Sample Documents for Performance Contracting s1
RFQ/RFP For Energy Master Planning (Proposition 39)
______School District
REQUEST FOR PROPOSALS
Proposition 39
Energy Master Planning
February 12, 2014
______
______School District Contact
Address
Phone
Fax
Proposals Due on ______at _____PM at
Address
Fax or Email Proposals Will Not Be Accepted
TABLE OF CONTENTS
Request for Proposals
Introduction…………………………………………………………………………………………… 3
Overview…………………………………………………………………………………………...... 3
Statement of Work………………………………………………………………………………….3 - 4
ATTACHMENTS
Attachment A: Proposed Project Schedule………………………………………………..5
Attachment B: Proposal Response Requirements ………………...... 6 - 8
Attachment C: Technical Facility Profile………………………………………….....9 - 32
Attachment D: Professional Services Agreement …………………………………..33 - 40
______School District 1
RFQ/RFP For Energy Master Planning
REQUEST FOR PROPOSALS
Energy Master Planning for
______School District
INTRODUCTION
______School District solicits this Request for Proposals from interested consultants to conduct energy analysis and master planning services for all District properties. The goal of the energy analysis and master planning process is to create a comprehensive plan to reduce energy use across the District. The expected work product would be a five year multiphase project document that identifies capital improvement projects that will reduce our overall energy usage and comply with California Energy Commissions (CEC) Guidelines for use of Proposition 39 funding. A proposed schedule indicating the timeline for this solicitation is identified in Attachment A: Proposed Project Schedule.
OVERVIEW
After selection of a consultant, District seeks to maximize energy cost savings through capital improvement projects that:
· achieves significant long-term cost savings or cost deferment
· achieves a cost savings
· maintains consistent and reasonable levels of occupant comfort
· maintains consistent levels of building functionality
· realizes additional benefits that may directly result from operational and energy-related services and capital improvements such as reduced maintenance costs and additional building improvements, etc.
· maintains consistency with all applicable state and local codes and standards.
Statement of Work
In accordance with CEC Draft Guidelines Proposition 39 Application Process, there are five main areas of work that will be required under this request for proposals:
· Coordinate access to all utility billing for CEC on behalf of the District.
· Benchmark all District buildings and facilities into the EPA’s Energy Start Portfolio Manager.
o Consultant shall assist the District in comprehensively benchmarking all facilities within the District. Benchmarking shall include both electricity and natural gas use. Each meter at each schools’ site shall be identified and separately benchmarked. Benchmarking should be completed in a way that it can be easily updated, tracked on an ongoing basis and easily compared across schools within the District. The consultant shall set-up the benchmarking system and provide training and access to the data for the District’s long term use.
· Consultant shall conduct energy analysis and facilities assessment which should include an on-site survey of each school site so that the consultant can familiarize themselves with the facilities and their operations. Consultant will meet with District Maintenance and Operations staff or designee to investigate each building. The District will provide access to the “Plan Room” for archived record drawings for each site.
· For each facility within the District the consultant shall propose a variety of facility improvements that would reduce the energy use of the building. Each facility should be considered holistically to not only reduce energy use but also improve the quality of the space and the education environment. The consultant should estimate the energy savings as well as the construction cost and calculate the estimated pay back for the project to be consistent with Savings to Investment Ratio (SIR) as required by the CEC Guidelines. The analysis of the potential energy savings of each proposed improvement should be equal to the level recommended for an ASHRAE Level 2 Energy Audit and consistent with the CEC Guidelines.
o The estimated construction costs shall include all project costs (including design fees, DSA fees, testing, inspection, etc.). The consultant shall also estimate the scope and cost of additional upgrades that may be required by DSA to complete the proposed improvements (accessibility, fire alarms etc.).
· Create an Energy Expenditure Plan (EEP) for the improvements proposed for each fiscal year of Proposition 39. The EEP will meet all for the CEC requirements and provide all the necessary calculations and certifications. Consultant will prepare, submit and respond to any comments from the CEC.
o Consultant shall assist the District in identifying any additional funding sources for energy efficiency projects in addition to Proposition 39 funding.
Additional “optional” Services
· The Consultant shall evaluate the potential for the generation of solar energy. The consultant should identify possible locations for solar arrays at each campus. The size of the proposed solar system should be coordinated with the proposed energy efficiency improvements to minimize the size of the installation to the greatest extent possible. For each system proposed the consultant team shall provide detailed information on the system costs, production and energy savings.
Consultant must have the technical capability to address a broad range of systems including, but not limited to:
Mechanical Systems. Heating, ventilating and air conditioning (HVAC) systems, energy management and control systems, domestic hot water systems, and utility distribution systems.
Plants. District heating and cooling and cogeneration systems.
Lighting systems. Indoor and outdoor lighting systems, lighting controls, daylighting strategies.
Building envelope systems. Windows, insulation, cool roofing systems and weatherization.
Specialty Systems: Compressed air, industrial systems, power quality, electrical distribution, low-voltage and communication systems, kitchen equipment.
Water and Sewage Systems. Automatic controls, low-flow faucet aerators, low-flow toilets, cooling tower modifications, pool covers, and irrigation system controls or modifications.
Renewable Energy Technologies. Wind, solar, and geothermal.
ATTACHMENT A: PROPOSED PROJECT SCHEDULE
The following schedule is the proposed schedule, and may change during the project.
ACTIVITY DATE
Issue RFQ February 12, 2014
Responses Due March 14, 2013 @ 4:00 pm
Review and Selection of Finalist(s) March 17th
Interviews Scheduled and Conducted TBD
Consultant Selected April 2014
Contracts Initiated April 2014
Conduct Energy Master Planning June 2014 – November 2014
Finalize Energy Master Plan & Present Findings December 2014
Submit Energy Expenditure Plan to California January 2014
Energy Commission
______School District 1
RFQ/RFP For Energy Master Planning
ATTACHMENT B: PROPROSAL REQUIREMENTS
For further information, please contact:______
PROPOSAL REQUIREMENTS:
Provide one (1) unstapled original, three (3) copies and one (1) electronic copy on CD or scan disk at the time and place indicated in the cover letter to this RFQ/RFP. Fax or email proposals will not be accepted. Late responses will not be accepted.
Each proposal shall be submitted in writing and must include the following information:
CONSULTANT PROFILE & QUALIFICATIONS
· Answer all questions or state “N/A” if not applicable.
· Please number and re-state each subheading or question, followed by your response. This improves clarity and makes it much easier to evaluate your response.
· Number all pages.
- Name, address, contact numbers, email, website, and summary of the responding consultant’s experience with public school projects and energy audits.
- If the responding consultant is a business entity, provide information on the type of entity, its ownership, size, and location of its principal office.
- All applicable licenses including license numbers and expiration dates.
- Detailed resume(s) of personnel to be assigned to the Project.
a. Identify proposed sub-consultant(s) by name, address and work to be performed.
b. Summarize the scope of services (auditing, design, construction, monitoring, operations, maintenance, training, financing, etc.) directly offered by consultant.
c. Describe your ability to offer analysis to upgrade HVAC, controls, lighting, renewables, and other systems.
- Describe your experience and approach to help with the procurement of state and local assistance (rebates, incentives, etc.).
- List at least three (3) applicable energy audits, energy master planning and/or energy projects completed by the consultant and proposed sub consultants within the past five (5) years that are similar in size and scope. Identify similar projects by name, location, owner, size, and date constructed.
a. Include a list of references including contact names and telephone numbers for the representative projects.
b. Type of contract (shared-savings, lease purchase, guaranteed savings), contract term, and financing arrangement.
c. Source of funds used for the project. If applicable, describe you or your firm’s role in securing funds.
7. Describe your general approach to auditing a facility and how will [DISTRICT] be involved in the process?
8. Describe standards of comfort and functionality that are generally used for light levels, space temperatures, ventilation rates, etc. in the intended facilities.
9. Describe in detail the methodology you or your firm normally uses to establish baseline of energy and water use as well as equipment performance.
10. Describe the procedure to assign dollar values to the savings. Include energy savings as well as maintenance, material and other savings sources.
a. Describe you or your firm’s procedures and schedule for measuring the financial and technical performance of projects.
