Loading...
HomeMy WebLinkAboutStaff Report 220-05help customers in need. CP AU would like to complement its existing services to low-income residents by offering REAP. This program will assist low-income residents in lowering their monthly expenditures through energy efficiency education, home weatherization, and other energy efficiency improvements .. Currently, CP AU offers two low-income programs: Rate Assistance Program (RAP) and ProjectPLEDGE, to qualifying utilities customers. RAP provides energy discounts to low- income residents who are unable to pay their utilities bills. RAP also provides assistance when there is a need for more energy due to a medical condition~ A 20% discount is available to qualifying utilities users on a continuous basis until the medical need or economic hardship is resolved. ProjectPLEDGE allows ratepayers to voluntarily pledge a given amount that would be added to their utility bill charges each month. ProjectPLEDGE is designed to operate at minimal cost to CPAU by using utility bills to collect contributions. The contributions assist the elderly, disabled, and individuals or families experiencing unusual hardships. S ummarvo fS r 't f P o ICI a Ion rocess Proposal DescriptionlNumber Low Income Efficiency Program Services, RFP Number 110951 Proposed Length of Project 36 months Number of Proposals Mailed 4 Total Days to Respond to Proposal 21 Pre-proposal Meeting Date NA Number of Company Attendees at Pre-NA proposal Meeting Number of Proposals Received: 1 Company Name Location (City, State) Selected for oral interview? 1. American Synergy Corporation Hayward, CA Yes Proposal Amount Submitted $190,000 An evaluation committee consisting of 4 Utilities staff members reviewed the proposal. A total of four companies were invited to bid on this program. Two companies chose not to respond due to high workload, and a third company missed the cut-off date to submit a proposal. The contractor was invited to' participate in oral interviews on March 24, 2005. The committee carefully reviewed the firm's qualifications and submittal in response to the criteria identified in the RFP. The, committee evaluated the firm based on four main criteria consisting of: qualifications and experience of contractor, overall expertise with low income programs, cost effectiveness, and response to Request for Proposal. It was also evaluated on 9 sub-categories, which are detailed in Attachment C, and based on its written proposal and oral interview. Synergy Companies (SC) was selected based on its expertise with low-income energy efficiency programs, with over 20 years of prior experience., SC has audited, educated, and installed energy efficiency and water measures for over 100,000 low-income dwelling units in California. In the past year, SC has done similar work with Pacific Gas and Electric (PG&E) on its Energy Partners Low-Income Program, San Francisco Peak Energy Pilot Program and with the cities of Fresno and Madera housing authority programs. The program directors of Energy Services for San Diego Gas and Electric (SDG&E) and PG&E felt the quality of work and overall program implementation from SC was very good. Southern California Edison (SCE) Director of Energy Efficiency commented that SC 'has done a lot of energy efficiency work for SCE, has always CMR:220:05 Page 2 of3 USE FOR PROFESSIONAL SERVICES SECTION 3. SCHEDULE OF PERFORMANCE. Time is of the essence in the performance of Services under this Agreement. CONSULTANT shall complete the Services within the term of this Agreement and in accordance with the schedule set forth in Exhibit "B", attached to and made a part of this Agreement. Any Services for which times for performance are not specified in this Agreement shall be commenced and comp~eted by CONSULTANT in a reasonably prompt and timely, manner based upon the circumstances and direction communicated to the CONSULTANT. CITY's agreement to extend the term or the schedule for performance shall not preclude recovery of damages for delay if the extension is required due to the fault of CONSULTANT. SECTION 4. NOT TO EXCEED COMPENSATIOM The compensation to bepaid to CONSULTANT for performance of the Services described in Exhibit "A", including both payment for professional services and reimbursable expenses, shall not exceedOne Hundred Ninety Thousand Dollars ($190,000). The applicable rates and schedule of payment are set out in Exhibit "C", entitled "COMPENSATION," which is attached to and made a part of this Agreement. Additional Services, if any, shall be authorized in accordance with and subj~ct to the provisions of Exhibit "Cu. CONSULTANT shall not receive any compensation for Additional Services performed without the prior written authorization of CITY. Additional Services shall mean any work that is determined by CITY to be, necessary for the proper completion of the Project, but which is not included within th~ Scope of Services described in Exhibit "A". SECTION 5. INVOICES. In order to request payment, CONSULTANT shall submit monthly invoices to the CITY describing the services performed and the applicable charges (including an identification of personnel who performed the services, hours worked, hourly rates, and reimbursable expenses), based upon the CONSULTANT's billing rates (set forth in Exhibit "C"). If applicable, the invoice shall also describe the percentage of completion of each task. The information in CONSULTANT's payment requests shall be subject to verification by CITY. SECTION 6. QUALIFICATIONS/STANDARD OF CARE. All of the Services shall be performed by CONSULTANT or under CONSULTANT's supervision. CONSULTANT represents that it possesses the professional and technical personnel necessary to perform the Services required by this Agreement and that the personnel have sufficient skill and experience to perform the Services assigned to them. CONSULTANT represents that it, its'employees and subconsultants have and shall maintain during the term of this Agreement all licenses, permits, qualifications, insurance and approvals of whatever nature that are legally required to perform the Services. All of the services to be furnished by CONSULTANT under this agreement shall meet the professional standard and quality that prevail among professionals in the same discipline and of similar 050310 2 USE FOR PROFESSIONAL SERVICES SECTION 11. SUBCONTRACTING. [SUBCONSULTANTS AUTHORIZED] Notwithstanding Section 10 above, CITY agrees that subconsultants may be used to complete the Services. The subconsultants au'thorized by CITY to perform work on this Project are identified in Exhibit "A". COrSULTANT shall be responsible for directing the work of the subconsultants and for any compensation due to subconsultants. CITY assumes no responsibility whatsoever concerning such compensation. CONSULTANT shall be fully responsible to CITY for all acts and omissions of a subconsultant. CONSULTANT shall change or add subconsultants only with the prior approval of the city manager or his designee. SECTION 12. PROJECT MANAGEMENT. CONSULTANT will assignJim Amos as the project director to have supervisory responsibility for the performance, progress, and execution of the Services. If circumstances or conditions subsequent to the execution of this Agreement cause the substitution of the project director or any other key personnel for any reason, the appointment of a substitute project director and the assignment of any key new or replacement personnel will be subject to the prior written approval of the CITY's project manager. CONSULTANT, at CITY's request, shall promptly remove personnel who CITY finds do not perform the Services in an acceptable manner, are uncooperative, or present a threat to the adequate or timely completion of the Project or a threat to the safety of persons or property. The city manager will represent CITY for all purposes under this Agreement. Vic Farisato is designated as the project manager for the CITY. The project manager will be CONSULTANT's point of contact with respect to performance, progress and exeution of the Services. The CITY may designate an alternate project manager from time to time. SECTION 13. DUTIES of CITY To assist CONSULTANT in the performance of the Services, CITY will furnish or cause to be furnished the specified services and/or documents described in Exhibit "A" and such other available information as may be reasonably requested by CONSULTANT. SECTION 14. OWNERSHIP OF MATERIAL& All drawings, plans, reports, specifications, calculations, documents, other materials and copyright interests developed or discovered by CONSULTANT or any other person engaged directly or indirectly by CONSULTANT to perform the services required hereunder shall be and remain the property of CITY without restriction or limitation upon their use. Neither CONSULTANT nor its contractors, if any, shall make any of such materials available to any individual or organization without the prior written approval of the city manager or designee. SECTION 15. AUDITS. CONSULTANT will permit CITY to audit, at any reasonable time during the term of this Agreement and for three (3) 050310 4 USE FOR PROFESSIONAL SERVICES Manager and will contain an endorsement stating that the insurance is primary coverage and will not be canceled, or materially reduced in coverage or limits, by the insurer except after filing with the Purchasing Manager thirty (30) days' prior written notice of the cancellation or modification, CONSULTANT shall be responsible for ensuring that current certificates evidencing the insurance are provided to CITY's Purchasing Manager dur{ng the entire term of this Agreement. 