RFP 25-009 QA OMH Response.pdf

KATHY HOCHUL

Governor

ANN MARIE T. SULLIVAN, M.D.

Commissioner

RFP 25-009

Comprehensive Energy Efficiency Program

Questions and Answers

# Question Answer

Which MWBE participation goal percentage is accurate for purposes of preparing the MWBE Utilization Plan and bid submission the 10% referenced in Section 1 (10% MWBE) listed on page 5 in the introduction of the RFP, or the 30% (16% MBE / 14% WBE) reflected in Attachments G and I?

The intended and approved MWBE & SDVOB goals are reflected on page 5 of the RFP. The number listed on attachments G and I were oversight. Please find the attached addendum correcting the mistake on the attachments.

Are there specific guidelines regarding page limits for the technical proposal? (Page 11, last paragraph) “Vendors are requested to keep their submissions to the shortest length, still ensuring a complete presentation of qualifications.”

No, there is no specific length requirement. OMH just kindly requests that Vendors keep their submissions to the shortest length possible while still meeting all requirements.

What expectation does NYOMH have for design reviews with capital projects? Is the Design Review intended to replace the third-party commissioning agent? (Page 7, under Additional Details Section 5.2, bullet 5)

OMH Comprehensive Energy Efficiency Program (CEEP) reviews are fundamentally different than third party commissioning. CEEP design reviews will focus on facility operational alignment, energy and O&M efficiency strategies, as well as adherence to client and facility specific standards and programmatic needs.

Commissioning is typically broader in scope, spanning design, construction, and functional performance testing into and during post construction\ post occupancy periods. Commissioning reviews will be more comprehensive design evaluations as part of a quality assurance process that results in projects that demonstrate and document adherence to OPR/Design Intent, and Basis of Design. CEEP reviews will typically not be intended to replace commissioning. However, CEEP reviews could occur on many projects that don’t include third party commissioning.

OMH mentions 29 OMH facilities throughout the RFP. In the staffing plan, only 24 sites are listed.

Was this an oversight? If it was an oversight, is an additional field engineer required to support these facilities? (Page 6, Section 5.2, first bullet) (Page 8, Staffing Plan, Section 5.3)

29 represents campuses. A single facility can span multiple campuses.

Does the MWBE and SDVOB selected firms need to align under the Prime Contractor’s multiplier and max title rates? There does not appear to be an area or a place for the subcontractors to include their fees/multiplier. (Attachment G and the Fee Sheet, Attachment C).

No, SDVOB and MWBE firms do not need to align under the multiplier and max title rate. What they do have to align under is the total contract cost as the total contract cost is supposed to be inclusive of all costs; including the MWBE/SDVOB goals of this solicitation. There is no place for subcontractors fees/multipliers because it assumed by OMH that 10% of the contract value that is offered is to be shared with MWBE subcontractors as outlined in the RFP; unless there is approved waivers for the MWBE goals during contract negotiations.

Can you please provide a clean copy of Attachment H to include in our Volume 3, Administrative Proposal? (Attachment H).

Yes, please find attached with this document and addendum #1.

Can OMH clarify how the 10% MWBE participation goal applies when the prime contractor itself is a certified MWBE? Specifically, is the certified MWBE prime contractor's participation credited toward the 10% MWBE participation goal, or is the Offeror expected to demonstrate an additional 10% utilization through certified MWBE subcontractors?

It is always best practice to show good faith efforts to meet both MBE and WBE goals. If a prime contractor is NY State M/WBE it is strongly recommended they attempt to find subcontractors or suppliers to meet the goals that they do not fulfill. Contractors can only fulfill M- or WBE goals, not both. NYS Certified primes can request partial waivers to readjust the goals from split 10% to 100% M- or WBE depending on their certification.

8 If an Offeror is unable to meet the 6% SDVOB participation goal despite making good faith efforts, is submission of the SDVOB Waiver Request (Attachment H-1) the appropriate method of compliance? If a waiver is approved, does it satisfy the solicitation requirements, or would not meeting the 6% SDVOB participation goal still affect proposal scoring? If so, how?

Yes, if a Vendor can show they have attempted good faith efforts and there is an approved waiver, the waiver satisfies the requirement. Being able to or not able to meet the requirements does not affect proposal scoring.

9 The RFP references a 10% MWBE participation goal, while Attachment G (MWBE Utilization Plan) includes separate MBE and WBE contract goal percentages (16% and 14%). Can OMH clarify which MWBE participation goal applies to this procurement and how Offerors should complete the MWBE Utilization Plan accordingly?

Please see response to question #1.

10 Does Program Manager have the option to work from any OMH facility or is this PM to be at the Albany Capital District Psychiatric Center?

The program manager can work from any OMH facility.

11 Do the three data analysts work from OMH facilities, if so which locations?

Data Analysts are not required to work from OMH facilities.

12 Does the contractor have the freedom to place interns at any location or do they provide remote support?

Interns are expected to work at OMH facilities.

13 What WEAM program is used for utility tracking and sub-metering?

OMH uses Telelog dataloggers.

14 What Operations and Maintenance (O&M) platform is used by OMH?

Accruent TMS OnSite

15 Scope describes tracking payment from OMH tenants. Does it include billing too?

Scope includes tracking billing.

16 Page 7 of RFP states, "OMH facilities may require a full-time specialist to manage and support central power plant and building mechanical/electrical systems operation." Is this assumed of be one of the positions or is this an additional position as determined during the course of work?

Additional person as needed. This is not expected to be a regular FTE.

17 Can OMH set a not-to-exceed amount for reimbursable Mileage/Meals/Lodging that will be the same for each contractor’s price proposal, since there may be great variation based on staff locations and specific skillset needs at a specific site. If not, please provide more parameters on number of trips and lengths per staff anticipated.

No, the Vendor’s need to provide what they will seek in reimbursable funds.

18 Please confirm that contract MWBE and SDVOB goals are 10% and 6% respectively per RFP pg

5. Attachment G contains different goals for MBE and WBE in Box 11. Please clarify how those goals apply.

Please see response to question #1.

19 Does the contract model allow for remote support to provide specialized expertise beyond the full-time on-site staff outlined in RFP Section 5.3?

Yes.

20 Is subcontractor support mentioned in RFP Section

6.4 in addition to the staffing support outlined in RFP Section 5.3? If so, will additional funding be provided for those subcontracted services?

It is in addition to Section 5.3 if your firm does not offer any of the services mentioned. No, OMH will not provide additional funding. The pricing on Attachment C is supposed to be inclusive to the cost and markup of the firm.

21 Can subcontractors be added after contract award?

Yes, they can be added after contract award.

22 Is this contract firm-fixed price, time and materials, or other pricing model?

Firm-fixed price. Vendors are asked to give a price for the first contract year and then there will be 3% increase every year following.

23 Where should subcontractor costs be included in the bid pricing?

Subcontracting costs should be reflected in your response to Attachment C total contract cost.

24 How many and which sites will be required to complete an energy audit or retrocommissioning study to comply with local/state regulations?

No set goal at this time.

25 How many contracts are anticipated to be awarded?

One.

26 Should the CEEP Required Services section in the Technical Proposal cover the new services identified in Introduction of the RFP including energy audits, retro-commissioning, energy modeling, and energy savings calculations?

Yes.

27 Given the large campus configuration at many of the PCs, have renewable systems such as geothermal and solar been installed or evaluated?

Yes.

28 Has OMH been able to utilize NYSERDA’s On-site Energy Manager program?

No.

29 Can OMH share the list of firms that has submitted an intent to submit?

No, OMH will not share that information.

30 Section 5.2 CEEP required services indicate OMH facilities may requires a full-time specialist to manage and support central power plant and building mechanical/electrical system operation. Are these specialists required to have equipment operator licenses such as refrigeration, stationary or high pressure boiler engineer?

This position is not expected to be utilized regularly. It is possible a license will be required.

31 Other than mileage/meals/lodging, what are allowable of reimbursable expenses?

Mileage/meals/lodging expenses are reimbursable.

These expenses first have to be approved by OMH before reimbursement.

32 Is there a page limit for the technical proposal?

Please see response to question #2.

33 Should proposal volumes be combined into one PDF file or submitted separately?

As outlined in Section 8.5, please submit each volume in different files.

34 Should the Attachment C – Cost Proposal Worksheet be submitted in Excel format?

Either excel or PDF is acceptable.

35 Please clarify the MWBE goal of 10%. Is the goal for each MBE and WBE (20% total) or is 10% the total?

Please see response to question #1.

36 Can we attach our W-9 form, or do we have to fill out Attachment F?

Either will suffice.

37 Does OMH consider the staffing model identified in Section 5.3 to be a mandatory minimum staffing requirement, or may proposers offer alternative staffing approaches that provide equivalent program coverage and performance?

No, that is the minimum staffing requirement.

38 May the selected vendor utilize subcontractors, MWBE firms, SDVOB firms, and teaming partners to fulfill portions of the staffing requirements identified in the RFP while maintaining overall contractual responsibility?

Yes.

39 Please clarify OMH's expectations for field engineer deployment. Is each identified Field Engineer expected to be permanently assigned to specific campuses, or may resources rotate among facilities within their assigned regions?

Field engineers may rotate.

40 Please provide historical data regarding the average annual number of after-hours emergency responses and weekend support requirements under the current CEEP program.

Data is not available.

41 Please provide historical annual utility expenditures, utility account counts, and utility

No, OMH will not share this information at this time.

consumption volumes managed under the existing CEEP contract.

42 The RFP references management of approximately 200 maintenance contracts. Please provide a breakdown of these contracts by equipment or system type and approximate annual contract value.

Contracts cover boilers, chillers, BMS, water treatment, and elevators. Value not available.

43 Please identify the incumbent CEEP provider and indicate whether incumbent personnel may be available for transition to the successful proposer.

No, the incumbent personnel will not be able to transition to a new Vendor. Vendor’s are expected to provide their own staff to fulfill the requirements of this

RFP.

44 Please provide historical NYSERDA and utility incentive/rebate amounts secured under the current contract during the past five years.

No, OMH will not share this information at this time.

45 Please provide the approximate annual number and value of MEP capital projects anticipated to require support, review, planning, and budgeting under this contract.

Varies by fiscal year. Average value is $115M annually.

46 Is design review required for all capital projects statewide or only for projects exceeding specific thresholds?

Only projects related to MEP.

47 Please provide a summary of Building Management System platforms currently deployed across OMH facilities, including manufacturers and approximate quantities.

BMS platforms vary across facilities. Most major BMS platforms are deployed across OMH.

48 May Data Analysts and Administrative Support personnel perform approved remote work functions related to reporting, analytics, utility management, and administrative activities?

Yes.

49 Does OMH anticipate specialized services such as retro-commissioning, detailed energy audits, commissioning, decarbonization studies, and advanced energy modeling being performed by core contract staff or through specialized subcontractors?

Potentially both.

50 Please provide additional details regarding the anticipated format, participants, duration, and evaluation criteria for the live interview phase.

No, more details will be shared after the finalists are selected and invitations are sent out.