Southern Kern Unified School District REQUEST FOR QUALIFICATIONS 18-01 FOR Energy Program Professional Services RESPONSES DUE BY November 8, 2017 SUBMIT TO Southern Kern Unified School District 2601 Rosamond Blvd Rosamond, CA 93560 661-256-5000 ext 1125 AAVANESYANS@SKUSD.K12.CA.US Attention: ARIK AVANESYANS Cover Page
NOTICE IS HEREBY GIVEN that the Southern Kern Unified School District, pursuant to Government Code 4217 and acting by and through its Governing Board, is soliciting and issuing this Request for Qualifications (RFQ) to provide professional services related to the development and administration of a district wide energy program that will pay for itself from energy savings. Some of the projects included in the program will be funded by the district s current Prop 39 allocation. Southern Kern Unified School District intends to use a competitive process to select a qualified firm, judged by both qualitative and technical criteria, to provide energy-related capital improvement services. This solicitation is intended to establish a pool of qualified third-party professional service providers with whom the District may enter into a Master Service Agreement. The selected consultant(s) will develop and manage energy projects for District s facilities and shall be free from conflicts of interest arising from relationships with potential suppliers, constructors, financiers, or owners of related projects or products. The Southern Kern Unified School District is a public-school district located in Kern County, California. Southern Kern Unified School District serves 3,800 students at 5 schools. Section 1: DISTRICT GOALS AND OBJECTIVES The District has approximately $781,322 remaining from its five-year Prop 39 allocation. The District intends to leverage this Prop 39 funding, and potentially other grant programs, utility incentives and federal bonds to initiate a district-wide energy program. Respondents shall support the district s goal by providing the professional services to develop, design, oversee and commission each of the program s projects. The high-level objectives specific to the program, include Achieving persistent long-term expense reduction through reduced energy usage Upgrading old and/or inefficient systems Maintaining consistent and reasonable levels of occupant comfort Minimizing the financial and technical risk to the district P a g e 1
Section 2: QUALIFICATIONS Firms submitting qualifications must have demonstrated expertise and experience in energy modeling, construction project design, review and evaluation, construction supervision, bid evaluation, project scheduling, estimating, life cycle cost-benefit analysis, commissioning, and general management and administration of a construction project. Three K-12 or community college references for which the team has provided Prop 39 program services Extensive experience in the successful analysis and development of energy efficiency measures; including auditing, savings calculations, project costing, strategic planning, design specification, construction oversight, commissioning, maintenance, and energy management Successful experience working with school districts or county education offices regarding energy program and energy plan development and implementation, and Public Utility Commission (PUC) requirements. Successful experience in working with the California Division of State Architect (DSA) and California Department of Education (CDE) regarding energy project plan approvals. Experience securing all available services, grants, rebates, incentives, and financing available through federal, state, local, and utility programs. Knowledge and understanding of applicable California building and electrical codes; including current Title 24 Energy Code, CAL Green, Title S, and Field Act. Knowledge and understanding of the California Department of Industrial Relations (DIR) requirements for public works. Ability to effectively communicate with the school board, administration, staff, and community. Construction management services must be provided by a licensed architect, a registered engineer, or a licensed general contractor. P a g e 2
Section 3: SCOPE OF WORK The table below outlines the district sites and square footages to be included in the energy program. Additionally, the task list following the summary table demonstrates the expected capabilities of a qualified respondent. School Street Address City Area (Sq. Ft.) Rosamond ES 3082 Glendower St Rosamond 58,346 Westpark ES 3600 Imperial Ave. Rosamond 69,982 Tropico MS 3180 Mojave Tropico Rosamond 81,159 Rd Rosamond HS 2925 Rosamond Blvd Rosamond 63,422 Rising Stars EEC 1981 Rosamond Blvd Rosamond 19,199 P a g e 3
1. Site Surveys A comprehensive site survey must be performed for all program sites. The site survey should include an accurate inventory of all lighting, mechanical, electrical, plumbing and other building systems that impact energy and water consumption, including building envelope and existing controls. Additionally, the site surveys will identify potential locations for ground mount, roof mount and/or carport solar systems with and/or without battery storage at each school. 2. Energy Modeling Because the District intends to implement a comprehensive program that will include energy efficiency and renewable energy measures with interactive effects, a Department of Energy (DOE) approved whole building energy modeling tool shall be used to estimate energy savings. Examples include equest, EnergyPlus+OpenStudio+Sketchup, TraneTrace, etc. 3. Alternative Funding Support In addition to Prop 39, the District intends to look at the following potential project funding sources: Utility Incentives Prescriptive, Custom and 3 rd Party such as RCx, and midstream Federal Bonds QZABs, QECBs State Self Generation Incentive Program SB 518 (if/when it passes the state assembly): low/no interest loans, redistribution of leftover prop 39 allocations, etc. Because of the prevalence of funding sources, the district will exhaust non-financing funding sources first. Therefore, the district is not looking to enter into a performance contract with an energy services company (ESCO). 4. Design Engineering The service provider is expected to have the design engineering capabilities to lead the District through the DSA review and approval process, if necessary. The service provider may need to engage subconsultants such as structural engineers and architects to satisfy all DSA seismic, fire/life safety and ADA requirements. The district will contract with DSA inspectors and test laboratories directly, as required. 5. Supplier Bid Package Development The District intends to procure some material directly, including lighting and controls. The professional services provider will be responsible for developing performance specifications, submittals, and a bill of materials (BOM) for the proposed equipment, as well as developing the Request for Offer (RFO) to be sent to manufacturers. 6. Implementation Management and Quality Control The District will contract directly with the installation contractors, but is requesting implementation management and project oversight services, which include: Creating contractor RFPs and vendor RFOs Negotiating contract pricing with equipment and labor providers Coordinating implementation schedules with the district Safety and risk planning facilitation in accordance to OSHA regulations P a g e 4
