Request for Proposal

The City of Rochester (City) is seeking proposals from qualified Consultants ("Consultant(s)") to develop updated Climate Action Plans (CAPs) according to the requirements of the NYS Climate Smart Communities Certification PE2 Action. These services will include completion of updated City of Rochester Community and Government Operations CAPs incorporating public outreach and engagement at various stages of the project. Details are listed in the Work Scope section of this RFP. The anticipated budget for this project is $100,000.

Background

Climate Smart Communities (CSC) is a New York State program that helps local governments take action to reduce greenhouse gas emissions and adapt to a changing climate. The program offers grants, rebates for electric vehicles, and free technical assistance. The City of Rochester was bronze-certified as a Climate Smart Community on June 8, 2017. Under the CSC Program, the City has received funding to revise our Government Operations and Community Climate Action Plans.

In 2013, the City created a Municipal Operations Climate Action Plan. The plan included a target greenhouse gas reduction goal of 20% below 2008 emissions by 2020. According to the City's 2019 Greenhouse Gas Emissions Inventory, total municipal emissions have decreased by 33% since 2008, surpassing the Plan's goals. The municipal CAP outlined strategies for energy efficiency and renewable energy, transportation and the municipal fleet, materials and waste management, climate change adaptation and green infrastructure, and employee education and engagement.

In 2017, Rochester City Council endorsed a community-wide Climate Action Plan, which was developed under the New York State Energy Research and Development Authority (NYSERDA) Cleaner Greener Communities Program. The Plan included a community-wide greenhouse gas inventory and established the goal of reducing greenhouse gas emissions 20% from 2010 levels by 2020 and 40% from 2010 levels by 2030. The Plan outlined climate actions in five focus areas, including energy use and supply, transportation, waste and materials management, clean water, and land use and included implementation actions for each focus area.

For more information about implemented strategies and actions from our first Climate Action Plans, visit the City of Rochester's Office of Energy and Sustainability website.

Scope of Services

The Respondent's proposal shall address each of the requested services, using the same identifying language, including any or section numbers as used in the RFP.

The City is seeking the services of a Consultant to update both the Municipal-Operations Climate Action Plan and a Community-wide Climate Action Plan, with each plan including elements as defined by the Climate Smart Communities Action PE2:

1. Communication and engagement strategy, including a public review of the draft plan
2. Analysis of baseline assessments
3. Identification of goals and GHG Reduction Targets
4. Prioritization of existing and potential initiatives
5. Implementation plan for greenhouse gas reduction strategies
6. Metrics to determine if emission reductions goals are being met
7. Development of draft and final municipal and community-wide CAPs

The Consultant should revise and expand upon previous Climate Action Plans to provide realistic strategies that reduce greenhouse gas emissions in Rochester.

The City aims to update the municipal Climate Action Plan to establish new emissions reduction targets and develop an implementation plan to achieve them, while meeting the requirements listed above.

The City aims to generate a holistic community-wide Climate Action Plan that fulfills the state requirements (listed above), is rooted in established environmental frameworks, and is guided by a human-centered approach. The consultant will build upon previous City planning initiatives, such as the Comprehensive 2034 plan and Climate Change Resilience Plan. This plan could further incorporate international frameworks, such as the United Nations' Sustainable Development Goals (SDGs), as a strategic lens to align local efforts with global sustainability priorities. Key components may include robust community engagement strategies that ensure diverse voices are heard, thoughtful and inclusive language that reflects the values of equity and justice, and cross-sector collaboration with local organizations, businesses, and academic institutions. By integrating local and global scientific frameworks, 5 lived experiences, and long-term visioning, the community-wide CAP will strive to not only reduce emissions and enhance climate resilience, but also improve public health, economic opportunity, and overall quality of life for all Rochester residents.

