Questions and Answers to Project Documents — Business Opportunities
PROJECT:  Energy Audits and Performance Contracting
NUMBER:  201842039-00

Current as of:  11/20/2018
 
Question Number  1:   Does the text size limit of 12 pt. font apply to text inside of tables?
    Answer:   No, for tables we only ask that the font be clear and legible.
Question Number  2:   Is the site able to provide 15-minute interval data and utility summary from the past 12 months or 24 months?
    Answer:   Please see the 15-minute interval data here: http://business.flydenver.com/bizops/documents/15-minute_interval_data_RFP_201842039.csv
Question Number  3:   Please let us know if you can facilitate Electrical Single Line Diagrams and Photos of some of the existing LV Distribution Transformers.
    Answer:   Single-line diagrams and other documentation will be provided to the successful ESCO.
Question Number  4:   During the mandatory pre-proposal conference, Mr. Choi stated DEN is expecting IGA pricing to be submitted with each bidder’s proposal. Please confirm DEN is requesting IGA pricing in addition to the 1) Exhibit E: Core Staff Labor Rate Schedules; and 2) Submittal 2: Overhead/Multiplier Factor Calculation Excel worksheets.
    Answer:   Yes, IGA pricing should be submitted in addition to Exhibit E and Submittal 2. This information can be provided on the same flash drive as the financial information.
Question Number  5:   If IGA pricing is required in addition to Exhibit E and Submittal 2, please provide the following information so that we may prepare a responsive IGA fee proposal: What is the desired format for the IGA fee proposal (e.g., DEN-supplied Excel worksheet, proposer-formatted quotation, etc.). Please confirm the submission requirements for the IGA fee proposal (e.g., submit one hard copy and one electronic copy on the same flash drive as Exhibit E and Submittal 2 per RFP page 11 instructions or another method).
    Answer:   Proposers should use their own format for IGA fee pricing. DEN prefers a fixed-fee pricing for IGA proposals but will also consider any T&M format for IGA activities. This information can be provided on the same flash drive as the financial information.
Question Number  6:   What are the square footages of the facilities and parking areas listed in Attachment 9 of the RFP?
    Answer:   Square footages of the facilities and parking lots can be found on the project page for open RFPs (http://business.flydenver.com/bizops/rfp.asp) under this project name. The document is listed as Miscellaneous 1.
Question Number  7:   What energy saving projects are already funded separately from the EPC?
    Answer:   At this time, the only other energy-saving projects currently funded are under O&M budgets and do not address any major pieces of equipment or systems. The central utility plant upgrades are under construction and already funded, which is why the central plant equipment was not included in this scope.
Question Number  8:   Please provide an equipment list and areas served. Mechanical/electrical drawings and equipment schedules for the included facilities are also desired if available.
    Answer:   A full list of equipment is not available at this time due to potential security concerns and sensitive information. The IGA scope and equipment to be included will be fully developed in cooperation with the awarded ESCO. All available mechanical and electrical drawings and schedules will be provided to the awarded ESCO.
Question Number  9:   Do all facilities in Attachment 9 have a single meter of each type noted, or do some have multiple meters? Are all electric meters Xcel Energy meters or are there sub-meters? Please provide a meter list if available.
    Answer:   There are currently over 200 electric and natural gas meters serving the facilities listed in Attachment 9. These are all Xcel Energy meters, and all data can be made available to the successful ESCO. All electric meters have 15-minute interval data. All data can be provided in a .csv file to the successful ESCO.
Question Number  10:   How will meter data be provided or accessed? Is interval data available for electric or gas meters, or just monthly utility data? In what format will BTU data be provided?
    Answer:   See previous answer.
Question Number  11:   The submission requirements for the Proposal Narrative, Submittal 2, and Exhibit E are stated as follows in the RFP, which would indicate DEN does not require a hard copy of the proposal narrative. Proposal Narrative (35 pages and the following items that are excluded from the page count: “resumes, additional pages to describe disclosure of legal and administrative proceedings and financial condition, a sample investment grade energy audit report, tabs, and city-required forms [RFP p7]). “Proposal shall be submitted as an electronic document in an un-secured/un-password protected Adobe Acrobat (.pdf) format” (RFP p7). Submittal 2 and Exhibit E (Excel spreadsheets). “Submittal 2 and Exhibit E are to be submitted in a separate sealed envelope. Include one (1) hard copy of each and one (1) flash drive with both electronic documents on it in the sealed envelope.” (RFP p11) “Submittal 2 and Exhibit E shall be submitted in an un-secured/un-password protected Excel format via flash drive” (RFP p8). Please confirm: 1) DEN is requesting an electronic copy only of the Proposal Narrative (no hard copy) or 2) DEN is requesting one hard copy and one electronic copy of the Proposal Narrative.
