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Littleton stewardship board reviews draft RFP for climate action plan; recommends pre‑proposal meeting and clearer deliverables
Summary
The board examined a draft request for proposals to hire a consultant to prepare a climate action plan. Members recommended clearer budget guidance, a pre‑proposal conference, and explicit, editable deliverables; they also discussed anticipated community engagement and translation needs.
The City of Littleton Environmental Stewardship Board reviewed a draft request for proposals (RFP) for a city climate action plan and recommended edits intended to improve vendor responses and clarify expectations.
Board members told staff to add a pre-proposal conference and clearer, task-based budget breakdowns so responses can be evaluated as “apples to apples.” Members suggested separating the quality review of proposals from cost evaluation (best-value procurement) and recommended a page limit for responses to reduce boilerplate.
Key scope and procurement items the board discussed included: three public workshops, a community survey and targeted stakeholder interviews; a requirement for vendors to present draft findings to the project management team and City Council; an implementation framework and recommended capital-improvement projects for council consideration; and final deliverables provided in editable formats plus PDF for web publishing. The draft RFP discussed a range of consultant budgets; speakers mentioned a rough baseline of about $50,000 but said a more robust engagement program could increase costs to roughly $150,000.
The board recommended that the RFP require an itemized budget by task, consultant hours by personnel, a maximum proposal page limit (board members suggested 25 pages), one-page résumés for key staff, three examples of similar municipal projects, and three references. Members also urged staff to explicitly request translation and outreach materials in Spanish and other languages as part of the engagement budget.
On process, the board recommended a pre-proposal meeting where written questions and staff answers would be distributed to all bidders, to reduce ambiguity and improve comparability of proposals. Procurement steps discussed included using a separate cost envelope or delaying cost review until after quality scoring to ensure “best value” selection.
Board members asked staff to circulate the revised RFP and said they would provide individual redline edits. Staff said they plan to issue the RFP in September and that procurement and legal review would follow municipal contracting procedures before any consultant contract is awarded.
