23-028 Energy Audits for Schools RFQ 12-19-23.pdf

RFQ 23-028– Energy Audits for School Buildings

STATE OF OREGON

COVER PAGE

DEPARTMENT OF ENERGY

ENERGY AUDITS FOR SCHOOL BUILDINGS

Request for Qualifications (RFQ)

RFQ NUMBER 23-028/ OREGONBUYS NUMBER S-33000-

00008950

Date of Issue: December 19, 2023

Closing Date: January 31, 2024 – 3:00 PM PT

Single Point of Contact (SPC): Jess Miller

Address: 550 Capitol St. NE City, State, Zip Salem, OR 97301 Phone (voice) 971-239-2590 E-mail: jess.miller@energy.oregon.gov

TABLE OF CONTENTS

SECTION 1: GENERAL INFORMATION

1.1 INTRODUCTION

1.2 SINGLE POINT OF CONTACT (SPC)

SECTION 2: AUTHORITY, OVERVIEW, AND SCOPE

2.1 AUTHORITY AND METHOD

2.2 DEFINITION OF TERMS

2.3 OVERVIEW

2.4 SCOPE OF WORK

SECTION 3: PROCUREMENT REQUIREMENTS AND EVALUATION

3.1 MINIMUM REQUIREMENTS

3.2 MINIMUM SUBMISSION REQUIREMENTS

3.3 PROCUREMENT PROCESS

3.4 PROPOSAL CONTENT REQUIREMENTS

3.5 EVALUATION PROCESS

SECTION 4: AWARD AND NEGOTIATION

4.1 AWARD NOTIFICATION PROCESS

4.2 RESERVED ..........................................................................................................................................Error! Bookmark not defined.

4.3 APPARENT SUCCESSFUL PROPOSER SUBMISSION REQUIREMENTS

SECTION 5: ADDITIONAL INFORMATION

5.1 OMWESB PARTICIPATION .......................................................................................................Error! Bookmark not defined.

5.2 GOVERNING LAWS AND REGULATIONS

5.3 OWNERSHIP/PERMISSION TO USE MATERIALS

5.4 CANCELLATION OF RFQ; REJECTION OF PROPOSALS; NO DAMAGES

5.5 COST OF SUBMITTING A PROPOSAL

5.6 STATEWIDE E-WASTE/RECOVERY POLICY

5.7 RECYCLABLE PRODUCTS

SECTION 6: LIST OF ATTACHMENTS

ATTACHMENT A SAMPLE PREQUALIFIED LIST AGREEMENT FOR ENERGY AUDITING SERVICES

ATTACHMENT B AFFIDAVIT OF EXEMPTION FROM DISCLOSURE

ATTACHMENT C PROPOSER INFORMATION AND CERTIFICATION SHEET

ATTACHMENT D REFERENCE CHECK FORM

ATTACHMENT E COST PROPOSAL

ATTACHMENT F COBID CERTIFICATION / OUTREACH PLAN

ATTACHMENT G RESPONSIBILITY INQUIRY

ATTACHMENT H FORMS 1, 2, 3:

1 ENERGY AUDIT FIRM AND KEY PERSONNEL INFORMATION

2 EXPERIENCE

3 SOFTWARE AND EQUIPMENT

SECTION 1: GENERAL INFORMATION

1.1 INTRODUCTION

The State of Oregon, acting by and through the Department of Energy, (“ODOE” or “Agency”), is requesting qualifications from energy auditing firms or individuals to provide on-site Energy Audits and energy studies for school facilities as contemplated under Senate Bill 1149 (SB 1149) and other energy conservation programs.

Additional details on the Scope of the services are included in the Scope of Work section.

ODOE intends to establish a list of qualified energy auditors for the Public Purpose Charge (SB 1149) Schools Program (the “Program”). Interested energy auditing firms that specialize in energy audits and energy auditing services are encouraged to submit qualifications.

Qualified firms will be invited to sign a Prequalified List Agreement for Energy Auditing Services (See Attachment A – Sample Agreement); the term of the Agreement is anticipated to be two years with the option to renew once for three-year period without full re-application.

School districts, (each a “Contracting Agency”), must use an energy auditing firm from ODOE’s prequalified list to be eligible for reimbursement through the Program.

Additional information about the Program, including a sample Prequalified List Agreement for Energy Auditing Services and other forms used in this process, is available at ODOE’s website:

http://www.oregon.gov/energy/energy-oregon/Pages/SB1149-Program-Guidelines.aspx

Energy Audit and Audit Report Requirements:

https://www.oregon.gov/energy/energy-oregon/Pages/Schools-Audit-Firms.aspx

SCHEDULE

The table below represents a tentative schedule of events. All times are listed in Pacific Time.

All dates listed are subject to change. N/A denotes that event is not applicable to this RFQ.

Event Date Time

Questions/ Requests for Clarification Due January 3, 2024 3:00 PM

Answers to Questions/ Requests for Clarification Issued (approx.) January 9, 2024

RFQ Protest Period Ends N/A N/A

Closing (Proposals Due) January 31, 2024 3:00 PM

Opening of Proposals Upon receipt

Presentations, Demonstrations, or Interviews N/A

Issuance of Prequalified List Agreement(s) for Energy Auditing Services (approx.) Upon completion of evaluation

Award Protest Period Ends N/A http://www.oregon.gov/energy/energy-oregon/Pages/SB1149-Program-Guidelines.aspx https://www.oregon.gov/energy/energy-oregon/Pages/Schools-Audit-Firms.aspx

1.2 SINGLE POINT OF CONTACT (SPC)

The SPC for this RFQ is identified on the Cover Page, along with the SPC’s contact information. Proposer shall direct all communications related to any provision of the RFQ, whether about the technical requirements of the RFQ, contractual requirements, the RFQ process, or any other provision only to the SPC.

