TOWN OF WEST HARTFORD

REQUEST FOR PROPOSALS

FOR

Qualified Energy Service Provider (QESP)

BID # 270000

Bid Submission Due Date August 27, 2026, at 2:00PM EST

INFORMATION

BID# 270000

“REQUEST FOR PROPOSALS FOR Qualified Energy Service Provider (QESP)”

ALL QUESTIONS TO

All questions must be submitted in writing through the Town’s Bidding Portal, by August 21, 2026, by 4:00PM.

Do not email questions to the Purchasing Office.

1. Electronic bids marked Qualified Energy Service Provider (QESP) #270000 will be received electronically through the Town of West Hartford's bidding portal until 2:00 PM on August 27, 2026.

In order to provide an electronic submission, you must be registered in our vendor database using the following link https://vendors.planetbids.com/portal/87556/portal-home. Please see the vendor registration instructions. Once registered, you will gain access to the bid and the bid documents.

If you have questions regarding electronic submission, please do not hesitate to contact Planetbids using the “Help Center” icon or call 818-992-1771.

2. A pre-bid meeting will be held on July 9, 2026, via Microsoft Teams at which time questions concerning the project will be answered. The link is available on the bidding portal.

3. No bid may be withdrawn for a period of ninety (90) days after the opening of bids without the approval and written consent of the Town of West Hartford.

4. The right is reserved to reject any and all bids, to waive any informalities in the bidding and to make awards in any manner that is the most beneficial to the Town.

5. The work described herein shall be completed as required. Unless otherwise stated, time is of the essence.

6. All prospective Bidders are hereby notified that blasting is not permitted on this project.

7. Performance Labor and Material Payment Bonds: The selected Contractor shall provide performance, labor, and materials bonds, each issued by a Town approved surety company authorized and licensed to do business in the State of Connecticut. The bonds or renewals, extensions, or replacements thereof shall remain in full force and effect for the Term of this Agreement and any mutually agreed extensions or renewals thereto.

• Performance Bond. The performance bond shall require the Contractor to well and truly perform and satisfy the Scope of Services at the times and in the manner prescribed, or the surety shall pay over, make good, and reimburse the Town for all loss and damage which the Town may sustain by reason of failure or default on the part of the Contractor under the provisions of this Agreement

• Labor and Material Payment Bond. The labor and materials payment bond shall require the Contractor to pay promptly for all materials furnished and labor supplied or performed in the prosecution of the work included in this Agreement, and the Contractor fails to do so, the surety shall make that payment.

8. Overtime Engineering Inspection Fees

The charge payable to the Town by the Contractor for engineering and inspection services performed by Town personnel on holidays and when Town employees are required to work in excess of 37.5 hours per week as a result of the Contractor's work schedule will be:

Between 37.5 and 40 hours - the then actual hourly rate of the inspector.

Over 40 hours - 1.5 times the then actual hourly rate of the inspector.

Holidays - 1.5 times the then actual hourly rate of the inspector.

Reference Information for Bidders Section 2.02.24.

Tara.Cummins Cross-Out

Bidder Response Form 2 | P a g e

BIDDER RESPONSE FORM

BOND INFORMATION if applicable

Bid Surety - 10% Bond Attached (yes/no) Cashier Check Attached (yes/no)

Cost of Performance Bond included in base bid (if applicable) $ Per thousand

List up to six past contracts of this type/size your firm has completed within the last three (3) years

Project Date Contact Person Phone No.

PLEASE COMPLETE THE FOLLOWING INFORMATION.

FAILURE TO RESPOND TO ALL ITEMS MAY RESULT IN THE REJECTION OF YOUR RESPONSE.

Vendor Name Trade Name if applicable

Address

Phone # Email Address

Contact Person Tax ID#

Number of years in business: Bid# Project Name:

STATUS OF THE BUSINESS AND ITS CURRENT STANDING WITH THE SECRETARY OF STATE'S OFFICE

Connecticut Businesses Yes No

Are all required filings current with the Secretary of State and will the Secretary of State be able to issue a Certificate of Legal Existence?

Out of State (foreign) Businesses Yes No

Have you filed a Certificate of Authority / Application of Registration with the Connecticut Secretary of State? If so, submit a copy of your filing with your response. If not, submit a copy of your Certificate of Good Standing from your state of incorporation.

DAS CONTRACTOR PREQUALIFICATION if applicable

(required for construction / infrastructure projects only) (non-highway construction projects >$1,000,000)

Circle one

DAS prequalified? (yes/ no) Certificate attached (yes/no) Update Statement attached (yes/no)

You certify that there has been no substantial change in your financial position or corporate structure since your most recent prequalification certificate was issued or renewed, other than those changes noted in the update statement (attached).

Yes No

Bidder Response Form 3 | P a g e

SCHEDULE OF BIDS (if applicable) BASE BID NO. 1 For furnishing all labor, materials, equipment and all else whatsoever necessary to perform all work described in the Contract Bidding Documents for ___________________________________ BID #_____________________

(project name)

(written)

(written)

FOR THE LUMP SUM OF

DOLLARS ($________________)

ALTERNATE BID (if applicable)

FOR THE LUMP SUM OF

DOLLARS ($________________)

UNIT PRICING (if applicable)

ORGANIZATIONAL STRUCTURE OF BUSINESS ENTITY (select one)

Limited partnership (LP) General partnership (GP)

Limited liability corporation (LLC) Limited liability partnership (LLP)

Corporation Individual doing business under a trade name (sole proprietor)

BUSINESS AFFILIATIONS if applicable

Indicate the principal place of business of the parent company and the name of agent for service.

