HomeMy WebLinkAboutWORK ORDER - RFP - 7148 ENERGY SERVICES TECHNICAL CONSULTANT (6)EXHIBIT "A"
WORK ORDER FORM
PURSUANT TO AN AGREEMENT BETWEEN
THE CITY OF FORT COLLINS
AND
The Brendle Group
Work Order Number: TBG-12-04 DATED: 06/14/2012
Purchase Order Number:
Project Title: Energy Services Technical Assistance — FortZED Planning and Assessment Tool
Commencement Date: June 18, 2012
Completion Date: October 31, 2012
Maximum Fee: (time and reimbursable direct costs): $5,000
Project Description: Professional services to develop a quantitative tool to support planning
objectives of the FortZED steering committee.
Scope of Services:
The scope of this activity is outlined in Exhibit D — project proposal.
Pricing and Invoicing:
The cost of the work shall be based on the following estimated services with a not -to -exceed -total
work order fee. The work shall be billed on a per month basis of actual time and materials expended
to complete the tasks. Time shall be billed based on 2012 hourly rates, included below.
Budget and Schedule:
Task 1: Build Planning Tool and Conduct First -Order Analysis: June 18 June 27
o Draft Excel -based planning tool, preliminary results
o $3,250
Task 2: Use Tool to Plan Goals and Communicate Progress: June 28-July 16
o Facilitated review/discussion with steering committee; modifications; written results
o $1,750
M work order 10-20 m
ION
brendle`
xHt�3iTc
970.207.0058 r'
970,2070059 £
212 W. Mulberry St.
rort Collins. CO 80521
Proposal: FortZED Planning and Analysis
Objectives: Develop and apply a quantitative analysis tool to set goals, prioritize projects and
communicate progress about FortZED at the steering committee level, organized around the
following FortZED diagram. For the terminology of this proposal, the four inner gears are
termed 'project categories', the four pieces of the surrounding arrow are termed 'cross -cutting
strategies' and the overall diagram is referred to as the 'FortZED approach'.
energy
Deliverable:
• Excel workbook with documented assumptions and formulas to serve as an ongoing tool
for FortZED planning at the steering committee level
0 Written summary results and charts, similar to the FortZED posters used in the RDSI
public events
Timing: Assuming June 18th start date
0 June 28th: Draft Excel workbook for goal -setting at next FortZED steering committee
meeting
www,brendlegroup.com
• July 161h: Written summary results to support communications for FortZED-related BFO
offers
• Sept 25: Next iteration forSmart-Grid Live presentation
• Oct 16: Next iteration for Smart Cities conference
• Ongoing tool to monitor progress and prioritize/select FortZED projects
Scope of Work
Build Planning Tool and Conduct First -Order Analysis
• Develop an excel -based analysis tool to set numeric energy goals, document progress,
and list future plans for each of the four project categories in the FortZED approach.
• Using the tool, conduct first -order analysis at the project -level, then aggregate results to
the four categories and to FortZED as a whole
• Include both formally adopted projects as well as organic results within the district.
Include current and potential future projects.
• For each project, estimate the following attributes based on available data and
document assumptions:
o Cost to implement and cost savings
o Energy and demand savings
o Linkage to the four FortZED cross -cutting strategies: research & development,
public policy, economic development, and community engagement
o Other co -benefits
o Likely time horizon for implementation
• From the results of the project -level analysis,
o Build a timeline for achieving net zero energy within FortZED
o Develop a wedge diagram depicting the relative contribution of each project
category to the FortZED goal of zero energy
o Create a comparison matrix for prioritizing projects to achieve net zero
Use Tool to Plan Goals and Communicate Progress: BFO Time Horizon
• From the completed analysis, facilitate a discussion with the FortZED steering
committee to set numeric goals in each of the project categories and a timeline for
overall completion of FortZED
• Using steering committee and staff feedback, refine the tool and first -order analysis
based on additional information provided, clarifications on assumptions and other
general comments and recommendations
• From the revised analysis, create summary written results and associated charts to
communicate FortZED goals, progress, and project plans to support BFO public input
and council review
brendle"'"
Evolve Tool and Update Progress: Fall Conferences Timeline and Beyond
• Update the analysis in the fall based on summer progress including analysis of PPA RFP,
SGIG progress, RDSI 1.2, other summer progress, and feedback after BFO process
• Update corresponding communication points and charts to support Smart -Grid Live and
Smart Cities conferences
• Train FCU staff on the use of the tool and/or provide ongoing updates and modeling
scenarios as requested and as new information becomes available
Budget and Schedule:
• Build Planning Tool and Conduct First -Order Analysis: June 18-June 27
o Draft Excel -based planning tool, preliminary results
o $3,250
• Use Tool to Plan Goals and Communicate Progress: June 28-July 16
o Facilitated review/discussion with steering committee; modifications; written
results
o $1,750
• Evolve Tool and Update Progress: July 16 — Dec 31
o Ongoing enhancements and modeling scenarios; updated communications
results
o $15,000-$25,000
• Placeholder estimate based on similarly scoped projects for other
customers; samples available upon request
Actual value to be determined based on outcomes of Phases 1 and 2
and identified scope details
brendle"
Task 3: Evolve Tool and Update Progress: July 16 — Dec 31
Work on Task 3 Is not authorized at this time —whether to proceed with this task will be determined after
review of Tasks i and 2.
