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HomeMy WebLinkAbout9242 Amendment 1Official Purchasing Document Last updated 3/2018 Page 1 of 8 AMENDMENT #1 AGREEMENT BETWEEN THE CITY OF FORT COLLINS AND OVERLAY, LLC This First Amendment (Amendment #1) is entered into by and between the CITY OF FORT COLLINS (the “City”) and OVERLAY, LLC (the “Professional”). WHEREAS, the Professional and the City entered into an Agreement effective August 31, 2020 (the “Agreement”); and WHEREAS, Professional and the City desire to amend the Agreement to extend the Agreement term for one (1) additional year; and WHEREAS, Professional and the City desire to amend the Agreement to update the Scope of Services; and WHEREAS, Professional and the City desire to amend the Agreement to update the Compensation. NOW, THEREFORE, in consideration of the foregoing recitals and the mutual promises herein contained, the parties agree as follows: 1. The Agreement term will be extended for one (1) additional year, January 1, 2022 through December 31, 2022; and 2. Attachment A attached hereto and incorporated by reference is an expansion of the scope and is in addition to Exhibit C, General Scope of Services; and 3. Attachment B attached hereto and incorporated by reference contains updated compensation for 2022-2025. Except as expressly amended by this Amendment #1, all other terms and conditions of the Agreement shall remain unchanged and in full force and effect. In the event of a conflict between the terms of the Agreement and this Amendment, this Amendment #1 shall prevail. IN WITNESS WHEREOF, the parties have executed this First Amendment the day and year shown. CITY OF FORT COLLINS: By: Gerry Paul Purchasing Director DATE: OVERLAY, LLC By: Printed: Title: Date: DocuSign Envelope ID: B3D230AD-1B4F-4919-8F22-776776FACE9A 10/29/2021 CEO Jonathan Dierking 10/29/2021 Official Purchasing Document Last updated 3/2018 Page 2 of 8 ATTACHMENT A SCOPE OF SERVICES A. Benchmarking Help Center Scope of Work The following details the Benchmarking and Help Center management scope of work Overlay Consulting will provide for 2022. HELP CENTER ADMINISTRATION Help Center Administration Overlay will provide ongoing Help Center Administration. The Help Center will be staffed with trained sustainability consultants from 9:00am – 5:00pm, Monday through Friday. The Help Center will be regularly staffed by one sustainability consultant. Additional representatives will be added during peak periods, as needed. All phone calls and emails received through the Help Center will be answered directly or responded to within 24 hours. Communications received at the end of the day on Friday or over the weekend will be responded to on Monday, at the latest. Our Help Center staff will utilize screen sharing technology to easily identify submission issues and correct building owner problems in real-time. Our staff will also coordinate with Fort Collins and all other local Utilities to facilitate auto utility data uploads, where possible. All building owner communication will be tracked through the benchmarking data tracking system for both emails and phone calls. Help Center staff and Fort Collins Utilities staff will have access to all past communication notes and emails to better assist building owners. Help Center staff will also be available to create custom reports within the benchmarking data tracking system for Fort Collins staff to utilize on an ongoing basis. Submission Management Help Center Staff will receive, track and manage all building owner compliance submissions. Submission approval, denial, and requests for additional information will be tracked by Help Canter staff within the benchmarking data tracking system. Upon receiving building owner submittals, Help Center stall will respond within 24 hours with the appropriate approval notification or non-compliance email. Emails will be sent directly from the benchmarking data tracking system for tracking purposes and will utilize the City’s letter head / signature line, and responses to emails will be directed to Help Center staff. Help Center staff will also call building owners who have non-compliant submissions directly and personally walk them through the reason for non-compliance and the appropriate steps required for approval. Help Center Staff will also respond within 2-days to all building owner exemption requests including program specific exemption categories that require approval from FCU staff. Building Owner Data Updates Through the course of providing Help Center outreach and submission support, staff may receive updated building and/or owner data. Help Center staff will continually update the benchmarking data tracking system to reflect this new data. For parcels with multiple qualifying buildings, Help Center staff will assign new Benchmarking ID’s when necessary for compliance tracking purposes. DocuSign Envelope ID: B3D230AD-1B4F-4919-8F22-776776FACE9A Official Purchasing Document Last updated 3/2018 Page 3 of 8 Training Overlay will also support both web-based and in-person trainings, and provide necessary updates to existing training materials including but not limited to the How To Guide. Trainings will be both presentation and interactive help sessions to achieve the most effective results. We propose delivering two virtual trainings (due to COVID, which may be changed to hybrid or in person based on updated health and safety considerations) per month for the two months prior to submission deadlines. Overlay will also provide trainings to FCU staff on all updated Touchstone functionalities. Overlay will coordinate, when possible, with representatives from Energy Star, Fort Collins utilities and Xcel Energy. Compliance Outreach and Scorecard distribution Help Center Staff will perform outreach activities to help educate building owners on compliance requirements. This will include email blasts and direct phone calls. Overlay will support direct mailings through the development of content and building address lists. It is expected that the City will cover all costs associated with printing and direct mailer postage. Overlay shall direct the following direct outreach activities in the 2022 program year: Email Blast Schedule • Initial Compliance Notice (Annually) • Warning Notice of Violation Email (Annually) • Monthly Compliance Reminder (x2) (First Two Months) • Two Weeks Out Compliance Reminder • One Week Out Compliance Reminder • Bi-Weekly Pending Resubmit Reminder (x6) • Bi-Weekly Invalid ID Reminder (x6) • Extension Reminder (if applicable) (x2) • Loss of Exemption Reminder (x2) • Scorecard creation and distribution (x1) Physical Mailer Schedule • Initial Compliance Notice • Warning Notice of Violation Mailer • Citations Phone Outreach • After the June 1st compliance deadline, staff will perform one round of calls to all non- compliant building owners. o Promote ‘How to Benchmark’ training documents or benchmarking services during calls Overlay will target achieving a compliance rate of 90% or greater. Fort Collins Status Reporting Overlay will provide periodic updates (no less than quarterly) to Fort Collins staff on status of building owners who have requested services. Quarterly reports must include the following DocuSign Envelope ID: B3D230AD-1B4F-4919-8F22-776776FACE9A Official Purchasing Document Last updated 3/2018 Page 4 of 8 metrics: • Number of Help Center call and emails received • Number of Help Center calls and emails made o Total and by building ID • Percent first call/email solution vs. multiple call/email solution • Number of call/emails unable to resolve and escalation to Fort Collins staff • Duration a building is in pending resubmittal status • Duration from 1st communication to In Compliance status via Touchstone BENCHMARKING AND REPORTING SERVICES Overlay, when requested, will support individual building owners providing building owner paid for full building benchmarking and reporting services. This will include performing all building benchmarking tasks on behalf of the building owner. Overlay will contract directly with building owners when providing this service. We propose to work with the City to identity at what point Help Center staff recommend full benchmarking paid services. At a high level our benchmarking consultants will provide the following: Complete Energy Star Portfolio Manager Report • Task 1: Collect general building information o Gather overall building specifications including, size, floor area, use types by square footage, energy using systems, etc. required for Energy Star Portfolio Manager • Task 2: Energy Star Portfolio Manager account setup / update • Task 3: Collect / coordinate utility bill information and setup auto-upload with Portfolio Manager when available • Task 4: Input all required data into Energy Star Portfolio Manager online account • Task 5: Validate data utilizing the ESPM Data Quality Checker ESPM Report Submittal • Portfolio Manager Report submittal to the City of Fort Collins Portfolio Manager data request. • Correct any issues identified by the Fort Collins data management QA/QC system and resubmit B. Touchstone Benchmarking Software-as-a-Service (SaaS) SOFTWARE SYSTEM DESIGN OVERVIEW Our proposed scope of work includes utilizing our Touchstone Benchmarking™ cloud-based Software-as-a-Service (SaaS) solution. This design will allow for automated integration with Portfolio Manager with real-time tracking of building data. The system also facilitates communication tracking with building owners, provides marketing tools, and reporting, among other functionalities. The Touchstone Benchmarking™ software includes the following system functionalities. • Tracking all past and current building data including, but not limited to: o Address, sq-ft, building ID, parcel number, GIS coordinates, etc. • Tracking all past and current building contact information including, but not limited to: DocuSign Envelope ID: B3D230AD-1B4F-4919-8F22-776776FACE9A Official Purchasing Document Last updated 3/2018 Page 5 of 8 o Building owner, management company, Portfolio Manager consultant, condo association, designated representative, etc. • Auto-integration with Portfolio Manager reporting o Automatic nightly download of new building report submissions o Year-over-year tracking of all Portfolio Manager report data • Auto-integration with online exemption request form • Automatically scan imported benchmark submissions for 40+ errors beyond Portfolio Manager’s checks; o Examples - EUI outside normal range, abnormal score, not matching sq-ft, unrealistic # of workers, unusual operating hours, no or missing utility data, etc. • Creates customizable error flags for Help Center staff review o Automated email response to building owners based on submission status or error flags • Online City accessable customizable dashboard to monitor: o Percent approved, in-progress, denied, exempt, error flags, etc. • API integration with City department data where available (i.e. violation/fines, permitting, finance) o Overlay will maintain a SFTP file transfer site with the Fort Collins accounting department to track citations, payments and resolutions • Customizable reports for all data with a large set of pre-developed reports • Email and phone communication tracking • Direct email generation for customer Help Center management and marketing/outreach • Ability to pdf emails for snail mail outreach as necessary • Record modification tracking by user (i.e. track all changes to a building record) • Automated building owner scorecards Data Tracking Users have the ability to easily track, manage, and report on all data received from building owners through their Portfolio Manager reports. The automated functionality of the nightly downloads directly from Portfolio Manager and instant data quality checking significantly reduces the demand on Help Center staff. Additional data can be directly imported through API’s, online form sites, or uploaded via a csv file format. Users also have the ability to attach pdf files, such as energy audit reports, directly to building owner records. Building owner exemption requests are facilitated through an online exemption form process. Help Center staff are automatically notified of any new exemption requests and have the ability to approve or deny the request via the software. Dashboard and Data Tracking Solution Through the Touchstone Benchmarking dashboard, Help Center staff can track building reporting overall progress metrics, dive into the details of specific buildings and easily track communications with building owners. DocuSign Envelope ID: B3D230AD-1B4F-4919-8F22-776776FACE9A Official Purchasing Document Last updated 3/2018 Page 6 of 8 The dashboard presents a host of different information such as: • Overall compliance rates • Overall average Energy Star Score by building type • Average EUI • Exemption request averages and types • Daily or monthly Help Center interacation rates Help Center Communication Tracking The Touchstone Benchmarking solution also includes a robust Help Center communication tracking tool. This tool allows Help Center staff to track phone interactions with building owners as well as directly send, receive, and track emails received from building owners. The solution also includes the ability to setup pre-approved email templates that can be used by Help Center staff to respond to regularly received questions. These templates are saved within the system and can be quickly accessed, personalized as necessary, and then directly emailed from the solution. The system can also send and track compliance notifications that are emailed to building owners. Compliance and/or violation notices that are mailed via the postal service can be generated within the system and attached to each building record. Reporting The Touchstone Benchmarking™ system provides robust reporting functionality on all aspects of the collected data. This includes the ability to create custom reports with charts and graphics as well as exporting specific data metrics in Xcel or csv. Pre-developed reports are provided within the base system with the ability to create custom reports to meet the City’s needs. Scorecard Development and Distribution Touchstone allows staff to design a customized building owner scorecard that can be automatically sent out to the individual building owners upon closing of the annual benchmarking data set. The scorecard format is based on pre-developed designs that can be customized and branded for the City. The report card creation and data inputs will be automated through the Touchstone Benchmarking™ solution. Scorecards will be distributed through personalized emails, easily executed by City staff within the software solution. A sample of data that can be presented in the scorecards include, but are not limited to: • Energy Star Score • EUI • How their building Energy Star Score and EUI compares to peers by o Building type o Size o Neighborhood, etc. DocuSign Envelope ID: B3D230AD-1B4F-4919-8F22-776776FACE9A Official Purchasing Document Last updated 3/2018 Page 7 of 8 • Savings potential (high level cost and payback information) • Energy efficiency program support materials (rebates, incentive programs, tax credits, etc. Web Hosted Interactive Map Touchstone will continue to provide a web-based interactive map presenting individual building performance metrics. The interactive map design allows users to view building compliance statistics, Energy Star rating, EUI, as well as compare buildings by size, type, location, and numerous other data points. This data is compiled year-over-year to provide historical comparison ability. The map integrates directly with the Touchstone Benchmarking™ solution and updates automatically as new building reports are submitted. The map provides enhanced visuals, comparison capabilities, and reporting. Individualized building Scorecards will be updated to the map annually. DocuSign Envelope ID: B3D230AD-1B4F-4919-8F22-776776FACE9A Official Purchasing Document Last updated 3/2018 Page 8 of 8 ATTACHMENT B COMPENSATION The following fixed fee budget for Help Center and Touchstone Benchmarking software services for 2022 through 2025. Pricing is based on an estimated 1,448 buildings reporting in 2022 - 2025. This excludes buildings above 50,000 sq-ft that will be required to report to the State of Colorado. A flat fixed fee of $800 per building will be set for building owners requesting full benchmarking services. These services will be paid directly by building owners. Fee Item 2022 Fee 2023 Fee 2024 Fee 2025 Fee Software License (Touchstone Benchmarking™ License) (1,448 Buildings) 1 $28,000 $28,000 $28,000 $28,000 Benchmarking Help Center Services (1,448 Buildings) 1 $85,000 $80,750 $76,500 $72,000 TOTAL $113,000 $108,750 $104,500 $100,000 1) Software and benchmarking services based on supporting an estimated 1,448 buildings. An increase of 10% or more buildings (mandatory or voluntary) reported and tracked within the Touchstone Benchmarking software may require a change in annual fee and will be negotiated at that time. DocuSign Envelope ID: B3D230AD-1B4F-4919-8F22-776776FACE9A