Request for Proposals: Carbon Neutral Public Sector – Verification of Ministry of Fisheries Emission Inventory 2007/08

Detailed Scope of Works Template for Independent Verification Services

Introduction 1.

The Ministry of Fisheries (MFish) seeks detailed proposals for the project described below. As a component of the application process, MFish requires a high level assurance verification to be completed to determine whether the MFish Greenhouse gas emissions inventory; a file which documents the MFish policy to maintain greenhouse gas inventory records and a file which supports all the data relied on in the calculations of how the emission inventory was put together is, in all material aspects, in accordance with the Carbon Neutral Public Service (CNPS) programme requirements as defined in the most recent version of the Carbon Neutral Public Service Emission Inventory Preparation Guidance.

The Project 2.

To provide high level assurance independent verification services for the MFish CNPS 2007/08 greenhouse gas emissions inventory.

Background 3.

The CNPS programme requires core public service agencies to prepare annual greenhouse gas emissions inventories for their respective agencies. These inventories require independent verification prior to being published on the Carbon Neutral Public Service website.

4.

The inventories are prepared in accordance with the Greenhouse Gas Protocol - A Corporate Accounting and Reporting Standard, ISO 14064-1: 2006; Greenhouse gases – part one; specification with guidance at the organisation level for quantification and reporting of greenhouse gas emissions and CNPS programme specific guidance; Carbon Neutral Public Service Emissions Inventory Preparation Guidance and Guidance for Voluntary, Corporate Greenhouse Gas Reporting.

Tasks 5.

Specific requirements include: i. A pre-verification meeting and/or phone call with the Ministry for the Environment, in its capacity as the CNPS programme administrator, to ascertain new and pre-existing emissions inventory preparation/verification requirements specific to the programme. Please note a one day verification workshop may be organised for this purpose in which the Ministry for the Environment will require appointed verifiers to attend; ii. A pre-verification meeting with MFish to confirm the coverage of the inventory, the critical records for verification and to receive confirmation that the relevant data would be available; iii. An onsite visit to the MFish head office; iv. A draft verification report for comment. Verification is to be undertaken in accordance with the: • International Standards Organisation’s ISO 14064-1: 2006; Greenhouse gases – part one; specification with guidance at the organisation level for quantification and reporting of greenhouse gas emissions; ISO 14064-3: 2006; Greenhouse gases - Part 3:

Specification with guidance for the validation and verification of greenhouse gas assertions; and ISO 14065: 2007; Greenhouse gases - Requirements for greenhouse gas validation and verification bodies for use in accreditation or other forms of recognition); • CNPS programme specific guidelines (Carbon Neutral Public Service Emissions Inventory Preparation Guidance and Guidance for Voluntary, Corporate Greenhouse Gas Reporting); and • Specified reporting template (Carbon Neutral Public Service GHG Inventory - Independent Verification Report).; and v. A completed verification report which incorporates any MFish suggestions or comments to be provided as per the CNPS template.

Deliverables 6.

A draft verification report for action and/or comment is to be provided as per the CNPS template. This draft report will point out any issues with the MFish emission inventory which may be able to be corrected prior to the report being finalised; and

7.

A completed verification report which incorporates any MFish actions or comments to be provided as per the CNPS template.

Eligibility Requirements 8.

Prior to engaging a verifier, MFish requires you to prepare and submit a proposal containing, but not necessarily limited to, the following eligibility criteria. Please comment on your: i. Ability to carry out this project without conflicts of interest; ii. Qualifications and ability to undertake a greenhouse gas verification in accordance with the ISO standards specified under ‘Tasks’; iii. Experience and your nominated verification teams experience (who would be involved in providing these services) in providing services similar to those required by the project. • Experience in verifying a greenhouse gas emissions inventory; • Experience in applying the relevant (ISO) standards when verifying; • Understanding of and/or experience with the CNPS programme; iv. Organisation’s capability (in particular, personnel resources and management capability); v. Organisation’s location and, if different, location of you and your personnel who would be involved in providing these services, noting the logistical ease for you or your personnel to undertake onsite visits; vi. Availability to perform the services required as per the suggested timetable (please provide a detailed allocation of hours for each identified task and an anticipated timetable for completing the verification); vii. Approach to address quality assurance and risk management; viii. Ability to proactively liaise with the Ministry for the Environment, in its capacity as the CNPS programme administrator, to obtain recent key messages with regards to emissions inventory preparation, verification and attending a verification workshop; and ix. Value for money in delivering the services required as per the specifications stated (include a breakdown of consultancy fees and expenses. Please note that underestimation of the fee proposed shall not be grounds for qualifying the verification opinion).

9.

Please provide two referees for your organisation including the referees name, organisation, address, phone number, and a brief description of the services they were provided.

