HomeMy WebLinkAboutRFP - P700 LP UTILITY BILLING ANALYSISREQUEST FOR PROPOSAL
FORT COLLINS ENERGY CODE EVALUATION
UTILITY BILLING ANALYSIS
PROPOSAL NO. P-700
In July 1996, City of Fort" Collins implemented a new residential energy code. The City of Fort
Collins is now evaluating the effectiveness of the code change, in terms of building design and
construction, building performance, and how the transition has been perceived by new home
owners and builders.
Three Requests for Proposals are being simultaneously issued to solicit contractors for major
phases of this work. This RFP covers one facet of the evaluation: changes in energy use
as a result of the code change.
Written proposals, five (5) will be received at the City of Fort Collins' Purchasing Division, 256
West Mountain Avenue, Fort Collins, Colorado 80521. Proposals will be received before 3:00
p.m. (our clock), November 6, 1998. Proposal No. P-700.
You many download the Request for Proposal from the Purchasing Webpage, Current Request
for Proposals page, at: www.ci.fortcollins.co.us\CITY_HALL\PURCHASING then via the Current
Requests for Proposal pushbutton. Please watch this page for any changes and addenda to
the Request for Proposals.
Questions concerning the scope of the project should be directed to the Project Manager, Doug
Swartz, (970) 221-6719.
Questions regarding proposals submittal or process should be directed to Opal F. Dick, CPPO,
Senior Buyer (970) 221-6778.
Sales Prohibited/Conflict of Interest: No officer, employee, or member of City Council, shall have
a financial interest in the sale to the City of any real or personal property, equipment, material,
supplies or services where such officer or employee exercises directly or indirectly any decision -
making authority concerning such sale or any supervisory authority over the services to be
rendered. This rule also applies to subcontracts with the City. Soliciting or accepting any gift,
gratuity favor, entertainment, kickback or any items of monetary value from any person who has
or is seeking to do business with the City of Fort Collins is prohibited.
PROFESSIONAL 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 , [insert either a corporation, a partnership or an individual,
doing business as 1, 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 f� c Sys. The Professional agrees to provide services in accordance
with the scope of services attached hereto as Exhibit "A", consisting of () page[s],
and incorporated herein by this reference.
2. The Work Schedule. [Optional] The services to be performed pursuant to this
Agreement shall be performed in accordance with the Work Schedule attached hereto as
Exhibit "B", consisting of ( page[s], and incorporated herein by this reference.
3. Time of Commencement and Completion of Services. The services to be
performed pursuant to this Agreement shall be initiated within () days following
execution of this Agreement. Services shall be completed no later than . Time is of the
essence. Any extensions of the time limit set forth above must be agreed upon in writing by the
parties hereto.
4. 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.
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All notices provided under this Agreement shall be effective when mailed, postage prepaid and
sent to the following addresses:
If Professional:
If City:
With Copy To:
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.
5. 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 $500,000 combined single
limits, and errors and omissions insurance in the amount of
6. Compensation. [Use this paragraph or Option 1 below.] In consideration of the
services to be performed pursuant to this Agreement, the City agrees to pay Professional a
fixed fee in the amount of ($ ) plus reimbursable direct costs. All such fees and
costs shall not exceed ($�. Monthly partial payments based upon the
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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. Compensation. [Option 1] In consideration of the services to be performed
pursuant to this Agreement, the City agrees to pay Professional on a time and reimbursable
direct cost basis according to the following schedule:
Hourly billing rates:
Reimbursable direct costs:
with maximum compensation (for both Professional's time and reimbursable direct costs) not to
exceed Monthly partial payments based upon the Professional's billings and
itemized statements of reimbursable direct costs 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
reimbursable direct costs. 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.
7. 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.
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8. Project Drawing-*. [Optional] Upon conclusion of the project and before final
payment, the Professional shall provide the City with reproducible drawings of the project
containing accurate information on the project as constructed. Drawings shall be of archival
quality, prepared on stable mylar base material using a non -fading process to prove for long
storage and high quality reproduction.
