REQUEST FOR QUALIFICATIONS FOR Energy Services Master Agreement

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1 Request for Qualifications for Page 1 of 8 REQUEST FOR QUALIFICATIONS FOR For the RFQ Submittal Deadline: October 17, 2017 at 3:00 PM 1.1 INTRODUCTION: The is soliciting Statements of Qualifications (SOQ) from qualified Contractors to provide Energy Conservation Services Performance Contracting for the design, fabrication, installation, testing, commissioning, start-up, and monitoring and verification for energy conservation projects at any of the campuses or remote facilities. This contract may also be used by other agencies within the state as authorized by RCW AUTHORITY: The University is authorized under chapter C RCW to contract for Energy Conservation Projects using performance based contracting. 1.3 MASTER AGREEMENT: The University intends to select one Contractor under an on-call Energy Services Master Agreement (Master Agreement) that will have no specific scope of work or contract amount. As individual projects arise, the parties will negotiate the scope of work and fee and formalize it in a Work Order. The initial term of the Master Agreement will be three years with an option for the University, with the Contractor s concurrence, to extend the Agreement by one or more amendments for up to three additional years (for a maximum contract term of six years). 1.4 SELECTION PROCESS: Contractors will be evaluated based upon their demonstrated ability to identify, design, finance, install, commission, and monitor and verify the performance of, energy and utility conservation measures. Contractors must be licensed Washington State contractors at the time of submittal. Following an evaluation of the Contractor s written response to this Request for Qualifications (RFQ), up to the three most qualified Contractors (the Finalists), as determined by an Evaluation Committee, will be selected to participate in the Request for Proposals (RFP) phase of the selection process. In the RFP, the selected Finalists will be 1) invited to submit detailed information on a previously completed project, present the project and the approach to business equity outreach to and be interviewed by the Evaluation Committee and 2) submit a Fee Proposal. Anticipated Schedule: RFQ 1. Issue RFQ September 25, Statements of Qualifications due at 3:00 pm October 17, Evaluation of SOQs to select Finalists by Evaluation Committee October 24, Finalists notified October 24, 2017 RFP 5. Finalists submit Detailed Project Materials and Fee Proposal November 7, 2017

2 Request for Qualifications for Page 2 of 8 6. Finalist Presentations and Interviews November 14, Evaluation of Detailed Project Materials, Presentation and Interviews November 15, 2017 by Evaluation Committee 8. Public opening of Fee Proposals - 10:00 AM at CPD Office November 16, Award to Highest Scoring Contractor February 6, SCOPE OF WORK: The University desires to conduct energy conservation projects at the University s diverse facilities. Projects will include: conducting and providing an energy and utility conservation audit of facility(ies); engineering and design of approved conservation measures; assistance in obtaining financing for the measures; purchase and installation of the conservation measures; construction administration services; guarantee of costs; guarantee of savings; commissioning of the measures; monitoring and verification of savings; and ongoing engineering assistance to ensure that savings are achieved. 1.6 EVALUATION PROCESS: The selection of the Energy Conservation Services Contractor will follow these steps: A. REQUEST FOR QUALIFICATIONS 1. The University, through an Evaluation Committee, will evaluate Statements of Qualifications submitted in response to this RFQ based on the evaluation criteria and weighting identified herein. 2. Based on the Evaluation Committee s findings, the Evaluation Committee will select not more than three (3) of the most qualified responsive and responsible Contractors (the Finalists) to proceed to Phase II of the selection process. B. REQUEST FOR PROPOSALS 1. Finalists will be invited to submit detailed materials from a previously completed energy conservation project followed by an interview by the Evaluation Committee. The Evaluation Committee will evaluate detailed materials and the interview based on the evaluation criteria and weighting identified herein. 2. Fee Proposal: Finalists will be invited to submit a Fee Proposal. The Fee Proposal will be evaluated based on the weighting identified herein. C. AWARD OF CONTRACT 1. Basis of Contract Award: The contract shall be awarded to the responsible Contractor with the highest scoring proposal(s) based on the criteria and weighting identified in both the RFQ and the RFP upon approval by the Regents. Scores from the RFQ evaluation will be carried forward and added to the scores for the RFP to arrive at the total score for evaluation purposes. 2. Rejection of Proposals: The University reserves right to reject any and all proposals at any time for any reason. In the event the University does so, it shall provide in writing to all Contractors the reasons for rejection. 3. Evaluation Committee: The Evaluation Committee for both the qualifications and proposals phases of the selection process will consist of representatives from the including but not limited to Capital Planning & Development, and Campus Engineering. References: The University reserves the right to conduct reference checks for Contractors submitting SOQs and Proposals. In the event that information obtained from the reference checks reveals concerns about the Contractor s past performance or its ability to successfully perform the contract to be executed based on this RFQ and subsequent RFP, the University may, at its sole discretion, determine that the Contractor is not qualified to perform the contract and deem the Contractor not responsible and not eligible for further consideration. The University also reserves the right to check references from others not identified by the Contractor.

