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HomeMy WebLinkAboutRFP - 8433 COMMERCIAL & RESIDENTIAL ENERGY PROGRAMS THIRD PARTY CONSULTANT (4)REQUEST FOR PROPOSAL 8433 COMMERCIAL & RESIDENTIAL ENERGY PROGRAMS THIRD PARTY CONSULTANT The City of Fort Collins is requesting proposals from an experienced third-party Contractor to conduct impact and process evaluations for commercial and residential energy programs. The Contractor would provide evaluation services for Fort Collins Utilities efficiency, demand response and solar programs, including those offered in collaboration with Platte River Power Authority (Platte River). Platte River may also choose to hire the Contractor for evaluation services based on the results of this RFP to include program(s) administered by Platte River on behalf of all their four owner municipalities. As part of the City’s commitment to Sustainable Purchasing, proposals submission via email is preferred. Proposals shall be submitted in a single Microsoft Word or PDF file under 20MB and e-mailed to: purchasing@fcgov.com. If electing to submit hard copy proposals instead, five (5) copies, will be received at the City of Fort Collins' Purchasing Division, 215 North Mason St., 2nd floor, Fort Collins, Colorado 80524. Proposals must be received before 3:00 p.m. (our clock), January 6, 2017 and referenced as Proposal No. 8433. If delivered, they are to be sent to 215 North Mason Street, 2nd Floor, Fort Collins, Colorado 80524. If mailed, the address is P.O. Box 580, Fort Collins, 80522-0580. Please note, additional time is required for bids mailed to the PO Box to be received at the Purchasing Office. The City encourages all Disadvantaged Business Enterprises (DBEs) to submit proposals in response to all requests for proposals. No individual or business will be discriminated against on the grounds of race, color, sex, or national origin. It is the City’s policy to create a level playing field on which DBEs can compete fairly and to ensure nondiscrimination in the award and administration of all contracts. Questions concerning the scope of the bid should be directed to Project Manager, Brian Tholl, at (970) 416-4326 or btholl@fcgov.com. Questions regarding bid submittal or process should be directed to Gerry Paul, Purchasing Director at (970) 221-6779 or gspaul@fcgov.com. All questions must be submitted in writing via email to Brian Tholl , with a copy to Gerry Paul, no later than 5:00 PM our clock on December 16, 2016. Questions received after this deadline will not be answered. A copy of the RFP may be obtained at www.rockymountainbidsystem.com. The City of Fort Collins is subject to public information laws, which permit access to most records and documents. Proprietary information in your response must be clearly identified and will be protected to the extent legally permissible. Proposals may not be marked ‘Proprietary’ in their entirety. All provisions of any contract resulting from this request for proposal will be public information. Financial Services Purchasing Division 215 N. Mason St. 2nd Floor PO Box 580 Fort Collins, CO 80522 970.221.6775 970.221.6707 fcgov.com/purchasing RFP 8433 Commercial & Residential Energy Programs Third Party Consultant Page 1 of 23 New Vendors: The City requires new vendors receiving awards from the City to fill out and submit an IRS form W-9 and to register for Direct Deposit (Electronic) payment. If needed, the W-9 form and the Vendor Direct Deposit Authorization Form can be found on the City’s Purchasing website at www.fcgov.com/purchasing under Vendor Reference Documents. 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. 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. Utilization of Award by Other Agencies: The City of Fort Collins reserves the right to allow other state and local governmental agencies, political subdivisions, and/or school districts to utilize the resulting award under all terms and conditions specified and upon agreement by all parties. Usage by any other entity shall not have a negative impact on the City of Fort Collins in the current term or in any future terms. Sustainability: Consulting firms/teams participating in the proposal are to provide an overview of the organization’s philosophy and approach to Sustainability. In no more than two (2) pages please describe how your organization strives to be sustainable in the use of materials, equipment, vehicles, fuel, recycling, office practices, etc. The City of Fort Collins incorporates the Triple Bottom Line into our decision process by including economic (or financial), environmental, and social factors in our evaluation. The selected Service Provider shall be expected to sign the City’s standard Agreement without revision prior to commencing Services (see sample attached to this Proposal). Sincerely, Gerry S. Paul Purchasing Director RFP 8433 Commercial & Residential Energy Programs Third Party Consultant Page 2 of 23 1. INTRODUCTION 1.1 RFP Overview This Request for Proposal (RFP) is being issued to obtain an experienced third-party Contractor to conduct impact and process evaluations for commercial and residential energy programs. The Contractor would provide evaluation services for Fort Collins Utilities efficiency, demand response and solar programs, including those offered in collaboration with Platte River Power Authority (Platte River). Platte River may also choose to hire the Contractor for evaluation services based on the results of this RFP to include program(s) administered by Platte River on behalf of all their four owner municipalities. Evaluation Contractor(s) are requested to prepare and submit a detailed proposal to be selected as the successful Contractor, subject to contract negotiations. To provide potential bidders information