City of Decatur RFP _ Energy Service Provider.pdf

Request for Proposals for

Energy Services Provider (Prequalified by State of Georgia)

Issue Date: November 10, 2025

Proposal Due Date: December 5, 2025 @ 3:00 P.M.

The City of Decatur 509 North McDonough Street

P.O. Box 220 Decatur, Georgia 30031

City of Decatur

Energy Service Provider

Page 2 of 21 November 2025

TABLE OF CONTENTS

SECTION / ARTICLE PAGE

Table of Contents 2

RFP Schedule 3

Invitation 4

1. Instructions 5

2. Overview 6

3. Proposal Evaluation and Award Process 9

4. Proposal Deliverables and Submission 10

Attachments and Required Forms 14

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RFP SCHEDULE

Event Date Time

Owner issues RFP to eligible respondent-interested, prequalified ESPs Monday, November 10, 2025

Mandatory pre-proposal conference and facilities site visit Tuesday, November 18, 2025 10:00 AM EST

Deadline for submission of written questions from eligible ESPs Friday, November 21, 2025 5:00 PM EST

Owner provides any answers/clarifications via addendum/addenda Monday, December 1, 2025 5:00 PM EST

Deadline for submission of Proposals Friday, December 5, 2025 3:00 PM EST

Date planned for completion of Proposal evaluation and issuance of additional process information to up to 3 Finalists (including instructions and dates/times for interviews)

Friday, December 12, 2025 5:00 PM EST

Deadline for submission of written questions from finalist ESPs Thursday, December 18, 2025 3:00 PM EST

Oral interviews with finalist ESPs (as needed) Friday, December 19, 2025 10:00 AM est

Notice of intent to negotiate with selected ESP Tbd

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Energy Services Provider (Prequalified by State of Georgia)

The City of Decatur, Georgia (“City”) will receive proposals for Energy Services Provider services in the City Manager’s Office, 509 North McDonough Street, Decatur, Georgia 30030 until December 5, 2025, at 3:00 PM EST. The City is seeking the services of a qualified vendor to provide the services listed in this RFP for a proposed Energy Savings Performance Contract (ESPC).

Firms shall not discriminate against any employee or applicant for employment because of race, creed, color, religion, sex, national origin, age, or disability. The Contractor will take affirmative action to ensure that applicants are employed, and that employees are treated during employment, without regard to their gender, race, color, genetic information, religion, national origin, political affiliation, age, handicapped status, sexual orientation, sexual preference, or gender identity and expression. Such action shall include, but not be limited to the following: employment, upgrading, demotion, or transfer; recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of compensation; and selection for training, including apprenticeship; and participation in recreational and educational activities.

Submittal of a proposal indicates acceptance of the conditions contained in the RFP. The City of Decatur reserves the right to retain all proposals submitted. Bids may be held by the City for a period not to exceed ninety (90) days from the date of the opening of bids for the purpose of reviewing the bids and investigating the financial stability of the bidders and their demonstrated ability to perform satisfactorily, prior to awarding the contracts. All proposals are public records to the extent required by the Georgia Open Records Act. The City of Decatur reserves the right to accept or reject any or all proposals, to waive informalities, to negotiate changes in the scope of work or services to be provided and to otherwise waive any technicalities.

The Request for Proposals is available online at no charge at www.decaturga.com/rfps. For additional information, contact David Nifong at david.nifong@decaturga.com.

http://www.decaturga.com/rfps mailto:david.nifong@decaturga.com

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ARTICLE 1. INSTRUCTIONS

1.1 Intent

These Instructions and the Schedules and Specifications shall define and describe the complete services to be provided.

1.2 Examination

Firms are advised to examine all documents and current descriptions of the services to become fully informed of their conditions. This includes conformity with specific standards and the character, quality and quantity of the services provided. Failure to examine these areas will not relieve the bidder of its obligation to provide the services necessary to carry out the contract's provisions.

