Sample Request for Proposals

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Sample Request for Proposals

  1. 1. TIPS FOR PREPARING YOUR REQUEST FOR PROPOSALS (RFP) 1. Keep it Simple! The longer and more detailed your RFP is (e.g., several pages of boilerplate requirements, etc.) the more difficult it will be for any Verification Body to respond, resulting in fewer responses and higher proposed fees. Consider using the attached Sample RFP as a template. 2. Get a second opinion: E-mail your RFP to multiple Verification Bodies to ensure that you get a range of responses. Accredited Verification Bodies as well as ANSI Applicants can all be found on The Registry website’s List of Verification Bodies. 3. Provide an overview: You will receive more accurate cost estimates when you provide a clear outline of your organization’s GHG inventory. The Registry recommends attaching your inventory management plan and CRIS report to your RFP. You may also want to consider issuing a Request for Information (RFI). An RFI typically requests less information than an RFP, so you may get a higher response rate than from a more formal RFP, although the estimate is a ballpark figure. You can always call Registry- recognized Verification Bodies to talk about verification costs. Regardless of which method you use, the more complete information you can provide to Verification Bodies, the more accurate any quote will be. 4. Start early! Make sure as you develop the scope of work and timeline to allow enough time to complete verification activities; as is normal when doing something for the first time, the process will always take longer than you might think. Plan for rounds of corrective action and revision. Please allow time for administrative steps as well. For instance, after you have selected a Verification Body, they must submit a conflict of interest assessment (COI) form to The Registry and allow at least 15 business days for The Registry to provide a COI determination letter before signing the contract for verification services. The Verification Body must also submit a Notification of Planned Facility Visits form 15 days in advance of the first facility visit. 5. Keep administrative requirements to a minimum. Consider your requirements and all of the information you are requesting – is each component necessary? Are your requests already addressed by The Registry’s policies and program requirements (e.g. professional indemnity insurance, COI assessment)? Is the requirement warranted based on the scope of work and costs of services to be performed? 6. Consider all your reporting obligations. If you have multiple mandatory and voluntary reporting obligations, there may be a single Verification Body that can perform all of these services for you to avoid dual verification processes and keep your verification costs low. If you need your GHG verification to satisfy the requirements of multiple programs, make sure that the scope of work that you present in your RFP reflects this as well. T:Member ServicesReporting Resources and Tip SheetsOnline ResourcesSample RFPTCR Sample RFP.doc Sample RFP Last Revised: November 11, 2009 Page 1 of 6
  2. 2. SAMPLE REQUEST FOR PROPOSAL 1. BACKGROUND [YOUR ORGANIZATION], a Member of The Climate Registry (Registry), will report [YOUR ORGANIZATION]’s greenhouse gas emissions (GHG) inventory to the Registry. [YOUR ORGANIZATION] seeks to utilize the services of an American National Standards Institute (ANSI)-accredited and Registry-recognized Verification Body or an applicant firm in ANSI’s GHG accreditation program (the Verification Body) to complete the verification of the reported inventory, consistent with The Registry’s General Verification Protocol. 2. STATEMENT OF WORK The Verification Body will perform the following tasks: 1. Submit to [YOUR ORGANIZATION] information related to any potential conflict of interest (COI) issues as outlined in The Climate Registry’s General Verification Protocol. [YOUR ORGANIZATION] will use this information to screen for potential COIs. Verification Bodies should not submit a COI assessment form to The Registry until selected to provide services for [YOUR ORGANIZATION]. 