o Ongoing enhancements and modeling scenarios; updated communications results
o $15,000-525,000
The Brendle Group 2012 labor rates:
•
Principal Engineer: $162/hr
•
Senior Engineer:$135/hr
•
Engineer III: $90/hr
•
Engineering II: $78/hr
•
Engineer I: $63/hr
•
Program Manager II: $90/hr
•
Program Manager I: $ 78/hr
•
Engineering Intern: $50/hr
•
Administrative Assistant: $50/hr
Terms and Conditions:
The consultant is bound to the following terms and conditions.
1) Confidentiality Exhibit "B".
Customer Records Policy Exhibit "C"
Project Proposal Exhibit "D"
TBO Work Order 10-201D 2 of
Professional agrees to perform the services identified above and in compliance with the
attached forms in accordance with the terms and conditions contained herein and in the
Professional Services Agreement between the parties. In the event of a conflict between
or ambiguity in the terms of the Professional Services Agreement and this work order
(including the attached Exhibit forms) the Professional Services Agreement shall control.
The attached forms consisting of Exhibits B, C, consisting of Six (6) pages and Project
Proposal Exhibit D consisting of Three (3) pages are hereby accepted and incorporated
herein, by this reference, and Notice to Proceed is hereby given.
cc: Purchasing
Professional: � �� 6 v o u p
By:
Date: _may/ia
City of Fort Collins
Submitted By: -�
Project Manager
Date:
Reviewed by: Z-
rvices and Administra
Date: �,fhi f Pm4-s_ OP YVk,.•.,��
Approved by:
Utilities General Manager
Date:
Approved by:
Director of Purchasing & Risk Management
Date:
(if over $30,000.)
7W work oraa 10.2010 300 9
EXHIBTr "B"
CONFIDENTIALM
IN CONNECTION WITH SERVICES provided to the City of Fort Collins (the "City")
pursuant to this Agreement (the "Agreement"), the Contractor hereby acknowledges that it has
been informed that the City has established policies and procedures with regard to the handling of
confidential information and other sensitive materials.
In consideration of access to certain information, data and material (hereinafter individually and
collectively, regardless of nature, referred to as "information') that are the property of and/or
relate to the City or its employees, customers or suppliers, which access is related to the
performance of services that the Contractor has agreed to perform, the Contractor hereby
acknowledges and agrees as follows:
That information that has or will come into its possession or knowledge in connection with the
performance of services for the City may be confidential and/or proprietary. The Contractor
agrees to treat as confidential (a) all information that is owned by the City, or that relates to the
business of the City , or that is used by the City in carrying on business, and (b) all information
that is proprietary to a third party (including but not limited to customers and suppliers of the
City) . The Contractor shall not disclose any such information to any person not having a
legitimate need -to -know for purposes authorized by the City. Further, the Contractor shall not
use such information to obtain any economic or other benefit for itself, or any third party, except
as specifically authorized by the City.
The foregoing to the contrary notwithstanding, the Contractor understands that it shalt have no
obligation under this Agreement with respect to information and material that (a) becomes
generally known to the public by publication or some means other than a breach of duty of this
Agreement, or (b) is required by law, regulation or court order to be disclosed, provided that the
request for such disclosure is proper and the disclosure does not exceed that which is required. In
the event of any disclosure under (b) above, the Contractor shall furnish a copy of this Agreement
to anyone to whom it is required to make such disclosure and shall promptly advise the City in
writing of each such disclosure.
