RFP_1100_DCM3051_BID_DOC_2_v1.pdf

Solicitation

INSTRUCTIONS

Solicitation No.

RFP 1100 DCM3051

Solicitation Instructions Page 1

Revised 06/15/2026

1 REQUEST FOR PROPOSALS

1.1 Invitation. The City of Austin invites all Responsible Offerors to submit Proposals to provide the goods and/or services described in this Solicitation.

1.2 Documents. This Request for Proposals (“RFP” or “Solicitation”) is composed of all documents listed in the Attachments section of the Solicitation Cover Sheet.

1.3 Process. The process described in this RFP is the Competitive Sealed Proposals process. This process is procedurally compliant with the competitive proposal processes prescribed by Texas Local Government Code Ch. 252 and Ch. 271.

1.4 Changes. The City may change or revise any of the contents of this Solicitation through the issuance of a written Addendum. Any Addenda issued will be added to the Attachments section of the Solicitation Cover Sheet. The Version number displayed in the Solicitation Cover Sheet will indicate the number of Addenda issued. Any explanation, clarification, interpretation or change to the Solicitation made in any other manner is not binding upon the City, and Offerors shall not rely upon such explanation, clarification, interpretation, or change. Oral explanations or instructions given before the award of the Contract are not binding.

1.5 Review of Documents. Offerors shall review the entire Solicitation, as revised. Offerors shall notify the Authorized Contact Person(s) listed on the Solicitation Cover Sheet in writing of any omissions, ambiguities, inconsistencies or errors in the Solicitation prior to the Offer Due Date and Time displayed in the Important Dates section of the Solicitation Cover Sheet. Offerors shall also notify the City of any Solicitation contents the Offeror believes may be unreasonably restrictive.

1.6 Cancellation. The City reserves the right to cancel this Solicitation at any time for any reason and to resolicit the goods and services included in this Solicitation.

2 PUBLICATION AND NOTICES

2.1 Publication. This Solicitation was published on the City’s financial services website, Austin Finance Online, as of the Published date displayed in the Solicitation Cover Sheet section.

2.2 Email Notices. On the Solicitation’s Published date, email notices regarding this Solicitation were issued to all vendors registered in Austin Finance Online, that had previously selected the NIGP Codes displayed in the Solicitation Cover Sheet section. All subsequent email notices regarding this Solicitation will be limited to those vendors or other persons that subscribe to this Solicitation in Austin Finance Online.

2.3 Newspaper Notices. If applicable, one or more notices of this Solicitation were published in the newspaper as required by statute.

2.4 Third-Party Notices. Austin Finance Online is the only source of official notices regarding this Solicitation.

Prospective Offerors shall not rely on any notices concerning this Solicitation received from sources other than Austin Finance Online.

3 COMMUNICATIONS AND MEETINGS

3.1 Authorized Contact Persons. The names and contact information for the authorized contact persons for this Solicitation are displayed in the Solicitation Cover Sheet. Offerors needing assistance contacting an

CITY OF

AUSTIN

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Authorized Contact Person regarding this Solicitation may also contact Austin Financial Services - Central Procurement’s main line at (512) 974-2500 and request assistance from any member of Austin Financial Services - Central Procurement’s management team. Offerors may direct specific questions concerning subcontractors and responding to the Minority-owned Business Enterprise and Women-owned Business Enterprise Procurement Program requirements to the ASMBR contact, also listed on the Solicitation Cover Sheet.

3.2 Questions. Offerors shall submit any questions concerning this Solicitation in writing via e-mail to the Authorized Contact Persons displayed on the Solicitation Cover Sheet. The City will respond to all questions received by the Questions Due Date and Time displayed on the Solicitation Cover Sheet. The City will publish one or more Addenda displaying all timely received questions and the City’s responses to each for any information not already contained in the solicitation.

3.3 Vendor Help Desk. For general questions concerning the City’s online financial services system, Austin Finance Online, Vendor Connection (“Vendor Connection”), Offerors may contact the Vendor Help Desk at (512) 974-2018. Assistance from the Vendor Help Desk is limited to navigating and using Vendor Connection only. The Vendor Help Desk will not respond to any questions concerning a specific Solicitation.