and guidance in submitting a relevant proposal, this RFP includes: • Background information on programs • A summary of the commercial and residential programs to be evaluated • Objectives and goals of evaluations Fort Collins, along with Platte River Power Authority, and its other member municipalities of Longmont, Loveland, and Estes Park, have united several commercial and residential efficiency offerings under the Efficiency Works™ platform. This RFP is being issued to specifically evaluate Fort Collins’ community participation within the programs offered both directly through Fort Collins Utilities and Efficiency Works. The Contractor should anticipate coordinating with third party contractors who assist with various consulting services as listed in the program descriptions below. As a municipal electric utility, Fort Collins Utilities is governed by the City Council. This voluntary evaluation is intended to be collaborative in nature, and to provide an independent review in support of achieving best practice results in future years. The evaluation is not a regulatory requirement of any local or state authority. Similarly, Platte River is governed by a board of directors made up of representatives of its four member municipalities and has no regulatory requirements for program evaluation. 1.2 General Background Fort Collins is a vibrant community of approximately 160,000 located 65 miles north of Denver, at the base of the foothills of the Rocky Mountains. The City is 56 square miles in size and is the northern extension of the “Colorado Front Range” urban corridor. The City’s population includes over 30,000 college students. City of Fort Collins Utilities (Utilities) serves more than 70,000 electric customers with total annual sales of approximately 1,500 gigawatt-hours. Utilities also provides water, wastewater, storm water and financing services. More information about Fort Collins Utilities can be found at fcgov.com/utilities. Fort Collins has ambitious energy and climate goals, expressed in the Energy Policy (updated December 2015) and Climate Action Plan. More information is available at fcgov.com/utilities/what-we-do and fcgov.com/climateaction. Fort Collins Utilities received the Leadership in Energy Efficiency award from the Southwest Energy Efficiency Project in 2013. The American Council for an Energy RFP 8433 Commercial & Residential Energy Programs Third Party Consultant Page 3 of 23 Efficiency Economy also recognized Fort Collins efficiency results, being featured in two recent research reports. These included: • Municipal Utility Energy Efficiency: Successful Examples Around the Nation, Report U1510 - November 2015 • Big Savers: Experiences and Recent History of Program Administrators Achieving High Levels of Electric Savings, Report U1601, April 2016 For comparison, the other municipalities served by Platte River are smaller than Fort Collins. Longmont has 38,000 electric customers, Loveland has 35,000, and Estes Park, 10,000. 1.3 Evaluation Scope and Program Descriptions Table 1 provides a summary of the programs to be evaluated, listed by the program administrator (Fort Collins or Platte River on behalf of all four municipalities); followed by a brief description of the programs. The base scope of work proposal should include only Fort Collins participants across all the listed programs. Platte River may exercise an option to conduct an evaluation with a scope across all four municipalities for the subset of programs they administer (as identified in the table below). This scope can utilize the selected Fort Collins participants as a portion of their sample of projects. Note that Fort Collins participation in programs administered by Platte River is typically 50% of the total participation across the four municipalities. For both the base and optional scope, the selected Contractor will provide both impact and process evaluations for each of the programs listed in the table below, covering the years 2014, 2015 and 2016. Table 1. Program Evaluation Summary Program Fort Collins Utilities Administered Platte River Administered* Appliance Rebates  Appliance Recycling  Demand Response - Peak Partners  Efficiency Works – Home Audits  Efficiency Works – Home Direct Install  Efficiency Works – Home Rebates  Efficiency Works – Business Audits  Efficiency Works – Business Rebates  Efficiency Works – Business Tune Up  Help Loan Program  Home Energy Reports  Integrated Design Assistance Program  Larimer County Conservation Corps  Midstream Retail Lighting   Renewable Energy - Solar  RFP 8433 Commercial & Residential Energy Programs Third Party Consultant Page 4 of 23 1.3.1 Appliances Rebates The appliance rebates program employs a range of promotional strategies to influence the purchase of high-efficiency appliances. Appliance rebates are provided to incentivize the purchase of ENERGY STAR® rated appliances which are more energy efficient and use less water. Rebates are available for both business and residential customers, though the vast majority of participants are residential customers. The appliances currently eligible for rebate include ENERGY STAR® dishwashers and clothes washers. 1.3.2 Appliance Recycling Many refrigerators and freezers being replaced by customers are still functioning, and often end up as back-up appliances in basements and garages or get sold in the used appliance market. The Appliance Recycling program targets these refrigerators and freezers, and provides the dual benefit of cutting energy consumption while keeping the appliances out of the used resale market. The program offers an environmentally responsible turnkey pick-up and recycling service (EPA RAD compliant). 