SECTION 2: AUTHORITY, OVERVIEW, AND SCOPE

2.1 AUTHORITY AND METHOD

Agency is issuing this RFQ pursuant to its authority under ORS 469.030(2)(e)(j) and is using the Prequalification process pursuant to OAR 330-130-0100.

2.2 DEFINITION OF TERMS

For the purposes of this RFQ, capitalized words will refer to the following definitions.

2.2.1 General Definitions

Capitalized terms not specifically defined in this document are defined in OAR 125-246- 0110.

2.2.2 Project Specific Definitions

Average Daily Membership (ADM) is the measure that indicates the average number of students in membership on any given day during the reporting period. The Oregon Department of Education computes the resident ADM of each district (ADMr), which is the ADM of the students who live in the district, regardless of where they attend. Weights are added by law to ADMr to obtain weighted average daily membership (ADMw), which is the basis for making state school fund payments.

Bin Analysis Calculations are methods, or calculation procedures, where monthly weather data is sorted into discrete groups or bins of weather conditions. Each bin will contain the average number of hours in a year that a temperature-range or condition will occur.

Building heating or cooling loads and resulting energy consumption based on the efficiencies of equipment are then calculated for each bin condition. Summing the results of these multiple calculations can provide a more accurate estimate of yearly energy use or savings than simpler methods.

Contracting Agency is a school district, school district’s representative, ODOE, or other public agency that seeks to contract with a qualified energy audit firm for purposes of energy auditing services at SB 1149 Eligible School Sites.

Cost/Benefit Analysis is the present value of energy conservation measure benefits divided by the present value of energy conservation measure costs.

Eligible School Site includes any Public School Facility owned by a school district whose ADM is included at the school district by the Oregon Department of Education and that is within PGE or Pacific Power’s territory.

http://arcweb.sos.state.or.us/pages/rules/oars_100/oar_125/125_246.html http://arcweb.sos.state.or.us/pages/rules/oars_100/oar_125/125_246.html

Energy Audit is an assessment of a facility’s energy use for the purpose of improving efficiency and performance. It includes evaluating facility characteristics, energy-using systems, and how well energy is used in the facility. An energy audit also includes documentation of existing equipment and conditions, and the development of actionable measures to reduce the facility’s energy use and cost. Audit findings and recommendations will be included in the Energy Audit Report.

Energy Audit Report is a detailed report prepared by a qualified energy auditor that includes a summary of recommendations; a baseline building and system description; a description of Energy Efficiency Measures with associated savings, cost, and simple payback;

calculations to support estimated savings and costs, and documentation to support recommended equipment and approaches.

Energy Efficiency Measure (EEM) is a permanent improvements and capital projects in a facility, designed to reduce energy use and associated cost.

Low or No-Cost Energy Efficiency Measures generally include minor improvements or equipment adjustments that might be carried out by maintenance staff within existing maintenance budgets. Measures should provide quantifiable energy and cost savings.

Operations and Maintenance (O&M) Measures are typically low or no-cost actions that make repairs or adjustments to optimize operation. It also includes minor capital improvements that can be carried out by in-house maintenance staff.

Public School Facility includes instructional facilities that are owned and operated by a school district and used for any purpose associated with public education in kindergarten through twelfth grade. It also includes facilities that are used by more than one school district and buildings that are owned by a school district and leased to another school district for instructional purposes.

Quality Control or Quality Assurance is planned review procedures employed to verify that all aspects involved in the development of a product and the final product meet quality objects and Program requirements.

Schools Interactive Database (SID) is the ODOE database used to report information on school district energy use, audit recommendations and implemented projects related to the Program. SID is the official record for the Program.

Scope of Work Approval Form is a required form that must be filled out and signed by the Contracting Agency and the energy auditing firm and sent by the energy auditing firm to ODOE for approval. ODOE’s approval of the Scope of Work Approval Form should occur prior to the execution of a contract between the Contracting Agency and the energy auditing firm, and must be approved by ODOE to be eligible for reimbursement through the Program.

Simple Payback Period is the calculated time period it takes for an investment to pay for itself based on only the first year energy cost savings it provides.

2.3 OVERVIEW

2.3.1 Program Overview and Background

The Program was created when the Oregon Legislature passed Senate Bill 1149 in the 1999 legislative session. The bill went into effect on March 1, 2002 and provides that Portland General Electric and Pacific Power must collect a “Public Purpose Charge (PPC)” from consumers within their service areas that was equal to three percent of the total revenues from electricity services. The first ten percent of these PPC funds must go towards energy efficiency efforts in public K-12 school facilities within their service areas.

In recent legislation, effective January 01, 2020, school districts can also utilize the PPC funds towards purchasing/leasing zero emission vehicles (including school buses) and/or electric vehicle chargers. In 2021, the Oregon Legislature passed House Bill 3141 that made several changes to the PPC. The PPC collection from their consumers is now equal to one and a half percent. The K-12 school districts within Portland General Electric and Pacific Power territory receive twenty percent of these funds to go towards energy efficiency efforts and transportation electrification within school districts. The legislation also extended the Program through January 01, 2036.