3.4 Pre-Offer Conferences. The City may hold one or more pre-offer conferences to review the Solicitation and to receive verbal questions. The Solicitation Cover Sheet will display if a Pre-Offer Conference is being held and if attendance at this meeting is mandatory. If a Pre-Offer Conference is planned, the date, location, time, and any other necessary information regarding this meeting will also be displayed in the Solicitation Cover Sheet. Attendance at any Pre-Offer Conference will be recorded and will be included in an Addendum published following the meeting. As the Solicitation is subject to changes (See Solicitation Instruction, 1.4 Changes.) Offerors shall not rely on verbal exchanges that may occur at a Pre-Offer Conference. Offerors shall continue to submit all questions in writing. (See Solicitation Instructions, 3.2 Questions.)

3.5 No-Lobbying. In accordance with Austin City Code, sec. 2-7-101, et. seq., Austin City Ordinance no.

20180614-056, and applicable Administrative Rules, this Solicitation is subject to certain limits on communication by Offerors and their agents. The No-Lobbying period for this Solicitation starts on the Published Date displayed on the Solicitation Cover Page and continues through the earliest of the following: (i) the Solicitation is cancelled, (ii) the last of any resulting contract(s) are executed, or (iii) 60-days following Council authorization of the last contract resulting from this Solicitation. The No-Lobbying Period continues throughout the completion of the solicitation process. During the No-Lobbying Period, Offerors, Respondents and/or their Agents shall not make any prohibited communications to City Officials or City employees other than the Authorized Contact Persons. Respondents include both prospective and actual Offerors.

4 OFFER PREPARATION

4.1 Offer Submittals. Offerors intending to respond to this Solicitation shall download and complete each of the Submittal documents listed in the Solicitation Cover Sheet. Submittal documents will include additional Solicitation instructions specific to its contents. Offerors will complete each Submittal in accordance with the instructions in the submittal. At a minimum, submittals will include a Price Offer, a Technical Offer, and an Offer and Certifications submittal.

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4.2 Alternate Offers. Unless excluded elsewhere in the Solicitation, Offerors may submit alternative Offers, in addition to their primary Offer. Offerors seeking to submit an alternative Offer may include with their completed Submittals, any alternative Submittals as applicable.

4.3 Exceptions. Offerors shall indicate if they take exception to any portions of the Solicitation in their Proposal. Any exceptions included in the Proposal may negatively impact the City’s evaluation of the Proposal or may cause the City to reject the Proposal entirely.

4.4 Offer Acceptance Period. All Offers are valid for a period of one hundred and eighty (180) calendar days subsequent to the RFP closing date unless a longer acceptance period is offered in the proposal.

4.5 Proprietary and Confidential Information. All Offers received and opened by the City are subject to the Texas Government Code, Ch. 552, and will be made available to the public. Offerors seeking to keep any portions of their Offer confidential shall mark each such portion as “Proprietary.” The City will, to the extent allowed by law, endeavor to protect such information from disclosure. The City may request a review and determination from the Attorney General’s Office of the State of Texas, of any Proposal contents marked as “Proprietary.” A copyright notice or symbol is insufficient to identify proprietary or confidential information.

4.6 Cost of Offer Preparation and Participation. Offerors are responsible for all costs related to the preparation of their Offer and incurred while participating in this Solicitation process.

4.7 Minority and Women Owned Business Enterprise (MBE/WBE) Procurement Program. If the solicitation includes an MBE/WBE Program Compliance Plan, the Offeror shall comply with the provisions of Chapters 2-9A and B, of the Austin City Code and the terms of the Compliance Plan or Subcontractor Utilization Plan as approved by the City (the “Plan”).

4.8 Wage Theft. This Solicitation is subject to City Code, Chapter 4-22 Wage Theft (Ordinance No. 20221201- 031 | Code of Ordinances | Austin, TX | Municode Library). In accordance with City Code, Ch. 4-22, any Employer that submits an Offer to the City is required to provide certification (see the Employer Certification Wage Theft Ordinance – Responsibility Criteria included in this the Solicitation) that they have not been adjudicated for Wage Theft related incidents within five (5) years prior to the date set forth within the Employer Certification Wage Theft Ordinance – Responsibility Criteria. Additionally, City Code, Ch. 4- 22 Wage Theft, requires all Employers to complete a training program designed by the Wage Theft Coordinator on federal and state wage laws and the provisions of City Code, Ch. 4-22 Wage Theft. All Employers must complete the City of Austin Wage Theft Training within 30 days of being awarded a contract with the City. Contact the Wage Compliance Training to register for training or additional information at wagetheft@austintexas.gov.

