ST. JOHNS PUBLIC SCHOOLS

REQUEST FOR PROPOSALS

FOR

ENERGY SAVINGS CAPITAL IMPROVEMENTS ON A

PERFORMANCE CONTRACTING BASIS

November 7, 2019

St. Johns Public Schools Energy Savings Performance Contract RFP

I. Table of Contents

I. Table of Contents

II. Project Description, Goals, and Guidelines

III. Proposal Components/Format

IV. The Selection Process

V. Instructions for Submitting Proposals

VI. Contract Terms and Conditions

VII. Exhibits

A. Exhibit A List of School District Facilities B. Exhibit B-1 Acknowledgement of RFP Requirements C. Exhibit B-2 Statement/Acceptance of Project Management Responsibilities D. Exhibit C Affidavit of Bidder E. Exhibit D Affidavit of Compliance - Iran Economic Sanctions Act

II. PROJECT DESCRIPTION

St. Johns Public Schools (the “School District” or “Owner”) requests detailed Proposals for the design and implementation of energy conservation measures ("ECMs") School District-wide (the "Project"), on a performance-contracting basis. This Request for Proposals (the “RFP”) is being utilized to provide a competitive means in which the School District may select a single performance contracting/design-build contractor to implement the ECMs in accordance with the Michigan Revised School Code, MCL 380.1274a. Bidders submitting a Proposal in response to this RFP are variously referred to as a “Bidder,” “ESCO,” or “Contractor.”

1) In general, the components of the Project are to:

a) Provide comprehensive energy services for buildings listed in attached Exhibit A, which may include the installation of energy saving equipment and materials. The specific nature of the improvements is left up to the Bidder’s judgment, but must be clearly identified in the Bidder’s Proposal. Equipment and equipment manufacturers must be identified within the Bidder’s Proposal. Key improvements desired by the District are listed and prioritized in Section II, Subsection 3) below.

b) Provide a more comfortable environment for building occupants, as well as improved quality and safety for interior and exterior. This may include the repair, renovation or replacement of existing heating, ventilation, air conditioning, or temperature control systems, and lighting. The specific nature of improvements will be left up to the Bidder’s judgment, and must be clearly identified in the Bidder’s Proposal. The District also welcomes your recommendations for more sustainable and cost effective solutions to reduce costs and environmental impact.

c) Provide a minimum 24 month warranty on all equipment, materials, design and workmanship from the date of final acceptance by the School District. Longer warranty is advantageous to the Owner on individual ECMs, pieces of equipment and/or the overall project.

d) Design a Project that will have one (1) contract between the School District and the selected

ESCO. The School District will not have separate contracts with a subcontractor as part of the overall performance contract scope of the ESPC Project, other than for any required asbestos remediation, if necessary. The District may concurrently issue a separate RFP for solar installations including a Purchase Power Agreement (PPA). Solar solicitation and proposals will be issued separate from this RFP, evaluated separately, and awarded separately. ESCO Proposal responses for this RFP should not contain Photo-Voltaic (PV) solar panels or a PPA or solar savings as those will be bid separately. Any such savings and costs will be removed by the Owner and the resultant bids evaluated without such options. The contemplated guaranteed savings term is 15 years. Proposals will be evaluated on that basis. The district reserves the right to adjust the savings terms after a selection is made. Proposals must follow a level payment schedule in order to more easily compare solutions. A Cash Flow template has been prepared by the School District’s owner’s representative. Use of this template is required.

e) Proposals shall provide a written detailed breakdown showing all of the following:

i) Costs by ECM by building (See Table 1, “Cost and Savings Summary” template provided)

ii) Detailed engineering calculations for the proposed energy savings of each ECM by building. Calculations must be systematic, clearly labelled, show intermediate steps, and highlight final results. In addition, the results must be summarized in a table that clearly matches the individual calculation results. If de-rates are used to provide a cushion for error, those should be clearly identified. Only final guaranteed savings should be placed in Table 1, “Cost and Savings Summary”, template provided). Modeling may be used if by a commercially available or other acceptable model. If a model is used, the following shall be provided in the proposal: Model name, version, manufacturer, model printout of input data, output data, and any other information as necessary for the Owner or owner’s representative to evaluate the output.

iii) Calculations of the energy performance savings for each year of the contract for the duration of the contract.

iv) A description of the guaranteed energy savings and tasks to be performed under the energy savings performance contract.

v) The combined total net cost of all the energy conservation measures in the Project as well as a cost breakout by ECM by building noted in section II.1.e)i). (See Table 1 on page 16.)

vi) The projected energy savings and operating and maintenance costs savings resulting from the Project as well as a breakout by ECM by building. This includes both energy units and dollars saved. O&M savings may be prorated by SFT per building to allocate annual costs not reasonably captured to that level of detail by district records.

vii) The useful life of each ECM.

viii) The simple payback period.

ix) Total projected rebates and incentives.

f) Provide a written guarantee of annual energy savings. Provide as part of the Project a minimum written guarantee of measured energy savings for a period of five (5) years with an option for the entire contract term (15 years). However, the School District may in its sole discretion elect to cancel the guarantee term at any point in the contract. If, at the end of any guarantee year during the guarantee period, the annual energy audit proves the improvements have failed to achieve the annual guaranteed energy savings, the Selected Contractor will pay the School District the difference between the annual amount guaranteed and the actual energy savings.

