RFP_1100_DCM3050_0500_3_v2.pdf

Scope of Work Strategic Energy Management Services

Version 1, 09/24/2026

Solicitation No.

RFP 1100 DCM3050

Scope of Work V1 - RFP 1100 DCM3050 Page 1 of 7

1.0 Purpose

Austin Energy is seeking an experienced Strategic Energy Management (SEM) program provider to support large institutional and commercial property portfolios in Austin. The selected firm will coordinate with the Austin Energy program team to implement the firm’s existing statistical- and behavioral-focused energy management program which will include recruiting firms, conducting outreach events, negotiating SEM agreements with Austin clients, assessing facilities, conducting improvement trainings, events, documenting results, and producing quarterly and annual SEM program summary reports for Austin Energy. The SEM projects are designed to support large commercial customers, not at City facilities, and SEM activities must align with Austin Energy’s organizational commitment to reduce peak energy use and greenhouse gas emissions to achieve Austin Energy’s Resource Generation Plan.

Program Intent:

Engage with Customers to establish data-driven energy optimization strategies, Identify eƯiciency opportunities, Support behavioral changes, Recommend equipment upgrades, and Calculate estimated and actual energy (peak) savings.

Program Goal:

Drive persistent and measurable energy savings to optimize energy facility use, Reduce operational costs, Invest in energy eƯicient technologies, and Provide analytical reports of kilowatt peak, kilowatt hour, and greenhouse gas equivalent emission (kWh, kW, and GHGe) savings results in Austin, Texas.

The maximum budget allocated for this project is $250,000 with up to $200K annually for the SEM program baseline costs with an additional “Results-Based” bonus of up $50K available at the end of each Contract year. OƯerors are expected to propose detailed monthly activities, bonus milestones, and expectations of results that align with the SEM expectations set forth -- while remaining within this budget.

2.0 Term of Contract

This Contract shall remain in eƯect for an initial term of 24-months, or the City terminates the Contract. This Contract may be extended beyond the initial term for up to three (3) additional 12-month periods at the City’s sole option

3.0 Project Overview and Background

3.1 This Scope of Work outlines the proposal requirements and operational requirements for a new

Strategic Energy Management services contract for City. The contract will support Austin Energy’s Energy EƯiciency Services Commercial Rebate Program. Austin Energy will only provide the Customer with energy use and the Customer at that point can share the information with any party. Austin Energy is not involved with the data storage, nor responsible for any PII the Customer wants to provide to any party.

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3.2 Target Industries. The term “Customers” or “Large Commercial Customers” refers to large commercial facility and institutional owners in Austin’s full-purpose jurisdiction. Strategic Energy Management Customers will have an aggregate square footage (SQFT) of 150K and larger.

Primary

Hospital/Healthcare Facilities Educational Campuses Non-Profit Facilities Government Non-Municipal Facilities

Secondary (2nd year only)

Hospitality/Large Hotels Commercial Office/Retail Campuses Medium/Large Industrial/Manufacturing

4.0 SEM Contractor Responsibilities

4.1 The SEM Contractor shall kickoƯ a tailored Strategic Energy Management Program for large commercial property portfolios, or large institutional facility owners, in Austin in coordination with Austin Energy - Energy EƯiciency staƯ. At a minimum this shall include:

4.1.1 Kick-oƯ program in coordination with Austin Energy

4.1.2 Develop and document program processes, operational documents, and workflows

4.2 The SEM Contractor shall recruit Large Commercial Customers (Customers). At a minimum this shall include:

4.2.1 Engagement plan and milestones for new and potential Customers

4.2.2 Site energy audits and assessments and estimated savings reports

4.2.3 Facilities shall be in the City of Austin full-purpose jurisdiction and Austin Energy utility customers

4.2.4 Identify opportunities for Austin Energy Rebates to encourage Energy EƯiciency investments

4.2.5 Negotiate and sign SEM Service Agreements between the SEM Contractor and the

Customer. Austin Energy is not party to these customer-specific SEM Service Agreements. The relationship between the Customer and the SEM Contractor is governed by their Service Agreement, including managing any customer issues directly with the customer, providing dashboards/reporting to the customer, etc.

Austin Energy reserves the right to request a copy of the template Service Agreement used by the SEM Contractor.

4.3 The SEM Contractor shall provide customers with Energy Baseline Analysis, modeling, audits, and improvement recommendations. The SEM Contractor shall provide copies of the program reports to Austin Energy Program Manager. At a minimum, this shall include documentation or quarterly summaries of the following:

4.3.1 Statistical analysis of 24 months of energy use, load profile, and response opportunities

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4.3.2 Develop project proposals for the Customer based on behavioral, training, equipment rebates, building management controls, power factor, or other improvements.

4.3.3 Energy EƯiciency rebate project support and equipment specification recommendations

4.3.4 Coordination with participating Customers, property managers, and the facility maintenance teams

4.3.5 Document Customer’s options, costs/benefits, and estimated savings (Avoided Costs, kW, kWh, and GHGe savings) in following 12 months

4.4 The SEM Contractor shall establish and provide cost reduction milestones to be achieved within a 24-month period. At a minimum this shall include:

4.4.1 Target 3-10% reduction in total energy consumption, ~5% reduction in peak energy use

4.4.2 Develop behavioral, equipment rebate, and projected savings project proposals for

Customers

4.4.3 Identify and secure available utility incentives, rebates, and tax credits

4.4.4 Establish energy budget forecasting and variance analysis procedures

4.4.5 12-Month Actual Savings (Avoided Costs, kW, kWh, and GHGe savings) versus

Estimated Savings.

