Request for Proposals for Energy Services

Agency: City of Santa Cruz
State: California
Type of Government: State & Local
NAICS Category:
  • 541330 - Engineering Services
  • 541690 - Other Scientific and Technical Consulting Services
Posted Date: Nov 19, 2019
Due Date: Dec 13, 2019
Solicitation No: PW-2002
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Request for Proposals for Energy Services
  • Department: Finance
  • Category: Bid Notices
  • RFP Number: PW-2002
  • Start Date: 11/05/2019 10:40 AM
  • Close Date: 12/13/2019 2:00 PM

NOTICE REQUESTING PROPOSALS FOR Energy Services

Proposals Due: December 13, 2019, 2PM, Pacific Standard Time

Deliver sealed proposals to:
City of Santa Cruz
Public Works Department
809 Center Street, Room 201
SANTA CRUZ, CA 95060


Project Description:
The City intends to select a qualified provider for the development, implementation, and monitoring of a comprehensive infrastructure modernization and utility savings program. Upon award, the City will enter into a professional services agreement for a comprehensive City-wide site assessment. Prior to entering into a contractual agreement for project implementation, an agreed upon scope of work and project pricing will require separate City Council approval.
The City intends to implement a design-build program consistent with the provisions of California Government Code sections 4217.10-4217.18 that will provide sustained efficiencies and energy cost savings.

The overall project will be completed in phases. The first phase, which is the City-wide assessment, will be completed at no cost to the City. Subsequent phases will include design and construction of energy projects. Depending on the size of the design-build projects, separate construction contracts will be prepared and, if over $100,000 in value, presented to the City Council. The City, at its sole discretion, may select the awarded respondent for subsequent phases of work. The City, at its sole discretion, also reserves the right to reject any or all bidders.

For More Information:
The Request For Proposals solicitation document may be downloaded by following this link .

Deadline for receipt of written questions is November 22, 2019 at 5PM Pacific Standard Time. Questions must be submitted in writing by emailing Michael Hopper at mhopper@cityofsantacruz.com
All questions received by the deadline for receipt of written questions will be compiled and posted in the form of Addenda.

For additional information or assistance, contact Michael Hopper, PE, Public Works Operations Manager, at 831/420-5559, fax 831/420-5531, or email mhopper@cityofsantacruz.com.

The City reserves the right to reject any or all proposals and waive any informality or minor defects in proposals received.

Attachment Preview

City of Santa Cruz
Request For Proposals for Energy Services
NOTICE INVITING PROPOSALS FOR
Energy Services
Proposals Due: 2PM, December 13, 2019
Deliver proposals to:
City of Santa Cruz
Public Works Department
809 Center Street, Room 201
SANTA CRUZ, CA 95060
Project Description:
The City intends to select a qualified provider for the development, implementation, and monitoring of a
comprehensive infrastructure modernization and utility savings program. Upon award, the City will enter
into a professional services agreement for a comprehensive City-wide site assessment. Prior to entering
into a contractual agreement for project implementation, an agreed upon scope of work and project pricing
will require separate City Council approval.
The City intends to implement a design-build program consistent with the provisions of California
Government Code sections 4217.10-4217.18 that will provide sustained efficiencies and energy cost
savings.
The overall project will be completed in phases. The first phase, which is the City-wide assessment, will
be completed at no cost to the City. Subsequent phases will include design and construction of energy
projects. Depending on the size of the design-build projects, separate construction contracts will be
prepared and, if over $100,000 in value, presented to the City Council.
The City, at its sole discretion, may select the awarded respondent for subsequent phases of work. The
City, at its sole discretion, also reserves the right to reject any or all bidders.
For More Information:
The Request For Proposals document, may be obtained from the Public Works Department, 809 Center
Street, Room 201, Santa Cruz, California, 95060 or at the following link:
http://www.cityofsantacruz.com/business/bidding-information.
For additional information or assistance, contact Michael Hopper, PE, Public Works Operations
Manager, at 831/420-5559, fax 831/420-5531, or email: mhopper@cityofsantacruz.com.
The City reserves the right to reject any or all proposals and waive any informality or minor defects in
proposals received.
September 2019
Page 1
City of Santa Cruz
Request For Proposals for Energy Services
1. GENERAL INFORMATION FOR VENDORS
1.1 Summary Scope of Work
The Public Works Department of the City of Santa Cruz is soliciting proposals for an audit of energy efficiency
opportunities and implementation of energy efficiency improvement projects. The objectives of this project are: 1) to
first identify through a citywide audit, and then 2) implement a comprehensive package of energy savings measures
and related City infrastructure improvements (with zero capital outlay from the City) that will pay for themselves
over time from cost savings, and continue to reduce costs to the City once paid for; and finally 3) to implement
additional programs and ongoing program funding that further the goals of the City’s current and future Climate
Action Plan at no initial capital cost to the City. The ultimate goal for the City is to have the services and capital
improvements financed through an energy performance contract which can accomplish the following:
Achieves significant long-term cost savings through reduced energy , load shifting and related operating
cost savings;
Achieves an annual guarantee for cost savings for each year of the contract;
Turn-key project design and implementation of improvements and updates to the City’s infrastructure;
Upgrades old and/or inefficient systems;
Provides resiliency including but not limited to microgrids and / or battery storage with or without
renewable energy;
Maintains building functionality and compatibility with existing equipment.
1.2 Background
The City commissioned an energy audit in 2013 that identified energy efficiency upgrade opportunities to enable the
City to reduce energy costs and make substantial progress on its Climate Action Plan goals. Most of the projects
identified in that audit have been completed. However, significant energy infrastructure and Capital Improvement
Projects (CIP) are unfunded. In addition, evolving technologies and uncertainties regarding future utility costs and
transmission reliability challenge the City to look for new ways to reduce costs while ensuring delivery of reliable
clean energy to critical City facilities.
1.3 Estimated Dollar Value
The City of Santa Cruz consumes approximately 12 million kWh of electricity and spends an estimated $2.8 million
annually on electric energy. Future costs are expected to escalate significantly on an annual basis as PG&E responds
to the growth of private and public solar photovoltaic capacity. Unknown utility rate increases are also to be
expected due to catastrophic losses from natural and man-made disasters.
The City also procures power from Monterey Bay Community Power (MBCP). Future utility cost increases could be
buffered or reduced by rate structures favorable to the City negotiated with MBCP.
1.4 Contact
If you have any questions concerning this solicitation, please call contact Michael Hopper, PE, Public Works
Operations Manager, at 831/420-5556, FAX 831/420-5531, email mhopper@cityofsantacruz.com.
To learn solicitation results, call Michael Hopper after the due date. Proposals are confidential until evaluations are
complete.
1.5 Proposal Deadline
Proposals are due no later than 2:00 PM, December 13, 2019. All proposals will be delivered to the Public Works
Department, 809 Center Street, Room 201, Santa Cruz, California, 95060 before the due date. Late proposals may
not be considered.
Vendors will deliver one unbound original of the proposal in a sealed envelope before the due date and time and will
email a copy of the proposal and any attachments to mhopper@cityofsantacruz.com on the next business day after
the due date. The City prefers for proposals to be printed on recycled paper and bound in an easily recyclable format.
September 2019
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City of Santa Cruz
Request For Proposals for Energy Services
Email submissions will not be accepted if the corresponding unbound original is not submitted before the due date
and time.
1.6 Proposal Evaluation and Award
The City 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 this RFP and/or who cannot clearly demonstrate to
the satisfaction of the City their ability to satisfactorily perform the work in accordance with the RFP requirements
will not be considered, nor will respondents who do not meet the minimum requirements.
The City 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 Criteria
a) Background: i.e. qualifications, experience, resources, financial solvency. (5%)
b) Litigation Disclosure (10%)
c) Project Team & Management Structure: i.e. amount of work self-performed, strength of
proposed team, trainers, and management structure. (10%)
d) Project History & References: i.e. relevant past project experience, particularly with regard to the
ability to deliver an energy audit and preliminary recommendations at no cost and with no
obligation to proceed with design/build of any recommended projects. (25%)
e) Project Approach: i.e. approach to completing study, project management, training, etc. (15%)
f) Funding Sources: i.e. funding experience & unique funding sources. (10%)
g) Additional Benefits & Added Value: i.e. additional benefits resulting from implementation and
respondent’s added value elements. (5%)
h) Savings: i.e. savings approach and track record. (10%)
i) Contracts & Forms: i.e. sample contracts, terms & conditions, pricing proposal, and completed
forms. (5%)
j) Response: responsiveness and compliance with the requirements of the proposal. (5%)
A vendor’s failure to promptly respond to City’s inquires for proposal clarification may result in determination of
non-responsibility.
The contract will be awarded on an all or nothing basis and is tentatively scheduled to begin January 29, 2019.
Vendors have the right to take exception to the specifications or terms to this solicitation. Any exceptions taken must
be explained in the proposal. Any exceptions that contradict the City’s terms and conditions, or contain provisions
that are not in the best interest of the City will disqualify the vendor. If exceptions are not explained, the Vendor
will comply with the specifications as stated in this solicitation.
The City reserves the right to reject any or all proposals and waive any informality or minor defects in proposals
received.
September 2019
Page 3
City of Santa Cruz
Request For Proposals for Energy Services
1.7 Organization of this RFP Document
The Request For Proposals (RFP) is organized in these sections:
Section 1- General Information to Vendors: Contains summary scope of work, contact information, proposal
due date, and general background information.
Section 2- Specifications: Provides details regarding the contract requirements.
Section 3- Process Instructions: Contains the tentative RFP schedule, explains how the proposals will be
evaluated, and presents administrative information on the conduct of the RFP process.
Section 4- Terms and Conditions: Details the City’s contract terms and conditions.
Section 5- Acknowledgement of Receipt Form: Informs City of Vendor’s intent to submit proposal.
Section 6- Proposal Cover Page: Provides basic Vendor contact information and an authorized signature
accepting the City’s terms and conditions as stated in this solicitation.
Section 7- RFP Questionnaire: Presents questions for Vendor response.
Section 8- Fee Schedule: Provides format for submitting pricing. Fee Schedules will include all costs incidental
to performing ENERGY SERVICES according to this solicitation.
Appendix A- Local Business Preference Certification
SECTION 2: SPECIFICATIONS
2.1 Project Overview
The City’s ultimate goal is to utilize financial savings realized from more efficient facilities towards other upgrades
and programs that enhance the working environment and improve livability. Respondents shall support the City’s
goal by developing, implementing, and monitoring an infrastructure modernization and utility savings program that
accomplishes the following:
Achieves long-term cost savings through reduced energy, gas & water usage
Upgrades antiquated and inefficient equipment
Provides a comfortable and safe working environment
Maintains building functionality and compatibility with existing equipment
Improves utilization of technology to achieve optimum performance and savings
Minimizes financial and technical risk to the City
Provides training to employees on maintenance and repair of equipment and controls
Provides comprehensive funding solutions
2.2 Responsibilities of Vendor
The successful proposer/team will be responsible for implementing all tasks associated with achieving the above
project goals and objectives, via the following, at a minimum:
Energy Audit
Conduct a comprehensive investment-grade audit of City facilities and infrastructure, including, but not
limited to, buildings, parks, pools, and city-owned street lights. The investment grade audit shall identify
and analyze all opportunities for energy cost savings;
Conduct a comprehensive feasibility analysis of distributed generation opportunities for City facilities,
including wind energy, solar PV and solar arrays, and any other economically and environmentally viable
distributed generation (DG) solutions.
September 2019
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City of Santa Cruz
Request For Proposals for Energy Services
Perform an analysis of the information gathered and determine whether improvements can be implemented
to reduce energy and water consumption, or increase efficiency to generate cost savings;
Prepare a detailed report summarizing the results of the energy audit and analysis, and DG feasibility study,
including all costs and benefits of each individual measure analyzed;
Make recommendations for viable energy projects in City facilities based on the audit/analyses and the goals
of the program;
Prepare and conduct presentations to City staff, and provide support to City staff for presentation to the City
Council, summarizing activities, analyses, and recommendations of the energy audit. It is anticipated that
there will be up to two (2) presentations to City staff and one (1) presentation to City Council during this
audit phase.
Design and Construction
Develop an overall project delivery approach;
Design the project(s) in consultation with City staff;
Coordinate with the City’s Public Works Department and any other City departments with ownership or
functional authority over various facilities involved;
Comply with the Public Contract Code, all applicable City codes, regulations, specifications and design
standards;
Manage the selection of installation sub-contractors. Please note, that the City has a Local Preference Policy,
as well as a Living Wage Ordinance;
Manage and administer all sub-contractors’ work;
Provide on-site construction management;
Obtain all permits and apply for, manage and otherwise secure available, applicable energy grants, rebates
and incentives with applicable utility companies/granting entities.
Annual measurement and verification of actualized energy savings.
2.3 Responsibilities of City
The City will be responsible for providing:
A comprehensive list of City buildings and facilities, including building location, floor area, age, and
approximate replacement cost;
Historic energy usage at each facility;
An overview of recently completed or in-progress projects related to energy efficiency;
Existing solar PV systems’ performance and City facilities PV opportunity analysis.
Existing electric vehicle charging systems’ locations and, to the extent available, electricity usage, as well as
the City’s draft Public Electric Charging Needs and Use Study.
Monterey Bay Community Power’s Electrification Strategic Plan and complementary incentive programs.
A prioritized list of critical facilities for consideration of microgrids or stand-alone battery storage.
September 2019
Page 5

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