This guarantee will assure the School District that the savings will be achieved each year.

g) Provide a detailed Measurement and Verification Plan (the "M&V Plan"). All Measurement and Verification Plans must meet the International Performance Measurement and Verification Protocol (IPMVP) now known as the Efficiency Valuation Organization (EVO) guidelines at the time of this RFP. The M&V Plan shall measure all natural gas, electric, and water/sewer utility savings and shall include the following elements:

i) A detailed description of the M&V services to be provided and the timing of those services.

ii) A description of the intended IPMVP/EVO Option or Options to be used including a description of measurement methods and measurement equipment to be used, if applicable.

iii) Proposed baseline operating data to be utilized (volumes, rates, and annual costs).

iv) Proposed baseline weather adjustments (such as HDDD, CDDD, etc. and source of data and the proposed baseline levels.)

v) Overall commissioning approach (self/third party) of the newly installed ECMs.

vi) Documentation of pre & post ECM energy and operating data.

vii) Annual Energy Audit and savings report. The audit must be consistent with accepted engineering practices (i.e. consideration for weather adjustment, utility billing periods, and rate structures).

viii) Provide a construction period savings report within 60 days of completion of construction.

ix) Provide all the scope of work items listed in Section III – Proposal Components/Format as well as any other recommended scope of work items.

h) Selected ESCO shall include commissioning (Cx) activities meeting the below requirements at minimum. Identify in proposal if Cx will be performed by a sub-contractor or in-house ESCO staff. Owner shall designate a representative to work with ESCO to review and approve deliverables and take part in the Cx activities.

i) General. All project systems and equipment shall be commissioned, including but not limited to the systems and equipment listed below (if applicable);

(1) Direct Digital Controls

(2) Boiler(s) / Boiler systems

(3) Chiller(s) / Chiller Systems

(4) Cooling Towers / Condenser Water Systems

(5) Lighting

(6) Lighting control systems (including occupancy sensors)

(7) VAV conversions

(8) Variable Frequency Drives (VFD)

(9) Pumps

(10) Terminal heating and cooling units

(11) Air Handling Units (AHU)

(12) DX Systems

ii) Core Cx Activities. The following shall be included by ESCO Cx at minimum;

(1) Provide a list of equipment and systems to be commissioned along with a preliminary schedule of Cx activities prior to beginning work.

(2) Check / Test / Start activities;

(i) Identify what equipment will receive factory start-up versus sub-contractor performed start-up procedures.

(ii) When utilizing sub-contractor start-up services, manufacturer provided checklists, forms, etc. shall be utilized and submitted to the Owner.

(iii) When utilizing factory start-up services, factory start-up reports shall be submitted to the Owner.

(iv) Coordinate all start-up activities a minimum two weeks in advance allowing the

Owner representative to attend if they desire.

(v) Any systems or equipment requiring Test and Balance (TAB) activities shall be coordinated to allow the Owner representative to witness the TAB work if they desire. All TAB reports shall be submitted to the Owner as they are completed.

(vi) Functionally (Fx) test each piece of equipment and system to verify proper function in all modes of operation.

(vii) Include a Point to Point (P2P) test of the control components

(viii) Fx tests to include 100% of major equipment, and a 20% sampling (or 5 units at minimum) of terminal equipment such as VAV boxes, reheat coils, occupancy sensors, etc.

(ix) Submit test plans to the Owner prior to beginning tests. Test plan shall include a detailed list of the control points installed

(x) Coordinate tests to allow the Owner Representative to take part in the Fx test if they desire

(xi) All completed Fx tests shall be documented on the originally submitted forms (or other approved method) and submitted to the Owner

(xii) Necessary corrections resulting from the Fx Tests shall be made by the ESCO and re-tested

(xiii) Set up trend logs, after Fx testing is complete, to show proper and efficient operation of equipment and systems which result in sustainable energy savings. Submit these trends to the Owner Representative

(b) Owner Controls Audit. The Owner reserves the right to audit a portion of any new controls installed by the ESCO in addition to the “Core Cx Activities” noted above.

This audit will take place prior to substantial completion and acceptance of the system(s) by the Owner. If non-conforming items are identified, these will be documented by the Owner and submitted to the ESCO for review and correction.

ESCO will identify when these non-conforming items are corrected and the Owner will re-audit to confirm. If the items are not properly corrected and must be re-audited more than once, any costs associated with the additional re-audit shall be the responsibility of the ESCO.

2) General Guidelines

a) The Proposal’s energy or operational savings shall not be based upon the partial reduction in the

Owner’s staff. Any improvements increasing the efficiency of internal School District staff, cannot be used in the Table 1 savings to justify the project. However, ancillary benefits that will help the staff to better serve the District may be noted separately. Such benefits shall be separate from any statement of energy savings and operational savings.

b) Owner will incur no start-up costs. The successful Vendor shall show net benefits to the Owner over a 15-year period, including a statement of net costs and savings of the Project on an annual basis. Owner, at its sole discretion, shall determine the method and term of financing any costs of the Project. The costs of the Project shall be primarily offset by the energy conservation and operational savings of utility and/or maintenance cost reductions (not including staff reductions). If, at the end of any guarantee year during the guarantee period, the annual energy audit proves the improvements have failed to achieve the annual guaranteed energy savings, the selected Bidder will pay the Owner the difference between the annual amount guaranteed and the actual energy savings. This guarantee will assure the Owner that the savings will be achieved each year.

c) In accordance with MCL 380.1274a, all energy savings for the Project must be guaranteed according to the International Performance Measurement and Verification (M&V) Protocol (IPMVP) or its successor organization the Efficiency Valuation Organization (EVO) guidelines current at the time of the RFP. Baseline data and assumptions will be agreed upon by the Owner and the successful Bidder. Final M&V methods consistent with the above guidelines will be negotiated with the selected ESCO based on the final selected scope and risk tolerance of the Owner.

d) Bidders shall provide comprehensive energy services for buildings listed in attached Exhibit A, which include the installation of energy conservation measures pursuant to 1937 PA 306, as amended and 1980 PA 299 (including, specifically, MCL 339.2011), as amended. The selected Bidder shall provide all services identified in those acts that may be performed by an architect and/or engineer, including supervisory and cost estimating services. Specifications for the Project shall be generic in character and, to the extent possible, shall not include proprietary equipment or technology developed by the Bidder or in which the Bidder has an interest.