4.9 Pricing Requirements – Non-Specified Items.

4.9.1 The City may purchase additional related items that are available from the Contractor in various quantities. Pricing for these non-specified items will be calculated based on a percentage markup over Contractor’s cost as identified in the Price Sheet under the Non-Specified Parts Section.

4.9.2 Offeror shall bid a percentage markup to their cost.

4.9.2.1 The percentage markup shall be fixed throughout the term of the Contract and are not subject to increase. They shall also remain firm through subsequent renewal periods if the City and the Contractor choose to renew the Contract.

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4.9.2.2 The Offeror may offer a different percentage discount or markup amount per manufacturer for any Non-Specified Part; however, parts within each manufacturer’s product line shall be priced by taking the stated list price and applying that percentage discount or markup.

5 OFFER SUBMISSION

5.1 Electronic Offers. All Offers in response to this solicitation shall be submitted electronically (electronic documents) to the City of Austin using the Solicitation’s eResponse function, available through the City’s online financial system, Austin Finance Online. To submit Electronic Offers using the eResponse function, Offeror’s must first be registered as a vendor with the City of Austin in Austin Finance Online. See Instructions, Submitting Offers in Austin Finance Online. For any questions or problems concerning eResponse, please contact vendor@austintexas.gov and copy the Procurement Specialist listed on the Cover Sheet. For immediate attention, call 512-974-2467.

5.2 Due Date and Time for Electronic Offers. Electronic Offers in response to this Solicitation shall be submitted via eResponse by the Offer Due Date and Time displayed in the Important Dates section of the Solicitation Cover Sheet. The system time within Austin Finance Online shall be the official time of record for Electronic Offers.

5.3 Withdrawing Electronic Offers. Electronic Offers submitted online in response to this Solicitation may be withdrawn, revised, and resubmitted using the eResponse function any time prior to the Solicitation’s Due Date and Time. Withdrawn Electronic Offers may be resubmitted, with or without modifications, up to the Solicitation’s Due Date and Time.

5.4 Late Electronic Offers. The Solicitation’s eResponse function in Austin Finance Online will not allow Electronic Offers to be submitted past the Solicitation’s Due Date and Time.

5.5 Opening Electronic Offers. The information regarding Electronic Offers will become available on or shortly after the Offer Opening Date and Time stated on the Solicitation’s Cover Sheet. When Electronic Offers are opened, the names of each Offeror would be displayed within the Solicitation’s eResponse section. For Solicitations conducted via Competitive Sealed Bidding, the Price Offer for each Offeror will also be displayed in the eResponse section.

6 OFFER EVALUATION

6.1 Bases of Competition. The City may compare Offers based on groups or categories and will choose the basis or bases of competition that best meets the City’s needs for the resulting contracts. The basis or bases of competition for each RFP will be described in section 11, Evaluation of Offers below.

6.2 Minimum Responsiveness. Proposals are Minimally Responsive when they include all of the Submittals listed in this Solicitation, completed and with sufficient detail in each to evaluate the Proposal in accordance with the Solicitation’s Instructions. Proposals that are not Minimally Responsive may be deemed non-responsive and rejected.

6.3 Responsibility. An Offeror is responsible if they have the financial and practical ability, resources, expertise, past performance, and positive compliance history with all City ordinances. An Offer may be rejected if an Offeror is determined to not be responsible.

6.4 Clarifications. Any time after the opening of Proposals, the City may contact Offerors to ask questions about their Proposal’s contents in order to better understand these contents as-written. Responses to

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Solicitation Instructions - RFP 1100 DCM3051 Page 5 clarification questions, whether done verbally or submitted in writing, do not change the Proposal’s contents. Clarifications are not to be confused with Discussions as described herein.

