DCAM-25-NC-RFP-0003_SmartRoof_&_Resilient_Infrastructure.pdf

DCAM-25-NC-RFP-0003 | Smart Roof and Resilient Infrastructure Services

Solicitation/Offer/Award/Contract 1. Caption Page of Pages

Smart Roof and Resilient Infrastructure Services 1 93

2. Contract Number 3. Effective Date 4. Requisition/Purchase Request/Project No.

DCAM-25-NC-RFP-0003 See Block 18 BA-TBD [PR-TBD] RK-TBD

5. Issued By: Karen Araujo, Sr. Contract Specialist Code 6. Administered by (If other than line 5)

Department of General Services Contracts and Procurement Division 3924 Minnesota Avenue NE | Floor | Washington, DC 20019

Department of General Services Contracts and Procurement Division 3924 Minnesota Avenue NE | 5th Floor | Washington, DC 20019

8. Name and Address of Contractor (No. street, city, county, state and Zip Code)

8. Delivery FOB Origin Other (See Schedule Section F)

9. Discount for prompt payment Net thirty (30) Days

10. Submit invoices to the Address shown in item 6 (2 copies unless otherwise specified)

Item

Code Facility

11. Ship to/Mark For Code 12. Payment will be made by Code

13. Acknowledgement of Amendments The Offeror acknowledges receipt of amendments to the Solicitation X___________________________________ Signature

14. Accounting and Appropriation Data

ENCUMBRANCE CODE:

15A. Item 15B. Supplies/Services 15C. Ext Qty. 15D. Unit 15E. 15F.

TOTAL AMOUNT OF CONTRACT TO BE DETERMINED

16. Table of Contents

(X) Section Description Page (X) Section Description Page

PART I – THE SCHEDULE PART II – CONTRACT CLAUSES

X A Solicitation/Contract Cover Page 1 I Contract Clauses 53-67 X B Contract Type, Supplies or

Services and Price/Cost

2-9 PART III – LIST OF DOCUMENTS, EXHIBITS AND OTHER ATTACHMENTS

X C Specifications/Work Statement 10-23 J List of Exhibits 68 X D Packaging and Marking 24 PART IV – REPRESENTATIONS AND INSTRUCTIONS X E Inspection and Acceptance 25 K Representations, Certifications and Other Statements of Offerors

69-71 X F Period of Performance and or Deliveries

26-28

X G Contract Administration 29-36 L Instructions, Conditions & Notices to Offerors 72-85 X H Special Contract Requirements 37-52 M Evaluation Factors 86-93

REQUEST FOR PROPOSALS (RFP) PROCUREMENT SCHEDULE

ISSUE DATE AUGUST 5, 2024

PRE-PROPOSAL

CONFERENCE

AUGUST 12, 2024 AT 11:00 A.M. EST VIA TEAMS WEBINAR [Registration instructions in Section L.18]

SITE-VISIT Reserved [Intentionally Omitted] QUESTIONS AUGUST 19, 2024 [by close of business]

PROPOSAL CLOSING DATE SEPTEMBER 5, 2024 AT 11:00 A.M. VIA DGS OPENGOV: https://procurement.opengov.com/portal/dc Contracting Officer will complete Item 17 or 18 as applicable

17. CONTRACTOR’S NEGOTIATED AGREEMENT (Contractor is required to sign this document and return copies to issuing office.) Contractor agrees to furnish and deliver all items, perform all the services set forth or otherwise identified above and on any continuation sheets, for the consideration stated herein. The rights and obligations of the parties to this Contract shall be subject to and governed by the following documents: (a) this award/Contract, (b) the solicitation, if any, and (c) such provisions, representations, certifications, and specifications, as are attached or incorporated by reference herein. (Attachments are listed herein.)

18. AWARD (Contractor is not required to sign this document.) Your offer on Solicitation Number DCAM-25-NC-RFP-0003 including the additions or changes made by which additions or changes are set forth in full above, is hereby accepted as to the items listed above and on any continuation sheets. This award consummates the Contract which consists of the following documents: (a) the Government’s solicitation and your offer, and (b) this award/Contract. No further Contractual document is necessary.

19A. Name and Title of Signer (Type or print)

20A. Name of Contracting Officer

19B. Name of Contractor

(Signature of person authorized to sign)

19C. Date Signed 20B. District of Columbia (Signature of Contracting Officer)

20C. Date Signed

Government of the District of Columbia https://procurement.opengov.com/portal/dc

SECTION B

CONTRACT TYPE, SUPPLIES OR SERVICES AND PRICE/COST

B.1 The Government of the District of Columbia (“District”), acting by and through its

Department of General Services (the “Department” or “DGS”) is issuing this Request for Proposal (“RFP”) to award one (1) qualified contractor (a “Contractor”) to provide program management services to support the SmartRoof and resiliency programs, as well as related sustainability initiatives of the Department. All services shall be conducted in accordance with the Scope of Work (Section C) of this RFP, the District of Columbia’s Department of General Services Standard Contract Provisions (“SCP”) for Supplies and Service Contracts, January 2016 Exhibit E.1, and other associated Contract Exhibits and Solicitation Attachments listed in Section J of this RFP and the proposed Contract.

B.1.1 The Department intends to award one (1) contract. Offerors (“Offeror(s)”) shall submit its price proposal for all Contract Line-Item Numbers (“CLINs”), including CLINs identified for the base period and each of the four-option year. The Offeror’s failure to complete the price-cost schedule (Exhibit E.4) for all CLINs (as prescribed herein) covering all option periods shall be sufficient to render a proposal non-responsive and subject to exclusion from further evaluation in consideration of award. For the complete submission and evaluation requirements please refer to Section L and Section M of this RFP.