Further, the selected Bidder shall satisfy all requirements relative to filing plans with and obtaining approval of the State of Michigan for the Project. The selected Bidder shall be responsible for obtaining all necessary permits and inspections by local and or state authorities as applicable. The selected Bidder will be responsible for all costs and work associated with code compliance due to ECMs proposed.

e) Energy or operating savings in a Proposal shall not be based upon the partial reduction in the School District's staff or the purchase of deregulated electricity and/or natural gas, though Bidder may offer recommendations on deregulated energy supplies for the benefit of the School District. Such recommendations shall be separate from any statement of energy savings.

f) The Proposal shall provide training programs for applicable School District personnel that enhance the overall efficiency of energy consuming operations within the School District's facilities. Structured training shall be identified in the final contract and tracked and a written acceptance procedure with the district shall be established.

g) It is anticipated that the School District will finance the Project with a non-voted energy bond, the process for which is already underway. The Proposal should not include any options for financing.

h) Lighting improvements must include all required costs for upgrading emergency lighting and fixture grounding to current Code. Bidders must use products from the following approved manufacturers for lamps, ballasts, drivers, fixtures and occupancy sensors:

Acuity / Lithonia Lighting Eaton / Cooper Lighting Hubbell Lighting Cree Lighting Columbia Lighting GE Philips Sylvania

Lumecon Wattstopper – Occ Sensors Sensorswitch – Occ Sensors Leviton – Occ Sensors Lutron – Occ Sensors Hubbell – Occ Sensors

Eaton – Occ Sensors

3) Desired Scope

a) At a minimum, Proposals should address the “Base Proposal” energy savings areas. Other areas are optional and at the ESCO’s discretion. Total cost and savings for each ECM should be noted separately.

b) The Owner recognizes that the amount of infrastructure improvements needed is likely to exceed potential savings of the ECMs contemplated. For this reason, proposals may include an additional contribution by the Owner of up to $450,000 one time (for the repairing or replacing the MS roof). This will make scope and potential impact easier to compare between proposals.

Thus, the total impact of the project should be equal to the amount of self-funded (i.e. savings funded) improvements, plus those improvements supported by the district contribution, plus any excess positive cash flow generated by the project. There may be additional funds contributed by the district, depending on the viability of the solar PPA that is being bid simultaneously (but separately from the ESCP RFP). ESCOs are encouraged to bid the base bid (assuming solar is not viable), but also with three options, assuming an additional contribution of $30,000/year, $50,000/year, and $70, 000 per year. This contribution should be clearly labeled in a separate column in the cash flow.

c) Base Proposal Scope (Priority 1). The following ECMs (1-3) must be included in your proposal.

It is recognized that further individual components may not pay for themselves within the 15 year term. The overall desired ECMs, however, are listed below in descending order of priority.

Vendors are encouraged to price and include as many of these options as possible, utilizing the assumptions that additional funding as noted be available as noted from the solar PPA.

(1) District wide Energy Management System (Required)

(a) Elimination of existing comfort issues/hot & cold areas.

(b) Greater/easier individual control within a defined range.

(c) Single supervisory system for District maintenance to access, monitor, control, and alarm notification for district heating and cooling systems. (Up to Bidder to decide what to replace vs. integrate. Long term desire is to minimized maintenance costs and reduce service calls.)

(d) Web access to check or change systems remotely and securely.

(e) Remote alarming (set up for dual alarming with the ESCO for the first year)

(2) LED Lighting Upgrade (Required)

(a) Interior-improved lighting appearance, efficiency, and if applicable lighting levels.

Better control around smartboards if possible.

(b) Exterior-improved lighting look, efficiency, and if applicable lighting levels for security, as well as lighting control.

(3) Facility Needs Assessment and Plan (Required)

(a) Identification of existing district major HVAC equipment/systems and conditions/life expectancy.

(b) Estimated budget replacement costs/timing.

(c) High level plan for replacement that incorporates the logic of the ESPC proposal.

(4) MS Roof Solution (Special fund to help contribute to cost. Can only be used on this.)

(5) HS Gym Condensation Elimination

(6) Pool Boiler

(7) Riley Roof

(8) MS Back Up Generator (to eliminate IT Server Risk)

(9) Eureka/Riley ventilation & controls upgrade

d) Optional Scope (Priority 2).

i) The additional scope noted above (Items 4-9) as recommended by the ESCO that either is self-funding through savings or aids in the achievement of further improving district comfort levels and reducing district costs.

ii) OPTIONS WITH FIRM COSTS/SAVINGS. PLEASE INCLUDE ADDITIONAL KEY OPTIONS THAT YOU

THINK WOULD ENHANCE DISTRICT FACILITIES, COMFORT, AND LONG-TERM COST

REDUCTIONS. THESE MAY INCLUDE ITEMS THAT HAVE A POSITIVE CASH FLOW THAT ALSO

HELP CONTRIBUTE TO THE DISTRICT ACHIEVING ADDITIONAL PRIORITY ITEMS NOTED

ABOVE.

iii) “ALSO CONSIDERED” PLEASE INCLUDE KEY IDEAS THAT WOULDN’T QUITE FIT INTO THE

PROJECT AND THE ESTIMATED FINANCIAL COST. PLEASE INDICATE WHY THE SOLUTION

WAS ELIMINATED (ALBEIT JUST COST LIMITATIONS OR IF OTHER CONSIDERATIONS FORCED

IT TO BE RULED OUT). THE DISTRICT MAY ELECT TO EXPAND OR SWAP SOME SCOPE ITEMS

IF YOU ARE SELECTED. COSTS FOR “ALSO CONSIDERED” WILL BE CONSIDERED BUDGETARY

ONLY DUE TO A LESSER LEVEL OF INVESTIGATION AND ENGINEERING.