6.5 Evaluation. Proposals that are Minimally Responsive will be evaluated based on the Evaluation Factors listed in Section 11.1 of the Solicitation Instructions. Evaluation Factors correspond to their specified Submittals and shall indicate their respective weighting next to each. Proposal submittals not identified as Evaluation Factors will be evaluated on a pass / fail basis in accordance with the Solicitation’s Instructions and any further instructions within each Solicitation. Although minimum responses are required in all Submittals, the Submittals identified as Evaluation Factors will be used to differentiate the Proposals and to identify which Proposal(s) represent the Best Value to the City. The City’s evaluation may be made without Clarifications or Discussions with Offerors. Proposals should, therefore, include the Offeror’s most favorable terms.

6.6 Discussions and Proposal Revisions. After completing initial evaluations, the City may enter into discussions (communications which may include negotiations and feedback about the Proposal submitted) with one or more Offerors submitting the highest rated Proposal(s). Following the completion of Discussions, the City may request Proposal revisions from these Offerors. The City may seek multiple rounds of Discussions and Proposal revisions as deemed necessary by the City. The City may revise its initial evaluations depending on the contents of any Proposal revisions received following these Discussions.

6.7 Interviews/Presentations. The City may require that one or more Offeror submitting the highest rated Proposals participate in interviews and/or presentations.

7 CONTRACT AWARD AND EXECUTION

7.1 Award Determination. City staff will recommend Contract award to the Offeror(s) submitting the highest rated Proposal(s) based on the Evaluation Factors set forth in this Solicitation. The Award Determination will be published to Austin Finance Online and notice will be sent to all Offerors subscribed to the Solicitation.

7.2 Multiple Awards. If the City determines that multiple contracts are needed, the City will award one or more additional contracts to the Offeror(s) submitting the next highest rated Proposal(s).

7.3 Contract Execution. Contracts within the City Manager’s authority will be awarded and executed simultaneously. Contracts above the City Manager’s authority will be executed following their authorization by the Austin City Council.

8 ADMINISTRATIVE MATTERS

8.1 Solicitation File. All documents included in this Solicitation, and all timely received Offers in response to this Solicitation, except for Offer contents deemed by Offerors to be proprietary and confidential, will be available for public inspections upon the execution of the contract.

8.2 Debriefings. Offerors may request a debriefing meeting to ask any questions concerning the Solicitation’s contents, process, or the evaluation of their Offer. Debriefing meetings are informal exchanges and may be requested anytime following the earlier of (i) after the contract resulting from this Solicitation is executed, or in the case of multiple awards, the last contract is executed; (ii) the date the Solicitation is cancelled. Debriefings are not public called meetings in accordance with the Texas Open Meetings Act and are usually limited to a single Offeror and any of their representatives. Only information regarding the

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Solicitation documents and the Offeror’s Offer (including City’s evaluation of the Offer) in response to the Solicitation will be discussed.

8.3 Reservations. The City reserves the right to: (i) specify approximate quantities in the Solicitation; (ii) extend the Solicitation due date and time; (iii) add additional terms or modify existing terms in the Solicitation; (iv) reject an Offer containing exceptions, additions, qualifications or conditions not called for in the Solicitation; (v) reject an Offer received from an Offeror who is currently debarred or suspended by the City, State, or Federal Government; (vi) reject an Offer that contains fraudulent information; (vii) reject an Offer that has material omissions; (viii) reject any or all Offers; (ix) procure any goods or services included in this Solicitation by other means; (x) consider and accept alternate Offers, if specified in the Solicitation, when most advantageous to the City; (xi) reject an Offer if prices in the Offer are unbalanced (some prices are significantly high and other prices are significantly low) and/or (xii) waive any minor informality in any Offer or procedure so long as the deviation does not affect the competitiveness of the Solicitation process.

8.4 Protests. Austin Financial Services - Central Procurement has the authority to settle or resolve any claim of an alleged deficiency or protest. The procedures for notifying the City of Austin of an alleged deficiency or filing a protest are listed below. If you fail to comply with any of these requirements, Austin Financial Services - Central Procurement may dismiss your complaint or protest.

8.4.1 Protest regarding the Solicitation (Pre-Submittal Protest). Any protest regarding the Solicitation by the City shall be filed no later than five (5) business days prior to the due date and time for proposals.

Any protest filed after that date which raises issues regarding the Solicitation will not be considered.

