HomeMy WebLinkAbout2015.11.04 CEAP Agenda Packet AD-HOC CLIMATE ACTION
AND ENERGY PLAN COMMITTEE
Meeting Agenda
November 4, 2015 — 2:00 PM
Community Development Building, Siskiyou Room
51 Winburn Way
1. Call to Order
2. Approval of Minutes
• October 7th and 21 St
3. Public Form
4. Climate Plan Kick Off Event
• Final update on Kick off week programs and events
• Committee meeting with Dr Scott Denning (Nov 14th noon)
5. Climate & Energy Action Plan RFP
• RFP Review/scoring committee selection and responsibilities
6. Update on GHG Inventory project
7. Schedule and Agenda for Upcoming Meetings
+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.
Minutes for the Climate and Energy Action Plan ad hoc Committee
October 7,2015
Page 1 of 2
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
Page 2 of 2
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.
RFP—Community Climate&Energy Action Plan,10/22/2015 Page 2 of 7
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.
RFP—Community Climate&Energy Action Plan,10/22/2015 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 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
RFP—Community Climate&Energy Action Plan,10/22/2015 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 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.
RFP—Community Climate&Energy Action Plan,10/22/2015 Page 5 of 7
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
RFP—Community Climate&Energy Action Plan,10/22/2015 Page 6 of 7
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.
RFP—Community Climate&Energy Action Plan,10/22/2015 Page 7 of 7
City of Ashland
Minutes for the Climate and Energy Action Plan ad hoc Committee
October 21,2015
Page 1 of 3
MINUTES FOR THE CLIMATE & ENERGY ACTION PLAN ad hoc COMMITTEE
Wednesday, October 21, 2015
Siskiyou Room, 51 Winburn Way
1. Call to Order
Chair Rich Rosenthal called the meeting to order at 2:01 p.m. in the Siskiyou Room.
Committee members Stuart Green, Greg Jones, James McGinnis, Roxanne Beigel-Coryell, and
Bryan Sohl were present. Staff member Adam Hanks was present. Committee member Louise
Shawkat was absent.
2. Approval of Minutes
Beigel-Coryell/McGinnis m/s to approve the minutes of September 30, 2015, as presented.
Voice Vote: All Ayes. Motion Passes.
Rosenthal informed the group that at the previous night's Council meeting, the appointment of
Claudia Alick to the committee was approved. The Mayor is working on appointing one
additional member and some ex-officio members.
3. Climate Plan Kick Off Event
Rosenthal invited Marni Koopman to give an update to the group regarding the current event
plans. She gave a review of the planning progress to date. She informed the group that some of
the dates listed on the flyer in the packet are incorrect, but have been corrected on the final
version. Koopman reviewed the events planned for the week prior and gave a run-down of the
schedule for the November 15th event. She informed the group the planning group is in need of
volunteers, most particularly for setting up the event and for running the kids' activity area.
McGinnis gave an overview of the plans for the information gathering process. He described
some of the ways he would like to increase interactions between all event participants. He
believes the most important things to ask participants is, `what are you willing to personally do'
and `what should our community do'.
Jones expressed concerns that all the events occur in the lead-up to the kick-off event, but no
events are planned for after the kick-off. It seems backward to him. Group discussed how the
planning came about, and the challenges with calendar and timing. They also discussed some of
the events they hope will occur throughout this action plan creation process.
Group discussed ways to encourage kids to the kick-off event, as well as how to get them
involved throughout the efforts of this group.
Group asked Koopman about the event marketing plan. She informed the group what has been
done thus-far. She encouraged the group to help spread the word. Also stated they are still
looking for sponsors. To-date they have received lots of in-kind support, but very little in the
way of financial support.
Group discussed what questions will be asked as part of the First Friday polling. Rosenthal
requested that Koopman bring the exact list of proposed questions to the next committee meeting
Minutes for the Climate and Energy Action Plan ad hoc Committee
October 21,2015
Page 2 of 3
for further discussion and approval.
Rosenthal expressed concerns regarding the wording of the announcement of the November 9th
event at the Ashland School Board meeting. He requested that the word, "proposal"be changed
to, "presentation," as the Council and City have not endorsed this effort (it might be good, but it
has not been vetted by the City). We don't want people to assume this is endorsed by the City
without Council approval.
Group discussed the panel members and topics covered at the November 15th event. Hanks
agreed to represent the City. Additional Conservation Division staff will be manning the City's
booth. Group requested that Rosenthal participate in the event by doing a"summary" of what
was discussed at the end of the event. He agreed to participate. Group discussed which member
would do the 10 minute presentation regarding the action plan process. Sohl volunteered, so long
as he has assistance from staff in writing the speech. Hanks agreed to assist Sohl in writing. The
presentation will be an overview of how we got to this point in the action plan process and what
we hope will occur during the process.
Koopman stated that one of the presenters, Dr. Denning from Ft. Collins, will be in-town on
Saturday, November 14th and is willing to meet with this group, if they would like to. Group
agreed that they would like to meet informally with him at noon, location to be determined.
Rosenthal thanked Koopman for her time.