B.1.2 The Contractor shall provide all management, tools, supplies, equipment, storage, vehicles, travel to and from the work site, labor, and all else necessary to successfully perform the required Services as contemplated hereunder. The proposed Contract (the “Contract”) will have a term beginning with a base period (“Base Period”) effective date of award through September 30 of the respective fiscal year and include up to four (4) one (1) year option periods (“Option Periods”). The total length of the proposed Contract will not exceed five

(5) years in accordance with Section F.2.

B.2 TYPE OF CONTRACT. Pursuant to the District of Columbia Procurement Practices

Reform Act (“PPRA) 2010, Section 403 Competitive Sealed Proposals, the District contemplates award of a single Contract in accordance with Title 27 DCMR Chapter 47, 4721, Competitive Negotiation. In accordance with Title 27 Chapter 24, 2416 Term Contracts, the Department awards an Indefinite Delivery, Indefinite Quantity (“IDIQ”) Contract(s) with services compensated on a labor-hour basis accordant with Title 27 DCMR Chapter 24, 2421 Labor-Hour Contracts.

B.2.1 INDEFINITE DELIVERY- INDEFINITE QUANTITY (IDIQ) CONTRACT

This is an IDIQ contract for the supplies or services specified, and effective for the period stated.

B.2.1.1 Delivery or performance shall be made only as authorized by orders (“Task Orders”) issued in accordance with the Ordering Clause, Section G.10. The Contractor shall furnish to the District, when and if ordered, the supplies or services specified in the Task Order up to and including the maximum non-guaranteed aggregate value of $950,000 for the base period and each option year exercised. The District will order at least the minimum value of $250 annually.

B.2.1.2 There is no limit on the number of Task Orders that may be issued. The District may issue

Task Orders requiring delivery to multiple destinations or performance at multiple locations.

B.2.1.3 Any Task Order issued during the effective period of this Contract and not completed within that period shall be completed by the Contractor within the time specified in the Task Order. The Contract shall govern the Contractor's and District's rights and obligations with respect to that order to the same extent as if the order were completed during the Contract's effective period; provided that the Contractor shall not be required to make any deliveries under this contract beyond twelve months following the term of the final option period end date unless prior to the expiration of a contract, the Chief Procurement Officer determines in writing that it is in the best interest of the District to extend the term beyond the total term specified and provides justification for using a sole source modification in accordance with “Chapter 17 of Title 27 of the DCMR, per 27 DCMR 2005 (Use of Options)” in accordance with Section F.2.5 of this Contract.

B.2.1.4 The aggregate, non-guaranteed maximum ordering ceiling contemplated herein is not a representation to the Contractor that the Department will actually require services up-to the maximum ordering limit, or that conditions affecting the requirements contemplated under the proposed Contract, will be stable or normal.

B.2.1.5 Task Order SBE Subcontracting Plan The SBE Subcontracting Plan may apply to all projects and its requirements will be determined on a per Task Order basis.

B.3 AGGREGATE GROUP OR INDIVIDUAL ITEM – RESERVED [Intentionally

Omitted]

B.4 PRICE / COST SCHEDULE

Pricing is based on the Contractor’s price proposal for direct labor hours at the specified fixed-fixed hourly rates identified under CLINs (0001-4004) which include wages, overhead, general, and administrative expenses, and profit. The labor hour rates identified herein shall be (i) fixed for the life of the Contract and, (ii) sufficient to cover all of the service requirements including, but not limited to, the Contractor’s G&A (general and administrative) expenses, labor, supervision, supplies, service equipment, vehicles, travel to and from project work sites, insurance coverage provisions as required by Section I.14, and all else necessary as reasonably inferred for the safe and proper provision of required services.

1. For the avoidance of doubt and to provide clarification, the Contractor’s price shall be fully loaded, accounting for all cost associated with providing the contemplated hourly rate services including union fee increases, holiday and overtime paid to the Contractor’s employees. The Contractor will not be permitted to bill, nor will the

District accept additional cost in the form of holiday, overtime, and or changes to hourly rates due to any of the aforementioned.

2. Furthermore, all proposed rates for the base period and each option year must account for any year-over-year changes in wages due to market variables, including those determined by the U.S. Department of Labor Wage Determination and the D.C. Living Wage increases. The McNamara-O’Hara Service Contract Act requires contractors and subcontractors performing services on prime contracts in excess of $2,500 to pay service employees in various classes no less than the wage rates and fringe benefits found prevailing in the locality, or the rates (including prospective increases) contained in a predecessor contractor's collective bargaining agreement. The Department of Labor issues wage determinations on a contract-by-contract basis in response to specific requests from contracting agencies. These determinations are incorporated into the contract.

a. The Contractor acknowledges and agrees to remain in compliance with the most current wage requirements during the base period and all subsequent option year periods. This commitment ensures the District receives the safe and proper provision of required services, aligning with the deliverables described herein.

b. For the avoidance of doubt and notwithstanding any contrary provisions, the Contractor is hereby notified that all service providers deployed under this Government-funded Contract must be bona fide employees of the prime contractor and/or any subcontractor providing services, without exception. The Contractor acknowledges and agrees to comply with the Department of Labor Service Contract Act Wage Determination regulatory requirements. Failure to comply with these regulations may result in penalties and/or contract termination.

McNamara-O'Hara Service Contract Act (SCA) | U.S. Department of Labor (dol.gov) (https://www.dol.gov/agencies/whd/government-contracts/service-contracts): This article contains information regarding the SCA and how it is administered. Detailed explanations of the regulatory guidance are found at 29 CFR Part 4.

3. The Contractor’s price shall be as low as or lower than those charged to the Contractor’s most favored customer for comparable services under similar terms and conditions, in addition to any discounts for prompt payment.

B.4.1 Price-Cost Schedule – Exhibit E.4

[THE BELOW TABLES ARE FOR REFERENCE ONLY – PRICE PROPOSALS SHALL BE SUBMITTED

SUBSTANTIALLY IN THE FORM OF EXHIBIT E.4]

At any time (including after an award has been made), the Department reserves the right to increase and or decrease the estimated hours identified in the below tables under Sections B.4.1.1 – B.4.1.5.

https://www.dol.gov/agencies/whd/government-contracts/service-contracts https://www.dol.gov/agencies/whd/government-contracts/service-contracts

B.4.1.1 Base Period

CLIN DESCRIPTION OF SERVICES

ESTIMATED

HOURS* UOM

RATE

HOURLY/FIXED

ESTIMATED

PRICE

0001 PRINCIPAL 650 HOURLY $

0002 SENIOR PROJECT MANAGER 1,300 HOURLY $

0003 PROJECT MANAGER 1,300 HOURLY $

0004 JUNIOR PROJECT MANAGER 1,000 HOURLY $

TOTAL BASE PERIOD ESTIMATED PRICE $ -

B.4.1.2 Option Year One (OY1)

HOURS* UOM

RATE

HOURLY/FIXED

ESTIMATED

PRICE

1001 PRINCIPAL 650 HOURLY $

1002 SENIOR PROJECT MANAGER 1,300 HOURLY $

1003 PROJECT MANAGER 1,300 HOURLY $

1004 JUNIOR PROJECT MANAGER 1,000 HOURLY $

B.4.1.3 Option Year Two (OY2)

HOURS* UOM

RATE

HOURLY/FIXED

ESTIMATED

PRICE

2001 PRINCIPAL 650 HOURLY $

2002 SENIOR PROJECT MANAGER 1,300 HOURLY $

2003 PROJECT MANAGER 1,300 HOURLY $

2004 JUNIOR PROJECT MANAGER 1,000 HOURLY $

B.4.1.4 Option Year Three (OY3)

HOURS* UOM

RATE

HOURLY/FIXED

ESTIMATED

PRICE

3001 PRINCIPAL 650 HOURLY $

3002 SENIOR PROJECT MANAGER 1,300 HOURLY $

3003 PROJECT MANAGER 1,300 HOURLY $

3004 JUNIOR PROJECT MANAGER 1,000 HOURLY $

B.4.1.5 Option Year Four (OY4)

HOURS* UOM

RATE

HOURLY/FIXED

ESTIMATED

PRICE

4001 PRINCIPAL 650 HOURLY $

4002 SENIOR PROJECT MANAGER 1,300 HOURLY $

4003 PROJECT MANAGER 1,300 HOURLY

4004 JUNIOR PROJECT MANAGER 1,000 HOURLY $

TOTAL BASE PERIOD ESTIMATED PRICE $ -

B.4.2 ID/IQ Hourly Rate Maximum Contract Ceiling

B.4.2.1 Minimum Order. The District guarantees the minimum Task Order for the Contractor in the amount of Two Hundred Fifty dollars ($250.00) for the base period and each of the option periods. The District is not obligated to order any supplies or services beyond the stated minimum.

B.4.2.2 Maximum Order. For any Task Order, the maximum order limitation shall be no greater than the maximum contract ceiling amount.

B.4.2.3 Maximum Contract Ceiling. The non-guaranteed maximum contract ceiling for each

Contract period is outlined below:

APPLICABLE CONTRACT

PERIOD

MINIMUM

ORDERING VALUE

AGGREGATE, NON-GUARANTEED

MAXIMUM ORDERING CEIING

BASE PERIOD $250.00 $950,000

OPTION PERIOD ONE (1) $250.00 $950,000

OPTION PERIOD TWO (2) $250.00 $950,000

OPTION PERIOD THREE (3) $250.00 $950,000

OPTION PERIOD FOUR (4) $250.00 $950,000

B.5 SIGNIFICANT CHANGES IN THE CHARACTER OF WORK

B.5.1 The District through its authorized Contracting Officers, reserves the right to make changes in quantities and any other alterations in the work in accordance with Article 15 of the Standard Contract Provisions (“SCP”) for Supplies and Services as further detailed in Exhibit E.1 of this RFP.

B.5.2 If the alteration or changes in quantities significantly change the character of the work to be performed under the Contract, the altered work will be authorized by a contract modification executed by the Contracting Officer.

B.6 ACKNOWLEDGEMENT OF REVIEW OF CONTRACT DOCUMENTS

Before submitting its proposal in response to this RFP, the Offeror acknowledges that it reviewed all specifications for accuracy and completeness and is required to bring all such inconsistencies, deficiencies and or questions to the attention of the Department so that the Department can address any inconsistencies, deficiencies and or questions by addenda to this solicitation. The Contractor acknowledges that any inconsistencies and or questions it identifies shall not be the basis for a change to the Contract’s terms and conditions.

B.6.1 Execution of the Contract by the Contractor is a representation that the Contractor has thoroughly examined all contract documents, including all details, estimated staff scheduling plans, and has satisfied itself before executing the Contract as to all matters that can affect the work and its cost, including: (1) the prevailing wage; (2) financial capacity;

(3) availability of personnel to appropriately staff services; (4) familiarized itself with the risks and mitigation costs associated with providing the required services; and (5) in general, to have itself obtained all necessary information as to risk contingencies, and other circumstances which may influence or affect performance of the work. The Contractor waives all claims against the Department arising from or relating to such contingencies and conditions that are reasonably inferable from the contract documents.

B.7 DESIGNATION OF SOLICITATION FOR THE CERTIFID BUSINESS SET-

ASIDE MARKET ONLY

This RFP is designated only for certified business enterprise (“CBE”) offerors under the provisions of the “Small and Certified Business Enterprise Development and Assistance Act of 2014”, D.C. Official Code § 2-218.01 et seq., as amended.

B.7.1 Offerors must be certified by the Department of Small and Local Business Development (“DSLBD”) as a CBE at the time of the Proposal Submission Deadline in order to be eligible to participate in this solicitation. Offerors that are found to be non-CBE’s at the time of the proposal due date will be deemed non-responsive and their submission will not be considered.

B.8 SUBCONTRACTING REQUIREMENTS

An Offeror responding to this solicitation acknowledges and understands, if awarded, all Task Orders issued under the proposed IDIQ Contract with a value exceeding $250,000, the Contractor shall be required to submit any subcontracting plan mandated by law, as stipulated in Section H.10. An SBE subcontracting plan form is available as reference in Attachment A.4.

B.8.1 Section H.10.1.3 exempts a SBE/CBE prime from the overall subcontracting requirement.

However, should the SBE/CBE prime choose to subcontract, a subcontracting plan is required. For Task Orders in excess of $250,000, the SBE/CBE prime will be required to self-perform 50% and then, if it subcontracts any of the remaining portion, 35% of that portion will need to be SBE (if no SBE, then CBE) subcontractors in accordance with Section H.10, as applicable. The Department will not accept nor pay any mark-up to subcontractor costs for providing services.

B.9 SPECIAL PROVISIONS RELATED TO THE COVID-19 EMERGENCY

The Contractor is required to comply with Mayor’s Order 2021-099, COVID-19 Vaccination Certification Requirement for District Government Employees, Contractors, Interns, and Grantees, dated August 10, 2021, and all substantially similar vaccine requirements, including any modifications to this Order, unless and until they are rescinded or superseded. At the request of the District government, Contractors may be asked to provide certification of compliance with this requirement and/or documents and records in support of this certification.

B.9.1 The Contractor is required to comply with City Administrator’s Order 2021-4, Resumption of Requirement for All Persons to Wear a Mask Inside District Government Buildings and While on Duty as a District Government Employee or Contractor, dated July 30, 2021, and all substantially similar mask requirements including any modifications to this Order, unless and until they are rescinded or superseded.

B.10 DEPARTMENT-DESIGNATED POINT OF CONTACT

B.10.1 The Department’s sole point of contact for matters related to this RFP (“Department’s

POC”) is the only individual authorized to discuss this RFP with any interested parties, including Offerors. All communications with the Department’s POC about the Project or this RFP shall be sent in writing to:

Name: KAREN J. ARAUJO Title: Senior Contract Specialist, Contracts and Procurement Division 3924 Minnesota Avenue NE, 5th Floor, Washington, DC 20019 Email: karen.araujo@dc.gov

B.10.2 The Department disclaims the accuracy of information derived from any source other than the Department’s POC. The use of any such information is at the sole risk of the Offeror.

All communications and requests for information shall be submitted by the Offeror’s point mailto:karen.araujo@dc.gov of contact identified in the Proposal. Written communications to the Department from Offerors shall specifically reference the correspondence as being associated with SMART

ROOF AND RESILIENT INFRASTRUCTURE SERVICES, RFP NO. DCAM-25-

NC-RFP-0003 and shall be submitted via the Departments’ OpenGov Procurement system, https://procurement/open.gov.com/portal/dc.

https://procurement/open.gov.com/portal/dc

SECTION C

SPECIFICATIONS / WORK STATEMENT

C.1 SCOPE:

The Department is seeking one (1) qualified firm (a “Contractor”) to provide all labor, materials, equipment, management, recordkeeping, reporting, and other services necessary to successfully to provide comprehensive SmartRoof and resilient infrastructure program management across the DGS portfolio for a base period and up to four (4) additional one

(1) year option periods. The Contractor shall be required to visit schools, recreation centers, warehouses, MPD/FEMS facilities, office buildings, and other municipal properties. The Department reserves the right, at any time (including after an award hereunder), to increase or decrease the responsibility under an awarded contract.

C.2 APPLICABLE DOCUMENTS

The following documents are applicable to this procurement and are hereby incorporated by this reference:

Item # Document Type Title

Version/ Date

1 Federal Regulations

U.S. Department of Labor Occupational Safety and Health Administration

29 CFR, Part 1910, Subparts A-P

Most Recent

2 Federal Regulations

U.S. Department of Labor Occupational Safety and Health Administration

29 CFR, Part 1926

Most Recent

3 DC Website District of Columbia Department of Licensing and

Consumer Protection https://dlcp.dc.gov/

Most Recent

4 DC Website Department of General Services http://dgs.dc.gov/DC/DGS

Most Recent

5 Federal Law U. S. Department of Justice American with Disabilities Act Most Recent

6 DC Law The Clean and Affordable Energy Act of 2008 https://doee.dc.gov/publication/clean-and-affordable-energy-act-2008

Most Recent

7 Municipal Regulation

Department of Energy and Environment (DOEE) Stormwater Management Guidebook

Most Recent

8 Municipal Regulation

Clean Energy Omnibus Amendment Act of 2018 AND Clean Energy DC Plan https://doee.dc.gov/cleanenergydc

Most Recent

9 Mayoral Pledge

Carbon Neutral and Climate Resilient DC by 2050 https://www.dcregs.dc.gov/Common/NoticeDetail.aspx?N oticeld=N0064155

Most Recent https://dlcp.dc.gov/ http://dgs.dc.gov/DC/DGS https://doee.dc.gov/publication/clean-and-affordable-energy-act-2008 https://doee.dc.gov/publication/clean-and-affordable-energy-act-2008 https://doee.dc.gov/cleanenergydc https://www.dcregs.dc.gov/Common/NoticeDetail.aspx?Noticeld=N0064155 https://www.dcregs.dc.gov/Common/NoticeDetail.aspx?Noticeld=N0064155

10 OSHA

Occupational Safety and Health Administration (OSHA) training https://www.oshaeducationcenter.com/

Most Recent

11 DGS Program SmartRoof Program https://dgs.dc.gov/page/energy-efficiency-0

Most Recent

C.3 DEFINITIONS

These terms when used in this solicitation have the following meanings:

C.3.1 Acceptance – means an authorized representative of the District has inspected and agreed that the work meets all requirements of this Contract, to include documentation requirements.

C.3.2 Approval – means the District has reviewed submittals, deliverables, or administrative documents (e.g., insurance certificates, installation schedules, and planned utility interruptions) and has determined the documents conform to Contract or Contract

C.3.3 Contract or Contracts – is any Contract or Contracts awarded to a Contractor hereunder.

C.3.4 Contracting Officer (“CO”) – Business communications liaison between the DGS and a

Contractor. The CO ensures that the expectations of the agency are met. The CO is an employee responsible for recommending, authorizing, or denying actions and expenditures for both standard delivery orders and task orders, and actions that fall outside of the standard business practices of its supporting Contractors and Sub-Contractors.

C.3.5 Contractor – The individual, partnership, firm, company, corporation, or a combination thereof, including joint ventures, contracting with the DGS to the contract work. The Contractor is one party to the agreement.

C.3.6 Contracting Officer’s Technical Representative (“COTR”) – monitors all work under this Contract.

C.3.7 Deficiency – means any part of a proposal from a Contractor or any work performed by a

Contractor that fails to satisfy the District requirements.

C.3.8 Direct Cost – means any costs incurred in the actual performance and execution of services

(excluding profits and mark-ups).

C.3.9 Electric Vehicle (EV) Infrastructure – means any and all design and construction related considerations around the development, or future development, of EV charging capabilities.

C.3.10 Energy Conservation Measures – Energy conservation measures include projects and programs that reduce the consumption of energy in a building or across the building portfolio.

https://www.oshaeducationcenter.com/ https://dgs.dc.gov/page/energy-efficiency-

C.3.11 Green Infrastructure – Also known as “stormwater features,” “best management practices (BMPs),” low-impact development (LID), reduces and treats stormwater at its source while also providing multiple community benefits such as: reducing localized flooding, improving community aesthetics, encouraging more neighborhood socialization, improving economic health by increasing property values and providing jobs opportunities for small businesses; and decreasing the economic and community impacts of flooding;

delivering environmental, social, and economic benefits.

C.3.12 Key Personnel – Contractor’s personnel who has been identified and approved to perform the work will provide the required services under the supervision of the Contractor and the

COTR.

C.3.13 Micro-Renewable Energy – means small-scale renewable energy systems which produce heat or electric power from low-carbon sources; including, but not limited to solar PV.

C.3.14 Mayor’s Clean Energy DC Plan – Clean Energy DC is the District of Columbia’s energy and climate action plan. It explains how the District will use forward-looking energy policies, while encouraging innovation, efficiency, and resiliency. Clean Energy DC identifies what actions need to be taken between now and 2032 in buildings, energy infrastructure, and transportation system to meet the District’s GHG reduction targets.

Targets include reducing GHG emissions by 50% by 2032, increasing the use of renewable energy to 50% of the District’s energy supply, cutting citywide energy use by 50%, and achieving carbon neutral by 2050.

C.3.15 RiverSmart Rewards – Launched in 2013, the RiverSmart Rewards program allows

District residents, businesses, and property owners to earn up a discount of up to 55% off DOEE Stormwater Fees when they reduce runoff by installing green infrastructure such as green roofs, bioretention, permeable pavement, and rainwater harvesting systems.

Discounts are based on the stormwater retention volume achieved.

C.3.16 Salesforce – a cloud-based Customer Relationship Management (“CRM”) software system. Salesforce provides a platform for work order management, enabling DGS to track work order Service Level Agreements (“SLAs”) and oversee city-wide facilities work order request, and monitor contractor’s costs and performance. Contractors are required to update the system in a timely manner and understand DGS will use the data as a contractor work performance indicator in annual and quarterly reviews.

C.3.17 Services – shall have the same meaning as Smart Roof and Resilient Infrastructure

Services.

C.3.18 SmartRoof Program – Launched in 2013, the SmartRoof program’s goal is to deploy cool roofs, green roofs, and rooftop solar on DGS roofs to the greatest extent possible. Such SmartRoof technologies aim to reduce facility-related emissions, reduce stormwater runoff, reduce urban heat-islands, generate renewable energy, and advance high- performance design.

C.3.19 Solar Renewable Energy Credit (SREC) – Equivalent to one megawatt-hour (MWh) of electricity, SRECs are generated from qualifying solar facilities and may be used to meet solar requirements in DC’s renewable portfolio standards. SRECs may also be sold on the open market.

C.3.20 Stormwater Retention Credits (SRCs) – Administered by the District’s Department of

Energy and Environment, Stormwater Retention Credits (SRCs) are generated from built and maintained green infrastructure systems that remove impervious surface and reduce stormwater runoff. SRCs may then be sold or traded in an open market or used to reduce stormwater fees

C.3.21 Task Order (TO) – The obligating document that provides the issuance of orders for the performance of tasks during a fixed period of time, against an established master indefinite delivery/indefinite quantity contract.

C.4 BACKGROUND

C.4.1 The Department is responsible for the day-to-day management of all DGS facilities. The

DGS Sustainability and Energy Division (“DGS-SE”) is responsible for managing the expenditures and sustainable consumption of a wide range of commodities and resources used in the construction, operation, and maintenance of the District’s real estate portfolio.

The DGS portfolio provides workspace to more than 77 agencies, serves more than 100,000 occupants each weekday, and is composed of 37 million square feet of space across over more than 400 buildings. DGS-SE program areas include data, technology, and education;

climate and energy; water and stormwater; waste, recycling, and composting; and healthy, safe, and reliable high-performance design, construction, and operation.

C.4.2 DGS-SE has three (3) core objectives: (1) limit portfolio resource consumption and environmental impacts; (2) deliver cost savings to District taxpayers and agencies; and (3) increase digital control and system knowledge of building portfolio.

C.4.2.1 Furthermore, DGS-SE supports the Mayor’s Clean Energy Sustainable DC Plan (SDC) targets to: (1) reduce greenhouse gas emissions by 50% by 2032; (2) increase the use of renewable energy to make up 50% of the District’s energy supply; (3) cut citywide energy use by 50%; and (4) become carbon neutral by 2050. In support of these objectives and targets, DGS-SE launched the SmartRoof Program (“SmartRoof”) in 2013. Smart roof technologies reduce facility-related emissions, reduce stormwater runoff, reduce urban heat-islands, generate renewable energy, and advance high-performance design. The SmartRoof program’s goal is to deploy cool roofs, green roofs, and rooftop solar on DGS roofs to the greatest extent feasible.

C.4.3 The Contractor shall support the SmartRoof Program, as well as related sustainability initiatives of the Department. Currently, DGS has installed more than 11 megawatts (MW) of solar photovoltaic (PV) and intends to install an additional 5 MW. DGS has invested more than $140 million in green roof construction, roof restoration and re-roofing projects using ENERGY STAR certified roofing membranes, insulation upgrades, and related projects. Finally, DGS has identified the need for resilience hubs across the DGS portfolio.

The Contractor shall support all these initiatives as requested by DGS through the tasks outlined herein.

C.5 REQUIREMENTS

C.5.1 Solar PV Assessments with Options for Energy Storage Assessments

Upon request from DGS, the Contractor shall provide assessments and development of procurement documents to support solar PV and energy storage systems on DGS properties. Tasks shall include the following:

C.5.1.1 On-Site Data Collection and Assessment: Contractor shall perform investment-grade evaluations including technical considerations of DGS assets (e.g. roof condition, shading, electrical interconnection points, carport feasibility, etc.), energy production potential (including panel placement), and comprehensive analysis of project economics. All assumptions will be fully documented and included in the system database for this project.

C.5.1.2 Current Energy Use Analysis: Contractor shall perform energy use analysis of all DGS facilities. DGS will provide electrical consumption and pricing information including meter data, billing information, total consumption data and pricing agreements with electrical utility providers. This work will include acquisition, analysis, and visualization of smart meter interval data and monthly utility information. This analysis will ensure that solar generation is optimized to meet DGS’ unique energy demand profile.

C.5.1.3 Economic Feasibility Analysis: Contractor shall provide analysis to determine and secure the maximum economic benefit of solar power generation and/or energy storage, given both technical feasibility and client needs. This work shall include evaluation of Third- Party Ownership deal structures, Community Solar models, monetizing potential tax incentives, rebates, and solar renewable energy certificates (SRECs) that may be available.

C.5.1.4 Contractor shall prepare a financial summary including estimated cost, electric production, estimated financial return, business case and financial model, and draft project scope for each financing option. Market research will also be conducted to ensure proposed project approaches would attract sufficient market interest. The Contractor shall adjust package based on market research and finalize findings into a project package including scope of work, proforma financials, legal structure, and overall project description. This task will ensure that the project’s anticipated prices result in energy cost savings for DGS.

C.5.1.5 RFP Strategy Coordination Draft RFP Preparation (SOW): The Contractor shall prepare a Scope of Work and Evaluation Criteria (RFP for solar and/or energy storage deployment) to gain maximum economic and environmental benefit to DGS. This work will incorporate all aspects of the technical scope for each system, roof specifications for roof upgrades where appropriate, and requirements for local participation in various aspects of the final system design by the vendor, system installation, and ongoing system operation and maintenance.

C.5.1.5.1 In instances where Contractor drafts statements of work or related documents for future projects of the Department, the Contractor acknowledges that it will not be eligible to bid and/or submit a proposal related to these projects. In addition, the Contractor acknowledges that it shall not communicate or share information related to this work with any entity or anyone.

C.5.1.5.2 The Contractor shall also provide technical and risk evaluation criteria used as a basis for the RFP and procurement process. This review will require the DGS procurement team to provide review and comments on legal structure for PPA (Power Purchase Agreement) or Lease, procurement plans including evaluation criteria to be used for vendor selection, lease structures for roof lease agreements, contract structure, identification of roof maintenance and access responsibility for the PV and/or energy storage systems, and CBE/DBE participation requirements. Contractor shall work with the DGS procurement team and make needed adjustments for preparation of a final RFP package.

C.5.2 Solar PV and Energy Storage Construction Coordination

If requested, the Contractor shall provide proactive coordination among all solar PV and/or energy storage project participants, including system owners (for Third-Party-Owned Systems), installers, site managers, site stakeholders, DGS staff, and other parties as needed. The Contractor shall provide:

C.5.2.1 Site access planning and coordination: Contractor shall provide proactive coordination among all parties to ensure timely, safe, and reasonable access to all relevant solar PV and energy storage project sites.

C.5.2.2 Existing condition remediation: As agreed to by DGS, Contractor shall coordinate remediation of existing conditions negatively impacting solar system installation, such as relocation of rooftop equipment, removal of obsolete rooftop equipment, roofing system repair, etc.

C.5.2.3 Project kick-off meetings: Contractor shall coordinate mandatory solar PV and/or energy storage pre-construction meetings on-site to reinforce all project criteria and requirements, and to engage additional site stakeholders.

C.5.2.4 Pre-construction roof inspection: Contractor shall coordinate pre-construction roof inspection and warranty coordination (if applicable) and coordinate required condition remediation.

C.5.2.5 Construction Observation: Contractor shall provide periodic construction oversight with progress meetings and progress reports.

C.5.2.6 Data Acquisition System integration: Contractor shall provide installation coordination to ensure proper data flows and integration of all PV and/or energy storage system data acquisition systems.

C.5.2.7 Project guidance and recommendations as needed: Contractor shall provide analysis, recommendations, and guidance for change orders, claims, and other project-specific events impacting DGS during the course of PV and/or energy storage system installation.

As needed, Contractor shall provide on-site quality assurance/quality control inspections to provide guidance and recommendations to DGS COTR and select project representatives.

C.5.2.8 Post-construction roof inspection: Contractor shall coordinate post-construction roof inspection and warranty compliance coordination (if applicable).

C.5.2.9 Event coordination: At COTR’s discretion, Contractor may be requested to assist in coordinating solar and/or energy storage-related events, including ribbon cuttings, photo opportunities, celebrations, and so forth. Contractor shall ensure the solar and/or energy storage space is clean, safe, and presentable prior to event. Contractor may be asked to draft briefing materials related to the overall solar and/or energy storage program and specific site of the event.

C.5.2.9.1 Communication Materials: At COTR’s discretion, Contractor shall draft responses to questions, one-pagers, and other written material regarding solar and/or battery storage installations.

C.5.3 Solar PV Energy/Resiliency Audits

C.5.3.1 If requested, the Contractor shall provide facility energy and resiliency audits and capital planning services to evaluate resiliency retrofit viability across the DGS portfolio. The goal is to identify opportunities to reduce facility energy consumption, disaggregate critical loads, maximize off-grid backup power, manage stormwater, improve cooling centers, flood-proof critical facilities, increase grid stability, improve thermal safety and indoor building temperatures, and reduce heat-island effects.

C.5.3.2 The Contractor shall deliver energy and resilience assessments in enough detail to support

DGS capital planning and deployment of resilience retrofits. The resilience assessments shall, at a minimum, evaluate facility energy consumption, identify energy conservation measures, model solar + storage options for off-grid power, identify options to manage stormwater, and provide building envelope energy conservation assessments. Other resilience goals will be a function of site-specific conditions.

C.5.3.3 The Contractor shall perform on-site audits of the relevant buildings to visually assess the condition of key envelope systems including windows, doors, walls, and roofs. Emphasis will be on identifying opportunities to eliminate air leaks, to improve insulation, and to improve the energy performance of the roofs. The Contractor shall prioritize the envelope issues and propose Energy Conservation Measures (ECMs) to address them.

C.5.3.4 The Contractor shall assess each site for solar and storage viability. Storage may be applicable for sites with or without solar depending on the operational and backup power needs of the site. However, storage alone is unlikely to be economically feasible on the basis of utility bill savings alone. Storage may offer some opportunities to reduce building loads and overall demand which could enable switching to a different utility rate schedule to save on operating costs. The Contractor shall provide recommendations for the most cost-effective, advantageous energy storage options.

C.5.3.5 The Contractor shall evaluate existing backup generation systems based on their capacity to operate in a shock event. This will involve assessing the fuel source reliability, any possibilities for fuel redundancy, the generator condition, and maintenance schedule. The Contractor will also consider any physical measures like raising the equipment above floor or floodplain levels to improve the probability of successful operation in an event.

C.5.3.6 Access to potable water is another key survivability measure. The Contractor will review any previously performed water fixture counts and audits to determine current annual usage and usage by building occupant. If no previous water fixture audits are available, the Contractor will perform fixture counts while on site and use those as the basis for estimating water usage. The Contractor will also visually assess the key major components of the potable water systems and make recommendations to ensure that systems or plans are in place to deliver several days of water for a specified number of people.

C.5.3.7 The Contractor shall work with DGS staff to review the audits and to determine the best method for combining the work into the fewest number of Requests for Proposals (RFPs).

It is likely that the solar and battery storage opportunities will be combined and become part of the current solar PV efforts previously described in this document.

C.5.3.8 The Contractor shall develop scopes of work for each site depending on the targeted energy and resilience measures at the site. This will also include a prioritization of sites to assign, as well as the weighting and priority of the needed resilience measures. The Contractor will work with DGS to coordinate the energy and resilience efforts with the upcoming modernization and capital projects lists to see where budget and scope might exist to implement resilience in the context of other projects.

C.5.3.9 Funding for the ECMs and water efficiency or water storage measures would need to come directly through the district or through an energy savings performance contract. Further discussion is required to determine which method will be preferable. The Contractor shall provide recommendations for the most advantageous option for the District. Once the procurement strategy decisions have been made, the Contractor may create draft RFPs for each bundle of resilience measures.

