REQUEST FOR PROPOSALS RFP October 25, Home Energy Rating System (HERS) and Associated Energy Modeling Services

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1 4800 N. Broadway, Boulder, CO REQUEST FOR PROPOSALS RFP October 25, 2010 TO: FROM: RE: Energy Modeling Service Providers Shannon Cox Baker, Project Manager Liz Wolfert, Planning Assistant Home Energy Rating System (HERS) and Associated Energy Modeling Services Request Boulder Housing Partners (BHP) intends to award a contract to a qualified technical assistance firm to deliver home energy rating system (HERS) and associated energy modeling services for a new 59 unit, 3-story senior rental project known as High Mar. This project is required to meet a HERS 70, per the Boulder Green Points Program, as well as achieve 32 points under the Enterprise Green Communities Program. Proposal Requirements Please submit your proposal no later than Friday, November 5, 2010 at 4:00 p.m. BHP anticipates making a selection by November 15, Please provide three hard copies of your proposal, and one electronic copy, and deliver or mail to the following contact and address: Boulder Housing Partners 4800 Broadway Boulder, CO Attention: Liz Wolfert Re: High Mar HERS Rating Proposal wolfertl@bouldercolorado.gov 1

2 Please submit any and all questions in writing to Any substantive clarifications requested by one respondent will be shared with all known potential respondents and posted on BHP s website at Bids and RFPs. The deadline for clarifications is 5:00 pm on Monday, November 1. Questions and answers will be posted on BHP s website by 5:00 pm on Tuesday, November 2. Proposal should include the following information in the following order: 1. Cover Letter 2. Table of Contents 3. Schedule (one page or less) 4. Firm Summary (one page or less) 5. Analyst s professional resume that specifically highlights in no more than two pages: a. Experience with energy modeling and HERS Rating b. Experience with Boulder Green Points Program and Enterprise Green Communities c. Experience with multifamily (apartment) energy modeling d. Experience with securing state (GEO) and utility (Xcel) rebates and incentives for clients 6. Statement of Qualifications 7. References for three previous clients/projects, including at least one multifamily apartment building, if applicable (provide phone number, , and brief project description) 8. Price Proposal 9. Additional Information to Include: a. Evidence of qualification to do business in the state of Colorado; b. Evidence of accreditation by the Residential Energy Services Network (RESNET) to provide Home Energy Ratings in the state of Colorado as a HERS Provider in good standing, including a current license for use of a RESNET accredited HOME Energy Rating System software; and c. Evidence of RESNET accreditation as a HERS Sampling Vendor in good standing. The information submitted will provide the basis for selection. Responses will be scored based upon the evaluation criteria outlined below. All of the respondents will be notified of the results of the selection process by November 15. Any clarifications requested by one respondent will be shared with all potential respondents. 2

3 Evaluation Criteria Each proposal will be independently analyzed by members of an evaluation team comprised of BHP s representatives. The evaluation team may choose to interview top proposers. Factors to be used in evaluating the responses will include, but are not limited to, the following: 1. The ability to provide the requested services 2. Qualifications of staff to be assigned to engagement 3. Proposed fees and compensation 4. Quality and conciseness of responses Scope The firm selected shall meet or provide the following: 1. Technical Standards The analyst shall perform all rating services in accordance with the latest standards promulgated by RESNET (available for review here) and shall perform all ENERGY STAR Attached Home certification services in accordance with the National Performance Path requirements as promulgated by the EPA (available for review here). 2. Technical Implementation The analyst will perform the following discrete tasks which are identified within the ENERGY STAR Homes process: a. A Schematic Design Phase Project Analysis to determine project level upgrades for the building model, consisting of: A rating from plans and specifications on a worst case basis, i.e. ASHRAE ; and A rating of plans and specifications for compliance with Boulder Green Points Program, which is a HERS 70 or better. Using these methods, this activity shall result in documentation of a package of upgraded specifications and performance requirements necessary to meet all program requirements, which must be agreed to in writing by the architect responsible for the project s participation in the program. The High Mar design team shall be presented with alternative upgrades where possible in order to allow them to choose the most cost effective or practical solution for their application. The Schematic Design Phase Project Analysis is time sensitive. The selected firm must attend a briefing meeting with the design team the week of Nov. 15 th and present their analysis to the team on Thursday, December 2 nd. 3

4 b. Two Refined Analyses (if needed) to be conducted at the design development phase and the construction document phase of the project in order to ensure the project is meeting or exceeding the HERS 70 requirement. c. A Pre-Schematic Design Phase Project Analysis Orientation meeting (1 hour) at a time convenient to the design team. The purpose of this meeting is to explain to the design team the details of program requirements and the application of building science principals to meeting program standards. This meeting may be repeated during or prior to the Refined Analyses stage in the event that substantial changes occur the project s characteristics. d. A Pre-drywall Inspection to verify compliance of features visible at the framing and rough mechanical stage of construction prior to sheetrock, including but not limited to insulation quality, EPA Thermal Bypass Checklist items, duct sealing and other items visible at this time on which the agreed Upgrade Package were based. e. A Final Inspection to verify the final performance of the building and compliance of features visible after sheetrock and finishing, including but not limited to envelope leakage (blower door), duct leakage (e.g. Duct Blaster ), equipment efficiencies, and all remaining items on which the agreed Upgrade Package were based. f. Re-inspections may occur when the pre-drywall or final inspections identify issues serious enough to require verification that corrections have been implemented before continued construction renders verification impossible. g. Other Special Inspections may be needed on an occasional basis, for example to verify a single item such as the builder s approach to slab insulation. In all cases, inspections must be documented for the purposes of completing final ratings (or BOP verification), builder notification of any compliance issues, and billing. h. Final Certification as an ENERGY STAR Home shall be based on issuance of a Home Energy Rating Certificate documenting compliance with the maximum HERS Index for the location. Final certification shall include the provision of all applicable EPA and RESNET labels. 3. Scheduling of Inspections The Analyst shall schedule inspections and other site visits at the builder s request based on timing and notification procedures established with the builder s site personnel. Inspections are time sensitive. The Analyst will be responsible for making reasonable best efforts to track the progress of the project and initiate contact with the builder as necessary to schedule inspections at the appropriate stages of construction. 4

5 Analyst shall maintain sufficient resources to meet each project s needs and to complete all inspections within 3 days of the builder s initial request for inspection. 4. Quality Assurance Analyst should provide in their response the name and affiliation of the Quality Assurance Designee who will be responsible for quality oversight of their Energy Rating. If the QA Designee is from a third party, please also include a letter from them acknowledging this role. Analyst shall maintain their Quality Assurance activities in accordance with the Quality Assurance Plan they submitted to RESNET for accreditation, and in compliance with all current RESNET QA requirements and protocols. Quality Assurance reports, and any RESNET Quality Assurance monitoring results, shall be available to BHP for review upon request. BHP or its agent may, at its discretion, conduct field and/or office reviews of Analyst s energy rating activities related to this Scope of Work. 5. Tracking & Reporting Analyst shall maintain records of all activities performed under this Scope of Work and submit documentation as back-up to invoices, including but not limited to: a. An upgrade letter signed by both the Rater and Builder identifying the features and specifications agreed to by the Builder to meet the requirements of the ENERGY STAR Homes program and the projected rating developed by the initial analysis; b. A dated attendance sheet and list of topics addressed for each orientation meeting performed; c. A copy of the final Home Energy Rating Certificate and RESNET Standard Disclosure form for the certified building, signed by the responsible certified Home Energy Rater. d. Provide all documentation necessary to secure state (Governor s Energy Office) and utility (Xcel) rebates and incentives for which the project is eligible. Please provide best estimate/assurance that these rebates are attainable and the quantity of rebate that might be expected. Analyst is responsible for all required RESNET and EPA reporting. Site Summary The site is located at 4990 Moorhead Avenue is on the south side of Moorhead north of Table Mesa Boulevard and is zoned RH-5. The property currently includes a one story building, surface parking lot, tennis courts, and community pool. The facilities are no longer in use. The property is approximately 2.19 acres and a maximum of 59 residential units can be built on the site. 5