1.3 Eligibility

To be eligible for selection pursuant to this RFP, ESPs are required to attend the mandatory site visit and submit a responsive Proposal. The City will evaluate and rank responsive Proposals in accordance with this RFP and select up to three of the highest-ranking Proposals using the specific evaluation criteria set forth in this RFP. The finalist ESPs may be interviewed by the City for possible final selection.

The City will select the ESP that best meets its needs based on overall qualifications, benefits to the City, and other factors determined to be relevant to the implementation of the proposed project.

1.4 Mandatory Pre-Proposal Conference

A mandatory pre-proposal conference and site visit will be held at Decatur City Hall, 509 N.

McDonough Street, Decatur, GA 30030 on Tuesday, November 18, 2025, at 10:00 AM EST.

A representative of the ESP must attend the conference in its entirety to be considered eligible for selection. The ESP is strongly encouraged to allow ample travel time to ensure arrival in the conference meeting room prior to the beginning of this and any mandatory conference. The City reserves the right to deem late arrivals absent and non-responsive.

A general overview and site visit instructions may be given to ESPs prior to a mandatory guided tour of the facilities. Following the pre-proposal conference, City representatives will leaded a guided tour of two additional sample facilities within walking distance of Decatur City Hall. The conference and tour will end by 1:00 PM EST.

After the pre-proposal conference and site visit, a question-and-answer period shall begin during which questions about this procurement, project, and/or potential scope of work must be submitted to the City in writing via email. The City will issue responses to inquiries and any other corrections or amendments it deems necessary via official addenda issued prior to the submittal due date.

Respondents shall not rely on representations, statements, or explanations other than those made in this RFP and cumulative addenda to this RFP.

1.5 Questions

Any questions and/or misunderstandings that may arise from this Request for Proposals should be

Page 6 of 21 November 2025 submitted, in writing, to David Nifong at david.nifong@decaturga.com prior to this conference. Further questions may be submitted until Friday, November 21, 2025, at 5:00 PM EST, at which time the question-and-answer period shall close. Answers to such questions that materially change the conditions and specifications of this Request for Proposals will be sent to all attendees as an addendum. Any discussions or documents will be considered non-binding unless incorporated in an addendum. When addenda are required, the proposal due date may be extended. Parties responding to this Request for Proposals must attend this pre- proposal conference for their submittal to be considered.

Important: A restriction of communication is in effect. Attempts to contact any City representative in connection with this RFP outside of the question-and-answer process, or failure to provide fully responsive submittal information may lead to disqualification. Prohibited communication includes all contact or interaction including, but not limited to, telephonic communications, emails, faxes, letters, or personal meetings, such as lunch, entertainment, or otherwise. This restriction will remain in effect throughout the RFP phase of the project and subsequent phases until a contract is awarded or the procurement is cancelled.

1.6 Selection of Firm

The contract will be awarded to the firm or team that in the City’s opinion is the most responsive and responsible according to the criteria provided in this RFP.

1.7 Responsiveness

The City will consider the degree to which each firm has submitted a complete proposal without irregularities, exclusions, special conditions, or alternative proposals for any item unless specifically requested in the RFP.

1.8 Submission of Proposals

It is the firm’s responsibility to have its emailed proposal submitted, as a single portable document format (PDF) file, to David Nifong at david.nifong@decaturga.com by Friday, December 5, 2025, at 3:00 PM EST, the deadline for submission. Proposals received after the deadline will not be considered.

ARTICLE 2 - OVERVIEW

2.1 Proposals

Please submit proposals as a single PDF file. Proposals should be limited to thirty (30) printed pages.

Note, the page limit does not include the cover letter, ESP Team Member Qualification (Attachment B);

Proposal Affidavit (Attachment C); ESP’s Immigration and Security Form (Attachment D); and an Equal Employment Opportunity Form (Attachment E).

