Request for Proposals - Investment Grade Energy Audit

CITY OF STILLWATER, OKLAHOMA REQUEST FOR PROPOSALS Investment Grade Energy Audit CITY BID #04 21/22 Page 1 of 20 Table of Contents General Information ..................................................................................................................................... 2 Minimum Qualifications ............................................................................................................................... 3 Evaluation ..................................................................................................................................................... 4 Scope of Work ............................................................................................................................................... 5 Facility Profile ................................................................................................................................................ 6 City of Stillwater Terms, Conditions

.............................................................................................................. 8 City of Stillwater Special Requirements ........................................................................................................ 9 Financial Terms and Conditions .................................................................................................................. 10 Submitting a Response................................................................................................................................ 11 NON-COLLUSION AFFIDAVIT ................................................................................................................... 18 BUSINESS RELATIONSHIP AFFIDAVIT ...................................................................................................... 19 ACKNOWLEDGEMENT OF RECEIPT OF ADDENDA/AMENDMENTS ......................................................... 20 Page 2 of 20 General Information The City of Stillwater invites sealed proposals from Energy Service Companies (ESCO) to conduct an Investment Grade Audit (Phase I) of City facilities and street lighting. The selected ESCO will identify improvements to reduce energy use, and thereby potentially reduce related economic and environmental costs. The results of the audit may lead to the negotiation of an Energy Savings Performance Contract (Phase II) to implement the project(s) identified in the audit. Responding to the RFP Responses to this RFP must be submitted in the format provided in the Submitting a Response section of the RFP, and must be received no later than 3:00 PM (CST) on Wednesday, February 9, 2022, and delivered to: City Clerks Office 723 S. Lewis St. Stillwater, OK 74074 Responses must be clearly marked with City Bid #04 21/22, the name and address of the ESCO, and securely SEALED in a catalog envelope (i.e., 9 x 12 manila or white mailing envelope) and either mailed or delivered. No faxed or emailed responses will be considered. Responses received after the stated date and time will not be accepted and will be returned to the Bidder unopened. Questions about the RFP Questions should be directed to: John McClenny, Special Projects Director Office of the City Manager john.mcclenny@stillwater.org (405) 533-8501 Oral discussions are encouraged for clarification purposes; however, responding ESCOs shall not rely on oral responses to questions. No oral statements by any person shall modify or otherwise affect the provisions of this Request for Proposals and/or any contract resulting therefrom. All modifications, addenda or amendments must be made in writing by the City of Stillwater. The final date for questions will be January 24, 2022, no later than 5:00 PM CST. Pre-proposal Conference A non-mandatory pre-proposal conference will be held on January 24, 2022 at 8:00 AM CST at the Stillwater Municipal Building Conference Room 1112 B, 723 S. Lewis, Stillwater, Oklahoma 74074. A virtual option is available upon request. mailto:john.mcclenny@stillwater.org Page 3 of 20 The purpose of this conference will be to clarify the contents of this Request for Proposals in order to prevent any misunderstanding of the City's intention and desires. Any doubt as to the requirements of this Request for Proposals, or any apparent omission or discrepancy should be presented to the Citys representative at this conference. The Citys representative will then determine the appropriate action. If necessary, the Citys representative will issue a written addendum to the Request for Proposal. Oral statements or instructions shall not constitute an addendum to this Request for Proposal. In-person attendees will be offered an optional facility tour of select facilities. The tour will occur immediately following the pre-proposal meeting and will be general in nature. No subsequent tours or additional access to buildings will be offered during the RFP process. Minimum Qualifications In order to be considered for evaluation, the ESCO must meet the following minimum qualifications: ESCO shall be qualified by the United States Department of Energy and/or the State of Oklahoma. ESCO must have the demonstrated capability in engineering and management to provide a broad