    Answer:   We are asking for the proposal to be submitted in digital format only. No hard copies are required. A full proposal would include the cover letter, narrative contents, and all required forms.
Question Number  12:   On Page 7 of the RFP under “B. FORMAT,” the RFP states that the proposal should use the font size and type of Times New Roman 12 point. Is a different font acceptable for section headers and other title blocks? Is a smaller font (but still legible) acceptable for use in tables and charts, graph captions, and page footers?
    Answer:   Yes, a legible font is acceptable for section headers, title blocks, and other places in the proposal that are not part of the narrative sections.
Question Number  13:   On Page 7 of the RFP under “B. FORMAT,” the RFP states that the proposal should not exceed 35 pages. Does this mean single-sided or double-sided pages?
    Answer:   It refers to 35 single-sided pages.
Question Number  14:   On Page 7 of the RFP under “B. FORMAT,” the RFP states that the proposal should be 8 ˝” by 11.” Is it acceptable to utilize an 11” x 17” format for large charts or graphs? If so, would this count as one page or two?
    Answer:   For large charts or graphs, 11” x 17” is acceptable. It would count as one page.
Question Number  15:   On Page 8 of the RFP under “C. NARRATIVE PROPOSAL CONTENTS”, there is a table stating the number of pages allowed per narrative content section. The Table of Contents is not allotted a page. Please confirm if it is not counted in the 35 page-count.
    Answer:   The table of contents is not counted in the page count. The same is true of section cover pages. The page count is for the narrative elements of the RFP.
Question Number  16:   On Page 19 of the RFP under “IP-13 Disclosure of Legal and Administrative Proceedings and Financial Condition” the RFP states that we need to provide a statement to disclose all legal or administrative proceedings. Is this referring to all past proceedings or just currently active proceedings? Please specify.
    Answer:   This refers to all administrative proceedings in excess of $50,000. For this procurement, DEN requests disclosure of all current proceedings and any matters terminated within the past five years.
Question Number  17:   Where would DEN like the pricing proposal located? This was not specified within the RFP.
    Answer:   Please include this on the same flash drive as the Submittal 2 and Exhibit E information.
Question Number  18:   Can DEN provide a current CIP list to the proposers?
    Answer:   The CIP list is a constantly evolving plan of projects and equipment. The full list of current CIP projects includes projects which have little to no bearing on this scope of work, however all active CIP projects which do affect this scope will be discussed with the successful ESCO.
Question Number  19:   How is the evaluation criteria weighted per section?
    Answer:   DEN does not elect to share the weighting of the proposal criteria.
Question Number  20:   With no specific structure for pricing, we presume that the audit pricing won’t be included in the scoring. Please confirm if this is correct.
    Answer:   DEN uses the category of “Cost-Effectiveness” in evaluating all proposals. DEN strives to achieve the most cost-effective means of auditing the facilities and equipment that will lead to the most advantageous energy performance contract proposal.
Question Number  21:   In the pre-bid meeting during the safety discussion, an Appendix A was mentioned specifying 26 questions that need to be completed under the safety requirement. Please confirm that this is completed after a contract has been awarded and not during the proposal phase.
    Answer:   Confirmed. This will be completed with the successful ESCO.
Question Number  22:   Can an Equipment List be Provided?
    Answer:   A full list of equipment is not available at this time due to potential security concerns and sensitive information. The IGA scope and equipment to be included will be fully developed in cooperation with the awarded ESCO. All available mechanical and electrical drawings and schedules will be provided to the awarded ESCO.
Question Number  23:   Which areas and systems are out of scope due to ongoing projects and funded future projects?
    Answer:   At this time, the only other energy-saving projects currently funded are under O&M budgets and do not address any major pieces of equipment or systems. The central utility plant upgrades are under construction and already funded, which is why the central plant equipment was not included in this scope. Additionally, the facilities listed in the RFP are the only facilities which are identified for inclusion in the scope.
Question Number  24:   Can information on transformers, including pictures, be provided?
    Answer:   Representative information will be provided to the successful ESCO. The one-lines are based on record information and may not represent actual field conditions. All one-lines should be field-verified for accuracy.
Question Number  25:   Can As-Built documentation for equipment be provided? If not can a sample be provided with confirmation that full documentation will be made available to firm awarded IGA?