2. Conduct verification activities in accordance with the requirements of The Registry’s General Verification Protocol [AND ANY OTHER RELEVANT PROTOCOLS], including: a. Identifying [YOUR ORGANIZATION]’s emissions sources; b. Understanding [YOUR ORGANIZATION]’s management systems and estimation methods; c. Evaluating whether [YOUR ORGANIZATION]’s GHG emissions report for emissions year 20XX is consistent with The Registry’s General Reporting Protocol (GRP) [AND ANY OTHER RELEVANT PROTOCOLS] d. Verifying [YOUR ORGANIZATION]’s GHG emissions estimates. e. Conducting facility visits as required. 3. Prepare and submit to [YOUR ORGANIZATION] a verification report and verification statement which contains the evaluations from Task 2 above. 4. Discuss with [YOUR ORGANIZATION] staff [by phone OR in person] the verification report and statement. 5. Complete the verification module in The Registry’s Reporting Software program. Work on these tasks should begin no later than [DATE] and be completed no later than [DATE]. T:Member ServicesReporting Resources and Tip SheetsOnline ResourcesSample RFPTCR Sample RFP.doc Sample RFP Last Revised: November 11, 2009 Page 2 of 6
  3. 3. 3. [YOUR ORGANIZATION]’s GHG EMISSIONS INVENTORY DESCRIPTION [In lieu of completing this section, you may find it easier to reference and attach your GHG Inventory Management Plan and CRIS Entity Detailed Report. You can download a sample GHG inventory management plan template from The Registry’s website.] Organization [YOUR ORGANIZATION is …. • FUNCTIONS, SERVICES PROVIDED • NUMBER OF EMPLOYEES • LOCATION OF FACILITIES • TYPES OF PRODUCTS MANUFACTURED • INCLUDE ORGANIZATIONAL CHART] Geographic Boundary [YOUR ORGANIZATION] is located and operates [entirely within Canada, Mexico, the United States and dependent areas (North America) OR worldwide]. [YOUR ORGANIZATION] will report its [TRANSITIONAL: SPECIFY REGIONS, NORTH AMERICAN, OR WORLWDIE] GHG emissions to The Registry. Operational Boundary [YOUR ORGANIZATION] will report by [OPERATIONAL CRITERIA OF MANAGEMENT CONTROL, FINANCIAL CRITERIA OF MANAGEMENT CONTROL or EQUITY SHARE]. [DESCRIBE COMPLEXITIES IN YOUR OPERATIONAL BOUNDARIES, IF ANY.] Reporting Experience [YOUR ORGANIZATION]’s previous GHG emission inventories have been verified by: 200X – [VERIFICATION BODY] 200X – [VERIFICATION BODY] Number and Locations of Facilities and Operations [PROVIDE A LIST OR MATRIX OF FACILITIES, ADDRESSES, OPERATIONS (INCLUDING INDUSTRIAL PROCESSES AND ENERGY PRODUCTION, IF ANY) AND SHORT DESCRIPTION OF EACH LOCATION FOR WHICH YOU HAVE INCLUDED IN YOUR EMISSIONS INVENTORY.] SAMPLE DESCRIPTION: [YOUR ORGANIZATION] is located at [STREET ADDRESS] in a four-story building. Approximately XXX employees work in this building which covers approximately XXX,000 square feet. [YOUR ORGANIZATION] staff also work in the XXXXXX building on XXXXXX, where approximately XX,000 square feet are leased to T:Member ServicesReporting Resources and Tip SheetsOnline ResourcesSample RFPTCR Sample RFP.doc Sample RFP Last Revised: November 11, 2009 Page 3 of 6
  4. 4. [YOUR ORGANIZATION]. Both of these buildings are owned by XXXXX with whom [YOUR ORGANIZATION] holds lease agreements. Greenhouse Gases Reported [YOUR ORGANIZATION] will report to The Registry carbon dioxide (CO2) [LIST OTHER GHGS BEING REPORTED, AS APPROPRIATE] for the calendar year 200X. Sources of Direct CO2 Emissions: [PROVIDE A SUMMARY OF THE TYPE & SOURCES OF EMISSIONS (INCLUDING NUMBER OF EACH SOURCE), BY CATEGORY AND FACILITY:] TYPE EXAMPLE SOURCES STATIONARY COMBUSTION: back-up diesel generator [LOCATION] MOBILE COMBUSTION: 6 gasoline vehicles at [LOCATION] PROCESS EMISSIONS None FUGITIVE EMISSIONS: None Sources of Indirect CO2 Emissions: PROVIDE A SUMMARY OF THE TYPE & SOURCES OF EMISSIONS (INLCUDING NUMBER OF EACH SOURCE), BY CATEGORY AND FACILITY: TYPE EXAMPLE SOURCES ELECTRICITY PURCHASES: 10 office buildings, collected at central accounting office and summarized by month in one spreadsheet STEAM PURCHASES: None HEATING PURCHASES: None COOLING PURCHASES: None Sources of Estimated Emissions: PROVIDE A SUMMARY OF THE TYPE & SOURCES OF EMISSIONS (INLCUDING NUMBER OF EACH SOURCE), BY CATEGORY AND FACILITY: Calculation methodologies [DISCLOSE IF YOU HAVE USED STANDARD METHODOLOGIES/EMISSION FACTORS FROM REGISTRY PROTOCOLS OR FROM OTHER SOURCES. IF FROM OTHER SOURCES, INCLUDING SIMPLIFIED ESTIMATION METHODS, DESCRIBE THEM.] T:Member ServicesReporting Resources and Tip SheetsOnline ResourcesSample RFPTCR Sample RFP.doc Sample RFP Last Revised: November 11, 2009 Page 4 of 6
