24_0173_2 Consultant Services for Energy Plan.pdf

Chatham County Purchasing &

Contracting Department 1117 Eisenhower Drive, Suite C, Savannah, Georgia 31406

(912) 790-1618

REQUEST FOR PROPOSALS

RFP NO. 24-0173-2

CONSULTANT SERVICES FOR THE DEVELOPMENT &

ADOPTION OF AN ENERGY PLAN & MUNICIPAL FACILITY

ENERGY AUDITS FOR CHATHAM COUNTY

PRE-PROPOSAL CONFERENCE (AUDIO AVAILABILITY ONLY): 2:00

P.M., NOVEMBER 19, 2024

PROPOSALS RECEIVED BY: 5:00 P.M., DECEMBER 6, 2024

CHATHAM COUNTY, GEORGIA

OFFICE OF THE PURCHASING DIRECTOR

1117 EISENHOWER DRIVE, SUITE C

SAVANNAH, GEORGIA 31406

(912) 790-1618

DATE: October 30, 2024 RFP NO.: 24-0173-2

GENERAL INFORMATION FOR REQUEST FOR PROPOSALS

This is an invitation to submit a proposal to supply Chatham County with services as indicated herein. Proposals shall be submitted on-line on the County’s procurement portal https://chathamcountyga.bonfirehub.com/portal up to 5:00 P.M., December 6, 2024. The

Purchasing Director reserves the right to reject any and all proposals and to waive formalities.

Instructions for preparation and submission of a qualification proposal are contained in the Request for Proposal package. Please note that specific forms for submission of a proposal are required.

A pre-proposal conference has been scheduled for 2:00 P.M., on November 19, 2024.

Participants may attend by calling 1-888-585-9008, conference room code 743-636-882, to discuss the specifications and resolve any questions and/or misunderstanding that may arise.

Participants attending remotely are asked to mute phones when not speaking, in consideration of others. You are encouraged to attend.

Any changes to the conditions and specifications must be in the form of a written addendum to be valid; therefore, the Purchasing Director will issue a written addendum to document approved changes. For good and sufficient reason, up to 24 hours before the advertised deadline, the County may extend the response schedule. An addendum will be issued setting forth the new date and time.

Chatham County has an equal opportunity procurement policy. Chatham County seeks to ensure that all segments of the business community have access to providing services needed by County programs. The County affirmatively works to encourage utilization of disadvantaged and minority business enterprises in our procurement activities. The County provides equal opportunity for all businesses and does not discriminate against any persons or businesses regardless of race, color, religion, age, sex, national origin or handicap. The County expects its contractors to make maximum feasible use of minority businesses and qualified minority employees. The terms

"disadvantaged business", "minority business enterprise", and "minority person" are more specifically defined and explained in the Chatham County Purchasing Ordinance.

https://chathamcountyga.bonfirehub.com/portal

SECTION I

INSTRUCTIONS TO PROPOSERS

1.1 PURPOSE: The purpose of this document is to provide general and specific information for use in submitting a qualification proposal to supply Chatham County with services as described herein. All proposals are governed by the Code of Chatham County, Chapter 4, Article IV, and the laws of the State of Georgia.

1.2 HOW TO PREPARE PROPOSALS: All proposals shall be:

A. Proposers are encouraged to review carefully all provisions and attachments of this document prior to submission. Each proposal constitutes an offer and may not be withdrawn except as provided herein.

1.3 HOW TO SUBMIT PROPOSALS: All proposals shall be:

A. Submitted on-line on the County’s procurement portal at:

** In submitting their proposal, the proposer certifies that he/she has carefully read all related Request for

Proposal documents and agrees to comply with all provisions.

B. If a proposer is unable to submit their proposal on-line, they should notify the procurement contact for the solicitation at least one week prior to proposals being due to receive instructions. The County is seeking to conduct all solicitations on-line. The phone number for Purchasing and Contracting is 912-790-1618.

1.4 HOW TO SUBMIT AN OBJECTION: Objections from Offerors to this Request for

Proposals and/or these specifications should be brought to the attention of the County

Purchasing Director in the following manner:

A. When a pre-proposal conference is scheduled, the Proposer may object in writing any time prior to or at the pre-proposal conference.

B. When a pre-proposal conference is not scheduled, the Proposer shall object in writing not less than five (5) days prior to the Date for submission.

C. The objections contemplated must pertain to both form and substance of the

Request for Proposal documents. Failure to object in accordance with the above procedure will constitute a waiver on the part of the business to protest this Request for Proposal.

1.5 ERRORS IN PROPOSALS: Proposers or their authorized representatives are expected to fully inform themselves as to the conditions, requirements, and specifications before submitting proposals. Failure to do so will be at the Proposer's own risk.

1.6 STANDARDS FOR ACCEPTANCE OF PROPOSERS FOR CONTRACT AWARD:

The County reserves the right to reject any or all Proposals and to waive any irregularities or technicalities in Proposals received whenever such rejection or waiver is in the best interest of the County. The County reserves the right to reject the Offer of a Proposer who has previously failed to perform properly or complete on time contracts of a similar nature, whom investigation shows is not in a position to perform the contract.

1.7 PROPOSER: Whenever the term "Proposer" is used, it shall encompass the "person", "business", "firm", or other party submitting a proposal to Chatham County in such capacity before a contract has been entered into between such party and the County.

