______School District
REQUEST FOR PROPOSAL
Professional Services
Specialized Support for
California Proposition 39 –
California Clean Energy Jobs Act
At
District Sites
Dated
______
______SCHOOL DISTRICT
Address
REQUEST FOR PROPOSAL
Professional Services –Specialized Support for California Proposition 39 –
California Clean Energy Jobs Act
At
District Sites
SECTION 1 - INTRODUCTION
1.1 GENERAL
______District requests proposals, from qualified firms, to provide professional services related to Proposition 39 improvements throughout the District.
This request will consist of a two part proposal process.
1. The District will evaluate all qualifying submittals and select the most qualified firm based on proposal content, and responsiveness to the District's needs.
2. Upon selection of most qualified firm, District will open cost proposal to determine and/or negotiate any fees/terms (see Item 6.5 concerning fee proposal).
Requirements as outlined in this RFP (see Section 3.2 & 6.5). Utility Auditors must have California K-12 experience. Firms will be expected to demonstrate ability to provide services in a timely fashion.
This is a request for proposal only and shall not be interpreted as a solicitation for services. Submittals shall be comprehensive, concise, and responsive to District's goals and format as outlined in this RFP. Innovative and creative solutions are encouraged.
Firms submitting proposals must submit electronic proposal no later than 3:30 p.m., ______2014 (See Item 6.5.3 concerning fee proposal).
Questions, correspondence and proposals shall be directed to:
1.2 RELATIONSHIPS AND RESPONSIBILITIES
The owner and contracting entity for the project is the District, under direction of the District’s Superintendent of Schools. The project will be coordinated and managed through the office of ______.
Specific lines of authority, responsibility and accountability, with respect to duties and responsibilities, will be established through contract negotiations.
SECTION 2 - SELECTION PROCESS TIMETABLE
The following schedule provided for your information:
Proposals Submitted to District March 26, 2014
Oral Interviews (if requested) April 3, 2014
Begin Contract Fee Negotiation April 4, 2014
Award by School Board April 30, 2014
SECTION 3 - PROJECT DESCRIPTION
3.1 PROJECT SCOPE
Services anticipated under this proposal shall require close coordination and work with District staff. For the purposes of this proposal, it shall be understood typical project scope includes all tools, materials, equipment and personnel necessary to provide specialized services to support programming / planning associated with Proposition 39 – California Clean Energy Jobs Act. District is looking for qualified utility auditing firms to provide ASHRAE Level 2 energy audits, water fixture surveys, and cost estimates and liaison with California Energy Commission (CEC) to identify efficiency improvements at District sites. This solicitation will allow the District to select an unbiased consultant to aid District personnel in the development of a program and the resulting project implementation as well as act as a liaison with the California Energy Commission for all relevant applications and supporting documentation. With the exception of ______, District anticipates project scope to be inclusive of all sites maintained (see Section 5 for additional information). A list of sites may be found at: ______
Utility Auditors must be familiar with and have K-12 experience in California. Firms are expected to demonstrate ability to provide services in a timely fashion. Such services are generally understood to include (but are not limited to):
3.1.1 Perform energy survey/audit at all District sites including the following:
3.1.1.1 Project Kick‐Off Meeting: Meet with District personnel to confirm potential scope of work, coordinate site/data access, and schedule site surveys for all facilities being audited.
3.1.1.2 Utility Bill Analysis: Evaluate four years‐worth of utility data to calibrate energy models, energy use, water use intensities and cost indicators to comparable school buildings. Determine approximate breakdown of utility use by end‐use categories.
3.1.1.3 Walk‐Through Audit: Survey sites to identify energy efficiency opportunities and conduct a water fixture survey. Conduct staff interviews and inspect equipment as necessary to complete audit.
3.1.1.4 Analysis of Measures: Using energy models based on nameplate and utility data determine the cost effectiveness of identified energy efficiency opportunities as measured according to Prop 39 guidelines. Reasonable assumptions for building type and age may be utilized in analysis. Analysis should use existing District utility rates as well as increased rates based on a CEC accepted escalator.
3.1.1.5 Feasibility Report Summary: Present an executive summary, brief facility description, utility baseline analysis, and a description of measures and associated energy and water cost savings.
3.1.1.5.1 Feasibility studies which will include but are not limited to:
Energy management control systems
Large-scale lighting controls
Individual room lighting control (motion and audio sensors)
Optical reflectors for fluorescent light fixtures
Sodium to florescent lighting conversion
Conversion to HID
Motion sensor control
Day lighting control
Exit sign conversion
Other lighting modifications
Air conditioning unit replacement and potential incorporation of already planned upgrades
Chiller replacement
Chiller optimization and control
Economizer control
Thermal storage for heating and cooling
Environmental system control replacement
HVAC system modifications incorporating already planned upgrades
Variable speed/frequency drives
Air compressor replacement/upgrade
Fuel conversion
Boiler/burner replacement
Boiler heat recovery
Boiler combustion controls
Building envelope improvements including multi-pane windows
Domestic hot and cold water systems
Air management systems
Kitchen appliance conversion to gas
High efficiency motors
Motor down-sizing
Energy conservation awareness training
Irrigation Systems
3.1.2 Prepare engineering report and recommendations for projects. Report shall meet all District and CEC requirements.
3.1.3 Work with District staff to develop Energy Expenditure Plan in accordance with CEC regulations.
3.1.4 Act as District Liaison with CEC.
District reserves the right to issue a task order to successful firm to complete subsequent phases necessary to facilitate completion of work identified in base scope of work (Item 3.1.1, 3.1.2, 3.1.3 and 3.1.4). At this time, the District utilizes a number of contracting methods including design bid/build and lease/leaseback. Additional work is anticipated to include services necessary, regardless of contracting methodology. Submitting firms shall anticipate any additional work shall include the following phases:
Project Planning Phase
Phase shall consist of programming and design development necessary to assist District, and/or authorized representative in preparation of documentation and approval process on all Proposition 39 Projects.
Construction Phase
In conformance with DSA requirements, construction phase shall consist of assisting District and/or authorize representative during construction drawing phase including constructability review and estimate development including all services, reports and documentation necessary to support ALL DSA approved projects. All work shall be completed in conformance with all DSA requirements.
In addition to services above services, District may occasionally require specialized professional services, within the scope of this request and in support of special projects within the District.
3.2 SCOPE OF SERVICES
District anticipates the full complement of professional services to be provided by selected firm, including but not necessarily limited to the following:
3.2.1 Engineering Services - to include full range of professional engineering and analysis necessary to support District program.
3.2.2 Special Facility Inspection/Auditing Services - to include a full range of ASHRAE Level 2 certified special service(s) as required by item 3.1.1 and/or necessary to complete item 3.1.
3.2.3 Administrative Support Services - to include all management, supervision, analysis, review and reporting as necessary and/or required by applicable law, regulation and governing authorities, including issuance of all documentation required to obtain approval and final certification.
Services provided under previous headings should be substantially identical, with any minor modifications necessary to those required to meet District and CEC requirements.
SECTION 4 - PROJECT SCHEDULE(s)
For most District projects, time is of the essence. Successful firm shall be expected to provide full range of services required, in a timely manner, to ensure successful planning, construction and closure. Submitting firm shall anticipate scheduling all work within normal working District working hours (7:30A.M to 4:00 P.M.). Any request beyond normal working hours including overtime shall require prior District approval.
See Section 6.3 for additional details.
SECTION 5 - FUNDING SOURCES
At this time, funding source for all projects will be District, Proposition 39. However, if District contracts for project financing through the Energy Services Company, (ESCO), financing shall be structured so that annual payments never exceed annual savings. Services will be required to provide the financing in such a manner as to ensure that, initially, all costs are paid for from the utility savings associated with the energy conservation program. Operational savings will not be allowed as part of annual savings. The ESCO must make available a program that guarantees the energy savings of the energy conservation services financed. The ESCO’s demonstrated ability to provide this guarantee will be one of several evaluation criteria. District reserves the right to add available capital to this project, should it determine it is in its best interest. It is expected that, as a minimum, the following professional services will be investigated on an individual basis or in combination with other techniques and implemented, if deemed cost effective by District and the ESCO:
Any other Energy Conservation Management (ECM) controls proposed by the ESCO will also be considered. All ECMs considered shall be proven, commercially available and result in verifiable energy savings. All equipment provided by the ESCO for this program shall have a history of successful operating experience in similar installations and shall be in new and unused condition. This equipment shall be state-of-the-art with readily available replacement parts. All equipment used for this program shall be approved by District prior to installation.