In the event that the Contractor ceases to perform services for the City, or the City so requests for
any reason, the Contractor shall promptly return to the City any and all information described
hereinabove, including all copies, notes and/or summaries (handwritten or mechanically
produced) thereof, in its possession or control or as to which it otherwise has access.
The Contractor understands and agrees that the City's remedies at law for a breach of the
Contractor's obligations under this Confidentiality Agreement may be inadequate and that the
City shall, in the event of any such breach, be entitled to seek equitable relief (including without
limitation preliminary and permanent injunctive relief and specific performance) in addition to all
other remedies provided hereunder or available at law.
Tay work ordcr ro-2m° 4 of9
EXHEST "C"
Customer RUM& POIkcy — December 15, 2009
Fort Collins Utilities is subject to the Colorado Open Records Act and Fort Collins
Municipal Code §26-26, which governs the accessibility of public records.
lire purpose of this policy is to provide guidelines for Utilities' staff when deciding: (1)
when public inspection of customer records is allowed; (2) who is entitled to have access to these
records; and (3) how and when to respond to a records inspection request.
Except as provided in Sections M. and IV. below, the Utilities shall not permit any
person to inspect any of the following records of its customers:
1. customer's name if in disclosing such name the customer's address, telephone
number, e-mail address. personal information or personal habits can be linked to
the customer;
2. customer's address;
3. customer's telephone numbcr(s);
4. customer's e-mail addoess(es);
S. customer's personal fioandal inkmnation, such as billing amounts, credit
information, and usage statistics; and
III. Urrresbieted RetorriQ
person: The following records of the Utilities' customers shall be subject to inspection by any
1. customer's name, provided giving such name does act link the customer to the
customer's address, telephone number, personal financial information or personal
habits; and
2. any of the customer's records when provided for inspection in an aggregate or
statistical form that prevents the customer from being linked to the customer's
address, telephone number, e-mail address, personal financial information or
personal habits.
_r ,
Only the following persons shall be permitted to inspect a customer's restricted records,
which are described in Section II. above:
TBO work order 10-2oio
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1. the customer;
2. any person designated by the customer in the Utilities' Release of Records
form as having the right to inspect the customer's records;
3. if the customer is a tenant, the customer's landlord, any property manager
hired by the landlord and any other person acting on behalf of the landlord
(if designated by the landlord in the Utilities' Release of Records form)
may have access to the customer's restricted records; however, access is
limited only to those records related to the rented premises that pertain to
the billed utility charges (paid or unpaid) or which pertain to the level of
electric usage (if such information is needed for electrical repairs or
improvements to such premises) and does not include any of the tenant's
personal credit, financial information or social security number,
4. a customer's parent if the customer is under the age of eighteen (18) or
under any kind of legal disabllity, such as mental incompetence;
5. any legal representative of the customer duly appointed by a court, such as
a legal guardian or conservator;
6. if the customer is deceased, the personal representative of the customer's
estate; and
7. any of the following peace officers acting within the scope of their
authority and in furtherance of their duties as peace officers and who
provide satisfactory evidence that the requested inspection is reasonably
related to their authority and duties as peace officers:
a. level I peace officers, as defined by State law (see, C_R.S. Section 18-
1-901[3)[I)[I), which include the following peace officers who have
"basic peace office certification" from the Colorado Peace Officers
Standards and Training Board: (1) police officers of any Colorado
town, city, or city and County; (2) undersheriffs and deputy sheriffs of
any Colorado county or city and county; (3) Colorado State Patrol
officers; (4) marshals of any Colorado town; and (5) security officers
of Colorado institutions of higher education, such as Colorado State
University;
b. level la peace officers, as defined by State law (see, C.R.S. Section 18-
1-901[3)[1 R[Al), which include the following peace officers; (1) the
sheriff of any Colorado county or city and county, (2) the district
attorney, assistant district attorney, deputy district attorney and special
deputy district attorney of any Colorado judicial district; (3) the
Colorado Attorney General and Deputy Attorney general, and any
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deputy or assistant attorney general assigned a law enforcement
function in the Attorney general's Office; (4) an authorized
investigator of any county attorney of a Colorado Judicial district, of
the Colorado Attorney General, or of the executive director of the