8.4.2 Protests regarding the evaluation of Proposals. Any protest regarding the evaluation of Proposals by the City shall be filed with the City no later than five (5) business days after the notification of award recommendation is posted on Austin Finance Online, or notification that the protestor’s status as a Offeror has changed, such as notification that an Offer has been found to be non-responsive or an Offeror has been found to be non-responsible. Any protest filed after such date which raises issues regarding the evaluation will not be considered. Offerors may only protest the evaluation of their Proposal.

8.4.3 Protest Regarding Award of Contract (Post-Award Protest). Any protest regarding the award of the contract shall be filed no later than ten (10) business days after the date of award. Any protest regarding the award of the contract filed after such date will not be considered.

8.4.4 You shall submit your protest in writing, and it shall include the following information: (i) your name, address, telephone, and email address; (ii) the Solicitation number; (iii) the specific facts and/or law upon which the protest of the Solicitation or the award is based, including all pertinent documents and evidence thereto; and (iv) the form of relief requested.

8.4.5 Your protest shall be concise and presented logically and factually to help with the City’s review.

8.4.6 When the City receives a timely written protest, Austin Financial Services - Central Procurement will determine whether the grounds for your protest are sufficient. If Austin Financial Services - Central Procurement decides that the grounds are sufficient, Austin Financial Services - Central Procurement will schedule a protest hearing, usually within five (5) business days. If Austin Financial Services - Central Procurement determines that your grounds are insufficient, the City will notify you of that decision in writing.

8.4.7 The protest hearing is informal and is not subject to the Open Meetings Act. The purpose of the hearing is to give you a chance to present your case, it is not an adversarial proceeding. Those who

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Solicitation Instructions - RFP 1100 DCM3051 Page 7 may attend from the City are: representatives from the department that requested the purchase, the Department of Law, Austin Financial Services - Central Procurement, and other appropriate City staff. You may bring a representative or anyone else that will present information to support the factual grounds for your protest with you to the hearing.

8.4.8 A decision will usually be made within fifteen (15) calendar days after the hearing.

8.4.9 The City will send you a copy of the hearing decision after the appropriate City staff has reviewed the decision.

8.4.10 When a protest is filed, the City usually will not make an award until a decision on the protest is made. However, the City will not delay an award if the City Manager or Austin Financial Services - Central Procurement determines that the City urgently requires the supplies or Services to be purchased, or failure to make an award promptly will unduly delay delivery or performance. In those instances, the City will notify you and make every effort to resolve your protest before the award.

8.5 Interested Parties Disclosure. As a condition to entering the Contract, the Business Entity constituting the Offeror must provide the following disclosure of Interested Parties to the City prior to the award of a contract with the City on Form 1295 “Certificate of Interested Parties” as prescribed by the Texas Ethics Commission for any contract award requiring council authorization. The Certificate of Interested Parties Form must be completed on the Texas Ethics Commission website, printed, and signed by the authorized agent of the Business Entity with acknowledgment that disclosure is made under oath and under penalty of perjury. The City will submit the “Certificate of Interested Parties” to the Texas Ethics Commission within 30 days of receipt from the successful Offeror. The Offeror is reminded that the provisions of Local Government Code 176, regarding conflicts of interest between the Offerors and local officials remain in place. Link to Texas Ethics Commission Form 1295 process and procedures below:

https://ethics.state.tx.us/filinginfo/1295/.

9 DEFINITIONS. Whenever a term defined by the Uniform Commercial Code, as enacted by the State of Texas, is used in the Contract, the UCC definition shall control, unless otherwise defined in the Contract.

“Addendum” means a written instrument issued by the Contract Awarding Authority that modifies or clarifies the Solicitation prior to the Due Date. “Addenda” is the plural form of the word.

“Austin Financial Services – Central Procurement” refers to the line of business within the City of Austin’s, Austin Financial Services, responsible for the City’s procurement business function.

“Best Offer” means the best evaluated Offer in response to a Request for Proposals or Request for Qualifications/Statements.

“Best Offeror” means the Offeror submitting the Best Offer.

“City” means the City of Austin, a Texas home-rule municipal corporation.

“Offer” means a complete signed response to a Solicitation including, but not limited to, a Request for Proposals.