4. Public Forum
Barry Thalden—commented on what a great event this seems to be turning into. He wanted the
group to be sure to keep looking at the big picture, that the objective of this process is to make
change happen. He stated that this will take getting action into ordinance form. Suggested the
group make sure decision makers get involved, as ownership over the project is necessary for
approval down the line and to keep this from being a plan that sits on a shelf. He stated that it is
important to get both staff and Councilors involved. Gave examples of previous events in which
Councilors participated but no key staff were involved, so progress wasn't made. Encouraged the
group to get youth in the community involved as they will inherit these environmental problems.
Asked that the group to consider getting someone who represents the business community on the
committee. He believes the business community will need to take ownership over any
ordinances.
Sohl thanked Thalden for his information and reiterated his desire to have kids involved in the
kick-off event.
Huelz Gutchen— expressed excitement for the event. He stated that we should have done this two
years ago. He handed out information to commissioners and stated that he understands his
information is "techie" and hard to understand but it is important.
5. Climate and Energy Action Plan RFP
McGinnis stated he would like the contractor to identify and qualify"hidden" externalities and
their impacts. Group discussed whether this is beyond the expertise we're looking for and if it
Minutes for the Climate and Energy Action Plan ad hoc Committee
October 21,2015
Page 3 of 3
would cause an increase in costs. Group was concerned that asking for lots of focus on hidden
externalities isn't as useful as spending that focus and time on creating an achievable plan. They
determined that many externalities will be identified through the process and so the RFP does not
need to include this request.
Hanks explained that the points allocation regarding cost review typically isn't weighted as
heavily as the group requested at the last meeting. The scoring related to costs is separate from the
scoring related to all other aspects and is not based on low-bid amounts,but rather how clearly the
responder states or clarifies all their costs.
Group agreed to the following scoring totals:
Understanding of requested service = 10 points
Proposer's capabilities =20 points
Project team and qualifications =25 points
Resources =20 points
Response time= 15 points
Cost of service= 10 points
Group discussed where the RFP will be posted or advertised. Hanks requested that if group has
additional posting locations they should let him know.
Green/Sohl m/s to approve the RFP as amended. Voice Vote. All Ayes. Motion Passes.
6. Schedule and Agenda for Upcoming Meetings
The group agreed to continue meeting on the 1 St and the 3rd Wednesdays at 2:00 p.m., with the
understanding that some dates will need to be changed due to holidays or lack of agenda.
In the November 4th meeting they want to discuss 1) the final preparations for the November 15th
Kick-off meeting (including what will be each committee member's role in the event and what
questions will be asked on First Friday), 2)which committee members will participate on the RFP
scoring sub-committee, and 3) an update on the Greenhouse Gas Inventory process.
On November 14th at noon, those members interested will join Scott Denning from Fort Collins to
discuss the Fort Collins action plan process. Location to be determined.
Group is considering canceling the November 18th meeting. If it is held, they will have a debrief
on the Kick-off event.
7. Adjournment
Meeting adjourned at 3:30 p.m.
Respectfully submitted,
Diana Shiplet
Executive Assistant
City of Ashland
REQUEST FOR PROPOSAL
BANKING SERVICES
Evaluation Committee
Certification Denying Conflict of Interest
I, hereby certify that I have read the policy
statement defining conflict of interest as quoted below; that I understand the statement; that no
conflict of interest exists as therein defined which precludes an impartial evaluation of
proposals to be considered by me, and that if such a conflict should arise, I will immediately
disqualify myself from this evaluation/selection process.
A conflict of interest exists whenever these is a situation in which an evaluation committee
member, advisor or consultant may have financial or other interest or prejudice through
current or past association or relationship with any responding Proposer.
Potential conflict declared? Check one. El Yes El No
Evaluation Committee Member Name
(Please print or type)
Evaluation Committee Member Signature
Position/Title
Department/Division
Telephone Number/extension
Date
City of Ashland
Finance Department
PURCHASING
Date: September 17, 2015
To: Evaluation Committee Members
From: Karl Olson
Purchasing Representative
Telephone: 541-488-5354
Re: Evaluation Committee
Request for Proposal—Reeder Gulch Hydroelectric Project
Thank you for your willingness to serve on the above referenced evaluation committee for the RFP for Reeder
Project.Gulch Hydroelectric I will act as a facilitator and consultant on procedural matters; however, I will not
be a voting member of the Committee.
Accountability
One purpose of this memo is to inform you of the evaluation process and the responsibility of the Evaluation
Committee. The role of the Evaluation Committee is public, and as a member you are accountable for
everything you say, write, and do regarding the Solicitation, each proposal, and the evaluation process.
Please do:
✓ Refer all questions from outside of the Committee to me.
✓ Refer all requests for proposal clarifications to me.
Please do NOT:
✓ Discuss any aspect or opinion of Proposers,proposals, or proposal ranking outside the Committee forum.
✓ Accept gifts/meals from Proposers.
✓ Give preferential treatment to any Proposer.
The Evaluation Committee has the burden of determining compliance with Solicitation requirements and must
defend any rejections or low point scores, if challenged. Be thorough. Proposals must be fully compliant with
all requirements of the Solicitation, or they must be rejected.
