Bid #1809-004 - Energy Data Management Service

expired opportunity(Expired)
From: Fort Lauderdale(City)
1809-004

Basic Details

started - 10 Sep, 2018 (about 5 years ago)

Start Date

10 Sep, 2018 (about 5 years ago)
due - 19 Sep, 2018 (about 5 years ago)

Due Date

19 Sep, 2018 (about 5 years ago)
Bid Notification

Type

Bid Notification
1809-004

Identifier

1809-004
City of Fort Lauderdale, FL

Customer / Agency

City of Fort Lauderdale, FL
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Bid #1809-004 - Energy Data Management Service



Bid contact:Please log in to view Bid contact informationIssuing agency:City of Fort Lauderdale, FLSee other Bids by this agencyBid Comments:


A. Minimum Eligibility Requirements
The Minimum Eligibility Requirements for this quote are listed below. Bidder shall submit, with its proposal, the required submittal(s) documenting compliance with each minimum requirement. Any proposer that fails to include the required submittals with its proposal or fails to comply with minimum requirements may be deemed non-responsive and may not have its proposal considered.


1. Bidder (defined as the Firm) shall have a minimum of three (3) years’ experience providing products or services similar to those defined herein to governmental organizations or public entities. Similar shall be defined as tools (e.g., cloud-based software services) that enhance an agency’s
ability to track its energy usage and expenses.
 
Required Submittals: For each qualifying project, submit:
1) project name
2) project description
3) start and completion dates
4) project contact information (phone and email)
5) volume of contract
6) firm’s role
7) Completed Table 1 (Exhibit 1) : Software Service Features Included
8) Completed Table 2 (Exhibit 1) : Pricing for Services
9) Information to coordinate testing sandbox
B. Specifications and Statement of Work Required.
The City of Fort Lauderdale (City) is seeking proposals from qualified organizations, with a proven history of success in the energy data management and analysis industry, to provide remotely hosted software services to successfully implement an energy utility billing data collection, management, and monitoring system.
 
The proposer must provide a turnkey enterprise Energy Utility Billing Management System (System) that must be capable of tracking, analyzing, reporting, managing and archiving energy use, savings and issues. The system shall, at a minimum, flag and provide information regarding monthly bill anomalies, changes in usage, demand charge related issues, and changes in billing programs from energy utility providers, within the City. The proposed system must include the ability to readily import data, track and report on numerous types of electrical and utility bills, including at a minimum, electricity bills from Florida Power and Light. In addition, the software service shall readily import, track and report the information contained within such bills, including but not limited to utility charges, consumption (e.g., kWh), demand (e.g., kW), taxes, storm charges, time of use, and other details. The system shall provide the City with the ability to track, evaluate, analyze, and export energy billing and the associated data points listed above in in an electronic environment. The proposed pricing shall include at least five unique log-ins (e.g., usernames and passwords) for City staff. Proposers should  specify the number of log-ins that will be provided.
 
The System should provide the City with a tool that will allow immediate reporting capabilities from a single enterprise database. The information must include at minimum record the following:
1) the facility address
2) account number
3) relevant tariff/rate
4) responsible department
5) kWh/meter
6) kWd/meter
7) cost/meter
8) time of use information
9) BTU/sf, kWh/sf
10) facility energy use comparison for several periods (e.g., hourly, daily, monthly, annually, etc.)
11) Cost/sf
12) weather related energy consumption analysis capabilities
13) For any facility with time of use factors in the rate the kW and kWh for both on and off peak shall be tracked and immediately available.
 
The City processes approximately 600 electric utility accounts each month from Florida, Power & Light (FPL). The City also receives gas bills from TECO Energy that we want the ability to track at a future date. The proposed system should be capable of processing these bills as individual or combined accounts (e.g., based on site, campus, or end use) and provide detailed consumption and cost data on an individual or collective basis. This proposal shall include pricing for 200 FPL accounts at monthly intervals.


The system shall assist the City to identify energy management issues, as well as potential energy efficiency or conservation programs that the City may participate in. The System must include tools that allow the City to accurately track and report on usage as well as follow up on identified issues. The System must include multiple reporting features, including the ability to generate charts and tables to compare historical and current consumption levels and benchmark buildings with similar uses and occupancies (e.g., offices, fire stations, etc.), other end uses, and aggregated accounts that the City may determine (e.g., street lighting or wastewater related accounts). The system shall have the ability to facilitate or perform rate comparison analyses.


The City will allow access to the Florida Power and Light (FPL) billing data to the Selected Proposer. The System must have the capability of integrating with the Electronic Data Interchange (EDI) utilized by FPL (to import bill information) and the Environmental Protection Agency’s (EPA) Energy Star Portfolio Manager Automated Benchmarking System (ABS) (to fill data fields in Portfolio Manager) as well as automatically feed information into these systems. The system shall also allow the City to execute an “on demand” export of data to a usable Excel or CSV format.


All data contained within the system shall remain the property of the City and shall be exportable at any time, including the end of the contract period, at no additional charge to the City.


Proposers are requested to also provide pricing for 200 FPL accounts at daily and hourly intervals as well as pricing for 600 accounts at monthly intervals. These are additional requirements that the City intends to implement in the future.


Proposers shall provide the City with access to a test site or “sandbox” in order for the City to verify the availability of the required functionality of the service offered as well as a contact person who can respond to questions that may arise as City staff explore staff explores the service. In the event that this is not available, the proposer shall be available to provide a live demonstration of deployed software services. The required functionality specified in this request for proposals must be currently available in deployed software. Further the user interface and user experience must be sufficient to support the City’s needs in an efficient manner that meets industry standards.


Proposers shall have staff or other live representatives available to answer questions and assist with issues from at least 9:00 a.m. to 5:00 p.m. Eastern Standard Time). Proposers shall also describe any other support or training resources that will be available to the City.
 

The Selected Proposer will be required to provide the System as a turnkey project and should be capable of providing all required implementation, customizations, configuration, training, and maintenance support services for resultant contract term including any optional periods exercised by the City. The City anticipates awarding a contract for an initial one year period, with two-one year renewal options, at the City’s sole discretion. Pricing shall include a break out of ongoing annual costs as well as set-up costs (if any). Proposers shall affirm that they will be able to complete system set-up for the City within 90 days of contract completion.
 

Required Submittals: Proposers shall provide a written response describing how each of the above requirements will be met as well as pricing for the multiple account volumes and time intervals. Proposers shall also complete the tables provided on page 14 of this Quick Quote. Proposers may provide attachments that are relevant to the requirements outlined above.  
INSURANCE
 
As a condition precedent to the effectiveness of this Agreement, during the term of this Agreement and during any renewal or extension term of this Agreement, the Contractor, at the Contractor’s sole expense, shall provide insurance of such types and with such terms and limits as noted below. Providing proof of and maintaining adequate insurance coverage are material obligations of the Contractor. The Contractor shall provide the City a certificate of insurance evidencing such coverage. The Contractor’s insurance coverage shall be primary insurance for all applicable policies. The limits of coverage under each policy maintained by the Contractor shall not be interpreted as limiting the Contractor’s liability and obligations under this Agreement. All insurance policies shall be from insurers authorized to write insurance policies in the State of Florida and that possess an A.M. Best rating of A-, VII or better.  All insurance policies are subject to approval by the City’s Risk Manager.
 
The coverages, limits, and endorsements required herein protect the interests of the City, and these coverages, limits, and endorsements may not be relied upon by the Contractor for assessing the extent or determining appropriate types and limits of coverage to protect the Contractor against any loss exposure, whether as a result of this Agreement or otherwise. The requirements contained herein, as well as the City’s review or acknowledgement, are not intended to and shall not in any manner limit or qualify the liabilities and obligations assumed by the Contractor under this Agreement.
 
The following insurance policies and coverages are required:
 
Commercial General Liability
Coverage must be afforded under a Commercial General Liability policy with limits not less than:
$1,000,000 each occurrence and $2,000,000 aggregate for Bodily Injury, Property Damage, and Personal and Advertising Injury

$1,000,000 each occurrence and $2,000,000 aggregate for Products and Completed Operations
 
Policy must include coverage for Contractual Liability and Independent Contractors.
 
The City and the City’s officers, employees, and volunteers are to be covered as additional insureds with a CG 20 26 04 13 Additional Insured – Designated Person or Organization Endorsement or similar endorsement providing equal or broader Additional Insured Coverage with respect to liability arising out of activities performed by or on behalf of the Contractor. The coverage shall contain no special limitation on the scope of protection afforded to the City or the City’s officers, employees, and volunteers.
 
Business Automobile Liability
Coverage must be afforded for all Owned, Hired, Scheduled, and Non-Owned vehicles for Bodily Injury and Property Damage in an amount not less than $1,000,000 combined single limit each accident.
 
If the Contractor does not own vehicles, the Contractor shall maintain coverage for Hired and Non-Owned Auto Liability, which may be satisfied by way of endorsement to the Commercial General Liability policy or separate Business Auto Liability policy.
 
Workers’ Compensation and Employer’s Liability
Coverage must be afforded per Chapter 440, Florida Statutes. Any person or entity performing work for or on behalf of the City must provide Workers’ Compensation insurance. Exceptions and exemptions will be allowed by the City’s Risk Manager, if they are in accordance with Florida Statute.
 
The Contractor waives, and the Contractor shall ensure that the Contractor’s insurance carrier waives, all subrogation rights against the City and the City’s officers, employees, and volunteers for all losses or damages. The City requires the policy to be endorsed with WC 00 03 13 Waiver of our Right to Recover from Others or equivalent.
 
The Contractor must be in compliance with all applicable State and federal workers’ compensation laws, including the U.S. Longshore Harbor Workers’ Act and the Jones Act, if applicable.
 
Professional Liability and/or Errors and Omissions
Coverage must be afforded for Wrongful Acts in an amount not less than $1,000,000 each claim and $2,000,000 aggregate.
 
Contractor must keep insurance in force until the third anniversary of expiration of this Agreement or the third anniversary of acceptance of work by the City.
 
Cyber Liability
Coverage must be afforded in an amount not less than $1,000,000 per loss for negligent retention of data as well as notification and related costs for actual or alleged breaches of data.

 
Insurance Certificate Requirements
The Contractor shall provide the City with valid Certificates of Insurance (binders are unacceptable) no later than thirty (30) days prior to the start of work contemplated in this Agreement.


The Contractor shall provide to the City a Certificate of Insurance having a thirty (30) day notice of cancellation; ten (10) days’ notice if cancellation is for nonpayment of premium.


In the event that the insurer is unable to accommodate the cancellation notice requirement, it shall be the responsibility of the Contractor to provide the proper notice. Such notification will be in writing by registered mail, return receipt requested, and addressed to the certificate holder.


In the event the Agreement term goes beyond the expiration date of the insurance policy, the Contractor shall provide the City with an updated Certificate of Insurance no later than ten (10) days prior to the expiration of the insurance currently in effect. The City reserves the right to suspend the Agreement until this requirement is met.


The Certificate of Insurance shall indicate whether coverage is provided under a claims-made or occurrence form. If any coverage is provided on a claims-made form, the Certificate of Insurance must show a retroactive date, which shall be the effective date of the initial contract or prior.


The City shall be named as an Additional Insured on all liability policies, with the exception of Workers’ Compensation.


The City shall be granted a Waiver of Subrogation on the Contractor’s Workers’ Compensation insurance policy.


The title of the Agreement, Bid/Contract number, event dates, or other identifying reference must be listed on the Certificate of Insurance.
 
The Certificate Holder should read as follows:
City of Fort Lauderdale
Procurement Services
100 N. Andrews Avenue
Fort Lauderdale, FL 33301
 
The Contractor has the sole responsibility for the payment of all insurance premiums and shall be fully and solely responsible for any costs or expenses as a result of a coverage deductible, co-insurance penalty, or self-insured retention; including any loss not covered because of the operation of such deductible, co-insurance penalty, self-insured retention, or coverage exclusion or limitation. Any costs for adding the City as an Additional Insured shall be at the Contractor’s expense.
 
If the Contractor’s primary insurance policy/policies do not meet the minimum requirements, as set forth in this Agreement, the Contractor may provide evidence of an Umbrella/Excess insurance policy to comply with this requirement.
 
The Contractor’s insurance coverage shall be primary insurance as applied to the City and the City’s officers, employees, and volunteers. Any insurance or self-insurance maintained by the City covering the City, the City’s officers, employees, or volunteers shall be non-contributory.
 
Any exclusion or provision in the insurance maintained by the Contractor that excludes coverage for work contemplated in this Agreement shall be unacceptable and shall be considered breach of contract.
 
All required insurance policies must be maintained until the contract work has been accepted by the City, or until this Agreement is terminated, whichever is later. Any lapse in coverage shall be considered breach of contract. In addition, Contractor must provide to the City confirmation of coverage renewal via an updated certificate should any policies expire prior to the expiration of this Agreement. The City reserves the right to review, at any time, coverage forms and limits of Contractor’s insurance policies.
 
The Contractor shall provide notice of any and all claims, accidents, and any other occurrences associated with this Agreement to the Contractor’s insurance company or companies and the City’s Risk Management office, as soon as practical.
 
It is the Contractor's responsibility to ensure that any and all of the Contractor’s independent contractors and subcontractors comply with these insurance requirements. All coverages for independent contractors and subcontractors shall be subject to all of the applicable requirements stated herein. Any and all deficiencies are the responsibility of the Contractor.



END OF SECTION
 


  Classification codes: View classification codesContract duration:1 yearContract renewal:2 annual renewalsPrices good for:90 daysRegions:Florida, Broward

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FL 33301Location

Address: FL 33301

Country : United StatesState : Florida

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