1.8 COMPLIANCE WITH LAWS: The Proposer shall obtain and maintain all licenses, permits, liability insurance, workman's compensation insurance and comply with any and all other standards or regulations required by Federal, State or County statute, ordinances and rules during the performance of any contract between the Proposer and the County.

Any such requirement specifically set forth in any contract document between the Proposer and the County shall be supplementary to this section and not in substitution thereof.

1.9 CONTRACTOR: Contractor or subcontractor means any person, firm, or business having a contract with Chatham County. The Contractor of goods, material, equipment or services certifies that the firm will follow equal employment opportunity practices in connection with the awarded contract as more fully specified in the contract documents.

1.10 DEBARRED FIRMS AND PENDING LITIGATION: Any potential proposer/firm listed on the Federal or State of Georgia Excluded Parties Listing (Barred from doing business) will not be considered for contract award. It is the proposer’s responsibility to inform the County should the proposer/firm be placed on the Federal or State of Georgia

Excluded Parties Listing during the proposal process. Proposers shall disclose any record of pending criminal violations (Indictment) and/or convictions, pending lawsuits, etc., and any actions that may be a conflict of interest occurring within the past five (5) years. Any proposer/firm previously defaulting or terminating a contract with the County will not be considered. Successful proposers with whom the County enters into a contract with for goods or services will notify the County if they become debarred during the course of the contract.

** All bidders or proposers are to read and complete the Disclosure of Responsibility

Statement. Failure to do so may result in your solicitation response being rejected as non-responsive.

Bidder acknowledges that in performing contract work for the Board, bidder shall not utilize any firms that have been a party to any of the above actions. If bidder has engaged any firm to work on this contract or project that is later debarred, Bidder shall sever its relationship with that firm with respect to Board contract.

1.11 PERFORMANCE EVALUATION: On April 11, 2008, the Chatham County Board of

Commissioners approved a change to the County Purchasing Ordinance requiring

Contractor/Consultant Performance Evaluations, at a minimum, annually, prior to contract anniversary date.

Should Contractor/Consultant performance be unsatisfactory, the appointed County

Project Manager for the contract may prepare a Contractor/Consultant Complaint Form or a Performance Evaluation to the County Purchasing Director.

SECTION II

PROPOSAL CONDITIONS

2.1 SPECIFICATIONS: Any obvious error or omission in specifications shall not inure to the benefit of the bidder but shall put the Proposer on notice to inquire of or identify the same to the County.

2.2 MULTIPLE PROPOSALS: No Proposer will be allowed to submit more than one offer.

Any alternate proposals must be brought to the Purchasing Director's attention during the

Pre-proposal Conference or submitted in writing at least five (5) days preceding the date for submission of proposals.

2.3 OFFERS TO BE FIRM: The Proposer warrants that terms and conditions quoted in his offer will be firm for acceptance for a period of sixty (60) days from bid date submitted, unless otherwise stated in the proposal. When requested to provide a fee proposal, fees quoted must also be firm for a sixty-day period.

2.4 COMPLETENESS: All information required by the Request for Proposals must be completed and submitted to constitute a proper proposal.

2.5 LIABILITY PROVISIONS: Where Proposers are required to enter or go into Chatham

County property to take measurements or gather other information in order to prepare the proposal as requested by the County, the Proposer shall be liable for any injury, damage or loss occasioned by negligence of the Proposer, his agent, or any person the Proposer has designated to prepare the Offer and shall indemnify and hold harmless Chatham County from any liability arising therefrom. The contract document specifies the liability provisions required of the successful Proposer in order to be awarded a contract with

Chatham County.

2.6 CERTIFICATION OF INDEPENDENT PRICE DETERMINATION: By submission of this Offer, the Proposer certifies, and in the case of a joint offer, each party thereto certifies as to its own organization, that in connection with this procurement:

(1) The prices in this offer have been arrived at independently, without consultation, communication, or agreement, for the purpose of restricting competition, as to any matter relating to such prices with any other competitor;

(2) Unless otherwise required by law, the prices which have been quoted in this offer have not been knowingly disclosed by the Proposer and will not knowingly be disclosed by the Proposer prior to opening, directly or indirectly to any other competitor; and

(3) No attempt has been made or will be made by the Proposer to induce any other person or firm to submit or not submit an offer for the purpose of restricting competition.

2.7 AWARD OF CONTRACT: The contract, if awarded, will be awarded to that responsible

Proposer whose proposal will be most advantageous to Chatham County, price and other factors considered. The Board of Commissioners will make the determination as to which proposal best serves the interest of Chatham County.

2.8 PROCUREMENT PROTESTS: Objections and protests to any portion of the procurement process or actions of the County staff may be filed with the Purchasing

Director for review and resolution. The Chatham County Purchasing Ordinance – Part 9

– Vendor Disputes shall govern the review and resolution of all protests.

2.9 QUALIFICATION OF BUSINESS (RESPONSIBLE PROPOSER): A responsible

Proposer is defined as one who meets, or by the date of the acceptance can meet, all requirements for licensing, insurance, and service contained within this Request for

Proposals. Chatham County has the right to require any or all Proposers to submit documentation of the ability to perform the service requested.

