SECTION L 12 Mar Final2.docx

ATTACHMENT H

SECTION L: INSTRUCTIONS TO OFFERORS (ITO)

A. PROGRAM STRUCTURE AND OBJECTIVE

The Government plans to award an Energy Savings Performance Contract (ESPC) task order (TO) using the Department of Energy (DOE) Super ESPC indefinite delivery, indefinite quantity (IDIQ) contract. DLA Energy will award this effort on behalf of the Defense Commissary Agency (DeCA) of Fort Lee, VA.

B. GENERAL INSTRUCTIONS

1. This section of the ITO provides general guidance for preparing offers as well as specific instructions on the format and content of the offer. The offeror’s submission must include all data and information requested by the ITO and must be submitted in accordance with these instructions and the basic IDIQ ESPC. Any offeror who submits an incomplete package may be considered ineligible for award. Non-conformance with the instructions provided in the ITO may result in an unfavorable offer evaluation.

2. Through its submission of an offer, the Energy Service Company (ESCO) implies concurrence and intent to perform the terms and conditions as stated in the Notice and its attachments. The submission shall be clear, concise, and shall include sufficient detail for effective evaluation and for substantiating the validity of stated claims. The offer should not simply rephrase or restate the Government's requirements, but rather provide sufficient details and convincing rationale to address how the offeror intends to meet these requirements. Offerors shall assume that the Government has no prior knowledge of their facilities and experience, and will base its evaluation on the information presented in the offeror’s submission. ESCO’s taking exception to any terms or conditions of the Notice of Opportunity and its attachments must clearly indicate that they are doing so by identifying each exception as such. Any material exception to any term or condition of the Notice of Opportunity and its attachments, as amended, may make a proposal ineligible for selection.

3. The response acceptance period is a minimum of 150 calendar days from date of submission. The offeror shall make a clear statement in the submission documentation that the response is valid for a minimum of 150 days.

4. In accordance with Federal Acquisition Regulation (FAR) Subpart 4.8 (Government Contract Files), the Government will retain one copy of all unsuccessful offers. Unless the offeror requests otherwise, the Government will destroy extra copies of any such unsuccessful offer.

C. RESPONSE PREPARATION INSTRUCTIONS

1. Document Submission: Offers must be completed and returned to the below address prior to the exact time and location set forth as the closing date for submission of offers, see Notice of Opportunity (herein called the ‘Notice’). Late responses will only be considered in accordance with FAR 52.212-1(f). All documents shall be sent to DLA ENERGY- AP, Attn: Ms. Cynthia J Obermeyer, 8725 John J. Kingman Road, Fort Belvoir, VA 22060, FAX: 703-767-2382, Phone: 703-767-5167. The box shall be marked “DO NOT OPEN/ Submission of Offer, DeCA”. Emailed or facsimile offers in response to the Notice of Opportunity are not acceptable. Any formal communications such as requests for clarifications and/or information concerning this solicitation must be submitted in writing and may be emailed, faxed or sent via regular mail to the above individual. Clarifications and questions must be received by the above contacts 10 days prior to the closing date of the Notice of opportunity.

To assure timely and equitable evaluation of offers, offerors must follow the instructions contained herein. Offerors are required to meet requirements in the Notice and its attachments including terms and conditions, representations and certifications, and technical requirements, in addition to those identified as evaluation factors or subfactors. Failure to meet a requirement may result in an offer being ineligible for selection.

2. Debriefings:

The CO will promptly notify offerors of any decision to exclude them from the competition in accordance with the DOE IDIQ basic contract paragraph H.3.F. Upon such notification, unsuccessful offerors may request and receive a debriefing IAW FAR 15.505. Offerors desiring a debriefing must make their request in accordance with the requirements of FAR 15.505 or 15.506, as applicable.

3. Discrepancies:

If an offeror believes that the requirements in these instructions contain an error, omission, or are otherwise unsound, the offeror shall immediately notify the CO in writing with supporting rationale.

