Project Information

Bid Title

5858 Climate Resilience Policy Evaluation & Heat Emergency Plan

Issuing Agency

City of New Rochelle

Location

New York

Published Date

Jan 30, 2026

Closing Date

Mar 11, 2026

Government Level

State & Local

Status

Closed

Ref. #

5858

Original Source

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Bid Documents

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Project Description

Bid Number:	5858
Bid Title:	5858 Climate Resilience Policy Evaluation & Heat Emergency Plan
Category:	*Current Bids & RFPs
Status:	Open

Description: 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. All questions must be submitted in writing via e-mail, no later than noon, February 13, 2026 to For security reasons, you must enable JavaScript to view this E-mail address.   and For security reasons, you must enable JavaScript to view this E-mail address.. 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. Publication Date/Time: 1/30/2026 4:00 PM Closing Date/Time: 3/11/2026 3:00 PM Related Documents: 5858 Climate Resilience Policy Evaluation and Heat Emergency Plan

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.

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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

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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

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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.

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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.

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Commodity Codes

• NAICS 541611Administrative Management and General Management Consulting Services
• NAICS 541690Other Scientific and Technical Consulting Services
• NAICS 541990All Other Professional, Scientific, and Technical Services

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