Chatham County has the right to disqualify the proposal of any Proposer as being unresponsive or unresponsible whenever such Proposer cannot document the ability to deliver the requested service.

2.10 COUNTY TAX CERTIFICATE REQUIREMENT: A current Chatham County or municipal business license (within the State of Georgia) is required unless otherwise specified. A firm need not have a Chatham County Business License prior to submitting a proposal. However, a license must be obtained by the successful vendor prior to award of contract.

Please contact the Chatham County Department of Building Safety and Regulatory Services at (912) 201-4300 for additional information.

NOTE: No contract shall be awarded unless all real and personal property taxes have been paid by the successful contractor and/or subcontractor as adopted by the Board of

Commissioners on 8 April 1994.

2.11 INSURANCE PROVISIONS, GENERAL: The selected CONTRACTOR shall be required to procure and maintain for the duration of the contract insurance against claims for injuries to persons or damages to property, which may arise from or in connection with the performance of the work, hereunder by the Contractor, his agents, representatives, employees or subcontractor. The cost of such insurance shall be included in the Bid.

It is every Contractor’s responsibility to provide the County Purchasing and Contracting

Department current and up-to-date Certificates of Insurance and Declaration Sheets for multiple year contracts before the end of each term. Failure to do so may be cause for termination of contract.

2.11.1 General Information that shall appear on a Certificate of Insurance:

I. Name of the Producer (Contractor’s insurance Broker/Agent).

II. Companies affording coverage (there may be several).

III. Name and Address of the Insured (this should be the Company or Parent of the firm Chatham County is contracting with).

IV. Summary of all current insurance for the insured (includes effective dates of coverage).

V. A brief description of the operations to be performed, the specific job to be performed, or contract number.

VI. Certificate Holder (This is to always include Chatham County).

Chatham County as an “Additional Insured”: Chatham County invokes the defense of “sovereign immunity.” In order not to jeopardize the use of this defense, the County is not to be included as an “Additional Insured” on insurance contracts.

2.11.2 Minimum Limits of Insurance to be maintained for the duration of the contract:

A. Commercial General Liability: Provides protection against bodily injury and property damage claims arising from operations of a Contractor or

Tenant. This policy coverage includes: premises and operations, use of independent contractor, products/completed operations, personal injury, contractual, broad form property damage, and underground, explosion and collapse hazards. Minimum limits: $1,000,000 bodily injury and property damage per occurrence and annual aggregate.

B. Worker's Compensation and Employer’s Liability: Provides statutory protection against bodily injury, sickness or disease sustained by employees of the Contractor while performing within the scope of their duties.

Employer’s Liability coverage is usually included in Worker’s

Compensation policies, and insures common law claims of injured employees made in lieu of or in addition to a Worker’s Compensation claim.

Minimum limits: $500,000 for each accident, disease policy limit, each employee and Statutory Worker’s Compensation limit.

C. Business Automobile Liability: Coverage insures against liability claims arising out of the Contractor’s use of automobiles. Minimum limit:

$1,000,000 combined single limit per accident for bodily injury and property damage. Coverage should be written on an “Any Auto” basis.

2.11.3 Special Requirements:

Claims-Made Coverage: The limits of liability shall remain the same as the occurrence basis, however, the Retroactive date shall be prior to the coincident with the date of any contract, and the Certificate of Insurance shall state the coverage is claims-made. The Retroactive date shall also be specifically stated on the

Certificate of Insurance.

A. Extended Reporting Periods: The Contractor shall provide the County with a notice of the election to initiate any Supplemental Extended

Reporting Period and the reason(s) for invoking this option.

B. Reporting Provisions: Any failure to comply with reporting provisions of the policies shall not affect coverage provided in relation to this request.

C. Cancellation: Each insurance policy that applies to this request shall be endorsed to state that it shall not be suspended, voided, or canceled, except after thirty (30) days prior to written notice by certified mail, return receipt requested, has been given to the County.

D. Proof of Insurance: Chatham County shall be furnished with certificates of insurance and with original endorsements affecting coverage required by this request. The certificates and endorsements are to be signed by a person authorized by the insurer to bind coverage on its behalf. All certificates of insurance are to be submitted prior to, and approved by, the County before services are rendered. The Contractor must ensure Certificate of Insurance are updated for the entire term of the County.

E. Insurer Acceptability: Insurance is to be placed with an insurer having an

A.M. Best’s rating of A and a five (5) year average financial rating of not less than V. If an insurer does not qualify for averaging on a five (5) year basis, the current total Best’s rating will be used to evaluate insurer acceptability.

F. Lapse in Coverage: A lapse in coverage shall constitute grounds for contract termination by the Chatham County Board of Commissioners.

G. Deductibles and Self-Insured Retention: Any deductibles or self-insured retention must be declared to, and approved by, the County. At the option of the County, either: the insurer shall reduce or eliminate such deductibles or self-insured retention as related to the County, its officials, officers, employees, and volunteers; or the Contractor shall procure a bond guaranteeing payment of related suits, losses, claims, and related investigation, claim administration and defense expenses.

2.11.4 Additional Coverage for Specific Procurement Projects:

a. Professional Liability: Insure errors or omission on behalf of architects, engineers, attorneys, medical professionals, and consultants.