Is your local organization an affiliate of a Parent company? Yes No

Parent Company Business Name

Address

City State Zip

Name of Agent

List all Affiliated Businesses if applicable (attach additional sheets as necessary):

Business Name Address Ownership Interest %

Bidder Response Form 5 | P a g e

CERTIFICATION

The Undersigned hereby certifies that they are the only duly authorized representative/agent of the vendor and have the authority to sign this form and make these certifications on behalf of the vendor.

Vendor acknowledges receipt of all bidding documents and addenda, if applicable during the bidding period, issued during the bidding period and understands that they are a part of the bidding documents.

The undersigned hereby declares that they are thoroughly familiar with the specifications, the various sites, the Town’s requirements, and the objectives for each element of the project item or service and understands that in signing this proposal all right to plead any misunderstanding regarding the same is waived. The undersigned further understands and agrees that they will furnish and provide all the necessary material, machinery, implements, tools, labor, services, and other items of whatever nature, and to do and perform all the work necessary under the aforesaid conditions, to carry out the term of the agreement and to accept in full compensation therefore the amount agreed to by the vendor and the Town of West Hartford.

The undersigned further declares that these bidding documents are made without any connection with any other person or persons making any proposal for the same work and made without collusion or fraud; that no person acting for or employed by the Town of West Hartford is directly or indirectly interested therein, or in the supplies or works to which it relates, or will receive any part of the profit or any commission there from in any manner which is unethical or contrary to the best interest of said Town of West Hartford.

The undersigned additionally declares that they are not debarred or suspended, or otherwise excluded from, or ineligible for, participation in Town of West Hartford, State of Connecticut or federally funded projects. The vendor agrees that by affixing their signature to this request for bids, the authorized signatory grants approval to the Town of West Hartford to obtain third party credit reports for the purposes of assessing the financial capacity of the business entity tendering such bid to the Town

The undersigned certifies under penalty of false statement that the information provided in this response is true.

Submitted by (Signature)

Printed name and title Date

(Authorized Agent of Company)

TABLE OF CONTENTS

NOTICE

I. PROJECT NOTICES

II. INTRODUCTION AND BACKGROUND

III. REQUIRED PROCEDURES

IV. GENERAL INFORMATION

A. PROJECT PARAMETERS

B. SCOPE OF WORK

C. BONDING AND INSURANCE REQUIREMENTS

D. CONTRACT FINANCIAL STRUCTURE

E. CONDITIONS TO BE MAINTAINED

F. FINAL ACCEPTANCE REQUIREMENTS

G. PROJECT PHASES

V. THE SELECTION PROCESS

VI. RFP PROCEDURES

VII. PROPOSAL FORMAT AND CONTENTS

APPENDIX A: Facility Profile

APPENDIX B: Building Floor Plans

APPENDIX C: Energy Data

APPENDIX D: Capital Improvement Plan Info

APPENDIX E: School HVAC Inspection Reports

APPENDIX F: ECM’s to be Considered

TOWN OF WEST HARTFORD, CONNECTICUT

NOTICE TO QUALIFIED ENERGY PERFORMANCE SERVICES PROVIDERS

GENERAL INFORMATION AND REQUEST FOR PROPOSALS FOR AN ENERGY-SAVINGS

PERFORMANCE CONTRACT INCLUSIVE OF ENERGY EFFICIENT BUILDING UPGRADES

The Town of West Hartford is issuing this request for Proposals (RFP) for the selection of a Qualified

Energy Service Provider (QESP) to perform facility upgrades. Proposals must be submitted to through the

Town’s bidding portal no later than August 27, 2026 at 2:00 PM. Any late proposals will be returned unopened. You are invited to submit a proposal in accordance with this RFP for the following Project:

MUNICIPALITY-WIDE IMPLEMENTATION OF ENERGY SAVINGS MEASURES

ON AN ENERGY-SAVINGS PERFORMANCE CONTRACTING (ESPC) BASIS AT THE

TOWN AND SCHOOL DISTRICT OF WEST HARTFORD

An introductory meeting and pre-proposal review of the proposal requirements will be held virtually on

July 9, 2026, at 9:30 AM via Teams. The link is available through the bidding portal. All prospective proposers are urged to attend.

The Town reserves the right to amend this RFP for any reason or based upon questions and issues raised at the introductory pre-proposal meeting and/or received in writing during the proposal process. Participating

QESP’s represented at the meeting will receive any such amendments in writing. If you have any questions concerning this RFP, please submit all questions through the Towns bidding portal. Please note, all questions must be submitted in writing and received no later than August 21, 2026, at 2:00PM. Questions submitted after this date may not receive a response.