6 Currently in the site review process, the 3-story, approximately 56,000 SF project is designed to include 59 attached, affordable residential units with 52 surface parking spaces and approximately 4,000 SF of common space that will include a community activity room, lounge, exercise room, an office and a small services room. All of the units at the High Mar site will be for rent. To better serve disabled and elderly residents, all units will have elevator access. The owner s intention is to design and construct the project as near zero ready. The building is optimally oriented for passive solar gain and the building s shell will be comprised of energy efficient materials. The building will be designed so that renewable energy sources can be incorporated incrementally in the future as financing allows. Components such as conduits, chases, electrical and mechanical rooms, electrical services, metering, structure, and roof plans will be designed to accommodate retrofits. Future on-site renewable energy sources may include photovoltaic and solar thermal systems. The project must conform to the Boulder Green Points Program and Enterprise Green Communities requirements. The timeline for development is as follows: Schematic Design Phase: Oct-Dec 2010 Secure Entitlements: Jan/Feb 2011 (anticipated) Design Development Phase: Jan-Mar 2011 Construction Document Phase: Apr-Jun 2011 Assuming construction equity financing is secured in the year 2011, construction will begin in September 2011 and take 14 months to complete. Please see the BHP High Mar website for additional information about the project including, but not limited to: BHP Summary Vicinity Map Aerial Photograph Site Photographs Geotechnical Report Phase I Investigation Survey Site Review Application Materials Boulder Housing Partners is the largest provider of affordable housing for lower income households in the city of Boulder. Our mission is to "provide a broad range of safe, affordable and high quality housing programs for families of low and moderate income. BHP was formed by the City Council of the City of Boulder in 1966 under provisions of state law to address the need for decent, safe, and sanitary housing in Boulder. 6

7 Boulder Housing Partners owns and manages more than 1,000 units of affordable housing and 650 Housing Choice Vouchers in Boulder. The 1,000 units are located in 27 properties. We own 337 public housing units, 124 Section 8 project based units (three properties) and 460 non-hud properties (217 tax credit properties and the balance subsidized with a variety of sources) These properties provide a continuum of housing choices to a large cross section of families. Boulder Housing Partners leases dwelling units to elderly, minorities, single parents, families, and the physically disabled. Further, Boulder Housing Partners is an active partner with the City of Boulder in developing programs and policies to meet the housing needs of the community. General Information 1. Submittal Rejection: Boulder Housing Partners has the right to reject any and all submittals and waive any irregularities therein, if it is found to be in the best interest of Boulder Housing Partners. Submittals not received by the required deadline are ineligible for consideration and will not be opened. Boulder Housing Partners may change the deadline at any time in order to assure adequate review of the submittals. 2. Contract and Method of Payment: The final form of contract and scope of services will be negotiated between Boulder Housing Partners and the top ranked firm after the selection process is complete. Invoices with proper documentation can be submitted on a monthly basis. 3. Limitation of Liability: Boulder Housing Partners assumes no liability for costs incurred by firms in responding to the Request for Proposals or interview process. All submittals become a matter of public record upon submission. 4. Insurance Requirements: Generally, the following coverage is required: Commercial general liability--$150,000 per person and $1,000,000 per occurrence. Worker's Compensation Insurance--equal to or at least $100,000 per employee Automotive Insurance--$100,000/$300,000 for bodily injury and $50,000 for property damage. Errors and Omissions Insurance 5. Federal Fair Housing Laws a. Boulder Housing Partners does business in accordance with the Federal Fair Housing Law (The Fair Housing Amendments Act of 1988). It is illegal to discriminate against any person because of race, color, religion, sex, handicap, family status, national origin, or sexual orientation. 7

8 BHP Reservation of Rights: 1. BHP reserves the right to reject any or all proposals, to waive any informality in the RFQ process, or to terminate the RFP process at any time, if deemed by BHP to be in its best interests. 2. BHP reserves the right not to award a contract pursuant to this RFP. 3. BHP reserves the right to terminate a contract awarded pursuant to this RFP, at any time for its convenience upon 10 days written notice to the successful bidder. 4. BHP reserves the right to inspect work at any time during the ongoing work. 5. BHP reserves the right to determine the days, hours and locations that the successful bidder shall provide the services called for in this RFP. 6. BHP reserves the right to retain all proposals submitted and not permit withdrawal for a period of 60 days subsequent to the deadline for receiving proposals without the written consent of BHP Procurement Officer. 7. BHP reserves the right to negotiate the fees proposed by the bidder if applicable to bid process. 8. BHP reserves the right to reject and not consider any proposal that does not meet the requirements of this RFP, including but not limited to incomplete proposals and/or proposals offering alternate or non-requested services. 9. BHP shall have no obligation to compensate any bidder for any costs incurred in responding to this RFP. 10. BHP shall reserve the right to at any time during the RFP or contract process to prohibit any further participation by a bidder or reject any proposal submitted that does not conform to any of the requirements detailed herein. 11. BHP reserves the right to award contracts to separate firms for the two projects. 8