Minimum Limits: $1 million per claim/occurrence

Coverage Requirement: If claims-made, retroactive date must precede or coincide with the contract effective date or the date of the Notice to Proceed. The professional must state if tail coverage has been purchased and the duration of the coverage.

2.12 INDEMNIFICATION: The PROPOSER agrees to protect, defend, indemnify, and hold harmless Chatham County, Georgia, its commissioners, officers, agents, and employees from and against any and all liability, damages, claims, suits, liens, and judgments, of whatever nature, including claims for contribution and/or indemnification, for injuries to or death of any person or persons, or damage to the property or other rights of any person or persons caused by the PROPOSER or its subproposers. The PROPOSER’s obligation to protect, defend, indemnify, and hold harmless, as set forth herein above shall include, but not be limited to, any matter arising out of any actual or alleged infringement of any patent, trademark, copyright, or service mark, or any actual or alleged unfair competition, disparagement of product or service, or other business tort of any type whatsoever, or any actual or alleged violation of trade regulations. PROPOSER further agrees to investigate, handle, respond to, provide defense for, and to protect, defend, indemnify, and hold harmless Chatham County, Georgia, at his sole expense, and agrees to bear all other costs and expenses related thereto, even if such claims, suits, etc., are groundless, false, or fraudulent, including any and all claims or liability for compensation under the Worker's

Compensation Act arising out of injuries sustained by any employee of the PROPOSER or his subcontractor or anyone directly or indirectly employed by any of them.

The PROPOSER’s obligation to indemnify Chatham County under this Section shall not be limited in any way by the agreed-upon contract price, or to the scope and amount of coverage provided by any insurance maintained by the PROPOSER.

2.13 COMPLIANCE WITH SPECIFICATION - TERMS AND CONDITIONS: The

Request for Proposals, Legal Advertisement, General Conditions and Instructions to

Proposers, Specifications, Special Conditions, Proposers Offer, Addendum, and/or any other pertinent documents form a part of the Offeror's proposal and by reference are made a part hereof.

2.14 SIGNED RESPONSE CONSIDERED AN OFFER: The submitted Response shall be considered an offer on the part of the Proposer, which offer shall be deemed accepted upon approval by the Chatham County Board of Commissioners, Purchasing Director or his designee. In case of a default on the part of the Proponent after such acceptance, Chatham

County may take such action, as it deems appropriate, including legal action for damages or lack of required performance.

2.15 NOTICE TO PROCEED: The successful proposer shall not commence work under this

Request for Proposal until a written contract is awarded and the Purchasing Director or his designee issues a Notice to Proceed. If the successful Proposer does commence any work or deliver items prior to receiving official notification, he does so at his own risk.

2.16 PAYMENT TO CONTRACTOR: Instructions for invoicing the County for service delivered to the County are specified in the contract document.

A. Questions regarding payment may be directed to the Finance Department at (912)

652-7905 or the County’s Project Manager as specified in the contract documents.

B. Contractor will be paid the agreed upon compensation upon satisfactory progress or completion of the work as more fully described in the contract document.

C. Upon completion of the work, the Contractor will provide the County with an affidavit certifying all suppliers, persons or businesses employed by the Contractor for the work performed for the County have been paid in full.

D. Chatham County is a tax-exempt entity. Every contractor, vendor, business or person under contract with Chatham County is required by Georgia law to pay State sales or use taxes for products purchased in Georgia or transported into Georgia and sold to Chatham County by contract. Please consult the State of Georgia, Department of Revenue, Sales and Use Tax Unit in Atlanta (404) 656-4065 for additional information.

2.17 LICENSES, PERMITS, AND TAXES: The price or prices for the service shall include full compensation for all fees that the proponent is or may be required to pay. Chatham

County is Tax Exempt. The Purchasing & Contracting Office upon request (912) 790-1618 will provide a Tax Exemption Certificate.

2.18 MINORITY – WOMEN BUSINESS ENTERPRISE PARTICIPATION: It is the desire of the County Board of Commissioners to increase the participation of minority (MBE) and women-owned (WBE) business in its contracting and procurement programs.

The County is committed to a policy of equitable participation for these firms by setting goals for each contract. Bidder/proposers are requested to include in their proposals a narrative describing their past accomplishments and intended actions in this area. If bidder/proposers are considering minority or women owned enterprise participation in their proposal, those firms, and their specific duties must be identified in their proposal along with the percentage(s) and dollar amount awarded to the MBE/WBE firm. Proposers may also provide demographic information regarding their employees to show their commitment to equal opportunity. If a bidder/proposer is considered for award, he/she will be asked to meet with the County Staff so that the intended MBE/WBE participation goals can be formalized and included in the subsequent contract.

If the awarded contractor is claiming minority status, the contractor shall apply for certification by Chatham County, Georgia to the Office of Minority Business Coordinator.

The Minority Business Coordinator will provide documentation of application status once approved or disapproved by Chatham County. Certification by any other government entity is acceptable if current copy of the certification is provided with this solicitation. For information on the program or MBE/WBE contractors/vendors please contact the County’s

Minority and Women Business Office 1117 Eisenhower Drive, Suite 101, Savannah, Georgia 31406, (912) 652-7860.