    Answer:   All as-built information and drawings will be made available to the successful ESCO after proper security clearance and contract requirements have been fulfilled.
Question Number  26:   Is utility rate escalation allowable by contract?
    Answer:   DEN will allow the consideration of an average of 3% annual utility cost escalation in the analysis of identified measures.
Question Number  27:   Are implementation period savings allowed to be included in project economics?
    Answer:   Project economic evaluations should be considered beginning at the time of turnover of the project, which DEN considers to be aligned with substantial completion and commissioning.
Question Number  28:   Can a two-week extension be provided?
    Answer:   Please see Addendum #2. The submission deadline has been extended to 16 November 2018 no later than 2:00 PM.
Question Number  29:   Are there any contract requirements for return on investment or total project term including performance period? If so, what are they?
    Answer:   DEN has not established requirements for any future EPC contract at this time. However DEN will likely establish a desired return on investment period between 10 to 15 years, which may ultimately be shorter or longer based on the proposed and recommended measures. DEN will evaluate proposed measures based on the most economic and shortest return on investment first, then consider projects with longer payback periods.
Question Number  30:   Please confirm that subcontractors proposed by the ESCO must be approved by DEN
    Answer:   Any team structure may be proposed for this IGA scope of work. If subcontractors are wished to be added to the team of the successful ESCO after contracting, approval of the DEN PM will be required.
Question Number  31:   Given the 0% M/WBE goal for the IGA, is an LOI required for partnerships with M/WBE subcontractors for the IGA?
    Answer:   DEN will establish a percent participation goal for any subsequent EPC contract separately from this IGA contract. As such, the successful ESCO should consider any potential DSBO participation goal as part of their EPC proposal.
Question Number  32:   Are any additional forms required for partnerships?
    Answer:   No.
Question Number  33:   Will there be a Scoring Rubric for the RFP with weighted percentages?
    Answer:   DEN does not elect to share the weighting of the proposal criteria.
Question Number  34:   Who will be on the selection group?
    Answer:   The members of the proposal evaluation panel are not provided publicly. If interviews are conducted, you would meet the panelists at that time.
Question Number  35:   A Fixed fee proposal was stated to be preferred. Will Submittal 2: and Exhibit E: be required if a Fixed Fee is used since they are T&M documents?
    Answer:   A fixed fee proposal is preferred; however, the Submittal 2 and Exhibit E are still required at submittal.
Question Number  36:   What is the time frame DEN is attempting for 20% energy savings from the 2017 baseline?
    Answer:   DEN does not have an arbitrary deadline for realizing a 20% energy reduction, and we also understand that the airport is pursuing significant changes that will affect our energy use profile. Our intention is to identify and strategize the pathway to achieve a 20% energy reduction for a 2017 baseline as quickly and efficiently as possible through this IGA/EPC mechanism.
Question Number  37:   Where and in what format would do we put our RFP IGA price?
    Answer:   ESCOs should submit a simple fixed fee table for the IGA proposal along with Submittal #2 and Exhibit E. ESCOs should also submit their standard Colorado Energy Office pricing table, including maximum percentages along with Submittal #2 and Exhibit E on the flash drive containing financial information.
Question Number  38:   What title are we giving the client for whom we are addressing the document? Is it just Denver International Airport, The Department of Aviation for the City and County of Denver, the city or county itself?
    Answer:   Denver International Airport (DEN) is acceptable for the purposes of the proposal.
Question Number  39:   Based on information within the RFP and scope of work, can we assume contractors can be selected post-ESCO selection?
    Answer:   Yes, this assumption is acceptable. The successful ESCO will be expected to include all potential contractors in their EPC proposal as a deliverable for this IGA.
Question Number  40:   Can we receive more specificity on square footage and scope of work within the facilities listed in Attachment 9?
    Answer:   See previous answer provided.
Question Number  41:   As an organization, we’re unable to release individual salary information. Can we provide salary information by solely job title? Please confirm that works.
    Answer:   That is acceptable.
Question Number  42:   Per Attachment 2, Part 3 (Disclosure of Legal and Administrative Proceedings and Financial Condition), what licenses, if any, are required to perform the scope of work for this RFP?
    Answer:   DEN requires that at least one supervisory member of the ESCO auditing team hold a current license as a registered professional engineer. Additional licenses or certifications that the proposers can offer will be considered for value based on their applicability.
