ASU ESCO Selection RFP.pdf

REQUEST FOR PROPOSALS

ENERGY PERFORMANCE CONTRACTING SERVICES

Investment Grade Audit and EPC Project Proposal

Table of Contents

Section A. Selection Process

1. General Information

2. Timeline

3. Minimum Qualifications

4. Scope of Work

5. Special Procurement Stipulations

6. Pre-Proposal Conference

7. Proposal Due Date

8. Selection

9. Award

10. Contact

Section B. Selection Criteria

1. Management Approach

2. Project Management and Coordination

3. Appropriate Market Sector Experience/Expertise

4. Project Personnel and Staffing

5. Project Approach

6. Cost and Pricing

7. Best Value

ATTACHMENT A: BUILDING & FACILITY INFORMATION; BUILDING KWH USAGE WORKBOOK

ATTACHMENT B: CEO EPC COST AND PRICING TOOL

Adams State University ● RFP for Energy Performance Contracting Services

SECTION A: SELECTION PROCESS

1. GENERAL INFORMATION

Adams State University seeks qualified Energy Service Companies (ESCO) to perform an investment grade audit (IGA) and develop an EPC Project Proposal. Adams State University has executed a

Memorandum of Understanding with the Colorado Energy Office (CEO)’s Energy Performance

Contracting (EPC) Program and will follow its guidelines, practices, and procedures.

The goals of the project are to: (1) evaluate Adams State University’s facilities for energy and water efficiency upgrades, renewable energy systems, and other measures as requested (2) conduct an IGA and provide a report that makes recommendations for possible projects, (3) support Adams State

University’s efforts in locating funding and/or financing of the proposed energy projects within the boundaries of Dodd-Frank and other regulations, (4) if retained, execute and implement an EPC. EPC execution includes guaranteeing energy and water savings through a specific scope of work, and measuring and verifying that the savings guarantee has been delivered. EPC implementation including construction and implementation oversight and management, commissioning, and execution of the measurement and verification (M&V) plan that meets or exceeds the requirements of Adams State

University, enabling legislation, and CEO protocols.

While it is the desire of Adams State University to enter into a long-term partnership with the awarded

ESCO, Adams State University does not guarantee the award of an EPC to the chosen ESCO. An EPC award will be determined following acceptance of the project proposal.

2. TIMELINE

The following table provides the anticipated timeline for the completion of this RFP process.

Activity Timeline

Issue RFP. May 16

Hold pre-proposal meeting and conduct site visit. May 30 at 1:00 PM MT

Questions due from ESCOs. June 6 at 5:00 PM MT

Responses from ASU to ESCOs. June 13 at 5:00 PM MT

Proposals due. June 20 at 5:00 PM MT

Review proposals. Selection Committee meets to develop shortlist. Arrange interview times.

June 21-July 5

Interview ESCOs. Week of July 8

Select ESCO. Week of July 15

Develop and execute IGA and Project Proposal Contract. 14 days after approval

ESCO commences IGA. Upon execution

3. MINIMUM QUALIFICATIONS

Adams State University intends to follow the CEO EPC Program’s Secondary ESCO Selection Process to award a contract.

Adams State University will only consider proposals from the CEO’s list of pre-qualified Energy Service

Companies (ESCOs).

4. SCOPE OF WORK

Adams State University desires an aggressive energy and water savings program to result from the relationship.

The awarded ESCO shall evaluate 38 buildings and other facilities for energy and water efficiency upgrades, renewable energy systems, and other measures as requested. (Buildings and other facility information, including annual utility use and cost, may be found in Attachment A.)

Building Name Gross

Square Feet

Building Name

Square Feet

1424 Second Street - Migrant Ed 1,275 Leon Memorial 5,615

301 Edgemont Blvd. 1,055 Marvel House President's Residence 6,551

74 Monterey 1,492 McCurry Commons 4,100

94 Monterey 1,493 McCurry Hall 24,288

ASU Theatre 20,623 McDaniel Hall 70,696

Community Outreach 5,660 Moffatt Hall 24,288

Computing Services (renovation fall

’24) 6,098 Music Building 17,449

Conour Hall 20,047 Nielsen Library 77,058

Coronado Hall 101,973 Observatory 375

Coronado/Girault Addition 5,200 Petteys Hall 16,934

East Campus 35,067 Plachy Hall 121,960

Facilities Services (slated for replacement) 23,701 Porter Hall 65,153

Faculty Drive Apartments 53,419 Residences at the Rex 70,000

Faculty Residence No. 1 1,580 Rex Activity Center 19,557

Faculty Residence No. 2 1,250 Rex Stadium 10,419

In addition, Adams State University has several specific projects to be included in the overall engineering review in addition to the firm’s proposed buildings found in Attachment A.

Specific projects to be evaluated in the IGA process include:

● HVAC (boilers and air handlers in all buildings) and AC (in equipped building) evaluation for improvements/upgrades

● Windows, doors, other insulating areas (evaluate for more energy efficient materials)

● Geothermal, solar, other alternative energy sources

● Greenhouse in Porter for temperature control

● Utility monitoring per building (electrical and natural gas utilization)

● Kilns in Fine Arts

● Laundry rooms (heat and cooling issues)

● EV charging stations

● Theatre building lobby insulation for heating/cooling

● Generator evaluation (Coronado/Girault, Computing Services, Rex Stadium, Richardson Hall)

● Water fixture evaluation for efficiency

● Central Technology building remodel/expansion

● Community Outreach building remodel project

● Campus safety/security

● Sprinkler/irrigation automation systems

● Swimming pool heating and insulation

● PV installation on Central Technology building

This does not limit the ESCO from suggesting other energy savings projects in the normal course of the contract.

In their ESCO Base Contract with CEO, pre-qualified ESCOs agree to abide by CEO’s Standard IGA Pricing model.

After the execution of the IGA contract, the chosen ESCO will then provide a comprehensive IGA report and EPC Project Proposal to make recommendations for possible projects based on the results of the

IGA. Upon completion of the IGA and EPC Project Proposal, Adams State University may elect to enter into an EPC with the awarded ESCO for design, project management, construction, commissioning and measurement and verification services.

Fine Arts Building 45,815 Richardson Hall 84,323

Gingerbread House 2,048 Savage Hall 24,288

Girault Hall 34,377 School of Business 25,245

High Altitude Center 63,324 Student Union Building 95,759

Houtchens Hall 22,404 Zacheis Planetarium 4,942

5. SPECIAL PROCUREMENT STIPULATIONS

Adams State University has target procurement requirements for the selected ESCO to adhere to when selecting subcontractors for the Investment Grade Audit and EPC project proposal. These requirements specific to our jurisdiction are listed below:

● All Building Automation Systems components will be required to utilize Trane components to tie into ASU’s Ensemble system

Additional Procurement Stipulation Note:

● Confidential/Proprietary Information

Any restrictions of the use or inspection of material contained within a proposal shall be clearly stated in the proposal itself. Written requests for confidentiality shall be submitted by the offeror with the proposal. The offeror must state specifically which elements of the proposal are to be considered confidential/proprietary and why they should be considered confidential/proprietary.

Confidential/proprietary information must be readily identified, marked, and separately packaged from the rest of the proposal. Co-mingling of confidential/proprietary and other information is NOT acceptable. Neither a proposal, in its entirety, nor any proposal cost information, will be considered confidential. Any information that will be included in any resulting contract cannot be considered confidential.

ASU will make a written determination as to the apparent validity of any written request for confidentiality. In the event ASU does not concur with the offeror's request for confidentiality, the written determination will be sent to the offeror. Ref. Section 24-72-201 et. seq., C.R.S., as amended, Public (open) Records.

6. PRE-PROPOSAL CONFERENCE

Note that a pre-proposal conference will be held on the date and time identified in Section A.2.

Timeline. The pre-proposal conference will begin at Adams State University, Richardson Hall, 208

Edgemont Boulevard, Alamosa, Colorado. During the pre-proposal conference, certain facilities may be visited.

This pre-proposal conference is mandatory.

7. PROPOSAL DUE DATE

Proposals are due by the date and time identified in Section A.2. Proposals should be sent electronically to Traci Bishop, Assistant to the Vice President for Administration | CIO, construction@adams.edu.

8. SELECTION

Adams State University’s EPC Selection Committee will review the proposals submitted by the stated deadline.

A project consultant assigned by the CEO EPC Program will provide the Selection Committee with technical assistance, but will not/ cannot participate as a member of the Selection Committee, nor engage in decision-making.

Adams State University anticipates interviewing up to three firms.

Adams State University anticipates conducting interviews on the date identified in Section A.2.

Interviews will be held at Adams State University, Richardson Hall, 208 Edgemont Boulevard, Alamosa, Colorado.

After the interview process, the committee will make a recommendation to the ASU’s Leadership Team.

Adams State University reserves the right to waive any formality or any informality in the proposal award process. Adams State University reserves the right to accept any proposal, in whole or in part, and to reject any or all proposals as necessary.

9. AWARD

After contract award, Adams State University and selected ESCO will negotiate and finalize the IGA and

Project Proposal Contract.

10. CONTACT INFORMATION

Questions regarding this Request for Proposal should be directed to: Traci Bishop, Assistant to the Vice

President | CIO, construction@adams.edu, no later than June 6th at 5:00 PM MT.

mailto:construction@adams.edu mailto:construction@adams.edu

SECTION B: SELECTION CRITERIA

Pre-qualified ESCO proposals will be evaluated on its written response to the following criteria.

1. MANAGEMENT APPROACH

1.1 Project Management and Coordination

Provide ESCO’s organization chart (by name as available) for implementing and managing the proposed project, including the title of each individual shown and the lines of authority within the overall organization. Identify portions of the effort, if any, that are proposed to be subcontracted and provide the same information for subcontractor organization and personnel.

1.2 Appropriate Market Sector Experience/Expertise

Provide information that emphasizes ESCO’s experience and expertise in our specific market sector.

List in one table the Energy Performance Contracting projects developed and implemented by your firm in our specific market sector within the past five years. Only include projects where work was directly conducted by your company.

Project Name Facility Type City & State Project Size

(Dollars)

Project Size

(Square Feet) Year Completed

If your firm has EPC projects performed in our specific market sector by staff members of your team within the past five years, while they were an employee by another firm, clearly identify the firm with overall responsibility for that project, the individual’s name, and their role in the project.

Project Name/

Prime ESCO

Staff’s Name/

Role in Project Facility Type City & State

Project Size

(Dollars)

Project Size

(Square Feet)

Year

Completed

1.3 Project Personnel and Staffing

Identify each individual(s) who will have primary responsibility for the following tasks: technical analyses, engineering design, construction management, construction, training, post-construction measurement and verification, and other services. Include a table to identify and describe the individual(s) who will have primary responsibility for each task. Also include any added expertise and capability of staff available through other branch offices, subcontracts, etc., that you can provide.

● Column 1: Name and title. Indicate whether ESCO staff or subcontractor. If a subcontractor, indicate name of subcontractor firm. Indicate base location as: permanent office in Colorado, on assignment from other state, or out-of-state support.

● Column 2: Specify intended role and responsibilities for this contract and for possible

EPC/implementation work, such as technical analysis, engineering design, construction management, construction, training, post-construction measurement and verification, support, or other services (specify).

● Column 3: Identify the estimated percentage of the individual’s time that will be spent on this project.

● Column 4: Level of expertise, indicated by: number of years of relevant experience, and relevant supervisory responsibilities.

Name

Title

Staff or subcontractor?

Base location

Intended Role

Percentage of Time on

Project

Level of expertise

Include resumes/historical information for each member of the proposed project team. Include a list of their relevant projects during the last five years including role, type of project, project cost, and any other information to support their skills/knowledge.

2. PROJECT APPROACH

The expectation is that there will be schematic and design development phases where client input and approvals will be required prior to construction document development. Additionally, the client will provide design build design intent specifications for the major mechanical, electrical, plumbing and technology improvements that may be looked at for energy savings. The requirements of these specifications will need to be incorporated into the design documents and final construction.

2.1 Design

Discuss your firm’s design approach.

2.2 Product Selection

Discuss your firm’s product specification procedures.

2.3 Construction

Discuss your firm’s construction approach, including:

● Work plan development and coordination of identified client work requirements

● Communication with users and facilities personnel throughout process

● Methods of procedures submittals and approvals

● Support for client calendar and events

● Safety practices and procedures

2.4 Closeout

Discuss your firm’s approach to the following critical closeout activities:

● Systems Commissioning

● Owner Training

● Post-Implementation Report, which is a reconciliation of the EPC savings guarantee with any modifications during project implementation.

● Provision of Record Documents – i.e. As-Builts /Operation & Maintenance manuals

2.5 Measurement and Verification

Discuss your firm’s approach to measurement and verification. Describe how your team works with clients to identify and report on energy savings and/or potential energy savings shortfalls.

2.6 Other

Discuss your firm’s experience in other, supporting areas, such as:

● Staff Engagement

● Behavior Modification

● Additional Value – Provide information on additional value the ESCO may offer ASU

3. COST AND PRICING

Note: In accordance to the Colorado Open Records Act (CORA), C.R.S. § 24-72-201:206, it is advised that the issuer of this RFP share its procurement department’s policy on what will/will not be subject to public inspection.

3.1 IGA Pricing

The CEO has standard pricing for IGAs, based on the location and square footage of the public sector commercial building to be audited. (See following table.)

Standard IGA Pricing Table

Tiered Pricing

($/sq ft)

Total Facility Square Footage

Under 250K 250 – 500K 500K +

Distance from CEO

1580 Logan, Denver

Under 75 miles $ 0.250 $ 0.225 $ 0.200

75 – 150 miles $ 0.275 $ 0.250 $ 0.225

Over 150 miles $ 0.300 $ 0.275 $ 0.250

All ESCO’s submitting proposals will use CEO’s IGA pricing structure in their proposals.

Audit pricing for other facilities will be discussed and negotiated only after Notice of Apparent Awardee is issued. Do not make any reference to this pricing in the proposal.

3.2 Project Pricing

Please use Attachment B: Cost and Pricing Tool to identify the percentages proposed for this specific project that are equal to or less than the maximum rates stated in your Base Contract with CEO, based on the size, scope and location of the specific project.

3.3 Annual Costing

Provide estimated anticipated costs for Warranty, Measurement and Verification, and other pertinent categories below and how they are determined and applied to a project. Costs for the project shall not exceed the maximums established in the table below.

Determination of annual costs may be challenging without knowing project scope; therefore, elaborate on how annual pricing is determined.

Category of Annual Cost Total Annual Cost How Price is

Determined

Years Applied

(One-time, Annual, etc.)

Warranty

Measurement and Verification

Other:

4. BEST VALUE

Briefly describe how the company’s approach to performance contracting delivers best value for the investment. The responding company shall also describe any utility rebates or other financial incentives or grants it can potentially provide and/or facilitate.

ATTACHMENT A: BUILDING & FACILITY INFORMATION; BUILDING KWH USAGE WORKBOOK

Building Name

Square Feet Date Built Projects

1424 Second Street - Migrant Ed 1,275 1926

301 Edgemont Blvd. 1,055 1935

74 Monterey 1,492 1959

94 Monterey 1,493 1952

ASU Theatre 20,623 2001 Upcoming boiler replacement

Community Outreach 5,660 1956 Program plan in progress for CDC request for remodel

Computing Services 6,098 1958 Will be renovated fall 2024

Conour Hall 20,047 1961

Coronado Hall 101,973 1968

Coronado/Girault Addition 5,200 1995

East Campus 35,067 1954

Facilities Services 23,701 1946 Will be replaced with new construction

Faculty Drive Apartments 53,419 1960

Faculty Residence No. 1 1,580 1961

Faculty Residence No. 2 1,250 1955

Fine Arts Building 45,815 1960

Gingerbread House 2,048 1954

Girault Hall 34,377 1957

High Altitude Center 63,324 2013

Houtchens Hall 22,404 1962

● See attached Excel spreadsheet with historical power usage for campus buildings (2017-current).

Leon Memorial 5,615 1968

Marvel House President's Residence 6,551 1931

McCurry Commons 4,100 1995

McCurry Hall 24,288 1962

McDaniel Hall 70,696 1967 Recently installed new boiler

Moffatt Hall 24,288 1962

Music Building 17,449 1957

Nielsen Library 77,058 1973 Recently installed new boiler

Observatory 375 2014

Petteys Hall 16,934 1958

Plachy Hall 121,960 1965 Recent HVAC upgrade complete

Porter Hall 65,153 1998

Residences at the Rex 70,000 2010

Rex Activity Center 19,557 1939

Rex Stadium 10,419 1949

Richardson Hall 84,323 1924

Savage Hall 24,288 1962

School of Business 25,245 1954 Upcoming boiler replacement

Student Union Building 95,759 1960

Zacheis Planetarium 4,942 1964

ATTACHMENT B: CEO EPC COST AND PRICING TOOL

CEO’s Cost and Pricing Tool, a Microsoft Excel workbook, is attached. Please read the Overview and

Instructions and Definitions tabs before completing the spreadsheets. Return the completed workbook with your proposal.