1.3.3 Demand Response: Peak Partners Program Peak Partners is a demand response program that utilizes Wi-Fi enabled thermostats and cellular water heater controllers for residential customers. Since Program inception, over 2,700 thermostats and over 2,100 controllers for electric water heaters have been installed in customer residences. These demand control devices are effective in managing the City’s demand and associated coincident peak wholesale rate charges from Platte River. Utilities works with a third party vendor, Comverge, that provides the devices, marketing, enrollment, installation services, and customer support. 1.3.4 Efficiency Works Business Efficiency Works Business is comprised of four program components that can be generally classified as efficiency audits, prescriptive rebates, custom rebates, and funding for building tune ups. Efficiency audits are offered at no cost to participating businesses. Audits may be considered ASHRAE “Level 1” type audits, intended to provide a general overview of efficiency opportunities that exist within a facility. Audits are provided by two different consulting firms within Fort Collins, and three firms across the four municipalities. The prescriptive program offers customers and trade partners incentives for installing high efficiency equipment on both a dollar per kilowatt saved, as well as a fixed amount for given equipment depending on the technology. This program focuses on incenting non-residential customers for installing common energy efficiency upgrades involving the building envelope, mechanical systems, and lighting. There are also business specific incentives for food service, grocery stores, and data centers. RFP 8433 Commercial & Residential Energy Programs Third Party Consultant Page 5 of 23 If the customer’s project is more unique, or does not meet the general equipment requirements outlined in the prescriptive program offering, the customer may still participate through a custom incentive program offered through EW-Business. Through the custom program, the customer will submit site specific efficiency plans, and program staff will, based on predetermined custom program requirements, evaluate if the customer qualifies for an incentive. Finally, the building tune-up component of the EW-Business Program is for businesses wanting to retro-commission their facility. This component of the program utilizes qualified Retro-commissioning Service Providers (RSPs) to complete services at the customer’s site as identified in the Building Tune-up Program Manual. 1.3.5 Efficiency Works Homes Efficiency Works Homes focuses on saving energy and improving indoor air quality, with rebates available for 23 individual home improvements involving the building envelope and mechanical systems. Customers enter the program with a home efficiency assessment ($60 per audit) and are then presented an assessment report with recommended prioritized improvements. In addition, at the time of the assessment, the customer has the option to receive direct installation of samples of CFL and LED light bulbs as well as installation of low flow shower heads and faucet aerators. Rebates are offered for air sealing, insulation, window replacement, air handler blower motors, duct sealing, water heater upgrades, A/C upgrades, whole house fans and evaporative coolers. Customers are required to utilize a qualified service provider who has completed and met the requirements outlined in service provider application. The program customer service, assessments, service provider training and mentoring, QA, and rebate processing are performed by CLEAResult. 1.3.6 Home Efficiency Loan Program (HELP) HELP provides residential customers with a method to finance energy efficiency, water conservation and solar projects for their home or rental properties. HELP offers no-money-down financing for up to 20 years, including (currently) a low 4 percent fixed interest rate, and loans from $1,000 to $15,000 are repaid directly on the monthly utility bill. Utilities plans to transition the HELP to a 3rd party financial services partner in the 4th quarter of 2016. 1.3.7 Home Energy Reports (HER) The HER program provides residential customers with bi-monthly reports containing energy information through personalized reports delivered by mail. The reports show household electricity consumption along with comparisons to both “efficient neighbors” and “average neighbors”. Behavioral science research has demonstrated that peer-based comparisons are highly motivating ways to present information. The HER program leverages a dynamically created comparison group for each residence and compares it to other similarly sized and located RFP 8433 Commercial & Residential Energy Programs Third Party Consultant Page 6 of 23 households. The report also illustrates the rankings for the previous 12 months and has energy saving tips for the customer, range from conservation tactics to energy efficiency improvement recommendations. Utilities contracts with a third party vendor, OPower, that processes energy use data, selects the “neighbors,” designs, produces and mails the reports to customers. In June 2016, the reports were revised based on the availability of interval advanced metering data (15 minute intervals). 1.3.8 Integrated Design Assistance Program (IDAP) IDAP creates building efficiency by starting the process at the schematic phase of building design and coordinating design disciplines to develop integrated efficiency schemes that are greater than what could be achieved with a prescriptive approach. The program provides design, construction and performance incentives. Some of the components that are addressed are building shape and orientation, envelope, daylighting combined with lighting design/controls, HVAC and enhanced automation, fenestration optimization and on-site renewables. Projects are screened based on the building owner’s motivation to exceed energy code and on requesting IDAP participation early in the design process. The program has a list of approved energy consultants who have submitted and met the requirements outlined within an energy consultant application. 