“Offeror” means a person, firm, or entity that submits an Offer in response to this Solicitation. Any Offeror may be represented by an agent after submitting evidence demonstrating the agent’s authority. The agent cannot certify as to his own agency status.

“Proposal” means a complete, properly signed Offer to a Request for Proposals.

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“Chief Procurement Officer” means the officer of Austin Financial Services – Central Procurement and the principal recipient of procurement authority from the City Manager.

“Request for Proposals” means all documents utilized for soliciting Proposals.

“Responsible Offeror” means the financial and practical ability of the Offeror to perform the Contract and takes into consideration resources, expertise, and past performance of the Offeror as well as compliance with all City ordinances concerning the purchasing process.

“Responsive” means meeting all the requirements of a Solicitation.

“Solicitation” means this Request for Proposals or RFP.

“Wage Theft” means any action by an employer that secures performance of a service by agreeing to provide compensation for the service and, after the service is rendered, fails to make full payment.

10 PROPOSAL SUBMITTALS.

10.1 Executive Summary.

☐ Offeror shall provide an Executive Summary that summarizes your RFP response and confirms you will comply with the requirements, provisions, terms, and conditions specified in this solicitation. The Executive Summary should be in the form of a standard business letter on official business letterhead and signed by an authorized representative of Offeror. Include the complete name and address of your firm, telephone number, and email address of the person the City of Austin should contact regarding your firm’s response.

10.2 Authorized Negotiator:

☐ Include name, address, email, and telephone number of a person in your organization authorized to negotiate Contract terms and render binding decisions on Contract matters.

10.3 Concept and Strategy. Offerors must include each of the required sections listed below with their proposal

☐ Offeror shall describe their proposed solution and demonstrate how your firm will meet or exceed the requirements specified in the Scope of Work. Offeror shall specifically address all items listed within this section and ensure responses are thorough, organized, and directly aligned with the Scope of Work.

The Offeror shall include at a minimum:

a. A detailed description of the proposed solution, including processes, methodologies, staffing, tools, and resources the Offeror will employ to fulfill the tasks identified in the Scope of Work

b. Describe methodology and process for conducting Demand Response audits.

c. Describe methodology used to develop individualized Demand Response plans.

d. Describe the methodology used to design and implement customized Demand Response control strategies.

e. Provide a sample Demand Response audit and Demand Response plan form that illustrates the format, structure and type of information that is collected during an audit (pdf samples are acceptable).

f. Provide a description of the “standard” Demand Response control strategies.

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g. Describe methodology used to evaluate equipment needs for implementing Automated Demand Response.

h. Provide a “standard” Automated Demand Response equipment list along with a representative system design.

i. Describe the technical support activities available to customers participating in the programs.

j. Describe the technical support for software integration and Application Programming Interface

(API) communication required for participation in the program for Commercial Demand Response and Emergency Response Service.

a) Describe the technical support for Virtual End Nodes of various types (e.g., software, gateways, thermostats), relays, modems, and any other associated equipment that the customer would need for enrollment into the Automated Demand Response program or ERCOT’s Emergency Response Service program.

k. Describe the process used to support customers during the installation of the Automated Demand Response equipment.

l. Describe the process used to commission Automated Demand Response equipment and how Offeror will verify its functionality upon installation.

m. Describe your processes and tools used to track program participant information.

n. Provide a current sample participant Report Card used to facilitate understanding and improvement of their Demand Response strategies and Event performance (pdf samples are acceptable).

o. Describe the customer coaching sessions offered and explain how the Offeror will lead customer education sessions to achieve Program growth.

p. Describe your approach to program planning, analysis, and evaluation.

q. Provide current sample reports utilized to track program performance (pdf samples are acceptable).

r. Provide current sample marketing and outreach material utilized to promote demand response programs (pdf samples are acceptable).

s. Provide samples of annual summary statistic reports, annual performance analysis reports, monthly program reports, annual program reports, monthly program report presentation on program metrics and season end reports (pdf samples are acceptable).

t. Offeror should provide their approach to provide the mandatory deliverables and meeting the deliverable requirements outlined in Scope of Work Section 10 Deliverables/Milestones. Any additional deliverables proposed by the Offeror should be clearly identified and defined.

