HomeMy WebLinkAbout128072 HERSCHONG MAHONE - CONTRACT - RFP - P700 LP UTILITY BILLING ANALYSISPROFESSIONAL SERVICES AGREEMENT
THIS AGREEMENT made and entered into the day and year set forth below, by and
between THE CITY OF FORT COLLINS, COLORADO, a Municipal Corporation, hereinafter
referred to as the "City" and HESCHONG MAHONE GROUP, a partnership hereinafter referred to
as "Professional".
WITNESSETH:
In consideration of the mutual covenants and obligations herein expressed, it is agreed by
and between the parties hereto as follows:
1. Scope of Services. The Professional agrees to provide services in accordance with
the scope of services attached hereto as Exhibit "A", consisting of six (6) pages, and incorporated
herein by this reference.
2. Time of Commencement and Completion of Services. The services to be performed
pursuant to this Agreement shall be initiated within five (5) days following execution of this
Agreement. Services shall be completed no later than July 2, 1999. Time is of the essence. Any
extensions of the time limit set forth above must be agreed upon in writing by the parties hereto.
3. Early Termination by City. Notwithstanding the time periods contained herein, the
City may terminate this Agreement at any time without cause by providing written notice of
termination to the Professional. Such notice shall be delivered at least fifteen (15) days prior to the
termination date contained in said notice unless otherwise agreed in writing by the parties.
All notices provided under this Agreement shall be effective when mailed, postage prepaid and sent
to the following addresses:
PSA 7/24
1
The amount billed for these items will be based upon the number of each actually completed
and the unit costs shown.
Detailed analysis description
Definitions
• "Building data" = physical description of the homes, based on data collected by energy
raters on the full 80 home sample and performance data collected by Boulder Design
Alliance on a 40 home subsample.
• "People data" = occupancy and operating information, based on market research data, data
collected by energy raters on the full 80 home sample and performance data collected by
Boulder Design Alliance.
• "Simplified model' = ENERGY SCORE (REM/Rate) for heating and water heating, and a to -
be -determined model for cooling (probably REM/Design).
• "Detailed model' = DOE2.1.
• "Standard schedules" = a limited number of "typical' occupancy and operating schedules,
based on the people data.
• "Pre -code conditions" = average building data values observed in the pre -code sample
(averages weighted as necessary).
• "Post -code conditions" = average building data values observed in the post -code sample
(averages weighted as necessary).
City tasks
• Provide building data and simplified model results for 80 homes, in electronic format.
• Provide simplified model documentation.
• Provide Public Service Company billing data, in electronic format.
HMG tasks
• Based on the people data, define standard schedules.
• Based on the people data, building data, and sample composition, develop the following
averages (weighted as necessary):
— Thermostat schedule
— Occupancy — numbers and patterns
— Hot water use
— Interior shading
— Air leakage rates (develop separate pre- and post -code averages)
— Duct leakage rates (develop separate pre- and post -code averages if significant
differences are observed)
Vie,
— Basement conditions (develop separate pre- and post -code averages)
• Based on the building data, develop pre -code and post -code conditions.
• Sort and filter the building data to create a hierarchy of building information that allows the
key similarities and differences in the houses to be identified. Identify the parameters that
significantly affect energy consumption and group the 80 houses accordingly.
• Create a smaller number of primary detailed models (-20), based on the building data.
Select the homes on which these models are based to represent a group of homes that are
similar on all the key parameters.
• Using all available data for each site (building data, people data, actual weather data),
"calibrate" the primary detailed models against the utility billing history to provide high
confidence in the accuracy of the models. Perform calibration based on engineering
rationale, with a target of matching the simulation results to the monthly gas and electric
utility billing data to within 10%.
• Use the primary detailed models to create secondary detailed models for most of the
remaining 60 houses for which data was collected. In the secondary models, plug in actual
values for square footage, orientation, insulation levels, window -wall ratio, glazing type,
exterior shading, interior shading, air leakage, duct leakage (when available), equipment
efficiency and other building parameters that affect energy consumption to create a relatively
accurate model of each of the secondary models. Some houses (-10) will be excluded at
this step because they are not similar enough to any other house to make this approach
applicable.
• For each secondary model, run a simulation using the standard schedule that best matches
the people data for the site, plus the actual weather data. The end use energy consumption
predicted by these "as -built, as occupied" models will be compared against actual utility
billing history as a check on the reasonableness of the models.