Program Deliverables

1. Create a public outreach and engagement plan that includes a list of relevant stakeholders to be included in the planning project, including but not limited to: educational institutions; developers; community-based and non-profit organizations; utility companies; governmental entities; students; elderly; advocacy groups; neighborhood associations; chambers of commerce; low income, minority, and vulnerable populations; and disadvantaged community census tracts.
2. Execute the public outreach and engagement plan through leading community meetings and other outreach methods. Provide copies of committee, workshop, and public meeting schedules. Provide summaries of each meeting, including public meeting materials, presentations, and notes.
3. Draft a Municipal Operations Climate Action Plan submitted to the City for review. Each should include, at minimum, the required elements:
   1. Completion and Analysis of baseline assessments – these items have been previously completed and will be provided to the selected consultant
   2. Identification of goals and GHG reduction targets
   3. Identification and prioritization of existing and potential initiatives
   4. Implementation plan and timeline, including mechanisms for continued stakeholder engagement upon project completion
   5. Established metrics to determine if emission reduction goals are being met
4. Draft a Community Climate Action Plan submitted to the City for review. Each should include, at minimum, the required elements:
   1. Completion and Analysis of baseline assessments – these items have been previously completed and will be provided to the selected consultant
   2. Identification of goals and GHG reduction targets
   3. Identification and prioritization of existing and potential initiatives
   4. Implementation plan and timeline, including mechanisms for continued stakeholder engagement upon project completion
   5. Established metrics to determine if emission reduction goals are being met 5. Final Community and Municipal Climate Action Plan following requirements of CSC PE2 Action for the City to submit and post publically.

Proposal Preparation and Submission Process

An electronic copy must be submitted no later than 4:00 PM on September 22, 2025 to Shalini Beath, Energy and Sustainability Manager via email to shalini.beath@cityofrochester.gov.

This RFP is designed to facilitate the evaluation and selection of a Consultant that is best able to achieve the City's objectives. The proposal shall contain a table of contents. All pages shall be numbered and major sections and all attachments shall be referenced in the table of contents. In order to enable the City to effectively review the information contained in the proposals, proposals shall reference the numbered and lettered sections of the RFP. The response to each section shall be clearly indicated and addressed or an explanation provided for why the Respondent is not submitting a proposal for a specific section or requirement of the RFP. If desired, the proposal may include an executive summary of no more than two pages.

Each proposal shall be signed by an individual authorized to enter into and execute contracts on the Respondent's behalf. Unless otherwise specified in its proposal, Respondent represents that it is capable of meeting or exceeding all requirements specified in this RFP.

Submission of a proposal shall be deemed authorization for the City to contact Respondent's references. Evaluation of proposals will be conducted by the City based on information provided in the Respondent's proposals and on such other available information that the City determines to be relevant. The evaluation of proposals may include an on-site assessment, meetings with authorized personnel, and may involve the use of a third-party Contractor.

The Respondentselected by the City will be required to enter into a Professional Services Agreement (PSA) with the City (see Attachment A, the City's standard PSA form). The establishment of a PSA is contingent upon approval by City Council for all Agreements in excess of $20,000 or for a period of more than one year and upon the availability of funds for such an agreement. Unless otherwise stated in the proposal, the Respondent's response to this RFP shall be deemed its acceptance of the terms of this PSA. (Note: Attention is directed to the City's Living Wage requirements and MWBE and Workforce Utilization Goals)

Respondents shall provide sufficient information in their written proposals to enable the City review team to make a recommendation to the Mayor. The City reserves the right to invite any or all Respondents to an interview to discuss their proposal. Any expenses resulting from such an interview will be the sole responsibility of the Respondent. The City is under no obligation to select any of the responding Respondents or to conduct the Project described herein. The City may amend or withdraw the RFP at any time, within its sole discretion. The City shall have no liability for any costs incurred in preparing a proposal or responding to the City's requests with respect to the proposal.

Proposal Content

The proposal should include the following information in the order specified:

1. Project statement: A Project narrative that describes the Respondent's understanding of the City's needs and the unique value the Respondent will bring to the process.
2. Description of Services: Methodology the Respondent will use to perform the services required in this RFP. The proposal should address, in detail, the tasks as described in the Scope of Services, identified by numbered or lettered sections. Include a project timeline/schedule showing when each task in the scope of services will be complete.
3. Respondent's Qualifications: Information about the Respondent and its qualifications for this Project. Include information about prior engagements similar to that being solicited herein by the City. Documented evidence of the Respondent's capacity to perform the work, including references, contact names, and phone numbers.
4. Project Budget: An itemized budget including staff hours and billing rates which addresses each of the tasks identified in the Scope of Services.
5. Project Personnel: The name and resume of the Respondent's lead person for the Project. Names, resumes, and roles of all staff who will be involved in the Project. Include an organizational chart that shows the breakdown of staff and their roles. Provide data on the diversity of Respondent's overall workforce, including total number of employees, and percentages of minorities and females employed (forms attached- see G. below).
6. Subcontractors: Names, resumes, and roles of sub-contractors, associates, or any non-employees who will be involved in the Project.
7. Completed Attachments: Form A – MWBE Utilization Form, Workforce Staffing Plan