This RFP does not commit the Town to award a contract, pay any cost incurred by QESPs in the preparation of a proposal in response to this RFP, or to procure or contract for services. The Town intends to award a contract on the basis of the best interest and advantage to the Town, and reserves the right to accept or reject any or all proposals received as a result of this RFP, to negotiate with all qualified Proposers/Respondents

(hereinafter referred to interchangeably as “Proposer” and/or “Respondent”), or to cancel this RFP in part or in its entirety, if it is in the best interest of the Town to do so. The Town may select as the successful

Proposer that proposal which, in the Town’s sole discretion and with whatever modifications the Town and the Proposer may mutually agree upon, best meets the Town’s requirements whether or not that proposal is the lowest priced. No Proposer shall have any legal, equitable, or contractual rights of any kind arising out of its submission of a proposal except as and to the extent that the Town, in its sole discretion, shall enter into a contract with the Proposer that it selects as the successful QESP.

All contracts submitted as a result of this Request for Proposals are subject to the review and approval of the Town’s legal counsel.

50 SOUTH MAIN STREET

WEST HARTFORD, CONNECTICUT 06107

PROPOSAL INSTRUCTIONS AND CONDITIONS

REQUEST FOR PROPOSALS FOR AN ENERGY-SAVINGS PERFORMANCE CONTRACT

INCLUSIVE OF ENERGY EFFICIENT BUILDING UPGRADES

I. PROJECT NOTICES

Please note that this RFP requires adherence to the following conditions:

▪ The amortization period shall not exceed the term of the energy-savings performance contract.

▪ Rebates, grants, and incentives attributable to the Project shall be separate from the cost savings under the energy-savings performance contract but may be included in the cash flow pro forma;

this does not relieve the QESP from the responsibility to seek and obtain all available funds.

▪ The QESP must guarantee the recovery of contract costs from energy savings over the term of the energy-savings performance contract, which shall not exceed 20 years; and

▪ The QESP shall ensure that the project has a positive cash flow for each year of the project term.

Respondents shall be aware of and responsible for complying with all laws, rules, regulations and orders, as amended, that affect the scope of work to be performed pursuant to this Request for Proposals.

The Town reserves the right to accept this Proposal by item or as a whole, or at its discretion, reject any or all Proposals and to re-advertise for new proposals, if in its opinion the best interest of the Town is promoted. The Town reserves the right to waive any informality in any Proposal and to change the quantity or delete any item from the Proposal.

Any Proposal submitted cannot be withdrawn for ninety (90) days subsequent to the date of the RFP due date.

Respondents must become fully acquainted and familiar with the conditions as they exist and the character of the operations to be carried on under the proposed contract and make such on-site investigations as it deems fit so that the Respondent may fully understand the facilities, difficulties and restrictions affecting the execution of the work under these specifications.

Respondents shall thoroughly examine and be familiar with all the specifications. The failure or omission of any Proposer to receive or examine the specifications, or to visit the site and become acquainted with the conditions there existing, shall in no way relieve the Proposer from any obligations with respect to the performance of the proposed contract and the contemplated work therein, for the consideration set forth in this RFP.

Failure to complete and to follow the RFP format provides grounds for disqualification.

As with any capital construction project, the QESP should contact the Connecticut State Department of

Education, the Bureau of School Facilities, the City/Local Planning Department and other relevant agencies for guidance and requirements on the development and implementation of an energy-savings performance contract.

II. INTRODUCTION AND BACKGROUND

The objective of this RFP is to solicit proposals for a project to assist the Town to become as energy efficient as possible through installation of energy and water savings measures, upgrades, and implementation of optimal operation and maintenance procedures across the Town and School District facilities. The Town wishes to implement the proposed comprehensive energy project on an energy-savings performance contract basis. Only projects which have a return investment (of 20 years or less), and reduce real energy consumption, and are funded under a guaranteed performance basis will be considered.

The Project Goals include, but are not limited to: (1) improving comfort conditions and indoor air quality;

(2) replacing and/or upgrading old and/or inefficient systems; (3) improving utilization of technology; (4) upgrading heating, ventilating, and air conditioning systems where applicable; (5) offsetting future capital expenses (6) minimizing financial and technical risk; (7) establishing current base usage for energy (oil, gas and electricity); (8) reducing energy usage; (9) building electrification and (10) implementation of solar photovoltaic or battery storage technology.

Under this solicitation, it is expected that only one QESP will be selected to perform all of the work for the

Town, whether this work be performed in phases or as one comprehensive project, at the discretion of the

Town. The Town will consider energy-savings performance contract proposals based on a guaranteed savings agreement basis only. The Town requires an executory clause under which payments are subject to annual appropriations. It is expected that savings guarantees provided by the QESP selected will fully offset the project costs involved for the Town. It is also expected that any out-of-pocket expenses will be prohibited.

It is currently planned that the Town will finance and own any new equipment installed as a result of this

Project. The Town reserves the right to consider its options relative to the purchase, finance, and ownership of any new equipment installed.

All guarantees shall be first party guarantees with the QESP as first party. Proposers must demonstrate how the project proposed is guaranteed. Town will only consider contract proposals based on a first party guaranteed savings agreement. The firm proposing any guaranteed savings must directly maintain guarantee liability. No third-party guarantees will be accepted. The Town further reserves the right to finance and/or refinance any energy-savings performance contract, in part or in whole, as may be in the best interest of the Town to obtain the lowest cost possible. Such determination shall be at the sole discretion of the Town.

III. REQUIRED PROCEDURES

Communication Between Municipality and Respondent

All communications including questions to the Town relating to this RFP shall be in writing to through the

Town’s Bidding portal. The Town will provide written answers to questions to all Respondents received prior to the question due date.

The Town reserves the right to amend the RFP based on questions and issues raised prior to the Proposal

Due Date. The Town will provide such amendments in writing to all Respondents.

The Pre-Proposal Introductory Meeting

The Town will conduct a virtual introductory pre-proposal meeting relating to this RFP on July 9, 2026 at

9:30 AM via Teams. All prospective proposers are urged to attend.

Respondents with be provided data regarding all Facilities identified in the appendices, including specific addresses, square footage, floor plans, conditions, drawings where available, fuel type, actual fuel and electric consumption, and utility bills. The Town will also provide information about any current construction project under way or projects under consideration and any changes in occupancy. Any or all answers and/or clarifications relative to questions raised regarding this RFP and the Project will be issued in writing. Respondents shall not rely on any oral representations.

Walk-Through and Facility Conditions

Respondents shall be given access to walk through the Town and School District facilities for the purpose of gathering information and conducting a preliminary assessment of the energy efficiency opportunities available, including a list of the energy efficient measures to be implemented with the estimated implementation cost and the energy cost savings. This information shall be included in the Proposal.

Generally, walk-throughs must be performed during hours when school is not in session or times as mutually agreed upon with the District officials. For walk-throughs of the Town and School District of

West Hartford facilities, potential respondents are to contact Bob Palmer via email at

Robert.Palmer@WestHartfordCT.gov. Respondents shall also copy Justin Benoit on any and all requests at jbenoit@energiasaves.com.

Respondents must be fully familiar with the conditions as they exist and the character of the operations required as part of the Project and make such on-site investigations as they deem fit, so that the Respondents may fully understand the facilities, difficulties, and restrictions affecting the execution of the work required pursuant to the Project.

Respondents shall thoroughly examine and be familiar with the terms, instructions, and specifications included in this RFP, and any other information necessary to interpret this RFP and submit a responsive

Proposal.

Proposal Submission

Proposals must be received on or before the Proposal Due Date. All timely proposals will be considered to have been received on the Proposal Due Date, regardless of when a proposal is submitted. Late proposals will be returned unopened.

Electronic bids marked Qualified Energy Service Provider (QESP) #270000 will be received electronically through the Town of West Hartford's bidding portal until 2:00 PM on August 27, 2026.

By submitting a proposal, Respondent shall warrant and represent that it has become fully familiar with the conditions and operations related to the Project, including but not limited to the location, condition, layout and nature of the work required to be performed, the site, generally prevailing climatic conditions in the area, anticipated labor supply and cost, availability and cost of materials, tools and equipment, the character, quality and quantity of surface and sub-surface materials likely to be encountered, the character of equipment and other facilities needed for the performance of the Work, the specific conditions under which mailto:Robert.Palmer@WestHartfordCT.gov mailto:jbenoit@energiasaves.com the Work is to be performed, and all matters which may in any way affect the Work or its performance, and has examined the RFP and all information contained herein. The Respondent further represents that as a result of such examinations and investigations, it thoroughly understands the Project and its intent and purpose, and is familiar with all applicable codes, ordinances, laws, regulations, and rules as that apply to the Work, and that the Respondent will abide by same. The failure or omission of any Respondent to receive or examine the specifications, or to visit the site and become acquainted with the conditions there existing, shall in no way relieve the Respondent from any obligations relating to the performance of the Project

Work, or any contract related to the Project. No subsequent claims will be recognized for additional costs of labor, materials, appliances, equipment, etc., or for difficulties encountered that could have been foreseen had such an examination been made.

Proposal Review

The Town plans to review all valid and timely proposals, using the evaluation criteria defined in Section V.

Failure to meet the minimum qualifications set forth in Section V and follow the Proposal format in Section

VII may be grounds for disqualification. The Town reserves the right to waive any informality in any proposal and to change the quantity or delete any item from the proposal.

Right to Modify or Reject

The Town reserves the right to accept this Proposal by component or part or whole or, at the Town’s discretion, reject any or all proposals and to re-advertise for new proposals, if in its opinion the best interests of the Town are promoted.

This RFP does not commit the Town to award a contract, pay any cost incurred in the preparation of a

Proposal, Comprehensive Energy Audit, or to procure or contract for services.

Engineering Services

The QESP shall use and fund the services of the Municipality’s Owner’s Representative and Engineer, Energia, to develop and manage the project for the Town and School District; and to supervise and approve the preparation of the plans and specifications to be developed by the QESP for all Energy Conservation

Measures (ECM) proposed. The cost shall be 5% of construction costs for projects $10 million or greater, 6% of construction costs for projects $7 to $10 million, and 7% of construction costs for projects less than

$7 million in accordance with the following fee schedule:

30% upon Town signing contract with QESP

30% upon submittal of plans and specifications (Payment shall be made incrementally on a pro-rated basis)

30% upon approval of plans and specifications (Payment shall be made incrementally on a pro-rated basis)

10% upon substantial completion (as mutually agreed upon between QESP and Energia or upon approval of payment application representing 95% project completion)

Note: Each of the payments shall be made, by the QESP, to Energia within 30 days of receipt of invoice.

Invoices that have not been paid by the QESP within 45 days of receipt of such invoice shall be subject to interest at the rate of 18% per annum.

Accordingly, the QESP will fund the services of Energia as a representative of the Owner, to provide project management, administration and supervisory review of all necessary plans and specifications as the Town’s independent engineers.