10.3.1 Deliverables:

☐ Offeror shall provide their approach to provide the mandatory deliverables and meeting the deliverable requirements outlined in Scope of Work Section 14: Deliverables/Milestones. Any additional deliverables proposed by the Offeror should be clearly identified and defined.

10.3.2 Scenarios: Offerors shall provide a detailed explanation demonstrating their understanding of each of the scenarios presented in this section. For each scenario, the Offeror shall outline a clear and comprehensive proposed solution. Responses must demonstrate how the Offeror’s approach meets or exceeds all stated requirements associated with each scenario. The Offeror’s explanation must be

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Solicitation Instructions - RFP 1100 DCM3051 Page 10 thorough, logically structured, easy to follow, and reflective of a complete understanding of the situation. All responses must directly align with the expectations described in the assessment criteria.

Scenario A

The Public Utility Commission of Texas (PUCT) is currently evaluating and revising its transmission cost recovery mechanisms to address changing grid demands, particularly under Senate Bill 6 (SB 6). The framework, governed by substantive rules such as §25.193 and §25.239, allows utilities to recover costs for transmission improvements through a Transmission Cost Recovery Factor (TCRF).

☐ The PUCT replaces the 4 Coincident Peak (4CP) methodology, measured on a 15-minute interval, with anywhere from an 8CP to 12CP methodology, measured on a 30-minute interval.

1. Provide a detailed recommendation on how each of Austin Energy’s demand response programs could be restructured and implemented given the proposed methodology for recovering transmission costs.

2. Provide pricing changes and detail how deliverables would be impacted by these changes.

Scenario B

The Public Utility Commission of Texas (PUCT) is currently evaluating and revising its transmission cost recovery mechanisms to address changing grid demands, particularly under Senate Bill 6 (SB 6). The framework, governed by substantive rules such as §25.193 and §25.239, allows utilities to recover costs for transmission improvements through a Transmission Cost Recovery Factor (TCRF).

☐ The PUCT replaces the 4 Coincident Peak (4CP) methodology, measured on a 15-minute interval, with anywhere from a 5CP to 8CP methodology, measured on a 15-minute interval.

1. Provide a detailed recommendation on how each of Austin Energy’s demand response programs could be restructured and implemented given the proposed methodology for recovering transmission costs.

2. Provide pricing changes and detail how deliverables would be impacted by these changes.

Scenario C

☐ The Austin Energy Resource, Generation and Climate Protection Plan to 2035 provides a flexible path to a clean energy future that incorporates the core values of reliability, affordability, environmental sustainability and energy equity while meeting new challenges and opportunities. The Plan prioritizes customer energy solutions in resource planning to reduce the need for additional generation and transmission in support of reliability. Leading with demand response and leveraging demand response programs to shift electricity use away from high-demand times, the Plan calls for demand response summer portfolio reductions of 78MW by 2027 and 270 MW by 2035.

1. Provide a detailed scalable capacity plan demonstrating incremental growth and a pathway to deliver added MW capacity to the Commercial Demand Response program by 2027 and 2035 as part of Austin Energy’s demand response portfolio to meet the demand response goals outlined in the Austin Energy Resource, Generation and Climate Protection Plan to 2035.

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2. Include recommendations that address the evolving energy landscape and advances in technology, strategies to expand commercial demand response offerings to underserved commercial customer segments, approaches to customer engagement and retention, and any other recommendations in support of the plan.

10.4 Proposed Corporate Experience and Personnel. Offerors must include each of the required sections listed below with their proposal. Offerors shall provide a description of their qualifications to assume the responsibilities required for this opportunity, including:

☐ Corporate Experience:

a. Describe only relevant corporate experience and individual experience for personnel who will be actively engaged in the project. Cooperate experience shall not be included unless the personnel assigned to this project will actively participate for more than 40 hours of the engagement.

Experience prior to 2020 shall not be included. Individual experience descriptions must highlight project roles, responsibilities, technical skills, and accomplishments directly relevant to the Scope of Work

b. Provide a list of at least five (5) verifiable projects and references for which your company and proposed personnel have provided similar scope of services. For each reference, provide the following: organization name, year of delivery; reference name, title, present address, phone number, and email address of a principal person who represents the organization and can speak to the project or services based on involvement at the time of the delivery of services; description of services provided; project budget. For each reference, identify which member of your proposed personnel worked on the project and their role.