III. COMPONENTS OF PROPOSAL / FORMAT

All proposals submitted must contain the following information in the order and layout requested. Base Proposal (15 Year cash flow) should include requested and self-funded ESCO recommended ECMs. The Optional Project (15 Year cash flow) should include those projects in the base project, plus additional recommended projects by the ESCO. Section 17 is reserved for additional “Voluntary Alternate Options” with a description of the service, the proposed price, savings, and additional cash flows. Additional vendor capabilities not offered under the Base Project or Optional ECMs/Services should be listed in Section 18 “Additional Capabilities”. Any services listed in sections 1-16, will be deemed included in the Base Project price. Options and Services listed in Section 17 & 18 will be considered included in that sections’ pricing as appropriate. The Base Project price should include the warranty listed in Section 19.

Section # Section Title Contents

1 Exec. Summary • Cover letter

• Executive summary

• Bidder address/contact information

2 Team • Identify who will supervise the Project in accordance with MCL 388.851 et seq.

• Organizational chart of team members assigned to this project

• Resumes of team members

3 Baselines • Energy consumption & cost history

• Current EUI in KBTU/SFT and Cost/SFT.

Expected post project EUI and Cost/SFT under the base proposal. (May also report updates for appropriate Voluntary Alternates in that section.)

• Identify Baseline energy volumes, rates, and costs to be used for calculating savings.

• Observations of logged data which demonstrate bidders understanding of the School District’s facilities, use, and utility cost structures.

• Summary of logged data results/conclusions must be included here. (Logged data detail should be included in Attachments.)

4 ECM’s For Each ECM (in its appropriate section):

• Evaluation of existing conditions, including any pictures or summary

• Detailed energy conservation recommendations to be performed

• Benefits of individual recommendations

• (DETAILED ENERGY SAVINGS CALCULATIONS OR

ACCEPTABLE MODELING MUST BE INCLUDED.

THESE MUST BE LOCATED IN THE APPENDIX.

SAMPLES OF CALCULATIONS METHODOLOGY

ONLY ARE NOT ACCEPTABLE.)

Base Proposal A. Energy

Management System

• Describe system and key points of functionality

• Describe EMS Architecture

• Show diagram of Architecture, identifying new equipment and integrated existing equipment

• Clearly indicate what equipment and systems

(if any) that will be integrated and remain vs.

being replaced.

• Identify in general, what level of control is planned for the different systems (i.e., control

vs. monitoring; building level vs. zone level vs.

individual rooms, etc.)

• Approximate number of control points per building.

B. Lighting

1) Interior

2) Exterior

• A lighting summary table must be provided, summarizing typical fixture types and counts by building. This should be located in Section 4.

This should break out total counts for those fixtures being done as well as those excluded.

• Please note that a detailed lighting audit with savings calculations must be included in the Attachments.

• A Summary of Logger information and analysis should be located here. (Logger data detail must be included in Attachments.)

• Costs and Savings should be listed separately for B1-Interior and B2-Exterior.

C. Other ECM Recommendations

1) Identify

2) Identify

3) Identify

4) Identify

5) Identify

• Identify each ECM recommended separately.

• Describe the ECM, proposed equipment, and benefits/area of the district it addresses.

• Identify the costs, savings, and life for each separately.

5 Facility Needs Assessment/Plan

• Identify Current Systems, Condition, Remaining Life.

• Identify budgetary replacement cost

• Identify replacement plan and how the ESPC

[what is this?] proposal fits into the long-term plan.

6 Cost & Savings Summary • Detail of costs, savings $, energy savings (in energy units) and simple paybacks. See Table 1 for format (below).

• Operational savings should be broken out in a spreadsheet to show handling of different types of savings and how they change over time.

• Please show a table of additional projects that were considered but that may not pay for themselves within the given time period. The district may elect to do additional projects at its’ discretion. (If firm pricing was not developed for some of the initially considered ECMs, it is acceptable to note those accordingly.)

7 Cash Flow • Use Table 2. Separately identify rebates, other applicable costs, energy and operational savings. Interest rates and inflation rates are provided in the cash flow template.

• Include CFs for the following:

o Base project, including recommended ECMs (15 yr.; self-funding) o Optional 1, 2, 3 (15 yr.; self-funding) project including base project and any additional recommended options, assuming the additional available funding of $30,000/$50,000/and $70,000 per year.

o Other options in which you believe the district may be interested in order to improve district academic, financial or operational performance.

• The initial year should be adjusted for the construction period which will coincide with Year 1.

8 Schedule Project timeline

• Show project schedule and completion timetable

• Confirm that construction will be performed so as not to disrupt normal class schedules, including after hours as needed.

9 Training • Provide description of training included in the contract project price.

• Identify hours, number of people covered, number of days (if applicable) and location.

• If some costs or training is optional or additional, list training in Section 17 or 18 as appropriate.

10 Required Service • Identify any required service agreements and costs.

• (M&V service agreement should be identified separately from other required service plans.

Actions to be performed and costs for each plan should be noted separately.

Optional service agreements for other services offered should not be listed here, but under Section 17 or 18 as applicable.

11 Commissioning/M&V • Identify how the systems will be commissioned (approach).

• Identify how the measurement of savings for each ECM are being proposed (i.e. the IPMVP/EVO Option type).

• Identify how the associated savings will be verified (i.e. physically measured) under each IPMVP Method

• Identify measurement and verification costs by year.

11 Gtd. Savings • Describe guaranteed savings

• Include contract guarantee language.

12 Assurances

1. Acceptance of bid terms and assurance that all work will be performed in accordance with applicable codes AND that appropriate permits will be obtained by the bidder. Attach RFP “Exhibit B-1” in Section 12.

2. Provide statement of project management responsibility. Complete RFP “Exhibit B-2” and include in Section 12.

3. Complete RFP “Exhibit C” (Familial Disclosure Affidavit) and include in Section 12.

4. Complete RFP “Exhibit D” (Affidavit of Compliance – Iran Sanctions Act) and include in Section 12.

13 References/PC Experience List ALL K-12 performance contracting projects in MI since January 2014 (last 5 years) for which your firm is the prime contractor. Excluding projects may result in proposal disqualification. If less than 10, projects in other MI markets may also be used, but the market should be clearly labelled as Higher Ed, Municipal, Healthcare, etc. Add projects in nearby states if needed (preferably K-12 projects). If your firm is newer to performance contracting, please identify your company and individual qualifications. See table 3.

14 Financial Stability Provide credit information and references including primary bank, two large suppliers, latest D&B report, and the latest audited financial report. Simply stating “available upon request” will be considered failure to respond.

15 Signature 1. Signature acknowledging review and acceptance of RFP requirements.

2. Signature by authorized Bidder officer.

16 Bid Bond • Include bid bond in the Original Proposal.

Include copies in each of the proposal copies.

Omission may disqualify the bid.

17 A. Voluntary Alternates

B. “Also Considered”

A. Voluntary Alternates: Break out all additional Voluntary Alternates if you believe the School District may want to consider additional options, related savings, costs and cash flows.

(Expand/Amend Table 1 as Table 1B and include). The purpose of this section being separate is to clarify the components of the Base Proposal vs. additional Voluntary Alternates.

B. Also Considered: This area is to demonstrate the ESCO’s thought process in exploring other areas and ECMs of interest to the district.

Prices and savings for this area (if known/shown) are not firm at this time unless specifically indicated as such by the ESCO.

18 Addl. Capabilities Other vendor capabilities. This demonstrates any additional value your firm brings as a partner with the district. These services do not have to be priced and will not be considered part of the base bid price.

19 Warranties • Provide a table identifying a summary of all warranties and who is providing them.

• Describe the warranties by ECM or major equipment type.

20 Attachments:

A. Standards of Comfort

B. Lighting Standards

C. Product sheets

D. Sample M&V Report

E. Detailed Energy Savings Calculations

F. Detailed Lighting Audit/Calculations

G. Logged data detail H. Other

A. Include Table 4 (“Standards of Comfort” attached) showing all pre-project and post project planned comfort levels. Highlight changes.

B. Include Table 5. (Lighting Standards-Attached)

C. Product sheets may be placed in Section 20C or with the appropriate ECM section.

D. Sample M&V report should be an actual report demonstrating the Bidder’s practices for M&V of similar projects AND showing how any adjustments will be treated.

E. Detailed Energy Savings Calculations. (These should be organized and a summary table included—that matches the individual calculations.)

F. Detailed lighting audit, recommended changes and savings. (Required)

G. Logged data detail (Required) H. Other (Label as appropriate)

Table 1. Cost and Savings Summary

If you are planning on separate demand charge savings or changing rate or meter classifications for savings, please add columns as appropriate to identify those specific savings.

Detailed savings calculations must be included in the proposal appendix and should match this table.

Guaranteed savings should be put into this table. (If you “de-rate” savings for a safety factor, the savings entered into this table should be after your internal safety factor is taken.)

Tables will be provided to you in electronic format.

Table 1-Savings & Cost Summary ECM Simple Equipment

Energy Tot. Operational Total Cost Payback Life KWH $ MMBtu $ Volume $ ($) $ $ $ (Years) (Years)

HS -$ -$ -$ -$ -$ -$ -$

1) -$ -$ -$ -$ -$ -$ -$

2) -$ -$ -$ -$ -$ -$ -$

3) -$ -$ -$ -$ -$ -$ -$

4) -$ -$ -$ -$ -$ -$ -$

MS -$ -$ -$ -$ -$ -$ -$

1) -$ -$ -$ -$ -$ -$ -$

2) -$ -$ -$ -$ -$ -$ -$

3) -$ -$ -$ -$ -$ -$ -$

4) -$ -$ -$ -$ -$ -$ -$ Eureka -$ -$ -$ -$ -$ -$ -$

1) -$ -$ -$ -$ -$ -$ -$

2) -$ -$ -$ -$ -$ -$ -$

3) -$ -$ -$ -$ -$ -$ -$

4) -$ -$ -$ -$ -$ -$ -$ Gateway -$ -$ -$ -$ -$ -$ -$

1) -$ -$ -$ -$ -$ -$ -$

2) -$ -$ -$ -$ -$ -$ -$

3) -$ -$ -$ -$ -$ -$ -$

4) -$ -$ -$ -$ -$ -$ -$ Oakview -$ -$ -$ -$ -$ -$ -$

1) -$ -$ -$ -$ -$ -$ -$

2) -$ -$ -$ -$ -$ -$ -$

3) -$ -$ -$ -$ -$ -$ -$

4) -$ -$ -$ -$ -$ -$ -$ Riley -$ -$ -$ -$ -$ -$ -$

1) -$ -$ -$ -$ -$ -$ -$

2) -$ -$ -$ -$ -$ -$ -$

3) -$ -$ -$ -$ -$ -$ -$

4) -$ -$ -$ -$ -$ -$ -$ Transportation Bldg -$ -$ -$ -$ -$ -$ -$

1) -$ -$ -$ -$ -$ -$ -$

2) -$ -$ -$ -$ -$ -$ -$

3) -$ -$ -$ -$ -$ -$ -$

4) -$ -$ -$ -$ -$ -$ -$

(Expand Table as needed) -$ -$ -$ -$ -$ -$ -$

Total 0 -$ 0 -$ 0 -$ -$ -$ -$ -$

Savings Electric Natural Gas Water/Sewer

Table 2. Cash Flow

Table 2-Cash Flow

(Company Name) Project: (Base) Notes:

Capital Costs Ancillary project cost will be provided.

