5858 Climate Resilience Policy Evaluation & Heat Emergency Plan
| Agency: | City of New Rochelle |
|---|---|
| State: | New York |
| Type of Government: | State & Local |
| NAICS Category: |
|
| Posted Date: | Jan 30, 2026 |
| Due Date: | Mar 11, 2026 |
| Solicitation No: | 5858 |
| Original Source: | Please Login to View Page |
| Contact information: | Please Login to View Page |
| Bid Documents: | Please Login to View Page |
| Bid Number: |
5858
|
| Bid Title: |
5858 Climate Resilience Policy Evaluation & Heat Emergency Plan
|
| Category: | *Current Bids & RFPs |
| Status: | Open |
|
Attachment Preview
Department of Finance 515
North Avenue New Rochelle,
NY 10801 (914) 654-2072
Adam Ross
Deputy Commissioner
Karin Conca
Purchasing
City of New Rochelle
New York
Specification No. 5858
Request for Proposal:
Climate Resilience Policy Evaluation &
Heat Emergency Plan
1) INTENT/BACKGROUND
INTENT
The City of New Rochelle (“City”) is pleased to release this Request for Proposal (“RFP”) which seeks
proposals from qualified Consulting Firms (“Consultants”), interested in performing a Climate
Resilience Policy Evaluation and Heat Emergency Plan pursuant to New York State Department of
Environmental Conservation’s Climate Smart Community programming guidance. The selected
Consultant must be subject matter experts in climate mitigation, adaptation and resiliency, including
relevant municipal law, planning, emergency response, and related professional practices.
BACKGROUND
The City has acquired a certification grant pursuant to the Climate Smart Community (“CSC”) Grant
Program, Priority PE7 Action: Evaluate Policies for Climate Resilience, and Priority PE7 Action: Heat
Emergency Plan, Title 15 of the Environmental Protection Fund through the New York State
Department of Environmental Conservation (“NYSDEC”). The work undertaken will be in accordance
with the NYSDEC CSC Certification Requirements for both Priority PE7 Actions: Evaluate Policies for
Climate Resilience and Heat Emergency Plan, attached hereto as Exhibit F & G, respectively.
The City of New Rochelle is a sponsor of the Westchester Affirmative Action Equal Employment
Agreement and strongly encourages all firms qualified and certified as Minority and Women-Owned
Business Enterprises (“MWBE”) to submit proposals. Note that the NYSDEC has established an overall
goal of 30% for MWBE participation, and an overall goal of 6% for Service-Disabled Veteran-Owned
Businesses (“SDVOB”).
2) PROPOSAL DUE DATE
Sealed proposals will be accepted up until 3:00 p.m. on March 11, 2026 in the Purchasing Office, City
of New Rochelle City Hall, 515 North Avenue, New Rochelle, N.Y. 10801 and mailed to the attention
of Karin Conca, Purchasing. Please note “Spec # 5858 on the outside of a mailed package.
5858-1
3) PRE-PROPOSAL QUESTIONS
All questions must be submitted in writing via e-mail, no later than noon, February 13, 2026 to
aross@newrochelleny.gov and Idrose@newrochelleny.gov. The City will post the answers to the
questions received on the City’s website no later than 4:30 p.m., February 20, 2026.
The City reserves the right to amend the RFP based on questions and issues raised at any time prior
to the RFP submission deadline.
The City reserves the right to amend the RFP based on questions and issues raised at any time prior to
the RFP submission deadline.
4) ADDENDUMS
A Respondent, prior to submitting its Response, shall check the City’s website to see if any Addendum
or Addenda has/have been issued for the RFP and, if so, the Respondent must establish in writing that
they have received any and all Addendum or Addenda issued for the RFP. See attached Exhibit D.
1) CONE OF SILENCE
Cone of Silence, means a prohibition on any communication regarding a particular Request for
Proposal (“RFP”), Request for Qualification (“RFQ”) or Request for Bid ("RFB").
Pursuant to State Finance Law §139-j and §139-k, this solicitation includes and imposes certain
restrictions on communications between the City and a Bidder during the procurement process. A
Bidder is restricted from contacting, other than designated staff, from the earliest notice of intent to
solicit offers through final award and approval of the Procurement Contract by the Designated
Contracting Officer ("Restricted Period") unless it is a contact that is included among certain statutory
exceptions set forth in State Finance Law §139-j(3)(a). City employees are required to obtain certain
information when contacted during the Restricted Period. The designated staff contact is the Deputy
Finance Commissioner or his/her representative, telephone (914) 654-2072. Bidders responding to
this RFP must familiarize themselves with these State Finance Law requirements and will be
expected to affirm that they understand and agree to comply in their Proposal.