ODOE is the program administrator of the Program in cooperation with public K-12 school districts in Portland General Electric and Pacific Power service territories.

ODOE and Energy Trust have set up new coordination with energy projects in K-12 schools effective January 01, 2020. The Program now reviews and accepts Energy Trust materials for energy measures eligibility in the Program. The Energy Trust works with Trade Allies or Energy Audit Firms that are also on the Prequalified List for Energy Audit Services for schools.

2.3.2 Project Overview and Background

The facilities to be audited by firms qualified under this RFQ includes buildings that are owned and operated by school districts and used for any purpose associated with public education of kindergarten through twelfth grade. This can include buildings leased from one school district to another (collectively, “Facilities,” singularly, “Facility”).

Facilities not eligible for Program funds include but are not limited to:

• administration buildings;

• maintenance garages and shops;

• new buildings within the first two years of operation;

• buildings that are scheduled to close in less than five years;

• buildings that are not used for public education-related purposes; and

• buildings that are not owned by a school district, regardless of the type of building use.

2.3.3 Purpose

As a result of this solicitation, ODOE may accept submitted qualifications from firms and enter into Prequalified List Agreements for Energy Auditing Services with these firms. This pool of qualified energy auditing firms will be available to Contracting Agencies for the services described in this RFQ.

The Prequalified List Agreement for Energy Auditing Services sets forth the guidelines under which Contracting Agencies may contract for the performance of project-specific work. To select an energy auditing firm, a Contracting Agency will review ODOE’s list of prequalified energy auditing firms and select a firm from that list based on the following criteria, and in accordance with Contracting Agency’s applicable contracting laws and rules:

A. Qualifications - Based on ODOE’s evaluation of qualifications, the Contracting Agency will select an energy auditing firm from the group of firms determined by

ODOE to be qualified to audit the type of equipment or systems maintained by the Contracting Agency;

B. Price – Considering applicable procurement laws and rules, the Contracting Agency will make its selection after directly negotiating a price, or accepting a quote, bid or proposal that has been submitted in response to the Contracting Agency’s oral or written solicitation for quotes, bids or proposals;

C. Geographic Location/Availability – The Contracting Agency will make its selection after making a determination that the selected energy auditing firm is the appropriate choice for obtaining energy auditing services and is available to perform those services in the location required by the Contracting Agency.

Nothing in this RFQ, or any contemplated or final Scope of Work Approval Form relieves any Contracting Agency from complying with all applicable laws and regulations, including the Contracting Agency’s procurement rules.

2.4 SCOPE OF WORK

Qualifying firms and individuals that sign a Prequalified List Agreement for Energy Auditing Services will be responsible for meeting all contractual and Program requirements. General responsibilities of being a qualified energy auditing firm including, but not limited to the following activities:

A. Responsible for the Energy Audit and meeting all Program requirements.

B. Provide the Contracting Agency an unbiased, objective, and factual Energy Audit Report.

C. Coordinate services to accomplish auditing objectives, including but not limited to participation in planning and implementation meetings with the Contracting Agency, ODOE, and others.

D. Prior to signing the first contract with a Contracting Agency to work on the firms’ first energy audit of the Program, the firm shall attend an ODOE Program orientation.

The orientation covers the Program guidelines; the Schools Interactive Database (SID); Energy Audits and Audit Report requirements; and quality and performance requirements.

E. As requested by ODOE, the firm shall attend other Program meetings and trainings to cover requirements of the Program, changes, and important notifications and clarifications. Firm attendance is mandatory to maintain qualified status.

F. Represent the Program to Contracting Agencies in a professional and positive manner. Firms will ensure that information provided to Contracting Agencies and other entities is accurate, and communicate with Program staff when clarification or further information is needed.

G. Complete all preliminary preparation work, including energy use analysis, review of past documents, and all communication needed to prepare for the Energy Audit.

H. Provide required written reports in accordance with the Program’s Energy Audit Requirements and Audit Report Template and Requirements documents.

I. Ensure Energy Audit Reports contain all required content and backup documentation, including calculations and other data necessary on Equipment/

Systems operation, energy saving measures, measure costs, and Audit results and recommendation. Should ODOE or Contracting Agencies request information to substantiate any aspect of an Energy Audit or Report, firms shall provide information in a timely manner and without repeated requested from ODOE.

J. Upon request, provide any additional data, narrative, supporting documents and files, pictures, and any other information generated or acquired during the performance of an Energy Audit or other Program related work to ODOE or Contracting Agency, K. Input Energy Audit Reports, supporting documentation, and measure data into SID.

All versions of the Energy Audit Report shall be labeled “DRAFT” on the front cover until ODOE has approved the report.

L. Work with ODOE, Contracting Agencies and other entities to identify improvements and resolve issues related to the Program or any work completed on its behalf.

Provide feedback to ODOE related to Program policies, procedures, and requirements.

M. Work with ODOE staff to meet all requirements and resolve issues relating to or resulting the Energy Audit, Audit Report, and performance in the Program. Failure to resolve these issues may result in termination of the Prequalified List Agreement for Energy Auditing Services.

N. Provide ODOE with a Single Point of Contact for performance in the Program and Quality Control/Quality Assurance. This individual will be responsible to resolve all issues. A failure to resolve these issues may result in termination of the firm.

O. Communicate all staff changes and responsibilities to ODOE. If a firm loses qualified staff before the completion of all tasks and consequently is incapable of completing all tasks, the firm must notify ODOE and submit a plan for completion (i.e., subcontract with another Program-qualified firm).

Specific protocols are set forth in the Energy Audits Requirements and Audit Report Template and Requirements documents, which are located on ODOE’s Program website.

These requirements include specific descriptions and establish minimum standards for Energy Audits, Energy Audit Reports and supporting documents. These standards require that all qualified energy auditing firms produce a consistent and accurate product that meets the Program’s minimum requirements. These requirements apply to all Energy Audits performed and Energy Audit Reports produced in connection with this RFQ.

2.4.1 The Process

The contracting process, including all Program-specific forms can be found on ODOE’s website. As Program guidelines change, this website and all required forms will be updated.

Contracting Agencies and qualified firms are responsible for ensuring they are referencing the most current requirements, templates, and information.

2.4.1.1 Scope of Work Approval Form and Process

Contracting Agencies shall contact qualified energy auditing firms directly to request work.

Once work is agreed upon, the energy auditing firm shall notify ODOE of the contemplated work by submitting a signed and completed Scope of Work Approval Form (see Attachment A – Sample Agreement, EXHIBIT D).

The specific statement of work will vary according to the firm’s qualifications and the project for which the firm is providing services; however, all work must fall within the scope of work described in this RFQ. Contracting Agencies may choose a targeted audit if a narrow scope or specific study is required. Contracting Agencies must receive prior written approval from ODOE before proceeding with a targeted audit.

ODOE will review the Scope of Work Approval Form and will issue an approval or denial.

The Scope of Work Approval Form shall be approved by ODOE before execution of the contract between the Contracting Agency and the energy auditing firm. If ODOE’s approval is not obtained, or if the scope of work is changed after ODOE’s approval, ODOE may deny reimbursement of Program funds.

2.4.1.2 Project-Specific Contracts

A Contracting Agency will negotiate the details of their project-specific statement of work with their selected qualified energy auditing firm. Any contracts formed between a Contracting Agency and a qualified energy auditing firm shall identify the Energy Audit(s) to be provided, the Facility(s) to be audited, the schedule for deliverables, payment terms and any other terms and conditions applicable to the work.

2.4.1.3 Energy Audit and Audit Report Requirements

The requirements are described in the Energy Audit Requirements and Audit Report Template and Requirements available on the Program website. The first document includes specific descriptions and requirements for Energy Audits. The Energy Audit Report Template and Requirements document includes general requirements, specific instructions for the Report, and the required Report template. The Energy Audit and Audit Report requirements incorporated many of the standards and requirements per ANSI/ ASHRAE/ IES, Standard 100-2015 Energy Efficiency in Existing Buildings and ASHRAE, Procedures for Commercial Building Energy Audits, 2nd Edition.

Firms shall review and understand these requirements before submitting a response to this Request for Qualifications (RFQ). Firms who enter into Prequalified List Agreements for Energy Auditing Services with ODOE shall adhere to these requirements. Failure to meet these requirements may be grounds for agreement termination or withdrawal of ODOE’s approval of an affected Scope of Work Approval Form.

2.4.1.4 Work Products

Energy Audit Reports shall be subject to review by ODOE. The audit firm shall respond and revised all Reports as requested by ODOE. Failure to follow the requirements may result in denial of reimbursement of Program funds and/or termination of the firm’s Prequalified List Agreement for Energy Auditing Services.

Work products that are created using funds from the Program shall be considered the property of the Contracting Agency and the State of Oregon, and as such, shall be subject to the Oregon Public Records Law and other public information laws. Work products shall clearly acknowledge public ownership and funding through the Program. Contracts may include provisions to protect intellectual property rights, on a case-by-case basis and consistent with applicable law.

Funding for Energy Audits for Eligible School Sites is provided by the Public Purpose Charge (SB 1149) Schools Program funds.

SECTION 3: PROCUREMENT REQUIREMENTS AND EVALUATION

3.1 MINIMUM REQUIREMENTS

To qualify to perform Energy Audit work under this RFQ, Proposers must meet the minimum qualifications described herein. To complete work for this Program, the Proposer must have one (1) qualified Energy Auditor and one (1) qualified Senior Reviewer. Proposers can also submit to have staff qualified as an Energy Modeler, so the firm can be qualified to complete Energy Modeling for the Energy Audit Report.

If the audit firm has multiple qualified personnel, the Senior Reviewer should be a separate staff member than the Energy Auditor, unless prior approval is provided by ODOE.

Any staff not qualified for these positions can be listed a general staff, but are not qualified in these roles or to meet the responsibilities listed for these positions.

3.1.1 Minimum Proposer Requirements

Energy Auditor

An Energy Auditor must possess, at a minimum, either:

A. A technical degree as described in Section 3.1.2 and four (4) years of commercial auditing experience; OR

B. At least six (6) years of commercial energy auditing experience.

For each year of auditing experience used to qualify, at least 50 percent of the work year must have been comprised of energy auditing and assessment activities. Auditing experience should demonstrate expertise and the ability to lead an Energy Audit in the following areas:

A. Identify potential energy savings opportunities available through implementation of Energy Efficiency and Operation and Maintenance Measures.

