REQUEST FOR PROPOSALS WEBER TOWERS ENERGY SERVICES Issued by: City of Stockton Public Works Department 22 E. Weber Avenue, Room 301 Stockton, CA 95202 Project No. SEB-19-002 Date Issued: January 8, 2019 Proposals Due: February 5, 2019, at 3:00 p.m.
1.0 INTRODUCTION/BACKGROUND The City of Stockton is in the heart of the great Central Valley of California. Stockton is the 13th largest city in California and strategically situated along the California Delta. The City of Stockton recently purchased the Waterfront Towers (WT) at 501 and 509 West Weber Avenue (Attachment A). The WT consists of two four-story buildings and a total of 102,000 square feet of tenant space (Attachment B). The project site also includes a parking lot with 320 paved and striped parking spots (See Attachment C). The City is in the process of making the WT the new City Hall. In preparation, the City is requesting proposals from qualified firms to provide an investment grade energy audit for the WT facilities resulting in improvements that will benefit the City in the long term from an energy and sustainability standpoint. 2.0 PROJECT DESCRIPTION City departments are currently located in several different buildings throughout the City. The City will consolidate many of these departments into the WT, or new City Hall. Before the various departments begin to move into the WT, the City would like to investigate improvements that can be made that will provide long term financial benefits in terms of energy efficiency. The City is considering conducting investment grade energy audits on the WT facilities and possibly implementing future energy projects with an Energy Services Company (ESCO) via an Energy Performance Contract. If the City decides to move forward with energy projects, a separate scope of work and performance contract(s) will be negotiated with the selected ESCO. The selected ESCO must have the technical capability to address a broad range of systems including, but not limited to: Mechanical Systems. Heating, ventilating and air conditioning (HVAC) systems, energy management and control systems, domestic hot water systems, distribution systems, etc. Plants. Distribution systems, cogeneration systems, etc. Lighting systems. Indoor and outdoor lighting systems, lighting controls, daylighting strategies. Renewable Energy Systems: Solar electric (PV), solar thermal, small wind Building envelope systems. Windows, insulation, weatherization, etc. LEED-EB: LEED-EB strategies to improve operations and maintenance practices Water and Sewage Systems. automatic controls, low-flow faucet aerators, low-flow toilets, cooling tower modifications, and irrigation system controls or modifications. The project will generally consist of three phases. This RFP will entertain proposals to perform Phase 1 work. The City will select up to 3 firms to perform Phase 1 services. If the City elects to move forward to implementation phases, one firm will be selected to perform Phases 2 and 3. The terms of performing future phases will be negotiated at that time. Phase 1 - Phase 2 - Phase 3 - Investment Grade Audit and Project Proposal Construction/Implementation/Commissioning and Financing Post-Construction Guarantee/Monitoring
3.0 SCOPE OF WORK The scope of work for this proposal will be the performance of Phase 1 only. However, the scope of the entire project is also outlined below under Phases 2 and 3. 3.1 Phase 1 - Investment Grade Audit and Project Proposal The Investment Grade Audit will identify potential cost-saving measures, determine the cost and savings of each measure, and present a measurement and verification plan to validate future savings of each measure. A project proposal will present a bundle of measures that can be financed through guaranteed savings over the proposed financing term, including a cash-flow table and a concept project schedule. The successful ESCO will enter into and Investment Grade Audit and Project Proposal Contract to perform the following at minimum: technical audit to evaluate costs and savings of a variety of energy and water-saving measures project proposal including financial analysis measurement and verification plan commissioning plan 3.2 Phase 2 - Energy Savings Performance Contract Following satisfactory completion of the Phase 1 Investment Grade Audit and project proposal, the City may negotiate and develop an Energy Savings Performance Contract with the selected ESCO. The City also reserves the right to not proceed to the performance contract phase if it is deemed not to be in the City s best interest. If the City elects to move forward, the contract will define the final agreed upon list of measures, equipment and labor costs and guaranteed cost savings. It will document equipment specifications and warranties. The performance contract will include a financing plan that has been vetted and agreed upon. The contract will also establish the schedule and responsibilities of the ESCO and the City. Through the Energy Savings Performance Contract, the selected ESCO will perform the following services at a minimum. engineering design equipment procurement and purchasing construction management hazardous waste disposal or recycling financing commissioning 3.3 Phase 3 Measurement and verification services: To provide the performance guarantee, the selected ESCO will provide annual measurement & verification services. The guarantee is required to cover the cost of this service. Phase 3 activities will include the following at a minimum: continuing operations and maintenance for all improvements staff training for maintenance and operation of systems training of occupants guarantee of performance and cost savings for the entire term of the contract monitoring and verification for measurement and reporting of the performance and savings