In addition to any other legal requirements, concerning energy performance contracts, Energia, the Owner’s

Representative shall certify that he or she is free from financial interest in the QESP which conflicts with the proper representation of the Town and that full disclosure has been made to the Owner detailing all financial compensation received from the QESP as required by this RFP and future QESP contract.

IV. GENERAL INFORMATION

Proposals are requested for the provision of services for the reduction of energy consumption and for maintenance and operational services on a performance contracting basis at buildings and facilities owned by the Town. Specifically, the QESP selected as a result of this RFP will be expected to:

A. Project Parameters

Provide comprehensive energy services for buildings and facilities serving the Town, including but not limited to:

▪ Performance of an Investment Grade Energy Audit, also referred to as a

Comprehensive Energy Audit.

▪ Services in connection with the design and specification of equipment and systems to be used in providing energy efficiency services, including approval and permitting by the Authority Having Jurisdiction (AHJ), as applicable.

▪ Procurement and installation of new equipment and refurbishing existing equipment. All new and refurbished equipment must be consistent with the existing equipment at the Town.

▪ Commissioning of the equipment, as per USGBC-LEED and ASHRAE Guideline

I.1-2007 standards.

▪ Preventive and emergency maintenance and servicing of the equipment installed only through warranty period and no reductions in staffing.

▪ Staff training.

▪ Services in connection with arrangement of financing of the equipment.

▪ Energy savings performance guarantees.

▪ Identification of available financial incentives or rate reductions from companies supplying oil, gas, electricity, or transmission or distribution service for gas or electricity.

▪ The QESP must work cooperatively with facility management and the Town in coordinating this project.

▪ All paperwork necessary for obtaining a building permit and assistance in obtaining any form of energy aid available.

▪ The QESP has the obligation to determine if hazardous materials/wastes will be disturbed or handled/disposed of in performing the project. Hazardous materials/wastes include, but is not limited, to asbestos, lead paint, mercury and

PCBs. If hazardous materials/wastes must be disturbed, removed and/or remediated and/or or disposed of, the QESP must advise the Town beforehand and perform such activities in accordance with all federal and State regulations and pay for the cost of said activities. A copy of the Municipality’s Asbestos Hazard

Emergency Response Act (AHERA) reports are available in hardcopy at 17

Brixton St. West Hartford, CT 06110. Please contact Bob Palmer via email at

Robert.Palmer@WestHartfordCT.gov. Respondents shall also copy Justin Benoit on any and all requests at jbenoit@energiasaves.com.

▪ Operating and Maintenance (O&M) costs generally shall not be included in cash flow or ECM proposals. Estimates of O&M cost savings may be listed for informational purposes only, however O&M will be permissible for interior and exterior LED lighting only and may be included in the cash flow. O&M calculations must be clearly documented to be accepted.

▪ Interest or Discount Rates shall be assumed to be 4.25%.

▪ Financing Term shall be assumed to be 20 years.

▪ Two percent (2%) escalation of energy cost per year is permitted.

▪ No escalation of project costs or maintenance costs.

▪ List estimate of available rebates. Subtract estimated rebates from Total Project

Cost to determine Net Project Cost upon which lease payments are based.

▪ Heating season should be generally assumed to be: September 15 to May 31.

▪ Cooling season, as applicable should be generally assumed to be: June 1 to

September 15.

▪ Operating hours shall be derived from the chart provided in Section E - Conditions to be Maintained which outlines the hours of operation by facility/facility type.

Actual baseline operation hours must be determined for each building and area and refined during the audit process by the QESP.

▪ Please assume one year of interest accrual for the construction period in your financial Pro-Forma.

▪ Please use the Town’s most recent provided fiscal year as the baseline for your energy usage in the QESP project response. The yearly energy use shall be based on 12 months beginning on July 1 and ending on June 30.

▪ Please include Measurement and Verification (M&V) costs for 3 years as part of your proposal. M&V methods must be in accordance with the International

Performance Measurement and Verification Protocol (IPMVP) as appropriate.

Indicate in your RFP response the M&V Option being employed for each measure.

Options B or C should be employed for all major fuel-side (thermal) saving measures. Option A may be employed for electrical savings as appropriate. At no time may measures be simply noted as “stipulated savings”.

▪ Please break out all proposed Energy Conservation Measures, ECM’s (electric, thermal, or water) separately, noting savings and costs for each individually.

▪ Please include a chart clearly signifying the positive environmental impact of your proposed ESPC.

▪ All proposals shall be self-funding on an annual basis. All annual revenues must be greater than all annual costs.

▪ A blended $/kWh rate shall not be used for any energy savings calculations.

▪ All additional annual periodic maintenance costs incurred as a result of the installation of any ECM shall be clearly indicated and included in the simple payback calculation.

▪ QESP is encouraged to include the financial impact of all local utility, State, and

Federal rebate and incentives, as applicable including those associated with School

Construction Grants. West Harford’s 2026 General Construction reimbursement rate is 37.86%. QESP shall provide a breakdown of all rebate/incentive monies outlining, at minimum, the anticipated percent reimbursement, anticipated reimbursement value ($), QESP experience/knowledge regarding the program, and commitment to requirements in order to secure the proposed reimbursement value.

▪ Solar Structural Feasibility Study: The selected QESP will be responsible to perform a structural feasibility study for the solar during the Comprehensive mailto:jbenoit@energiasaves.com

Energy Audit phase. The selected QESP is responsible for the cost of this study and it shall include review of structural drawings and also on-site investigation of the structural steel members to identify allowable additional loads (PSF) for each section where solar is proposed for the Comprehensive Energy Audit. The structural feasibility study shall account for roof live loads, roof dead loads, and roof snow loads and shall calculate the allowable remaining load for each unique area of each building where solar is proposed.

▪ A solar monitoring system/dashboard must be provided for the Town’s continued use in efforts related to tracking energy and environmental benefits, as well to serve as an education tool.

▪ QESPs are requested to submit two project proposal options: one based on an entirely self-funding scope of work and another which accounts for the inclusion of Town capital contribution in line with funds attributed to specific measures in the Town’s Capital Improvement Plan (CIP), included in Appendix D – Capital

Improvement Plan Info. Each option should include a separate ECM matrix and cash flow pro forma. Measures may be bundled together in Section B-2 of your proposal, but should clearly delineate which measures are included in your base proposal versus those included in your alternate option proposal.

B. Scope of Work

Identify the most effective measures that can be taken to reduce consumption and costs for heating, cooling, ventilation, lighting, water heating, water consumption, and other energy uses in each facility. The proposal should address consumption of all energy sources including oil, gas and electricity. Measures may involve controlling, modifying, adding or replacing equipment and systems. Establish consumption levels for all current services as a baseline for measurement of savings. At this phase of the project, the Town desires to undertake the largest possible project without deficit or negative cash flow at any time during the project term, as opposed to a maximization of cash flows.

The technical strategies addressed by the proposal must include, but are not limited to, the following items:

• Lighting and lighting controls, including fixture replacement, occupancy sensors and day lighting.

• Traffic signaling, flashers and road signage.

• Demand limiting strategies, including cogeneration and scheduling of process equipment, if appropriate.

• Photovoltaic systems installation.

• Geothermal systems installation.

• All major heating and cooling equipment, including, HVAC, air handling and related insulation.

• Installation of computerized environmental control and energy management systems and calibration and repair of existing temperature control systems.

• Envelope components such as roofs, doors, windows, insulation and weatherization.

• Assistance with the procurement of electric, gas, oil, biofuels and other utilities.

• In a building served by a steam system, the condition of the system, traps, condensate, pumps, etc. or steam conversion.

• Possible replacement or refurbishment of unit ventilators.

• Evaluate both boiler/burner replacements versus burner replacements where applicable.

• Roof replacements.

• Boiler controllers.

• Energy savings measures noted in appendices should be considered as part of any proposal. If an item is considered, but determined not feasible for inclusion in the project, please provide a narrative explaining why in section B-2 of your response.

All applicable codes and standards must be adhered to. Existing ventilation code requirements not met shall be identified as such. Failure to do so may subject RFP submission to be non-complete.

The Municipality specifically request the following systems to be inspected and considered in RFP responses:

• Investigate the opportunity to upgrade existing lighting fixtures, both interior and exterior, to more modern LED Lighting Municipality-wide, including the implementation of lighting control systems and strategies. This should also include new lighting fixtures with occupancy controls in Gymnasiums and evaluation of existing stage lighting systems.

• Explore opportunities to improve/expand on the temperature control system(s) Municipality-wide, including, but not limited to, retro-commissioning of the existing control systems, expansion/implementation of new DDC controls system(s), and elimination of existing pneumatic controls, as applicable.

• Explore the opportunity to upgrade/replace existing HVAC equipment at Norfeldt

Elementary School, Bugbee Elementary School, and Whiting Lane Elementary School and add air-conditioning. Note, the District has performed a detailed assessment of the existing

HVAC system at each school which includes recommendations for a complete HVAC retrofit. For more information, refer to Appendix E – School HVAC Inspection Reports.

• Investigate the opportunity for Window Replacements, District-wide including Norfeldt

Elementary School, Bugbee Elementary School, and Whiting Lane Elementary School.

Additional opportunities for Window Replacements have been identified in Appendix D –

Capital Improvement Plan Info.

• Investigate the opportunity for Water Conservation measures including, but not limited to replacement of existing water-cooled refrigeration systems, as applicable.

• Investigate all opportunities to implement alternative and renewable energy technologies including, but not limited to, Roof, Carport, and/or Canopy solar arrays and Battery Energy

Storage Systems (BESS). Note: Information regarding the existing roof conditions has been provided as part of the RFP Appendices package; given the existing age and condition of roofs, QESPs shall consider a roof replacement/roof recoat measure in conjunction with any proposed roof-mounted solar, as applicable.

• Additional opportunities have been identified in Appendix D – Capital Improvement Plan

Info.

Note: The replacement of equipment or disturbance of materials is the QESPs responsibility and must be performed in a manner that prevents the release of asbestos, lead, PCB’s, mercury, and/or other hazardous materials and provide for their proper disposal. The Town requires a chain of custody of all materials from source removal to disposal.

Each building identified in this solicitation must be evaluated for any potential savings.

Building square footages, Contact Information and Energy Consumption/Cost Data, are included in the various appendices.

Proposals shall guarantee recovery of contract costs from energy savings realized by the Town during the term of the Energy Savings Performance Contracts (ESPC), which shall not exceed twenty years.

C. Bonding, Indemnification, and Insurance Requirements

Note: The Town reserves the right to amend/adjust requirements related to bonding and insurance at its discretion as part of the Comprehensive Energy Audit phase. By submitting a proposal, QESP agrees to these requirements, at a minimum, and agrees to negotiate any additional requirements that may be necessary in good faith.

Insurance and Indemnification Requirements:

For purpose of this Section, the term "QESP" shall also include their respective agents, contractors of any tier, employees, representatives; and the term "Town of West Hartford and West Hartford Board of

Education" (hereinafter called the "Town") shall include their respective agents, boards, commissions, contractors of any tier, counsel, directors, employees, officers and/or officials (appointed or elected), representatives and volunteers.

I. INDEMNIFICATION

To the fullest extent permitted by law, the QESP agrees to indemnify, defend and hold harmless the Town from and against all claims, damages, losses, and expenses, including but not limited to attorneys’ fees, court costs, or other alternative dispute resolution costs arising out of or resulting from the performance of Services under this Contract (1) provided that any such claims, damages, losses or expenses are attributable to bodily injury, sickness, disease, death, or personal injury, or property damage, and (2) are caused in whole or in part by the negligent acts, errors, or omissions of QESP, QESP’s subcontractor(s), or anyone directly or indirectly employed or hired by QESP or anyone for whose acts QESP may be liable, REGARDLESS OF WHETHER OR NOT CAUSED

IN PART BY THE TOWN. The Town reserves the right, but not the obligation, to participate in the defense without relieving QESP of any obligation hereunder.

To the fullest extent permitted by law, QESP agrees to indemnify and hold harmless the Town caused by any losses, liabilities, claims, lawsuits, damages, penalties, or fines, including but not limited to reasonable attorney fees, court costs, claim expenses, mediation and arbitration costs, arising out of the failure to render professional services, professional errors or omissions, noncompliance with applicable laws, statutes, codes, and regulations, negligence or wrongful act under scope of work for this Contract, in whole or in part, by the QESP, QESP’s sub-consultant(s), or anyone for whose acts QESP may be liable, or regardless of whether or not arising out of, in whole or in part, the negligence, errors or omissions of the Town unless such negligence, errors or omissions constitute gross negligence or intentional misconduct.

The Town reserves the right, but not the obligation, to participate in defense without relieving

QESP of any obligation hereunder QESP agrees this indemnity obligation shall survive the expiration or earlier termination of the Contract.

II. INSURANCE

SPECIAL ATTENTION IS CALLED TO THIS SECTION.

NOTE: QESPS ARE ENCOURAGED TO CONFER WITH THEIR INSURANCE CONSULTANT(S) TO

ENSURE COMPLIANCE WITH THE FOLLOWING SPECIFICATIONS:

1. QESP agrees at its sole expense to maintain on a primary basis, non-contributory basis during the life of any resulting contract the following insurance coverages, limits, including endorsements described herein. The requirements contained herein, as well as Town’s review or acceptance of insurance maintained by QESP is not intended to and shall not in any manner limit or qualify the liabilities or obligations assumed by QESP under the Contract. Any coverage maintained by the Town shall apply excess of, or contingent upon the absence of, insurance required or maintained by QESP. The QESP shall require all subcontractors to carry similar insurance coverages and limits of liability as set forth herein and adjusted to the nature of subcontractors' operations and submit same to the Town for approval prior to start of any work.

2. Additional Insured Endorsement. QESP agrees to endorse the Town as an Additional Insured on all policies (with the exception of Worker’s Compensation and Professional Liability) with the following, or similar endorsement providing equal or broader Additional Insured coverage, the CG 20 26 07 04, or CG 20 26 04 13, Additional Insured – Designated Person or

Organization endorsement; or the CG 20 10 07 04, or CG 20 10 04 13, Additional Insured –

Owners, Lessees, or Contractors endorsement, including the additional endorsement of GC

20 37 07 04, or GC 20 04 13, Additional Insured – Owners, Lessees, or Contractors Completed

Operations. The name of the organization endorsed as Additional Insured for all endorsements shall read “Town of West Hartford, West Hartford Board of Education”.

3. Commercial General Liability. QESP agrees to maintain Commercial General Liability at a limit of liability not less than $1,000,000.00 Each Occurrence, $2,000,000 Annual Aggregate.

QESP agrees its coverage shall not contain any restrictive endorsement(s) excluding or limiting

Product/Completed Operations, Independent Contractors, Broad Form Property Damage, X-C-

U Coverage, Contractual Liability or Separation of Insureds.

4. Umbrella or Excess Liability. QESP agrees to maintain either a Commercial Umbrella or

Excess Liability at a limit of liability not less than $5,000,000 Each Occurrence $10,000,000

Aggregate. The QESP agrees to endorse the Town as an “Additional Insured” on the

Commercial Umbrella/Excess Liability, unless the Certificate of Insurance states the

Commercial Umbrella/Excess Liability provides coverage on a pure/true follow-form basis, or the Town is automatically defined as an Additional Protected Person

5. Professional Liability. QESP agrees to maintain Professional (Errors & Omissions) Liability at a limit of liability not less than $2,000,000 Per Claim, $2,000,000 Annual Aggregate, or a $2,000,000 Combined Single Limit. For policies written on a “Claims-Made” basis, QESP agrees to maintain a Retroactive Date prior to or equal to the effective date of any resulting contract or agreement. In the event the policy is cancelled, non-renewed, switched to an Occurrence Form, retroactive date advanced, or any other event triggering the right to purchase a Supplemental Extended Reporting Period (SERP) during the life of this Agreement, QESP agrees to purchase a SERP with a minimum reporting period not less than three (3) years. The requirement to purchase a SERP shall not relieve QESP of the obligation to provide replacement coverage.

6. Contractor’s Pollution Liability. The QESP shall maintain Contractor’s Pollution Liability insurance with limits of not less than $2,000,000 per occurrence and $2,000,000 aggregate, on a project-specific basis and dedicated solely to the work performed under this Contract, unless otherwise approved by the Town’s Risk Manager. The policy must cover bodily injury, property damage, cleanup costs, disposal costs, non-owned disposal sites, defense costs, contractual liability, and completed operations for all work performed by or on behalf of the

QESP. The policy shall not contain any exclusions or limitations that restrict coverage for the scope of work under this Contract, and any such exclusions must be removed. The policy must be written on a “pay on behalf of” basis, not indemnity, and the insurer must have both the right and duty to defend the insured against covered claims. The policy shall not contain any provision or definition that eliminates coverage for third-party action-over claims, including those arising from injuries to the QESP’s employees. It must also state that insolvency or bankruptcy of the insured or the insured’s estate shall not relieve the insurer of its obligations.

The QESP shall maintain completed operations coverage for a minimum of two (2) years following final completion of the work, and evidence of coverage shall be provided to the Town prior to commencement and maintained continuously throughout the Contract and required post-completion period.

7. Business Automobile Liability. QESP agrees to maintain Business Automobile Liability, including the MCS-90 Motor Carrier Act Endorsement and/or CA 99 48 Pollution Liability -

Broadened Coverage For Covered Autos - Business Auto, Motor Carrier and Truckers

Coverage Forms Endorsement, at a minimum limit not less than $1,000,000 per occurrence providing coverage for damages against such third-party liability, remediation and defense costs. The QESP agrees the policy shall be endorsed to include Town as Additional Insured under CA 2048 Designated Insured Endorsement, or its equivalent

8. Worker’s Compensation Insurance & Employers Liability. QESP agrees to maintain Worker’s

Compensation Insurance & Employers Liability in accordance with Connecticut Statutes

Chapter 568, as amended. Policy shall include Employer’s Liability with minimum limits of

$1,000,000 each accident, $1,000,000 disease/policy limit, $1,000,000 disease/each employee.

Elective exemptions or coverage afforded through an employee leasing arrangement will NOT satisfy the contractual requirement.

9. Personal Property. All personal property of the QESP are the sole risk of the QESP. The QESP agrees to defend, hold harmless and indemnify the Town from any and all claims, compensation, costs, damages, fines, losses, payments, penalties of any kind, however caused, to any and all personal property belonging to the QESP.

10. Certificate(s) of Insurance. QESP agrees to provide Town a Certificate of Insurance evidencing that all coverages, limits and endorsements required herein are maintained and in full force and effect, and Certificates of Insurance shall provide a minimum thirty (30) day endeavor to notify, when a manuscript notice endorsement is available by QESP’s insurer. If the QESP receives a non-renewal or cancellation notice from an insurance carrier affording coverage required herein, or receives notice that coverage no longer complies with the insurance requirements herein, QESP agrees to notify the Town by mail, fax, or e-mail within five (5) business days with a copy of the non-renewal or cancellation notice, or written specifics as to which coverage is no longer in compliance. The Certificate Holder(s) address shall read:

Town of West Hartford

Attn: Risk Manager

50 South Main Street Room 221

West Hartford, CT 06107

Fax: 860-561-7499

RiskManagement@WestHartfordCT.gov

Failure to provide the required insurance, or to replace expired or terminated insurance, or to provide satisfactory certificates thereof, or to exhibit the policies if required, may, at the option of the Town, be held a willful violation of the Contract.

11. Claims-made Form. Insurance coverage written on a claims-made basis shall have a retroactive date that precedes the effective date of the underlying agreement. The QESP shall maintain continuous coverage or obtain an extended reporting period in which to report claims following end of the underlying agreement, for a minimum of two (2) years, except as defined otherwise in this exhibit.

12. Waiver of Subrogation. QESP agrees by entering into any resulting Contract to a Waiver of

Subrogation for each required policy herein. When required by the insurer, or should a policy condition not permit QESP to enter into a pre-loss agreement to waive subrogation without an endorsement, then QESP agrees to notify the insurer and request the policy be endorsed with a

Waiver of Transfer of Rights of Recovery Against Others, or its equivalent. This Waiver of

Subrogation requirement shall not apply to any policy, which includes a condition specifically prohibiting such an endorsement, or voids coverage should QESP enter into such an agreement on a pre-loss basis.

13. Right to Revise or Reject. Town reserves the right, but not the obligation, to revise any insurance requirement, not limited to limits, coverages and endorsements, or to reject any insurance policies which fail to meet the criteria stated herein. Additionally, Town reserves the right, but not the obligation, to review and reject any insurer providing coverage due to its poor financial condition or failure to operate legally.

14. Other Terms. Town shall have the right, but…