  5. 5. Organization of emissions data [YOUR ORGANIZATION]’s inventory was prepared by [TECHNICAL ASSISTANCE PROVIDER, INTERNAL STAFF, ETC]. Quality control/quality assurance activities have been completed by [INTERNAL AUDIT, CONSULTANT, ETC.]. All emissions from stationary combustion, mobile combustion, and electricity purchases were calculated using The Registry’s Reporting Software. All emissions are reported in The Registry’s Reporting Software as well as in a written report. The report generally follows the steps outlined in the General Reporting Protocol and discusses the reliability and validity of the numbers, along with the methodologies used to convert the usage data to associated greenhouse gas emissions. Vehicle Emissions For the [NUMBER] of [YOUR ORGANIZATION] vehicles [YOUR ORGANIZATION] has records of the annual mileage for each car. This is converted into to fuel usage by utilizing the fuel-economy standards provided by the United States Environmental Protection Agency on http://www.fueleconomy.gov/feg. The fuel usage is then multiplied by the emission factors to calculate CO2e emissions. Electricity [POWER PROVIDER NAME] provided [YOUR ORGANIZATION] with monthly electricity usage for the year 200X in kWh. To estimate the emission associated with electricity the standard emission factors for the eGRID subregion are used (Table 14.1 in the GRP). Cooling The landlord provided [YOUR ORGANIZATION] with meter readings for the inflow of chilled water (gallons-per-minute) to the building. The data, reported in approximately 5 minute intervals, has been converted to annual usage. From this, the total gallons of chilled water usage is converted into British Thermal Units (BTUs). With information from the landlord on the plant’s chillers, CO2 emissions are calculated using the methodologies provided in the GRP. Heating The landlord provided [YOUR ORGANIZATION] with meter readings for the inflow of steam (lbs/hour) for heating purposes. The annual steam usage is calculated from this and converted to BTUs. The General Plant uses natural gas boilers to produce the steam and the natural gas emission factors for stationary combustion are used to calculate the associated emissions. The meters for both heating and cooling are located in the basement of the [LOCATION] building. In the basement there are several pumps used for distributing the chilled water and steam. Since they all run on electricity, their associated emission are covered by the electricity usage [YOUR ORGANIZATION]’s total CO2 (or CO2e) emissions are approximately XXXXX metric tons for the year 200X. T:Member ServicesReporting Resources and Tip SheetsOnline ResourcesSample RFPTCR Sample RFP.doc Sample RFP Last Revised: November 11, 2009 Page 5 of 6
  6. 6. 4. PROPOSAL FORMAT Parties interested in being considered for a contract as verifier for the [YOUR ORGANIZATION] should submit a proposal with sections which provide the following information: 1. Qualifications (maximum 1 page) 2. Potential Conflict of Interest Information 3. Scope (including duration of contract) 4. Approach 5. Schedule 6. Cost (Time & Materials or Fixed Price) RESPONDING TO THIS RFP Registry-approved verifiers may respond to this RFP via e-mail to [e-mail address] or by U.S. post to: [YOUR ORGANIZATION] Attn: Street City, State, ZIP Please submit your proposal by [DATE] using the format outlined above. Should you have questions regarding this RFP, please contact: NAME TELEPHONE EMAIL SELECTION CRITERIA [YOUR ORGANIZATION] will consider only complete proposals received from Verification Bodies that are ANSI applicants or ANSI-accredited and Registry-recognized Verification Bodies as of [response due date]. Submissions will be evaluated by [YOUR ORGANIZATION] based on factors including but not limited to the qualifications, proposed cost, approach to work, schedule, and completeness. COMPLETING SELECTION [YOUR ORGANIZATION] expects to make its final selection no later than [DATE]. The chosen Verification Body will be notified by telephone and e-mail. All other applicants will be notified by e-mail and may contact the contract manager for feedback regarding the final decision. T:Member ServicesReporting Resources and Tip SheetsOnline ResourcesSample RFPTCR Sample RFP.doc Sample RFP Last Revised: November 11, 2009 Page 6 of 6

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