Energy Audit RFP final 8 3 09  2
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Energy Audit RFP final 8 3 09 2

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CITY OF PITTSBURGH DEPARTMENT OF PUBLIC WORKS BUREAU OF TRANSPORTATION AND ENGINEERING ALLEGHENY COUNTY, PA REQUEST FOR ENERGY AUDITING SERVICES PROPOSAL The Office of Sustainability and Energy Efficiency of the City of Pittsburgh will receive Proposals at its offices in Room 637, City County Building, 414 Grant Street, Pittsburgh, PA, from qualified firms for Energy Auditing services until 4:00 p.m., on September 2, 2009 for the following: AN ENERGY AUDIT OF THE CITY-COUNTY BUILDING LOCATED AT 414 GRANT STREET, PITTSBURGH PA 15219 (BUREAU PROJECT NO. 098-1101) Paper Submission - The Consultant shall submit five (5) paper copies of their proposal (double-sided where possible) in a sealed envelope, which is clearly marked: “ENERGY AUDIT OF CITY-COUNTY BUILDING- DEPARMENT OF PUBLIC WORKS - CONSULTANT PROPOSAL - BTE Project No. 098-1101”. Proposals and all other documents must be unbound. Do not submit plastic binders, plastic covers, or other materials that are not readily recyclable. Applicants should also include an electronic version of proposal, submitted on a c.d. or flash drive. The proposal will be submitted to the Energy and Utilities Manager addressed as shown: Office of Sustainability and Energy Efficiency Attn: Jim Sloss, Energy and Utilities Manager 637 City County Building 414 Grant Street Pittsburgh, PA 15219 The Energy and Utilities Manager reserves the right to reject any or all proposals. A mandatory pre-submission ...

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CITY OF PITTSBURGH DEPARTMENT OF PUBLIC WORKS BUREAU OF TRANSPORTATION AND ENGINEERING ALLEGHENY COUNTY, PA  REQUEST FOR ENERGY AUDITING SERVICES PROPOSAL The Office of Sustainability and Energy Efficiency of the City of Pittsburgh will receive Proposals at its offices in Room 637, City County Building, 414 Grant Street, Pittsburgh, PA, from qualified firms for Energy Auditing services until 4:00 p.m., on September 2, 2009 for the following: AN ENERGY AUDIT OF THE CITY-COUNTY BUILDING LOCATED AT 414 GRANT STREET, PITTSBURGH PA 15219 (BUREAU PROJECT NO. 098-1101)  Paper Submission - The Consultant shall submit five (5) paper copies of their proposal (double-sided where possible) in a sealed envelope, which is clearly marked: “ENERGY AUDIT OF CITY-COUNTY BUILDING- DEPARMENT OF PUBLIC WORKS - CONSULTANT PROPOSAL - BTE Project No. 098-1101”. Proposals and all other documents must be unbound. Do not submit plastic binders, plastic covers, or other materials that are not readily recyclable.  Applicants should also include an electronic version of proposal, submitted on a c.d. or flash drive. The proposal will be submitted to the Energy and Utilities Manager addressed as shown: Office of Sustainability and Energy Efficiency Attn: Jim Sloss, Energy and Utilities Manager 637 City County Building 414 Grant Street Pittsburgh, PA 15219 The Energy and Utilities Manager reserves the right to reject any or all proposals.  A mandatory pre-submission conference  will be held Wednesday, August 19, 2009, at 9:00 a.m., prevailing local time, with City of Pittsburgh personnel and all prospective bidders and other interested parties to discuss this project. The meeting will take place in the large conference room of the Department of Public Works, Room 301, City-County Building, downtown Pittsburgh, PA. The anticipate start date of this contract is January 4, 2010. This request for proposals is being funded through the Energy Efficiency and Conservation Block Grant Program of the City of Pittsburgh.
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Guy Costa, Director Department of Public Works
R E Q U E S T F O R P R O P O S A L  ENERGY AUDIT OF CITY-COUNTY BUILDING
 BTE Project No. 098-1101  
   August 5, 2009  City Of Pittsburgh Department Of Public Works Bureau of Transportation and Engineering Architecture Division
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 TABLE OF CONTENTS  
 1.0 PROJECT PROGRAM 1.01 PROJECT DESCRIPTION........................................................................................................... 4 1.02 PROJECT FUNDING................................................................................................................... 5 1.03 PROJECT SCOPE/PHASES ........................................................................................................ 5 1.04 PROJECT DELIVERABLES ....................................................................................................... 5 1.05 ANTICIPATED PROJECT SCHEUDLE .................................................................................... 6  2.0 GENERAL CONDITIONS 2.01 INSURANCE REQUIREMENTS ................................................................................................ 7 2.02 COMMUNICATIONS REGARDING RFP……………………………………………………..7 2.03 MINORITY AND WOMEN BUSINESS ENTERPRISE PARTICIPATION............................ 8 2.04 OBLIGATIONS OF THE CITY OF PITTSBURGH ................................................................... 9 2.05 CONSULTANT'S RESPONSIBILITY ........................................................................................ 9 2.06 CONSULTANT SELECTION PROCESS ................................................................................... 10 2.07 STATEMENT OF AFFILIATIONS TO BE FILED BY CONSULTANTS................................ 11 2.08 DEBARMENT AFFIDAVIT........................................................................................................ 12 2.09 ANTI-COLLUSION AFFIDAVIT ............................................................................................... 12  3.0 INSTRUCTIONS FOR PROPOSAL PREPARATION 3.01 GENERAL REQUIREMENTS .................................................................................................... 13 3.02 TECHNICAL AND PRICE PROPOSAL..................................................................................... 13 3.03 REFERENCES AND PROPRIETARY INFORMATION........................................................... 14  4.0 ATTACHMENTS ATTACHMENT A - PROPOSED SELECTION PROCESS/SCHEDULE ATTACHMENT B - PROPOSAL EVALUATION FORM ATTACHMENT C - STATEMENT OF AFFILIATIONS ATTACHMENT D - PERSONAL AND PROFESSIONAL SERVICES FORMS ATTACHMENT E - PRICE PROPOSAL FORMS
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1.0 PROJECT PROGRAM The City of Pittsburgh is requesting proposals from qualified firms to perform an energy audit on the City County Building. The goals of this project are to reduce costs of energy use in the building; decrease the City’s impact on the environment by using less energy; provide a healthy, aesthetically pleasing work environment for City employees; and maintain the historical integrity of the building.  1.01  PROJECT DESCRIPTION  Facility Description   Address: 414 Grant Street, Pittsburgh, PA, 15219   Nine floor office building shared by City of Pittsburgh and Allegheny County.    The City-County Building was designed by Henry Hornbostel to house both City of Pittsburgh and Allegheny County offices. Construction began in 1915 and the building opened in 1917. While the City-County Building has undergone numerous renovations over the years, there have been no additions built on to the original structure.    There are two (2) banks of elevators with six (6) cars each .    HVAC description: The City-County Building is heated by steam, distributed by Pittsburgh-Allegheny County Thermal. The various floors may have different heating and cooling systems, including hot water converters, chillers, evaporators, air handlers, and window air conditioners. The various pieces of equipment range in age from 5 years to over 35 years old. There is no Central location to control all of the systems, although the cooling systems on the 6 th and 9 th floors can each be centrally controlled. There are approximately 240-250 window air conditioning units in use in the building, ranging in age from brand new to about 10 years old. A brief description of HVAC equipment in the building follows:  o  Basement- condenser, evaporator, hot water converters, 4 exhaust fans. o  First Floor / Mezzanine- chiller, evaporators, air handlers, air compressor, some window units (One half of first floor under County control.) o  Second Floor- air handlers, air conditioning ,window units. o  Third Floor- various air conditioning units (Public Works) / window units. o  Fourth Floor- air handlers  (Personnel Department only) / window units. o  Fifth Floor- window units. o  Sixth Floor- air conditioning, air handlers (Chiller located on roof. Controlled by Allegheny County. Also provides cooling for 7,8, and half of 9 th floor) o  Ninth Floor- central air conditioning (cable bureau only) / window units, various ac units (credit union) o  (note that HVAC information is not provided for the seventh , eighth, and half of the ninth floor as these are controlled by Allegheny County.)
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   Utility accounts: There is one steam account (1 meter) and two electricity accounts (2 meters). There is no sub-metering in the building, currently.  1.02  PROJECT FUNDING This request for proposals is funded through the Energy Efficiency and Conservation Block Grant Program of the City of Pittsburgh. 1.03  PROJECT SCOPE/PHASES The selected contractor will be expected to identify the current uses of energy, including types and amount of energy used. The contractor would then identify potential energy savings opportunities available through efficiency measures. The final report should prioritize potential energy savings measures and make recommendations to the City. The selected vendor must have expertise, or be willing to partner with a subcontractor to provide expertise in the installation, maintenance, and operation of equipment and systems using energy. These equipment and systems will include, but not be limited to:   HVAC equipment, systems, and controls   Boilers   Steam distribution systems   Chillers/refrigeration   Motors   Controls (pneumatic, electric, and direct digital)   Electrical systems   Lighting systems   Elevators   Domestic water heaters   Heat recovery systems   Weatherization and building envelope  1.04 PROJECT DELIV RABLES E The final deliverable expected of the contractor is a comprehensive report that describes the current energy use in the City County Building by system and type of energy. The report should also provide the results of an assessment of the building envelope. The report shall conclude with recommendations of energy efficiency improvements that: o  Specify recommended systems and equipment; o  Provide estimates of capital and operating costs for proposed systems; and
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o  Calculate energy savings and pay back period.
 1.05 ANTICIPATED ROJECT SCHEDUL E August 5, 2009 City issues advertisement/posting of RFP August 19, 2009 Mandatory Pre-bid conference August 26, 2009 City issues responses to clarification requests September 2, 2009 Proposals due September 16, 2009 Top three candidates interviewed (If necessary) September 23, 2009 City staff meet to finalize ratings/identify top candidate September 30, 2009 Forward final rankings/recommendation to Director with support documents for concurrence or comment October 15, 2009 Forward recommendation to City MBE/DBE Review Committee for concurrence October 16, 2009 Upon concurrence, issue award letter/negation/finalize scope/price with top ranked firm November 4, 2009 Inform unsuccessful candidates November 11, 2009 Draft consultant agreement/issue for signatures January 4, 2010 Issue notice to proceed
  
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2.0 GENERAL CONDITIONS  2.01 INSURANCE REQUIREMENTS  Prior to the beginning of work on this project, the Consultant will be required to deliver to the City, certificates of insurance evidencing the following minimum coverages for benefit of the City as Additional Insured. Such insurance shall be non-cancelable, except upon thirty (30) day's prior written notice to the City of Pittsburgh.   A. Public Liability Bodily Injury, Including death B. Property Damage Combined Automobile Liability Bodily Injury, Including death C. Property Damage Combined Professional Liability D. Workers' Compensation Insurance Statutory
Individual $500,000.00 $500,000.00
$1,000,000.00
Aggregate $1,000,000.00 $1,000,000.00
$1,000,000.00
 
 All premiums shall be at the expense of the Consultant. The General Liability certificate must state that the policy is an "Occurrence" policy. A "Claims Made" policy is not acceptable. The City of Pittsburgh must be named an additionally insured with respect to the General Liability policy.  2.02 COMMUNICATIONS REGARDING THE RFP Upon release of this RFP, all Respondent communications concerning this solicitation must be directed to the RFP Coordinator at the following points of contact: Office of Sustainability and Energy Efficiency Attn: Jim Sloss, Energy and Utilities Manager 637 City County Building 414 Grant Street Pittsburgh, PA 15219 James.sloss@city.pittsburgh.pa.us 412-255-2255 Fax: 412-255-2355  
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All communications should be in writing to the RFP Coordinator. Any verbal communications will be considered unofficial and non-binding on the City. Written questions and requests for clarification must be received no later than the date as set forth in ATTACHMENT A. The City shall respond to written questions and requests for clarification in writing, and shall post them on the City website.  
  2.03 MINORITY AND WOMEN BUSINESS ENTERPRISE PARTICIPATION  Minority Business Enterprise (MBE) and Women Business Enterprise (WBE) participation is requested in all City of Pittsburgh contracts. Such participation may be demonstrated by utilization of MBE/WBE firms through the use of subcontracts with such firms in support services, supplies, etc. The offeror will include in the proposal a plan on how and to what extent the MBE/WBE participation will be utilized. In order for the proposed MBE/WBE participation to be considered, a copy of a current MBE/WBE certification letter for the offeror or the subcontractor must be submitted with the proposal. Certification by PennDOT, or County of Allegheny, or the Commonwealth of Pennsylvania Department of General Services is recognized by the City. Letters of certification from the Port Authority of Allegheny County and the Regional Minority Purchasing Council must be accompanied by a letter of one of the above-mentioned governmental entities. The City requires that all firms demonstrate a good faith effort to obtain the participation of MBEs and WBEs in all work to be performed under City contracts. It is recognized that the current business pool for many of the services, supplies and equipment that the City contracts for does not include percentages of minorities or females. The City, however, wishes to encourage minority and women's participation in all business pools and anticipates that, all things being equal, each business pool should eventually have a minority and women population approximating the minority and women population of the City's labor force generally. It is therefore the City's current goal to encourage increased minority and women's participation in all business pools. It is believed that it is reasonable to expect that in the near future minority participation should constitute twenty five percent (25%) and women's participation should constitute ten percent (10%) of the total dollar value of City contracts. Thee firm shall complete and submit the Personal and Professional Services Rating Forms regarding the provider's previous history and additional information. Copies of these forms are attached.  (See ATTACHMENT D.) The rating form should contain a listing of all contracts held with the City for the past three years together with information as to the MBE and WBE participation in each. Any other information, which may have an impact upon the determination of whether a party is a "responsible bidder", may be submitted including:
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1. Statistics regarding the percentages of women and minorities employed by the provider. 2. Information regarding the availability of MBEs and WBEs to perform work required by the contract at issue. For personal and professional services contracts in an amount of $25,000.00 or more, it shall be a term of the contract that final payment shall be conditioned on receipt by the Department of a report from the Consultant detailing: 1. The dollar amount of the contract paid ' to MBEs along with the names, addresses and telephone numbers of said MBEs. 2. The dollar amount of the contract paid to WBEs along with the names, addresses and telephone numbers of said WBEs. 3. An explanation of any failure to achieve the goals for MBE and WBE participation which had been represented to City prior to the award of the contract.  City intends to monitor the progress closely, including revising the practices and procedures from time to time, as conditions warrant. The Screening Committee's recommendation must be forwarded to the MBE/WBE Committee for concurrence. In the event that the recommendation does not receive the approval of the Committee, the firm will be asked to increase the MBE/WBE participation, and if such is not forthcoming, the City will continue the selection process by considering the next technically ranked firm.
 2.04 OBLIGATIONS OF THE CITY OF PITTSBURGH  (a) instructions and clarifications to Consultant Engineer on RFP procedures; (b) evaluations of proposals and awarding of Contract; (d) make available to the Consultants, by appointment, all relevant data in its possession regarding the project under contract once awarded; and (e) secure determination of wage rates under the Davis-Bacon Act from the U.S. Department of Labor, which will be a part of the Contract Documents  2.05 CONSULTANT'S RESPONSIBILITY  (a) All materials and work products prepared, developed or obtained through the professional services agreement shall be promptly delivered to and become the property of the City and there
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shall be no limitation on the subsequent use of same by the City. Failure to comply with this provision shall, at the City's election, absolve the City for payment of any compensation to the Consultant in connection with the work performed under the agreement; (b) The Consultant's work shall be subject to monitoring and review by the City through the Department of Public Works. Where the Consultant's work is unsatisfactory to the Department, it shall be corrected by the Consultant at the direction of the Department and at no additional cost to the City; (c) The Consultant shall adhere to the proposed project schedule by completing and furnishing all work products within the allotted time frame. Any changes to the schedule proposed by the Consultant must be requested in writing from the Director.  2.06 CONSULTANT SELECTION PROCESS/SCHEDULE  ATTAHCMENT A lists the consultant selection process and schedule for this RFP. A. Selection Committee The City will set up a Selection Committee to review proposals including the appropriate professional and managerial staff of the Bureau. Staff from other departments may also be included. B. Advertisement The City will advertise one time in the Post Gazette and Courier and post the RFP continuously on its website for the period from Advertisement to Proposal due date. C. Request for Proposal The RFP will be available on line only. D. Questions/Comments The City will convene a Pre-submission meeting and receive written questions and requests for clarifications from candidates up to the close of the Pre-submission meeting date and post responses in writing on the City web-site within one week. The Pre-submission meeting will be mandatory and will be held at the following date and time and at the following location:
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DATE: August 19, 2009 TIME: 9:00 a.m. LOCATION: Large Conference Room Bureau of Transportation and Engineering Department of Public Works Room 301, City-County Building 414 Grant Street Downtown Pittsburgh  E. Proposal Evaluation The Screening Committee shall review and evaluate the candidates’ proposals based on the attached Proposal Evaluation Form  (ATTACHEMNT B). It is recommended that submissions clearly address each of the evaluation criteria to assist in the evaluation process. F. Selection of Top Three Candidates/Interviews The City may at it discretion schedule interviews with the top three ranked candidates before finalizing scores. The final recommendation will be made based on the highest scoring firm. G. Concurrence by Minority/Women Business Development Committee The Screening Committee's recommendation must be forwarded to the Director for approval and the MBE/WBE Committee for concurrence. In the event that the recommendation does not receive the approval of the Committee, the firm will be asked to increase the MBE/WBE participation, and if such is not forthcoming, the City will continue the selection process by considering the next technically ranked firm.
 2.07 STATEMENT OF AFFILIATIONS TO BE FILED BY CONSULTANTS As a result of a recent amendment to the Ethics Code, all Consultants who enter into a contract with the City for an amount of $ 1,000.00 or more must file a "Statement of -Affiliations" (See ATTACHMENT C.) Consultant shall file a "Statement of Affiliations" as part of their proposal in compliance with Section 197.08(c) of the Pittsburgh Code, utilizing the attached form. The "Statement of Affiliations" shall include: 1. A description of any contractual or other business relationship with the City or any of its departments, agencies, boas commissions or authorities, including the value of the contract or business relationship, entered into during the three calendar years previous to the execution of
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