Proposal_Requirements.pdf

Proposal Requirements Energy Management Software

Instructions: The Response must include the following information in the order listed. Please upload responses to the following in one continuous PDF labeled as “Proposal Requirements.”

1. Transmittal Letter Offerors must submit a transmittal letter (maximum two pages) on the firm’s letterhead.

The transmittal letter must include the name, address, phone number and e-mail address for the offeror’s contact, and must specify who would be the firm’s signatory to any contract documents executed with the City. The transmittal letter may include other information deemed relevant by the offeror.

2. Qualifications and Experience of Firm and Staff a.

b. Vendor shall provide a minimum of three (3) reference projects completed for municipalities of comparable size and scope, including a description of the project, implementation timeline, and documented energy savings and/or ROI achieved.Describe the team that will be working to complete the Scope of Services, including position titles and roles of the individuals assigned to those roles.

c. Provide an organization chart showing:

i. reporting relationships and responsibilities of the offeror and any other firms

ii. reporting relationships and responsibilities of all key personnel (along with their firm affiliations)

d. Provide resumes for all key personnel in the RFP, including the proposed project manager assigned to this contract. Limit resumes to two pages per individual and include:

i. Academic and professional qualifications

ii. Professional registrations or certifications, as applicable

iii. Relevant experience as it relates to the project and the individual’s specified role

3. Project Approach/Proposal

a. Technical Approach

Offerors shall describe their approach to delivering the full Scope of Services as outlined in this RFP. The technical approach must address, at a minimum:

i. System implementation and integration methodology, including how the platform will be installed on City infrastructure (on-premise) and integrated with utility providers’ billing and metering systems

ii. Approach to automated data ingestion, real-time consumption monitoring, and access to historical usage and billing data

iii. Approach to ensuring compatibility with existing City infrastructure, including solar photovoltaic (PV) systems and electric vehicle (EV) charging stations

iv. Methods for delivering monitoring, alerting, and graphical dashboard capabilities as described in the Scope of Services

v. Approach to supporting future City initiatives, including additional facilities, renewable energy expansion, electrification, and advanced metering

vi. Approach to data security, given that utility account and meter number data will be stored within the platform

b. Implementation Plan and Schedule Offerors must provide a detailed implementation plan covering the full scope of the engagement, to be completed within sixteen (16) weeks of contract execution. The plan must include:

i. A project schedule identifying all key tasks, milestones, and deadlines from kickoff through go-live

ii. A description of the planning, configuration, integration, testing, and onboarding phases

iii. Identification of City responsibilities and dependencies that could affect the schedule

iv. The proposed approach for interfacing with the City Project Manager throughout implementation

c. Training and Support Offerors must describe their plan for:

i. Initial administrator and end-user training to be provided at implementation, including training materials and ongoing support documentation

ii. Ongoing technical support during normal business hours (Monday through Friday, 8:00 AM – 5:00 PM EST) for platform issues, data accuracy concerns, and operational inquiries

iii. Emergency technical support for critical system outages or failures outside of normal business hours, including proposed response times and escalation procedures

4. Cost Analysis Each offeror shall submit a completed copy of the cost analysis with information regarding the fee for the project.

5. Business Enterprise Outreach and Utilization Proposers must indicate if the company is a SBE, MBE, WBE, combination; and describe how the company plans to utilize the various business enterprise programs in the company’s fulfilment of the contract. At a minimum, proposers must address the following:

a. Detailed description of your organization’s efforts to identify and contact City of St.

Petersburg SBEs, MBEs, and WBEs to inform them of opportunities to work as subcontractors for this proposal.

b. Attending relevant opportunities offered by the City’s Office of Supplier Development including outreach events and matchmaking sessions.

c. Documentation of planned or prior outreach efforts

d. Planned efforts such as mentoring, training, and other capacity building programs for SBE, MBE, and WBEs.

e. Detailed description of your organization’s process for ensuring small businesses have enough time and information to provide your firm with bids.

f. Description of how your firm considers SBEs, MBEs, and WBEs in the development of proposal and bid packages. ii. Explanation of how your firm ensures SBEs, MBEs, and WBEs understand the bid and specifications and are able to learn ways to improve.

g. Provide past performance in utilizing SBEs, WBEs, and WBEs on past projects within the last five (5) years.

h. Provide a detailed Subcontractor Utilization Form