Site supervision and regular quality control checks Regular project meetings with project stakeholders Holding contractors accountable to budgets and timelines Ensuring punch list is closed out by contractors Completing CEC final reporting requirements post-implementation DSA closeout 7. Commissioning The District intends to implement a district-wide integrated building automation system and will need support commissioning systems that may or may not include: lighting controls, HVAC controls, new HVAC equipment, solar, battery storage, and utility submeters. 8. Building Automation Programming Support The District intends to implement open protocol, non-proprietary building automation systems. The service provider is expected to support the district in integration of existing disparate HVAC systems with a new BACnet compatible lighting control system. As existing HVAC control systems fail or need to be replaced they will be upgraded to non-proprietary types. P a g e 5
Section 4: RFQ PROCESS AND SUBMITTAL REQUIREMENTS Responses must be typewritten, tailored to the requirements of this RFQ, and clearly demonstrate the firm s ability to meet the needs of the district. The response shall be no more than 30 pages single sided or 15 pages double sided, inclusive of all attachments, appendices, resumes, and supporting documents except for those specified in section 5. Respondents shall deliver three (3) spiral bound, 8 ½ x 11, copies of the SOQ in no less than 11 point font, as well as a digital copy on an external thumb drive, no later than November 8, 2017 at or before 12:00 noon, PST to the following address: Southern Kern Unified School District Business Office 2601 Rosamond Blvd, Rosamond, CA 93560 Responses received after the date and time specified will not be opened or considered valid. Emailed or faxed responses will not be accepted. The District intends to use the responses that it receives to assist in the possible selection of one or more firms for energy program management. The District will evaluate each firm based on the information contained in their proposal pursuant to the scoring criteria in section 6. The District, at its sole discretion, may select one, multiple, or none of the respondents to this request. Should the district deem it expedient, one or more firms may be invited to participate in an interview process. This RFQ is solely a solicitation for qualifications. Neither this RFQ, nor any Response to this RFQ shall be deemed or construed to: (i) create any contractual relationship between District and any Firm; (ii) create any obligation for District to enter into a contract with any Firm or other party; or (iii) serve as the basis for a claim for reimbursement for costs associated with submittal of any Response. If the District selects a Firm for District s potential energy program, the District shall have the right to negotiate any or all of the final terms and conditions of any agreement with the Firm and nothing in this RFQ or any Response shall be deemed or construed as a limitation of such rights. P a g e 6
Timeline The District reserves the right, at its sole discretion and at any time prior to entering into an agreement for a District energy project, to alter its anticipated schedule as related to this RFQ or any project. Event Anticipated Date RFQ Published October 20, 2017 Deadline for Requests for Information (RFI) October 23, 2017 Responses to RFIs published November 01, 2017 Responses Due November 08, 2017 Contract Negotiations November 09-14, 2017 Recommendation to the Board November 15, 2017 Contract Approval November 15, 2017 P a g e 7
Section 5: CONTENT OF RESPONSES In order for responses to be considered, they must be clear, concise, complete, well organized and demonstrate both the respondent s qualifications and their ability to follow instructions. Submittal Letter (one page maximum) Include the proposal s title and submittal due date, the name, address, and telephone number of the responding firm (or firms if there is a joint venture or association). If the firm is proposing to co-respond with another principal firm, the cover letter must specify the type of services to be provided by each firm and the proposed percentage allocated to that phase or function for the correspondent. The submittal letter will NOT be considered part of the twenty (30) page limit. Table of Contents Include complete and clear listings of headings and pages to allow easy reference to key information. The table of contents will NOT be considered part of the twenty (30) page limit. Tab One: Firm Information: Legal name and address of Firm, principal place of business, legal form of entity Company History Engagement Model Fee structure and rate table Tab Two: Project Team: Roles and responsibilities of team members to be dedicated to the district s project, including an organization chart A description of each person in the organization chart s experience as relevant to the District s proposed energy projects Any subconsultants the firm intends to partner with, including a brief description of their services and capabilities Describe each circumstance in which the Firm ever had a contract terminated for cause or convenience and include the reasons for termination. Tab Three: Project Approach The intent of the project approach section is to judge the strength of the responding firms project process, including where handoffs occur and which tasks are subcontracted. For each subsection describe in detail your firm s methodologies and practices. Include the member of the project team identified in Proposed Firm Team who will be responsible for completing the task. Site Surveys Energy Modeling Project Planning Design DSA Review and Approval Leveraging Additional Funding Project Management P a g e 8
Commissioning Closeout Performance Assurance Services Tab Four: Project References: List three K-12 or Community College Prop 39 project references, including for each: Location of project Customer name and contact information Exact role performed by the project team members The energy measures involved for each of the projects Project cost Tab Five: Additional Benefits and Value Added Elements Describe any additional benefits that may result from ECM implementation and the respondent s added value elements in providing products/services for energy projects. P a g e 9
Section 6: PROPOSAL EVALUATION CRITERIA The District will evaluate qualifications based on the scoring criteria outlined in this section. Respondents who are not actively engaged in providing services of the nature proposed in their response to the RFP and/or who cannot clearly demonstrate to the satisfaction of the District their ability to satisfactorily perform the work in accordance with the RFP requirements will not be considered. The district shall be the sole judge of the qualifications and services to be offered and its decision shall be final. Discussions may be conducted with respondents who submit qualifications determined to be reasonably acceptable of being selected for award. Scoring Matrix Section Weight Respondent s Score Firm Information 15 Project Team 20 Project Approach 30 Project References 25 Additional Benefits and Value-Added Elements 10 Total 100 P a g e 10