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OTSEGO COUNTY ENERGY CONSERVATION PROJECT REQUEST FOR QUALIFICATIONS Energy Savings Performance Contract Otsego County 225 West Main Street Gaylord, MI 49735 Christopher Churches Director of Planning and Zoning, Capital Projects & Grants [PHONE REDACTED] [EMAIL REDACTED] ---PAGE BREAK--- Request for Qualifications Energy Savings Performance Contracting Otsego County Page 2 ---PAGE BREAK--- Request for Qualifications Energy Savings Performance Contracting Otsego County Page 3 OTSEGO COUNTY REQUEST FOR QUALIFICATIONS OF ENERGY SERVICE PROVIDERS FOR ENERGY SAVINGS PERFORMANCE CONTRACT A. GENERAL BACKGROUND AND PROJECT GOALS 1. Purpose Otsego County is submitting a Request for Qualifications (RFQ) for the identification of energy efficiency improvements on a guaranteed performance-contracting basis in accordance with Otsego County’s municipal charter, ordinances, or any other existing authority, which is also consistent with Michigan Compiled Law § 46.11c. The ultimate goal is to select a qualified vendor that will provide the final design, implementation, project management, financing, performance monitoring and verification, and ongoing first party performance guarantee of energy efficient improvements through one or more phases of work, to be implemented at Otsego County’s sole discretion. Otsego County’s purpose of issuing this RFQ is to identify and select a qualified Energy Service Provider, or Energy Services Company (ESCO) to respond to the RFQ, to perform the implementation of a Guaranteed Energy Savings Performance Contract (GESPC). ESCOs must be competent, qualified and capable of providing comprehensive building management, water and wastewater, and energy services, including, but not limited to, the performance of energy consumption audits, the design, selection, and installation of energy efficient systems, ongoing support and training services, assistance in securing financing for the transaction, and a written guarantee of savings. ESCOs must demonstrate qualifications, experience and capabilities to develop energy projects and programs that are technically sound, modern and creative – projects which conserve energy, reduce maintenance costs, increase automation, address training needs, and improve systems functionality, resiliency and energy independence. 2. Overview of Goals and Objectives Otsego County expects to achieve the following goals and objectives by entering into a GESPC with the selected ESCO: Reduce energy and operating costs Improve facility environmental conditions Improve maintenance and operation of the facilities Provide better working conditions in the identified facilities Preserve capital funds Increase facility resiliency ---PAGE BREAK--- Request for Qualifications Energy Savings Performance Contracting Otsego County Page 4 3. Included Facilities Otsego County desires to implement the GESPC at all county-owned locations where improvements can be made. 4. Energy Services Provider Selection Process The selection of a qualified ESCO under this RFQ form will be based on Otsego County’s determination that the selected ESCO is qualified to prepare and implement an energy conservation plan which best meets the needs of Otsego County. Otsego County reserves the right to accept or reject any ESCO’s proposal based on Otsego County’s sole determination of its own best interests and needs. Otsego County shall not be required to select any ESCO based on low cost, payback, or other criteria not specifically listed within M.C.L. § 46.11c. After selecting an ESCO to implement its proposal, Otsego County intends to negotiate a GESPC with such ESCO, following its provision a report, consistent with M.C.L. § 46.11c(3), with due consideration given to the implementation of measures which Otsego County believes to be the most likely to result in the greatest energy and operational savings and reduced future capital expenditures, considering the cost of the project and Otsego County’s ability to pay for the improvements with current revenues or by financing the improvements. 5. Selection Process and Timing The following process will be used to select the preferred ESCO: Issuance of RFQ 11/12/2020 RFQ Due 01/11/2021 Selection of ESCO 01/26/2021 6. Contact and Response Deadline In order to be considered, ESCOs must submit a complete and thorough response to this RFQ. An electronic copy must be submitted via email to Otsego County contact provided below on or before 4:00 P.M. local time on 01/11/2021. Responses shall include a cover page and financial statements. Also, a sample agreement should be attached as a separate attachment. Christopher Churches Director of Planning and Zoning, Capital Projects & Grants [PHONE REDACTED] [EMAIL REDACTED] 7. Response Preparation and Completeness All information requested must be submitted and organized in the format requested. Failure to submit all information as requested may result in the ESCO requiring immediate submission of the missing information, reducing the score for that component of the response and/or elimination of that ESCO from consideration. Emphasis should be placed on completeness and clarity of content. ---PAGE BREAK--- Request for Qualifications Energy Savings Performance Contracting Otsego County Page 5 8. Confidentiality In order to ensure fair and impartial evaluation, and in order to protect against the unintentional disclosure of proprietary trade secret material, proposals and related documents submitted in response to the RFQ are not available for public inspection and copying until after the award of the GESPC. 9. Proposal Requirements A. Otsego County’s goal is to implement an energy conservation program which may include, but is not limited to, the repair, upgrade, or modernization of existing heating, ventilating, air conditioning, lighting, mechanical systems, electrical systems, plumbing systems, and facility envelopes in accordance with relevant statutory and local legislative requirements. B. Each proposal will be reviewed to determine if it is complete prior to actual evaluation. Otsego County reserves the right to eliminate from further consideration any proposal deemed to be substantially or materially unresponsive to the RFQ. C. Each proposal shall address how the ESCO will arrange for or provide financing of the projects. D. ESCO must have a minimum of fifteen (15) years in business as an ESCO. E. 100% of savings are retained by Otsego County. F. First party guarantee is required from the ESCO to Otsego County. No third party guarantee will be accepted. G. The selected ESCO must be accredited via the National Association of Energy Services Companies (NAESCO). B. REQUEST FOR QUALIFICATIONS FORMAT AND SPECIFICATIONS Section 1. Executive Summary Responses shall include a summary overview of the ESCO’s proposal and other pertinent information. Such summaries are to be no more than 2 pages in length. Section 2. ESCO Qualifications and Financial Strength Firm Profile Firm name, corporate address, and local address. Main contact person with full contact information. Provide information specifying legal business classification, state of incorporation, audited annual report, and summary of financial strength. Address the ESCO’s ability to fulfill the financial guarantee terms and duration of the GESPC, or the entire program, where multiple phases of work may be implemented. Otsego County is seeking a vendor-neutral offering of goods and/or services. If ESCO, including an affiliate organization such as a subsidiary, sister, or parent company, manufactures, sells, or otherwise distributes in commerce, equipment, materials, or other goods and/or services, ESCO shall list all such goods and services that ESCO could propose to use or install on or about Otsego County’s facilities as a part of a potential GESPC project. If such ESCO is selected to perform the GESPC, it agrees that by responding to this RFQ, it will advise Otsego County of any and all instances where it intends to purchase and install equipment, materials, goods and/or services through a separate organization which is ---PAGE BREAK--- Request for Qualifications Energy Savings Performance Contracting Otsego County Page 6 affiliated to the ESCO. Such selected ESCO shall truthfully disclose to Otsego County the increased financial benefits to the ESCO and/or affiliate organization associated with delivering such equipment, materials, goods and/or services through such affiliate. Provide a copy of your Certificate of Accreditation from NAESCO and the number of consecutive years that your firm has been accredited by the NAESCO. Section 3. Project Team and Experience Project Team Roles and responsibilities of each team member. Concise resumes of project team members including education, past project experience, and any other pertinent information. Specific team member experience with municipal customers in Michigan is required. Subcontractors or partners may be listed as part of your team, but must be clearly identified. Provide an organizational chart that illustrates the structure and roles of your project team members. Experience and References List similar GESPCs completed by the ESCO over the past 5 years that are representative of the scope and financial terms requirements of Otsego County. Section 4. Insurance and Bonding Provide evidence that prior to award of contract the ESCO shall be able to provide a 100% project value performance bond for its faithful performance of installation of all measures contemplated by the ESCO. Provide a copy of the ESCO’s most recent audited annual report. Provide evidence of applicable insurance in types and amounts that are commercially reasonable and appropriate with minimum coverages and limits as follows: - Worker’s Compensation (statutorily imposed minimum limits) - Commercial General Liability ($2M single occurrence / $4M annual aggregate) - Automobile Liability ($1M annual aggregate) - Professional Liability ($2M per claim / $2M annual aggregate) - Any other required insurance coverage as detailed in Otsego County’s Purchasing Policy (available here: content/uploads/2015/12/purchasing-policy.pdf) Section 5. Technical Approach and Energy Conservation Measures Include a detailed approach to meeting the goals and objectives for the facilities. Provide an overview of the technical approach that is used to identify, evaluate and recommend energy conservation measures. Provide a detailed description of the ESCO’s project management capabilities, approach, methods of contract management and control. ---PAGE BREAK--- Request for Qualifications Energy Savings Performance Contracting Otsego County Page 7 Provide examples of energy saving measures ESCO has implemented and their application. Describe any other benefits your firm can bring to the energy services program. Section 6. Services Provide a description of the methodology and process tools ESCO uses to provide annual reconciliation statements, measurement and verification and any required on-going services. Indicate any equipment maintenance service contracts that will be required by ESCO as a condition of the energy services guarantee. Section 7. Financial Approach Describe the sources and types of funding sources available to Otsego County to implement this project. Indicate the prior use and experience with this method of funding and provide letters of commitment from the financing entity. Section 8. Letter of Transmittal. Each proposal shall include a letter of transmittal that indicate the ESCO’s proposal is a valid offer to provide services in accordance with the RFQ requirements and that the ESCO will comply with the terms of the RFQ. Section 9. Template Agreement ESCO must provide a proposed template contract or contracts that identify the general terms and conditions as well as other agreement provisions to be used in the development of the project and subsequent implementation of the approved project or program measures. The template contract shall be used to negotiate the final contract between Otsego County and any selected ESCO. Otsego County reserves the right to negotiate any terms of the contract that are in the best interest of Otsego County and in accordance with the statutory requirements of M.C.L. § 46.11c. C. SELECTION AND EVALUATION All responses will be evaluated for completeness and clarity of information. Missing information or unresponsiveness in an area may be cause for a lower score in that area or elimination of the response altogether. 1. Evaluation Otsego County’s evaluation will consider the criteria listed below evaluating ESCOs’ proposals. These categories may not be weighted equally but rather on importance and significance to the contemplated project or program, based on Otsego County’s good judgment and discretion. Otsego County will select the ESCO that is deemed most qualified. Firm qualifications Project team members’ experience and references Technical approach/process methodology and financial approach Measurement and verification approach ---PAGE BREAK--- Request for Qualifications Energy Savings Performance Contracting Otsego County Page 8 Other benefits 2. RFQ Clarification ESCOs must provide any questions concerning this RFQ via email to Otsego County’s point of contact listed in Section 6, above, at least 5 business days before the submission deadline established herein. Answers to such questions will be communicated to all ESCOs at least 3 business days prior to the to the response deadline noted herein. No direct communication is permitted to any Otsego County officials during the RFQ process. Doing so will result in disqualification and elimination from consideration. No walk-thru of Otsego County facilities will be permitted. Auditing of the Otsego County facilties will be initatied once an ESCO has been slected. 3. Requirements for ESCO’s Final Estimate and GESPC Following approval of the selected ESCO’s proposed project or program and prior to execution of the GESPC, the ESCO shall provide a fixed price contract for the proposed, detailed scope of work. The ESCO shall also document energy and operational savings for the final contract. The GESPC shall also document the savings methodologies utilized and measurement approach(es) selected (by mutual agreement with Otsego County) by building or energy conservation measure. Change orders may be acceptable based on mutually unforeseen conditions, for additional scope of work requested by Otsego County, or for hidden or latent items not contemplated during GESPC development; provided, however, the selected ESCO’s scope of work shall be well-defined such that change orders are the exception and not the rule.