REQUEST FOR PROPOSALS

SECTION III

GENERAL CONDITIONS

3.1 DESCRIPTION AND OBJECTIVES: Chatham County Board of Commissioners is soliciting proposals from qualified consultants to assist in creating a comprehensive, community focused energy plan. This plan will provide a sustainable roadmap for

Chatham County’s energy future by focusing on current energy consumption, reduction strategies, stakeholder engagement, and community-driven goals. The County presents this “Request for Proposals” to describe its needs and those criteria which will be used to determine selection of services.

3.2 METHODOLOGY: The procurement described herein may be conducted in a two-step process.

STEP ONE- ACCEPTANCE AND EVALUATION OF QUALIFICATION

PROPOSALS: All technical requirements, unless otherwise specified, must be met by the proponent or such proposal may be disqualified as being non-responsive. Proposals that are deemed incomplete as to substance and content may be returned without consideration. A shortlist of qualified firms will be developed and ranked.

STEP TWO-INTERVIEWS: The evaluation committee may request an interview with short-listed firms. If interviews are conducted, they will be scored. It will be at the discretion of the evaluation committee on the number of firms that will interview/present.

3.3 CONFIDENTIALITY OF DOCUMENTS: Upon receipt of a proposal by the County, the proposal shall become the property of the County without compensation to the proponent, for disposition or usage by the County at its discretion (except for as provided by Georgia law for proprietary information). The details of the proposal documents will remain confidential until final award or rejection of proposals and/or protected under the restraints of law. Only final points and ranking of proposals will be openly disclosed prior to approval by the Board of Commissioners. Proponent shall have no contact with any

Department Representative or Evaluation Committee Member during and after the evaluation process. Any information contained in the proposal that is considered by the

Proponent as “proprietary” to remain confidential shall be clearly identified and justified.

3.4 CONE OF SILENCE: Lobbying of Procurement Evaluation Committee members, County Government employees, and elected officials regarding this product or service solicitation, Invitation to Bid (ITB) or Request for Proposal (RFP) or contract by any member of a proposer’s staff, or those people employed by any legal entity affiliated with an organization that is responding to the solicitation is strictly prohibited. Negative campaigning through the mass media about the current service delivery is strictly prohibited. Such actions may cause your proposal to be rejected.

3.5 COMPENSATION: The County has attempted in SECTION V to provide as much information about the project as possible to enable firms to structure their offer.

3.6 REJECTING PROPOSALS: The County reserves the right to reject any or all proposals and is not bound to accept any proposal if that proposal is contrary to the best interest of Chatham County. Similarly, the County is not bound to accept the lowest dollar proposal if the offer is not considered in the County's best interest.

3.7 COST TO PREPARE RESPONSES: The County assumes no responsibility or obligation to the respondents and will make no payment for any costs associated with the preparation or submission of the proposal.

3.8 INQUIRIES: Direct any questions related to this RFP to Ms. Sabrina Tippett, Procurement

Specialist, and submit all questions through the County’s procurement portal https://chathamcountyga.bonfirehub.com/portal Messages - Vendor Discussions section.

Include the RFP number, page, and paragraph number as a reference to each question.

DEADLINE FOR ALL QUESTIONS IS noted on the procurement portal under Project

Details.

THE ONLY OFFICIAL ANSWER OR POSITION OF CHATHAM COUNTY WILL BE

THE ONE STATED IN WRITING.

3.9 METHOD OF SOURCE SELECTION: Chatham County is using the Competitive

Sealed Proposal method of source selection, as authorized by Part 3 of the Chatham

County Purchasing Ordinance for this procurement.

An award, if made, will be made to the responsible offeror whose proposal is most advantageous to Chatham County, taking into consideration price and other factors set forth in this Request for Proposal (RFP). The County will not use any other factors or criteria in the evaluation of the proposals received.

3.10 EQUAL EMPLOYMENT OPPORTUNITY: During the performance of this contract, the COMPANY agrees as follows:

The COMPANY will not discriminate against any employee or applicant for employment because of race, creed, color, sex, age, national origin, place of birth, physical handicap, or marital status.

SECTION IV

SPECIAL CONDITIONS

4.1 PENDING LITIGATION: Proposals will not be accepted from any company, firm, person, or party, parent subsidiary, against which Chatham County has an outstanding claim, or a financial dispute relating to prior contract performance. If the County, at any time, discovers such a dispute during any point of evaluation, the proposal will not be considered further.

4.2 EVALUATION FACTORS: Factors such as proponents’ overall capability, specialized experience, reputation, past performance on similar projects, technical competence, financial stability, ability to meet program goals, delivery under the contract terms, and fee schedule will be considered in the award recommendation. Commitment in the level of MBE/WBE firms, contractor and employees will also be considered in the evaluation of proposals.

4.3 SELECTION PROCESS: Proposals will be evaluated initially on the basis of the written document. Thus, the proposal must be complete, concise and clear as to the intent of the respondent. Further evaluation may include an oral presentation, which will be scheduled after receipt of the written proposal and approval of the shortlist.

4.4 CONTRACT: The successful respondent will be expected to execute a contract within

30 days of notice of award.