9. 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.
10. 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.
11. 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.
12. 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
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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.
13. 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.
14. Remedies. In the event a party has been declared in default, such defaulting
party shall be allowed a period of ten (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.
15. 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.
16. Law/Severability. 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.
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17. Special Provisions. [Optional] Special provisions or conditions relating to the
services to be performed pursuant to this Agreement are set forth in Exhibit "C", consisting of
() page[s], attached hereto and incorporated herein by this reference.
THE CITY OF FORT COLLINS, COLORADO
By:
John F. Fischbach
City Manager
By:
James B. O'Neill II, CPPO
Director of Purchasing & Risk Management
DATE:
ATTEST:
City Clerk
APPROVED AS TO FORM:
Assistant City Attorney
[Insert Professional's name]
By:
Title:
Corporate President or Vice President
Date:
ATTEST:
Corporate Secretary
(Corporate Seal)
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EXHIBIT C
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:
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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 C.
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Collusive or sham proposals: Any proposal deemed to be collusive or a sham proposal will be
rejected and reported to authorities as such. Your authorized signature of this proposal assures
that such proposal is genuine and is not a collusive or sham proposal.
The City of Fort Collins reserves the right to reject any and all proposals and to waive any
irregularities or informalities.
Sincerely,
James B. O'Neill II, CPPO
Director of Purchasing & Risk Management
2 P-700
1.0 Background
In July 1996, City of Fort Collins implemented a new residential energy code. It is based on the
1995 CABO Model Energy Code, with local amendments. It included several significant
changes from the previous code and building practice:
• Prescriptive R-value requirements for foundations were increased:
A. Basement wall insulation
B. Slab -on -grade perimeter insulation (frost -protected shallow foundations are
encouraged)
C. Crawl space insulation
Thermal requirements for walls, windows and doors are flexible, based on an overall "wall
assembly" requirement.
• "Insulation Guidelines" clarify detailed insulation installation requirements, intended so that
installed performance more closely matches rated insulation performance.
• Prescriptive air sealing requirements are specifically detailed in an "Air Sealing Checklist."
As an alternative, builders may use a blower door test to demonstrate that the completed
home meets a specified leakage target.
• "Warm" crawl spaces -- with perimeter wall insulation and no venting -- are allowed and
encouraged.
• Ducts located in unconditioned spaces are required to be permanently sealed with mastic.
• Disclosure forms must be completed by the general contractor in the areas of insulation, air
sealing, and mechanical systems. These are intended to boost self -inspection and quality
control and provide documentation on what was done.
• Builders may choose to comply with code via either the prescriptive path or a "systems
analysis" path relying on a home energy rating analysis.
Code changes were based on the national model code, local economics, building science, and
experience with recurring problems and missed opportunities observed in new Fort Collins
homes. In part, the new code was also intended to stimulate a change in perspective.
Traditionally, builders and building inspectors have simply asked, "is it there?" -- a prescriptive
approach. The intent is to stimulate a second question to be asked as well: "does it work?" -- a
performance approach. Increased attention to detail and inspection, as well as the blower door
test option to meet air sealing requirements, are intended to increase the probability that
products and systems will deliver rated performance.
As important as the code requirements themselves, the code change was accompanied by a
variety of support for users. Extensive training was provided for builders and subcontractors,
covering both code requirements and recommended construction practices. A builder's guide
was developed to serves as a code reference and energy -efficient construction manual
(available both in hard copy and on the World Wide Web). The training and builder's guide both
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stress the importance of viewing the house as a system of interdependent components that
must perform well together, and encourage increased quality control.
A limited amount of information about energy code compliance is available on the World Wide
Web at: hftp //www ci fortcollins co us/COMMUNITY PLANNING/BUILDING/ENERGY.htm.
The builder's guide may be viewed in its entirety at:
http-//www light power ora/builders auide/indox.htm.