1.3.9 Larimer County Conservation Corps Program Larimer County Conservation Corps (LCCC) Energy and Water program is a conservation initiative focused on education, young adult job training and the direct installation of efficiency products. The program is provided at no-cost to residential customers. Efficiency products installed in homes in 2014 and 2015 seasons include: compact fluorescent and LED light bulbs, programmable thermostats, kitchen faucet aerators, bathroom faucet aerators, low-flow shower heads, shower timers, clotheslines, toilet tank banks, and high-efficiency toilets. The program targets low-income housing apartments and homes, but does not have specific income requirements for participation. 1.3.10 Midstream Retail Lighting The Midstream Retail Lighting program provides point of purchase rebates at both national and local retailers for sales of energy efficient lighting products. General advertising, in-store signage, sales associate training, and instant customer incentives through price markdowns drive participation. There are eight participating stores from six unique retailers in Fort Collins (18 and 7 respectively in all three cities). 1.3.11 Renewable Energy – Solar Utilities has three solar program initiatives that can be classified as Community Solar, Solar Rebates, and a Solar Purchase Program. Fort Collins Community Solar is a program providing renewable energy options for Utilities customers who want the benefits of solar ownership without the research, construction and maintenance of a stand-alone RFP 8433 Commercial & Residential Energy Programs Third Party Consultant Page 7 of 23 system. Participating customers own their panels as a part of a larger community solar system and receive net metering bill credits as if the system were located at their premise. The Solar Rebates program provides incentives to install electrical generation capability on residential and commercial properties behind the retail meter. Solar rebates are paid to customers on a dollar per Watt basis, up to given thresholds identified for residential or commercial properties. Customers participating in the Solar Rebates program then participate in the Net Metering Program. The Solar Power Purchase Program (SP3) program supports midsize non-residential solar projects through twenty year power purchase agreements. Projects of this type are generally located on large commercial rooftops or may be ground mounted, and are “in-front-of- meter” resource purchases which benefit all rate-payers. These projects are comparable to utility-owned generation except that it is distributed over multiple roofs and/or sites and purchased under long term contract with the site owner and/or developer. These local solar resources increase the renewable energy portion of the community's electricity mix. These customers do not participate in the Net Metering Program. 1.4 Program Results Table 2 outlines key participation metrics associated with the 2015 program year, which is representative of an average program year, and intended to inform bidders of the scale of annual program participation. Additional data will be provided by Utilities to the selected evaluation Contractor, and they will be able to sample customers across the three program years. Some programs in the table below save energy, water, and natural gas based on the nature of the measures contained within the program (e.g. clothes washers with natural gas water heat source). The selected evaluation Contractor will be expected to evaluate savings for all fuel types but are not expected to sample separately by fuel type. RFP 8433 Commercial & Residential Energy Programs Third Party Consultant Page 8 of 23 Table 2. Average Program Participation (2015 representative year) Incentive budget ($1,000) Projects (units) Electric Savings (MWh) Water Savings (Tgal) Natural Gas Savings (therms) Appliance Rebates $ 79 1,271 applicants 166 3,337 9,853 Appliance Recycling $ 33 551 applicants 632 Demand Response - Peak Partners $ 30 2,424 devices 476 Efficiency Works - Home Audits $ 347 527 homes 273 12,385 Efficiency Works - Home Direct Installs $ 31 527 homes 248 887 16,750 Efficiency Works - Home Rebates $ 166 244 applicants 129 28,708 Efficiency Works - Business Audits $ 216 187 businesses 241 258 Efficiency Works - Business Rebates $ 1,533 378 businesses 6,582 2,742 Efficiency Works - Busienss Tune-ups $ 180 6 businesses 421 58,783 Help Loan Program $ 337 37 loans Home Energy Reports $ 511 54,916 enrolled accounts 10,381 IDAP $ 511 5 projects 1,611 Larimer County Conservation Corps - Audits $ 74 441 homes 138 Midstream Retail Lighting $ 145 46,599 lamps purchased 1,506 Renewable Energy - Solar Rebates $ 321 86 PV systems 835 (prod) 2015 Program Results Fort Collins Utilities RFP 8433 Commercial & Residential Energy Programs Third Party Consultant Page 9 of 23 2. OBJECTIVES AND SCOPE OF WORK 2.1 Overall Research and Evaluation Objectives In order to support the performance of the portfolio, the Contractor must be able to assist in accomplishing goals that include, but are not limited to: • Calculating gross energy savings, net energy savings, measure deemed savings, measure life, and cost effectiveness using TRC, UCT and PCT tests. Provide documentation and details on how energy savings and cost effectiveness are calculated. • Assessing the effectiveness of program design and delivery and provide recommendations on how to improve the effectiveness and cost effectiveness through a comparison of other utilities and industry best practices. • Assessing the effectiveness of customer marketing messages, strategies and communication channels. • Compare results of impact evaluation to the program objectives and to the City estimates of results. 