BRIGHAM CITY CORPORATION REQUEST FOR PROPOSAL

Transcription

1 BRIGHAM CITY CORPORATION REQUEST FOR PROPOSAL BRIGHAM CITY CORPORATION ( located at 20 North Main Street Brigham City, Utah is requesting proposals from energy services companies for performance contracting for energy/utility cost savings programs. PROPOSALS MUST BE RECEIVED NO LATER THAN: 10:00 AM MAY 11, PROPOSALS RECEIVED AFTER THIS TIME WILL NOT BE EVALUATED. 1. PURPOSE OF SOLICITATION This solicitation is a Request for Proposal (RFP). The purpose is to solicit qualifications from State qualified Energy Service Companies (ESCOs) that describe their capabilities to identify, design, install, maintain, monitor and arrange financing of a comprehensive energy/utility conservation program. This program includes the services listed in this request pursuant to the provisions of Utah law. The City intends to select the most qualified vendor to perform objectives stated within this document in accordance with 63G-6a Utah Procurement Code. Qualified firms interested in providing the specified services should respond with a written proposal to the City. Final selection will be made in accordance with the policies and administrative directive of the City and other statutory provisions. 2. ADMINISTRATIVE BACKGROUND Brigham City Corporation is a municipal corporation of the State of Utah. Brigham City is a small city located approximately 60 miles north of Salt Lake City, Utah comprising an area of twenty four (24) square miles. The 2010 Census population of Brigham City was 17,899. Brigham City Corporation offers a diversity of municipal services including police, fire, and ambulance service; utility services including culinary water, sanitary sewer, storm drainage, and electricity; other public services such as waste collection, street construction and maintenance, planning and zoning, building permitting, economic development, a museum and gallery, volunteer coordination, and senior citizen services are provided as well. The City manages and maintains 12 parks and an 18-hole golf course, and operates a recreation program that serves Brigham City and neighboring communities, and provides a variety of activities. Brigham City anticipates significant expansion in the next 20 years as a result of natural growth and migration. All utilities are owned and operated by Brigham City Corporation with the exception of natural gas, several communication companies and a portion of electrical energy purchased from the Utah Associated Municipal Power Systems. The City anticipates that major reductions in annual energy, utility and operational costs will be realized, through the implementation of this fiscal improvement program. The ESCO will provide a written guarantee of all energy, utility and operational cost reductions and facilitate all financing for the project as requested. The contract life of the program shall not exceed twenty (20) years in accordance with State statue. The City proposes to address as many energy/utility improvement issues as practicable in its facilities, including lighting, space heating, ventilation, air-conditioning, building envelope, heat recovery, energy management systems, environmental system controls, motors, domestic water heating, fuel switching, air distribution systems, air quality, street and parking lot lighting, water conservation or other energy and equipment including improvements or equipment related to renewable energy. Completion of this program will allow the City to implement and sustain efficiencies and cost savings. Additionally, the City intends to upgrade outdated and obsolete building equipment and infrastructure and perform other operational improvements. 1

2 3. SERVICES REQUESTED The City anticipates major reductions in annual energy, utility and other operational costs may be realized from program. As part of the process, a contract will be entered into with the successful ESCO which shall include provisions for monitoring and verification of energy/utility savings and any guaranteed operational savings. The selected ESCO shall arrange financing and procure the most cost effective funding for the project. The term is notto-exceed twenty (20) years from the final installation completion date. Shorter contract terms may be considered if it s in the City s best interest. The City intends to structure the program's implementation schedule in a manner to minimize its financed capital needs. Respondents to this RFP shall identify their experience and qualifications to perform analysis, design engineering, preparation of engineering plans and specifications, installation, commissioning, equipment training, monitoring and verification of savings and construction management of a major energy/utility conservation project that involves multiple Energy Conservation Measures (ECMs) to address facility components and applications. Such components and applications shall include: lighting, space heating, ventilation, air-conditioning, building envelope, heat recovery, energy and water management systems, environmental system controls, motors, domestic water heating, fuel switching, air distribution systems, air quality, street lights or other energy and water conservation related improvements or equipment including improvements or equipment related to energy. All other ECMs proposed by the ESCO will also be considered. All equipment provided by the ESCO for this program will have a history of successful operating experience in similar installations and shall be in new and unused condition. The City also requires a description of the ESCO s qualifications and experience related to training building occupants and maintenance workers in energy and in water conservation awareness. The City may or may not elect to do multiple projects or multiple phases under this RFP and reserves the right to reject any and all proposals. 4. PROCUREMENT PROCESS PROPOSAL EVALUATION Interested qualified vendors responding to this RFP with a proposal of qualifications must provide all information requested herein. The City will evaluate submittals and choose the most qualified vendor based on their selection process. ENERGY PROPOSAL Upon completion of the RFP evaluation, the City will select an ESCO partner (i.e. most qualified vendor ) and that qualified vendor will proceed with the energy and operational savings analysis, and design a development plan for the fiscal improvement program. The "Qualified Vendor" needs to outline the process to be followed from ESCO selection to project implementation, including any commitments the City needs to make to the ESCO prior to the detailed facilities audit (i.e. contracts, letters of authorization, payments etc.) and any costs the City may incur for such audit if the City chooses not to pursue the energy/utility program once the audit has been completed. The City may or may not elect to do multiple projects or multiple phases under this RFP. NEGOTIATION AND SIGNING OF CONTRACT Upon the determination that the project is feasible and acceptable to the City, a Performance Contract will be negotiated between the City and the ESCO. Upon acceptance of the Performance Contract by the City, it will be signed and the program will commence. 2

3 5. SCHEDULE OF EVENTS Listed below are the dates and times by which stated actions must be taken or completed. If the City determines that it is necessary to change any of the dates and times, an Addendum to this RFP will be issued. All times are applicable local times for the City. DATE / TIME Wednesday April 13, 2016 Wednesday April 20, 2016 Wednesday April 13, 2016 Wednesday April 27, 2016 (1:00 PM 4:00 PM) Wednesday May 11, :00 AM ACTION Advertising of Request for Proposal Request for Proposal documents released to potential Respondents Mandatory Pre-Bid Meeting and Building Site Visits Required (Meet at Brigham City Hall, 20 North Main Street, in Council Chambers Room) Deadline for submittals Please note that responses to the RFP must be received on or before May 11, 2016 and prior to 10:00 AM. One (1) original and one (1) copy of the response must be sealed and delivered to: Attn: Mary Kate Christensen, City Recorder Brigham City Corporation 20 N. Main Street Brigham City, UT Re: Energy/Utility Cost Savings Program Late responses will not be accepted and will be returned to the submitting company unopened. The City is not liable for any cost incurred by any person or firm responding to this RFP. Faxed and ed responses will not be accepted. The City reserves the right to reject, as non-responsive, any proposals that do not contain the information requested in Section 7 of this RFP. Additionally, the City reserves the right to reject, as non-responsive, any proposals that are not organized and formatted as described in this RFP. Please direct all questions regarding this RFP and the program it represents to the City s Representative: 6. EVALUATION CRITERIA Kelly Andrew, Facilities Manager Brigham City Corporation (435) kandrew@brighamcity.utah.gov Qualifications of all business entities that respond to this solicitation, including any subcontractors to be utilized, will be evaluated using the following selection criteria: a) Business Qualifications / Local Experience (20% maximum) b) Financial Qualifications (20% maximum) 3

4 c) Personnel Qualifications (15% maximum) d) Project Management Plan (15% maximum) e) Pricing & Cost Savings Plan (30% maximum) 7. RESPONSE FORMAT AND CONTENTS The responses to this Request for Proposal will consist of eight (9) specific areas (A through I) that must be completed and returned in the order indicated below. The City may, during the course of the evaluation process, request additional information to supplement and/or clarify the information provided by any ESCO. A. COVER LETTER: The ESCO s proposal will include a cover letter at the beginning of the proposal. The cover letter shall provide a summary of the information presented in the proposal; names and telephone and fax numbers of persons authorized to provide any clarification required; and a statement accepting the terms of this solicitation or noting specific exceptions taken to any of the terms and conditions specified in this document. B. TABLE OF CONTENTS C. BUSINESS QUALIFICATIONS Respond to the following questions/requirements: a) Business unit dedicated to implementing Energy Savings Performance Contracting projects with a description provided. b) Proof of current Utah Professional Engineering Registration and contractor s license. c) Proof of National Association of Energy Service Companies (NAESCO) accreditation at the Energy Service Provider (ESP) level. d) The City is interested in benefiting from an unbiased, value-based program to address its needs through a vendor-neutral ESCO. Therefore, the ESCO must demonstrate its willingness and past experience in providing projects that deploy solutions incorporating equipment, controls and related products and field services independent of its own specific business portfolio. e) The ESCO must have a minimum of ten (10) years experience in the analysis, design, implementation and installation of energy efficiency and facility improvement measures for local Energy Service projects. In house resources and expertise in these areas will be considered a strong point for leveraging best practices and for ensuring a single point of accountability. f) Demonstrated local experience as an ESCO or provider of the services being offered for this program. The ESCO will indicate the number of years it has been in business under its present name; and also indicate any/all other names by which the ESCO has been known and length of time known by each name. The ESCO shall also demonstrate its experience and commitment to the Utah market. g) Provide the official name and official address of the ESCO s parent company. Specify the chain of ownership, through any and all relevant holding companies if any, through to final ownership; ownership name and ownership country as applicable. h) Provide the web-link/address to the ESCO s website and applicable parent company website. i) Describe the complete range of energy/utility services and capabilities the ESCO offers: such as building/facility energy analysis, engineering, design, installation, water/wastewater treatment equipment analysis, commissioning, monitoring and performance verification, and related training. j) The ESCO shall be required to provide a first party savings guarantee for the length of the contract. k) Provide a complete list of all energy service customers located in the state of Utah, serviced by the ESCO s local office location from where this project will be managed, in the last ten (10) years: i. Have canceled or non-appropriated a performance contract with the respondent (list reason). ii. Have past or pending lawsuits or litigation regarding a performance contract (list reason). 4

5 D. FINANCIAL INFORMATION a) Provide information documenting sources of financing and financing methods available to the City. b) The ESCO shall provide a letter from its surety company demonstrating the ESCO s capability to provide a payment and performance bond associated with construction projects equal to one hundred percent (100%) of the estimated total implementation cost of this project. This cost includes construction costs and equipment purchased under this project. The letter should also state the bonding capacity of the ESCO. E. INSURANCE REQUIREMENTS The contracting party shall procure and maintain for the duration of the contract insurance against claims for injuries to persons or damage to property which may arise from or in connection with the performance of the work hereunder by the contractor, their agents, representatives, employees or subcontractors. The cost of such insurance shall be included in the respondent s RFP. Brigham City Corporation, its officers, officials, employees and volunteers are to be covered as insured s or as additional insured s as respects: liability arising out of activities performed by or on behalf of the contracting party; products and completed operations of the contracting party; premises owned, leased, hired or borrowed by the contracting party. The coverage shall contain no special limitations on the scope of protection afforded to the City, its officers, officials, employees or volunteers. a) Contracting party shall be required to furnish the City with all performance and payment bonds, certificates of insurance and endorsements effecting coverage required for Professional Liability, Automobile Liability, and Workers Compensation and Employee Liability. All bonds and certificates and endorsements are to be signed by a person(s) authorized by that insurer to bind coverage on its behalf. The City reserves the right to require complete, certified copies of all required insurance policies, with all endorsements, at any time. b) Contracting party shall include all subcontractors as insured s under its policies or shall furnish separate certificates and endorsements for each subcontractor. All coverage s for subcontractors shall be subject to all of the requirements stated herein. c) Minimum Limits of Insurance Required i. Professional Liability: $2,000,000 combined single limit per occurrence, $3,000,000 aggregate. ii. Automobile Liability: $2,000,000 combined single limit per accident for bodily injury and property damage. Any Auto coverage is required. iii. Worker s Compensation and Employers Liability: Worker s compensations limits as required by the Labor Code of the State of Utah and Employers Liability limits of $1,000,000 per accident. F. PARTICIPATE/PERSONNEL Identify all participants (i.e., consultants, financiers, subcontractors, etc.) in the project and provide information regarding capabilities and experience of personnel directly assigned to this project that include their responsibilities, education and professional. Identify who will have primary technical responsibility for energy/utility analysis, engineering and design work, contract negotiations, construction management, training, and performance monitoring. 5

6 G. PROJECT MANAGEMENT Include a plan describing how your firm will manage subcontractors. Describe the processes that will be used for the assignment of tasks, and project scheduling as well as the capability to provide all services required for construction and implementation of retrofit projects on a performance contracting basis. a) Description of the Project Management Plan. b) Provide a description of ESCO s typical resourcing approach for a project of similar scope; indicating staff hierarchy and level, contractor oversight, equipment ordering, scheduling, etc. c) Provide evidence of Measurement & Verification (M&V) expertise and depth of resources to provide M&V services. d) Provide a description of the normal methodology employed to establish individual building baseline energy use and city-wide baseline energy use. Additionally, provide a description of the methodology used to justify variances between baseline consumption and actual consumption for the purposes of showing accomplishments in achieving guaranteed levels of energy use reduction and cost savings. e) Provide a sample of the proposed guarantee document to be used for this project. f) Outline the process followed from ESCO selection to project implementation, including any commitments the City needs to make to the ESCO. H. PROJECT EXPERIENCE AND SUMMARY Provide a reference and summary for three (3) projects implemented over the past five (5) years with local and regional customers including state and local governments. Include one complete, separate, project experience summary for each project containing the project cost, term of the contract, savings guarantee, description of improvements, current contact name and phone number. a) All references must be for the "responding ESCO" as a company. References should not be for an individual, but for the company as a whole. b) Provide a summary of experience taking responsibility for the full range of roles contemplated for this project (e.g. identification and analysis of energy conservation measures, design, installation, operation, maintenance, training, financing, savings and verification of applicable utility rebates, etc.). I. PRICING & COST SAVINGS PLAN a) Open book pricing is required. Describe the approach and methods used to maintain cost accounting records on authorized work performed under actual costs for labor and material. If energy savings are not maintained during the payback period, then the ESCO will be required to pay the difference. b) Describe the process used to solicit bids on equipment/labor or to ensure cost/price competition and the best value for the City. c) The ESCO will submit a comprehensive technical report with a list of possible projects and upgrade recommendations for each of the City s buildings listed in Table 1. The report will list all associated costs for proposed upgrades including engineering, design, equipment, materials purchased, labor costs, equipment training, construction management, measurement and verification, etc. The submitted report will outline a prioritized list of recommendations for replacement upgrades needed based on age of existing infrastructure, cost, guaranteed savings, etc. A detailed breakdown will be required as part of the technical report including not only the cost and savings for each proposed upgrade, but also the number of years required for paying it off. The costs should be illustrated in dollars and a percentage of the project. 6

7 d) Also, submit as part of the technical report a proposed cost for the ESCO Company selected to perform a thorough all-inclusive audit and assessment of the City s buildings and infrastructure listed in Tables 1 and 2. The audit will be based on a cost per square foot basis for buildings and a cost per unit price basis for street and parking lot lighting. Include all costs related to profit, markups, etc. Table 1 City Buildings and Accessory Buildings Name Location Square footage Community Center & 24 N 300 W 21,632 Museum Library 12 N 100 E 8,806 City Hall & Police Station 20 N Main St. 19,384 Chamber Building 6 N Main St. 3,500 Animal Control Shelter 1235 W Forest St. 3,314 Fire Station 500 W Forest St. 25,737 Public Works Administration 980 W Forest St. Fleet Shop 11, W Forest St Office 580 Public Works Refuse 994 W Forest St. 9,000 Collection Public Works Streets 994 W Forest St. 7,000 John Adams Park 600 E 100 N Bowery & Restrooms 2,200 Discovery Grove 990 N 450 W Bowery & 1,480 Restroom Sports Complex 1200 W 500 S Field Lighting Restroom & Bowery 2,200 Watkins Park 600 West Forest Street 500 Restrooms Parks Maintenance Shop 980 West Forest Street 7,000 Reese Pioneer Park 780 West Forest Street Bowery 3,500 Field Lighting Restroom & Concession Stand 1,800 Recreation Shed 336 Wadman Sport Court 6,240 Community Swimming Pool 720 West Forest Street 25,394 Eagle Mountain Golf Course 950 South 550 East Pro Shop 23,867 7

8 Name Location Square Footage Regional Airport Cemetery 1780 North 2000 West Aircraft Hangar #23 18,000 Equipment Bldg #7 3,000 Pilot s Lounge # Pump house North 204 Pump house South 204 Out building offices 1,500 Equipment Bldg #8 1,760 Snow Removal Equipment 3,600 Building 400 E 400 S Shop and Restrooms 1,100 Cemetery Office 800 Cemetery Garage 1,800 Public Power Public Works Wastewater Treatment 456 S 1500 E Hydro Generator Plant 2,332 Service Center 9,430 Hydro generator plant 857 Street & Parking Lots Lighting 1175 W 675 N RAS/WAS (Sludge) Building 1,600 Waste Treatment Generator 477 Bldg. Waste Treatment Chemical 896 Bldg. Ultra violet Light Bldg. 2,401 Head Works 1,248 Plant Maintenance Bldg. 7,200 Collections Bldg. 760 Administration Bldg. 2,732 Digester Control Bldg. 3,488 8

9 Table 2 Brigham City Lift Stations 1285 W Forest St W Forest St N 2000 W Airport 1110 N Watery Lane 1475 N 725 W North North Utility Road Wakegan Pump Station W 675 N Intermediate Pump Station 720 Pump Building 300 Utility Pump Station 864 PROPOSALS ARE PUBLIC RECORDS All information submitted by Respondents shall be public record and subject to disclosure pursuant to the Utah Government Records Access Management Act, except such portions of the proposals for which respondent requests exception from disclosure consistent with Utah Law. All requests shall be in writing, noting specifically which portion of the proposal the Respondent requests exception from disclosure. Respondent shall not copyright, or cause to be copyrighted, any portion of any said document submitted to Brigham City Corporation as a result of this Request for Proposals. REJECTION OF PROPOSALS Brigham City Corporation reserves the right to reject any or all responses to this Request for Proposals. CLARIFICATION OF RESPONSES Brigham City Corporation or its agent reserves the right to obtain clarification of any point in a firm's proposal or to obtain additional information necessary to properly evaluate a particular proposal. Failure of a respondent to respond to such a request for additional information or clarification could result in rejection of that firm's response or responses. CHECKLIST FOR QUALIFICATIONS SUBMITTAL A. COVER LETTER B. TABLE OF CONTENTS C. BUSINESS QUALIFICATIONS Water Mark Here D. FINANCIAL INFORMATION E. INSURANCE REQUIREMENTS F. PARTICIPANTS / PERSONNEL G. PROJECT MANAGEMENT PLAN H. PROJECT EXPERIENCE SUMMARY I. PRICING & COST SAVINGS PLAN 9