• Use all of the detailed models to calculate savings from the code.
— Use average (Typical Meteorological Year) weather data.
— Simulate all homes twice, using pre -code conditions and post -code conditions. For both
runs, hold occupancy and other non -code characteristics fixed as in the "as -built, as -
occupied" models.
• Project the modeled code savings estimates back to the whole population, using model -
based ratio expansion techniques, as described in the Heschong-Mahone Group's proposal
for this work.
• Compare and correlate the simplified model results to the detailed model results, by end use
(heating, cooling, water heating).
— For all "as -built" detailed models (using building data), plug in simplified model occupancy
and operating conditions (thermostat schedules, occupancy, internal gains, hot water use,
interior shading). Simulate using TMY weather data. Compare detailed model output vs.
simplified model output to see how the models compare.
— For all "as -built" detailed models (using building data), plug in average occupancy and
operating conditions. Simulate using TMY weather data. Compare detailed model output
11
VS. simplified model output to see the impact of different ooerating assumptions.
— Develop correlations, by end use, between simplified and detailed model results, that can
be used to correct simplified model results.
12
EXHIBIT B
YEAR 2000 COMPLIANCE CERTIFICATION AND INDEMNITY
Section 1. Contractor hereby certifies that all information resources or systems
to be provided or used in connection with the performance of this Agreement are
"Year 2000 Compliant", except as otherwise expressly described in Section 2,
below. "Year 2000 Compliant" shall mean that information resources meet the
following criteria:
a. Data structures (e.g., databases, data files) provide 4-digit date
century recognition. For example, 1996" provides date century recognition; "96"
does not.
b. Stored data contains date century recognition, including (but not
limited to) data stored in databases and hardware/device internal system dates.
C. Calculations and programs logic accommodate both same century and
multi -century formulas and date values. Calculations and logic include (but are not
limited to) sort algorithms, calendar generation, event recognition, and all
processing actions that use or produce date values.
d. Interfaces (to and from other systems or organizations) prevent non-
compliant dates and data from entering any state system.
e. User interfaces (i.e., screens; reports; etc.) accurately show 4 digit
years.
f. Year 2000 is correctly treated as a leap year within all calculation and
calendar logic.
Section 2. Contractor has identified the following information resources or
systems that will be provided or used in connection with the performance of this
Agreement that are not, or will not by December 1, 1998, be Year 2000
Compliant:
13
Section 3.
a. Contractor hereby certifies that the instances of information
resources or systems not Year 2000 Compliant identified in Section 2, above, will
be Year 2000 Compliant no later than December 1, 1998, and that Contractor shall
notify the City of the status of Year 2000 Compliance for such resources or
systems upon the earlier of the date Year 2000 Compliance is achieved or on June
30, 1999.
b. Contractor hereby certifies that the instances of information resources
or systems identified in Section 2, above, as not Year 2000 Compliant, and for
which Year 2000 Compliance is or will not be achieved by December 1, 1998, are
not related to and do not impair the performance by Contractor of the terms of this
Agreement, and do not produce new non -compliant information resources or
systems.
Section 4. Contractor agrees to notify the City immediately of any information
resources or systems that are not Year 2000 Compliant upon encountering the
same in connection with the performance of the Agreement, including without
limitation any information resources or systems in use by Contractor in the
performance of the Agreement or information resources or systems of the City
regarding which Contractor obtains information in the course of its performance of
the Agreement.
Section 5 Contractor agrees to permit examination, by the City or agents
thereof, of any and all information resources and systems in use in connection with
this Agreement, and related Year 2000 Compliance implementation plans, in order
to evaluate Year 2000 Compliance and potential implications of the same for the
City and for performance of the Agreement.
Section 6. The Contractor shall indemnify and hold harmless the City, and its
officers, agents and employees, from and against all claims, damages, losses, and
expenses, including attorneys fees, arising out of or resulting from the Contractor's
failure to disclose instances of information resources or systems that are not Year
2000 Compliant, or failure to comply with the terms of this Exhibit B.
14
Professional: City: With Copy To:
Heschong Mahone Group Doug Swartz Opal F. Dick, CPPO, Sr. Buyer
11626 Fair Oaks Blvd. City of Fort Collins Utilities City of Fort Collins Utilities
Suite #302 P. O. Box 580 P. O. Box 580
Fair Oaks, CA 95628 Fort Collins, CO 80522 Fort Collins, CO 80522
In the event of any such early termination by the City, the Professional shall be paid for services
rendered prior to the date of termination, subject only to the satisfactory performance of the
Professional's obligations under this Agreement. Such payment shall be the Professional's sole
right and remedy for such termination.