2.2 Evaluation Types & Criteria Where appropriate, Utilities suggests using the industry accepted 90/10 confidence and precision sampling method for the evaluation of programs. Utilities is open to suggestions from contractors on sampling methods that may more appropriately support budgets associated with smaller programs. To accomplish these objectives, the Contractor will propose and perform the following major types of evaluation: • Impact Evaluation to assess the changes in demand and energy use (kW, kWh, and Therms) that can be attributed to a particular intervention (such as the installation of energy efficient equipment). Impact evaluation activities include verification of equipment installation, performance, and operating conditions; proposed adjustments to deemed saving estimates based on statistical methods; and determination of “net savings” directly attributable to a program after accounting for both free rider and spillover effects. • Process Evaluation to assess the effectiveness of program design and delivery. These evaluations study all aspects of program administration and implementation including: internal and external procedures and operations; alignment of program activities and objectives; organization and efficiency of implementation contractors; the manner and effectiveness of how the programs are interacting with the marketplace (with customers, trade allies, etc.); participation barriers and effectiveness of programs in addressing those barriers; as well as other relevant topics identified through the course of the evaluation. The evaluator should expect to survey both participants and nonparticipants as well as administrative and implementation contractors. 2.3 Contractor’s Overall Roles and Responsibilities Some of the primary responsibilities for the Contractor include: RFP 8433 Commercial & Residential Energy Programs Third Party Consultant Page 10 of 23 • Provide an independent evaluation of how well Fort Collins programs are achieving their goals and objectives. • Provide recommendations to improve the efficacy and effectiveness of programs, including the data with which the City can use to support decisions to continue delivering specific programs. • Contract financial planning and budgeting. • Research and evaluation planning and execution. • Secured data exchange as required. • Coordination and consulting with utility staff and program implementation partners. • Provide periodic summaries of project progress and key findings. 2.4 Expected Contractor Schedule and Deliverables Expected schedule and deliverables include: 1. Development of a detailed Evaluation Plan beginning on/near February 1, 2017. The target completion of the Evaluation Plan is on or before June 30, 2017. Proposals should include a draft schedule and highlight any differences with the intended completion date. 2. Lead and participate in monthly project management meetings, likely to begin on/near February 1, 2017 and continue through first or second quarter of 2017 if needed. 3. Bi-weekly snapshot summaries on progress of evaluation with written summaries of key findings. 4. Project management documents that provide a schedule of dates for planned and actual deliverables. 5. Online meetings/conference calls to review initial drafts of study findings and conclusions for presentations, reports and memos. 6. Study findings for all programs in both PowerPoint presentations format and more detailed written report (including all programs) with graphic depictions of key findings. 7. In person presentation of results and delivery of written report to Fort Collins Utilities and Platte River Power Authority (if applicable). 3. PROPOSAL RESPONSE FORMAT 3.1 General Proposal Guidelines Proposals must provide a concise yet complete description of the Contractor's approach and capabilities for satisfying the required services outlined in this RFP. Contractor’s proposal should include a response to all the information requested in this RFP or the Contractor’s proposal may be deemed unresponsive and will not receive further consideration. RFP 8433 Commercial & Residential Energy Programs Third Party Consultant Page 11 of 23 If there are limited circumstances where the Contractor is unable or unwilling to respond to a section of the RFP or provide any other requested information, the Contractor should, in place of the appropriate information, indicate a compelling reason for the omission of a response. If Contractor identifies any areas where they expect challenges or difficulties in achieving the goals that are detailed in this RFP, they should address any and all anticipated difficulties and/or problem areas along with potential approaches to their resolution. In addition, the Contractor is encouraged to pro-actively present additional information, not specifically requested, which helps demonstrate understanding of the market and ability to achieve research, evaluation and program goals. 