4.5 PROPOSALS MUST BE RESPONSIVE TO:

4.5.1 INTRODUCTION/COVER LETTER: You should provide no more than a two

(2) page letter of introduction. The letter should highlight or summarize whatever information you deem appropriate as a cover letter, as a minimum, this section should include the name, address, email address, telephone number of one (1) contact to whom any correspondence should be directed. This section should include a clear statement of the Proposer’s understanding of this Request for

Proposal and the contract requirements, and how the Proposer intends to meet the requirements of this Request for Proposal.

4.5.2 EXPERIENCE & QUALIFICATIONS - TOTAL POSSIBLE POINTS: 25

A. Provide a summary of your firm’s organization including size, location of the corporate office, years in business, number of employees, and experience and qualifications to perform the requested services.

B. Provide a summary of the qualifications and experience in providing similar services outlined in this RFP. Highlight your firm’s experience with resiliency planning, energy plan development and audits, and community outreach and project input. Identity any additional firms assisting the primary consultant (if any) with this project, most notably any firm that may implement audit recommendations.

C. Provide a list of similar projects performed in the last five (5) years with a brief narrative of each project, the client, services provided, value of services, current status on date of completion, project management, client’s project manager and phone number or email.

D. Provide a summary of the qualifications and experience of those individuals who will serve on the County’s project team and state what role each team member will play. This should include any subconsultants that may implement audit recommendations should funding be available.

4.5.3 METHODOLOGY & APPROACH – TOTAL POSSIBLE POINTS: 25

A. Detail how your firm will approach the project and how you will gather information necessary to provide a comprehensive, community focused energy plan for Chatham County.

B. Discuss your firm’s approach to local government planning, data collection and analysis, and community engagement activities.

C. Provide a narrative on the opportunities for the project as well as specific challenges that may be encountered with this project.

4.5.4 PROPOSED SCHEDULE – TOTAL POSSIBLE POINTS: 10

Provide a detailed proposed Milestone Schedule with tasks that illustrates the total project time to complete this project beginning the day the Notice to Proceed letter is issued through the end and final work products are submitted to County staff.

At a minimum, this schedule should include the timeline details listed in Section

5.3.

4.5.5 COST PROPOSAL - TOTAL POSSIBLE POINTS: 20

The total estimated cost of engagement. If the cost scales with size and scope, please list the variables, which determine cost, along with associated unit cost. The County reserves the right to request cost and scope clarification at any time throughout the selection and negotiation process.

4.5.6 MBE/WBE PARTICIPATION – TOTAL POSSIBLE POINTS: 15

Commitment in the level of MBE/WBE business/firms, subcontractors, contractors, and employees. Approach to meeting and exceeding the MBE/WBE requirements. History of Minority-owned, Women-owned business utilization.

Narrative describing past accomplishment in this area. Proposers may also provider their company’s employee demographic information regarding their company’s commitment to equal opportunity.

4.5.7 REFERENCES: TOTAL POSSIBLE POINTS: 5

Please provide a minimum of three (3) references, current or past government clients from who you have provided similar services for. Please be sure that these references can attest to the company’s knowledge, quality of work, timeliness, diligence, working relationships and flexibility. Please provide the client’s name, address, phone number, email and the name of a contact. Chatham County is interested in the type of service(s) provided and how long that reference has been your client.

4.5.8 INTERVIEWS/PRESENTATIONS (IF REQUIRED) – TOTAL POSSIBLE

POINTS: 30

4.6 ASSIGNMENT: The PROPOSER shall not assign or transfer any interest of the contract without prior written consent of the County.

4.7 CONTRACT AWARD:

A. Successful Proponent will be asked to submit his/her firms’ contractual issues for consideration in the Chatham County contract. Proposals will become part of the contract.

B. No work shall be performed under the contract until a contract has been fully executed by both parties. A notice to proceed will be issued by Chatham County.

SECTION V

SCOPE OF SERVICES

CONSULTANT SERVICES FOR THE DEVELOPMENT AND ADOPTION OF AN

ENERGY PLAN AND MUNICIPAL FACILITY ENERGY AUDITS FOR CHATHAM

COUNTY

5.1 PROJECT OVERIVEW & OBJECTIVES:

Chatham County is seeking a qualified consultant to assist in creating a comprehensive, community focused energy plan. This plan will provide a sustainable roadmap for

Chatham County’s energy future by focusing on current energy consumption, reduction strategies, stakeholder engagement, and community-driven goals. The final energy plan will establish actionable steps to reduce energy dependence, promote renewable sources, and position Chatham County as a leader in clean energy. The plan should reflect the priorities of local constituents and lay a strong foundation for future sustainability initiatives.

The consultant’s role will include establishing baseline energy data, engaging stakeholders, setting goals, prioritizing actions, developing an implementation plan, and assisting with the adoption and publicity of the final plan as well as performing energy audits and smaller facility improvements at County facilities.

5.2 KEY TASKS & DELIVERABLES:

5.2.1 Data Collection, Baseline Establishment, and Analysis:

A. Energy Profile Development: The consultant will begin by establishing a detailed baseline of Chatham County’s current energy usage across sectors (e.g., residential, commercial, transportation, utilities, and government buildings). This step will involve collecting data on energy consumption, costs, and carbon emissions. A key goal is to identify major sources of fossil fuel dependence and high-emission activities. Residential usage data pulled is used for comparison and categorization purposes only. There will be no audits on any homes.