☐ Personnel

a. Offeror shall provide the names and qualifications of all professional personnel who will be assigned to this project. Offeror’s response shall identify key individuals by name and title and clearly describe their relevant qualifications.

b. Offer shall provide current resumes for all professional personnel who will be assigned to this project. Each resume must accurately reflect the individual’s present qualifications, experience, certifications and relevant skills that demonstrate their capability to perform the duties described.

c. Offer shall provide current certifications for all professional personnel who will be assigned to this project. Certifications must be valid at the time of submission.

☐ Project management Structure.

a. Offeror shall provide a chart or other visual representation of the project team illustrating the reporting structure for all personnel from the primary firm assigned to this project. The visual representation must also identify any subcontractors and show the reporting structure.

10.5 Price Proposal. Whichever Offeror offers the City the most competitive price will be awarded the maximum amount of points. Remaining points will be distributed on a pro-rated basis. Labor costs.

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☐ Labor Costs: Offeror shall list the appropriate Titles that best match guidelines and Hourly Rates.

Note: Titles are to be used as guidelines for comparison purposes only.

☐ Task 1 – Program Initiation Meeting: Offeror shall enter estimated hours and rates in the Blue shaded fields based on the estimated number of Units provided in Column C and D on the Price Submittal Worksheet

☐ Task 2 – Program Design and Customer Enrollment: Offeror shall enter estimated hours and rates in the Blue shaded fields based on the estimated number of Units provided in Column C and D on the Price Submittal Worksheet

☐ Task 3 – Post-Event Business Functions: Offeror shall enter estimated hours and rates in the Blue shaded fields based on the estimated number of Units provided in Column C and D on the Price Submittal Worksheet

☐ Task 4 – Meet Annual Program Goals Functions: Offeror shall provide estimated hours the task identified on the Price Submittal Worksheet. Performance payment will be capped at $78,000 per contract year.

☐ Task 5 – Maintain Security and Confidentiality Information: Offeror shall enter estimated hours and rates in the Blue shaded fields based on the estimated number of Units provided in Column C and D on the Price Submittal Worksheet

10.6 Local Business Preference – Optional. The City of Austin seeks to promote additional opportunities for Local Businesses to participate under City contracts. Local Businesses responding to this Solicitation may be eligible to receive preference as described in the Local Business Preference Form, included with this Solicitation (see Offer and Certification Form). To receive this preference, Offerors must complete the form and include the completed form with their Offer.

Note: Local Business Preference may not be allowable, and will not be provided, in solicitations subject to federal funding.

10.7 Small Business Preference – Optional. The City of Austin seeks to promote additional opportunities for Small Businesses to participate under City contracts. Small Businesses responding to this Solicitation, and their subcontractors, may be eligible to receive preference as described in the Small Business Preference Form, included with this Solicitation. To receive this preference, Offerors must complete the form and include the completed form with their Offer. If the Solicitation includes an MBE/WBE Program Compliance Plan, only the Offeror/Prime is eligible for Small Business preference.

10.8 Local and Small Businesses Points. Proposals from Local Business and Small Businesses will be assigned points based on the following.

Total Proposal Value (Aggregate) Local

Points Small Points

(highest of either Prime or Sub)

Prime Sub

$78,000 to $499,999 10 10 4

$500,000 to $50 million 6 6 2

Above $50 million 0 0

Solicitation

INSTRUCTIONS

Solicitation Instructions - RFP 1100 DCM3051 Page 13

11 EVALUATION OF OFFERS

11.1 Evaluation Criteria

11.2 Interviews and/or presentations, Optional. The City will score proposals on the basis or bases of the criteria listed above. The City may select a “short list” of Offerors based on those scores. “Short-listed” Offerors may be invited for presentations, demonstrations, or discussions with the City. The City reserves the right to re-score “short-listed” proposals as a result, and to make award recommendations on that basis or bases.

RFP Evaluation Factors Maximum Points Concept and Solution 35 Proposed Experience and Personnel 25 Price 20 Local Business Preference 10 Small Business Preference 10 Total Up to 100