REQUEST FOR PROPOSAL

FOR

ENERGY MASTER PLAN

Release Date: January 31, 2023

Questions Due: February 14, 2023 Answers to Questions Available: February 20, 2023

RFP Due Date: March 6, 2023

For additional information, please contact:

Jillian Croci Administrative Analyst III

Phone: 562-570-2387 Email: Jillian.Croci@lbwater.org

See Page 17, for instructions on submitting proposals.

Table of Contents

1. INVITATION FOR PROPOSAL

2. SCOPE OF WORK

3. ACRONYMS/DEFINITIONS

4. RESPONSE REQUIREMENTS

5. SUBMITTAL INSTRUCTIONS

6. EVALUATION PROCESS

7. EVALUATION CRITERIA

8. NEGOTIATIONS

9. BASIS OF AWARD

10. PROPOSER REPRESENTATION

11. INSURANCE REQUIREMENTS

12. COMMENCEMENT OF SERVICES

13. CONSULTANT ORIENTATION MEETING

14. QUALIFICATIONS OF CONSULTANTS

15. TERM OF AGREEMENT

16. LEGAL DISCLOSURE

17. CONFLICT OF INTEREST

18. BUSINESS LICENSE

19. WARRANTY/ MAINTENANCE AND SERVICE

20. CONTRACTORS LICENSE

21. BILLING & INVOICING

22. RIGHTS IN TECHNICAL DATA

23. OWNERSHIP OF REPORTS AND DOCUMENTS

24. CONSULTANT’S ONSITE PERSONNEL

25. DEFAULT BY CONSULTANT

26. TERMS, CONDITIONS AND EXCEPTIONS

ATTACHMENT I: CERTIFICATION OF COMPLIANCE WITH TERMS AND CONDITIONS

ATTACHMENT II: STATEMENT OF NON-COLLUSION

ATTACHMENT III: EQUAL BENEFITS ORDINANCE

ATTACHMENT IV: DEBARMENT, SUSPENSION, INELIGIBILITY AND VOLUNTARY EXCLUSION

CERTIFICATION

ATTACHMENT V: PROJECT SCHEDULE

ATTACHMENT VI: COST PROPOSAL AND FEE SCHEDULE

EXHIBIT A: PRO-FORMA AGREEMENT

EXHIBIT B: PROTEST PROCEDURES

EXHIBIT C: W-9 REQUEST FOR TAXPAYER IDENTIFICATION NUMBER AND CERTIFICATION

EXHIBIT D: SECRETARY OF STATE CERTIFICATION

Energy Master Plan Page 4

1. INVITATION FOR PROPOSAL

1.1 Project Overview

The Long Beach Utilities Department (LBUD) is seeking proposals from qualified firms (Consultant) for the management and development of a fifteen-year Energy Master Plan (EMP). LBUD requires the assistance of a consultant knowledgeable in energy optimization to develop an implementation roadmap that spans from operational improvements to Capital Improvement Program projects. LBUD is a newly formed city department in Long Beach resulting from the merger of the Long Beach Water Department and the Long Beach natural gas utility. However, the scope of the Energy Master Plan shall only include the water and sewer operations portion of LBUD.

The objectives of the EMP include the following:

• Improving energy reliability and resiliency of LBUD’s water and sewer operations;

• prioritizing environmental stewardship by reducing LBUD’s carbon emissions, where possible, to work towards the City of Long Beach’s goal to reduce greenhouse gas emissions to 40% below 1990 levels by 2030, and to be net zero by 2045 as established by the Long Beach Climate Action Plan;

• reducing water and sewer operational costs by increasing energy efficiency and evaluating energy generation methods; and

• maximizing alternative funding sources through grant opportunities and available incentives.

The EMP will serve as a roadmap for LBUD’s water and sewer operations to implement energy improvements and projects over the next 15 years, but it must have flexibility to adjust to changing conditions and unforeseen opportunities and challenges. At a minimum, the EMP shall accomplish the following:

• audit LBUD’s current water and sewer operations and equipment to create an energy benchmark in comparison to similar utilities;

• forecast LBUD’s water and sewer operations energy requirements using different demand scenarios;

• provide an implementation road map to energy optimization and/or energy generation that captures system improvements and large-scale projects; and

• identify incentives and alternative funding opportunities for energy optimization and energy generation projects.

The EMP shall provide high-level details about project benefits, length, sequencing, and cost for LBUD to easily incorporate final improvement and project recommendations into upcoming fiscal year budgets and capital improvement project planning. Individual project design is not required in the EMP, but the Consultant shall show how each project or improvement fits into an overall optimization strategy. LBUD has not previously undergone the development of an EMP, however, LBUD staff have completed several energy optimization projects. These include, but are not limited to, peak shaving efforts through the use of a 3360KWH battery storage system and time of use adjustments;

Energy Master Plan Page 5 assessment of and adjustments to water treatment operations; and installation of power factor correction capacitors on strategic sites.

1.2 Background

LBUD’s water operations delivers safe and reliable drinking water to over 470,000 residents in the City of Long Beach and has more than 95,000 potable water service connections to residential, commercial, industrial, and irrigation customers. Approximately half of the water supplied is produced from 31 groundwater wells that deliver water to the Long Beach Groundwater Treatment Plant (GWTP) through LBUD’s Groundwater Collection System. The GWTP processes groundwater to drinking level standards prior to conveying supplies to the distribution system. In addition, LBUD’s sewer operations responsibly and safely collects and conveys wastewater to a Los Angeles County Sanitation District facility. LBUD water and sewer facilities include two main campuses and infrastructure dispersed across the City. The Consultant shall consider all LBUD water and sewer facilities in the EMP, which include but are not limited to:

- 28 sewer pump stations

- 31 well sites

- 3 booster stations

- 2 storage tank reservoirs

- 8 imported water connections

- Groundwater Treatment Plant

- Administration and Operations Facilities

LBUD has engaged in the creation of master plans, studies, and data sources for its water and sewer operations that may be relevant and will be made available to the selected Consultant. These include but are not limited to:

- Groundwater Treatment Plant Master Plan

- Sewer Master Plan

- Collection Main and New Well Site Study

- Water System Optimization and Supply Management Study

- Well Assessment Management Project

- Risk & Resilience Assessment

- City of Long Beach Climate Action Plan (LBCAP)

- Citywide Fleet Audit & EV Infrastructure Study

- Utility Bill Analysis

- Submetering Data (for select sites)

- Efficiency Test Data for Major Pumps

- South California Edison Analysis Reports for Well Pumps and Treatment Plant Pumps

Energy Master Plan Page 6

2. SCOPE OF WORK

The Consultant will be required to provide all services and work to complete the work described herein. LBUD assumes that, as a minimum, the following services are required. The Consultant is encouraged to identify any changes in the scope of this Request for Proposals (“RFP”) that may be important to the implementation of the proposed Project and based on the Consultant’s professional expertise in the subject area.

LBUD anticipates the Consultant to complete the Project within 18 months following the Notice to Proceed. Consultant may suggest an alternate duration based on its recommended scope of work.

2.1 Task 1: Project Management and General Administration

2.1.1 General Administration

a. The Consultant shall assign a Project Manager to be the primary point of contact to coordinate all communication with LBUD staff.

b. Monitor and control project budget and schedule through the duration of the project.

c. The Consultant shall submit monthly progress reports with invoices. Monthly progress reports shall include work performed, project concerns and schedule impacts, and work anticipated for the upcoming month.

d. The Consultant shall coordinate and administer stakeholder workshops (in-person) and monthly status meetings (virtual) including the preparation of meeting agendas and minutes of each meeting. Meeting agendas shall be provided to LBUD at least three days prior to the meeting, and meeting minutes shall be provided within five working days of the meeting.

e. The Consultant shall attend all meeting as necessary for the project as requested by LBUD’s project manager.

f. The Consultant shall provide quality assurance and quality control for deliverables.

2.1.2 Facilitate a Project Kickoff Meeting

a. The Consultant shall conduct a kick-off meeting to discuss the chain of command and communication matrix between LBUD and the Consultant, determine procedures for data acquisition, and review the work plan with LBUD project team. The meeting shall be attended by the selected Consultant and any sub-Consultants.

b. Prior to the kick-off meeting, the Consultant shall prepare a work plan that outlines significant milestones and deliverables. At a minimum, the work plan shall include a project schedule and a work breakdown structure itemizing EMP tasks. The Consultant shall present and review the work plan with the project team at the kickoff meeting.

2.1.3 Host In-Person Stakeholder Workshops

a. Consultant shall identify the number of workshops and types of stakeholders (ex.

LBUD staff, external City staff, other utilities or agencies) to be in attendance in order

Energy Master Plan Page 7 to achieve the necessary information and consensus on energy optimization goals and priorities in order to complete outlined tasks.

b. At a minimum, the Consultant shall hold one workshop at the beginning of the project to establish the goals and priorities for the EMP and one workshop for project evaluation (Task 4). The results of both workshops should be included in the final Energy Master Plan.

c. Consultant shall organize, administer, and summarize all workshops.

2.2 Task 2: Energy Audit, Benchmarking, and Forecasting

2.2.1 The Consultant shall conduct an energy audit of LBUD water and sewer facilities and sites to create a benchmark of LBUD energy footprint as well as a baseline analysis of facility-level energy performance and demand profiles. The energy audit should at a minimum include visual inspection through in-person site visits of LBUD water and sewer facilities coordinated by the Consultant, review of utility bills provided by LBUD, interviews with facility staff, and desktop data analysis of information collected during the study.

2.2.2 The Consultant shall perform an assessment of the LBUD benchmark in comparison to similar water utilities.

2.2.3 The Consultant shall assess existing power monitoring infrastructure and, if needed, provide recommendations for improvements.

2.2.4 The Consultant shall create a forecast of future energy demand and conduct a needs assessment using three potential demand scenarios provided by LBUD. The Consultant shall consider federal, state, and local mandates in forecast.

2.2.5 The Consultant shall prepare a Technical Memo (TM) of findings for LBUD. A finalized version of the TM that incorporates any LBUD feedback shall be included in the EMP Final Report.

2.3 Task 3: Identifying Potential Projects

Using the energy audit and energy forecast, the Consultant shall identify potential projects that aim to meet one or more of the following objectives for LBUD’s water and sewer operations. The Consultant shall source ideas from LBUD staff as well as generate project ideas. The Consultant shall prepare a Technical Memo (TM) of feasible projects for LBUD including a project description, a class 5 rough order of magnitude estimate for each project, and any staff requirements (including special training or certifications) for operation and/or maintenance. A finalized version of the TM that incorporates any LBUD feedback shall be included in the EMP Final Report.

2.3.1 Objective 1: projects that increase energy redundancy and resiliency and to improve operational flexibility. The Consultant shall identify:

a. existing or potential weaknesses or deficiencies in LBUD’s current or future energy system or infrastructure;

b. opportunities for LBUD to improve energy reliability and build operational flexibility; and

c. opportunities for LBUD to build energy resiliency and redundancy, particularly for emergency scenarios.

2.3.2 Objective 2: without compromising Objective 1, identify projects to optimize LBUD’s energy consumption via energy efficiency, energy conservation, and demand management including:

Energy Master Plan Page 8

a. based on Task 2 findings, recommend projects to replace or upgrade equipment such as but not limited to generators, pumps, motor starters, transformers, lighting, and HVAC systems;

b. optimize energy through changing, eliminating, instituting operational procedures and practices;

c. implement electrification strategies; and

d. provide additional contributions to energy goals through methods such as software or services.

2.3.3 Objective 3: projects that procure or generate the best energy source, or combination of sources, to meet LBUDs future needs and energy efficiency goals. The Consultant shall identify:

a. LBUD’s objectives for on-site energy generation;

b. possible alternative energy and/or on-site energy generation projects; and

c. alternative procurement strategies for renewable energy projects or sources.

d. If applicable, the Consultant shall consider energy storage and efficient use of stored energy.

2.4 Task 4: Project Evaluation

2.4.1 The Consultant shall host a workshop or series of workshops to:

a. determine LBUD’s project evaluation criteria for the project list generated in Task 3;

b. review project list generated in Task 3 with LBUD stakeholders;

c. lead LBUD stakeholders through the evaluation process to rank projects in the project list in Task 3; and

d. create a decision-making framework to incorporate top ranked projects into current capital improvement project planning initiatives.

2.4.2 The Consultant shall prepare a Technical Memo (TM) with the project evaluation criteria, the project scoring/ranking, and the decision-making framework for LBUD. A finalized version of the TM that incorporates any LBUD feedback shall be included in the EMP Final Report.

2.5 Task 5: Energy Master Plan Report

2.5.1 Draft Report: The Consultant shall prepare and submit, for approval, an outline of the Draft

Report for review and comment. The Draft Report submitted under this task will be a compilation of all the finalized deliverables (TMs) provided throughout the course of the Project as well as:

a. up to three scenarios for implementation with sequencing recommendations. Scenarios to be determined in partnership with LBUD stakeholders;

b. an overall budget with relevant grant funding or incentive opportunities identified;

Energy Master Plan Page 9

c. updated estimated cost for implementation (Class 5 rough order of magnitude estimate) including any necessary upgrades to supporting infrastructure;

d. estimated life cycle and return on investment (ROI) period of projects;

e. updated maintenance recommendations including staffing requirements and certifications; and

f. monitoring and reporting procedures for energy savings and greenhouse gas emissions reductions.

The Draft Report shall include an Executive Summary, introduction section, a section on each task, and discuss assumptions and analysis, results, conclusions, and recommendations for the Energy Master Plan.

2.5.2 Final Report: The Consultant shall prepare a Final Report incorporating all comments from

LBUD. The Final Report will form the Energy Master Plan. The Consultant shall provide five

(5) hard copies and one (1) electronic PDF file of the Final report, and all finalized working documents. Electronic PDF file shall include bookmarks for each chapter or section of the Final Report.

2.6 Optional Work: Extra Tasks Related to Scope of Work

During the course of the work, conditions may occur that were not planned, anticipated, or foreseen, and services related to but outside the Scope of Work defined in Sections 2.1 – 2.5.2 may be needed. For this proposal, the Consultant’s proposed fee for extra tasks shall be calculated as 10% of the total fees proposed for tasks in Sections 2.1 – 2.5.2. LBUD reserves the right to exercise its option to delete or proceed with any extra tasks. The optional tasks shall not be started without written authorization from LBUD. Fees for extra tasks will be mutually agreed upon based on time and materials.

NOTE: All plans and other documents prepared by the Consultant on behalf of LBUD shall become the sole property of LBUD.

The above scope is preliminary in nature and intended to provide respondents with the right to expand and/or reduce the preliminary Scope of Work as may be deemed appropriate based on the technical content of the successful Consultant’s proposal and/or during contract negotiations.

2.7 LBUD Responsibilities

2.7.1 Provide project management. Assign a LBUD Project Manager to act as the project focal point.

2.7.2 Provide or make available upon request, reports, drawings, specifications, GIS land base maps, LBUD standard specifications, records and other data deemed useful for project development.

2.7.3 Administer agreement and make payments to Consultant.

Energy Master Plan Page 10

3. ACRONYMS/DEFINITIONS

For the purposes of this RFP, the following acronyms/definitions will be used:

Agreement/ Contract

Contract specifying the terms and conditions, and defining the scope of services to be performed by the Proposer for a specific project, or on a continuing on-call basis.

City The City of Long Beach and any department or agency identified herein.

Contractor/ Consultant

Organization/individual selected for the award of this RFP and under an agreement/contract directly with the Long Beach Utilities Department

Department Long Beach Utilities Department

Evaluation Committee

An independent committee comprised solely of representatives of the City established to review proposals submitted in response to this RFP, score the proposals, and select a Proposer.

LBUD Long Beach Utilities Department

May Indicates something that is not mandatory, but permissible.

Proposer Organization/individual submitting a proposal in response to this RFP.

RFP Request for Proposal

Shall/Must A mandatory requirement. Failure to meet a mandatory requirement may result in the rejection of a proposal as non-responsive.

Should Something that is recommended, but not mandatory. If the Proposer fails to provide recommended information, the City may, at its sole option, ask the Proposer to provide the information or evaluate the proposal without the information.

Subconsultant A third party not directly employed by the Proposer who will provide services identified in this RFP.

Energy Master Plan Page 11

4. RESPONSE REQUIREMENTS

The following information requested will be used to evaluate the Proposer’s proposal based on the criteria outlined in Section 7 - Evaluation Criteria. Proposers may be deemed non-responsive, if they do not respond to all items listed below in A through P.

Proposals must be prepared simply and economically, providing a straightforward, concise description of methodology and approach to satisfy the requirements of this RFP. Emphasis should be on completeness and clarity of content with sufficient detail to allow for accurate evaluation and comparative analysis.

Proposer’s proposal shall be clear, accurate and comprehensive. Excessive or irrelevant materials will not be favorably received.

Proposal shall be organized in separate sections labeled with corresponding numbers and related headings in the order presented below:

A. Executive Summary Letter B. Validity of Proposal C. Project Experience and References D. Primary Consultant Information E. Staffing and Key Personnel F. Subconsultants G. Methodology H. Long Beach Utilities Department Supplied Items/Services I. Certificate of Insurance J. Certification of Compliance with Terms and Conditions (Attachment I) K. Statement of Non-Collusion (Attachment II) L. Equal Benefits Ordinance (Attachment III) M. Debarment, Suspension, Ineligibility and Voluntary Exclusion Certification (Attachment

IV)

N. Project Schedule (Attachment V) O. Cost Proposal and Fee Schedule (Attachment VI) P. Addendum (If applicable)

A. Executive Summary Letter

This letter shall be a brief formal letter from the Proposer that provides information regarding the firm and its ability to perform the requirements of this RFP. Emphasize those aspects of your organization and experiences that distinguish your firm from other firms who may respond to this RFP. The letter must be signed by an individual authorized to bind the proposing entity or by the two corporate officers authorized to bind the proposing entity as set forth in the California Corporations Code, and shall identify all materials and enclosures being forwarded in response to this RFP. An unsigned proposal submission may be grounds for rejection.

Energy Master Plan Page 12

B. Validity of Proposal

Responses to this RFP shall be valid for a minimum of six (6) months. Submissions not valid for at least six (6) months will be considered non-responsive. The Proposer shall state the length of time for which the submitted proposal shall remain valid.

C. Project Experience and References

Proposers shall provide a minimum of three (3) references from projects that are similar to the requirements outlined in the scope of work performed for state and/or large local government clients within the last three years. Information provided shall include:

i. Client name;

ii. Project description;

iii. Project dates (starting and ending);

iv. Contract Amount;

v. Staff assigned to reference engagement who will be designated for work per this RFP;

vi. Client project manager name, e-mail, and telephone number.

D. Primary Consultant Information

Proposers must provide a company profile. Information provided shall include:

i. Company ownership. If incorporated, the state in which the company is incorporated and the date of incorporation. An out-of-state Consultant must register with the State of California Secretary of State before a contract can be executed (https://businesssearch.sos.ca.gov/).

ii. Location of the company offices.

iii. Location of the office servicing any California account(s).

iv. Number of employees both locally and nationally. Specify the number of full time and part-time employees residing in Long Beach.

v. Location(s) from which employees will be assigned.

vi. Name, address, email, and telephone number of the Consultant’s point of contact for a contract resulting from this RFP.

vii. Company background/history and why Consultant is qualified to provide the services described in this RFP.

viii. Length of time Consultant has been providing services described in this RFP to the public and/or private sector. Please provide a brief description.

ix. Resumes for key staff to be responsible for performance of any contract resulting from this RFP.

https://businesssearch.sos.ca.gov/

Energy Master Plan Page 13

E. Staffing and Key Personnel

Provide herein qualifications, experience, technical knowledge, and any required certifications of firm and key personnel. Proposer shall provide herein, the necessary information to demonstrate that the Proposer, or its principals, has been an established provider of responsibilities for services described herein for five (5) years, including the immediate past three (3) years.

A project manager shall be named who shall be the prime contact and be responsible for coordinating all activities with LBUD. An organization diagram shall be submitted showing all key team members and illustrating the relationship between LBUD, the project manager, key staff, and subconsultants (if any). There shall be a brief description of the role and responsibilities of all key staff and subconsultants identified in the team organization.

There should also be included in the section brief resumes of key personnel who will provide these services demonstrating their qualifications and experience. Resumes should highlight education, experience, licenses, relevant experience, and specific responsibilities for services described.

F. Subconsultants

Proposer shall submit herein a list of any subconsultants they intend to contract with to meet the requirements of this RFP.

Does this proposal include the use of subconsultants?

Yes ______ No ______ Initials _______

If “Yes”, Proposer must:

1. Identify specific subconsultants and the specific requirements of this RFP for which each proposed subconsultant will perform services.

2. Provide the same information for any subconsultants as is indicated in the Section D

Primary Consultant Information Section.

3. References as specified in Cost Section O below must also be provided for any proposed subconsultants.

4. LBUD requires that the awarded Consultant provide proof of payment of any subconsultants used for this project. Proposals shall include a plan by which LBUD will be notified of such payments.

5. Primary Consultant shall not allow any subconsultant to commence work until all insurance required of subconsultant is obtained.

6. An official of each proposed Subconsultant must sign and include as part of the proposal submitted in response to this RFP a statement to the effect that the Subconsultant has read and will agree to abide by the awarded Proposer’s obligations.

Energy Master Plan Page 14

G. Methodology

Proposer shall describe its approach to meeting the RFP’s overall requirements, including Proposer’s internal quality control procedures and policies to monitor performance. Provide a discussion on the approach to the management and integration of all activities required in the scope of work. Include a management plan that includes a discussion of management objectives and techniques employed that demonstrate how the work requirement would be met, and lines of responsibility. Provide a discussion on potential problems, how you will respond to the problems, and ways to maximize benefits. Additionally, state in what ways and for what reasons the proposal deviates from the scope of work as presented by LBUD.

H. Long Beach Utilities Department Supplied Items/Services

Proposer shall identify herein any items, services, or requirement necessary for successful completion of this project that LBUD must provide for the Consultant.

I. Certificate of Insurance

Proposer shall state herein the willingness and ability to provide the required insurance coverage and Accord insurance form at the time of award. Insurance requirements are listed in Section 11 herein. The Long Beach Utilities Department shall request the actual Accord insurance form when recommendation for award is made.

J. Certification of Compliance with Terms and Conditions (Attachment I)

Submit herein Certification of Compliance with Terms and Conditions (Attachment I) signed by the individual(s) legally authorized to bind the Proposer either a stating compliance with all parts of this solicitation (terms and conditions, scope of services, sample agreement, etc.) or a listing of exceptions. The listing of exceptions must include: suggested rewording; reasons for submitting the proposed exception; and any impact the proposed exception may have on the services to be provided, and suggested changes.

K. Statement of Non-Collusion (Attachment II)

Submit herein Statement of Non-Collusion (Attachment II) signed by the individual(s) legally authorized to bind the Proposer.

L. Equal Benefits Ordinance (Attachment III)

Submit herein Equal Benefits Ordinance (Attachment III) signed by the individual(s) legally authorized to bind the Proposer.

Proposers are advised that any contract awarded pursuant to this procurement process shall be subject to the applicable provisions of Long Beach Municipal Code Section 2.73 et seq, the Equal Benefits Ordinance. Proposers shall refer to Attachment III for further information regarding the requirements of the ordinance. If the Equal Benefits Ordinance is not present in the RFP, the Equal Benefits Ordinance does not apply to this procurement.

Energy Master Plan Page 15

All Proposers shall complete and return, with their proposal, the Equal Benefits Ordinance Compliance form contained in Attachment III, if applicable. Unless otherwise specified in the procurement package, Proposers do not need to submit with their bid supporting documentation proving compliance. However, supporting documentation verifying that the benefits are provided equally shall be required if the proposer is selected for award of a contract.

M. Debarment, Suspension, Ineligibility and Voluntary Exclusion Certification (Attachment IV)

Submit herein Debarment, Suspension, Ineligibility and Voluntary Exclusion Certification (Attachment IV) signed by the individual(s) legally authorized to bind the Proposer.

N. Project Schedule (Attachment V)

A project schedule shall be included that identifies the timetable, in graphical format, the tasks, activities, phases, and milestones of the Project. The Schedule shall correlate with the scope of work in logical progression. There shall be a brief discussion of any key assumptions used in preparing the timetable and identification of critical tasks and/or events that could impact the overall schedule, including review periods. Use of concurrent tasks, predecessors, and milestones is encouraged.

LBUD expects the study to be completed promptly. The Consultant shall have up to eighteen

(18) months from the date of the Notice to Proceed to finish the study.

O. Cost Proposal and Fee Schedule (Attachment VI)

Proposer shall provide pricing for the services on the attached list that may be required during the term of this agreement. In preparing the fee schedule for this project, the Proposer shall take into consideration the following:

i. Proposers must provide detailed fixed prices, including all costs associated with the responsibilities and related services indicated herein. Clearly specify the nature of expenses anticipated and the amount of each category for expenses.

ii. The Proposer’s standard billing rates for all classifications of staff likely to be involved in the project shall be included with the fee proposal along with the costs for any non-labor expenses and subconsultants. These rates will remain applicable for the entire term of the Agreement.

iii. A preliminary work plan, together with a breakdown of labor hours by employee billing classification, together with the cost of non-labor and subconsultant services shall be included with the fee proposal. The labor breakdown shall be compiled by project tasks and be based on a listing of work tasks that correlates with the Proposer’s defined scope of work for the project proposal. This information will be used by LBUD staff to evaluate the reasonableness of the fee proposal and may be used in negotiating the final fee amounts for the contract agreement.

iv. The cost proposal shall include and specify the Consultant’s services, indirect costs, and any subconsultant costs. The cost proposal shall relate in such a way that LBUD can understand the hours, costs, and work associated with each team member.

Energy Master Plan Page 16

v. Billable rates shall not include mark-ups on reimbursable items; no additional payment will be made for those items. The City will neither reimburse the Consultant for mileage, nor for the use of computer equipment.

vi. All subconsultant fees and costs shall not include mark-ups and will be reimbursed on an actual-cost basis. The City will not reimburse for a subconsultant’s mileage, office supplies, overhead expenses, or for the use of computer equipment.

vii. The Consultant shall not allow any subconsultant to markup expenses, nor shall the Consultant markup subconsultant fees or out of pocket expenses. The City shall only pay for subconsultant’s reimbursable expenses on an actual-cost basis.

viii. The fee to be paid to the Consultant will be made at the Consultant ’s established billable rates for the staff hours and expenses actually accrued in producing the required services, up to a maximum fee to be established through negotiations.

ix. Proposer shall submit herein any discounts offered for prompt payment. Indicate the terms by percentage and number of days. Discount terms of less than 20 days after delivery will not be considered.

x. The Long Beach Utilities Department will not consider payment or reimbursement for any cost/fees/expenses not included in proposal. Proposer must itemize any cost/fees/expenses that Proposer may request for reimbursement or payment.

xi. The City does not warrant or guarantee that the total contract amount will be reached or that any specific amount of work will be authorized during the term of the contract.

xii. Pre-contractual expenses are not to be included in the Cost Proposal for services. Pre-contractual expenses are defined as expenses incurred by the Proposer in; a) preparing its proposal in response to this RFP; b) submitting that proposal to the Long Beach Utilities Department; c) negotiating with the Long Beach Utilities Department any matter related to the Proposer’s proposal; and d) any other expenses incurred by the Proposer prior to the date of award and execution, if any, of the Contract.

The Proposer shall include a sample of invoices for Base and Supplemental Work (see Section 21).

P. Addendum (if applicable)

During the advertising period an addendum may be issued, which includes changes and/or additions to the original RFP. Proposers shall acknowledge the receipt of the addendum by signing and returning with their proposal. Proposers that do not include a posted Addendum with their proposal may be deemed non-responsive, and their proposal may be rejected.

Addendum submittal may not be accepted after the RFP due date.

Addendums will be posted online https://longbeachbuys.buyspeed.com under the RFP invitation project title.

Energy Master Plan Page 17

5. SUBMITTAL INSTRUCTIONS

5.1 All inquiries regarding this RFP must be submitted in writing via email to Jillian.Croci@LBWater.org by 4:00 p.m. on February 14, 2023 as listed on Section 5.2.

Reponses to the questions will be posted on https://longbeachbuys.buyspeed.com under the RFP invitation project title. All Proposers are recommended to visit the abovementioned website on a regular basis as the responses may be posted earlier than the deadline posted in the timeline below.

The Department will not be responsible for or bound by (1) any oral communication or

(2) any other information or contact that occurs outside the official communication process specified herein, unless confirmed in writing by the Department Contact.

5.2 RFP Timeline (times indicated are Pacific Time)

TASK DATE/TIME

Deadline for submitting questions February 14, 2023 at 4:00 p.m

Answers to all questions submitted available February 20, 2023 at 4:00 p.m.

Deadline for submission of proposals March 6, 2023 at 12:00 p.m.

NOTE: These dates represent a tentative schedule of events. The Long Beach Utilities Department reserves the right to modify these dates at any time, with appropriate notice to prospective Proposers.

5.3 Proposers shall submit proposals and attachments through the Long Beach Buys online platform.

5.4 Proposals must be received by 12:00 p.m., Pacific Standard Time, March 6, 2023.

Proposals that do not arrive by the specified date and time WILL NOT BE ACCEPTED.

Proposers may submit their proposal any time prior to the submittal deadline.

5.5 Colored displays, promotional materials, etc., are not necessary or desired. Emphasis should be concentrated on conformance to the RFP instructions, responsiveness to the RFP requirements, and on completeness and clarity of content.

5.6 Descriptions on how any and all equipment and/or services will be used to meet the requirements of this RFP shall be given in detail along with any additional information documents that are appropriately marked.

5.7 Proposals must be signed by the individual(s) legally authorized to bind the Proposer.

Proposers shall complete the cover page of the RFP document, sign in ink, and submit with the RFP.

5.8 If complete responses cannot be provided without referencing supporting documentation, such documentation must be provided with the proposal and specific mailto:Jillian.Croci@LBWater.org

Energy Master Plan Page 18 references made to the tab, page, section and/or paragraph where the supplemental information can be found.

5.9 Proposers are encouraged to carefully review this RFP, particularly to the “Response

Requirements” listed in Section 4, prior to preparation of the proposal.

5.10 The Long Beach Utilities Department reserves the right to reject any or all proposals, or select the proposal most advantageous to the Department. The Long Beach Utilities Department reserves the right to verify all information submitted in the proposal.

5.11 The Long Beach Utilities Department reserves the right to amend the RFP or issue to all

Proposers a Notice of Amendment to address questions for clarification.

5.12 Proposer may modify or amend its proposal only if Long Beach Utilities Department receives the amendment prior to the deadline stated herein for receiving proposals.

5.13 If Proposer forms a joint venture, a copy of the joint venture agreement will be requested if Proposer is selected for award. Do not submit the joint venture agreement with the proposal.

5.14 A proposal may be considered non-responsive if conditional, incomplete, or if it contains alterations of form, additions not called for, or other irregularities that may constitute a material change to the proposal. Proposer shall carefully follow the instructions under “Response Requirements” when preparing their proposal for submission.

Energy Master Plan Page 19

6. EVALUATION PROCESS

6.1 Proposals will be reviewed by evaluation committee to verify compliance with submission instructions, response requirements, and minimum requirements. Any proposal not meeting the minimum requirements may be deemed non-responsive.

6.2 Long Beach Utilities Department may select qualified Proposer(s) based solely on the submitted proposal.

6.3 Following the evaluation of the submitted proposals, a short list of the most qualified

Proposers may be developed based on the results of the evaluation. Long Beach Utilities Department may elect to have the short list of Proposers give oral presentations. Short-listed Proposers must be prepared to give their presentation within three (3) business days of request by LBUD. The evaluation panel may ask questions about Proposer's written proposal and other issues regarding the scope of work. Presentations will be evaluated and the Department may ask short-listed firms to submit a “best and final” proposal.

6.4 LBUD shall not be obligated to accept the lowest priced or highest scored proposal, but will make an award in the best interests of LBUD after all factors have been evaluated.

6.5 The evaluation panel may select the top-ranked Proposer for negotiations.

6.6 Proposals shall be consistently evaluated based upon the criteria listed in Section 7.

6.7 Proposals shall be kept confidential until a contract is awarded.

6.8 LBUD reserves the right to request clarification of any proposal term from prospective

Proposers.

6.9 LBUD may also contact the references provided in response to Section 4; contact any Proposer to clarify any response; contact any current users of a Proposer’s services; solicit information from any available source concerning any aspect of a proposal; and seek and review any other information deemed pertinent to the evaluation process.

6.10 Selected Proposer(s) will be notified in writing.

Energy Master Plan Page 20

7. EVALUATION CRITERIA

Proposals shall be evaluated on the basis of the responses to all questions and requirements in this RFP. The evaluation of a Consultant’s ability to provide the required services will be based on the written material submitted and any interviews, presentations and proficiency testing that may be required of the Consultant. Each proposal will be competitively evaluated on its strengths and weaknesses against the following criteria listed below.

A. Consultant/Staff Expertise & Experience:

Project Manager and key personnel qualifications, experience, technical knowledge, and required certifications. Demonstrated experience and successful contract performance as a provider of responsibilities for services described herein. Proposer’s ability and experience to operate the project as specified in the RFP. (Points: 30 Points)

B. Past Performance:

Client satisfaction with similar scope of work; ability to perform successfully on schedule; and history of reasonable and cooperative behavior and overall business-like concern for the interests of the customer. (Points: 15 Points)

The Long Beach Utilities Department may use past performance information obtained from a variety of sources and not just those contracts identified by the Proposer.

C. Work Methodology:

Demonstrated understanding of project requirements, responsiveness and ability to meet requirements, including identification of critical elements and key issues. Technical approach to work and resources available. Approach to the management and integration of all activities required in the scope of work. Overall quality and clarity of proposal. (Points: 30 Points)

D. Proposal Cost: (Reasonable of Cost) Demonstrated ability to meet the requirements of the Scope of Work, which will be evaluated for its competitiveness for providing such services. (Points: 25 Points)

Energy Master Plan Page 21

8. NEGOTIATIONS

Negotiations regarding agreement terms, conditions, scope of work, and pricing may begin at this time. Any award is contingent upon the successful negotiation of final contract terms. If satisfactory agreement provisions cannot be reached, then negotiations may be terminated. If contract negotiations cannot be concluded successfully, LBUD reserves the right to negotiate a contract with another Proposer or withdraw the RFP. This negotiation sequence continues until agreement is reached. Negotiations shall be confidential and not subject to disclosure to competing Proposers unless and until an agreement is reached.

9. BASIS OF AWARD

Any Agreement resulting from this RFP will be awarded to the Proposer whose proposal is most advantageous to the Department as defined by their total evaluation score, interview results, and the outcome of the final negotiations.

LBUD may award a single contract embracing all RFP services or separate contracts each embracing one or more RFP service, or include or exclude RFP services from the Contract if LBUD believes it is in their best interest.

Any contract resulting from this RFP shall not be effective unless and until approved by the City of Long Beach Board of Utilities Commissioners.

10. PROPOSER REPRESENTATION

By submitting a proposal, Proposer represents that it has thoroughly examined and become familiar with the RFP and is capable of performing in accordance with the RFP.

11. INSURANCE REQUIREMENTS

The Consultant shall furnish with the proposal proof of the following minimum insurance coverage as shown in the attached sample Agreement (Exhibit A). These minimum levels of coverage are required to be maintained for the duration of the project. Upon award of contract, Proposer will be required to submit insurance according to the guidelines and requirements listed below:

11.1 If at any time during the progress of the Work, Proposer shall allow any indebtedness to accrue for labor, equipment, or materials, or which may become a claim against LBUD, Proposer shall immediately upon request from the LBUD pay such claim or indebtedness or cause such lien to be dissolved and discharged by giving a bond or otherwise and, in case of his failure so to do, LBUD may withhold any money due Proposer until such claim or indebtedness is paid or may apply such money toward the discharge thereof; or, in such event LBUD may at its option declare this Contract to be terminated; take possession and control of the Work and complete the same or cause the same to be completed according to the specifications. Proposer shall pay to LBUD the difference between the Contract price and the actual cost to LBUD in completing or causing the Work to be completed.

Energy Master Plan Page 22

11.2 Proposer shall procure and maintain at Proposer’s expense for the duration of the

Contract the following insurance against claims for injuries to persons or damage to property that may arise from or in connection with the performance of the Contract by Proposer, its agents, representatives, employees or Subconsultants:

Comprehensive General Liability: $1,000,000 combined single limit for each occurrence or $2,000,000 General Aggregate for bodily injury, personal injury, and property damage, including products and completed operations coverage.

The Board of Utilities Commissioners, its officials, employees and agents shall be named as additional insureds as respects: liability arising out of activities performed by or on behalf of Proposer; products and completed operations of Proposer; and premises owned, leased or used by Proposer.

(1) Automobile Liability: $500,000 combined single limit per accident for bodily injury and property damage covering owned, non-owned and hired vehicles.

(2) Workers’ Compensation as required by the California Labor Code and Employers Liability limits of $1,000,000 per accident.

(3) Professional or errors and omissions liability insurance in an amount not less than

$1,000,000 per claim.

Any self-insurance program and self-insured retention must be separately approved in writing by LBUD.

Each insurance policy shall be endorsed to state that coverage shall not be cancelled by either party or reduced in coverage except after thirty (30) days prior written notice to

LBUD.

Proposer shall maintain at its expense, until completion of performance and acceptance by City, from an insurer:

a. Admitted (licensed) in the State of California with a current financial responsibility rating of A (Excellent) or better and a current financial size category (FSC) of V (capital surplus and conditional surplus funds of greater than $10 million) or greater rating as reported by A.M. Best Company or equivalent, unless waived in writing by City’s Risk Manager, or

b. Non-admitted in the State of California with a current financial responsibility rating of A (Excellent) or better and a current financial size category (FSC) of VIII (capital surplus and conditional surplus funds of greater than $100 million) or greater rating as reported by A.M. Best Company or equivalent, unless waived in writing by City’s Risk Manager.

Energy Master Plan Page 23

All coverages for Subconsultants shall be subject to the requirements stated herein and shall be maintained at no expense to LBUD.

Proposer shall furnish LBUD with certificates of insurance and original endorsements providing coverage as required above. The certificates and endorsements for each insurance policy are to be signed by a person authorized by that insurer to bind coverage on its behalf.

Before any of Proposer’s or Subconsultant’s employees shall do any Work on LBUD’s property, Proposer shall furnish LBUD with the required certificates evidencing that such insurance is being maintained. Such certificates shall specify the date when such insurance expires. Such insurance shall be maintained until after the Work under the Contract has been completed and accepted.

Such insurance as required herein or in any other documents to be considered a part hereof shall not be deemed to limit Proposer’s liability under this Contract.

1. Proposer shall defend, indemnify and hold harmless The Board of Utilities

Commissioners, its officials, and employees from and against any and all liability for claims for bodily injury and property damage arising out of negligent acts, omissions or errors of any employee of Proposer at the Site.

2. Proposer shall list the name and location of the place of business of each Subconsultant who will perform work, labor or services for Proposer, or who specially fabricates and installs a portion of the Work or improvement in an amount in excess of one-half of one percent of Proposer’s total contract cost.

The Subconsultant list shall be submitted with Proposer’s Bid.

12. COMMENCEMENT OF SERVICES

The services requested in this RFP will commence upon issuance of a Notice to Proceed.

13. CONSULTANT ORIENTATION MEETING

Not Applicable

14. QUALIFICATIONS OF CONSULTANTS

15. TERM OF AGREEMENT

The initial term of the Agreement will be eighteen (18) months from the date of the Notice to Proceed.

Energy Master Plan Page 24

16. LEGAL DISCLOSURE

Proposer shall disclose claims made by it or any of its owners against the LBUD, the City or any other public agency over the previous five (5) years, and may provide relevant detail regarding each claim. The Proposer shall disclose all pending claims and litigation to which it is a party, including the case number, jurisdiction, and current status of the action.

17. CONFLICT OF INTEREST

The Proposer represents and warrants that no City employee whose position in the City enables him/her to influence the award of the Contract or any competing Contract, and no spouse or economic dependent of such employee is or shall be employed in any capacity by the Proposer herein, or does or shall have any direct or indirect financial interest in this Contract.

18. BUSINESS LICENSE

The Long Beach Municipal Code (LBMC) requires all businesses operating in the City of Long Beach to pay a business license tax. In some cases the City may require a regulatory permit and/or evidence of a State or Federal license. Prior to issuing a business license, certain business types will require the business license application and/or business location to be reviewed by the Development Services, Fire, Health, and/or Police Departments. For more information, go to www.longbeach.gov/finance/business_license.

19. WARRANTY/ MAINTENANCE AND SERVICE

20. CONTRACTORS LICENSE

21. BILLING & INVOICING

The Consultant shall include a sample of invoices for Base and Supplemental Work with proposal.

Each month, one (1) invoice shall be submitted for the Base services performed during the preceding month. The invoice shall be submitted, in arrears, on or before the fifth (5th) day of each month. The Long Beach Utilities Department shall not make payments in advance, or more frequently than monthly.

The Consultant shall email the invoice as a .pdf file to…