Successful firm shall anticipated site based cost tracking for all work. Funding for ______is independent of all other funding. Successful firm shall anticipate all work arising from this proposal and associated with ______shall be tracked as a separate project.
SECTION 6 - PROPOSAL FORMAT
District selection process is intended to minimize time and expense required for firm(s) to prepare Qualifications Statement. Respondents are encouraged to be as brief and concise as possible, avoiding standardized or boilerplate information. To promote this, many of the formatting decisions established and outlined below.
Your Qualification Statements shall be comprised of single-spaced and numbered pages (8 1/2" X 11" Maximum page size). Include in your package a graphic cover, cover letter, executive summary (2 page maximum), table of contents and blank section dividers (tabs). Additional information such as corporate brochures may be included but kept to a minimum.
Submitting Firm shall provide a copy of entire proposal in electronic format.
The following pages detail instructions and order to be followed in preparing your proposal. Please respond to all inquiries in order and format noted.
6.1 GENERAL – PART I
6.1.1 Cover letter/Letter of Transmittal
6.1.2 Executive Summary (two page maximum)
Section should contain a brief statement of the salient features, including conclusions and the most important reasons why your firm should be selected.
6.13 Project Team
Organization chart showing all firms, responsibilities, and relationships, as well as the organizational relationship of individual team members
6.2 QUALIFICATIONS - PART II
6.2.1 Firm Experience
Describe all similar projects completed by your firm or by members of your staff while employed by other firms. Limit information to projects of similar scale and planning concept (in California), indicating program summaries and cost. Serious consideration will be given only to those firms who can clearly demonstrate successful past experience.
6.2.2 Project Team
Identify and provide brief summary resumes of principals, project managers, and other key staff scheduled to participate. Identify whether key personnel are contract individuals. When necessary, detailed resumes should be included as part of Section 8. There shall be no change in key personnel, once proposal submitted, without prior District approval, in writing.
6.2.3 References
Provide a minimum of three references, including name, address, and telephone number, of clients who can verify your performance on relevant projects.
6.3 TECHNICAL DATA - PART III
6.3.1 Schedule
Explain how your firm would allocate resources and schedule work necessary to achieve goals. Include a preliminary life-cycle schedule indicating how your firm would successfully complete investigation, document approval, special inspections, document preparation, document approval, programming, schematic design, construction design, construction administration and close-out. Indicate milestones as well as anticipated on-site resources necessary to meet project goals and timelines outlined in Section 3.1 and 3.2. Identify any missing information and/or concerns.
6.3.2 Strategy and Methodology
· Provide estimate and respond as if firm received a task order request for estimate. Identify all tasks required to perform the full range of services, as identified in this request for proposal, including anticipated hours to complete (by task).
· Describe your strategy, methodology and process to successfully complete project while minimizing cost, maximizing economy and ensuring operational effectiveness.
· Describe any innovative methodology your firm may use to reduce the ecological ‘footprint’ of the project.
· Identify any missing information and/or concerns.
6.3.3 Section 8 Responses to Questions
Responses to questions in Section 8.
6.4 ADDENDUM - PART IV
This section shall include submissions of any additional relevant technical data, not included elsewhere but considered pertinent to proposal.
6.5 COST PROPOSAL
COST PROPOSAL SHALL BE SUBMITTED IN SEPARATE SEALED ENVELOPE. COST PROPOSAL SHALL BE RECEIVED BY DISTRICT AT TIME OF SUBMISSION
6.5.1 Cost Outline
Submitting firm shall provide standard rates for ALL disciplines associated with completion of your firm's responsibilities. Rate sheet should include average rates by title/task, including firm's profit/overhead rate.
Unless otherwise noted, costs shall include all tools, materials, labor, equipment, meetings, travel, inspection and miscellaneous costs required to complete task. Individual tasks anticipated to include any and all equipment and consumables necessary to complete task.
Unless otherwise noted all services shall be provided FOB destination.
6.5.2 Payment Schedule
Invoicing and payments on will be processed monthly. For multi-site projects, invoicing shall be separated by site. Provide standard payment terms and conditions including any discounts for prompt payments.