The City of Fort Collins is now evaluating the effectiveness of the code change, in terms of
building design and construction, building performance, and how the transition has been
perceived by new home owners and builders. The full evaluation project includes market
research with builders and homeowners, inspection of homes under construction, inspection
and performance testing of completed homes, energy ratings and projections of energy use,
design load calculations, and utility billing analysis. The City is also taking advantage of this
opportunity to better characterize residential air conditioning, a rapidly growing load for the
municipal electric utility.
Three Requests for Proposals are being simultaneously issued to solicit contractors for major
phases of this work. This RFP covers one facet of the evaluation: changes in energy use as a
result of the code change.
The primary questions this work will address are:
I. What impact did the energy code change and related support efforts have on normalized
energy usage (for heating, cooling, and other uses)?
II. How do energy projections (based on calculations) and actual metered energy use
compare?
2.0 Expectations
This section describes some of the "knowns" and expectations from which details of the contract
will be negotiated.
2.1 Budget
There is an overall evaluation project budget of approximately $60,000 that will be allocated
among the components listed above in "Background." It is the City's intent to gain as much
useful information as possible with these resources. Negotiation with the selected contractors
will be needed to develop final scopes of work and budgets for each phase of work. To help
with this process, respondents are encouraged to identify options and associated costs in their
proposals.
2.2 Samples
Energy analysis will be performed on a minimum of 80 homes, including 40 built between
January 1993 and May 1996 (reflecting building practice shortly before the code change) and 40
completed between May 1997 and May 1998 (after the code change). These samples will also
be used for market research and energy ratings, and a subset will be performance tested.
Larger samples will be used if the budget permits.
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Most new construction in Fort Collins is frame construction over a full basement. A portion of
new homes have a partial crawl space. There is little slab -on -grade or full crawl space
construction. All homes in the sample will be gas -heated. Some homes will have mechanical
cooling systems (that may range from ceiling fans to central air conditioning). Ideally each
home will have been occupied by the same family over the course of the analysis period.
It is not the responsibility of the contractor for this portion of the evaluation to identify these
samples. However, input from this contractor will be solicited to develop sample selection
criteria.
2.3 Analysis period
The analysis period for energy consumption will be one year starting May 1998.
2.4 Data supplied
The City will supply most of the data needed for the analysis for each home, including:
I. Information regarding the home, occupancy, and operation. Complete data from
homeowner interviews will also be available and may provide other useful insights.
II. Energy rating data and results (projection of energy use and costs).
III. Gas and electric billing history
In addition, for at least 40 of the homes, results of detailed inspection and performance testing
of the home will be provided. These will address air leakage, mechanical systems installation
and performance, moisture control, indoor air quality, and building durability.
2.5 Reporting
The contractor will deliver a summary report on all findings, in both printed and electronic
formats. Data and results for individual homes will be provided as well, in electronic format.
The report will address energy use, energy savings due to the code change, and comparisons
with energy projections. Though provided by the City, the energy rating results will be
presented as part of this report.
2.6 Multi -phase approach
The work described in this RFP will be done in parallel with other phases of the code evaluation.
Some of the samples are shared. 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.
The data from each phase must be stored in a database format that is compatible with widely
used software and that can be readily accessed by City staff and other contractors. Ideally the
data from all phases of the project will be integrated into a single database structure.
To strengthen the design of the project as a whole and encourage collaboration, contractors for
all phases of the project will be encouraged to provide input as details of other phases are
planned (e.g., criteria for sample selection, questions that will asked of builders and
homeowners, definition of data needed by a given contractor from the work of another,
database design).
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Contractors for each phase will have access to data and findings of the other phases, as they
become available. Contractors 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.
At the conclusion of the individual evaluation phases, City staff will integrate the results into a
final report for the complete evaluation project. Each contractor will review and comment on the
report, providing expertise to help draw conclusions across the project as a whole.
2.7 Communication
Regular communication with the project manager is expected throughout the duration of this
contract.
2.8 Software compatibility
Use of the following software is preferred for compatibility purposes:
I. Microsoft Word 97
II. Microsoft Excel 97
III. E-mail that permits attachments to be sent and received
2.9 Confidentiality and rights to data
All individual data will be treated confidentially. The data from this project will be the property of
the City. Contractors may be able to use the aggregate data from this project for other
purposes, with written permission of the City.
3.0 Tasks and timeline
The tasks listed here provide an outline of the major steps envisioned to complete this phase.
See the attached timeline for approximate timing and an overview of how the major evaluation
phases relate to one another. TIMELINE DOCUMENT IS A SEPARATE DOCUMENT ON E-
MAIL MESSAGE.
I. Participate in discussions with City staff and other project contractors regarding overall
project design and shared sample and data needs.
II. Finalize analysis techniques, with City staff input.
III. Test analysis techniques on a small sample of homes.
IV. Refine analysis techniques as needed (written approval from the City required to
proceed past this point).
V. Complete analysis on entire sample.
VI. Compile results and analyze the data, looking for relevant relationships with data from
other phases of the evaluation project.
VII. Draft summary report for review by City staff and information for other contractors.
Vill. Produce final report for this phase.
IX. Review and comment on final report for the entire evaluation project.
4.0 Proposal contents
The proposal must address, at a minimum:
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I. Statement of understanding of required services.
II. Sample selection considerations and statistical significance.
III. Specific data needs from other sources.
IV. Analyis approach, including software, normalization procedures, and desegregation
techniques.
V. Quality control protocol (be specific on what will be checked and how).
VI. Data management approach.
VII. Hypothetical outline and a list of the key figures and tables to be included in a final report
for this project. Enclose a sample report for a similar project that the respondent was
personally responsible for.
VIII. Timeline.
IX. Staffing.
X. Qualifications:
A. Staff capabilities
B. Experience doing similar work.
C. Experience linking the kinds of information that different phases of this evaluation
project will generate.
XI. Proposed compensation and estimate of personnel time. Please specify clearly a base
package for the minimum number of homes to be analyzed, and provide an incremental bid
for additional homes.
XII. References
XIII. Availability
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REVIEW AND ASSESSMENT
Professional firms will be evaluated on the following criteria. At the option of the City of Fort
Collins onsite formal interviews and/or telephone interviews may be conducted. Theses criteria
will be the basis for review of the written proposals and interview session if conducted.
The rating scale shall be from 1 to 5, with 1 being a poor rating, 3 being an average rating, and
5 being an outstanding rating.
WEIGHTING
FACTOR QUALIFICATION
STANDARD
2.0 Scope of Proposal
Does the proposal show an understanding of the project
objective, methodology to be used and results that are
desired from the project?
2.0 Assigned Personnel
Do the persons who will be working on the project have the
necessary skills? Are sufficient people of the requisite
skills assigned to the project?
1.0 Availability
Can the work be completed in the necessary time? Can
the target start and completion dates be met? Are other
qualified personnel available to assist in meeting the
project schedule if required? Is the project team available
to attend meetings as required by the Scope of Work?
1.0 Motivation
Is the firm interested and are they capable of doing the
work in the required time frame?
2.0 Cost and Work Hours
Do the proposed cost and work hours compare favorably
with the project Manager's estimate? Are the work hours
presented reasonable for the effort required in each project
task or phase?
2.0 Firm Capability
Does the firm have the support capabilities the assigned
personnel require? Has the firm done previous projects of
this type and scope?
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Reference evaluation (Top Ranked Firm)
The project Manager will check references using the following criteria. The evaluation rankings
will be labeled Satisfactory/Unsatisfactory.
QUALIFICATION STANDARD
Overall Performance Would you hire this Professional again? Did they
show the skills required by this project?
Timetable Was the original Scope of Work completed within
the specified time? Were interim deadlines met in
a timely manner?
Completeness Was the Professional responsive to client needs;
did the Professional anticipate problems? Were
problems solved quickly and effectively
Budget Was the original Scope of Work completed within
the project budget?
Job Knowledge If a study, did it meet the Scope of work?
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