Automated Carbon Scoring Is Rewriting RFPs
Procurement teams are moving from narrative sustainability sections to software that reads your EPDs, checks scope and validity, and assigns a carbon score in seconds. If your data is missing, mismatched, or not machine readable, your bid quietly slips behind products that are ready for automated review.
Why RFPs are turning into carbon calculators
Owners need fast, auditable ways to hit embodied‑carbon targets, so RFPs are shifting to structured submittals and automated pass or fail checks. California already publishes maximum GWP values for materials, for example hot‑rolled structural steel at 1,010 kg CO2e per metric ton effective January 1, 2025 (CA DGS, 2025) (CA DGS, 2025). The direction is clear, algorithms are becoming the first reviewer.
What the bots read first
Carbon scoring tools look for a few fields every time: product name, facility, declared unit, scope, PCR, program operator, verification statement, and GWP values for A1 to A3. LEED v4.1 also keeps pressure on demand by rewarding projects that use at least 20 products with EPDs from five manufacturers, which feeds directly into procurement checklists (USGBC, 2024) (USGBC, 2024).
Machine readable or bust
PDFs are not enough. Many program operators publish a paired XML record for each EPD, which enables instant parsing in bid portals, and those EPDs are typically valid for five years (IBU, 2025) (IBU, 2025). If your declarations exist only as static PDFs or scanned pages, scoring engines miss fields or flag them for manual review.
Facility specific beats generic
RFPs increasingly ask for the exact plant behind the product. California requires facility‑specific EPDs for eligible materials on certain projects with contracts signed on or after July 1, 2022, which has trained reviewers to expect plant data in every submittal (CA DGS, 2024).
PCRs are moving targets
Construction PCRs continue to update, including the widely used Construction Products PCR adjusted in 2025 to align with new GPI rules (EPD International, 2025). That means your next renewal may change scope details or impact reporting. Treat PCR monitoring like code compliance, not a once‑per‑decade chore.
The five‑minute data hygiene check
Before the next bid cycle, confirm that your portfolio can survive automated parsing.
- Each EPD has a clear declared unit and A1 to A3 scope that matches product labeling.
- Facility name and address match purchase orders, not marketing nicknames.
- Valid‑through dates are tracked, with renewals queued at least six months ahead since many EPDs last five years (IBU, 2025).
- Product identifiers map to your SKUs and to MasterFormat and UNSPSC where applicable.
- Verification statements and program operator IDs are visible and searchable in the file metadata.
Prioritize like a product manager
Start with high‑volume SKUs in categories likely to face limits, then cover products that regularly appear on alternates lists. If a product has no current EPD, build a fast path to a prospective or first‑issue EPD so sales does not avoid carbon‑screened opportunities by default. This is where speed matters because lost weeks often equal lost specs.
Plan for variance, not perfection
Automated scoring will compare your GWP to a threshold or a percentile band. Small process changes can swing results, so keep a simple change log for fuels, scrap rates, and packaging. When numbers are uncertain, say so plainly and document the assumption, that transparency often avoids a red flag. Yes, it is definately better than silence.
What to ask your LCA and EPD partner
Insist on white‑glove data collection, not a login and a to‑do list. Check that they can publish with multiple program operators, deliver machine‑readable files alongside PDFs, align PCR choice with your competitive set, and manage renewals against sales deadlines rather than academic calendars.
Your move
Automated carbon scoring rewards manufacturers who make accurate, machine‑readable EPDs easy to submit and easy to trust. Set up the data once, keep it current, and you turn the RFP gatekeeper from obstacle to amplifier.
Frequently Asked Questions
Do EPDs really influence bid scoring or are they just a checkbox
On many public projects they influence scoring directly through pass or fail against published GWP thresholds, and on private projects they support LEED contribution counts that can affect selection. Example thresholds are published by California’s Department of General Services for several materials, and LEED v4.1 awards credit for 20 products with EPDs from five manufacturers (CA DGS, 2025) (USGBC, 2024).
How long is an EPD valid and when should we renew
Many program operators state a five‑year validity. Track expiries and plan renewals at least six months ahead to avoid bid delays and to capture any process improvements that reduce GWP values (IBU, 2025).
Do we need facility‑specific EPDs or are corporate averages fine
Facility‑specific EPDs are increasingly required in RFPs. California mandates facility‑specific EPDs for eligible materials on certain contracts signed on or after July 1, 2022, and this standard is shaping buyer expectations elsewhere (CA DGS, 2024).
About the Author
With a passion for sustainability and a love for complex data, Toby helps manufacturers efficiently collect data from across their organization and get their EPDs done right. He’s especially interested in how AI can support human expertise, helping R&D and factory teams work faster, smarter, and with less friction.