4. Submission, Modification, Revision, and Withdrawal of Offers:

Offers and modifications to offers shall be submitted in sealed envelopes or packages in paper media and electronic media addressed to the CO at the address shown above, and show the time and date specified for receipt, the Notice number, and the name and address of the offeror. Emailed or faxed responses to the Notice of Opportunity are not acceptable.

5. Page Limitations and Number of Copies:

6. Page Size and Format:

7. Electronic Copies:

The content and page size of electronic copies must be identical to the hard copies. When discrepancies exist between the written offers and those provided in electronic format, the written offer will take precedence in all cases. For electronic copies, indicate on each CD-ROM the offeror’s name and project title. The electronic copies of the response shall be submitted in a format readable by Microsoft (MS) Word 2007®, MS Excel 2007®, MS-Project 2007®, and MS-Power Point 2007®, or Microsoft Office XP®, as applicable. In addition to one of the aforementioned formats, the electronic copy must also contain one complete response document in .pdf format.

8. Indexing:

To the greatest extent possible, indexing shall be used to readily identify information contained in the submission. The offer shall contain a detailed table of contents to delineate the subparagraphs. Tab indexing shall be used to identify sections.

9. Glossary of Abbreviations and Acronyms:

The offer shall contain a glossary of all abbreviations and acronyms used, with an explanation for each. Glossaries do not count against the page limitations.

D. OFFERS

The response shall be organized in the following format and shall consist of the following information:

Cover letter: 1 page Section I: Technical Proposal shall be organized as follows:

Factor 1: Technical Capability

· Subfactor 1 – Proposed Scope of Work; 30 page limitation, any product cut sheets do not count toward page limitation (Schedule TO-1 and TO-3)

· Subfactor 2 – Energy Savings Achievement; no page limit (Schedule TO-4)

· Subfactor 3 – Measurement &Verification (M&V) Approach; 5 page limitation

· Subfactor 4 – Commissioning Requirements; 8 page limitation

· Subfactor 5 – Quality Control Approach; 5 pages limitation

Section II:

Factor 2: Past Performance; 5 page limitation for narrative. Attachment D, Past Performance Information Sheet, does not count toward page limitation.

Section III:

Factor 3: Cost/Price; no page limitation (see Attachment E, Cost/Price Spreadsheet and Instructions).

Proposals will be evaluated using three factors: 1) Technical Capability, 2) Past Performance and 3) Cost/Price. There are five subfactors under the Technical Capability: 1) Proposed Scope of Work, 2) Energy Savings Achievement, 3) M&V Approach, 4) Commissioning Requirements, and 5) Quality Control Approach. Technical capability subfactors are listed in descending order of importance. Each technical capability subfactor of Factor 1 is more important than Factor 2, Past Performance. When the non-cost factor and subfactors are combined, they are significantly more important than Factor 3, Cost/Price.

E. TECHNICAL CAPABILITY

In this factor, the offeror will demonstrate their company’s ability to design a project that will meet the needs of energy conservation as defined in this Notice. Using the instructions provided below, provide as specifically as possible, the requirements that will satisfy each of the subfactors. All the requirements specified in the Notice and its attachments are mandatory.

Factor 1 – Technical Capability In light of the vast population of commissaries in the eastern region, interested ESCOs shall prepare a sample building project scope that is representative of their typical technical concepts to be performed in all 100 commissary facilities. Specific building data regarding the sample facility, which is typical representation of the greater commissary population, is provided by the Government at Attachment B, and shall be used by each ESCO in developing their sample project strategy. The escalation rate, utility rates and the index rate to be used in project development are provided by the Government at Attachment C. The ESCO shall discuss any adjustments to the index rate in the narrative discussion for subfactor 1. Labor wages to be used are provided in Attachments F and G. The selected ESCO shall determine all actual rates for each individual commissary site in their preparation of the PA and IGA. The sample building project shall be used for evaluation purposes only in the selection process. The ESCO shall provide the sample project estimated savings, including their calculation methodology and Operation and Maintenance (O&M) approach as called forth in the following subfactors:

Subfactor 1 – Proposed Scope of Work

Subfactor2 – Energy Savings Achievement The ESCO shall complete Schedule TO-4, Task Order Performance Period First Year Estimated Annual Cost Savings by Energy Conservation Measure and Technology Category, per the DOE ESPC basic IDIQ contract. The proposed ECMs shall be listed in Schedule TO-4 in their order of importance. Schedule TO-4 does not count toward any page limitation.

Subfactor 3 - M&V Approach Based on the proposed project scope provided in response to subfactor 1 above, the contractor shall clearly illustrate the proposed M&V methodology for each ECM in accordance with the Federal Energy Management Program M&V Guidelines. Contractors are advised that simply stating an intention of using a specific M&V option, i.e. Option A, B, C or D, is not acceptable in satisfying this requirement. The discussion shall include at a minimum, the following items:

(1) The methodology for defining the baseline to include identification of data to be collected, parameters to be measured, and timeframe and frequency of measurements.

(2) Proposed M&V Option to include descriptions of proposed methods to baseline energy uses, calculation methodologies, parameters to be measured, and timeframes and frequencies of measurements. Identify which measured parameter(s) could result in a shortfall in savings and list responsible party.

Subfactor 4 – Commissioning Requirements:

The ESCO shall provide a clearly articulated summary of their company commissioning plan for all ECMs proposed. If selected to pursue an Investment Grade Audit (IGA), the ESCO shall maintain these proposed approaches in the IGA and ultimate task order award, if awarded, unless authorized to change by the Contracting Officer. The summary shall, at a minimum, include discussion of the following:

(1) Identify key elements of the commissioning plan and their associated timeline(s)

(2) Identify the standards or codes that will be followed during the testing and commissioning of the systems

(3) Provide roles and responsibility of the parties who will conduct the commissioning

Subfactor 5 – Quality Control Approach:

The ESCO shall provide a summary of their company Quality Control Plan that will be submitted during the IGA phase and incorporated in the final TO. If selected to pursue an Investment Grade Audit (IGA), ESCO shall maintain these proposed approaches in the IGA and ultimately task order award, if awarded, unless authorized to change by the Contracting Officer. The summary shall, at a minimum, include discussion of the following:

(1) Provide qualifications and responsibility of the Quality Control Manager

(2) Identify all duties and reporting responsibilities of the Quality Control Manager

(3) Provide consistent quality control at the different locations

(4) Identify and discuss the significant characteristics of your Quality Control Plan that you feel make your Quality Control plan is distinguishable in the industry

F. PAST PERFORMANCE

Factor 2: Past Performance

In determining relevancy for individual contracts, the Government will consider the portion of the effort accomplished on previous or current contracts compared to the portion to be performed on the proposed effort. For example: Past Performance for a subcontractor for Project Management will only be considered if that same subcontractor is to perform Project Management on the proposed effort. The Government will not be bound by the offeror’s opinion of relevancy.

H. COST/PRICE

Factor 3: Cost/Price The ESCO will provide estimated project costs for their proposed sample project presented in Factor 1. Offerors shall use the spreadsheet and instructions located at Attachment E to submit this information. This proposed cost/price data shall include, at a minimum, project development costs, construction and installation costs, M&V costs, and any post installation costs. Any rebates, incentives, tax credits, design credits etc., shall be listed as a separate line item. The ESCO shall include justification for any growth from the index rate stated in Attachment C to their proposed interest rate. The ESCO shall address and discuss the inclusion of any rebates, incentives, tax credits, etc. as well as discuss any growth from the Government directed index rate to the proposed interest rate in the Technical Capability, subfactor 1 narrative.

Notice of Opportunity Defense Commissary Agency Attachment H (Section L)