Timeframes and RFP Process 10. MFish timeframes for the Request for Proposals (RFP) process are set out below. If these timeframes create difficulty for you, please inform MFish as soon as possible. Event RFP issued by MFish RFP submissions due MFish evaluations complete Verifier appointed Pre-verification workshop between the verifier and the Ministry for the Environment to discuss programme directive and verification requirements A pre-verification meeting with MFish for providing verification services An onsite visit to the MFish head office Draft verification report provided Completed verification report provided

Completed By Wednesday 23 July Friday 15 August Friday 22 August Friday 29 August

Friday 12 September Friday Friday Friday Friday

26 10 17 24

September October October October

11. Responses to this RFP should be provided in electronic form to [email protected] and a hard copy to the Corporate Monitoring Unit, Ministry of Fisheries, PO Box 1020, Wellington. 12. If MFish discussions with submitters or other circumstances make it necessary to extend the date by which MFish selects competitive proposals, MFish will inform all parties who have submitted a proposal. 13. A decision to select a proposal may be conditional, for example, subject to certain revisions being agreed. It is likely that such conditions will be discussed with the organisation concerned before negotiations commence towards written agreement. 14. MFish will establish an evaluation panel, which may include external parties, to assess each proposal on how well it meets the MFish requirements as described in this RFP. MFish will develop evaluation criteria and consistently apply these across all proposals to determine a supplier. 15. If you have any questions regarding this request for an RFP or the preparation of your submission, please do not hesitate to contact Kim Hughes (04 819 4201 or [email protected]). 16. Alternatively, if you have generic questions regarding the CNPS programme or would like to obtain programme documentation please contact the Ministry for the Environment via phone (04 439 7400) or email ([email protected]).

Terms 17. Relations between MFish and submitters: i. There is no intention that the RFP process creates legal relations between MFish and submitters; ii. This RFP may result in negotiations with a view to entering a contract for services, but is not an offer from MFish that submitters accept by submitting proposals; iii. This RFP is only an invitation to treat. Each proposal submitted is an offer upon which MFish may negotiate with a view to acceptance once a written contract is executed; iv. Negotiations to the point of execution of a written contract are negotiations only, and are not binding until execution of the written contract; v. It is only once a competitive submitter has executed the final contract that MFish commits itself to legal acceptance of a proposal; and vi. This RFP does not create a process contract between MFish and submitters. 18. MFish reserves the right to: i. Reject or not consider any responses that do not comply with the requirements set out in this RFP; ii. Accept or decline late responses, or responses that do not conform to the requirements set out in the RFP, at its discretion; iii. Not accept any of the proposals submitted; iv. Seek additional proposals; v. Not shortlist any submitter, accept the lowest price or any of the proposals received; vi. Not proceed with any or all components of the services as set out in this RFP; vii. Amend any evaluation criteria or the weighting of any criteria used to evaluate proposals; viii. Conduct the evaluation process at the sole discretion of MFish; ix. Liaise and negotiate with any submitter or any other persons at any time before, during or after the RFP process; x. Change any date in the RFP process; xi. Suspend or cancel by notice the RFP process or any part of it; and xii. Re-hold an RFP. 19. MFish will not be liable (in contract or tort, including negligence, or otherwise) for any direct or indirect damage, loss (including loss of profits or business or other economic loss) or cost (including legal costs) to any submitter or other person in relation to this RFP process or outcome. 20. Govt3: i. The Govt3 programme was initiated by the Government to encourage Crown agencies to implement socially, environmentally and economically sustainable work practices; including procurement. MFish has committed to this programme; ii. MFish is committed to purchasing sustainable products, works and services wherever possible. MFish will give appropriate weighting to sustainable products, works and services in the purchasing process; and iii. The supplier will perform the services in a manner that gives appropriate regard to the protection of the natural environment. The supplier will comply with all environmentally related legislation and codes of practices relating to the products and services being offered.

21. Other points for submitters to note: i. MFish has used all reasonable efforts to ensure the accuracy of the information in the RFP. However, MFish will not be liable for any inaccuracy or omission; ii. No advertising, press release, public statement or other information relating to this RFP, and proposal or agreement, shall be published in any newspaper, journal, magazine, or any other medium without the prior written consent of MFish; iii. Suppliers (and all third parties used in preparing responses) must keep confidential all information, whether written or oral, concerning the business and operations of MFish they may obtain as a result of this RFP, where that information is not available in the public domain; and iv. Costs of preparing proposals will be borne by submitters. 22. Confidentiality: i. MFish will not, except as required by law, disclose any of the information in your proposal to any third party; ii. MFish may need to disclose all or part of a proposal (including prices) and any subsequent contract, or parts of it, in response to requests under the Official Information Act 1982 or by Courts order; and iii. MFish would consult with a submitter on release or withholding of significant details under the Official Information Act. 23. Intellectual Property: i. All software, information, working papers, reports, or other papers produced by the submitter during the performance of the services outlined in this RFP, and the intellectual property (including copyright) therein, shall be the property of MFish.