4. Design Project Indemnity and Insurance Responsibility. The Professional shall be
responsible for the professional quality, technical accuracy, timely completion and the coordination
of all services rendered by the Professional, including but not limited to designs, plans, reports,
specifications, and drawings and shall, without additional compensation, promptly remedy and
correct any errors, omissions, or other deficiencies. The Professional shall indemnify, save and
hold harmless the City, its officers and employees in accordance with Colorado law, from all
damages whatsoever claimed by third parties against the City; and for the City's costs and
reasonable attorneys fees, arising directly or indirectly out of the Professional's performance of any
of the services furnished under this Agreement. The Professional shall maintain commercial
general liability insurance in the amount of $500,000 combined single limits, and errors and
omissions insurance in the amount of $100,000.
5. Compensation. In consideration of the services to be performed pursuant to this
Agreement, the City agrees to pay Professional a fixed fee in the amount of Thirty-four Thousand
Eight Hundred Fifty Dollars ($34,850) plus reimbursable direct costs. All such fees and costs shall
not exceed Thirty-five Thousand Fifty Dollars ($35,050). Tasks involving unit costs shall be billed
and paid at the unit cost provided in the budget section of Exhibit A. Monthly partial payments
PSA 7/24
P)
based upon the Professional's billings and itemized statements are permissible. The amounts of
all such partial payments shall be based upon the Professional's City -verified progress in
completing the services to be performed pursuant hereto and upon the City's approval of the
Professional's actual reimbursable expenses. Final payment shall be made following acceptance
of the work by the City. Upon final payment, all designs, plans, reports, specifications, drawings,
and other services rendered by the Professional shall become the sole property of the City.
6. City Representative. The City will designate, prior to commencement of work, its
project representative who shall make, within the scope of his or her authority, all necessary and
proper decisions with reference to the project. All requests for contract interpretations, change
orders, and other clarification or instruction shall be directed to the City Representative.
7. Monthly Report. Commencing thirty (30) days after the date of execution of this
Agreement and every thirty (30) days thereafter, Professional is required to provide the City
Representative with a written report of the status of the work with respect to the Scope of Services,
Work Schedule, and other material information. Failure to provide any required monthly report may,
at the option of the City, suspend the processing of any partial payment request.
8. Independent Contractor. The services to be performed by Professional are those
of an independent contractor and not of an employee of the City of Fort Collins. The City shall not
be responsible for withholding any portion of Professional's compensation hereunder for the
payment of FICA, Workers' Compensation, other taxes or benefits or for any other purpose.
9. Personal Services. It is understood that the City enters into this Agreement based
on the special abilities of the Professional and that this Agreement shall be considered as an
agreement for personal services. Accordingly, the Professional shall neither assign any
responsibilities nor delegate any duties arising under this Agreement without the prior written
consent of the City.
PSA 7/24
3
10. Acceptance Not Waiver. The City's approval of drawings, designs, plans,
specifications, reports, and incidental work or materials furnished hereunder shall not in any way
relieve the Professional of responsibility for the quality or technical accuracy of the work. The City's
approval or acceptance of, or payment for, any of the services shall not be construed to operate as
a waiver of any rights or benefits provided to the City under this Agreement.
11. Default. Each and every term and condition hereof shall be deemed to be a material
element of this Agreement. In the event either party should fail or refuse to perform according to
the terms of this agreement, such party may be declared in default.
12. Remedies. In the event a party has been declared in default, such defaulting party
shall be allowed a period often (10) days within which to cure said default. In the event the default
remains uncorrected, the party declaring default may elect to (a) terminate the Agreement and seek
damages; (b) treat the Agreement as continuing and require specific performance; or (c) avail
himself of any other remedy at law or equity. If the non -defaulting party commences legal or
equitable actions against the defaulting party, the defaulting party shall be liable to the
non -defaulting party for the non -defaulting party's reasonable attorney fees and costs incurred
because of the default.
13. Binding Effect. This writing, together with the exhibits hereto, constitutes the entire
agreement between the parties and shall be binding upon said parties, their officers, employees,
agents and assigns and shall inure to the benefit of the respective survivors, heirs, personal
representatives, successors and assigns of said parties.
14. Law/Severabilut r. The laws of the State of Colorado shall govern the construction,
interpretation, execution and enforcement of this Agreement. In the event any provision of this
Agreement shall be held invalid or unenforceable by any court of competent jurisdiction, such
holding shall not invalidate or render unenforceable any other provision of this Agreement.
PSA 7/24
4
15. Special Provisions. Special provisions or conditions relating to the services to be
performed pursuant to this Agreement are set forth in Exhibit "B", consisting of two (2) pages,
attached hereto and incorporated herein by this reference.
APPROVED AS TO FORM:
Assistant City Attorne
t_-
PSA 7/24
THE CI , OF FORT COLLINS, COLORADO
'1
John F. F2 ch
City ManagV
By: 1 �l V•
Ja es B. O'Neill II, CPPO
Direct f Purchasing & Risk Management
DATE: 2 f I
HESCHONG MAHONE GROUP, A Partnership
By: < p
Title: PARTNER
Date: �11n,
5
Exhibit "A"
Energy code evaluation and air conditioning study project
Scope of Work for Heschong-Mahone Group
The Professional will conduct market research and energy analysis to evaluate the
effectiveness of the residential energy code that was implemented in Fort Collins in 1996 and
characterize residential air conditioning in Fort Collins.
The primary questions the market research will address are:
• What perceptions and experiences do builders have related to the energy code change?
• What are homeowner perceptions and reality related to home comfort, energy costs, value
and quality? How have these changed with the change in energy code?
• How are decisions made about cooling systems?
The primary questions the energy analysis will address are:
• What effect did the energy code change and related support efforts have on energy usage
(for heating, cooling, and other uses)?
• How do energy projections based on simplified models, energy projections based on
detailed models, and actual metered energy use compare?
The tasks described in this scope of work will be done in parallel with other phases of the larger
code evaluation and air conditioning study project, including inspections of homes under
construction and energy ratings and performance testing of completed homes. Some of the
samples will be shared by multiple phases. The strength of the evaluation will reflect both the
results of individual tasks and how effectively these results can be linked together to answer
questions about code implementation, building practices, and energy efficiency in new homes in
Fort Collins.
To strengthen the design of the project as a whole and encourage collaboration, professionals
for all phases of the project will be encouraged to provide input as details of other phases are
planned. Professionals for each phase will have access to data and findings of the other
phases, as they become available. Professionals are encouraged to use all available data for
each home in their attempts to understand the data, link the findings and identify trends. Final
task reports are not due until draft reports from all phases are available.
Regular communication with the project manager is expected throughout the duration of this
contract. Professionals working on different phases of the project are encouraged to
communicate directly with each other as well.
Tasks, deliverables, and timelines
This section outlines tasks, deliverables and timelines for the market research and energy
analysis phases of the project. The initial and final tasks (kickoff meeting and review of overall
project report) are common to both phases. Dates shown are completion dates for each major
task.
11
Several deliverables specified below represent formal approval points, beyond which the
Professional shall proceed only upon receiving written approval from the City. The emphasis is
not on formality but on communication, so that effort is not put into subsequent tasks prior to
clear agreement being reached on earlier tasks.
All tasks below are the responsibility of the Professional unless otherwise noted.
Market research
1.0 Kickoff meeting 1/5/99
Participate in a kickoff meeting with City staff and the inspection/testing consultant to discuss
the final work plan, sample selection criteria, data needs, coordination with other phases of the
study, and other details as needed.
2.0 Sample design and selection 1/12/99
2.1 Solicit input from the City and BDA regarding sample design. Design samples of
homeowners and builders that best meet the needs of all phases of the project.
2.2 The City provides the sample frame, consisting of data available from the City's
Development Tracking System and Customer Information System.
2.3 Obtain and verify phone numbers as necessary to proceed.
2.4 Select random sample points for the study from the sample frame. There will be 150
homeowners and 20 builders in the samples.
3.0 Survey instrument development 1/12/99
3.1 Develop homeowner and builder phone survey instruments. Maximum duration of the
homeowner interviews is 15 minutes. Maximum duration of the builder interviews is 30
minutes. The homeowner survey will include prescreening questions that will enable
subsamples to be selected for other phases of the project.
