crop pests,we put people and
resources at risk. And we pay the costs down the line.
One of the biggest mistakes in developing mitigation without adaptation is the lost
opportunity for co-benefits,which save money from addressing numerous issues together
rather than individually. When we coordinate,we have opportunities to create a more
resilient community across all sectors. When we look at just energy, or just water,we miss
the opportunity to address multiple needs and stressors at the same time. If we can create a
clean energy community where low income populations are trained to install solar panels,
and are now middle income populations,we all benefit. Or a community where we restore
meadows,wetlands and riparian zones to hold more water and increase water quality,we
will use less money and energy for water treatment. Eugene, for example, pays upstream
land owners to protect riparian vegetation because it saves them money and energy
downstream. This is just one example of how adaptation, mitigation, and smart policies can
all go hand-in-hand.
Finally, this may sound a little preachy, but I think it is important to state. We developed
the strategies that led to climate change, income disparity, racial inequities, and
environmental degradation using a now outdated model of decision-making. Creating the
solutions to climate change will take a new model. It needs to be inclusive, transparent,
collaborative and focused on reversing many of the inequities of the past. We will have to
do things in ways that are uncomfortable and perhaps, feel a little bit out of our control. We
have a fantastic opportunity, right now, to dedicate significant resources to moving to clean
energy AND solving past inequities that stress our communities, rather than treating those
as separate endeavors (at twice the cost).
PLEASE take a look at this short video on the importance of integrating across mitigation
and adaptation and across sectors, featuring the mayor of Fort Collins and made by
Ashland's own Mark Yaconelli.
http://climatewise.org
"There's only 1/3 more CO2 now than there was in the time of Thomas Jefferson.
That's not that much, actually. We haven't seen very much climate change yet. We've
only had a 35% increase in CO2. Plan A is that, in this century,we'll have a 300% rise
in CO2.... You ain't seen nothin' yet."
"As long as we stay flexible, as long as communities can adapt to changes in the
climate and also changes in the way we make energy, it's going to be ok"
--Dr. Scott Denning, Professor of Atmospheric Sciences at Colorado State University