Conflict of Interest
All members of the Evaluation Committee must sign a Certification „ statement prior
to serving on the Committee, which declares "real" and "potential" conflicts of interest, including what may be
perceived as a conflict of interest. The statement is included in the Evaluation packet. In the event a conflict of
interest does exist, it is in everyone's best interest that the member be replaced on the Committee.
Evaluation Criteria
The Evaluation packet includes a copy of the Request for Proposal and subsequent addenda. Proposals must
address all the Proposal and submission requirements set forth in the Solicitation, and must describe how the
services will be provided. Proposals which merely offer to provide services as stated in the Solicitation may not
be considered further.
RFP—Internet Bandwidth,Page 1 of 2
The Proposals will be scored by the Evaluation Committee according to how effectively the Proposer responded
to the Section titled Proposal Contents found on Pages 11-13of the RFP and the subsequent addenda that was
released. And, they will be evaluated and scored based on the Evaluation Process and Criteria found on Pages
15-16 of the RFP.
evaluated.This RFP requires the and then the costpLqposals will be opened and
The Evaluation Committee evaluates and scores each proposal based on the evaluation criteria and scoring
methodology established in the Solicitation. Committee members should independently review and assign
"Initial Points Awarded" prior to the meeting of the proposal evaluation committee meeting. Do not
complete the column titled "Final Points Awarded", prior to the discussion at the proposal evaluation
committee consensus meeting.
Evaluation Consensus Meeting
Because of the various resources, skills, and areas of expertise each Committee member brings to this process, it
is recommended that the Committee arrive at a consensus after discussion. It is at this point that the "Final
Points Awarded" are assigned. The Committee should feel comfortable with the justification and defense of
each score, so that any later perception of bias is eliminated, should there be a protest to contract award.
Proposal evaluations and scores become part of the Solicitation and contract files. Please note that these are
public records. . Proposers may
review evaluations of all proposals and may use the information to determine whether to submit a protest. Upon
the completion of the evaluation process, the score sheets will be forwarded to me so I can prepare a summary
of the evaluation results.
Scoring/Selection and Announcement of Contract Award
On the Committee's acceptance of the top ranking proposal, a final statement of work and a contract will be
negotiated and then reviewed and approved by the Legal Department. The contract recommendation will then
be presented to Ashland's City Council, serving as the Local Contract Review Board (LCRB), for final
approval. I will prepare and mail the required written notification to all Proposers, announcing the apparent
successful Proposer and the City's Notice of Intent to Award a public contract, which allows for a seven day
protest period.
The contract award will be final upon the following:
✓ The protest period has expired.
✓ The City of Ashland has provided written responses to all timely filed written protests denying the protests and
affirming the Award.
✓ The City Council has approved the final contract.
The final contract can then be officially signed and executed by the contractor and the City of Ashland.
Thank you for your commitment to the evaluation process. Please contact me if you have any questions or
concerns regarding procedural matters. You can reach me by telephone at 541-488-5354 and by email at
kari.olsonk ashland.or.us.
RFP—Internet Bandwidth,Page 2 of 2
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July 17, 2015
Thomas Keiner
CenturyLink Government
740 State Street, Floor 4
Salem, OR 97301
Dear Thomas:
Subj ect: NOTICE OF INTENT TO AWARD A PUBLIC CONTRACT
RFP—INTERNET BANDWIDTH
The City received four(4)proposals in response to the Request for Proposal for Internet Bandwidth. The
proposals were evaluated and scored by a three-person evaluation committee in accordance with the
requirements and evaluation criteria established within the Request for Proposal. Upon the completion of
the evaluation process, Hunter Communications was declared the highest ranked proposer. A copy of the
evaluation summary is enclosed for your review.
It is the City's intent to award a contract to Hunter Communications, which is subject to the final approval
of the City's Local Contract Review Board. Under AMC 2.50.030,the City Council is the designated
Local Contract Review Board. Therefore,the contract recommendation will be presented to the City
Council on August 4,2015.
In accordance with ORS 279B.135 and OAR 137-047-0610, this Notice of Intent to Award is being
provided at least seven(7) days before the Award of the Contract to each proposer who submitted a
proposal. A proposer may protest the Notice of Intent to Award a public contract in accordance with ORS
279B. 410. The written protest must specify the grounds of the protest and be received by the City of
Ashland within the seven(7) day protest period. The City of Ashland will promptly consider the protest
and issue a decision in writing.
The contract award will be final upon the following:
✓ The protest period has expired.
✓ The City of Ashland has provided written responses to all timely filed written protests denying
the protests and affirming the Award.
✓ The City Council has approved the final contract.
On behalf of the City of Ashland,we would like to thank you for participating in the RFP process. Your
time and efforts are greatly appreciated. If you have any questions or need additional information,please
call(541)488-5354.
Thank you.
Respectfully,
Kari Olson
Purchasing Representative
PURCHASING Tel:541-488-5354
City of Ashland Fax:541-488-5320
90 N. Mountain TTY:541-552-1234
Ashland,Oregon 97520
www.ashland.or.us