HomeMy WebLinkAboutWORK ORDER - RFP - 7148 ENERGY SERVICES TECHNICAL CONSULTANT (3)a
Req. # ya-7 9 9
Entered by: 5 ��
Date: l y j Z
PURCHASE ORDER REQUISITION
FORT COLLINS UTILITIES
Vendor The Brendle Group
(130469)
Address 212 W Mulberry
Fort Collins CO 80524
QTY. DESCRIPTION UNIT TOTAL CHARGE NUMBER
1 Energy Services Technical $25,000.00 13000000.521210.9080.13000 c
Assistance 000
WO #TBG-12-06
Comments Technical support for Energy Services FortZED Planning Tool
Z Date
PVj,¢i
Approved and adopted b .
•_!
B a onis
Utilities Executive Dlrcctor
Date of Approval and Adoption
TBG Work Order 10-2010 9 of 9
No Text
f.
• July 161": Written summary results to support communications for FortZED-related BFO
offers
• Sept 25: Next iteration for Smart -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
brendd°"i ,:
y�
Evolve Tool an&Update Progress: Fall Conferences Timeline and Beyond
:; • ;Update th"e analysis in the faU 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;rriodeling
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;
aMIdentified scope'details
"Up ,
Brendle:
b
EXHIBIT "A"
WORK ORDER FORM
PURSUANT TO AN AGREEMENT BETWEEN
THE CITY OF FORT COLLINS
AND
The Brendle Group
DATED: 10/ 1 /2012
Work Order Number: TBG-12-06
Purchase Order Number:
Project Title: Energy Services Technical Assistance — FortZED Planning and Assessment Tool
Commencement Date: October 5, 2012
Completion Date: December 31, 2012
Maximum Fee: (time and reimbursable direct costs): $25,000
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 ( This work order applies to
"Task 3" outlined in the original proposal for the FortZED planning tool.)
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: FortZED Steering Committee and RMI Charrette support: Oct 1— Dec 31
o Support analysis for RMI/FortZED Charrette and FortZED steering committee (up to $10,000)
Task 2: Evolve FortZED Planning Tool and Update Progress: Oct 1— Dec 31
TBG Work Order 10-2010
I of
No Text
..
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 i►i the
Professional'Services Agreemen[.betweeii parties. In.the.event-of a conflict between
or -ambiguity am 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..Exhibrr.D consisting of,Three':(3) pages are.hereby, accepted. and incorporated
by [hi herein, s reference, and Notice to Proceed is.hereby.given:
(if over $30,00.0.)
EXHHITT "B"
CONFIDENTIALITY
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 shall 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.
TBG Work Ordcr 10-2010 4 or9
EXHH3T "C"
Customer Records Policy — December 15, 2009
Purpose
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.
The 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.
II. Restricted Records
Except as provided in Sections III. 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 number(s);
4. customer's e-mail address(es);
5. customer's personal financial information, such as billing amounts, credit
information, and usage statistics; and
III. Unrestricted Records
person:
The following records of the Utilities' customers shall be subject to inspection by any
customer's name, provided giving such name does not 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.
IV. Persons Permitted Access
Only the following persons shall be permitted to inspect a customer's restricted records,
which aft: described in Section ll. above:
TQG Work Order 10-2010 5 or9
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 ,actin g on behalf of the landlord
(if,designated by the landlord in the U[ilities',Release of Records:form)
may have access; to the customer's restricted 'records;.however;'access is
7imitcd only to those records rclated-to the rcnted`prcmiscs that pertain to
-the.:billed utility charges (paid or unpaid) or which pertain to:the.level of
electnc usage (if such information is needed for electrical repairs or
Improvements to such premises) and does'nofinclude any of the tenant's _
personal'credit; financial information or social security'number;
4.
a customer's parent if the customer'is underalic. age of eighteen (18) or
under any kind of legal :disability, such as inental incoinpetence;
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.l8-
1-901[3]fI][11, whichinclude the following.pcace officers ivho have
"basic peace office certification" frog the Colorado Peace Officers
Standards and Training Board; '(][):.police officers of any Colorado ... .
'
town; city; or city and county; (2) undersheri. and deputysheriffs of "
any Colorado county or`city andcounty; (3) Colorado State Patrol ,
officers; (4) marshals of any Colorado town;:aad (5) security officers'
of Colorado institutions'of higher education, such gas Colorado State
University;
b. level Ia:peace officers, defined by State law: (see; C.R.S, Sectiotr18-
.1-90If3][I] ftA)), which' include4he following peace officers; (1) the.
sheriff of any Colorado. county or city and county; (2):the district
attorney, assistanrdistrict attorney, deputy. district attorney.and special .
deputy district'attorneyof anyColorado; judictal'district; (3) the
Colorado -Attorney General and Deputy Attorney General, and any
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 authorized investigator of the inspection general;
and (8) 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
level 1I peace officers, and defined by State law (see, C.R.S. Section
18-1-901[3][U[Ufl, 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
investigator performs duties; (7) any officer, 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 managers 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 the 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.
V. Respondinz to Record Inspection Request
Except for verbal requests for routine and clearly identified records that can be quickly
and efficiently produced for immediate inspection or copying, all 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.
TBG Work Order 10-2010 7 of
1. If the record requested is not in the Utilities' custody 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 II 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
shall be given to the person within three (3) working days after the request, unless
there are "extenuating circumstances." If there are "extenuating circumstances," the
record shall then he 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) working 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.
VI. 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.
VII. Inspection Request Not Addressed by Policy
When an inspection request is received relating to a customer's records and the request
does not appear to be addressed by Otis policy, the City Attorney's office should be contacted for
advice concerning how to respond to the request.
TDG Work Order 10-2010 8 of9