B. Data Sourcing and Partnerships: In collaboration with local utilities, government departments, and regional energy providers, the consultant will collect relevant data. This may include working with utility providers to obtain aggregated energy consumption data, organizing surveys, and leveraging state and federal data resources.

C. Analysis and Reporting: Using the collected data, the consultant will conduct a detailed analysis to identify trends, high-impact areas, and opportunities for immediate improvements. The energy profile shall identify sector-specific emissions, energy intensity by source, and cost distribution. Identify energy usage trends, inefficiencies, and major sources of greenhouse gas emissions. Future

Projections shall also be developed to understand potential changes in energy demand, incorporating anticipated growth or changes in county operations and infrastructure.

D. Deliverable: Energy Baseline Report that provides a comprehensive understanding of current energy consumption patterns, emissions, and cost distribution by sector. This report will include recommendations on data gaps and potential tools for ongoing energy tracking.

5.2.2 Stakeholder and Community Engagement:

A. Planning Committee: The consultant will assist in establishing a leadership team to guide the energy planning process, using the US Department of Energy’s

(DOE) CESP model. This team should include key county officials and community representatives to ensure all relevant sectors are represented.

B. Stakeholder Identification and Mapping: The consultant will map and develop a list of relevant stakeholders, categorizing them by their influence, interest, and potential role in the energy plan. Stakeholders may include local government staff, utilities, environmental organizations, schools, local businesses, neighborhood associations, transportation agencies, and community leaders.

C. Engagement Plan Development: An engagement plan will be developed to detail outreach strategies, timing, and feedback methods to maximize community participation and inclusivity. Special attention should be given to underrepresented communities and individuals impacted by energy costs or environmental factors.

D. Community Workshops and Focus Groups: Conducting both virtual and in-person sessions at various times of the day, the consultant will gather insights from residents, business owners, and local organizations on energy priorities, sustainability goals, and perceived barriers. These sessions will help build a human-centered plan reflecting the community's values and expectations. The

County anticipates a minimum of three (3) workshops (one (1) in-person and two

(2) virtual).

E. Formal Comment and Feedback Mechanisms: A structured system for public comments will allow stakeholders to provide continuous feedback throughout the planning process. This may include social media and website surveys, an online portal for written comments, survey distribution, and comment forms at community events. The consultant will also be required to track all community engagement activity metrics as well as community input and feedback metrics in align with the enclosed metric tracker.

F. Deliverable: Stakeholder Engagement Plan outlining methods for data collection, engagement timelines, feedback mechanisms, and key findings from stakeholder interactions. A Community Workshop Report for each stakeholder event should summarize feedback, recommendations, and engagement results.

5.2.3 Vision, Goals, and Strategy Development: The plan development process shall follow the U.S. Department of Energy’s Guide to Community Energy Strategic

Planning (CESP) resource document:

https://www.energy.gov/sites/prod/files/2014/05/f15/cesp_guide.pdf

A. Energy Vision Workshops: The consultant will facilitate a series of workshops with the core planning team, stakeholders, and public participants to develop a cohesive long-term vision statement for Chatham County’s energy future. This vision should encompass broad goals and strategy prioritization around energy efficiency, renewable adoption, and resilience among others. The County anticipates a minimum of three (3) workshops (one (1) in-person and two (2) virtual).

B. Goal Setting and Priority Areas: Building on the initial workshops, the consultant will help set realistic, measurable goals aligned with the County’s needs and resources. Using guidance from the DOE’s CESP, the consultant will define

Specific, Measurable, Achievable, Relevant, and Time-bound (SMART) goals, ensuring each aligns with the community’s values and available resources. These goals should focus on tangible outcomes like reductions in carbon emissions, improvements in energy efficiency, and increased renewable adoption.

C. Strategic Priority Identification: The consultant will work with stakeholders to identify strategic priority areas, such as high-efficiency government facilities, public transit energy reduction, or renewable sourcing for community energy needs.

D. Funding Alignment and Resource Identification: To ensure feasibility, the consultant will align priority goals with specific funding opportunities. This will include identifying specific grant opportunities, federal and state funds, private-public partnerships, and local incentives.

E. Deliverable: Draft Energy Plan including a vision statement, primary goals, and initial strategies for achieving both short- and long-term objectives, along with projected costs.

5.2.4 Development of an Implementation Blueprint:

A. Action Plan and Resource Allocation: The consultant will create a detailed action plan to guide the energy plan’s implementation. This blueprint will specify which

County departments, local organizations, and community members will be responsible for specific tasks, ensuring a comprehensive and actionable framework.

B. Timeline and Milestones: A structured timeline with clear milestones will be established, mapping out short-term, medium-term, and long-term objectives to ensure accountability and facilitate tracking.

C. Budget and Funding Strategy: Each action item will include a financing strategy.

The consultant will identify potential funding sources and financing mechanisms, https://www.energy.gov/sites/prod/files/2014/05/f15/cesp_guide.pdf including grants, as well as power purchase agreements (PPAs), and energy performance contracts (ESPCs).

D. Tracking and Monitoring Metrics: To support ongoing evaluation, the consultant will develop metrics for tracking energy/cost savings, emissions reductions, and community engagement outcomes. The structured evaluation process detailed shall include regular reporting, data updates, and recalibration of the plan as necessary. Outline a process for periodic review and adjustment to keep the plan aligned with evolving county needs and resources.