Question Number  43:   For subcontractor partners submitted as part of this RFP response, how should Financial Forms (Submittal 2 and Exhibit E) be submitted? In an additional separate, sealed envelope or included in the prime proposer's envelope?
    Answer:   In the prime proposer's envelope is preferred; however, either is acceptable.
Question Number  44:   Is it possible to receive any/all as-builts for the airport and associated support buildings/locations referenced in the published scope of work prior to the response due date? If not, could they be made available to the shortlisted bidders?
    Answer:   All as-built information and drawings will be made available to the successful ESCO after proper security clearance and contract requirements have been fulfilled.
Question Number  45:   Can DEN please publish the 2017 Utility Baseline, referenced on page 1 of the RFP, as well as any trend data? This would be beneficial when referencing the 20% energy reduction goal. [Paul do we have any specific information from Finance folks yet?]
    Answer:   See previous answer provided.
Question Number  46:   Can DEN please provide the number of major Xcel Energy electric meters associated with this scope of work? If a simple electrical one-line is available that better illustrates the number/types/locations of meters that would be extremely helpful.
    Answer:   Approximately 115 electric meters are associated with the facilities listed in Attachment 9. One-lines and other as-built information and drawings will be made available to the successful ESCO after proper security clearance and contract requirements have been fulfilled.
Question Number  47:   If available, can DEN please share any Monthly/Daily/Hourly utility load profile information for the major electrical meters referenced above?
    Answer:   See previous answer provided.
Question Number  48:   Per the mandatory Pre-bid meeting, and Section IP-20 of the RFP, DEN would prefer a flat fee proposal which outlines progress payments by task. There doesn’t appear to be an identified area within the RFP to disclose our pricing proposal, just Submittal #2 and Exhibit E, which need to be submitted separately. As such, in what form would proposers provide a flat fee proposal?
    Answer:   ESCOs should submit a simple fixed fee table for the IGA proposal along with Submittal #2 and Exhibit E. ESCOs should also submit their standard Colorado Energy Office pricing table, including maximum percentages along with Submittal #2 and Exhibit E on the flash drive containing financial information.
Question Number  49:   In page 20 of the RFP, Section G.1, it appears to indicate that Submittal #2 is not required until contract negotiation, and only if audited statements of overhead rates, payroll taxes and operating (profit) margin to calculate hourly billing rates cannot be provided. Does Submittal #2 only need to be provided by the selected firm at the time of contract negotiation?
    Answer:   Both Submittal 2 and Exhibit E must be submitted at proposal. Section G.1 refers to additional audited statements primarily.
Question Number  50:   The ESCO is being asked to provide a more competitive/discounted auditing fee than is prescribed by the CEO. We feel Submittal #2 and Exhibit E forms would preclude the ESCO’s ability to provide discounted auditing fees. To reduce the possibility of such conflicts, would it make more sense to omit Submittal #2? Core Labor Rates (Exhibit E) can still be provided, if necessary, but this likely will not align with the flat fee being provided.
    Answer:   Understood, however, both Submittal 2 and Exhibit E must be submitted at proposal.
Question Number  51:   Regarding Exhibit E, general practice is to establish labor rates by position and not by the individual themselves. Knowing the exact scope of work has yet to be defined (only locations of where work is to be performed have been provided) it is somewhat premature to identify every specific individual. Can labor rates for positions/responsibilities be submitted in lieu of the individual?
    Answer:   Yes, that would be acceptable in this circumstance.
Question Number  52:   The Denver International Airport doesn’t appear to be asking for a fee structure, or maximums percentages, for a future Energy Performance Contract anywhere within the RFP. These fee structures are typically asked for within the RFP response and can differ significantly from one firm to another. Can you please provide clarity around how the ESCO is to submit pricing for a potential future Energy Performance Contract? The Colorado Energy Office has a pricing table that has been found to be the best apples-to-apples comparison within an EPC RFP response.
    Answer:   ESCOs should submit a simple fixed fee table for the IGA proposal along with Submittal #2 and Exhibit E. ESCOs should also submit their standard Colorado Energy Office pricing table, including maximum percentages along with Submittal #2 and Exhibit E on the flash drive containing financial information.
Question Number  53:   Should all ESCO’s submit CEO’s Project Pricing table, that provides maximum percentages for the tasks associated with an Energy Performance Contract?
    Answer:   ESCOs should submit a simple fixed fee table for the IGA proposal along with Submittal #2 and Exhibit E. ESCOs should also submit their standard Colorado Energy Office pricing table, including maximum percentages along with Submittal #2 and Exhibit E on the flash drive containing financial information.