ESCO Project Sale Price 4,200,000$ Ancillary Project Cost 162,120$ Total Project Cost 4,362,120$ District Contribution 450,000$ Project Cost to Be Financed 3,912,120$ Bond Issuance, Legal, Misc. Costs 59,575$ Total Financed 3,971,695$

Meas. & Verification Costs 20,000$ 0.08 Savings Annual Guaranteed Energy Savings 250,000$ Annual Operational Savings 11,464$ Utility Rebates (Estd) 300,000$

Guarantee Term 5 Finance Term 15 Interest Rate 2.0% Energy Cost Escalation Factor 3.0% Operational Cost Escalation Factor 0.0% See Notes

Year

Principle Meas. & Total Guaranteed Operational Addl. Annual Utility Total Net Cumulative

& Verification Annual Energy Savings Contribution Rebates Annual Annual Cash

Interest Costs Cost Savings Funding Savings Flow

1 (306,698)$ (20,000)$ (326,698)$ 250,000$ 11,464$ 300,000$ 561,464$ 234,766$ 234,766$ 2 (306,698)$ (20,000)$ (326,698)$ 257,500$ 11,128$ 268,628$ (58,070)$ 176,695$ 3 (306,698)$ (20,000)$ (326,698)$ 265,225$ 10,956$ 276,181$ (50,517)$ 126,178$ 4 (306,698)$ (20,000)$ (326,698)$ 273,182$ 10,791$ 283,973$ (42,726)$ 83,452$

5 (306,698)$ (20,000)$ (326,698)$ 281,377$ 10,630$ 292,007$ (34,691)$ 48,761$ 6 (306,698)$ (306,698)$ 289,819$ 10,475$ 300,294$ (6,405)$ 42,356$ 7 (306,698)$ (306,698)$ 298,513$ 10,325$ 308,838$ 2,140$ 44,495$ 8 (306,698)$ (306,698)$ 307,468$ 10,179$ 317,647$ 10,949$ 55,444$ 9 (306,698)$ (306,698)$ 316,693$ 10,039$ 326,732$ 20,033$ 75,477$

10 (306,698)$ (306,698)$ 326,193$ 9,902$ 336,095$ 29,397$ 104,874$ 11 (306,698)$ (306,698)$ 335,979$ 5,340$ 341,319$ 34,621$ 139,495$ 12 (306,698)$ (306,698)$ 346,058$ 5,310$ 351,368$ 44,670$ 184,165$ 13 (306,698)$ (306,698)$ 356,440$ 5,281$ 361,721$ 55,023$ 239,188$ 14 (306,698)$ (306,698)$ 367,133$ 5,254$ 372,387$ 65,689$ 304,876$ 15 (306,698)$ (306,698)$ 378,147$ 5,229$ 383,376$ 76,678$ 381,554$

Total -$ (4,600,477)$ (100,000)$ (4,700,477)$ 4,649,728$ 132,303$ 300,000$ 5,082,031$ 381,554$ 381,554$

Cash Flow Template-Sample Response

Costs () Annual Savings/Funding Cash Flow

Table 3. Performance Contracting Project History

Expand table as needed. Please include information above as minimum. If additional states, vertical markets or individual projects/experience need to be added, do so as needed and include in this overall section of the RFP response.

Table 4. Standards of Comfort

Please state the before/after details to confirm consistent comfort is being planned. If any changes to the existing conditions are planned or recommended, those changes must be highlighted. (Highlight the appropriate “Proposed” column changes only.)

Table will be provided to you in electronic format.

Standards of Comfort Table

Occupied Unoccupied Occupied Unoccupied Occupied Unoccupied Occupied UnoccupiedStop Days Heating Cooling

Building Equipment

Existing Proposed

Start Stop Days Heating Cooling

Start

Table 5. Lighting Assumptions

Table will be provided to you in electronic format.

Lighting should be designed to enhance current conditions. If overall lighting levels will be reduced in any given area, those areas must be clearly marked on the table above and in any drawings of proposed changes. All proposed lighting levels must conform to IES standards for the applicable function of the area. Clearly indicate areas being de-lamped (if any).

IV. THE SELECTION PROCESS

1. ESTIMATED TIMETABLE

The School District expects to undertake the selection process described below according to the following schedule. Notwithstanding the foregoing, the School District reserves, the right, in its sole and absolute discretion, to make modifications to or alter the following schedule as it determines to be in its best interests.

1 Post Notices

RFP on State Website Nov 7 RFP in Local Paper Nov 7

2 Mandatory Prebid Meeting Nov 14 3 Response Deadline/Public Bid Opening Dec 5 4 Analysis of Proposals Dec 5-18 5 Vendor Interviews and Selection Recommendation Dec 19 6 Contract Review Jan 10-24 7 Board Presentation Jan 13 8 Board Authorization to Execute Performance Contract Jan 27 9 Board Authorization to Solicit Financing Jan 27

10 Contract Execution/Financing Execution Feb 24 11 Construction Period Begins May 1

St. Johns Public Schools Energy Savings Performance Contracting Program

Project Development Timeline-Draft Updated 11/6/19

Date

2. MANDATORY PRE-PROPOSAL CONFERENCE

The School District will conduct a mandatory Pre-Proposal Meeting for all Bidders on

November 14, 2019. The Pre-Proposal Meeting will commence at 10:00 AM PM local time, Wilson Center, 101 W. Cass Street, Ste. A, St. Johns MI 48879.