11. The selected consultant must enter into a written agreement for the services using the District’s standard form agreement for Professional Services (the “Agreement”), a copy of which is included as Attachment “D”. The Agreement includes the following indemnity requirement:
“Consultant shall indemnify, defend with counsel acceptable to District, and hold harmless to the full extent permitted by law, District, its governing board, officers, agents, employees, and volunteers from and against any and all liability, demands, loss, damage, claims, settlements, expenses, and costs (including, without limitation, attorney fees, expert witness fees, and costs and fees of litigation) (collectively, “Liability”) of every nature arising out of or in connection with Consultant’s acts or omissions with respect to this Agreement, except such Liability caused by the active negligence, sole negligence, or willful misconduct of the District. This indemnification obligation is not limited by any limitation on the amount or type of damages or compensation payable under Workers’ Compensation or other employee benefit acts, or by insurance coverage limits, and shall survive the expiration or early termination of this Agreement.”
The Agreement also includes the following insurance requirements:
Before providing any services under this Agreement, Consultant shall be required to procure and provide proof of the insurance coverage required by this section in the form of certificates and endorsements. The required insurance must cover the activities of Consultant and its employees or subcontractors relating to or arising from the performance of services under this Agreement, and must remain in full force and effect at all times during the term of the Agreement. All required insurance must be issued by an insurer licensed to do business in the State of California, and each such insurer must have an A.M. Best financial strength rating of “A” or better and a financial size rating of “VIII” or better. If Consultant fails to provide any of the required coverage, District may, at its sole discretion, purchase such coverage at Consultant’s expense and deduct the cost from payments due to Consultant.
The following insurance policies and limits are required for this Agreement, unless expressly waived or amended in writing by District:
Commercial General Liability Insurance (“CGL”). The CGL policy shall be issued on an occurrence basis, written on a commercial general liability form, and shall include coverage for liability arising from Consultant’s acts or omissions in the performance of services under this Agreement with limits of at least one million dollars ($1,000,000.00) per occurrence. The CGL policy must name District as an additional insured for all liability arising out of the operations by or on behalf of the named insured, and must protect District, its officers, employees, and agents against any and all liability for personal injury, death, or property damage or destruction arising directly or indirectly in the performance of the Agreement. The CGL coverage may be arranged under a single policy for the full limits required or by a combination of underlying policies with the balance provided by excess or umbrella policies, provided each such policy complies with the requirements set forth herein.
Automobile Insurance. The automobile liability insurance shall cover bodily injury and property damage in an amount no less than one million dollars ($1,000,000.00) combined single limit for each occurrence, including owned, hired, and non-owned vehicles.
Workers’ Compensation Insurance and Employer’s Liability. The policy must comply with the requirements of the California Workers’ Compensation Insurance and Safety Act, with limits of at least one million dollars ($1,000,000.00). If Consultant is self-insured, Consultant shall provide its Certificate of Permission to Self-Insure, duly authorized by the Department of Industrial Relations.
Professional Liability. This insurance must insure against Consultant’s errors and omissions in the provision of services under this Agreement, in an amount no less than one million dollars ($1,000,000.00) combined single limit.
Each certificate of insurance must state that the coverage afforded by the policy or policies shall not be reduced, cancelled or allowed to expire without at least thirty (30) days written notice to District, unless due to non-payment of premiums, in which case at least ten (10) days written notice shall be made to District.
Each required policy must include an endorsement providing that the carrier agrees to waive any right of subrogation it may have against District.
The CGL policy must include the following endorsements:
The inclusion of more than one insured shall not operate to impair the rights of one insured against another, and the coverages afforded shall apply as though separate policies have been issued to each insured.
The insurance provided is primary and no insurance held or owned by District shall be called upon to contribute to a loss.
12. Proposed Fee Schedule
a. Provide breakdown of costs for:
1. District Wide Energy Analysis
2. Development of the District’s Energy Master Plan for all five years of Proposition 39 funding
3. Benchmarking each site’s buildings in EPA’s Energy Star Portfolio Manager
4. Preparation of District’s Energy Expenditure Plans for all five years of Proposition 39 funding
5. District Wide Renewable Energy Feasibility
SELECTION PROCESS: