COUNTY OF SANTA BARBARA REQUEST FOR PROPOSALS FOR STRATEGIC ENERGY PLANNING SERVICES Question Deadline: Contact Person: Submittal Deadline: Submittal Location: Friday, January 19, 2018, 5 pm PST Jennifer Cregar, Project Supervisor Energy & Sustainability Initiatives Email: jcregar@countyofsb.org Friday, February 2, 2018, 5 pm PST County of Santa Barbara Community Services Department Attn: Jennifer Cregar 123 E. Anapamu St., 2 nd floor Santa Barbara, CA 93101 County of Santa Barbara Request for Proposals for Strategic Energy Planning Services
I. INTRODUCTION AND PROJECT DESCRIPTION The County of Santa Barbara ( County ) is seeking an experienced consultant to provide strategic energy planning services to help the County identify opportunities to increase the development of distributed energy resources (DER) and utility-scale renewable energy (USRE) projects in Santa Barbara County, where DER and USRE are defined below. DER: Eligible DER project types include: Demand response Distributed renewable energy generation projects that have a generation capacity of less than 10 megawatts (MW) and that qualify as an eligible energy resource as defined in the most recent edition of the California Energy Commission s Renewables Portfolio Standard Eligibility Guidebook Energy storage Distributed renewable energy generation paired with energy storage Permanent load shifting Combined heat and power Fuel cells Other eligible project types and technologies identified by Southern California Edison (SCE) via an anticipated DER solicitation to serve the Moorpark substation area ( SCE DER solicitation ) Other project types identified by the respondent USRE: Renewable energy generation projects that have a generation capacity of 10 MW or greater and that qualify for the California Renewables Portfolio Standard (RPS) as defined in the most recent edition of the California Energy Commission s Renewables Portfolio Standard Eligibility Guidebook. Sustainable Energy: Collectively, DER and USRE projects are referred to as sustainable energy projects. A contract, if awarded, is anticipated to be structured in two phases: Phase I: Support the County, and other participating local public entities, in responding to SCE s anticipated Q1 2018 DER solicitation using local governmentowned and/or managed facilities to host DER projects or otherwise facilitate new DER projects located within the eligible SCE DER solicitation project area in Santa Barbara County. If feasible project opportunities are identified, the selected consultant will prepare and submit an application to SCE on behalf of the County and/or other participating entities. Phase I is expected to occur throughout 2018 and into early 2019 or other appropriate time period that aligns with the anticipated SCE DER solicitation. January 2018 2
Phase II: Develop a sustainable energy roadmap for the County, and other participating local public entities, to identify public and private properties throughout Santa Barbara County that are well suited to USRE and DER development. Phase II may be conducted in parallel with or subsequent to Phase I. II. BACKGROUND Santa Barbara County is located approximately 100 miles northwest of Los Angeles and 300 miles south of San Francisco and occupies 2,739 square miles, approximately 39% of which are located in the Los Padres National Forest. Bordered on the west and south by the Pacific Ocean, Santa Barbara County has 112 miles of coastline. The county s estimated population (2016) is 446,170 including the populations of eight incorporated cities: Buellton, Carpinteria, Goleta, Guadalupe, Lompoc, Santa Barbara, Santa Maria, and Solvang. The county is also home to Vandenberg Air Force Base and the University of California, Santa Barbara. The County owns and operates almost 400 office buildings and other facilities comprising nearly 1.8 million square feet in and around the cities of Buellton, Goleta, Lompoc, Santa Barbara, and Santa Maria. Cities located within Santa Barbara County also own and/or operate their own municipal facilities that could be included in the scope of a contract that may result from this request for proposals (RFP). For example, the Cities of Carpinteria, Goleta, and Santa Barbara have expressed initial interest in participating in a contract that may result from this RFP. The City of Santa Barbara owns and operates nearly 150 buildings comprising almost 1 million square feet; the City of Carpinteria owns and operates about 6,500 square feet; and the City of Goleta owns and operates 14 buildings comprising nearly 60,000 square feet and is the primary leaseholder of a roughly 26,000-square-foot building. Santa Barbara County has three primary electricity providers: Pacific Gas and Electric (PG&E) in northern Santa Barbara County, SCE in southern Santa Barbara County, and the City of Lompoc s municipally owned utility. Excluding Lompoc s relatively small load, SCE serves approximately 57% of customer accounts and 50% of the electricity load countywide, and PG&E serves roughly 43% of customers and 50% of the load. For the unincorporated parts of the county only, the customer and load percentages shift: SCE serves 49% of customers and 37% of the load; whereas, PG&E serves 51% of customers and 63% of the annual load. Southern California Gas (SCG) provides natural gas countywide. The County and the Cities of Goleta and Santa Barbara have adopted climate action plans that identify energy efficiency and renewable energy strategies to help reduce local greenhouse gas emissions. The Cities of Goleta and Santa Barbara also have adopted goals to achieve 100% renewable energy for their municipal facilities and communities by 2030, and several local governments in Santa Barbara County have been exploring opportunities for community choice energy. Due to its location at the end of the distribution lines for PG&E and SCE, Santa Barbara County has experienced grid reliability and resiliency challenges. To bolster January 2018 3
the dependability of the local electrical grid and meet local clean energy and economic development goals, the County is interested in stimulating the development of sustainable energy projects in Santa Barbara County. Potential benefits of such projects may include: Greater electrical grid reliability and resiliency; Reduced energy consumption and costs in support of local and State energy efficiency and renewable energy goals; Increased use of local renewable energy resources and lowered greenhouse gas and local air pollutant emissions in line with local renewable energy goals and climate action plans and State greenhouse gas reduction and air quality goals; Local job creation and economic development; Subsidized costs for behind-the-meter energy solutions; Power-shaping and smoothing capabilities; and A portfolio of potential projects for competitive grant opportunities. In addition to actions that the County can take to spur DER and USRE development, the County is seeking responses that enable other local public entities, such as municipalities, schools, and special districts, to participate alongside the County and the selected consultant in the strategic energy planning process. Coordinating with other public entities offers the opportunity to design a more robust, integrated, and resilient sustainable energy roadmap for the county. Phase I services will serve a near-term need, as SCE is expected to issue a request for offers for DER serving the Moorpark substation area, which is inclusive of the southern coast of Santa Barbara County, in early 2018. The County wishes to be prepared to participate in what is expected to be a complex and challenging solicitation. Further, the County desires to encourage maximum participation from other local governments, businesses, and residents in providing sustainable, lowcarbon energy resources to ensure regional energy system reliability and resiliency, stimulate local cleantech jobs, reduce energy use and costs, and lower greenhouse gas and other air pollutant emissions. III. GENERAL SCOPE OF SERVICES The County is seeking an experienced consultant to provide strategic energy planning services to help the County, and other participating local public entities, identify opportunities to increase the development of sustainable energy projects on publically and privately owned properties in Santa Barbara County. The Cities of Carpinteria, Goleta, and Santa Barbara have expressed initial interest in participating in a contract that may result from this RFP. Other public entities also may be interested in including their publically owned assets and other properties located within their jurisdictional January 2018 4
boundaries within the scope of a resulting contract. The geographic/jurisdictional scope of the services to be performed will be determined prior to executing a contract with a selected consultant. Should a contract be awarded, the County will act as the lead agency in partnership with any other public entities that elect to participate. The County will be the selected consultant s primary point of contact; however, coordination with other participating local public entities and stakeholders is expected. The selected consultant will work with the County s Energy Manager and other staff, consultants, and/or other stakeholders as requested to identify, fund, and implement sustainable energy projects at County properties. The consultant will also work with any participating public entities assigned staff, consultants, and/or other stakeholders as requested to identify, fund, and implement sustainable energy projects at the participating public entities properties. A contract, if awarded, is anticipated to be structured in two phases, as described below. During each phase, the consultant will be required to: Communicate effectively orally and in writing; Be promptly responsive to County questions and requests for information; Meet project deliverables schedule and provide bi-monthly (every other week) progress updates to County staff; Participate in