4.5 The SEM Contractor shall provide customer capability-building services. At a minimum, this shall include:

4.5.1 Support Customer’s energy performance metrics and reporting dashboards

4.5.2 Create energy awareness programs for building occupants

4.5.3 Develop internal energy management competencies

4.6 The SEM Contractor shall provide coordination and compliance. At a minimum, this shall include:

4.6.1 Train facility staƯ on energy management best practices/behavioral changes (at least

2 training events per facility once new equipment or new processes are in place)

4.6.2 Measure and report the operational savings annually (actual versus estimated)

4.6.3 Ensure compliance with local, state, and federal energy regulations

4.6.4 Coordinate with Customer’s LEED, Energy Star Portfolio Manager, or other facility certification eƯorts, if applicable

4.6.5 Propose energy eƯiciency upgrades and a renewable energy integration strategy, when applicable

4.7 The SEM Contractor shall maintain current Technical Certifications throughout the term of the contract. The SEM Contractor shall provide current copies of Certifications to the Austin Energy Program Manager.

4.7.1 Certified Energy Manager (CEM)

4.7.2 ASHRAE Building Energy Assessment Professional Certification

4.8 The SEM Contractor shall provide Local Resources and Availability throughout the term of the contract. At a minimum, this shall include:

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4.8.1 Provide a dedicated Project Manager who will be the primary point of contact to Austin Energy staƯ. The Primary Project Manager shall lead the SEM activities throughout the term of the contract

4.8.2 Maintain local presence or ability to conduct on-site visits within 48 hours

4.8.3 Provide Emergency technical support capability for Customer concerns. Response time and coverage requirements apply to the industry standard.

4.8.4 Provide SuƯicient staƯ depth to ensure continuity of service with key personnel staƯ turnover

5.0 Single Point of Contact

5.1 The SEM Contractor(s) shall provide a Single Point of Contact Project Manager (SPOC) who is skilled, knowledgeable, and experienced in providing the types of services listed in this Scope of Work and who shall be available.

5.2 The SEM Contractor(s) shall provide the SPOC’s name, phone number and e-mail address to the Austin Energy Program Manager five (5) days after contract award.

5.3 The SPOC shall not be removed from the project without prior written consent by the Austin Energy Program Manager.

5.4 The SEM Contractor(s) shall provide a designee for the SPOC, during times the SPOC is unavailable (due to vacation, travel, etc., for example). The designee shall meet the same requirements as specified for the SPOC within this Scope of Work and shall have the same authority as the SPOC.

6.0 Specific Invoice Requirements:

6.1 The City’s preference is to have invoices emailed. E-mail addresses will be provided at the Contract Kick-oƯ Meeting or by the Austin Energy Program Manager.

6.2 For questions regarding your invoice/payment please contact the City Contract Manager

7.0 Austin Energy Responsibilities

7.1 Austin Energy will provide a Point of Contact at the Kick-oƯ meeting.

7.2 Austin Energy will schedule a Kick-oƯ meeting when contract is awarded.

7.3 Austin Energy reserves the right to award this contract to one or more Contractor(s)

7.4 Deleted.

7.5 Austin Energy will only provide the Customer with energy use and the Customer at that point can share the information with any party. Austin Energy is not involved with the data storage, nor responsible for any PII the customer wants to provide to any party.

7.6 Austin Energy reserves the right to request a copy of the template Service Agreement used by the SEM Contractor.

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8.0 Designation of Key Personnel

The City and the SEM Contractor(s) resolve to keep the same key personnel assigned to this engagement throughout its term. In the event that it becomes necessary for the SEM Contractor(s) to replace any key personnel, the replacement will be an individual having equivalent experience and competence in executing projects such as the one described herein. Additionally, the SEM Contractor(s) shall promptly notify the City and obtain approval for the replacement. Such approval shall not be unreasonably withheld.

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9.0 Deliverables/Milestones

Deliverables/Milestones Description Timeline (due/completion date, reference date, or frequency)

Performance Measure/

Acceptance Criteria

Contract Reference/

Section

Energy Baseline Analysis, Modelling, Audits, and Improvement Recommendations

Document Customer’s options, costs/benefits, and estimated savings (Avoided Costs, kW, kWh, and GHGe savings)

Within 12 months of contract award

Copy of Customer analysis and recommendation documents with any PII redacted

4.3.5

KickoƯ an Austin-specific Strategic Energy Management (SEM) Program

Kick-oƯ program in coordination with Austin Energy Develop and document program processes, operational documents, and workflows Focus on Austin Energy’s target Customers or industries

Within 90 days of contract award

Provide Kick-oƯ documents, marketing/outreach plan, and events schedule for outreach eƯorts in 1st contract year

4.1

Cost reduction milestones

Target 3-10% reduction in total energy consumption, ~5% reduction in peak energy use

Develop behavioral, equipment rebate, and projected savings project proposals for Customers

Identify and secure available utility incentives, rebates, and tax credits

Establish energy budget forecasting and variance analysis procedures

12-Month Actual Savings (Avoided Costs, kW, kWh, and GHGe savings) versus Estimated Savings

Outreach eƯorts expected in Contract Year 1, Documentation of energy shifts and savings expect before or during Contract Year

Plan outreach and event plans executed as agreed in Year 1.

Customer and utility benefits documented before or during Contract Year 2

4.4

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Deliverables/Milestones Description Timeline (due/completion date, reference date, or frequency)

Performance Measure/

Acceptance Criteria

Contract Reference/

Section

Communication, Documentation of Results, and Compliance

Monthly communications of progress, setbacks, requests, and recommendations.

Quarterly in-person or video meetings for coordination and transparency.

Measure and report the operational savings annually (actual versus estimated)

Monthly, Quarterly, Annually, or as agreed in writing between Successful Proposer and Austin Energy Program Team

Timely Communications with AE staƯ and management.

Zero complaints from Customers requiring escalation to AE’s Executive Team.

4.6