3 Request for Qualifications for Page 3 of 8 Contractors are cautioned that only the contact person listed at the end of this RFQ should be contacted and any contact by Contractors with any other individuals, including those from any of the organizations represented on the evaluation committee, may result in the Contractor s SOQ and/or Proposal being declared non-responsive and not eligible for further consideration. 1.7 EVALUATION CRITERIA: The RFQ and RFP Criteria and weighting are included below and will be combined to arrive at the total points for award of the agreement. A. Phase I - RFQ Evaluation Criteria: The SOQ submitted by Contractors must include information documenting how the Contractor meets the evaluation criteria below, and will be evaluated based on these criteria and weighting. Each Contractor s SOQ must include a Table of Contents and be organized by discrete sections corresponding to the criteria and in the same order as below. Submittals will not be returned to Contractors submitting SOQs. For the SOQ, submit information for key energy resource conservation engineering and construction personnel on the Contractor s team. Information about sub-consultants, or sub-contractors should not be included in the SOQ. A. RFQ CRITERIA Evaluation 1. Experience of the Contractor: a. Provide a brief description of the Contractor s experience in identifying, designing and managing the construction of energy, water, wastewater and waste conservation projects, especially at campus-type facilities; provide a list of all completed contracted energy conservation projects in the last 5 years by Contractor for which Contractor was the prime contractor with contract value and client references with current phone numbers. For Contractors in business less than 5 years, document the above information for the actual time in business and include similar information documenting at least 5 years experience by the Contractor s Principals and top-level management. Clearly describe the work performed by subcontractors or other entities on these projects. b. Provide a more detailed description of one or more of the project(s) included in a., above, that illustrates the Contractor s experience in designing, costing, permitting, managing construction, assisting owner in obtaining conservation incentives, and conservation performance measurement and verification for each of the following: i. building HVAC systems including fume hoods, ii. steam generation and distribution, iii. chilled water generation and distribution, iv. energy management control systems, v. lighting and lighting control systems, vi. electrical distribution systems, and vii. hospitals. If the Contractor submits a project or projects that are in the experience of Contractor s Principals or top-level management while working for another contractor, please be very clear about which principals or managers worked on the project, their involvement and the name of the responsible contractor for this project. Weighting (max. points) 10

4 Request for Qualifications for Page 4 of 8 c. Please compare and contrast detailed audit and proposal cost, schedule and conservation guarantee against actual costs, schedule and conservation achieved. 2. Qualifications of the Contractor s Master Agreement Team: Describe the proposed team for all elements of the Master Agreement. Include key design and construction team members and the responsibilities of each team member. Provide an organization chart showing the key individuals assigned to the Master Agreement. At a minimum, the corporate executive dedicated to the Master Agreement, the key conservation engineers, design manager, project manager, the superintendent, and the safety officer shall be identified. List the title of the position, the name and qualifications of the individuals to be assigned. Include a copy of the resumes of the key individuals. Do not include design sub-consultants or subcontractors. 3. Management Approach: Describe the Contractor s approach to: a. Owner relations and communications b. Preferred areas of sub-contracting and self-performance c. Plan to include MWBE d. Preliminary Assessment e. Detailed Audit f. Project definition and estimating techniques used in proposal g. Design management h. Quality of design i. Construction management j. Quality in construction k. Commissioning and startup l. Measurement and verification m. Savings and performance guarantees n. Coordinating infection control in hospitals 4. Business Equity: Provide a summary of your firm s performance in the state of Washington over the last five (5) years in utilization of small business entities (sbe), disadvantaged business enterprises (dbe), minority business enterprises (MBE), women s business enterprises (WBE), and minority women s business enterprises (MWBE) under a master agreement for on-call services The definitions of sbe, dbe, MBE, WBE, and MWBE are provided in the Business Equity section of this RFQ. For each project, include the following: Name of project; Date of substantial completion; Name of owner and contact person, including and phone; Final contract value; Owner s utilization goals for the project, if any; and Percentage of final contract value paid to sbe/dbe/mbe/wbe/mwbe. 5. Safety: Safety and accident prevention record of the Contractor. Submit the Contractor s Accident Prevention Program and the following information with the Proposal along 5