meetings with members of the County Board of Supervisors, County staff, participating local government elected officials (e.g., City Councils) and staff, investor-owned utilities, project developers, community members, and other project partners; and Submit timely invoices and supporting documentation. Phase I. SCE DER Solicitation Participation Support The selected consultant will support the County, and other participating local public entities, in participating in SCE s anticipated Q1 2018 DER solicitation using local government-owned and/or managed assets to host DER projects, evaluate opportunities for public/private partnership projects, or otherwise facilitate new DER projects located in Santa Barbara County. Phase I support is expected to be provided throughout 2018 and into early 2019 or other appropriate time period that aligns with the anticipated SCE DER solicitation. Anticipated consultant services to be provided during Phase I include: analyzing the electrical consumption, geographic and physical suitability, and technical and financial feasibility of local government-owned and/or managed assets to host DER projects in support of the anticipated SCE DER solicitation; and, if feasible project opportunities are identified: Developing a project plan and schedule for participating in the anticipated SCE DER solicitation and deploying identified DER projects; January 2018 5
Identifying public and private partners to facilitate participating in the anticipated SCE DER solicitation and deploying identified DER projects; Estimating the costs and cost savings of identified DER projects; Evaluating the expected economic, environmental, and social benefits of identified DER projects, including the impact on local energy efficiency, renewable energy, and climate action goals; Suggesting the project ownership/management configurations recommended for each identified project; Prioritizing projects that allow any participating public entities to meet their renewable energy goals for municipal facilities; Identifying policy and programmatic options such as zoning and permitting modifications, financial incentives, or the creation of microgrid districts to facilitate development of USRE and DER projects on private properties; Identifying and estimating impacts on potential future programs, such as community choice energy or similar; Supporting the County, and optionally other local public entities, in identifying and securing funding sources to deploy identified DER projects; and Assembling and submitting an application(s) in response to the SCE DER solicitation on behalf of the County, one or more of the other participating local public entities, or a combination thereof. If the selected consultant identifies the County and/or one or more of its local public entity stakeholders is/are best suited as a partner(s) to another entity s application, providing documentation and information support for the primary applicant s submission. Phase II. Sustainable Energy Potential Study and Roadmap The selected consultant will conduct a sustainable energy potential study to identify public and private properties throughout Santa Barbara County that are well suited to USRE and DER development. It is expected that work completed under Phase I will feed into the broader scope of Phase II. The potential study will consider technical and economic feasibility and, for each evaluated site, will: Assess the resource potential for solar, wind, hydropower, wave, tidal, geothermal, energy storage, and other appropriate renewable energy and DER technologies; Evaluate the interconnection potential including the status of interconnection requirements with the applicable grid operator; and Rank USRE and DER projects by technical viability and cost-effectiveness. The consultant will use the results of the potential study to provide technical consulting services to the County, and other participating local public entities, to: January 2018 6
Estimate the expected costs and benefits of priority-ranked projects, where an appropriate technical and cost-effectiveness threshold is developed by the selected consultant in partnership with County staff and other applicable stakeholders; Identify potential constraints that may impede the development of priority ranked projects and recommend possible solutions; Develop USRE and DER projects on publicly owned and/or managed assets and/or on privately owned assets where a feasible public-private partnership can be achieved; Identify policy and programmatic options such as zoning and permitting modifications, financial incentives, or the creation of microgrid districts to facilitate development of USRE and DER projects on private properties; Position participating local governments to secure future funding opportunities to implement identified USRE and DER projects by providing pitch ready project plans and other pertinent information; and Pursue other opportunities identified by the consultant, the County, other participating local public entities, and/or other stakeholders. IV. DELIVERABLES AND PROJECT SCHEDULE The project deliverables and detailed schedule will be developed in consultation with the selected consultant. Anticipated deliverables and timing are outlined by phase below. The respondent shall provide pricing and schedule information for each deliverable listed below. Phase I. SCE DER Solicitation Participation Support The SCE DER solicitation is expected to be released in Q1 2018. The selected consultant s services will be needed leading up to (if a contract can be executed prior to the release of the SCE DER solicitation) and throughout the solicitation period, which may extend into early 2019. Anticipated deliverables include: Memorandum summarizing the opportunities available in the SCE DER solicitation; Memorandum identifying the specific DER projects recommended by the consultant, if any; prioritized ranking of projects that facilitate renewable energy goals for municipal facilities; recommended project ownership/management configurations; and estimated economic, financial, and social impacts of each project; January 2018 7
Draft report of recommended DER projects with proposed project plan, schedule, staffing requirements, funding and partnership opportunities, and expected costs and benefits; Final report of recommended DER projects with final project plan, schedule, staffing requirements, funding and partnership recommendations, and expected costs and benefits; Presentations summarizing memorandum and report content; and If feasible project opportunities are identified, submission of grant applications and other forms of funding support on behalf of the County and any participating stakeholders. Phase II. Sustainable Energy Potential Study and Roadmap Phase II is expected to begin in parallel with later stages of Phase I, likely beginning in Q3 2018 or later, with all work to be completed by the end of Q2 2019. Anticipated deliverables include: Draft and final report documenting the approach, assumptions, and findings of the sustainable energy potential study; Draft report proposing a sustainable energy roadmap for Santa Barbara County; Public workshop summarizing the study findings and draft sustainable energy roadmap to seek public input prior to finalizing report; Final report incorporating stakeholder input on final sustainable energy roadmap; Presentations summarizing report content; and Submission of grant applications and other forms of funding support on behalf of the County and any participating stakeholders. V. DESIRED QUALIFICATIONS The County seeks to contract with a consultant that has a track record of demonstrated expertise and experience in: Analyzing and forecasting electricity load and interval data to determine optimal DER and USRE technology selection and project design; Designing, marketing, and dispatching utility and wholesale grid services; SCE s and PG&E s resource procurement process including evaluation and selection of energy and capacity products using Least-Cost, Best-Fit January 2018 8
principles and assessment of quantifiable and qualitative attributes for projects in the valuation process; SCE and PG&E rates, tariffs, wholesale market rules, utility resource planning, and other applicable rules and regulations; Designing, constructing, and maintaining DER projects at mission-critical facilities (e.g., fire stations, emergency operations centers, hospitals, water and wastewater treatment plants, data centers); Designing, managing the interconnection process, constructing, and maintaining USRE projects; Procuring, installing, and managing a range of preferred resources including demand response technologies, advanced energy storage, solar photovoltaic systems, fuel cells, zero-emission vehicle infrastructure, and system-level energy efficiency measures; Designing, installing, and managing microgrid systems; and Successfully applying for and managing sustainable energy-related grants and other funding opportunities from the California Energy Commission, U.S. Department of Energy, utility incentive programs, and other applicable funding sources. VI. PROPOSAL SUBMISSION FORMAT & REQUIREMENTS Qualifying proposals must include all of the items identified below. Respondents should seek clarification of any requirements they do not fully understand. Misunderstandings resulting in an improper response or failure to effectively submit a clear and complete proposal providing all requested information below may cause rejection as non-responsive. Any clarification desired by the respondent regarding the meaning or interpretation of this request for proposals (RFP) must be requested in writing by email to Jennifer Cregar, Project Supervisor, Energy & Sustainability Initiatives, at jcregar@countyofsb.org no later than 5 pm PST on Friday, January 19, 2017. Responses to questions received by the question deadline will be shared as an addendum by Friday, January 26, 2018, via email to all RFP recipients and also posted at http://www.countyofsb.org/csd/sustainability/procurements.sbc. Respondents should address every item listed in this RFP. Brevity and clarity are of utmost importance. The proposal shall include: 1. Cover/Transmittal Letter: Include a cover letter providing a brief description of the respondent. Include the legal company name and name, title, address, telephone number, and e-mail address for a primary contact person(s). January 2018 9
2. Brief History & General Information: Provide background information about the respondent including an overview of the firm and its history; location of office(s); years in business; organizational chart; and name, titles, and brief biographies of key staff. 3. Respondent Qualifications: Describe the respondent s prior related experience in providing the scope of services described in this RFP. 4. Key Personnel Qualifications: Identify the primary contact for the project (Project Manager) and any key personnel who will be assigned to this project. Provide brief biographies and resumes for all key individuals that include a description of their abilities, qualifications, and experience. The respondent shall inform the County if any key personnel change after the proposal is submitted. 5. Subcontractor(s) Qualifications: Describe any portion of the scope of work that will be subcontracted. Include subcontractor qualifications and a description of key personnel. Include name, title, address, telephone number, and email address for a primary contact person(s) for all subcontractors. The County reserves the right to approve or reject all proposed staff or subcontractors proposed by the respondent during or after the proposal review and consultant selection process. 6. References: Provide the name, title, affiliation, telephone number, and email address of at least three references that are familiar with services provided by the respondent that are similar to those requested in this RFP. Include a brief description of the services provided by the respondent to the reference individual/organization and dates that the services were performed. 7. Work Examples: Submit examples of three major projects or assignments exemplifying relevant experience including a detailed description of the scope of services, project term, project cost, and client for whom the services were performed. 8. Project Scope & Work Plan: Describe in detail the respondent s understanding of the scope of work, including the purpose, a detailed work approach and methodology, and expected deliverables. Note any deviations or potential additions to the scope of services outlined in this RFP. 9. Project Timeline: Include a detailed timeline for completion of this project and note anticipated deliverable dates for all deliverables identified in Section IV. Deliverables and Project Schedule. 10. Fee Information: Provide a proposed fee schedule including a detailed description and breakdown of the following: Labor Costs: Indicate labor classification (position) and corresponding estimated hours, related hourly rate, and total labor costs for each position. Indicate the total estimated hours and direct labor calculated. Include costs for respondent staff and subcontractors. January 2018 10
Overhead Costs: If using an indirect cost rate, provide the rate, a breakout of what is included in the rate, and backup for the rate calculation. Travel Expenses: Include a breakout of expected travel costs. Other Reimbursable Expenses: Include any other expenses associated with the delivery of the scope of services described in this RFP. Identify costs for each deliverable identified in Section IV. Deliverables and Project Schedule. 11. Interview: Proposers may be requested to be available for an interview with County staff and other stakeholders in Santa Barbara as part of the final selection process. The lead member(s) of the respondent s team will be expected to attend any interviews. 12. Deadline and Delivery: The deadline for the submittal of proposals is 5 pm PST on Friday, February 2, 2018. Proposals received after this time and date will not be accepted. Please submit all proposal materials electronically to jcregar@countyofsb.org, and submit one (1) original and six (6) copies of the proposal to: County of Santa Barbara Community Services Department Attn: Jennifer Cregar 123 E. Anapamu St., 2 nd floor Santa Barbara, CA 93101 VII. SELECTION CRITERIA AND PROCESS County staff will review the proposals received by the submission deadline for adherence to the requirements outlined in this RFP. A Selection Committee comprised of County staff and project stakeholders will evaluate proposals that meet RFP requirements. The Selection Committee may invite respondents to participate in inperson interviews and/or provide additional information. Respondents invited to interview are to bring the assigned Project Manager identified in the proposal and may bring other key personnel named in the proposal. All communication regarding interview and information requests and consultant selection will occur via email. Proposals will be evaluated based on information provided in the proposal and obtained during any interviews, information requests, or reference checks. The Selection Committee will review proposals according to the selection criteria below: Quality, responsiveness, and completeness of proposal relative to items in the RFP; Demonstrated applicable project experience; January 2018 11
Overall competency and availability of respondent and any applicable subcontractors; Relevant skills, knowledge, and qualifications of proposed personnel; Understanding of local energy opportunities, constraints, and other considerations; Fees, rates, and total costs; Willingness to adjust project design according to changing circumstances; Demonstration that respondent holds the necessary permits, licenses, insurance, and other requirements identified in this RFP and attachments; and Other criteria deemed relevant by County staff and the review committee. The Selection Committee will rank proposals based on the above criteria and using the below weights: Evaluation Factor Weight Respondent and Project Experience 40% Proposed Scope, Work Plan, and Schedule 40% Cost Proposal 20% The Selection Committee shall select the highest ranked respondent(s), and County staff will make a recommendation to the County Board of Supervisors to award a contract with the selected consultant. VIII. SELECTION SCHEDULE An estimate of the selection process timeline is provided below. Activity Date RFP Issued Monday, January 8, 2018 Question Submittal Deadline Friday, January 19, 2018, 5 pm PST Q&A Addendum Issued Friday, January 26, 2018 Proposal Submittal Deadline Friday, February 2, 2018, 5 pm PST Proposal Evaluation February 2018 Finalist Notified Late February 2018 Contract Approval Late March 2018 January 2018 12
IX. GENERAL CONDITIONS 1. General Conditions: The County reserves the right to cancel or reject all, or a portion or portions, of the RFP without notice. Further, the County makes no representations that any agreement will be awarded to any organization submitting a proposal. The County reserves the right to reject any and all proposals submitted in response to this request. 2. Liability of Costs and Responsibility: The County will not be liable for any costs incurred in response to this RFP. All costs shall be borne by the person or organization responding to the request. The person or organization responding to the request shall hold the County harmless from any and all liability, claim or expense whatsoever incurred by or on behalf of that person or organization. All submitted material becomes the property of the County. The selected consultant shall be required to assume responsibility for all services offered in the proposal whether or not they possess them within their organization. The selected consultant will be the sole point of contact with regard to contractual matters, including payment of any and all charges resulting from the contract. 3. Validity: The respondent agrees to be bound by its proposal commencing on the date submitted to the County. The County may request clarification or correction of the proposal for the purpose of evaluation. Amendments or clarifications shall not affect the remainder of the proposal, but only the portion so amended or clarified. 4. Compliance with Standard Terms & Conditions: The respondent agrees to be bound by the County's standard terms and conditions as specified in Attachment A ( Standard Terms & Conditions for Independent Contractors"). 5. Indemnification and Insurance Requirements: The respondent agrees to accept and provide documentation of the County s indemnification and insurance requirements as specified in Exhibit X ( Indemnification and Insurance Requirements (For Professional Contracts) ) to Attachment A ( Agreement for Services of Independent Contractor ). 6. Standard Agreement: It will be assumed that the selected consultant is willing and able to enter into a Professional Services Agreement, which will not be executed by the County without the agreement first being signed by the consultant. The consultant will be responsible for adhering to, and complying with, requirements of the RFP and signed contract. The County of Santa Barbara Standard Terms and Conditions for Independent Contractors is attached as Attachment A. 7. Permits and Licenses: The selected consultant, and any subcontractors, at its and/or their sole expense, shall obtain and maintain during the term of any agreement, all appropriate permits, certificates and licenses, including but not limited to, a City or County Business License, as applicable, and Liability Insurance, as identified in Item 5 above. January 2018 13
8. Oral and Written Explanations: The County will not be bound by oral explanations or instructions given at any time during the review process or after the award. Oral explanations given during the review process and after award become binding when confirmed in writing by an authorized County official. January 2018 14