18.4. The procuring of such required policy or policies of insurance will not be construed to limit CONSULTANT's liability hereunder nor to fulfill the indemnification provisions of this Agreement. Notwithstanding the policy or policies of insurance, CONSULTANT will be obligated for the full and total amount of any damage, injury, or loss caused by or directly arising as a result of the Services performed under this Agreement, including such damage, injury, or loss arising after the Agreement is terminated or the term has expired. SECTION 19. WORKERS' COMPENSATION. CONSULTANT, by executing this Agreement, certifies that it is aware of the provisions of the Labor Code of the State of CalifoTIlia which require every employer to be insured against liability for workers' compensation or to undertake self-insurance in accordance with the provisions of that Code, and certifies that it will comply with such provisions, as applicable, before commencing and during the performance of the Services. SECTION 20. TERMINATION OR SUSPENSION OF AGREEMENT OR SERVICES. 20.1. The city manager may suspend the performance of ' the Services, in whole or in part, or terminate this Agreement, with or without cause, by giving ten (10) days' prior written notice thereof to CONSULTANT. Upon receipt of such notice, CONSULTANT will immediately discontinue its performance of the Services. 20.2. CONSULTANT may terminate this Agreement or suspend its performance of the Services by giving ten (10) days prior written notice thereof to CITY, but only in the event of a substantial failure of performance by CITY. 20.3. Upon such suspension or termination, CONSULTANT shall deliver to the City Manager immediately any and all copies of studies, sketches, drawings, computations, and other data, whether or not completed, prepared by CONSULTANT 0 r its contractors, if any, or given to CONSULTANT or its contractors, if any, in connection with this Agreement. Such materials will become the property of CITY. 20.4. Upon such suspension or termination by CITY, 050310 6 USE FOR PROFESSIONAL SERVICES SECTION 23. NONDISCRIMINATION. As set forth in Palo Alto Municipal Code section 2.30.510/ CONSULTANT agrees that in the performance of this A greement/ it shall not discriminate in the employment of any person because of the race/ skin color/ gender/ age/ religion/ disability/ national origin/ ancestry/ sexual orientation/ housing status/ marital status, familial status/ weight or height of such person. CONSULTAl'h acknowledges that it has read and understands the provisions of Chapter 2.28 of the Palo Alto Municipal Code relating to Nondiscrimination Requirements and the penalties for violation thereof/ and agrees to meet all requirements of Chap ter 2.28 pertaining to nondiscrimination in employment/ including completing theform furnished by CITY and set forth in Exhibit "E". SECTION 24. MISCELLANEOUS PROVISIONS. 24.1. This Agreement will be governed by the laws of the State of California. 24.2. In the event that an action is brought/ the parties agree that trial of such action will be vested exclusively in the state courts of California or in the United States District Court for the Northern District of California in the County of Santa Clara/ State of California. 24.3. The prevailing party in any action brought to enforce the provisions of this Agreement may recover its reasonable costs and attorneys' fees expended in connection with that action. 24.4. This document represents the entire and integrated agreement between the parties and supersedes all prior negotiations/ representations/ and contracts/ either written or oral. This document may be amended only by a written instrument/ which is signed by the parties. 24.5. The covenants/ terms/ conditions and provisions of this Agreement will apply to/ and will bind/ the heirs/ successors/ executors/ administrators, assignees/ and CONSULTANTs/ as the case may be/ of the parties. 24.6. If a court of competent jurisdiction finds or rules that any provision of this Agreement or any amendment thereto is void or unenforceable/ the unaffected provisions of this Agreement and any amendments thereto will remain in full force and effect. 24.7. All exhibits referred to in this Agreement and any addenda/ appendices/ attachments/ and schedules to this Agreement which/ from time to time/ may be referred to in any duly executed amendment hereto are by such reference incorporated in this Agreement and will be qeemed to be a part of this Agreement. 050310 8 Exhibit "A" Residential Energy Assistance Program (REAP) Scope of Services Synergy Companies (SC) I SC will qualify customers based on HUD very low-income guidelines using the CP AU program application. SC will also complete Home Assessment form, Home Energy Usage Survey and when needed, Property Owners Waiver. All Customers will be given an evaluation form upon completion of repairs. SC will do on-site customer evaluation for Weatherization, and Energy Efficiency measures, including: • Diagnostic energy efficiency and safety testing: natural gas appliance safety. test, CO levels, duct blaster test, and energy audit by certified Energy Auditor. • Test and repair HV AC duct system (duct blaster test). • Repairs on furnace, refrigerator and water heater (see attached cost sheet for repair restriction); only replace appliance if no other alternative. Appliance replacement must be pre-approved by REAP manager. Energy Star rated appliances only. • Replacement of furnace only if repairs exceed $500.00, furnace is more them 10 years old and does not have an auto igniter, and property is owner occupied. • Furnace tune-up based on CP AU checklist. • Replacement of non-programmable thermostat with Energy Star programmable thermostat and give personal instructions. • Air Infiltration Measures: attic insulation (ifless then R-l1) increase to R-30, attic venting, caulking, outlet cover gasket, door repairs, window repair, wall repair, attic access installation and any other needed weather-stripping. • Upgrade to compact fluorescentlighting: hard wired fluorescent fixtures (exterior & ceiling); a licensed electrician must perform these upgrades. • Water measures: faucet aerators, water saving showerheads, pipe wraps. • Additional Measures: water heater blankets, ceiling fans (Energy Star), furnace filters. • Home Maintenance: repair leaking faucets or pipes. • Disposal of appliance at local recycling center. Additional Program Requirements .:. There will be a $1,000 maximum allowed per customer. Special circumstances such as furnace, refrigerator or water heater replacements for single-family residents may allow for additional funds with pre approval. .:. A licensed professional shall perform all repairs . • :. Program will serve a minimum of 110 Palo Alto residents per year. Program Administration In addition to providing reports to both customers and the Residential Energy Assistance Program (REAP) Manager, SC will administer all program scheduling, including interviews with applicants to determine eligibility based on the Department of Housing and Urban Development (HUD) 1 very low income limits for the Santa Clara County/San Jose Metropolitan statistical area (see HUD chart attached), define specific issues, and other program work required to provide the services requested. Audit Review & Notice to Proceed SC will provide reco~mendations on installation that would be appropriate for the particular site audited. Completed energy audit will be submitted to the REAP Manager for review. The REAP Manager must pre approve repairs that exceed $1,000 for a customer. The REAP Manager at his discretion will be part of any pre-or post- inspections and may also oversee any repairs at any time during the program. All work is to be performed on an as needed basis. Energy Audit Reports for Customers and CP AU Each energy audit and installation report shall have the following information: • Executive summary of site work completed • Auditor's name • Audit date • Installation date of each measure • Address and CP AU account number • Age of structure • Multifamily or single family household • Occupant eligibility information (RUD info) • Itemized list of all work completed • Total Material and labor costs • Specific issues for program participant Customer Education SC shall present audit findings to the customer and provide them with education on efficiency measures that are recommended for their low-income household. The customer will be given full instructions on operation of newly installed measures. SC shall provide original cut sheets of the installed devices, warranties and other pertinent information to the customer and copies of cut sheets in the installation report to the REAP Manager. Records & Reporting Retention & Access The City of Palo Alto requires SC to retain the information gathered through their work for a minimum of three years. In addition, City of Palo Alto reserves the right to audit the program records at anytime. 2 )' ATTACHMENT B SCOPE OF SERVICES Synergy Companies (SC) . SC will qualify customers based on the Department of HOlising and Urban Development (HUD) very low-income guidelines using the City of Palo Alto Utilities (CPAU) REAP Program Application. SC will also complete Home Assessment form, Home Energy Usage Survey and, when needed, Property Owners Waiver. All customers will be given an evaluation form upon completion of repairs. SC will do on-site customer evaluation for weatherization and energy efficiency measures, including: • Diagnostic energy efficiency and safety testing: natural gas appliance safety test, CO levels, duct blaster test, and energy audit by certified Energy Auditor. • Test and repakHVAC duct system (duct blaster test). • Repairs on furnace, refrigerator and water heater (see attached cost sheet for repair restriction); replacement of appliance only if no other alternative. Appliance replacement must be pre-approv¥d by REAP Manager; ENERGY STAR rated appliances only. • Replacement of furnace only if repairs exceed $500.00, furnace is more them 10· years old and does not have an auto igniter, and property is owner occupied. • Furnace tune-up based on CPAU checklist. • Replacement of non-programmable thermostat with ENERGY STAR programmable thermostat and give personal instructions. • Air Infiltration measures: attic insulation (ifless then R-II) increase to R-30, attic venting, caulking, outlet cover gasket, door repairs, window repair, wall repair, attic access installation and any other needed weather-stripping. • Upgrade to compact fluorescent lighting: hard wired fluorescent fixtures (exterior & ceiling); a licensed electrician must perform these upgrades. • Water measures: faucet aerators, water saving showerheads, pipe wraps. • Additional measures: water heater blankets, ceiling fans (ENERGY STAR), furnace filters. • Home maintenance: repair leaking faucets or pipes. • Disposal of appliances at local recycling center. Additional Program Requirements .:. There will be a $1,000 maximum allowed per customer. Special circumstances such·as furnace, refrigerator or water heater replacements for single-family residents may allow for additional funds with pre approval. .:. A licensed professional shall perform all repairs . • :. Program will serve a minimum of 110 Palo Alto residents per year. Program Administration In addition to providing reports to both customers and the Residential Energy Assistance Program (REAP) Manager, SC will administer all program scheduling, including interviews with applicants to determine eligibility based on the Department of Housing and Urban Development Page 1 of3 ATTACHMENT B (BUD) very low income limits for the Santa Clara County/San Jose Metropolitan statistical area (see BUD chart attached), define specific issues, and other program work required to provide the services requested. Audit Review & Notice to Proceed SC will provide recommendations on installation that would by appropriate for the particular site audited. Completed energy audit will be submitted to the REAP Manager for review. The REAP Manager must pre approve repairs that exceed $1,000 for a customer. The REAP Manager at his discretion will be part of any pre-or post-inspections and may also oversee repairs at any time during the program. All work is to be performed on an as-needed basis. Energy Audit Reports for .Customers and CP AU Each energy audit and installation report shall have the following information: • Executive summary of site work completed • Auditor's name • Audit date • Installation date of each measure • Address and CPAU account number • Age of structure • Multifamily or single family household • Occupant eligibility information (RUD info) • Itemized list of all work completed • Total material and labor costs • Specific issues for program participant. Customer Education SC shall present audit findings to the customer and provide them with education on efficiency measures that are recommended for their low-income household. The customer will be given full instructions on operation of newly installed measures. SC shall provide original cut sheets of the installed devices, warranties and other pertinent information to the customer and copies of cut sheets in the installation report to the REAP Manager. Records Retention & Reporting The City of Palo Alto requires SC to retain the information gathered through their work for a minimum of three years. In addition, City of Palo Alto reserves the right to audit the program records at anytime. At a minimum, SC will provide energy audits for each site location. They will send a monthly report (every 30 days) to the REAP Manager. This report will include customer account number and address, itemized list of all work completed, cost of each measure per customer, administrative cost per measure and total implementation cost. SC will work with the REAP Manager to schedule report delivery. SC shall provide electronic or hard copies of monthly report. The electronic format and input details shall be discussed with the REAP'Manager. SC shall deliver to the REAP Manager a monthly executive summary in electronic or hard copy format. The executive summary will include the following information: Page 2 of3 .\ . Selection Criteria City of Palo Alto Utilities Residential Energy Assistance Program ATTACHMENT C . Evaluation Team: Anthony Enerio, Vic Farisato, Bruce Lesch, Brian Ward March 24, 2005 SCORING EVALUATION CRITERIA Max. 30 QUALIFICATIONS AND EXPERIENCE OF CONTRACTOR • Contractor Program Manager qualifications and strengths; 28.5 • Identify key staff including their professional history (attach resumes) and their respective roles and responsibilities in the program; • Thorough discussion of program management, sub contractor coordination and quality controls. Max. 30 OVERALL EXPERTISE WITH LOW INCOME PROGRAMS • Demonstrated the experience needed in performing similar type work/services; 28.75 • Demonstrated the ability to accurately report on overall program and energy savmg; • Provide at least three (3) references from customers of similar programs. Max. 30 COST EFFECTIVENESS For past relevant projects, provide the following: 26.5 • Total program cost with breakdown of administration, labor and measurement costs; • Average annual energy savings per project; • Average customer simple payback. Max. 10 RESPONSE TO RFP 8.5 • Include the contractors approach and methodology to proposal. PROPOSAL SCORE (0-100) 92.25 Page 1 of 1 ') '. '.