2) SCOPE OF WORK DELIVERABLES
The scope of work will be determined on a project specific basis. The planning firm(s) responsibility
may include, but not be limited to, the following:
Part I. Evaluate Policies for Climate Resilience
a) Conduct review of local plans, policies, and projects using the Climate Smart Resiliency
Planning (“CSRP”) procedure
b) Create an initial set of integrated planning documents that identify vulnerabilities,
assess risk, and describe appropriate adaptation strategies
c) Apply the Climate Vulnerability Assessment’s findings to evaluate New Rochelle’s
specific priorities related to climate risks around critical assets and vulnerable areas
d) Engage with and facilitate collaboration among municipal staff and officials to identify
community resilience opportunities within existing and pending planning activities, as
well as, potential activities
e) Follow and facilitate the steps in the NYS DEC CSRP guide and complete the CSRP tool
(an excel spreadsheet that contains questions and checklists for each of the six CSC
resiliency sections; In addition to the CSRP tool’s primary focus on flooding, integrate
5858-2
additional hazards identified in other city planning activities, such as extreme heat,
coastal resiliency needs, etc.
f) Provide a summary report of project findings and demonstrate how the project engaged
municipal staff and officials across departments regarding climate vulnerabilities as they
relate to local plans, policies, and projects
g) At minimum, the summary report must describe the evaluation process (including a
record of engaging municipal staff and officials across departments) and the gaps that
were identified in local plans, policies, and projects as they relate to community
vulnerability to climate change.
Part II. Heat Emergency Plan
a) Convene a group(s) of key and inclusive stakeholders to discuss current heat emergency
management systems, their effectiveness, and applicability to high-heat events
b) Review the CSC Inclusive Community Engagement Primer and related concepts with
stakeholders as an introduction to concepts and practices for the meaningful inclusion of
Disadvantaged Communities in the project
c) Engage and consult members of municipal staff engaged in emergency management planning
throughout the project to ensure this plan builds on existing work and available resources
d) Create a heat emergency plan pursuant to NYSDEC CSC guidelines, including but not limited to:
i. Define geographic coverage of the plan and underlying causes of heat vulnerability in
the region
ii. Outline specifically what New Rochelle will do in the case of a heat wave
iii. Identify and create a system to check in on the community’s most vulnerable
populations during a heat wave
iv. Identify and establish procedures to work with utility companies prior to and during
heat emergency events to prevent or mitigate disruption of services during predicted
high-heat events or seasonally hot weather
v. Coordinate with utilities and other stakeholders to address public health needs
resulting from power disruptions associated with extreme heat events
e) Develop a communication plan that provides comprehensive outreach resources and
templates for current and future materials to improve awareness among residents and other
stakeholders, including non-English speaking and vulnerable populations
vi. Identify, order and fulfill at least 3 summers’ worth of appropriate tangible materials
for public outreach as well as tangible materials specific to a heat emergency
response. Provide recommendations for reorders and future material needs
f) Determine appropriate trigger levels of key indicators to implement the communications plan
components associated with a heat emergency. Work with regional offices of the National
Weather Service (NWS) to define activation thresholds based on heat alerts and advisories or
on information obtained from the NWS Hazardous Weather outlook
g) Facilitate socialization of this planning effort with the County emergency management office
and other relevant parties
h) Facilitate a drill or training exercise to identify deficiencies in the response plan to address
these prior to an actual emergency event
i) Provide procedures and advisement as to how to regularly review and update the plan after
extreme weather events to ensure its effectiveness
Part III. Heat Emergency Plan Tangible Outreach Materials and Preparedness Supplies
a) As indicated above, consultant will provide relative outreach resources for various
contemporary and future communication formats to improve awareness among residents and
other stakeholders, particularly non-English speaking and other vulnerable populations.
b) Consultant will Identify and procure at least the average summer’s heat waves’ worth of
5858-3
appropriate tangible materials for public outreach as well as tangible preparedness materials
for heat emergency event response. Provide recommendations for reorders and future
material needs
Part IV. Presentation & Public Meetings
a) Meet with New Rochelle’s Ecology and Natural Resources Advisory Committee (ENRAC) as
necessary at least once to ensure awareness and opportunity for collaboration.
b) One (1) presentation of the final reports to New Rochelle City Council.
3) PROJECT TIMETABLE
It is anticipated that the project will commence in 2Q (April- June) 2026 and be completed by 2Q (April–
June) 2027.
Note that City Council authorization is required before the city can enter into an agreement with the
selected Respondent.
4) PROPOSAL FORMAT/REQUIREMENTS
The attached Exhibit A, Exhibit B and Exhibit C must be completed and returned with your proposal.