3.2 Specific Proposal Information Proposals need to include the following information, at a minimum, to allow an orderly review and evaluation. • Proposed approach and methods for conducting SOW listed in section 2. Include approach and methods for each program (e.g. empirical measurement, use of modeling, sampling rates, references) • Company description • Company experience with scope of work • Specific staff qualifications and experience • Proposed schedule of deliverables • References, prime contractor only if applicable • Proof of general liability insurance coverage • Hourly rate table for Contractor positions to perform work not identified in SOW or evaluation plan A detailed, not to exceed budget breakdown to include individual program evaluation costs according to Table 3. Please note any pricing benefits, if any, that may be realized if the evaluation is completed for both FCU and other PRPA member cities as one evaluation as listed in the table below. Samples for Fort Collins Utilities programs could be used to contribute to the evaluation of the remaining member municipalities. The results of the additional evaluation samples would be included in the same final report and presentation. Table 3. Pricing chart requested with proposal Program Fort Collins Utilities (base scope) Platte River Option (All four member municipalities) Appliance Rebates $ Appliance Recycling $ Demand Response - Peak Partners $ Efficiency Works – Home Audits $ Efficiency Works – Home Direct Install $ RFP 8433 Commercial & Residential Energy Programs Third Party Consultant Page 12 of 23 Efficiency Works – Home Rebates $ $ Efficiency Works – Business Audits $ $ Efficiency Works – Business Rebates $ $ Efficiency Works – Business Tune Up $ $ Help Loan Program $ Home Energy Reports $ Integrated Design Assistance Program $ Larimer County Conservation Corps $ Midstream Retail Lighting $ $ Renewable Energy - Solar $ 3.3 Project contact Brian Tholl Energy Services Supervisor Fort Collins Utilities 222 Laporte Ave Fort Collins, CO 80521 (970) 416-4326 btholl@fcgov.com 4. ATTACHMENTS AND LINKS TO INFORMATION The following materials are included at the end of this RFP document to provide guidance on the typical information with will be available to the successful applicant. The materials are not intended to provide enough information to perform the evaluation. 1. Fort Collins Efficiency Portfolio Briefing Book 2. 2015 Energy Policy Annual Update 3. Sample: Fort Collins Utilities efficiency portfolio tracking summary 4. Sample: Fort Collins Utilities efficiency program tracking summary 5. Efficiency Works Business Procedures 6. Efficiency Works Commercial programs satisfaction survey questions 7. Efficiency Works Residential programs satisfaction survey questions 8. Fort Collins Professional Services Agreement 9. Fort Collins Utilities Program Information a. Residential Programs: http://www.fcgov.com/utilities/residential/conserve b. Business Programs: http://www.fcgov.com/utilities/business/improve-efficiency c. Efficiency Works Program Information: http://efficiencyworks.prpa.org/ 5. REVIEW AND ASSESSMENT Professional firms will be evaluated on the following criteria. These criteria will be the basis for review and assessment of the written proposals and optional interview session. At the discretion of the City, interviews of the top rated firms may be conducted. RFP 8433 Commercial & Residential Energy Programs Third Party Consultant Page 13 of 23 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 address all elements of the RFP? Does the proposal show an understanding of the project objectives, methodology to be used and results/outcomes required by the project? Are there any exceptions to the specifications, Scope of Work, or agreement? 2.0 Assigned Personnel Do the persons who will be working on the project have the necessary skills and qualifications? Are sufficient people of the requisite skills and qualifications 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 Sustainability/TBL Methodology Does the firm demonstrate a commitment to Sustainability and incorporate Triple Bottom Line methodology in both their Scope of Work for the project, and their day-to-day business operating processes and procedures? 2.0 Cost and Work Hours Does the proposal included detailed cost break-down for each cost element as applicable and are the line- item costs competitive? 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 by each project task or phase? 2.0 Firm Capability Does the firm have the resources, financial strength, capacity and support capabilities required to successfully complete the project on-time and in- budget? Has the firm successfully completed previous projects of this type and scope? Definitions Sustainable Purchasing is a process for selecting products or services that have a lesser or reduced negative effect on human health and the environment when compared with competing products or services that serve the same purpose. This process is also known as “Environmentally Preferable Purchasing” (EPP), or “Green Purchasing”. RFP 8433 Commercial & Residential Energy Programs Third Party Consultant Page 14 of 23 The Triple Bottom Line (TBL) is an accounting framework that incorporates three dimensions of performance: economic, or financial; environmental, and social. The generally accepted definition of Andrew Savitz for TBL is that it “captures the essence of sustainability by measuring the impact of an organization’s activities on the world…including both its profitability and shareholders values and its social, human, and environmental capital.” 6. REFERENCE EVALUATION (TOP RATED 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 a) If a study, did it meet the Scope of Work? b) If Professional administered a construction contract, was the project functional upon completion and did it operate properly? Were problems corrected quickly and effectively? RFP 8433 Commercial & Residential Energy Programs Third Party Consultant Page 15 of 23 7. SAMPLE PROFESSIONAL SERVICES AGREEMENT 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 , 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 ( ) pages, and incorporated herein by this reference. Irrespective of references in Exhibit A to certain named third parties, Professional shall be solely responsible for performance of all duties hereunder. 