Colorado Department of Public Safety; (5) agents of the Colorado
Bureau of Investigation; (6) parole officers and community program
agents of the Colorado Department of Corrections' Division of Adult
Services (7) the inspector general of the Colorado Department of
Corrections and any authorixad investigator of the inspection general;
and (9) officers of the Southern Ute Indian and Ute Mountain Indian
Police forces who have "basic peace officer certification: from the
Colorado Peace Officers Standards and Training Board; and
c. level A peace officers, and defined by State law (see, C.R.S. Section
18-1-901[3][I][III), which include the following peace officers: (1)
inspectors of the Colorado Department of Revenue's Liquor
Enforcement Division; (2) investigators of the Colorado Department of
Revenue's State Lottery Division (3) investigators of the Colorado
Department of Revenue's Division of Gaming; (4) the director of the
Colorado Department of Revenue's Division of Gaming; (5) the
executive director of the Colorado Department of Revenue when
conducting an investigation related to gaming; (6) any fire arson
investigator appointed by the chief of any fire department if approved
by the sheriff or chief of police of the jurisdiction in which the fire
investigum performs duties; 0) any offaxr, guard or supervisory
employee of the Colorado Department of Corrections; (8) a security
guard employed by the State of Colorado; (9) security officers of the
State of Colorado; (10) district wildlife managers and special district
wildlife manages of the Colorado Division of Wildlife; (11) parks and
recreation officers of the Colorado Department of Parks and Outdoor
Recreation; (12) investigators of the Colorado Department of Racing
Events and their supervisors, Including tha director of the Colorado
Division of Racing Events; and (13) railroad peace officers employed
by a railroad corporation to investigate offenses against the railroad
corporation.
Except for verbal requests for routine and clearly identified records that can be quickly
and efficiently produced for immediate inspection err copying. ail requests for inspection or
copying of public records must be in writing and must be specific as to the record requested.
When a request is received to inspect a customer's records, it shall be responded to in one of the
following ways.
TBo work order 10-20 10 7 of 9
I. If the record requested is not in the Utilities' c ustody or control, the person making
the request shall be promptly notified verbally of this fact, and in writing if requested
by the person, which notification shall state, if known, the reason for the absence of
the record, the location of the record, and what person has custody or control of the
requested record;
2. If the record requested is in the Utilities' custody or control, but the person requesting
the. records is not entitled under Section D of this policy to inspect the record, the
person shall be promptly notified verbally of this fact, and, if the request was made In
writing. the response shall be made in writing. The notification shall state that the
person is not entitled to inspect the record under C.R.S. Section 24-72-204(3)(a)(IX);
3. If the record requested is in the Utilities' custody or control, readily available, and not
subject to other confidentiality restrictions, and the requesting person is entitled under
this policy to inspect the record, the record shall be promptly given to the person; or
4. If the record requested is in the Utilities' custody or control, is not readily available,
and the requesting person is entitled under this policy to inspect the record, the record
shalt be given to the person within three (3) working days after the request, unless
there are "extenuating circumstanoW If there are "extenuating circumstances." the
record shall then be given to the person within a total of ten (10) working days after
the request. "Extenuating circumstances" cannot be applied to a single, specifically
identified document, but apply only if:
a. The request Is broadly stated encompassing all or substantially all of a large
category of records and the request is not specific enough for Utilities staff to
prepare or gather such records within three (3) working days; or
b. The request is broadly stated encompassing all or substantially all of a large
category of records and Utilities staff is unable to prepare or gather such
records within three (3) wonting days because Utilities staff needs to devote
all or substantially all of its resources to meet an impending deadline or period
of peak demand either unique or not predicted to recur more frequently than
once a month.
jL Fees and Charges
fees and charges for making copies, searching and retrieving records. certifying records
shall be consistent with the Fort Collins City Clerk's Public Record Policy, as amended.
WE 19UMr4FonReqaWNotAddr=edbYPoMcv
W1en an inspection request is received relating to a customer's records and the request
does not appear to be addressed by this policy, the City Attorney's office should be contacted for
advice concerning how to respond to the request.
Tee work Order 10.201 a 9 of 9
Approved and adopted b
B nia
Utilities ExetaWve Duector
lMadgVIt 4- Zgy 9
Date of Approval and Adoption
TBp Work Order 10.2010 9 Of 9