3.2 Provide draft versions of the instruments to the City for review and comment.
3.3 Finalize the pre -test version.
4.0 Survey pre -test and revision 1120/99
4.1 Train surveyors on the survey instruments.
4.2 Pre -test the instruments on approximately 5 homeowners and 2 builders.
4.3 Discuss the results of the pre -test with the City and revise the instruments as needed for a
successful survey.
Deliverable: Final versions of the survey instruments. Written City approval required to proceed
past this point.
5.0 Conduct surveys 1/29/99
5.1 Survey the remainder of the samples.
5.2 Enter all survey data into the analysis database and check it for quality.
5.3 Provide a final disposition report to the City.
6.0 Subsample selection 2/5/99
Based on the prescreening information gathered during the surveys, select subsamples for the
other phases of the project: energy ratings, performance testing, and detailed models for energy
analysis.
7
7.0 Data analysis and draft report 2/19/99
7.1 Analyze the data using SPSS software. Develop tabulations of responses for each
question and use cross -tabs to explore differences between groups. Use relevant tests to
understand significance of differences. Explore patterns in the data to understand
underlying trends and differences between groups.
7.2 Prepare a draft report summarizing the findings.
Deliverable: Draft report.
8.0 Final report 614/99
8.1 The City reviews and comments on the draft report. The City also provides comments from
the inspection/testing consultant.
8.2 Review data and findings from other phases of the overall project.
8.3 Prepare the final report, reflecting the comments and findings from other phases of the
overall project.
Deliverables: Final report, in electronic and hard copy formats, and survey data in electronic
format.
9.0 Project final report 7/2/99
Review and comment on project final report drafted by City staff.
Energy analysis
The analytical methods upon which this contract and scope of work are based are described in
the attachment, "Detailed analysis description."
1.0 Kickoff meeting 1/5199
Participate in a kickoff meeting with City staff and the inspection/testing consultant to discuss
the final work plan, sample selection criteria, data needs, coordination with other phases of the
study, and other details as needed.
2.0 Data collection 4/15/99
2.1 The City provides the following data, as it becomes available for homes in the energy
analysis subsample:
• ENERGY SCORE energy rating data.
• Supplemental data collected by the energy raters.
• Home inspection and performance testing data on approximately half of the homes.
• Natural gas and electric billing histories.
• Simplified model results.
2.2 Obtain weather data.
3.0 Analytical methods testing and refinement 4/2/99
3.1 The City provides information on built-in assumptions in the simplified models.
3.2 Test the analytical methods on the first few homes for which building data becomes
available. Demonstrate detailed models, calibration to billing data, secondary model
development, pre- and post -code parametric analysis, and comparison and correlation of
the simplified models and detailed models.
s
3.3 Discuss the results of the pre -test with the City and revise analytical methods as needed for
a successful analysis.
Deliverable: Revised description of the analytical methods. Written City approval is required to
proceed past this point.
4.0 Analysis and draft report 5/28199
4.1 Complete the analysis on the entire sample, using the revised techniques. Explore patterns
in the data to understand underlying trends. Explore outliers or anomalies. Take advantage
of all available data and findings from other phases of the project to enhance the
interpretation.
4.2 Prepare a draft report summarizing the findings.
Deliverable: Draft report.
5.0 Final report 6/11/99
5.1 The City reviews and comments on the draft report. The City also provides comments from
the inspection/testing consultant.
5.2 Review data and findings from other phases of the overall project.
5.3 Prepare the final report, reflecting the comments and findings from other phases of the
overall project.
Deliverables: Final report, in electronic and hard copy formats, and analysis data in electronic
format only.
6.0 Project final report 7/2/99
Review and comment on project final report drafted by City staff.
Budget
asks
Project Management & Coordination
Market Research
Design survey and sample
Conduct surveys -150
homeowners *
Conduct surveys - 20 builders
Analysis and Reporting
Subtotal
Energy Analysis
Utility billing data processing
Detailed models - 20 Primary
Detailed models - 50 Secondary
Analysis and Reporting
Subtotal
Direct Expenses
Travel
Phone
Subtotal
Grand total
Costs
$2,000
$2,200
$3,000 $20
$700 $35
$6,500
$12,400
$450
$10,000 $500
$5,000 $100
$5, 000
$20,450
$0
$200
$200
$35,050
9