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 ( ) pages, and incorporated herein by this reference. 3. Contract Period. This Agreement shall commence , 200 , and shall continue in full force and effect until , 200 , unless sooner terminated as herein provided. In addition, at the option of the City, the Agreement may be extended for additional one year periods not to exceed four (4) additional one year periods. Renewals and pricing changes shall be negotiated by and agreed to by both parties. Written notice of renewal shall be provided to the Professional and mailed no later than thirty (30) days prior to contract end. 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. All notices provided under this Agreement shall be effective when mailed, postage prepaid and sent to the following addresses: Professional: City: Copy to: Attn: City of Fort Collins Attn: PO Box 580 Fort Collins, CO 80522 City of Fort Collins Attn: Purchasing Dept. PO Box 580 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 RFP 8433 Commercial & Residential Energy Programs Third Party Consultant Page 16 of 23 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 attorney’s fees, arising directly or indirectly out of the Professional's negligent performance of any of the services furnished under this Agreement. The Professional shall maintain insurance in accordance with Exhibit , consisting of one (1) page, attached hereto and incorporated herein. 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 ($ ) in accordance with Exhibit “ ”, consisting of ( ) page , attached hereto and incorporated herein. Monthly partial payments 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. [Optional] Insert Subcontractor Clause 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 in accordance with Exhibit “ ”, consisting of ( ) page , attached hereto and incorporated herein, 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 RFP 8433 Commercial & Residential Energy Programs Third Party Consultant Page 17 of 23 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. 8. Project Drawings. [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, prepared on stable Mylar base material using a non-fading process to provide for long storage and high quality reproduction. "CD" disc of the as-built drawings shall also be submitted to the City in an AutoCAD version no older then the established city standard. 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. Subcontractors. Professional may not subcontract any of the Work set forth in the Exhibit A, Statement of Work without the prior written consent of the city, which shall not be unreasonably withheld. If any of the Work is subcontracted hereunder (with the consent of the City), then the following provisions shall apply: (a) the subcontractor must be a reputable, qualified firm with an established record of successful performance in its respective trade performing identical or substantially similar work, (b) the subcontractor will be required to comply with all applicable terms of this Agreement, (c) the subcontract will not create any contractual relationship between any such subcontractor and the City, nor will it obligate the City to pay or see to the payment of any subcontractor, and (d) the work of the subcontractor will be subject to inspection by the City to the same extent as the work of the Professional. 12. Personal Services. It is understood that the City enters into the 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 the Agreement without the prior written consent of the City. 13. 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 RFP 8433 Commercial & Residential Energy Programs Third Party Consultant Page 18 of 23 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. 14. 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. 15. 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. 16. 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. 17. 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. 17. Prohibition Against Employing Illegal Aliens. Pursuant to Section 8-17.5-101, C.R.S., et. seq., Professional represents and agrees that: a. As of the date of this Agreement: 1. Professional does not knowingly employ or contract with an illegal alien who will perform work under this Agreement; and 2. Professional will participate in either the e-Verify program created in Public Law 208, 104th Congress, as amended, and expanded in Public Law 156, 108th Congress, as amended, administered by the United States Department of Homeland Security (the “e-Verify Program”) or the Department Program (the “Department Program”), an employment verification program established pursuant to Section 8-17.5-102(5)(c) C.R.S. in order to confirm the employment eligibility of all newly hired employees to perform work under this Agreement. b. Professional shall not knowingly employ or contract with an illegal alien to perform work under this Agreement or knowingly enter into a contract with a subcontractor that RFP 8433 Commercial & Residential Energy Programs Third Party Consultant Page 19 of 23 knowingly employs or contracts with an illegal alien to perform work under this Agreement. c. Professional is prohibited from using the e-Verify Program or Department Program procedures to undertake pre-employment screening of job applicants while this Agreement is being performed. d. If Professional obtains actual knowledge that a subcontractor performing work under this Agreement knowingly employs or contracts with an illegal alien, Professional shall: 1. Notify such subcontractor and the City within three days that Professional has actual knowledge that the subcontractor is employing or contracting with an illegal alien; and 2. Terminate the subcontract with the subcontractor if within three days of receiving the notice required pursuant to this section the subcontractor does not cease employing or contracting with the illegal alien; except that Professional shall not terminate the contract with the subcontractor if during such three days the subcontractor provides information to establish that the subcontractor has not knowingly employed or contracted with an illegal alien. e. Professional shall comply with any reasonable request by the Colorado Department of Labor and Employment (the “Department”) made in the course of an investigation that the Department undertakes or is undertaking pursuant to the authority established in Subsection 8-17.5-102 (5), C.R.S. f. If Professional violates any provision of this Agreement pertaining to the duties imposed by Subsection 8-17.5-102, C.R.S. the City may terminate this Agreement. If this Agreement is so terminated, Professional shall be liable for actual and consequential damages to the City arising out of Professional’s violation of Subsection 8-17.5-102, C.R.S. g. The City will notify the Office of the Secretary of State if Professional violates this provision of this Agreement and the City terminates the Agreement for such breach. 19. Special Provisions. Special provisions or conditions relating to the services to be performed pursuant to this Agreement are set forth in Exhibit " " - Confidentiality, consisting of one (1) pages, attached hereto and incorporated herein by this reference. RFP 8433 Commercial & Residential Energy Programs Third Party Consultant Page 20 of 23 THE CITY OF FORT COLLINS, COLORADO By: Gerry Paul Purchasing Director DATE: ATTEST: APPROVED AS TO FORM: PROFESSIONAL'S NAME By: Printed: Title: CORPORATE PRESIDENT OR VICE PRESIDENT Date: RFP 8433 Commercial & Residential Energy Programs Third Party Consultant Page 21 of 23 EXHIBIT INSURANCE REQUIREMENTS 1. The Professional will provide, from insurance companies acceptable to the City, the insurance coverage designated hereinafter and pay all costs. Before commencing work under this bid, the Professional shall furnish the City with certificates of insurance showing the type, amount, class of operations covered, effective dates and date of expiration of policies, and containing substantially the following statement: “The insurance evidenced by this Certificate will not reduce coverage or limits and will not be cancelled, except after thirty (30) days written notice has been received by the City of Fort Collins.” In case of the breach of any provision of the Insurance Requirements, the City, at its option, may take out and maintain, at the expense of the Professional, such insurance as the City may deem proper and may deduct the cost of such insurance from any monies which may be due or become due the Professional under this Agreement. The City, its officers, agents and employees shall be named as additional insureds on the Professional 's general liability and automobile liability insurance policies for any claims arising out of work performed under this Agreement. 2. Insurance coverages shall be as follows: A. Workers' Compensation & Employer's Liability. The Professional shall maintain during the life of this Agreement for all of the Professional's employees engaged in work performed under this agreement: 1. Workers' Compensation insurance with statutory limits as required by Colorado law. 2. Employer's Liability insurance with limits of $100,000 per accident, $500,000 disease aggregate, and $100,000 disease each employee. B. Commercial General & Vehicle Liability. The Professional shall maintain during the life of this Agreement such commercial general liability and automobile liability insurance as will provide coverage for damage claims of personal injury, including accidental death, as well as for claims for property damage, which may arise directly or indirectly from the performance of work under this Agreement. Coverage for property damage shall be on a "broad form" basis. The amount of insurance for each coverage, Commercial General and Vehicle, shall not be less than $1,000,000 combined single limits for bodily injury and property damage. In the event any work is performed by a subcontractor, the Professional shall be responsible for any liability directly or indirectly arising out of the work performed under this Agreement by a subcontractor, which liability is not covered by the subcontractor's insurance. C. Errors & Omissions. The Professional shall maintain errors and omissions insurance in the amount of $1,000,000. RFP 8433 Commercial & Residential Energy Programs Third Party Consultant Page 22 of 23 EXHIBIT CONFIDENTIALITY IN CONNECTION WITH SERVICES provided to the City of Fort Collins (the “City”) pursuant to this Agreement (the “Agreement”), the Professional 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 Professional has agreed to perform, the Professional 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 Professional 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 Professional shall not disclose any such information to any person not having a legitimate need-to-know for purposes authorized by the City. Further, the Professional 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 Professional 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 Professional 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 Professional ceases to perform services for the City, or the City so requests for any reason, the Professional 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 Professional understands and agrees that the City’s remedies at law for a breach of the Professional’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. RFP 8433 Commercial & Residential Energy Programs Third Party Consultant Page 23 of 23