3. SITE VISITS

Bidders that attend the mandatory Pre-Proposal Meeting can schedule site visits by contacting Mr. Kurt Carter (734) 347-4021.

4. SUBMISSION OF PROPOSALS

Bidders shall submit Proposals as described in Sections II, III, IV, V, VI and VII.

5. PROPOSAL EVALUATION

A committee composed of School District representatives will evaluate all Proposals. The evaluation committee may conduct interviews with the finalists to clarify information provided in their respective Proposals. Providing there is at least one qualified response, the evaluation committee will recommend a Contractor to the School District’s Board of Education. The School District’s Board of Education will make the final selection based upon the School District’s evaluations and such other factors as the Board of Education deems to be in its best interest. The School District reserves the right, in its sole and absolute discretion, to reject any and all Proposals, in whole or in part, to waive any irregularities in any Proposal or the RFP process, and to award the contract to other than the lowest Bidder.

V. INSTRUCTIONS FOR SUBMITTING PROPOSALS

1. REQUESTS FOR FURTHER INFORMATION

Questions concerning this RFP and the procedures for responding to the RFP should be directed to Kurt Carter in writing at Performance Contracting Owner’s Representatives LLC (kcarter@pcownersreps.com) and copied to Mr. Rob Gleeson, Director of Operations, St.

Johns Public Schools (gleesonr@sjredwings.org). Written responses to such questions shall be distributed to all potential bidders that attend the pre-bid meeting and have provided contact information with an intention to bid.

2. SUBMISSION OF PROPOSALS

Each Proposal must be an original and hard copy and signed by an authorized member of the Bidder’s firm. This member should be the highest-ranking officer at the local level. NO ORAL, FAX or E-MAILED Proposals will be accepted. Each Proposal must be submitted on the Proposal Forms attached to this RFP. Bidders shall submit sealed, written proposals by 2:00 PM local time, December 5, 2019 (the “Due Date”) at the St. Johns Public Schools Finance Office, 501 W. Sickels, St. Johns MI48879. Bids should be addressed to Pete Toal, Superintendent and should be clearly marked “Proposal for Energy Savings Capital Improvements on a Performance Contracting Basis.” An original and six copies of the proposal shall be submitted plus an electronic (PDF) copy. Bids shall be sealed and shall be addressed to St. Johns Public Schools, Attention: Kelly Corbett, Director of Finance. Late bids will not be considered or accepted. At the specified location and date and time set forth above, all timely submitted Proposals shall be publicly opened, dated and read aloud.

Based upon Proposals reviewed the School District will select Bidders, in its sole discretion, to be interviewed. Once interviews are completed and any additional information required by the School District is provided, the School District shall select a Bidder to negotiate a final agreement with (the "Selected Contractor" as defined above). Such selection shall be for the purpose of negotiation of a final agreement and shall not be binding upon the School District until such time as the Board of Education approves the agreement in accordance with Michigan law and the Reservation of Rights under Section 6 below.

St. Johns Public Schools reserves the rights to disqualify from consideration Proposals which do not provide all of the information requested in this RFP.

3. BID SECURITY

Required. Refer to the Terms and Conditions Section.

4. PERFORMANCE BOND AND LABOR AND MATERIAL PAYMENT BOND

Required. Refer to the Terms and Conditions Section.

5. PROPRIETARY INFORMATION

After bids have been opened, all proposals shall be subject to the Michigan Freedom of Information Act (442 PA 1976) unless the information thereof falls under an exemption.

6. RESERVATION OF RIGHTS

The School District reserves the right, in its sole and absolute discretion, to accept or reject, in whole or in part, any or all Proposals with or without cause. The School District further reserves the right to waive any irregularity or informality in the RFP process or any Proposal, and the right to award the contract to and to accept the Proposal or Proposals which the Board of Education determines will perform in the School District's best interests. The School District reserves the right to request additional information from any or all Bidders.

The School District reserves the right to select one or more Bidders to perform the Project on behalf of the School District. Upon evaluation of proposals and interviews with Bidders the School District shall negotiate a final agreement with lowest responsible bidder as determined by the School District. Such agreement shall not be binding upon the School

District until the agreement is approved by the Board of Education in accordance with Michigan law. In the event the School District and the selected Bidder are unable to agree to acceptable terms and conditions, the School District, in its sole discretion, may elect to terminate such negotiations, reject the selected Bidder’s proposal and negotiate with another Bidder deemed to be the next lowest responsible bidder.

7. COST OF PROPOSAL PREPARATION

The cost of preparing a response to this RFP, including site visits and preliminary engineering analyses, will not be reimbursed by St. Johns Public Schools.

8. COMMUNICATIONS

Questions should be directed to Mr. Kurt Carter and copied to Mr. Rob Gleeson, Director of Operations. Responses will be copied to all participating ESCO’s as noted above. Questions will be accepted up to 72 hours before the Proposal Response due date and time.

Responses will be generated as quickly as possible to facilitate your proposal development.