B. Experience with commercial and institutional building energy systems and operating characteristics that are similar to those in the Facilities contemplated in this RFQ.

C. Use standard industry practices to calculate energy savings, and perform cost and savings analysis, including Simple Payback Period.

D. Determine equipment and installation costs using standard practices.

E. Use data collection devices to monitor and analyze building energy equipment, systems, and other building parameters (e.g., space temperatures, light level, CO2 levels), and perform calculations using measurement data.

F. Use standard energy auditing equipment, templates, calculations, and practices.

G. Analyze building features such as internal gains, multiple zones with central HVAC systems, envelope and construction materials that affect thermal transmission, and architectural shading effects.

H. Use Bin Analysis Calculations to determine energy usage and savings for HVAC and envelope measures.

I. Develop appropriate energy model inputs, understand measure interactions (within the model), and review and assess model outputs and conclusions for reasonableness and accuracy. Document and explain the difference between baseline and proposed model inputs for EEMs.

Energy Modeler

An Energy Modeler must possess, at a minimum, either:

A. A technical degree as described in Section 3.1.2 and two (2) years of building energy modeling experience, using computerized building energy modeling tools/ programs; OR

B. At least four (4) years of energy modeling experience using a computerized building energy model tools/programs

Please list tools/programs used in Form 3 – Software and Equipment (available on ODOE’s website).

For each year of energy modeling experience used to qualify, at least 50 percent of the work year must have been comprised of energy modeling activities.

Energy modeling experience includes the ability to:

• Develop appropriate schedules for occupancy, lighting, equipment loads, etc. based on input from facility staff.

• Develop appropriate inputs for building systems and EEMs and clearly document how each input was determined.

• Model basic building features such as: internal gains, multiple zones with central HVAC systems, central plant and HVAC distribution efficiencies, envelope measures that affect thermal transmission, etc.

• Interpret and explain model output reports and results.

• Produce accurate energy models where modeled energy use is calibrated to actual facility energy use.

• Produce energy models that estimate justifiable EEM savings.

• Establish in-house modeling quality control process.

Senior Reviewer

At a minimum, a Senior Reviewer must possess at least six years (6) of commercial energy auditing experience.

Senior Reviewers may be qualified Energy Auditors or others employed by the firm who have the requisite knowledge, skills and abilities.

The Senior Reviewer is responsible for reviewing the Energy Audit Report to verify that:

A. All Program requirements have been met.

B. All requirements have been met as described in the Energy Audits Requirements and Audit Report Template and Requirements.

C. All required documents have been included with the submission of the Energy Audit Report.

The Senior Reviewer shall also:

A. Verify description and evaluations of the Facility and ensure EEMs are accurate and sufficiently detailed.

B. Verify the energy savings calculations are correct, reasonable, and complete.

C. Ensure analysis is appropriate and complete, assumptions are justified and documented, and all inputs and values are accurate and consistent.

D. Ensure full QC and eliminate errors such as copy mistakes, unsubstantiated conclusions or calculations, incomplete analysis, overlooked or missing EEMs, insufficient consideration of existing equipment or operating conditions.

Chronic failure to meet these requirements may result in removal of staff as qualified Senior Reviewer and/or removal of the firm from the qualified list.

3.1.2 Minimum Key Person Requirements

Education and Experience

The chart below highlights the levels of education and commercial energy auditing experience required for energy auditing firms and staff to qualify under this RFQ:

Education Experience

Energy Auditor Energy Modeler Senior Reviewer

2 or 4 year technical degree* 4 years 2 years 6 years

No technical degree 6 years 4 years 6 years

*Technical degree must be in energy management, engineering, or a related field from an accredited two or four year school. The degree’s coursework or subsequent coursework should have been related to the following areas of expertise: commercial and industrial equipment technology, energy auditing, heating, ventilation and air conditioning systems, lighting design, energy efficiency technology and preventive maintenance procedures.

For all requirements listed, experience that is limited to designing new lighting or mechanical systems for major system replacement is not considered auditing experience.

Technical Expertise

Expertise in the energy-using systems, operations and maintenance, theory and operation of various equipment and systems is required to perform the energy auditing services identified in this RFQ.

All experience used to qualify for this RFQ must have taken place within the last ten (10) years. At least one individual who worked on each project must be a current employee for that project to qualify.

The equipment and systems considered include, but are not limited to, the following:

• Chilled water systems (chillers, cooling towers, hydronic, pumps, condensers, piping, valves)

• Hot water systems (boilers, hydronic, hot water pumps, valves, piping)

• Steam systems (boilers, piping, hot well, steam traps, condensate pumps)

• Air handling units (supply fans, return fans, coils, valves, variable frequency drives (VFD), ducts, dampers, filters)

• Packaged air conditioning (AC) or heat pump (HP) units (supply fans, return fans, coils, valves, ducts, dampers, filters, compressors, condensers)

• Refrigeration (variable refrigerant volume (VRV))

• Terminal units

• Unit heaters

• Motors (variable frequency drives (VFD))

• Lighting systems and standards (daylighting)

• Heat recovery systems

• Domestic water heating systems

• Controls (pneumatic, electric, direct digital and demand controlled ventilation (DCV))

• Building envelope

Determination of whether a firm or individual meets the minimum qualifications will be based on the complete submission, including:

• Audit Firm Qualifications

• Form 1 – Energy Audit Firm and Key Personnel Information

• Form 2 – Experience

• Work samples.

ODOE reserves the right to limit a firm's qualifications and work in this Program based on the RFQ submittal. For example, if a firm does not have any experience in auditing a specific system, ODOE will not qualify the firm to audit that type of system. Each Prequalified List Agreement for Energy Auditing Services issued under this RFQ will specify which Equipment/ Systems may be audited by the energy auditing firm.

3.2 MINIMUM SUBMISSION REQUIREMENTS

Proposers are responsible for carefully reading this RFQ and following the instructions given.

Proposals should clearly describe qualifications, experience and capability to do the work described in this RFQ and must include all information requested herein. Proposals that do not contain all the information requested may be rejected as non-responsive.

Additionally, Proposals that are determined to contain false statements or misrepresentations may be disqualified from consideration, and any Prequalified List Agreements for Energy Auditing services resulting from a Proposal containing false information shall be terminated.

3.2.1 Proposal Format and Quantity

Proposer shall submit one electronic copy (PDF format) of the Proposal via OregonBuys which includes all forms, work samples, calculation documentation, and energy modeling files.

Proposal PDF should be a combined document wherever possible. Proposal must follow the Proposal Content Requirements section and each item should be bookmarked within the PDF. Proposal PDF shall be searchable through Optical Character Recognition (OCR).

Proposal must describe in detail how requirements of this RFQ will be met and may provide additional related information.

Cost information must be submitted in a separate PDF file on OregonBuys.

Note: For energy modeling documentation, please include the key inputs and output reports that show existing building energy use, individual measure savings, interactive measure savings, etc.

In addition, if Proposer believes any of its Proposal is exempt from disclosure under Oregon Public Records Law (ORS 192.410 through 192.505), Proposer shall complete and submit the Disclosure Exemption Affidavit (Attachment B) and a fully redacted version of its Proposal, clearly identified as the redacted version (see Section 3.4.1 for more information).

3.2.2 Proposal Page Limit

The Audit Firm Qualifications are limited to sixteen (16) pages. Any pages exceeding this limit will not be provided to the evaluation committee or considered in the evaluation. The following items do not count toward the page limit:

• Disclosure Exemption Affidavit (Attachment B)

• Proposer Information and Certification Sheet (Attachment C)

• Reference Check Form (Attachment D)

• Cost Proposal Form (Attachment E)

• COBID Certification / Outreach Plan (Attachment F)

• Responsibility Inquiry (Attachment G)

• Forms 1, 2, & 3 (Attachment H)

• Resumes

• List of Project Experience

• List of Clients

• Work Samples

3.2.3 Authorized Representative

A representative authorized to bind the Proposer shall sign the Proposal. Failure of the authorized representative to sign the Proposal may subject the Proposal to rejection by Agency.

3.3 PROCUREMENT PROCESS

3.3.1 Public Notice

The RFQ, including all addenda and attachments, is published in the OregonBuys e-procurement system. RFQ documents will not be mailed to prospective Proposers.

Agency shall advertise all Addenda on OregonBuys e-procurement system. Prospective Proposer is solely responsible for checking OregonBuys to determine whether or not any Addenda have been issued. Addenda are incorporated into the RFQ by this reference.

3.3.2 Questions / Requests for Clarification

All inquiries, whether relating to the RFQ process, administration, deadline or method of award, or to the intent or technical aspects of the RFQ must:

• Be emailed to the SPC;

• Reference the RFQ number: 23-028

• Reference the OregonBuys number: S-33000-00008950

• Identify Proposer’s name and contact information;

• Be sent by an authorized representative;

• Refer to the specific area of the RFQ being questioned (i.e., page, section and paragraph number); and

• Be received by the due date and time for Questions/ Requests for

Clarification identified in the Schedule.

3.3.3 Pre-Proposal Conference

A pre-proposal conference will not be held for this RFQ.

3.3.4 Reserved

3.3.5 Proposal Submission Options

Proposer is solely responsible for ensuring its Proposal is received by the SPC in accordance with the RFQ requirements before Closing. Proposals submitted by any means not authorized will be rejected.

3.3.5.1 Submission through E-mail

Submission through E-mail is not allowed for this RFQ.

3.3.5.2 Submission through Mail or Parcel Carrier

Submission through mail or parcel carrier is not allowed for this RFQ.

3.3.5.3 Submission in Person

Submission in person is not allowed for this RFQ.

https://oregonbuys.gov/bso

3.3.6 Proposal Modification or Withdrawal

Any Proposer who wishes to make modifications to a submission already received by ODOE shall submit its modification in one of the manners listed in the Proposal Submission Options section and must denote the specific change(s) to the Proposal submission prior to the RFQ Closing Date.

If a Proposer wishes to withdraw a submitted Proposal, it shall do so prior to Closing.

The Proposer shall submit a Written notice Signed by an authorized representative of its intent to withdraw its Proposal in accordance with OAR 137-047-0440. The notice must include the RFQ number and be submitted to the SPC.

3.3.7 Proposal Due

Proposals and all required submittal items must be received by the SPC on or before Closing. Proposals received after Closing will not be accepted. All Proposal modifications or withdrawals must be completed prior to Closing.

Proposals received after Closing are considered LATE and will NOT be accepted for evaluation. Late Proposals will be returned to the respective Proposer or destroyed.

3.3.8 Proposal Rejection

Agency may reject a Proposal for any of the following reasons:

• Proposer fails to substantially comply with all prescribed RFQ procedures and requirements, including but not limited to the requirement that Proposer’s authorized representative sign the Proposal.

• Proposer fails to meet the responsibility requirements of ORS 279B.110.

• Proposer makes any contact regarding this RFQ with State representatives, such as State employees or officials other than the SPC or those the SPC authorizes, or inappropriate contact with the SPC.

• Proposer attempts to inappropriately influence a member of the Evaluation Committee.

• Proposal is conditioned on Agency’s acceptance of any other terms and conditions or rights to negotiate any alternative terms and conditions that are not reasonably related to those expressly authorized for negotiation in the RFQ or Addenda.

3.3.9 Opening of Proposals

There will be no public opening of proposals. Proposals received will not be available for inspection until after the evaluation process has been completed; however, Agency will record and make available the identity of all proposers after opening.

3.4 PROPOSAL CONTENT REQUIREMENTS

Proposal must address each of the items listed in this section and all other requirements set forth in this RFQ. Proposer shall describe the goods to be provided or the services to be performed or both. A Proposal that merely offers to provide the goods or services as stated in this RFQ will be considered non-Responsive to this RFQ and will not be considered further.

Only Proposals submitted with the following items will be considered for evaluation:

• Disclosure Exemption Affidavit (Attachment B)

• Proposer Information and Certification Sheet (Attachment C)

• Reference Check Form (Attachment D)

• Cost Proposal (Attachment E)

• COBID Certification / Outreach Plan (Attachment F)

• Responsibility Inquiry (Attachment G)

• Audit Firm Qualifications

• List of Project Experience

• List of Clients

• Resumes

• Forms 1, 2, & 3 (Attachment H)

• Work Samples

3.4.1 Disclosure Exemption Affidavit

The Proposer shall complete and submit the Disclosure Exemption Affidavit (Attachment B).

All Proposals are public record and are subject to public inspection. For any portion of the Proposal that the Proposer believes contains any information that is a trade secret under ORS Chapter 192.501(2) or otherwise is exempt from disclosure under the Oregon Public Records Law (ORS 192.410 through 192.505), Proposer shall note in the Disclosure Exemption Affidavit (Attachment B) and submit a fully redacted version of its Proposal.

Proposer is cautioned that cost information generally is not considered a trade secret under Oregon Public Records Law (ORS 192.410 through 192.505) and identifying the Proposal, in whole, as exempt from disclosure is not acceptable. Agency advises each Proposer to consult with its own legal counsel regarding disclosure issues.

3.4.2 Proposer Information and Certification Sheet

The Proposer shall complete and submit the Proposer Information and Certification Sheet (Attachment C).

3.4.3 References

The Proposer shall complete and submit the Reference Check Form (Attachment D).

Provide at least three (3) references from current or former client firms for similar projects performed for any clients within the last six (6) years. References must verify the quality of previous, related Work.

Agency may check to determine if references provided support Proposer’s ability to comply with the requirements of this RFQ. Agency may use references to obtain additional information, break tie scores, or verify any information needed. Agency may contact any reference (submitted or not) to verify Proposer’s qualifications. Topics may include, but are not limited to:

• professionalism in interactions with others and on site;

• identification of all EEMs;

• quality of analysis;

• quality and accuracy of cost estimates; or

• quality of audit reports and other work products.

Proposer shall submit references on Attachment D – References. Agency will make three attempts to contact each of the references provided by the Proposer. If these attempts are unsuccessful, the Proposer will receive a score of zero for that reference.

3.4.4 Cost Proposal

The Proposer shall submit a Price Proposal (Attachment E) that includes the following items:

Maximum hourly rates for all personnel, including subcontractors, who would perform the Work specified in the Proposal, for each type of Energy Audit (whole building and targeted).

Rates may vary by audit type due to differing requirements. Identify rates by position.

Include variations in the rates, if any, for items such as travel time and report writing versus on-site work. Specify the time period for which the rates are guaranteed. Hourly rates must be all-inclusive of overhead, including office expenses, equipment and supplies, training, etc.

Maximum per-square-foot rates for Energy Audits, by audit type (whole building and targeted) of conditioned space. The per-square-foot fee shall include all costs and all activities except travel.

The Program approves reimbursement of Program funds to Contracting Agencies for eligible auditing costs. ODOE may establish maximum costs for reimbursement.

Audit cost proposals in the Scope of Work that exceed ten percent of a facility’s total annual energy costs will require additional documentation and justification of the additional cost.

See the Program guidelines on ODOE’s website for details on eligible audit costs.

The Cost Proposal is a required element of the Proposal and will be incorporated into the Prequalified List Agreement for Energy Auditing Services, but it is not a factor in the evaluation process. Cost information (hourly and per-square-foot rates) will be made available to Contracting Agencies to aid them in their energy auditing firm selection

3.4.5 COBID Certification / Outreach Plan

The Proposer shall complete and submit the COBID Certification / Outreach Plan (Attachment F).

3.4.6 Responsibility Inquiry

The Proposer shall complete and submit the Responsibility Inquiry (Attachment G).

3.4.7 Audit Firm Qualifications (16 page limit)

Briefly describe how Proposer would carry out the major activities of this RFQ in context with the Scope of Work. Provide a comprehensive management plan that the Proposer intends to follow. Illustrate how the Plan will serve to coordinate and accomplish the Work.

