ATTACHMENT I - TECHNICAL SUBMITTAL 26-189 ESCO EPID RFQ Final.docx

ATTACHMENT I - AGENCY RFQ NUMBER 26-189 ESCO EPID; OREGONBUYS SOLICITATION NUMBER S-33000-00018034

ATTACHMENT I

TECHNICAL SUBMITTAL (QUALIFICATIONS & APPROACH)

Please provide responses to each category listed below. Number and title each response to match its corresponding category.

1. GENERAL QUALIFICATIONS

a. Personnel Information Provide the following information as it relates to your general approach to an EPC project.

1) Full-Time Personnel Indicate the number of full-time personnel employed by your firm. Also, indicate the current number of Oregon staff that will be dedicated to these EPC projects and specifically, include name(s) of any and all Oregon-licensed design and engineering professionals. If staff for Oregon projects will come from out of state, please identify these staff members and explain how their travel costs will be covered.

2) Qualifications and Experience of Key Personnel Identify Key Personnel who will have the primary responsibility for each task and phase of an EPC project including Client/Project management, Technical Energy Audit (energy auditor) and Project Development Plan, engineering design, construction management, construction and commissioning, training, and post-construction monitoring and verification.

I. Create a table that forms a concise summary representing all Key Personnel, in a format similar to the table shown below.

Role (and minimal qualifications, if any)

(level and type). Include relevant professional designations

Energy Auditor*

Engineering Design

Construction Management

Commissioning**

Post-Construction Monitoring

Project Manager

* Requires 4 years of full-time equivalent experience with technical degree or 6 years of full-time equivalent experience without technical degree ** Requires 6 years of full-time equivalent experience with technical degree or 10 years of full-time equivalent experience without technical degree

II. For each of the individuals listed above, include a brief summary that includes:

· Name and Title

· Intended roles and responsibilities for the duration of the ESCO Prequalification Agreement, including any Supervisory responsibilities.

· Educational background and professional designations. Include any specific qualifications related to the roles and responsibilities listed above.

· Past experience and employment. Include responsibilities and number of years of relevant experience, list of projects the individual was associated with during the last five (5) years including type of project and project costs.

· Copy of the individual’s current resume.

· Staff member location

III. Include an organizational chart of the proposed project team, including all Key Personnel at a minimum. This information is not included in the 20 page limit, but must be itemized on the Attachments List (described in Section 3.2 of the RFQ).

3) Areas of Expertise Provide detail of your firm’s expertise related to potential energy and water improvements in facilities. Include specialized areas of expertise that might be relevant to an EPC project (HVAC systems, control systems, lighting design, building envelope, water conservation, etc.). Also describe the professional and skilled trades that your firm customarily performs using in-house employees.

4) Subcontractors I. Describe the nature of construction-related or other work typically conducted by subcontractors. Discuss your flexibility in selecting subcontractors local to Contracting Agencies’ geographic areas. Discuss the areas of expertise that these firms will provide for the EPC projects.

II. List all subcontractors that your firm has used for EPC projects in the last three (3) years. If your firm has used more than 15 subcontractors, list the most recent 15 subcontractors.

5) Sub-consultants I. Identify any sub-consultants your firm plans to use for EPC projects, as well as categories of technical services or design-related services that will be performed by sub-consultants. Discuss the areas of expertise that these firms will provide for the EPC projects.

II. List all sub-consultants that your firm has used for EPC projects in the last three (3) years. If your firm has used more than 15 sub-consultants, list the most recent 15 sub-consultants.

b. Project History Describe all Energy Savings Performance Contracts that your firm has managed within the last three (3) years. Only include those contracts that were managed by the specific division or branch office that will be assigned to EPC projects resulting from this RFQ, and more specifically, those managed by Key Personnel who will likely be assigned to these EPC projects. Include the following information for each project:

1) Project Identification Name the project owner, type of facility (office, hospital, school, etc.), and provide the location (city, state).

2) Project Dates Project start and end dates and construction start and end dates. Indicate whether the project was completed and accepted by owner on schedule. If not, please explain why.

3) Project Size Number of buildings and total square footage.

4) Project Dollar Amount Provide the total contract amount and the total project capital expenditure amount.

5) Source of Funds State the source of funds used for the project and your firm’s role, if any, in securing those funds.

6) Contract Terms State the type of guarantee contract (stipulated or measured savings, etc.), the duration of the contract term, and the how project was financed, and any terms relating to how accrued costs or expenses would have been divided in the event of termination or cancellation of the contract, what options the client had for rejecting recommended measures, and what penalties would have applied if energy performance was not met.

7) Technical Design Personnel Include names of licensed design and engineering professionals associated with project. If not in-house, list design professionals/firms with whom your firm has subcontracted for these services in last three (3) years.

8) Project Analysis Fully describe the analysis and calculations undertaken in the TEA to determine project feasibility.

9) List of Improvements Fully describe the energy conservation measures, alternative energy measures, water conservation measures, and operational improvements related to energy and water cost savings. Also detail any measures that were not accepted by the client.

10) Savings Summary Summarize savings results in a Savings Summary Table as shown, below. Include the following information:

i. Projected annual savings resulting from project.

ii. Guarantee annual savings.

a. Also describe how the guarantee functioned and if your firm was or may be required to pay funds to meet the guarantee.

iii. Describe if savings were measured or stipulated.

iv. Actual annual savings resulting from project. Provide additional years of savings if available. Also, address any savings shortfalls that occurred and describe how they were resolved.

Project Name: _______________

Savings Summary Table

Year #1

Year #2

Year #3+

11) Project References Provide the names, addresses and current telephone numbers of three (3) owners’ representatives AND three (3) subcontractor or sub-consultant representatives from the projects identified herein.

The references should be from three (3) comprehensive energy saving projects of varying size, scope and complexity. These references (Attachment D) will be used to help determine ESCO Prequalification Agreement awards.

2. PERFORMANCE CONTRACTING APPROACH

a. Project Approach (not to exceed four (4) pages of the overall 20-page limit)

1. Summarize how the required scope of EPC Services (TEA, PDP, design construction, commissioning, M&V, training, financing, etc.) is typically organized and managed for an EPC project.

2. Provide a sample project schedule (not counted in the 20-page limit).

3. Include a project flow chart detailing project phases and staff associated with managing those phases.

4. Briefly describe how your approach to performance contracting delivers best value for the investment.

5. Detail any specific benefits your firm can offer a Contracting Agency through their use of EPC as opposed to Design-Build or Design-Bid-Build Contracts. Benefits can include such things as general coordination of work across multiple disciplines, procurement, energy auditing experience, risk analysis, measurement and verification services, general contracting abilities, etc.

b. Technical Design Describe your firm’s general approach to technical evaluation and design. Describe how the technical design is integrated with energy analysis, engineering, project finance/economics, and project construction.

c. Technical Energy Audit (“TEA”)/ Project Development Plan (“PDP”) and Work Sample

1. Describe your experience in developing TEAs and PDPs. Describe your approach to developing a TEA and PDP for a facility and how this ties into the design aspect of your technical design approach. Specifically list how your TEA is different from your PDP and what additional value the PDP brings to a project.

2. Provide a recent sample of a TEA and PDP from the same project (not counted in 20-page limit). The samples should be for a comprehensive energy conservation projects that affected two or more energy-using systems, including building envelope, lighting, and HVAC systems and controls. The samples must include detailed energy and economic calculations.

d. Baseline Adjustment Calculation Methodology

1. Describe any method(s) used to adjust the energy, water and operations baseline due to such factors as weather and facility use changes during the performance period. Fully describe factors that would necessitate adjustment. All baseline adjustments must be thoroughly analyzed and all documentation must be provided.

2. Provide an example from a single facility. This is counted in the 20-page limit.

e. Dollar Savings Calculations Describe how your firm assigns dollar values to any energy, water, and operational savings. Detail any statistical models utilized to provide the probabilities around estimated savings.

f. Guaranteed Savings Calculations List all procedures, formulas and methodologies including special metering or equipment your firm will use to calculate energy and water savings. Include assumptions made in the calculations. Provide comprehensive samples of calculations for measures such as lighting, boilers, chillers, motors and drives, controls, ventilation and envelope measures.

g. Training Provisions – Operations & Maintenance Plan

1. Describe your firm's capabilities in providing technical training for a facility owner, operation, and maintenance personnel. Describe your firm’s experience with past projects and involvement in developing training manuals/materials for facility staff.

2. Describe your firm’s experience in procuring and managing training by specialty contractors.

3. Briefly summarize your approach to Operations and Maintenance. Include a brief overview of your typical Operations and Maintenance Plan.

4. Provide a sample training plan and O&M plan from a project (not counted in the 20-page limit but must be itemized on the Attachments List (described in Section 3.2 of the RFQ).

h. Measurement and Verification (“M&V”) Method and Work Samples

1. Describe the methodology proposed for ongoing M&V of the performance of each Energy Conservation Measure (“ECM”) recommended, including the frequency of such efforts. The M&V plan should follow industry-accepted best practices and be commensurate with the size and complexity of the project. Note which of these industry standards is used:

· The International Performance Measurement and Verification Protocol (IPMVP 2022)

· ASHRAE Guideline 14: Measurement of Energy, Demand, and Water Savings (2023)

· Federal Energy Management Program M&V Guidelines Version 4.0 (2015)

2. Provide three (3) sample M&V reports from separate comprehensive EPC projects for which key personnel from your proposed division or branch office team have completed the M&V (not counted in the 20-page limit). Your firm must have completed at least one year of M&V for a minimum of three separate projects and locations (e.g., three facilities at one campus does not qualify). Describe the types of services included in the scope of work of Phase 3, M&V. Describe the owners’ and maintenance staffs’ responsibilities.

i. Project Cost Savings Guarantee Calculations Describe your firm’s procedures and schedule for measuring financial performance of projects. Describe how the guarantee provisions work in the event that project results vary from projections, especially with regards to project cost savings. Also describe how excess savings will be documented for owner’s benefit.

j. Pricing Information

1. Describe the methods used for calculating your firm's fees. List your typical percentage markups for each of these categories: overhead, profit, internal labor, equipment and materials purchased, and subcontract labor and materials. Include additional cost categories if they are relevant to your pricing model.

2. Describe the specific services for which your firm would be paid over the contract term. Agency has the right to reject any submittal if costs or overall price are found to be unreasonable, in Agency’s sole discretion.

3. Describe contract terms that apply in the event of cancellation or termination of the contract, or in the event that the client rejects any recommended energy conservation measures.

4. Describe how the post-retrofit Measurement & Verification annual fee is determined. This should include any cost for the services necessary after acceptance of the project to annually verify the Energy Performance Contract guarantees.

k. Contingency Describe your firm’s typical level of contingency budget for lighting, electrical, mechanical, controls projects, and other projects and how it proposes to apply contingency to cover changes in work scope and subcontractor change orders.

l. Open Book Pricing Open book pricing is required. Describe your firm’s approach to and experience in providing open-book pricing. Describe method for maintaining cost accounting records on authorized work performed under actual costs for labor and material, or other basis requiring accounting records.

m. Billing and Invoices Describe your standard billing procedures and attach a sample invoice (not counted in the 20-page limit). Provide an example of your project cost tracking and billing progress accounting (not counted in the 20-page limit). Clearly describe how incidental and ancillary work will be charged (billed hourly, billed as a markup of equipment and labor costs, etc.).

n. EEM Vendors Describe the product vendors your firm uses for projects and how the vendors are chosen.

o. Provision of Warranties State the nature and term of all warranties that would apply to an EPC project. Describe how warranty cost is determined. Warranty should include cost associated with time anticipated to be expended by firm in supporting their direct purchase equipment warranties, and/or equipment provided by subcontractors, costs for extended equipment warranties (when required equipment warranty is longer offered by the manufacturer).

p. Sustainability Describe your consideration of life cycle cost in selecting equipment and materials. Describe your experience in construction recycling and overall project sustainability.

AGENCY RFQ NUMBER 26-189 ESCO EPID; OREGONBUYS SOLICITATION NUMBER S-33000-00018034 Page 1 of 3