2.2 Introduction

The objective of this RFP is to select an ESP to provide the services outlined in this RFP to Owner for a proposed Energy Savings Performance Contract (ESPC) Project at the following facilities:

mailto:david.nifong@decaturga.com https://encoded-592c9deb-987b-4562-aa3c-9fa3d37d83e9.uri/mailto%3adavid.nifong%40decaturga.com%2520

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Building Size (Sq. Ft.) Building Name Building Address

29,976 Public Works Building A 2635 Talley St, Decatur, GA 30030 18,000 Public Works Building B 198 Sams St, Decatur, GA 30030 39,990 Decatur Recreation Center 231 Sycamore St, Decatur, GA 30030 23,010 Ebster Recreation Center 105 Electric Ave, Decatur, GA 30030 23,484 Oakhurst Recreation Center 450 East Lake Dr, Decatur, GA 30030 15,670 City Hall 509 N McDonough St, Decatur, GA 30030 10,000 Fire Station 1 230 E Trinity Pl, Decatur, GA 30030 6,000 Fire Station 2 356 W Hill St, Decatur, GA 30030

22,422 Legacy Park Administration Building 500 S Columbia Dr, Decatur, GA 30030 8,000 Legacy Park Cochran Building 500 S Columbia Dr, Decatur, GA 30030

34,367 Beacon Municipal Complex 420 W Trinity Pl, Decatur, GA 30030 230,919 Total Building Area

2.3 Background

The City of Decatur is a small, highly engaged city with a strong emphasis on collaboration and right-sized, vendor-supported solutions. The Decatur Clean Energy Plan, adopted by the City Commission in September 2022, established the goal of supplying 100% of electricity demand in municipal buildings with clean and renewable energy by the year 2030. To accomplish that goal, the Plan recommends several actions to improve the energy efficiency of City facilities, including the installation of LED lighting, retro-commissioning heating, ventilation, and air conditioning systems, expanding the usage of building automation systems, and installing high-efficiency electric appliances.

To minimize capital costs and ensure consistent, high-quality project implementation, the City intends to pursue a portfolio-wide energy savings performance contract (ESPC). It is City’s goal to first execute an Audit Agreement and, if the City so elects, subsequently execute an ESPC. By issuing this RFP, the City is inviting ESPs to submit Proposals for the proposed project. This RFP establishes the rules and procedures for ESPs to prepare and submit Proposals.

2.4 Scope of Work and Objectives

This request for proposals (RFP) is issued by the City of Decatur (City). Eligible respondents include Energy Services Providers (ESP) that are identified on the Georgia Environmental Finance Authority (GEFA) Prequalification List as a Prequalified ESP. Only eligible respondents may respond to this RFP.

The objective of this RFP is to select an ESP to provide the services outlined in this RFP to the City for a proposed Energy Savings Performance Contract (ESPC) Project.

It is expected that one (1) ESP will be selected because of this RFP. The ESP is expected to work closely with the City’s project management team for the project’s duration to coordinate project activities and schedules. The ESP shall designate a primary point of contact with the City and will provide monthly progress reports, recurring project meeting agendas and minutes, and regularly updated project schedules, at a minimum.

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The following Scope of Work outlines the steps the ESP will take to provide the requested services.

While these tasks comprise the major responsibilities the City envisions for the project, the ESP is encouraged to expand on or adjust these tasks as necessary to achieve the City’s stated goals. Any additions, exceptions, or other proposed changes to the Scope of Work should be noted and adequately explained in the firm’s response to this RFP.

2.5 Prospective Implementation

An ESP selected under this RFP will be required to execute an Audit Agreement, a form of which is attached hereto as Attachment F. If the City elects to install or implement the energy conservation measures (ECMs) recommended by ESP, ESP will be required to execute an ESPC, a form of which is attached hereto as Attachment G. In deciding whether to submit a Proposal in response to this RFP, ESPs must review the ESPC Cost and Savings Attachment, the form of Audit Agreement and the form of ESPC because they indicate the parameters of services and obligations to be undertaken by ESPs. ESPs should not anticipate any modifications to these forms.

2.6 Investment Grade Energy Audit Agreement

After making a final selection under this RFP, the City and the selected ESP will execute the form of Audit Agreement, whereby ESP will conduct an investment grade audit of the premises. In accordance with the Audit Agreement, ESP will be required to produce an audit report summarizing its recommendations for ECMs based on anticipated energy and operational cost savings or enhanced revenues resulting from the ECMs. The ESPC Cost and Savings attachment will be used. The audit report must include

(i) A thorough analysis of City facilities, including an inventory of energy-consuming building systems and utility and operational cost baselines;

(ii) A detailed economic analysis of the proposed project's performance over the contract time for verified savings;

(iii) ECM Costs – for each ECM – of all costs of installation, maintenance, service, and repairs; and

(iv) Details of verified savings to be achieved

2.7 Energy Savings Performance Contract

After ESP performs the audit and submits the audit report, the City, in its sole discretion, may elect to execute an ESPC with ESP, whereby ESP shall design, procure, fabricate, construct, install, commission, and test those ECMs that the City selects, and in which ESP guarantees a set level of guaranteed savings. A form of the ESPC Agreement is attached hereto as Exhibit G.

The ESPC shall comprise two phases of work: (1) ECM Installation Work and (2) ECM Continuing Services. As part of the ECM installation work, ESP shall provide detailed designs and specifications, as necessary, for the ECMs and surrounding areas of the premises for City review and comment. ESP shall make all reasonable modifications requested by the City. ESP shall then proceed to provide ECM submittals for each ECM. When the City approves such ECM submittals, ESP will move forward with installation and implementation of ECMs. ESP shall at all times comply with the project installation schedule and provide 2-week and 4-week look ahead schedule.

The contract time for work shall begin on the date such work is permitted to proceed under the ESPC

Page 9 of 21 November 2025 and continue through the date established for final completion in the ESPC. ECM continuing services shall occur as provided in the ESPC, but may continue during and after the contract time for verified savings, which shall begin on the later of (1) acceptance of the work or (2) the date the City provides a notice of commencement of contract time for verified savings, and shall end at the end of the fiscal year that is no longer than (20) years thereafter.

In accordance with the Act, the ESPC must include a guarantee that the dollar value of verified savings will meet or exceed the cost of the ECMs within the contract time for verified savings, which shall be no longer than 20 years from acceptance of the work. The ESPC will require ESP to provide the City with an annual review of the guaranteed savings and verified savings, and will hold ESP liable for any annual verified savings shortfall.

ARTICLE 3. PROPOSAL EVALUATION, NEGOTIATION, AND AWARD PROCESS

3.1 General Evaluation Information

The objective of the evaluation process is to select an ESP based on the Proposal that represents the best interest of the City. All responsive Proposals will be evaluated in accordance with this RFP.

Proposals will be evaluated based on the completeness and quality of the information provided in conformance with this RFP including all attachments, and in response to any request for additional information. Failure to provide any requested information, and failure to provide information in accordance with the instructions of this RFP, may cause an ESP’s Proposal to be deemed non-responsive.

3.2 Administrative/Preliminary Review of Submittals

As the first step in the evaluation process, the Proposals will be reviewed to ensure Proposals are submitted on time, responsive, and contain the required documents.

3.3 Detailed Evaluation

If a proposal passes the administrative/preliminary review, the Proposal will be forwarded for further evaluation. A selection committee made up of qualified City representatives and stakeholders will be established, and the committee shall select up to three “finalist” ESPs for further consideration but shall reserve the ability to select fewer finalists for additional consideration in the event a sparse quantity of responsive submittals are received.

3.4 Specific evaluation criteria for evaluation of Proposals are as follows:

ESP’s relevant qualifications and experience, including but not limited to:

• Overall qualifications of listed key personnel for the prospective project

• Recent experience of the personnel and/or firm in facilities of similar size, complexity, and project scope

• Provision of resources and comprehensive services covering many aspects of energy and water concerns for similar facilities, ranging from central equipment and systems to individual fixtures, etc.,

• Firm and team’s expertise in the integration of building systems technology, building automation and controls, and asset management software

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• Firm and team’s experience with resilience, decarbonization, renewable energy technology

• Firm and team’s experience combining grant funds, rebates, and incentives with ESPC projects, including meeting reporting and compliance requirements.

ESP’s suitability for this project including:

• The firm’s apparent fit to the project type and/or needs of the City of Decatur, i.e., the potential to provide personalized service, efficiency, and an understanding of the unique opportunities and constraints faced by a highly engaged but size-limited urban municipality.

• Any special or unique qualifications for the project

• Current and projected workloads (available resources)

• Proven ability to gather appropriate resources in location of service

• Special or enhanced capabilities for optimizing building management efficiency and quality energy services in relevant facilities with minimal or no disruption

• Evidence of the firm’s understanding of Owner’s current facility conditions and any limitations of those conditions to efficient performance

Oral interview:

• The firm’s presentation of the proposed management plan and the committee’s overall impression of the firm

• The overall impression of the team and of key team members (project manager, construction manager, project developer, energy engineer(s), project principal, etc.)

• The effectiveness of the communication of the team members during the interview process

• The firm’s ability to effectively answer project questions and communicate their approach to providing solutions during the interview.

ARTICLE 4. PROPOSAL DELIVERABLES AND SUBMISSION

4.1 Submittal Components

Proposals must include ESP Project Histories (Attachment A); ESP Team Member Qualification (Attachment B); Proposal Affidavit (Attachment C); ESP’s Immigration and Security Form (Attachment D); and an Equal Employment Opportunity Form (Attachment E). The entire Proposal must be categorized and numbered as outlined below, and must be responsive to all requested information:

4.2 Proposal Deliverables:

A Experience and Qualifications

1 Transmittal/cover letter: Provide basic company information: company name, primary address, name of primary contact, telephone number, email address, and company website. Identify office address from which project will be managed. Provide form of ownership including state of residency or incorporation and number of years in business.

2 Provide brief summary of the firm's structure and resources. List any known/available information on mergers or planned acquisitions impacting the firm. (please limit to 1 page)

3 Provide a statement describing potential conflicts of interest created by the firm or proposed team’s involvement. Respondents should provide information as to the nature of

Page 11 of 21 November 2025 relationship(s) with parties in such potential conflicts. (please limit to 2 pages)

4 Provide a brief statement of the firm’s philosophy and practices in communicating with clients, subcontractors, and other stakeholders. Include firm’s approach to resolving contractual or other disputes. (please limit to 2 pages)

5 Provide information pertaining to the structure of your team, including the principal in charge, lead project manager, and all other key personnel. Provide an organization chart for the principal team and any known or likely subconsultants. (please limit to 2 pages)

6 Provide all information requested in Attachment A, ESP Project History, and Client Reference.

Provide project histories for three similar post-construction guaranteed energy savings projects that have been completed by ESP. Information on projects where your proposed team has been involved is preferred. (please limit each client reference to 2 pages for a total of 6 pages)

7 Provide the qualifications and experience of the individuals to be assigned to this project including a clear description of the roles and responsibilities each individual will have if your company is selected. The requested information must be provided using only the form Attachment B - ESP Team Member Qualification. (No page limit, however, please do not include personnel who will not have direct and substantial involvement in the investment grade audit, ESPC implementation, or continuing services.)

B Suitability

1 Provide a brief statement of suitability for this project and information that serves to differentiate your ESP. Include information on how your ESP typically works with facility staff.

Provide evidence of the ESP’s fit for the project and needs of the City, any special or unique qualifications for the project, or unique approaches to this particular project. (please limit to 2 pages)

2 Supply current and projected workloads for the team proposed for this project. Discuss tools and systems used to manage teams, subcontractors, and information. (please limit to 2 pages)

3 Describe ESP’s approach to recommending ECMs for facilities. Describe the criteria you use to evaluate whether an ECM is appropriate and feasible. (please limit to 2 pages)

4 Describe your approach to design, construction, and owner-acceptance and any special or enhanced capabilities offered by the ESP that may be particularly suitable for this project.

(please limit to 2 pages)

5 Describe your approach to commissioning, training, and measurement and verification (M&V) during both the construction and continuing services period. Responses should not restate the IPMVP but discuss the ESPs application of IPMVP Options and how this approach benefits the owner. (please limit to 2 pages)

6 Describe your approach to preparing owner-teams for required ongoing maintenance and operation associated with new technologies and practices. (please limit to 1 page)

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7 Describe other services or techniques offered by the ESP that might be especially suitable for the City. (please limit to 1 page)

8 Based on ESP’s general observations of the facilities and the data provided, briefly discuss ECMs that might apply to City facilities. (please limit to 3 pages)

4.3 Submittal Instructions

The entire Proposal shall be submitted as a single PDF file. That single PDF file must be printable on standard (8½” x 11”) paper. The pages of the submittals should be numbered as required in Section 4.2.

Responses are limited to the page limits listed in 4.2 or less using a minimum of size 11 font. Each submittal shall be prepared in a simple and straightforward manner. Irrelevant graphics and unnecessary promotional information are not desired. Submittals must include a transmittal/cover letter and must reference City of Decatur RFP for Energy Service Provider.

Submittals received after the deadline indicated above are subject to immediate rejection. All submittals in response to this RFP and any addenda shall be considered Proposals. All submittals upon receipt become the property of Owner. Labeling information provided in submittals “proprietary” or “confidential” or any other designation of restricted use will not be binding and will not protect the information from public view. Subject to the provisions of the Georgia Open Records Act, the details of the proposal documents will remain confidential until final award. All expenses for preparing and submitting responses are the sole cost of the party submitting the response. City is not obligated to any party to reimburse such expenses.

Questions concerning this RFP must be submitted in writing via email. No questions other than written questions will be accepted. No responses other than written responses should be considered. All ESPs must submit questions by the deadline identified in the schedule of events.

4.4 Owner’s Right to Request Additional Information

Prior to contract award, the City must be assured that the selected ESP has the resources to successfully perform under the contract. If, during the evaluation process, the City is unable to assure itself of the ESP’s ability to perform, or to maintain the proposed team, then the City may request any information deemed necessary to evaluate the ESP and its Proposal. If such information is requested, ESP must respond and provide the requested information within the time specified in the request or, if not specified in the request, within seven business days of the date of the request.

4.5 Finalist Notification/Interviews

Finalist ESPs will receive written notification (“Finalist Notification”) that will address the necessary elements of the remainder of the selection process including requirements and instructions for interviews with the evaluation and selection committee. Any additional deliverables required of the finalists will be described, and any additional specific criteria for the evaluation of the interviewees will be communicated in the finalist notification. The City may issue additional program/facility information, additional service requirements or standards for the project, along with other appropriate information, in the finalist notification.

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4.6 Reservations

The City reserves the right to reject any or all Proposals, to waive any irregularity or informality in a Proposal, and to accept or reject any item or combination of items listed in Proposals. The City may also reject Proposals that do not contain all elements and information requested in this RFP or that fail to comply in any manner with the requirements of this RFP.

The City reserves the right to amend this RFP. Any revisions will be made in writing prior to the RFP closing date and time. By submitting a Proposal, ESP shall be deemed to have accepted all terms and agreed to all requirements of the RFP including any revisions or additions made prior to the close of the RFP, whether or not such revision occurred prior to the time ESP submitted its Proposal. The City reserves the right to cancel this RFP at any time.

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ATTACHMENT A: ESP RELEVANT PROJECT HISTORY

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ATTACHMENT B – ESP TEAM MEMBER QUALIFICATIONS

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ATTACHMENT C: PROPOSAL AFFIDAVIT

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ATTACHMENT D: CONTRACTOR, SUBCONTRACTOR AND SUB-SUBCONTRACTOR EVIDENCE OF

COMPLIANCE

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ATTACHMENT E: EQUAL EMPLOYMENT OPPORTUNITY (EEO)

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ATTACHMENT F: INVESTMENT GRADE ENERGY AUDIT AGREEMENT

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ATTACHMENT G: GUARANTEED ENERGY SAVINGS PERFORMANCE CONTRACT

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ATTACHMENT H: ESPC COST AND SAVINGS ATTACHMENT