range of services. Services may include but are not limited to the following: o Investment Grade Audit and Project Proposal Phase technical audit to evaluate costs and savings of a variety of energy and water-saving measures project proposal including financial analysis benchmarking using Energy Star tools measurement and verification plan experience with smart LED street lighting technologies and street light improvement/upgrade projects experience surveying and evaluating existing street light infrastructure o Construction/Implementation/Commissioning and Financing Phase engineering design equipment procurement and purchasing construction management hazardous waste disposal or recycling o Guarantee/Monitoring Phase continuing operations and maintenance for all improvements staff training on routine maintenance and operation of systems training of building occupants guarantee of performance and cost savings for the entire term of the contract monitoring and verification for measurement and reporting of the performance and savings provide for independent review of monitoring & verification Page 4 of 20 analysis and application for Energy Star Label and/or LEED-EB (Leadership in Energy and Environmental Design for Existing Buildings, by the US Green Building Council) monitoring and reporting of emissions reductions maintaining long-term, high-efficiency performance of buildings ESCO must have the technical capability to address a broad range of systems that currently exist in City facilities including, but not limited to: o Mechanical Systems: heating, ventilating and air conditioning (HVAC) systems, energy management and control systems, domestic hot water systems, distribution systems o Plants, distribution systems, pumps, controls, conveyance systems, etc. o Lighting systems: indoor and outdoor lighting systems, lighting controls, daylighting strategies o Renewable Energy Systems: solar electric (PV), both on and off-grid, other renewables o Building envelope systems: windows, insulation, weatherization o Specialty Systems: laundry equipment, kitchen equipment, swimming pool systems, digital controls o LEED-EB: LEED-EB strategies to improve operations and maintenance practices o Water and Sewage Systems: automatic controls, low-flow faucet aerators, low-flow toilets, pool covers, and irrigation system controls or modifications Evaluation Each response will be evaluated based on the ESCOs ability to satisfy the requirements as presented in the Request for Proposal. The successful ESCO will communicate a clear understanding of the requirements, a soundness of approach to satisfying them, and documentation of ample qualifications. The evaluation criteria are listed below in their relative order of importance. o Program Participation and Compliance 5% o Technical Approach 5% o Management Approach for this Project 5% o Overview of Approach to Energy Savings Performance Contracting 10% o Project History 10% o Financial Soundness and Stability 10% o Site-Specific Approach 10% o Qualifications 15% o Cost and Pricing 30% An Evaluation Team composed of City Staff and citizen members of the Renewable Energy Task Force will evaluate the proposals. The top three ESCOs will be invited for an oral interview. The Proposal scores may be modified based on clarifications to responses provided in the interview. Page 5 of 20 The Evaluation Team will make a recommendation to City Council and City Council will make the final selection. Scope of Work Phase I Survey and Inventory Develop site list and tour all City facilities/street lighting system that will potentially be included in the Investment Grade Energy Audit. A list of facilities to be reviewed is provided in the Facility Profile section of this RFP. Inventory and create a spreadsheet listing all equipment that will potentially be included in the Investment Grade Audit Data collected should include as needed to prepare the audit: o Make o Model o Serial Numbers o Year of manufacture o Year of installation o Energy use and type (i.e. Gas, Electric) o Photographs o Location o Maps o Etc. Investment Grade Audit and Project Development Identify potential cost-saving measures. Determine the cost and savings of each measure. Provide data specifying the greenhouse gas emissions reductions projected for each cost savings measure proposed. Present a measurement and verification plan to validate future savings of each measure. Create a project proposal that presents a bundle of measures that can be financed through guaranteed savings over a proposed financing term including a cash-flow table. Phase II This information is provided as an overview of the anticipated needs for Phase II. The City Council will determine whether or not the City proceeds to Phase II. Energy Savings Performance Contract Design, construction, and commissioning of the improvement measures. Identify and define equipment and labor costs and guaranteed cost savings. Document equipment specifications and warranties. Establish the schedule and responsibilities of the ESCO and the City. Financing Agreement The ESCO may solicit financing companies on behalf of the City or the City may arrange financing independently. A separate financing agreement will be developed including ESCO payment schedules and lender financing terms and schedules. Page 6 of 20 Measurement and Verification In order to provide a performance guarantee, the ESCO will provide annual measurement and verification services. The guarantee is required to cover the cost of this service. Monitoring and Verification Plan A monitoring and verification plan will be developed as part of any Energy Performance Contract. Any Energy Performance Contract must provide for a portion of the guaranteed savings for City to contract with an independent monitoring & verification specialist to provide an independent review of the ESCOs monitoring & verification plans and reporting. Buildings, Facilities and Project Approach All facilities owned, managed or operated by the City at any time during the term of the performance contract will be considered for this work. Specific facilities now operated by City are listed in the Facility Profile section of this RFP. Additional facilities not yet identified that are under the jurisdiction of the City at any time during the term of the performance contract can be included in the scope of work in a contract amendment. Work may be conducted in phases where the detailed scope of work can be developed at any time during the term of the performance contract. The performance contract can be amended at any time during the initial performance contract term to address other buildings or new projects. City reserves the right to reduce the scope of work, to conduct the work in phases or to segment work in facilities. Equipment Compatibility or Standardization All equipment proposed and/or installed shall be comparable to similar equipment at the facilities and/or various areas of town. All equipment proposed and/or installed shall be compatible with existing systems, and/or be of the same manufacturer for standardization of equipment City-wide, unless accepted by City. Facility Profile Buildings Building Location Square Feet Function Community Center (1st floor, second floor is vacant) 315 W 8th Ave 43,000 Community gathering, events, auditorium and room rental Community Center Project Heart 315 W 8th Ave 5,200 Elderly nutrition meal provider Armory Gym and Offices 315 E 9th Ave 15,000 Sports and recreation sign ups and games Employee Fitness Center 315 E 9th Ave 4,500 City employee workout facility Municipal Building 723 S Lewis St 125,000 Finance, development services, engineering, police, municipal court, city manager, city attorney, emergency operations Airport Terminal 1201 W Airport Rd 11,000 Regional airport Waste Management Airport Industrial Access Road 10,000 Solid waste collection (employees and vehicles only) Page 7 of 20 Energy Center Main Building 2000 E Airport Rd 20,000 Energy control center, warehouse, offices, employee facilities Energy Center Generator Building 2000 E Airport Rd 20,000 56 megawatt power plant - natural gas fueled 3rd Street Electric Admin and Warehouse 411 E 3rd Ave 9,500 Warehouse, offices, employee facilities Main Garage 505 E 3rd Ave 5,000 Vehicle maintenance and mechanics South Garage 808 E Alcott 7,000 Vehicle maintenance and mechanics Service Center (4 buildings) 623 E 8th Ave 7,000 Warehouse, offices, employee facilities 6,000 2,500 4,000 Convenience Collection Center 809 S Perkins Rd 800 Recycling facility Couch Park Welding Shop 808 E Alcott 6,000 Welding and fabrication facility Water Treatment (7 buildings) 1022 W Yost Rd 4,000 Public water supply treatment and storage 1,800 2,300 3,000 3,000 1,200 700 Waste Water Treatment (8 buildings) 2520 S Brush Creek Rd 8,000 Public waste water treatment and discharge 1,400 4,200 2,400 3,400 3,000 1,900 700 Library 1107 S Duck St 62,000 Books, room rentals Senior Center 1015 E 12th Ave 10,000 Senior citizens social recreation facility Animal Shelter/Humane Society 1710 S Main St 7,000 Animal welfare, boarding, adoptions Fire Station 1 and Administration 1510 S Main St 14,000 Firefighting equipment and living quarters, administrative offices Fire Station 2 600 W University Ave 24,000 Firefighting equipment and living quarters Fire Station 3 416 E Lakeview Rd 5,500 Firefighting equipment and living quarters Fire Station 4 4501 W 19th Ave 4,500 Firefighting equipment and living quarters Strickland Park Concession/Restroom 313 N Main St 2,200 Ballfield concessions and restrooms Babcock Park Concession/Restroom 1798 S Western Rd 1,000 Ballfield concessions and restrooms Whittenburg Park Concession/Restroom 5316 N Washington St 1,600 Ballfield concessions and restrooms Sanborn 4&5 Concession/Restroom 1303 N Airport Industrial Access Rd 2,000 Ballfield concessions and restrooms Sanborn 1,2&3 Concession/Restroom 1303 N Airport Industrial Access Rd 1,000 Ballfield concessions and restrooms Southern Woods Concession/Restroom 1123 S Ramsey St 1,000 Ballfield concessions and restrooms Prairie Arts Center 1001 S Duck St 17,000 Public arts fabrication and instruction Municipal Pool 801 E 12th Ave 5,000 Outdoor aquatics and lessons Tiny Paws Kitten Rescue 901 S Lowry St 3,400 Kitten boarding and adoption Our Daily Bread Food Bank/Oklahoma DPS 701 E 12th Ave 18,000 Public food bank, drivers license and testing Total 521,700 Page 8 of 20 Street Lighting System Note: Two corridors within the City of Stillwater are regulated by the Oklahoma Department of Transportation Standards and Specifications. o US-177/Perkins Road o SH-51/6th Avenue Watts Lumens Quantity 100 9500 1344 150 15,000 7 175 20,000 3 200 22,000 1937 250 28,000 26 400 50,000 345 Unknown Unknown 307 City of Stillwater Terms, Conditions Questions Regarding Request for Proposals - Questions regarding any portion of this Request for Proposals must be submitted in writing. Questions and concerns must be received no later than seven (7) days prior to the RFP due date. Any oral responses to questions before a contract is awarded are not binding on the City of Stillwater. At the Citys discretion, any information or clarification made to you may be communicated to other ESCOs that notified the City of their intent to respond if appropriate to ensure fairness in the process for all ESCOs. Oral Statements - No oral statements by any person shall modify or otherwise affect the provisions of this Request for Proposals and/or any contract resulting therefrom. All modifications, addenda or amendments must be made in writing by the City of Stillwater. Examination by Respondents - ESCO must examine all of the documents in this RFP prior to submitting any response. Failure to examine such documents and any errors made in the preparation of such response are at your own risk. Addenda or Amendments - The City of Stillwater may addend or amend its RFP at any time before the submission date. It is ESCOs responsibility to inquire about any addenda or amendments by signing and returning an Acknowledgement of Receipt of Addenda/Amendments with your response. The City of Stillwater may reject any response that fails to acknowledge any addenda or amendments. No Indemnification or Arbitration by City - The City of Stillwater is a municipal corporation that is funded by its taxpayers to operate for the benefit of its citizens. Accordingly, and pursuant to Oklahoma law, Stillwater shall not indemnify nor hold respondents harmless for loss, damage, expense or liability arising from or related to this RFP or any contract resulting therefrom, including any attorneys fees and costs. In addition, respondent shall not limit its liability to Stillwater for actual loss or direct damages for any claim based on a material breach of this RFP and the documents incorporated herein. Stillwater reserves the right to pursue all legal and equitable remedies to which it may be entitled. Stillwater will not agree to binding arbitration of any disputes. Taxes - The City of Stillwater is exempt from federal excise and state sales taxes and such taxes shall not be included in the contract prices. Page 9 of 20 Cost to Prepare a Response - The City of Stillwater is not responsible for any of ESCOs costs in preparing the response, attending a Pre-Proposal Conference, or any other costs incurred, regardless of whether the response is submitted, accepted, or rejected. Proposal Rejection or Withdrawal The City of Stillwater may reject any or all responses, in whole or in part. A response may be rejected if it contains additional terms, conditions, or agreements that modify the requirements of this RFP or attempts to limit ESCOs liability to the City of Stillwater. A response may be rejected if respondent is currently in default to City of Stillwater on any other contract or has an outstanding indebtedness to the City of Stillwater of any kind. City reserves the right to waive any formalities or minor irregularities, defects, or errors. Proposal withdrawal may only be accomplished by an Authorized Agent requesting withdrawal in person at the City Clerks office before the Citys close of business on the Proposal submission date. Force Majeure - In no event shall City of Stillwater be responsible or liable for any failure or delay in the performance of its obligations hereunder arising out of or caused by, directly or indirectly, forces beyond its control, including, without limitation, strikes, work stoppages, acts of war or terrorism, civil or military disturbances, nuclear or natural catastrophes, acts of God, or the declaration of a federal, state, or local emergency. In the event of a declared federal, state, or local emergency affecting Stillwater, Oklahoma, the City Manager shall have the unilateral right to suspend any or all services provided for under any Contract resulting from this RFP or to terminate any Contract without any liability whatsoever. In the event of termination, the Contract shall not be revived by the expiration of the declared emergency. In the event of suspension of any or all services during a time of declared emergency and upon expiration of said declared emergency, the parties may mutually agree in writing to resume services. City of Stillwater Special Requirements Irrevocable Offer Period - ESCO understands and acknowledges that the offer submitted as the response is firm and irrevocable from the Citys close of business on the Proposal submission date until 120 days after the Proposal submission date. General Liability/Indemnification - ESCO shall hold the City of Stillwater harmless for any loss, damage or claims arising from or related to ESCOs performance of any agreement resulting from this RFP. You must exercise all reasonable and customary precautions to prevent any harm or loss to all persons and property related to any agreement resulting from this RFP. ESCO agrees to indemnify and hold the City of Stillwater harmless from claims, demands, causes of actions or suits of whatever nature arising out of the Goods and/or Services, labor, or materials furnished by ESCO or ESCOs subcontractors under the provisions of the RFP documents and any subsequent contracts negotiated if your company is selected as the ESCO for the City of Stillwater. Insurance - The selected ESCO and its subcontractors must obtain at ESCOs expense, and keep in effect during the term of all agreements, including any renewal periods, policies of General Liability insurance in the minimum amounts set forth below and Workers Compensation insurance in the statutory limits required by law. The amounts set forth below are minimums, to Page 10 of 20 the extent additional coverage is required, it will be set forth in the contract. Amounts required by the contract shall govern. Workers Compensation - Statutory Limits Employers Liability - $1,000,000 aggregate comprehensive General Liability - $1,000,000 per occurrence Property Damage - $25,000 per occurrence Property Damage - $1,000,000 aggregate Auto Liability - $125,000 each person for bodily injury Auto Liability - $25,000 each occurrence for property damage The City of Stillwater shall be named an additional insured on the Comprehensive General Liability policy in amounts equal to the liability limits for political subdivisions set forth in the Oklahoma Governmental Tort Claims Act, 51 O.S. 151, et seq. Provided, however, this shall not preclude the Contractor from carrying insurance in amounts exceeding said liability limits so long as the City is not named as an additional insured in any amount in excess of said statutory liability limits. ESCOs insurer must be authorized to transact business in the State of Oklahoma. Financial Terms and Conditions Basis for payment City shall only pay for square footage and street lighting actually audited. ESCO response to this RFP shall indicate the amount per square foot and per street light to be charged for audited facilities. Project with Insufficient Savings City shall have no payment obligations under this Contract in the event that ESCO's final Investment Grade Audit and Project Development Contract does not contain a package of energy, green-house gas emissions, and water saving measures which, if implemented, will provide the City with cash savings sufficient to fund Citys payments of all costs and fees associated with an Energy Performance Contract including but not limited to: o Debt service o ESCO fees o Maintenance services o Monitoring services o Other services as may be needed Should the ESCO determine at any time during the Investment Grade Audit that savings cannot be attained to meet these terms, the Investment Grade Audit will be terminated by written notice from the ESCO to the City. In this event, this Contract shall be cancelled and City shall have no obligation to pay in whole or in part. Funding sources that can be considered in the audit to support payment Annual energy cost savings Annual water and other utility cost savings Page 11 of 20 Material/commodity savings, only in years when savings are achieved, including avoided costs such as lamp and ballast replacements, scheduled replacement of parts, etc. Energy cost offset from any proposed renewable power generation (i.e. solar street lighting, solar rooftop installations, wind, etc.) Inflation Rates Any inflation rates shall be pre-approved by City and shall be based on a recognized industry standard, such as the Consumer Price Index. Submitting a Response The Proposal shall contain, at a minimum, the following information in order. Submit (3) three copies of your response. IMPORTANT: Re-state the number and topic before your response to each item. 1. Program Participation and Compliance - State your firms understanding of and commitment to adhere to the following: a. State Statutes b. Financial Terms and Conditions c. City of Stillwater Terms, Conditions, and Requirements in this RFP 2. Technical Approach a. Investment Grade Audit - Briefly summarize your overall approach to auditing. i. Include a sample from a previous contract implemented in a municipal facility. ii. Provide a brief overview of your sample Investment Grade Audit. iii. Include detailed energy/water savings and economic calculations (excluding equipment cut sheets) and samples of tables and supporting calculations. This is intended to allow reviewers to conduct a reasonable analysis of your companys auditing methodology. Please be judicious regarding the volume of information submitted. b. Measurement and Verifications Approach i. Briefly summarize your overall approach to Measurement and Verification. ii. Provide a sample M&V Plan from a performance contracting project implemented by your company. iii. Include a brief overview of your sample M&V plan. iv. Provide a sample Measurement and Verification Savings Report prepared by your firm from a completed performance contracting project currently in repayment. v. Include a brief overview of your sample Measurement and Verification Report. c. Commissioning Approach i. Briefly summarize your overall approach to commissioning. ii. Provide a sample Commissioning Plan from a performance contracting project implemented by your firm. iii. Include a brief overview of your sample Commissioning Plan. Page 12 of 20 d. Operations and Maintenance Plan development i. Briefly summarize your approach to Operations and Maintenance. ii. Provide a sample Operations & Maintenance Plan from a performance contracting project implemented by your firm iii. Include a brief overview of your sample Operations and Maintenance Plan. e. Handling of Savings Shortfalls - Address any savings shortfalls that occurred over the past 5 years (up to 10 examples) and describe how they were resolved. 3. Management Approach for this Project Limit this section to 5 pages. a. Organizational Structure i. Show the organization chart for implementing and managing the project with the core energy team assigned to this project. ii. Show clear lines of communication and responsibility. iii. Describe the transition and responsible parties involved from the auditing to construction phase, construction to follow-up monitoring phase, etc. iv. Also include an organization chart showing the corporate structure with added corporate support for the project. b. Local Staffing and Support required i. List the office location (city and state) for the core energy team for this project. ii. Describe the extent of local staffing and support for each phase of a typical project. iii. Describe the relevance or importance of local presence with regard to this project. c. In-House vs. Subcontracting i. Describe the types of services that your company offers in-house and the services to be offered through subcontractors. ii. Describe how subcontractors are selected. Also comment on your ability to competitively select subcontractors. d. Project Coordination - Describe how your firm would coordinate and avoid conflicts with the buildings operation and use including City staff, citizens, and contractors on other projects. e. City Involvement - Describe how you engage the Owner in decision making regarding project scope, equipment specifications, ongoing operational and maintenance strategies, etc., and how you incorporate Owners needs. f. Long-Term Servicing i. Describe long-term servicing of equipment and systems. ii. State the location of your nearest servicing office. g. Personnel and Staffing i. Use the following table format to present background on personnel or subcontractors who will be assigned responsibility for a core project task. ii. Also include any added expertise and capability of staff available through other branch offices, subcontracts, etc., that can provide back- up strengths. Page 13 of 20 Personnel Profile: Name Potential Role Base Location Current Employment Current job title Company (if subcontractor) Job responsibilities Number of years with ESCO Previous Employment Job Title Company name Job responsibilities Number of years with firm Academic/Professional Qualifications Degree/discipline: College/university Professional Certifications (PE, CEM, CMVP, etc.) Technical Training Accreditations Overall Total years of relevant experience: Other relevant experience or accomplishments: Performance Contracting Experience (Past 5 Years) Project #____ Project Name: Project location: Type of facilities: Year implemented: Project Cost (installed cost): Role and responsibilities: 4. Overview - Provide an overview, maximum of three (3) pages, to present your company as it relates to this project. The purpose of this overview is to provide a good introduction of your firm to the evaluation committee. 5. Project History a. Market Sector Involvement - Briefly describe your companys expertise/experience in the market sector and types of facilities related to this RFP. b. Project List - Using the table format below, list up to 15 Energy Savings Performance Contracting projects developed and implemented by your firm within the past five years that have completed construction. Project Name Market Sector City & State Project Size (Dollars) Project Size (Square Feet) Year Completed c. If it is relevant to list projects performed outside of the firm, clearly identify the firm with overall responsibility for that project and the projects relevance to this solicitation. Page 14 of 20 d. Project Data and References - Using the table format below, provide detailed information on up to eight performance contracting projects your firm completed. Only include projects that have at least one year of documented performance data, are currently in repayment, are currently under contract with your firm, and that can be used as references. If desired, provide additional project detail, such as a case study, in any format (maximum of an additional two pages for each project). We recognize that the actual performance data of some projects may be confidential information, protected by the customer and subject to confidentiality agreements in project contracts. Project Name Facility Type and Use Project Size: -Number of Buildings -Total Square Footage Types of Measures Project Cost: Installed Project Costs Project Cost: Financed Amount Guaranteed Annual Savings ($) Financing/Funding Source Project Schedule: -Construction Start and End Dates -Guarantee Period Start and End Dates Describe if project was completed on schedule or delayed Measurement and Verification Methods Project Personnel: List all ESCO personnel associated with this project (limit to those who may be assigned to a project) and their roles and responsibilities (only list those who may be assigned to a project). Contact Information: Current phone and email address of owner representatives you worked with. Commodity Units Guaranteed Annual Savings Achieved Savings Year 1 Achieved Savings Year 2 Achieved Savings Year 3 Achieved Savings Year 4 Achieved Savings Year 5 Electricity kWh Electric Demand kW Natural Gas Therms Fuel Oil Gal Page 15 of 20 Steam Fuel Oil Gal Water Other Material $ Maintenance Contracts $ Other $ TOTAL 6. Financial Soundness and Stability a. Financial reports for the past 3 years, balance sheets, income statements, statement of cash flow, statement of financial conditions, all from a referenced preparer (include name, address, phone number, and email). b. Bonding capability/capacity, include responses to the following: i. Current bonding rating ii. Current bonding capacity iii. Amount or percentage of bonding capacity currently obligated iv. Confirmation that the company is bondable for 100% of a payment bond on a project v. Confirmation that the company is bondable for 100% of a performance bond on a project vi. Letter from a licensed surety as evidence of ability to bond for payment and performance 7. Potential Projects a. Based on your preliminary assessment of the information provided, describe any equipment modifications, installations or replacements at the facilities that your firm would consider installing as a part of this project. b. Address energy, renewable energy generation, water and operational opportunities. c. Describe any special features, renewable technologies, or advanced technologies that might be applicable. d. Describe any special features or services associated with your proposed improvements that would add value to Owner. e. Describe your approach to achieve compatibility (such as open systems) and/or standardization of equipment in the facilities to be addressed. 8. Qualifications a. History and Focus of Company No more than one page. i. Discuss the structure and evolution of the firm ii. List any other names for companys business. iii. State the number of years the company has been involved in the energy-efficiency related business. iv. State the number of years the company has offered Energy Savings Performance Contracting services. Page 16 of 20 v. State the number of project professionals (energy engineers, project managers, etc.) in your firm that are directly involved in the performance contracting and energy efficiency or renewable energy business. vi. State the number of performance contracting projects completed by the company. b. Industry Accreditations - List any industry accreditations, partnerships, memberships, and pre-qualifications and briefly describe the relevance of each. c. Energy Systems in Buildings - Provide a brief discussion (five pages maximum) for this section to illustrate the companys capability in each area. i. Mechanical/Electrical Systems Include lighting, indoor and outdoor, heating, ventilation and indoor air quality issues, cooling, control and building automation, fuel switching, and central plant. ii. Renewables Include daylighting, solar-electric, solar-thermal, geothermal, wind, biomass, distributed generation. iii. Water Measures Include plumbing fixtures, landscape irrigation, and mechanical plant water-saving measures. iv. Specialty Systems or Specific Building Types - Include kitchen or laundry; laboratories, clean rooms; healthcare hospitals, nursing homes, clinics; swimming pools and recreational facilities; computer laboratories, data Centers; correctional facilities. v. Energy Management Services - Include energy management, occupant programs (behavior focus), utility bill auditing and bill payment, benchmarking, LEED for Existing Buildings. vi. Envelope Measures - Include: walls, windows, roof, infiltration reduction vii. Operational Savings Measures - Include eliminated maintenance costs, training programs for staff or occupants, waste measures. viii. Other Any additional topics or items the ESCO would like to submit for consideration. d. Describe Project Development and Implementation Experience i. Energy auditing (potential measures, savings projections; cost estimates) ii. Baseline development (including future savings adjustment) iii. Project proposal (package of measures with cash flow) iv. System design engineering v. Equipment and subcontractor procurement and bidding vi. Construction management vii. Commissioning of projects and retro-commissioning of existing buildings viii. Project management ix. Hazardous materials identification and abatement, recycling or disposal (including asbestos) Page 17 of 20 9. Cost and Pricing a. Investment Grade Audit Fee i. Utilize the table format below to provide the maximum fee to conduct the Investment Grade Audit and Project Development Proposal on a cost per square foot basis and per light (for street lighting system). ii. Through this proposed maximum fee, your firm acknowledges the responsibility to adhere to and complete the full scope of work. iii. The City will pay only for the actual square footage and components of the lighting system evaluated. iv. The City recognizes that an Investment Grade Audit is a significant undertaking; therefore, a zero cost will result in disqualification of your company from this solicitation. Buildings $/Square Foot Street Lighting System $/Light Total (based on estimated square footage and number of lights in the Facility Profile section) 10. Required Forms The forms on the following pages must be completed and submitted in order for the submittal to be considered. Page 18 of 20 NON-COLLUSION AFFIDAVIT (Required by Oklahoma Competitive Bidding Act, 61 O.S. 138) STATE OF ________________________) )ss. COUNTY OF ______________________) I, ________________________________, of lawful age, being first duly sworn, state that: (Sellers Authorized Agent) 1. I am the authorized agent of Seller herein for the purpose of certifying facts pertaining to the existence of collusion among and between Bidders and municipal officials or employees, as well as facts pertaining to the giving or offering of things of value to government personnel in return for special consideration in the letting of any contract pursuant to the Bid to which this statement is attached. 2. I am fully aware of the facts and circumstances surrounding the making of the Bid to which this statement relates, and I have been personally and directly involved in the proceedings leading to the submission of such Bid; and 3. Neither the Seller nor anyone subject to the Sellers direction or control has been a party: a. to any collusion among Bidders in the restraint of freedom of competition by agreement to Bid or contract at a fixed price or to refrain from bidding or contracting, b. to any collusion with any municipal official or employee as to quantity, quality, or price in the prospective contract, or as to any other terms of such prospective contract, nor c. in any discussions between Bidders and any municipal official concerning exchange of money or other thing of value for special consideration in the letting of a contract, I certify, if awarded the contract, whether competitively bid or not, neither the business entity I represent nor anyone subject to the business entitys direction or control has paid, given or donated or agreed to pay, give or donate to any officer or employee of the City of Stillwater any money or other thing of value, either directly or indirectly, in procuring the contract to which this statement relates. By: Signature Printed Name: Title: Subscribed and sworn to before me this _______ day of ________________, 20_____. Notary Public My Commission Expires: Notary Commission Number: County & State where Notarized: Page 19 of 20 BUSINESS RELATIONSHIP AFFIDAVIT (Required by Oklahoma Competitive Bidding Act, 61 O.S. 108) I, ___________________________________, of lawful age, being first duly sworn, on oath says that (s)he is the agent authorized by the bidder to submit the attached bid. Affiant further states that the nature of any partnership, joint venture, or other business relationship presently in effect or which existed within one (1) year prior to the date of this statement with the architect, engineer, or other party to the project is as follows: ___________________________________________________________________________________ ___________________________________________________________________________________ ___________________________________________________________________________________ Affiant further states that any such business relationship presently in effect or which existed within one (1) year prior to the date of this statement between any officer or director of the bidding company and any officer or director of the architectural or engineering firm or other party to the project is as follows: ___________________________________________________________________________________ ___________________________________________________________________________________ ___________________________________________________________________________________ Affiant further states that the names of all persons having any such business relationships and the positions they hold with their respective companies or firms are as follows: ___________________________________________________________________________________ ___________________________________________________________________________________ ___________________________________________________________________________________ (If none of the business relationships hereinabove mentioned exist, affiant should so state.) By: Signature Printed Name: Title: Subscribed and sworn to before me this _______ day of ________________, 20_____. Notary Public My Commission Expires: Notary Commission Number: County & State where Notarized: Page 20 of 20 ACKNOWLEDGEMENT OF RECEIPT OF ADDENDA/AMENDMENTS I hereby acknowledge receipt of the following addenda or amendments, and understand that such addenda or amendments are incorporated into the Bid Packet and will become a part of any resulting contract. List Date and Title/Number of all addenda or amendments: (Write None if applicable) Sign Here Printed Name: Title: Date: