Energy Services Program

City of Gainesville
REQUEST FOR QUALIFICATIONS
RFQ No. 26023
Energy Services Program
Proposal Release: May 6, 2026
Pre-Proposal Meeting (Mandatory): May 21, 2026 at 10:00 AM
Proposal Questions Deadline: May 29, 2026 at 2:00 PM
Proposal Due Date: June 10, 2026 at 2:00 PM
Postal Return Courier Delivery
Address: Address:
City of Gainesville City of Gainesville
Purchasing Office Purchasing Office
P.O. Box 2496 300 Henry Ward Way, Room 201
Gainesville, GA 30503 Gainesville, GA 30501

City of Gainesville
REQUEST FOR QUALIFICATIONS
RFQ No. 26023
Energy Services Program
OVERVIEW & PURPOSE
The City of Gainesville, Georgia seeks specific qualifications from companies approved by the National Association of
Energy Services Companies (NAESCO) to operate as Energy Services Companies (ESCOs). Gainesville, Georgia is looking
for a company capable of providing a comprehensive city-wide energy management program for all facilities owned
and/or managed by Gainesville, Georgia pursuant to O.C.G.A. 50-37-1 et seq. Gainesville, Georgia shall negotiate
and execute a professional development agreement with the selected firm for the conduct of an investment grade
energy audit.
PROPOSAL CORRESPONDENT
Upon Release of this Request for Proposal, all vendor communications concerning this project must be directed to the
Administrative Services Department correspondent listed below:
Kevin Hutcheson
PO Box 2496,
300 Henry Ward Way
Suite 201
Gainesville, GA. 30503
KHutcheson@gainesvillega.gov
Unauthorized contact regarding the proposal with other Gainesville City employees may result in disqualification. Any
oral communications will be considered unofficial and non-binding on the City of Gainesville. Vendors should rely only
on written statements issued by the proposal correspondent.
PROPOSAL QUESTIONS
All questions must be submitted in writing to the proposal correspondent named above. Questions must be received
by May 29, 2026 at 2:00 PM. A list of questions and answers will be provided to all known proposers and by request.
Requests may be made to the proposal correspondent named above. One (1) original and (3) copies of this proposal
must be submitted to allow for evaluation. Proposals must be clearly marked on the outside of the package:
ACKNOWLEDGEMENT OF AMENDMENTS
Receipt of any amendment to this RFQ shall be acknowledged, in writing, and shall be submitted with the Proposal.

PROPOSAL RESPONSE DATE AND LOCATION
The Administrative Services department must receive the vendor's proposal in a sealed envelope, in its entirety, not
later than 2:00 PM, Eastern Standard Time in Gainesville, Georgia on June 10, 2026. Proposals arriving after the
deadline will be returned unopened to their senders. All proposals and accompanying documentation will become the
property of the City of Gainesville and may not be returned.
Energy Services Program
Vendors assume the risk of the method of dispatch chosen. The City of Gainesville assumes no responsibility for
delays caused by any delivery service. Postmarking by the due date will not substitute for actual proposal receipt.
Late proposals will not be accepted nor will additional time be granted to any vendor. Proposals may not be
delivered by facsimile transmission or other telecommunication or solely by electronic means.
Proposal Schedule:
Proposal Release: May 6, 2026
Mandatory Pre-Proposal Conference: May 21, 2026 at 10:00 AM
Proposal Questions Deadline: May 29, 2026 at 2:00 PM
Proposal Due Date: June 10, 2026 at 2:00 PM
WAIVER OF TECHNICALITIES
All items must meet or exceed specifications as stated by the City of Gainesville. The City of Gainesville reserves the
right to waive any technicalities and to reject or accept any Proposal in its entirety or to accept any portion thereof if it
is determined that either method results in lower costs, better service, final satisfaction or is otherwise determined to
be in the best interest of the City of Gainesville. Award may be made by item number or in total. Determination of best
response to proposal will be the sole judgment of the City of Gainesville. Proposals shall remain valid for ninety days
from the date of proposal opening.
PROPOSAL REJECTION
The City of Gainesville reserves the right to reject any or all proposals at any time without penalty.
Any vendor, who acts as a supplier to another vendor submitting a proposal and also submits a proposal of their
own, will be viewed as participating in Collusive behavior. This behavior displays a pattern or practice of unethical
or immoral business practices. Any vendor associated with this practice may be banned from doing business with
the City of Gainesville for up to three years.
MODIFICATION OF PROPOSALS
Any clerical mistake that is patently obvious on the face of the proposal may, subject to the limitations described
below, be corrected upon written request and verification submitted by the proposers. A nonmaterial omission in a
proposal may be corrected if the Administrative Service Department determines that correction to be in the City's
best interest. Omissions affecting or relating to any of the following shall be deemed material and shall not be
corrected after Proposal opening:
(1) Any required Insurance
(2) Vendor Packet

PROPOSER'S RESPONSIBILITY
When determining whether a proposer is responsible, or when evaluating a proposal, the following factors may be
considered, any one of which will suffice to determine whether a proposer is responsible or the proposal is the most
advantageous to the City:
* The ability, capacity and skill of the proposer to perform the contract or provide the equipment and/or
service required.
* The character, integrity, reputation, judgment, experience and efficiency of the proposer.
* Whether the proposer can perform the contract within the time specified.
* The quality of performance of previous public and private contracts or services, including, but not limited
to, the proposer's failure to perform satisfactorily or complete any written contract. The City's termination
for default of a previous contract with a proposer, within the past three years, shall be deemed to be such
a failure.
* The previous and existing compliance by the Proposer with laws relating to the contract or service.
* Evidence of collusion with any other Proposers, in which case colluding proposers will be restricted from
submitting further proposals on the subject project or future proposals, for a period not less than three
years.
* The proposer has been convicted of a crime of moral turpitude or any felony, excepting convictions that have
been pardoned, expunged or annulled, whether in this state, in any other state, by the United States, or in a
foreign country, province or municipality. Proposer shall affirmatively disclose to the City all such convictions,
especially of management personnel or the proposers as an entity, prior to notice of award or execution of a
contract, whichever comes first. Failure to make such affirmative disclosure shall be grounds, in the City's
sole option and discretion, for termination for default subsequent to award or execution of the contract.
* If the proposer will be unable, financially or otherwise, to perform the work.
* At the time of the proposal opening, the proposer is not authorized to do business in the state of Georgia, or
otherwise lacks a necessary license, registration or permit.
* Any other reason deemed proper by the city.
NON-ENDORSEMENT
As a result of the selection of a vendor to supply products and/or services to the City of Gainesville, the City of
Gainesville is neither endorsing nor suggesting that the vendor's product is the best or only solution. The vendor
agrees to make no reference to the City of Gainesville in any literature, promotional material, brochures, sales
presentation or the like without the express written consent of the City of Gainesville.
PROPRIETARY PROPOSAL MATERIAL
Any information contained in the proposal that is proprietary will be neither accepted nor honored. All information
contained in this proposal is subject to public disclosure.
RESPONSE PROPERTY OF THE CITY OF GAINESVILLE
All material submitted in response to this request becomes the property of the City of Gainesville. Selection or
rejection of a response does not affect this right.
NO OBLIGATION TO BUY
The City of Gainesville reserves the right to refrain from contracting with or purchasing from any vendor. The release
of this proposal does not compel the City of Gainesville to purchase.
COST OF PREPARING PROPOSALS
The City of Gainesville is not liable for any cost incurred by vendors in the preparation and presentation of proposals
and demonstrations submitted in response to this proposal.

NUMBER OF PROPOSAL COPIES REQUIRED
Vendors are to submit one (1) original Proposal and three (3) copies.
ADDENDA
Proposers are responsible to check the City of Gainesville's website for the issuance of any addenda prior to submitting
a proposal. The address is http://www.gainesville.org/purchasing
PROPOSAL AWARD AND EXECUTION
The City will select the proposal that, in its sole discretion, is the most responsive and responsible proposal to the
City. The City reserves the right to make any award without further discussion of the proposal submitted. The
specification may be altered by the City of Gainesville based on the vendor's proposal and an increase or reduction of
services with the manufacturer may be negotiated before proposal award and execution.
Should the owner require additional time to award the Contract, the time may be extended by the mutual agreement
between the Owner and the successful Bidder. If an award of Contract has not been made within ninety days from
the Bid date or within the extension mutually agreed upon, the Bidder may withdraw the Bid without further liability
on the part of either party.
LOCAL VENDOR PREFERENCE
Local Vendor means a bidder or offeror which operates and maintains a brick-and-mortar business, i.e., a physical
business address, within the city limits of the City of Gainesville, has a current business license, has paid in full all real
and personal taxes owed the City, is considered a vendor in good standing with the City and can obtain an active
vendor status.
A local vendor may receive an opportunity to match for purchases, bids, proposal or contracts over $20,000 and less
than $150,000. The local vendor may be given an opportunity to match the lowest price proposal, if the quotation or
bid of the local vendor is within 3% of the lowest price proposal by a non-local vendor.
In the event a local vendor matches the lowest price proposal, including all other terms, quality, services and
conditions, then the local vendor shall be awarded the contract.
In the event the price proposal of more than one local vendor is within 3% of the lowest overall price proposal of a
non-local vendor, the local vendor with the lowest proposal will be given the first opportunity to match the lowest
overall price proposal. If this local vendor declines to match the price proposal, then the local vendor with the next
lowest bid within 3% will be given the opportunity to match the lowest proposal. This process will continue with all
local vendors having proposal within 3% of the lowest overall bid by a non-local vendor.
Policy to be stated. This policy shall be so stated in all applicable solicitations.
Exemptions. This provision does not apply to public works construction projects or road projects pursuant
to the laws of the State of Georgia (O.C.G.A 36-91 or 32-4).

Project Funding
Respondents shall be willing and able to assist with the necessary information required to obtain the financing for this
project in accordance with applicable federal, state, and local laws. Due to limited budgets for this upgrade, Gainesville,
Georgia has a special interest in ascertaining modern and innovative proposals that provide turn-key solutions,
installation, and long-term warranty for the length of the contract term.
Savings Guarantee
The ESCO shall provide a written energy savings guarantee, clearly stated in units of energy to be saved as the result of the
Investment Grade Audit. Annual cost savings derived from such improvements beyond the guaranteed minimum savings
will be held by the Customer. Any O&M cost savings proposed by the selected ESCO will be rigorously reviewed and, if
agreed to, will be limited to those that can be thoroughly documented and approved by the Customer.
The Customer intends, but is not obligated by this RFQ, to enter into an "Guaranteed energy savings performance
contract", as defined, under O.C.G.A. 50-37-2(5), with selected ESCO for this RFQ should they decide to that is the best
course of action.
Proposal Format
Proposals must be submitted in the format outlined in this document. Each proposal will be reviewed to determine if it is
complete prior to actual evaluation. Proposals not containing the information requested will not be considered.
Respondents shall use the prescribed format to indicate their experience and qualifications, describe their approach to
the project and explain their proposed contract. In addition, Gainesville, Georgia reserves the right to waive any
irregularities and formalities in the selection of the ESCO for this project.
Contract Responsibility
The selected ESCO will be required to assume total responsibility of the project. The selected ESCO will be considered the
prime contractor and the sole point of contact with regard to all contractual matters.
Taxes, Fees, Code Compliance, Licensing
The ESCO shall be responsible for payment of any required permits, sales and/or use taxes or fees associated with the
execution of the performance contract. The ESCO shall be responsible for compliance with all applicable codes and laws.
Site Information:
Due to the limited availability of staff by the Customer, site visits will not be made until after the selection of the ESCO to
ensure minimal disruption to the operations of the facilities. Any information about the size, conditions, etc. of the
facilities can be requested by an email request to the below point of contact. The Customer will attempt to supply
information requested to the proposing ESCO's to assist in the response to the solicitation, however, only request received
via email communication will be responded to and all information provided will be provided to each firm who request a
copy of the solicitation. The Customer during this phase of the solicitation is more concerned with each ESCO's general
approach to developing projects.

PROPOSER REQUIREMENTS
Proposer must provide evidence, satisfactory to the City, of the following insurance requirements:
Owner requires the Contractor to have and maintain the following insurance coverage and
indemnification provisions with the City of Gainesville named as an additional insured hereunder.
The Contractor agrees to provide and maintain insurance coverage until the contract is completed
and to furnish certificates from its insurance carriers showing that it carries insurance in the
following minimum limits:
Worker's Compensation Statutory Limits
Employers Liability
* Each Employee $1,000,000
* Each Accident $1,000,000
General Liability $1,000,000 per occurrence
* Aggregate $2,000,000
Automobile Liability $1,000,000 Combined Single Limit
Proof of Insurance
The Contractor shall furnish the Owner with certificates showing the type, amount, class of
operations covered, effective dates, and date of expiration of policies. Such certificates shall
also contain substantially the following statement: The insurance covered by this certificate
will not be cancelled or materially altered, except after thirty (30) days written notice has been
received by the Owner
Bonding Requirements
The successful proposer will be required to furnish Performance and Payment Bonds in the
amount of 100% of the contract price. Bonds must be issued by a surety company licensed
to do business in the State of Georgia and listed in the current U.S. Department of
Treasury Circular 570. The cost of bonds shall be included in the proposal price.
The Performance Bond ensures completion of the project according to the contract terms
and specifications. The Payment Bond ensures payment to all subcontractors, laborers,
and material suppliers. Both bonds shall remain in effect until final acceptance of the
project and release by the City.

Statement of Qualifications Format and Preparation Instructions
RESPONSE FORMAT AND PREPARATION INSTRUCTIONS
Responses must be submitted in the format outlined in this section. Proposals should be limited to thirty (30) pages, not
including a cover page, cover letter, table of contents or resumes. Gainesville, Georgia reserves the right to eliminate
from further consideration any response that is deemed to be substantially, or materially, unresponsive to the requests
for information contained in this document. The intent of Gainesville, Georgia is that all responses follow the same
format and protocol, in order to evaluate each response fairly. Responses will be evaluated in light of the material and
substantiating evidence presented therein, and not on the basis of what is inferred.
Table of Contents
Responses shall include a table of contents properly indicating the section and page numbers of the information
included.
Executive Summary
Responses shall include a summary overview of the Respondent's qualifications, approach, and other pertinent
information. The Executive Summary should be no more than two (2) pages in length.
Background and Experience
A. Firm Profile
The firm shall provide the following information:
* Firm name.
* Federal Employer Identification Number.
* Corporate office address.
* Names and titles of two (2) contact people within the firm: one for questions regarding this submission
and one with responsibility for contract negotiations.
* Does your firm manufacture products/equipment that are used in energy efficiency projects? What is
your firm's approach towards installing other manufacturers' equipment?
* Evidence of NAESCO accreditation. (Required)
* Evidence of inclusion on the Georgia Environmental Finance Authority's (GEFA) prequalification list of
approved energy services companies. (Required)
* Evidence of applicable of contractor's license.

* Location of company's Georgia office, if applicable. (preference given to firms with office located in
Georgia)
* Submit an affidavit verifying compliance with E-Verify requirements.
B. Project Team and Support
Provide a list of the personnel to be used on this project, with their specific roles and qualifications. Concise
resumes including education, experience, where the employee is based and other pertinent information shall be
included in an appendix for each team member assigned to the project.
Technical Approach
A. Performance Contracting Approach
In two (2) pages or less, summarize how your firm will perform the scope of work outlined in this RFQ, and to
what extent the owner is involved in these activities.
B. Facility Audits and Project Development
Indicate your firm's approach to performing detailed energy audits, identifying and designing facility
improvement measures, and your process for recommending which measures should be included in the
performance contracting project.
C. Project Management
Indicate your firm's approach to managing the installation phase. Describe the various responsibilities of your
team members during construction, and how they will keep the owner's personnel informed of the project's
progress. What is the Respondent's approach to ensuring safety during the installation phase? Indicate your
understanding of applicable codes and construction practices for this project.
D. Scope of Services
Which of the services outlined in this RFQ are typically performed by your firm and which services are typically
performed by subcontractors? Describe your process for managing the work of subcontractors.
E. Training
Address your firm's approach to training the owner's personnel on the newly installed equipment. Does your
firm offer additional training services to enhance the skills of facility operations personnel?

Financial Approach
A. Savings Guarantee
Describe your firm's approach to proving that the energy savings associated with this project have been
achieved, including the monitoring, verification and reporting of results. How does your firm handle situations in
which the actual energy savings fall short of the guaranteed energy savings amount? Describe all events that
may lead to guarantee modification or termination.
B. Best Value
Describe ESCO's approach to providing the greatest financial value for Gainesville, Georgia.
Reference
A. Lead Engineer
Who will your firm assign as the "lead engineer" on the project? "Lead Engineer" is defined as the person that
will be the main project contact for Gainesville, Georgia. Please provide a complete profile on this person's
experience and qualifications as it relates to the scope of work contemplated by Gainesville, Georgia.
B. Reference
Please provide the following information as it relates to a minimum of three (3) projects where your firm's "lead"
engineer(s) served in a similar capacity as it relates to performance contract implementation:
* Name and Contact Information of Entity Representative
* Project Description
* Project Commencement
* Project Completion
* Project Impact