Proposals must include clear descriptions of the firm’s capabilities to perform the requirements of
the RFP and shall include the following:
a) Transmittal Letter - This letter should outline the firm’s ability to provide the experience
and scope of services requested. Please describe the company’s size, management and
ownership, including:
i. Name
ii. Primary Address
iii. Primary Telephone Number
iv. Primary Fax Number
v. Primary Email
vi. Name & Title of Primary Contact Individual
vii. Number of Employees
viii. Number of Years in Business
ix. Company’s Legal Status
x. Tax ID Number
xi. State under which the entity is organized.
xii. Awarded vendor must provide a copy of their New York State Certificate of
Incorporation with bid response. Bidders not incorporated in New York State
must produce a Certificate to Do Business in the State of New York from the
New York Secretary of State at time of bid submission.
This letter must be signed by an officer who is authorized to bind the Consultant and
state that the proposal is binding for 90 days from the submission deadline for
proposals.
b) Staff Experience - Include a brief description of each key staff assigned to a typical project.
Applicants should provide resumes for all staff that are expected to be engaged in the
work. Identify any sub-consultants proposed to serve on the project as well.
5858-4
c) Project Approach / Requirements & Capabilities - Describe how the Consultant’s
approach will meet the particular needs of this RFP. Submit a detailed statement and
applicable information on how you or your firm meets the requirements and/or
qualifications. Include copy of all applicable licenses.
d) Work Samples - Include samples of work relevant to the Scope of Work(s) proposed.
e) References - Submit a list of at least three (3) references (including contact persons names
and phone number) for which similar services have been provided. Your company must
demonstrate that it has successfully completed services similar in scope to that requested
in this proposal.
f) Rates and Expense Payment – Complete Exhibit C
Each proposal shall include the rate sheet, attached as Exhibit C, for each job
title/personnel that is proposed to work on City projects. This rate sheet shall be used as
the basis for quoting task orders issued by the City during the first year of the term of the
Qualified Supplier's List. In years two and three of the Qualified Supplier's List, as well as
any option years, if exercised, firms named to the Qualified Supplier's List may request an
increase in the original hourly rates. Any such increase shall be requested 1 month prior
to anniversary date of this Qualified Service Provider Contract and is subject to the
approval of the City. In no event shall an increase exceed the lessor of two (2) percent or
the All-Urban Consumer Price Index (CPI) for the New York, New Jersey Metropolitan Area
for the previous 12-month period (calculated based on the month of contract execution).
Please include all travel and related costs, including any equipment needed to support
the management of a project (personal computers, printers, copies, cell phones, etc.) in
your proposed rates.
Hourly rates are to be listed as direct hourly rate, multiplier and hourly rate charges
(including profit and overhead).
Travel, lodging, meals and other personal costs are considered to be incidental to the
contract and are not reimbursable. The City will not reimburse for these costs.
g) Has the firm been in bankruptcy, reorganization or receivership in the last 5 years? If so,
please explain current status.
h) Has the firm/individual been disqualified or terminated from any public agency? If so,
please explain under what circumstances this disqualification or termination occurred.
5) AWARD CRITERIA
The City of New Rochelle reserves the right to award this RFP to the respondent who presents a
proposal that best meets the requirements as listed herein and represents the most beneficial
procurement as determined by the City. The award of a contract for the described services will be
made by the City’s RFP Evaluation Committee. The City will award to the firms who score within the
top three (3) as determined by the Selection Committee. If an agreement is not reached within a
reasonable period, the City may pursue negotiations with the next ranked firm or reissue the RFP
altogether.
5858-5
This page summarizes the opportunity, including an overview and a preview of the attached documents.
* Disclaimer: This website provides information about bids, requests for proposals (RFPs), or requests for qualifications (RFQs) for convenience only and does not serve as an official public notice. Individuals who wish to respond to or inquire about bids, RFPs, or RFQs should contact the relevant government department directly.
Sign-up for a Free Trial, Government Bid Alerts
With Free Trial, you can:
You will have a full access to bids, website, and receive daily bid report via email and web.
See Also
31 Title: REQUEST FOR PROPOSALS FOR PERFORMANCE OF EXPERT PROFESSIONAL LAND SURVEYING -
The New York State Contract Reporter
Bid Due: 6/16/2026
Title: SMPD_PS_RFP 518129 - EMERGENCY CONSTRUCTION MANAGEMENT SERVICES Procurement Section Housing Authority (NYCHA)
The City of New York
Bid Due: 6/30/2026
Form Details (Abstract): RFQ 518129 Status Active Document PDF File Abstract Negotiation Number
City of New York
Bid Due: 6/30/2026
Title: Identification, Inventorying, and Assessment of Parks Assets Procurement Section Parks and Recreation
The City of New York
Bid Due: 6/26/2026