E. Deliverable: Implementation Blueprint with an outlined timeline, responsible parties, and projected costs. Additionally, a Funding and Financing Strategy

Report, outlining diverse funding options for each priority action, as well as a

Monitoring and Evaluation Plan, specifying metrics, review frequency, and responsible parties shall be submitted.

5.2.5 Public Review and Feedback on Draft Plan:

A. Draft Plan Distribution: The consultant will distribute the draft energy plan to the

Planning Committee, review panel, stakeholders, and the public, using online platforms (websites, social media, etc.), TV, and printed materials for various offices and public locations throughout the County.

B. Review Sessions and Open Houses: The consultant will facilitate open houses and online Q&A sessions to present the draft plan and collect additional feedback.

These sessions will provide opportunities for clarification, suggestions, and engagement from the public. The County anticipates a minimum of three (3) workshops (one (1) in-person and two (2) virtual).

C. Feedback Collection and Analysis: The consultant will document feedback, categorize responses, and provide a summary analysis to inform necessary revisions to the energy plan. This analysis will ensure the plan aligns with community priorities.

D. Deliverable: Revised Draft Energy Plan, incorporating public feedback and aligned with community goals.

5.2.6 Final Presentation and Adoption Process:

A. Formal Presentation to County Leadership: The consultant will prepare final presentation materials (PowerPoint and Word documents) summarizing the energy plan, the vision, goals, strategies, and actionable steps. This presentation will be geared towards gaining approval from County officials and aligning the energy plan with broader government initiatives.

B. Public Adoption and Media Outreach: To publicize the adoption, the consultant will develop press releases and social media outreach materials to raise community awareness and support for the new energy plan.

C. Publication of Final Energy Plan: The final plan will be distributed via County channels, such as the Chatham County website, social media, local libraries, and community centers, ensuring accessibility and transparency.

D. Deliverable: Final Energy Plan, accompanied by adoption documents, presentation and press materials, and a public outreach plan.

5.2.7 Facility Audits and Recommendations:

A. Energy Audits of County Facilities: The consultant will perform energy audits on

3-5 key County-owned facilities (depending on cost for each site), evaluating lighting, HVAC systems, insulation, and appliance efficiency to identify opportunities for energy savings and efficiency improvements.

B. Audit Report and Implementation Plan: The consultant will provide a report detailing findings, cost estimates, and recommended measures. Upon approval and budget availability, the consultant may implement minor upgrades to improve efficiency.

C. Cost-Benefit Analysis and ROI Projections: For each audit recommendation, a cost-benefit analysis will project potential savings, return on investment, and the environmental impact of proposed measures.

D. Deliverable: Facility Audit Report with specific findings, recommendations, cost-benefit analyses, and environmental impacts.

5.2.8 Implementation of Minor Improvements:

A. Immediate Efficiency Enhancements: If feasible with the remaining project’s budget, implement minor, low-cost energy efficiency measures in the County facilities audited.

B. Deliverable: Post-Implementation Report summarizing improvements made and projected cost savings.

5.3 PROJECT TIMELINE AND MEETING STRUCTURE: The consultant shall follow the included County timeline for project development and deliverable submittals.

A. Kickoff and Project Planning: Conduct a project kickoff meeting with Chatham

County’s core planning team to review project objectives, deliverables, and timelines. This will set expectations, clarify roles, and establish a communication framework.

B. Monthly Progress Updates: The consultant will provide written monthly updates to track milestones and review any challenges, ensuring transparency and alignment with project goals. The monthly updates shall include a report of percent completion for each task as well as the overall project.

C. Public Engagements: Public engagement activities, such as open houses and focus groups, will be scheduled to maintain ongoing community involvement and support. The County anticipates a minimum of three (3) workshops (one (1) in-person and two (2) virtual).

D. Final Presentation and Adoption Meeting: Schedule a formal adoption meeting with County officials and key stakeholders to finalize the energy plan and secure long-term commitment.

E. Deliverable: Project Timeline and Meeting Schedule, including key milestones, stakeholder engagement events, and reporting dates.

5.4 QUALIFICATIONS AND EXPERIENCE: Consultant team must demonstrate extensive experience in community-based energy planning, with expertise in data analysis, energy auditing, stakeholder engagement, crafting actionable energy strategies, and strategic energy plan development. Experience with energy funding mechanisms and familiarity with state and federal energy policies is required.

5.5 BUDGET AND COST ESTIMATE: The consultant shall provide a comprehensive budget breakdown covering all phases of the project, including data collection and analysis, stakeholder engagement for public input, public meetings, energy audits, and implementation support.

Depending on cost and budget availability, the County may also request that any minor facility improvements and upgrades, based on audit findings, be implemented by the chosen consultant to improve efficiency. The cost for any minor facility improvements and upgrades would be negotiated at that time.

REQUEST FOR PROPOSAL

RFP NO. 24-0173-2

CONSULTANT SERVICES FOR THE DEVELOPMENT & ADOPTION OF AN

ENERGY PLAN & MUNICIPAL FACILITY ENERGY AUDITS FOR CHATHAM

COST PROPOSAL FORM

I have read and understand the requirements of this Request for Proposal RFP NO.