The following specific elements should be included in the Audit Firm Qualifications:

Audit Qualifications

Indicate the type of Energy Audit(s) you are able to perform under this RFQ (whole building, targeted, including Energy Modeling or not).

Technical Services

Indicate the technical services you can perform and any that you specialize in. Include building or facility types, energy system types, data gathering methods used during on-site audits, energy modeling and analysis methods, or other services that may be similar to the work described in this RFQ.

Organization, Management and Administration

Describe how the work will be organized, managed, and administered so as to meet specified requirements. Describe the ability of your firm to accomplish the required tasks and deliver the final product(s) for the type of work described under this RFQ within the specified times.

The proposal must demonstrate the ability to present ideas and written materials in a clear, concise, and simple manner.

Discuss your firm and personnel’s ability to coordinate complex projects and work with Contracting Agencies and complex teams.

Quality Assurance/ Quality Control Plan

Describe in detail how you will manage Quality Assurance and Quality Control for all Energy Audits and Energy Audit Reports.

3.4.8 Project Experience

Describe work experience, similar to the work described in this RFQ, that was performed during the last six years (6) by the branch/personnel that will be conducting the work.

List of Project Experience

Using the template below, fully described each project and the measures identified for each.

Identify current key personnel who worked on the project. Identify the client organization, including the name, address and telephone number of the appropriate contact person. If the proposing firm has regional offices or branches, the project experience provided should be from the office or branch that is proposing to conduct the work described in this RFQ.

Project Title Start (Month/Year)

Completion (Month/Year)

-Project Description

-Systems analyzed

-Individual Measures identified

-Measure savings ($ and BTUs), cost, and simple payback

-Overall results of findings

-M&V of projects

Key Personnel Client Contact (Name, Address, Phone, Email)

List of Clients

List all clients served in the last 24 months, including names, addresses and types of work performed.

ODOE may contact Proposers’ past clients to obtain professional references. If the proposing firm has regional offices or branches, the list of clients provided should be from the office or branch that is proposing to conduct the work described in this RFQ. Please use the template below:

Client Work Performed Contact Name Contact Address, Phone, Email

3.4.9 Key Persons and their Resumes

Resumes

For each individual, including subcontractors, include a current resume (not to exceed two pages each) that demonstrates qualifications and experience for the work described.

Resumes should be concise and focused on education, professional credentials, and work experience over the last ten years.

Note any relevant certifications including ASHRAE Building Energy Assessment Professional (BEAP) or High-Performance Building Design Professional (HPDP); AEE Certified Energy Auditor (CEA), Certified Energy Manager (CEM), or Certified Measurement and Verification Professional (CMVP).

Indicate which position or multiple positions each person qualifies to perform. The resumes for Energy Auditor, Senior Reviewer, and Energy Modeler must demonstrate that these individuals meet the requirement of each position. Any additional individuals working on an Audit or Audit Report, whether they are in a qualified position or not, must submit their experience.

Forms 1, 2 and 3

Proposals must include the following forms (Attachment H), which can be found on OregonBuys e-procurement system.

Form 1: Energy Audit Firm Information and Key Personnel

Identify each of your key personnel and their contact information.

Indicate where in Oregon the firm will work to clarify to Contracting Agencies which firms are willing to work in their area. Geographic availability is not part of the evaluation and will not affect qualification.

Form 2: Experience

Complete a separate form for each person who will complete or contribute to this work, including all subcontractors.

Indicate the position or multiple positions for which the person qualifies in each area of expertise, their years of experience, and an estimate of the number of buildings audited.

Form 3: Software and Equipment

Provide the requested software and equipment information as it applies to Proposer. This does not need to be done for individual personnel.

3.4.10 Work Samples

Provide three (3) work samples of typical written and graphic materials for an Energy Audit. To be eligible for consideration, the Energy Auditor(s) identified in the work samples must currently be employed by Proposer and included within the Proposal to be qualified.

• Work samples must be for facilities within the commercial/institutional sector and must have been completed in the last six (6) years.

• Up to two (2) work samples may be from work performed within the Public Purpose Change (SB 1149) Schools Program (if applicable).

• One (1) work sample must be from work performed outside of the Public Purpose Change (SB 1149) Schools Program.

• If requesting qualification for Energy Modeling and qualifying staff as Energy Modeler(s), at least one (1) work sample must include the use of modeling for the energy analysis. This will include one (1) hard copy of the key inputs and output reports and one (1) electronic copy of the input files (on a USB flash drive). The Energy Modeler(s) for the sample must currently be employed by the proposing firm and be requesting qualification within the Proposal.

Additional weighting may be given to work samples following the ASHRAE Level 2 audit format and requirements that also meet all the required elements listed below.

Work samples from outside of the Public Purpose Charge (SB1149) Schools Program may not contain all elements described below for work samples. Proposers are encouraged to supplement work sample documents with additional information and/or backup documentation if needed to meet these requirements.

Work Sample Content

Work samples that do not include all the required content will not receive full points.

Proposer may supplement work sample documents with additional information and/or backup documentation to meet these requirements. Supplemental information included with work samples is not subject to proposal page limitations.

Work samples must collectively have analyzed all major building systems including building envelope, lighting and HVAC. They must also include the following elements:

Facility description

• General - Building and campus layout, general construction and conditions, square footage, and space/zone descriptions.

• Envelope – Construction type and materials, layers,…