C.5.4 Design Guidelines for Sustainable and Resilient Building Technology

The District is a LEED Platinum City with an enhanced commitment to plan for climate change. Facility modernization and stabilization must consider sustainability and resilience as primary priorities. DGS desires to incorporate sustainability and resilience technologies into the design phase of all new construction projects or major facility modernization projects. Specifically, the goal of this task is to create a set of sustainability and resilience guidelines for the District to incorporate into the design phase of all new construction projects and modernizations. To facilitate this, if requested by DGS, the Contractor shall perform the following:

C.5.4.1 The Contractor shall develop guidelines for the consideration of smart roof technologies, including, but not limited to, cool roofs, green roofs, and rooftop solar energy generation systems.

C.5.4.2 The Contractor shall develop guidelines for the consideration of resilience technologies, including, but not limited to, renewable energy generation, off-grid backup power, disaggregation of critical loads, building orientation optimization, stormwater management, future-proofing for changing floodplains, building envelope energy efficiency design, and fuel supply considerations, and more.

C.5.4.3 The Contractor shall coordinate with the DGS Capital Construction Services Division

(DGS-CCS), DC Department of Consumer and Regulatory Affairs (DCRA), DC Office of Resilience, and the DC Department of Energy and Environment (DOEE) to understand existing design and construction specifications.

C.5.4.4 The Contractor shall identify opportunities to improve existing design specifications to consider advanced sustainability and resilience technologies.

C.5.4.5 The Contractor shall develop guidelines that will complement the DGS-CCS Guidelines.

C.5.4.6 The sustainability and resilience guidelines must include a decision-support flow chart for viable smart roof and resilient technologies for each building category in the DGS building portfolio.

C.5.4.7 The Contractor shall perform analysis, strategy, development, and design guidelines for

Electric Vehicle (EV) Charging Infrastructure in the DGS portfolio. Specifically, the Contractor shall perform:

a. Assess the potential of consolidated DGS EV charging strategy to increase the community’s use of electrified transit, reduce greenhouse gas emissions citywide and within the DGS portfolio, and provide grid services as well as financial benefits to DGS and end users;

b. Catalogue existing EV charging inventory and determine existing charging capacity + new capacity in development (i.e., modernization projects);

c. Determine quantity, make and models, procurement structures, operations and maintenance, and lifetime usage trends, if available;

d. Assess the benefits, shortcomings, and opportunities of existing and future DGS EV charging infrastructure through data analysis, discussion with building staff as well as those who use the EV chargers at DGS sites;

e. Develop a strategy to model financial costs and benefits of DGS EV charging infrastructure – existing and future – with regard to various procurement scenarios;

f. Research other financial and regulatory benefits and opportunities by including EV charging by default on all new projects;

g. Develop Basis of Design standards for future EV charging infrastructure in DGS portfolio; and

h. Develop prescriptive language for technical and performance requirements of EV charging capacity based on modernization criteria.

C.5.4.8 The Contractor shall provide a plan for micro-renewable energy test sites (e.g., micro-turbines). Specifically, the Contractor shall:

a. Analysis of existing facility integrated micro-renewables technology that may be feasible for the DGS portfolio;

b. Determine design and procurement strategy for test site of micro-renewables technology; and

c. Design and performance modeling of this technology for local deployment.

C.5.5 Stormwater Retention Credit (SRC) Management

The Department invests heavily in stormwater management green infrastructure systems (GI). Many of the systems are eligible to generate SRCs for the District. The Contractor shall ensure maximum SRC generation by performing the following scope, if requested by

DGS:

C.5.5.1 The Contractor shall maintain complete and accurate records in DOEE’s Stormwater

Database for DGS GI systems pertaining to both Stormwater Retention Credit (SRC) generation and Riversmart rewards. Ensure all Department of Energy and Environment (DOEE) submissions are done in a timely, complete manner that maximizes DGS potential to utilize these SRCs as they see fit for development and construction.

C.5.5.2 The Contractor shall work with DOEE to ensure there are no missed opportunities during/post development for voluntary GI systems beginning in 2009.

C.5.5.3 The Contractor shall ensure that DGS-selected projects installed after May 1st, 2009 have submitted all information and received all DOEE approvals necessary to maximize all available opportunities to generate Stormwater Retention Credits, including receiving DOEE approval of as-built Stormwater management Plans. This may include:

C.5.5.3.1 For GI projects that were installed voluntarily, without DOEE approval of a Stormwater

Management Plan, developing as-built Stormwater Management plans as described in Chapter 5 of DOEE’s Stormwater Management Guidebook, including:

a. Developing engineering drawings;

b. Providing stormwater retention volume computations as described in Chapter 7 of the Stormwater Management Guidebook

C.5.5.3.2 For GI projects that were installed with a Stormwater Management Plan approved by

DOEE, but did not receive DOEE approval of an as-built Stormwater Management Plan following the completion of construction, developing as-built Stormwater Management plans as described in Chapter 5 of DOEE’s Stormwater Management Guidebook, including:

a. Redlining the existing Stormwater Management Plan to reflect any changes in site conditions and GI practices as approved and as built;

b. Providing or updating stormwater retention volume computations as described in Chapter 7 of the Stormwater Management Guidebook.

C.5.5.3.3 For GI projects that were installed with a Stormwater Management Plan approved by

DOEE prior to the establishment of retention standards and received DOEE approval of an as-built Stormwater Management Plan following the completion of construction, revising this as-built Stormwater Management Plan to include:

a. Stormwater retention volume computations as described in Chapter 7 of the

Stormwater Management Guidebook, including project retention and/or water quality treatment requirements.

b. The area and land cover of BMP contributing drainage areas, BMP surface areas and storage volumes.

C.5.5.3.4 Scheduling, receiving and passing a DOEE Final Construction Inspection if one has not already been conducted.

C.5.5.3.5 Submitting new or revised as-built Stormwater Management Plans to DOEE through the

Sto…