provide for independent review of monitoring & verification (guaranteed savings pay for independent contractor) monitoring and reporting of emissions reductions maintaining long-term, high-efficiency performance of buildings 4.0 PROJECT GENERAL INFORMATION The City will provide information as it exists in our files, such as: building plans utility bills equipment lists 4.1 Proposal Submissions Proposals shall be submitted no later than 3:00 p.m., on February 5, 2019 to: Wes Johnson CITY OF STOCKTON 22 E. WEBER AVENUE, ROOM 301 STOCKTON, CA 95202 The proposal should be firmly sealed in an envelope which will clearly be marked on the outside with Waterfront Towers Energy Services. Late Proposals will not be accepted. 4.2 Acceptance or Rejection of Proposal The City reserves the right to negotiate an agreement with the firm(s) submitting the highest-ranking proposals. Also, the City reserves the right to reject all proposals or to waive any irregularity in a proposal if it is deemed to be in the best interest of the City. Failure to submit all requested information could be grounds to reject the proposal. 4.3 Proposal Questions and Requests for Clarification Any questions or requests for clarification shall be submitted in writing to: Wes.Johnson@stocktonca.gov Requests for clarification shall be submitted at least seven (7) business days prior to the proposal due date. If a response warrants a clarification to the RFP, such clarification will be posted on bid flash at least two days prior to the proposal due date. It is the proposer s responsibility to check the website for any letters of clarification or responses to questions. The website address is as follows: www.stocktonca.gov/pwbid
4.4 Causes for Disqualification Any of the following may be considered cause to disqualify a proposal: A. Evidence of collusion among proponents B. Any attempt to improperly influence any member of the evaluation panel C. Any attempt to communicate in any manner with a City of Stockton elected official during the solicitation process will, and shall be, just cause for disqualification/rejection of proponent s response/proponent s bid submittal and considered non-responsive. D. A proponent s default or breach of contract in previous work that resulted in termination of that agreement and/or E. Existence of any lawsuit, unresolved contractual claim, or dispute between proponent and the City. F. No person, firm, or corporation shall be allowed to make or file or be interested in more than one bid for the same supplies, services, or both; provided, however, that subcontract bids to the principal bidders are excluded from the requirements of this section: Section 3.68.120 of the Municipal Code. 4.5 Licensing Requirements Any professional certifications or licenses that may be required are the sole cost and responsibility of the proponent. A City of Stockton business license is required. Please contact the City of Stockton Business License Customer Service at (209) 937-8313. 4.6 Insurance Requirements The proponent must obtain and maintain the required insurance. Proponent should review Attachment E, Instructions to Proposers for information regarding insurance, indemnification, prevailing wages, etc. Failure to comply with the Instructions to Proponents may be grounds for rejection. 4.7 Department of Industrial Relations Please refer to Attachment E, Instructions to Proposers, for registration requirements with the Department of Industrial Relations. 4.8 Product Ownership Any documents resulting from the performance of work in the contract will become property of the City. This includes all work performed by sub-consultants. 5.0 REQUIRED PROPOSAL CONTENT The proposal shall contain the following, at a minimum: Cover Letter
Table of Contents Executive Summary Project Team Project Understanding Detailed Work Plan Examples of experience with similar types of work References Schedule Cost Proposal (separate sealed envelope) The body of the technical proposal shall not exceed 20 pages with a minimum font size of 10. Proponent shall submit 5 bound sets of the proposal. The maximum allowable length is exclusive of any folder, cover, or section dividers, resumes, cover letter or backup information. One electronic copy in PDF (exclusive of cost proposal) form shall also be emailed to Wes.Johnson@stocktonca.gov. 5.1 Cover Letter The letter shall be signed by an official with the authority to negotiate and contractually bind the firm with the City of Stockton. Provide name, title, address, email, and telephone number for this officer. Describe any subcontract arrangements or licensing agreements. Include any potential conflict of interest. 5.2 Table of Contents The proposal should include a table of contents. 5.3 Executive Summary The Executive Summary shall include a summary of the proposal, emphasizing the approach to be taken and including a work plan, schedule, and description of the capabilities of the Consultant/contractor and sub-consultants. The summary should convey an understanding of the purpose of the project and the services required for performance. 5.4 Project Team Describe your ESCO and/or team organization including the qualifications of the prime consultant and any sub-consultants. Provide an organizational chart of the proposed team structure. The selected ESCO must have the demonstrated capability to deliver the Phase 1 services requested with this RFP. However, it is also expected that proposers will demonstrate their firm s experience in engineering, construction, financing, commissioning and verifying performance of improvements. Services may include but are not limited to the following: Demonstrate the firm s experience in each of the areas of expertise requested. This should include a description of prior experience in working with public agencies performing all three phases of project services. Ability for project team to perform the work. Ability to perform the work in a reasonable period.
Ability to provide quality control of all deliverables and be responsive to all issues in a timely manner. Provide project team resumes 5.5 Project Understanding Proposals should demonstrate your firm s understanding of the project. While Phase 1 is the only Phase being implemented with this RFP, firms should indicate an understanding an experience with implementation and verification phases. Describe your understanding of what the City is requesting and how best to accomplish the goals set forth in this RFP. 5.6 Detailed Work Plan Provide a detailed work plan for the requested Phase 1 services. Based on information provided here, the site visit, and information gathered by each firm, describe the proposed approach your firm would take and the activities to be accomplished in the Investment grade audit Phase 1. Describe how the team will complete each task. In a less detailed manner, outline an approach to future phases. 5.7 Examples of Experience with Similar Types of Work Provide examples of similar service performed for others. Projects in this section should be those that the proposed project team was involved with and for projects of similar size and scope. 5.8 References Provide three client references for which the proposed team has completed similar work. Provide agency name, contact information, and description of related work that was provided to the client. 5.9 Schedule Consultants should provide a detailed schedule for Phase 1. General timeframes for the implementation of Phases 2 and 3 is also requested. Assume a contract start date of March 18, 2019. 5.10 Cost Proposal It is the City s intention that Phase 1 be completed at no cost to the City. Proposers are encouraged to seek alternate funding such as grants and rebates for Phase 1 services. Any anticipated reimbursement from the City for Phase 1 services must be documented in a cost proposal for the Investment Grade Audit and must be submitted in a separate sealed envelope. Any such cost proposal should identify all key members, including subconsultants in a work chart including their name, title, hours per task, hourly rate, total hours, direct labor, overhead, and percentage of work by task. The City intends to select up to 3 Proposers to complete the Phase 1 process. Following completion of Phase 1, the City reserves the right to not move on to Phase 2 and 3 if it is
determined not to be in the City s best interest. If the City does not move forward with Phases 2 and 3, the selected ESCO will be reimbursed in accordance with the agreed upon cost proposal, if any, for its Phase 1 services. If the City does proceed with Phases 2 and 3 with the selected ESCO, any agreed upon phase 1 costs should be folded into the overall project financing plan. The cost proposal must be in a separate sealed envelope. 6.0 PROPOSAL EVALUATION The consultant selection process will follow the timeline shown below to the extent possible: Event Date Release Request for Proposals January 8, 2019 Site Visit January 23, 2019 Written Questions submitted by January 25, 2019 Response to Written Questions January 31, 2019 Proposals due February 5, 2019 Interviews Week of February 18, 2019 Negotiations Week of February 25, 2019 Contract approval by City Manager March 15, 2019 6.1 Proposal Evaluation The selection committee will evaluate all proposals. This is a qualification and cost-based selection, so ranking will be in accordance with the attached Evaluation Scoring Worksheet (See Attachment D). Cost will be a factor in evaluation, but selection is predominately qualifications-based. Cost proposals will not be opened until after other categories have been evaluated. Local preference will also be a factor, so Stockton firms are encouraged to propose. Also, non-stockton firms should try to use Stockton consultants whenever possible. Points will be weighted based on the amount of work being performed by the local consultants and/or businesses. 6.2 Interviews The City intends to conduct interviews as part of the Consultant Selection Process. At the City s sole discretion, all or a few select respondents to this RFP will be invited to interview with the selection committee. Consultant must reserve the week noted for interviews in section 6.0. 6.3 Site Visit A site visit will be conducted on January 9, at 10:00 a.m. Interested ESCO s can attend to observe the grounds, buildings and various systems that exist today. City staff will be on hand to answer questions.
6.4 Negotiations City staff will begin negotiations with up to 3 of the highest ranked firms. If an agreement cannot be reached after a reasonable period, the City will terminate negotiations with that firm and commence negotiations with the next highest ranked firm. The compensation discussed with one prospective Consultant will not be discussed with another Consultant. The selected consultant will be expected to enter into a Professional Services Contract with the City. Proposers should direct their attention to Attachment E, Instructions to Proposers, for the most current insurance and indemnification language. It is expected that the successful Proposer will accept these terms without modification. The contract shall not be in force until the Council approves the contract and the City Manager signs it. Work performed before the issuance of a Notice to Proceed cannot be paid by the City. The City reserves the right not to move into Phase 2 and 3 work, if it is deemed not to be in the best interest of the City. ATTACHMENTS: Attachment A Vicinity Map Attachment B Street View Attachment C Site Plan Attachment D Evaluation Scoring Sheet Attachment E Instructions to Proposers