5 Request for Qualifications for Page 5 of 8 with any other relevant information that documents the Contractor s safety record: Complete the s Safety and Health Qualification Statement, Attachment II, and submit this with your Proposal. A copy of the Safety and Health Qualification Statement is included in this RFQ as Attachment 1. Maximum RFQ/SOQ Points 50 points B. Phase II - RFP Evaluation Criteria: The proposals submitted by the Finalists after evaluation of the SOQ must include information documenting how the Contractor meets the evaluation criteria below, and will be evaluated based on these criteria and weighting. Each Contractor s proposal must include a Table of Contents and be organized by discrete sections corresponding to the criteria and in the same order as below. Submittals will not be returned to Contractors submitting proposals. Proposals shall be submitted in three opaque sealed envelopes (or other containers), each labeled RFP for, with the Proposer s name, address and contact person, and labeled as Fee Proposal (containing the response to Criterion 1.7, B. 3. a.) and Non-Fee Proposal (containing the response to Criteria 1.7 B 1., B 2., and B.3. b.). The Fee Proposal envelope shall contain only the completed Fee Proposal Form. B. RFP CRITERIA Evaluation 1. Previously Completed Project Evaluation: Proposals will be scored as described below. a) Detailed Audit and Energy Conservation Services Proposal: Submit a Detailed Audit and Energy Conservation Services Proposal for a previously completed project with any relevant supporting materials that were shared with the owner during project formation. These materials will be scored on: a. Creative ways to save energy and resources b. Technical soundness of detailed audit c. Completeness of description of proposed energy conservation measures including information shared with owner to justify guaranteed cost. d. The quality of the project cost benefit analysis e. The quality of the proposed financing options and guarantee f. Technical soundness of proposed monitoring and verification plan Weighting (max. points) 25 b) Project Execution: 10 Submit information showing the final cost and schedule performance for the project. This information will be scored based on how close the actual project cost and schedule were to the proposed cost and schedule offered in the Energy Conservation Services Proposal provided in B. 1. a. above. c) Monitoring and Verification reports for the initial period and first monitoring period 10 (year) report along with service call history. These reports will be scored on: a. Technical soundness of measurement and verification procedures, methods and calculations b. How closely the project performed to predictions in Energy Conservation Services Proposal d) Cost Management: 20

6 Request for Qualifications for Page 6 of 8 Describe how the project was managed to assure the desired performance, quality, and target cost value. Describe the sub-contracting plan. Describe how competitive prices were obtained and/or verified. 2. Approach to Business Equity Outreach: During the interview, discuss your approach to outreach, outlining your firm s proactive strategy, resource commitment and specific steps you will employ in reaching out to sbe/dbe/mbe/wbe/mwbe for engagement on this Master Agreement. Describe any outreach challenges and opportunities you have identified, along with how you will mitigate those challenges and optimize the opportunities. Finalists shall not submit a written response to this criterion. 3. Fee Proposal: a) Finalists shall submit a Fee Proposal Form setting forth a proposed Contractor s Fee The Contractor s Fee is described in detail in Section of the attached Master Agreement. Final Proposals will be evaluated as follows: Low Total Fee Percentage Proposal - 25 points Proposals within 5% of Low Proposal* - 20 points Proposals within 10% of Low Proposal* - 15 points Others - 0 points * Computed as follows: (Proposal being evaluated Total Fee Percentage - Total Fee Percentage from Low Proposal)/ Total Fee Percentage from Low Proposal Fee Proposal instructions: In completing the Fee Proposal Form, the Proposer must enter a fee percentage number for each of the two (2) Cost of Work categories included on the Fee Proposal Form. The Proposer shall sum the two fee percentage amounts and enter the sum in the Total Fee Percentage box on the Fee Proposal Form. No other entries, modifications, or qualifications shall be made to the bid. Failure to comply in full with these requirements shall be grounds for a bid being declared non-responsive. The Owner reserves the right to reject any or all bids, and to waive informalities or non-material irregularities in the bids received. The name, address, and Contractor's registration number shall be typed or printed on the Fee Proposal Form in the space provided. Bids must be submitted on the form attached to the RFQ or on a copy of that form, and manually signed in ink. The person signing the Fee Proposal Form must initial each page. Proposers shall submit bid amounts in the format provided in the Fee Proposal Form. Only the amounts and information asked for in the Fee Proposal Form furnished will be considered as the bid. All blank spaces must be filled in. After bid opening, bids will be checked for errors. A discrepancy in the Fee Proposal Form between the Total Fee Percentage and the sum of the fee percentages for the Cost of Work categories shall be resolved by accepting the fee percentages for the Cost of Work categories as correct.

7 Request for Qualifications for Page 7 of 8 b) Finalists shall indicate the extent to which they accept the terms of the Energy Services Master Agreement attached to the RFQ. No points Finalists proposing significantly different terms and conditions may be eliminated from consideration by the University. Maximum RFP Points 100 Maximum Total Points (RFQ points plus RFP points) CONTRACTING PROCESS: The University intends to use a cost plus fee form of contract for the Master Agreement. The form of the contract to be awarded will be substantially similar to the form of contract attached as part of the RFQ PROPOSAL ACCEPTANCE PERIOD: The Proposals submitted by each Finalist shall be subject to acceptance for 120 days after the deadline for receipt of Proposals SUBMITTAL DEADLINE: One unbound original, five(5) copies of the Statement of Qualifications, and one electronic copy (pdf) of the SOQ on a jump drive containing the above-listed information must be received at the University Facilities Building no later than the RFQ Submittal Deadline stated at the beginning of this RFQ. Submittals sent by mail or courier shall be sent to the address below (use box number for U.S. Postal Service (USPS) delivery only). Faxed or ed submittals will not be accepted. Contractors are responsible for ensuring receipt of the SOQ at the University Facilities Building by the deadline stated above, and should take into account internal UW delivery times once USPS delivers a submittal to the box number indicated, and other delays that may occur when using a delivery service. Submittals received after the deadline will not be considered. Capital Planning & Development University Facilities Building Box Seattle, WA Attention: Dave Hadaway Any addenda issued for this RFQ will be published at the following website address: Contractors are responsible for checking the website prior to submission of qualifications for any addenda. If you are unable to download the addenda, you may contact the individual named at the end of this RFQ BUSINESS EQUITY: The is committed to providing the maximum practicable opportunity for participation by OMWBE certified and non-omwbe certified small business entities (sbe), disadvantaged business enterprises (dbe), minority business enterprises (MBE), women s business enterprises (WBE), and minority women s business enterprises (MWBE) through direct contracts with the University, and

8 Request for Qualifications for Page 8 of 8 sub-consulting or supplier participation. The University has determined that 10% combined sbe/dbe/mbe/wbe/mwbe participation is practicable and attainable for projects during the term of the Master Agreement; however, no minimum level of sbe/dbe/mbe/wbe/mwbe participation shall be required as a condition for entering into the Master Agreement. The definitions which follow apply throughout this selection process. 1. Small business entity or sbe means an in-state business, including a sole proprietorship, corporation or other legal entity, that: a. certifies, under penalty of perjury that it is owned and operated independently from all other businesses and has either: i. Fifty or fewer employees; or ii. A gross revenue of less than seven million dollars annually as reported on its state and federal tax returns over the previous three consecutive years; or b. is certified with the Office of Minority and Women s Business Enterprises (OMWBE). 2. Disadvantaged business enterprise or dbe means any business entity certified with the OMWBE. 3. Minority business enterprise or MBE means any state-certified or non-certified business entity that is more than 50% owned and controlled by at least one minority person. 4. Women s business enterprise or WBE means any state-certified or non-certified business entity that is more than 50% owned and controlled by at least one non-minority woman. 5. Minority women s business enterprise or MWBE means any state-certified or non-certified business entity that is more than 50% owned and controlled by at least one minority woman. The term minority includes a person of Asian, Black, Hispanic and Native American racial or ethnic heritage ADDITIONAL INFORMATION: Please note the following additional information that is part of this RFQ: Attachment 1 - Safety and Health Qualification Statement Attachment 2 - Form of contract for Conservation Services Master Agreement Attachment 3 Fee Proposal Form QUESTIONS: All questions regarding this RFQ should be addressed to Dave Hadaway, , Publication date in Seattle Daily Journal of Commerce: September 25, 2017 and September 27, 2107

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