9. RFP INFORMATION CONTROLLING

The School District intends that all Bidders shall have equal access to information relative to the School District’s requirements under this RFP. Additional information such as detailed utility bills is available on a secure share-file site set up for this project, or in some cases such as prints, may be available directly from the district (and must be copied by the vendor). Such information will be signed out by the vendor and promptly returned (within 24 hours.) Failure to properly return such information may be injurious to other Bidders and may result in disqualification of the offending ESCO’s proposal. No information communicated, either verbally or in writing, to or from a Bidder shall be effective unless confirmed by written communication contained in an addendum to this RFP, a Request For Clarification or other written response thereto, or in the Proposal.

10. RELEASE OF CLAIMS

Each Contractor by submitting its Proposal releases the School District from any and all claims arising out of, and related to, this RFP process and selection of a Contractor.

11. FINALITY OF DECISION

Any decision made by the School District, including the Contractor selection, shall be final.

However, any initial selections made by the District and made subject to the negotiation of an acceptable contract and financing may be changed at the School Districts discretion if an acceptable contract and financing is not reached.

12. IRREVOCABILITY OF PROPOSALS

All Proposals submitted shall not be withdrawn and shall be irrevocable for a minimum period of ninety (90) calendar days following the Due Date for receipt of Proposals set forth above.

13. COLLUSIVE BIDDING

By submitting a bid, each Bidder certifies that its Proposal is made without any previous understanding, agreement or connection with any person, firm or corporation making a Proposal for the same Services and is in all respects fair, without outside control, collusion, fraud or otherwise illegal action.

VI. CONTRACT TERMS AND CONDITIONS

The following terms and conditions shall be incorporated into the final contract negotiated between the parties. All objections/exceptions to these terms and conditions must be identified in a Bidder’s Proposal. The failure to identify objections/exceptions in the Proposal shall be deemed to be an irrevocable acceptance of all terms and conditions stated below.

1. Proposals are to be submitted as outlined in the Components of Proposal Section. The

Proposal must be signed with the Bidder’s name and by a responsible officer or employee.

Obligations assumed by such signature are binding upon the Bidder.

2. Proposals must be received by the Due Date specified in this RFP. Late Proposals will not be considered or accepted.

3. In the execution of the contract, it may be necessary for the Selected Contractor to subcontract part of the Project to others. The Selected Contractor shall inform the School District as to which subcontractors will be used. Subcontractors used shall be subject to the approval of the School District. The Selected Contractor shall be fully responsible to the School District for the acts and omissions of its employees, its contractors, subcontractors, consultants, architects, etc., and of persons, whether directly or indirectly employed by the Selected Contractor. Nothing in this RFP or the resulting contract shall create any contractual relationship between any subcontractor and the School District. The Selected Contractor shall not assign, transfer, convey, or otherwise dispose of the contract between Selected Contractor and the School District, or any part thereof, or the School District’s right title, or interest in the same, or any part thereof, without previous written consent of the School District. The Selected Contractor shall not assign any power of attorney, or otherwise any monies due or to become due and payable under the agreement without previous written consent of the School District.

4. Prices for supplies, materials and equipment are to be F.O.B. job site delivered and/or installed and are to be firm for 90 days from the Due Date for Proposals. No charges for shipping, packing, drayage, or for any other purpose will be allowed over the price quoted herein.

5. Each Proposal submitted shall include and the successful Selected Contractor will be required to pay all taxes which are levied by Federal, State or Municipal Governments upon labor, and for material entering into the Work. The School District reserves the right to require evidence of payment of such taxes prior to final payment.

6. The Bidder must provide a detailed Project Schedule. The Project shall be completed without interference with the School District’s educational, extra-curricular or athletic programs. The Selected Contractor shall maintain a rate of work progress to ensure completion of the Project within the timeframes set forth in the agreed upon Project Schedule.

7. A bank money order, certified check or bid bond must accompany all Proposals by a recognized surety company for not less than five percent (5%) of the amount of the Proposal submitted and made payable to the School District as required by MCL 380.1267 ("Bid Security"). The Bid Security is a guarantee the Selected Contractor will, in case its Proposal is accepted, enter into a contract with the School District within sixty (60) days, unless extended by the School District, to construct the Project proposed and to give satisfactory performance and payment bonds in the amount of the contract as specified.

The bank money order, certified check or bid bond of the Selected Contractor will be forfeited to the School District upon failure to enter into such contract and to give such bonds. The bank money order, certified check or bid bond of the Selected Contractor will be returned as soon as the contract is signed by the Selected Contractor and returned to the School District.

8. Prior to commencement of the Project, the Selected Contractor shall furnish performance bonds and labor and material payment bonds as required by MCL 129.201, et seq. in such form as the School District may require, securing the faithful performance of such contracts and payment of all obligations arising thereunder. Such bonds must be for the full amount of the contract with a surety company in good standing and licensed to do business in the State of Michigan. The Selected Contractor shall include in the base Proposal the cost of furnishing such bonds/securities.

9. The most current Michigan laws and regulations regarding sales and use tax shall apply and the cost of same shall be included in the Proposals.

10. The School District will continue to occupy the buildings and site during the normal school year. Any installation work not completed during the summer recess shall be performed around instructional periods including after regular school hours, on weekends, on scheduled holidays, or as arranged and approved by the School District during regular school hours.

11. The Selected Contractor will, at all times, keep the job clean of all debris and rubbish resulting from its operations, and upon completion of its work, will promptly remove all tools, equipment and excess material and any rubbish caused by its work and personnel.

Selected Contractor will protect all its material and work from hazards and be fully responsible for their condition until accepted by the School District, and shall also be responsible for any damage caused by it to the work or property of others, including but not limited to, the property of the School District. Selected Contractor will reimburse School District for any expenses incurred to keep the job clean and clear of all debris and rubbish resulting from Selected Contractor’s failure to comply with this paragraph.

12. The Selected Contractor shall not use or permit…