HomeMy WebLinkAbout19E - REQUEST TO APPLY FOR FUNDING FOR ONLINE PERMITTINGREQUEST FOR
COUNCIL ACTION
CITY COUNCIL MEETING DATE:
MARCH 18, 2013
TITLE:
REQUEST TO APPLY FOR SOUTHERN
CALIFORNIA EDISON LOCAL
GOVERNMENT FUNDING FOR ONLINE
PERMITTING
CITY MANAGER
RECOMMENDED ACTION
CLERK OF COUNCIL USE ONLY:
APPROVED
? As Recommended
? As Amended
? Ordinance on 1s` Reading
? Ordinance on 2nd Reading
? Implementing Resolution
? Set Public Hearing For_
CONTINUED TO
FILE NUMBER
Authorize staff to respond to the Southern California Edison Local Government Strategic Plan
Strategies Solicitation to request funding to implement online permitting for the Public Works and
Planning and Building Agencies.
DISCUSSION
The California Public Utilities Commission (CPUC) authorized Southern California Edison (SCE) to
provide a second round of funding for energy efficiency strategic plan activities in support of the
California Energy Efficiency Strategic Plan. Only those cities that have a partnership with SCE to
deliver energy efficiency programs are eligible. The City has had an ongoing partnership with SCE
since 2010.
The City was awarded the first round of Strategic Plan Strategies funding July 18, 2011, to perform a
Green House Gas baseline inventory and energy analysis, an energy chapter for a Climate Action
Plan, California Green Building and LEED certification training, and an Energy and Sustainability
Consultant to coordinate and assist in implementation of these tasks. This funding is scheduled to
be extended to December 31, 2014, to complete the projects.
This second round of funding is limited to $200,000. Staff has reviewed approved tasks and has
identified online permitting as a fundable option that is also a priority for both the Planning and
Building and Public Works agencies. Proposal submission is required by April 1, 2013.
Due to the success of the partnership and strategic plan strategies programs, SCE has made
new funds available in this funding cycle. Continued participation in these programs shows that
Santa Ana has made a commitment to energy efficiency and being a leader in energy
management practices.
19E-1
Request to Apply for Southern California Edison
Local Government Funding for Online Permitting
March 18, 2013
Page 2
ENVIRONMENTAL IMPACT
There is no environmental impact associated with applying for Strategic Plan Strategies funding.
FISCAL IMPACT
There is no fiscal impact associated with applying for Strategic Plan Strategies funding.
Raul Godinez II
Executive Director
Public Works Agency
RGICLK
Trevino
Executive Director
Planning & Building Agency
Exhibit: Southern California Edison Company, Request for Proposal,
Local Government Strategic Plan Strategies Solicitation Phase 3
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%0L [tit V% (: Al IICQ%lA
EDISON
Request for Proposal
Local Government Strategic Plan Strategies Solicitation Phase 3
Southern California Edison Company
RFPO 1-LGSP3: Solicitation
2013-2014 Period
Southern California Edison Company is sponsoring this request for proposal
under the auspices of the California Public Utilities Commission
February 12, 2013
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TABLE OF CONTENTS
1. INTRODUCTION ..............................................................................................................................3
A. Solicitation Background ................................................................................................. .. 3
B. Defined Terms ............................................................................................................... .. 3
C. Solicitation Purpose and Objectives .............................................................................. .. 4
D. Solicitation Eligibility .................................................................................................... .. 4
E. Disclosure of Affiliations ............................................................................................... .. 5
F. Contract Information ...................................................................................................... .. 5
G. Solicitation Process Overview ....................................................................................... .. 5
H. Disclaimer ...................................................................................................................... ..6
1. Key Dates ....................................................................................................................... .. 6
2. SCOPE OF WORK REQUIRED ................................................................................................... ...8
A. DESCRIPTION OF THE ACTUAL WORK REQUIRED ............................................................ .. 8
B. ELIGIBLE ACTIVITIES ...................................................................................................... 11
C. LOCATION VISITS ............................................................................................................ 12
D. CONSIDERATIONS ............................................................................................................ 12
3. BIDDER'S PROPOSAL FORMAT ............................................................................................... .13
4. PROPOSAL EVALUATION CRITERIA ..................................................................................... .18
5. SUBMISSION OF PROPOSAL ..................................................................................................... .20
A. OPTIONAL PRE-BID CONFERENCE AND QUESTIONS/COMMUNICATIONS ......................... 20
B. PROPOSAL CLARIFICATIONS ........................................................................................... 20
C. RFP QUESTIONS, INQUIRIES AND CONCERNS .................................................................. 20
D. SUBMISSION OF PROPOSAL RESPONSES ........................................................................... 20
APPENDICIES
APPENDIX A - DEFINITIONS ........................................................................................................... 24
APPENDIX B - ADDITIONAL SUBMISSION DOCUMENT REQUIREMENTS .......................................... 26
APPENDIX C - BUDGET BREAKDOWN ............................................................................................. 27
TABLES
TABLE 1-1: KEY DATES ..........................................................................
TABLE 2-1A: STRATEGIC PLAN "SUPPORT MENU" .................................
TABLE 3-1: PROPOSAL CHECKLIST .........................................................
TABLE 3-2: BUDGET COST PER TASK .....................................................
TABLE 3-3: HOURLY RATES ....................................................................
TABLE 4-1: WEIGHTED SCORING ............................................................
TABLE 4-2: SCORING CRITERIA SUMMARY .............................................
...................................... 7
...................................... 9
.................................... 13
.................................... 16
.................................... 16
.................................... 18
.................................... 19
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1. INTRODUCTION
A. Solicitation Background
Southern California Edison Company ("SCE"), designs, administers and implements a large
portfolio of energy efficiency (EE) programs for its customers. SCE utilizes a variety of
entities including local governments, and regional governments referred to in this request for
proposal (RFP) to accomplish certain "tasks" related to the design, analysis, planning, and
operation of these programs. These entities may submit bids in response to the RFP as
"Bidders."
SCE initiated phases 1 and 2 of the local government EE strategic plan support solicitation
during 2010 and these phases are currently under implementation. The California Public
Utilities Commission's ("CPUC" or "Commission") recent final decision in November 2012
approving EE programs and budgets for 2013 through 2014 as a result of SCE's application
for funding of EE programs, provides for the resources to fund this new "phase 3"
solicitation for the years 2013 through 2014.
SCE is seeking qualified Bidders to submit proposals to conduct strategic plan activities
centered on EE and addressing the strategies and related local government goals found in the
Commission's California Long-Term Energy Efficiency Strategic Plan' (CEESP).
SCE's goal is to implement CEESP efforts. CEESP support activities should focus on long-
term change that will result in permanent, sustainable energy savings, drawing on the unique
capabilities of the individual city or county governments, regional governments representing
one or more local jurisdictions that are currently participating in SCE's Local Government or
Institutional Partnerships.
The ultimate goal for Bidders in relationship to CEESP support is to embed and
institutionalize EE in their policies, programs, and processes and to establish a culture within
entities.
B. Defined Terms
Capitalized terms not otherwise defined in this RFP will have the meaning ascribed to them
and established in Appendix A (Definitions) and Appendix B (Additional Submission
Documents Requirements), including Item B.5 (SCE General Terms and Conditions)
contained therein (Ts&Cs), all of which are attached hereto and incorporated herein by
reference.
1 For a copy of the CEESP, please go to http://www.cpue.ca.gov/PUC/energy/Energy+Efficiency/eesp/
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C. Solicitation Purpose and Objectives
The purpose of this RFP is for SCE to select multiple Bidders to accomplish certain Work
based on written agreement(s) or contract(s) (Contract(s)).
The primary objective of this solicitation is to request Bidders that are currently participating
in SCE's Local Government or Institutional Partnership Programs to provide innovative idea
proposals for the items listed in Table 2.1A (Strategic Plan "Support Menu ") to develop and
implement local government strategic plan support strategies during the years 2013 through
2014.
D. Solicitation Eligibility
SCE is seeking qualified Bidder proposals to provide support services as described in this
RFP. Bidder(s) will be, at a minimum, individuals, and organizations with knowledge and
experience in performing the work they are bidding (the Work). It is within SCE's sole
judgment to determine whether a Bidder's qualifications meet the criteria for selection as set
forth in this RFP. SCE may choose to reject, without review, any proposal not meeting such
criteria.
SCE will accept proposals from individual city or county governments or from regional
governments representing one or more local jurisdictions that are currently participating in
SCE's Local Government or Institutional Partnership Programs.
SCE will consider Bidder proposals that involve public sector partnerships with private
entities; however, the submission of the proposal must clearly come from a local government
organization, as described above.
Following SCE's selection of proposals, the SCE-selected Bidders will be required to
execute a Contract with SCE containing a statement of work and applicable terms and
conditions. The Contract's terms and conditions will be more comprehensive than those
contained in the applicable partnership agreement (if one exists) with SCE in order to define
and govern the incremental role of the government jurisdiction as a consultant to the
partnership for the Work proposed hereunder.
SCE reserves the right to reconsider the selection of any Bidder who objects or refuses to
sign the offered Contract.
NOTE: Non-profit organizations implementing local government partnerships are NOT
eligible to submit a proposal.
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E. Disclosure of Affiliations
The Commission Decision (D).05-01-055 prohibited any transaction between a California
investor owned utility ("IOU") and, individually, Pacific Gas and Electric ("PG&E"),
Southern California Gas Company ("SCG"), San Diego Gas and Electric ("SDG&E"), and
SCE and any IOU Affiliate2 program implementer for EE. All potential Bidders will disclose
any and all affiliations with any IOU. Such disclosure will be included in the response hereto.
Failure to accurately respond will result in immediate rejection and disqualification from this
RFP.
F. Contract Information
The total amount of the combined Contracts planned in this solicitation is $3,500,000. The
maximum funding awarded per city or county for this solicitation is $200,000.
G. Solicitation Process Overview
The following is key information that applies to the RFP process:
1. SCE invites all Bidders to attend an optional Bidder's conference (via Webcast) on
February 26, 2013, in order to ask questions and review details of this RFP.
2. SCE will accept written questions from Bidders concerning this RFP until March 5,
2013, no later than 2:00 p.m. Pacific Standard Time (PST).
3. SCE will provide written responses to Bidders' questions and make the responses
available on the Proposal Evaluation and Proposal Management Application
(PEPMA) by March 12, 2013. See Section 5(D)(3) for more information.
4. Proposals are due to SCE April 1, 2013, no later than 5:00 p.m. PST.
5. Proposals submitted for consideration must be:
• Enclosed in a sealed envelope marked "proposal," with the title of the Work
and the bid number clearly written on the outermost envelope; and
• Delivered to the address stated in the Proposal Request Document (see
Appendix B, Item B.1) on or prior to the due date and time set forth above.
6. Evaluation Process Overview
z Refer to Appendix A. Definitions.
3 This amount may change depending on the final determination of awards for the Phase 3 strategic solicitation.
1. Introduction 19E-7 Page S
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• SCE will evaluate a Bidder's proposal by first determining whether the
information provided meets SCE's threshold requirements ("Threshold"). If a
Bidder's proposal passes the Threshold assessment, the proposal will receive
further consideration based upon a team review and scoring by qualified SCE
and its consultant personnel.
• Refer to Section 5, (Submission of Proposao for additional requirements of
the RFP process.
H. Disclaimer
SCE reserves the right, at its sole and absolute discretion, to modify, suspend or withdraw
any and all aspects of this RFP or the selection process; obtain additional information from
any Bidder; waive any defects as to form or content of the RFP or any other document or
procedure used in the selection process; negotiate with Bidders to resolve technical or
contractual issues; reject any and all responses or proposals submitted; accept or reject any
Bidder for entry into any Contract; and to terminate negotiations at any time. SCE will not
have accepted any response or proposal, or be bound by any term thereof, until an authorized
representative of SCE executes a definitive Contract.
Responding to this RFP does NOT commit or obligate SCE in any way to pay or reimburse
any costs incurred by any Bidder in the preparation of any response to this RFP or proposal,
or to procure or contract for any services whatsoever (including any Work or any portion
thereof).
1. Key Dates
SCE reserves the right to amend the schedule and key dates of the RFP events/activities as it
deems necessary. Should there be changes to the schedule timeline, SCE will notify Bidders
in writing of the updates in a timely manner when and if SCE, in its sole and absolute
discretion, requires such a change. In the event of a schedule change, SCE's procurement
agent will notify by email all Bidders of such change. The following Table 1-1 (Key Dates)
lists the key RFP events and their corresponding dates:
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TABLE 1-1: KEY DATES
Key Event Key Date
RFP Release 2/12/2013
*Pre-Bid Conference 2/26/2013
From 9:00 a.m. to 12:00 p.m.
(PST).
Bidder Questions Due 3/5/2013, 2:00 p.m. (PST)
SCE's Answers to Bidder's Questions Due 3/12/2013
Bidder's Proposal Due 4/1/2013, 2:00 p.m. (PST)
Notification of Proposal Selection, Subject to
Negotiations 4/26/2013
LGP Program Full Commencement Full program commencement
upon CPUC approval
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2. SCOPE OF WORK REQUIRED
A. DESCRIPTION OF THE ACTUAL WORK REQUIRED
All Bidders' proposed Work must address the goals stated in the CEESP. Bidders must address
EE consistent with the policy requirements as put forth by the Commission. SCE intends the
solicitation process under this RFP to generate innovative ideas based upon the Strategic Plan
"Support Menu" (see Table 2.1A). Therefore, SCE may select proposals that include activities
and/or technologies that SCE has not specifically identified in this RFP document.
The actual final Scope of Work will be determined in consultation with an SCE representative
prior to the issuance of a Contract.
Selected Bidder(s) will provide for the following:
CEESP Strategic Plan: Bidder's proposals will be for Work in one (1) or more of the
following local government strategic support (Strategy) categories as listed in Table 2.1A. Each
Strategy, as listed in Table 2.1A, has associated "Task(s)" representing types of Work that
Bidders will perform in implementing CEESP efforts.
1. Bidders will develop proposals around one (1) or more of the Tasks listed in Table 2.1A,and
are encouraged to include the following in their proposals:
• Within Bidder's proposal, a Task will directly support one (1) or more of the CEESP
goals and may consist of one (1) or more activities.
• Bidders will detail the scope of Work such that the proposal contains a complete
description of the Task(s) to be performed, the intended results or outcomes, the
resources required to meet the Work requirements, and the Work budget;
• Bidders may submit proposals outside of the Tasks identified in Table 2.1A, but the
proposed Work must be strongly supported by the local government's expertise,
experience, and rationale of how the activity supports the CEESP and how it will lead
to long-term sustainable energy policies/savings that can be replicated by other local
entities; and
Regional partnerships' (i.e., regional governments may submit proposals for multiple
local government partners) proposals may include Tasks that apply to one or more
(i.e., multiple) cities within the partnership. In these instances, proposals will reflect
each city or county's costs in aggregate.
2. Scope of Work Page 8
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2. Bidders will address the development and implementation of policies, processes, templates,
models or otherwise replicable activity for one (1) or more of the Tasks described in Table
2.1A.
3. Successful Bidders will implement and complete proposed activities within the two (2) year
period of 2013 through December 2014 that directly support EE and will be sustainable
beyond the year 2014 as a standard and permanent practice of the local government, and
which will not be dependent upon continued funding derived from Public Purpose Program
Charges.
TABLE 2-lA: STRATEGIC PLAN "SUPPORT MENU"
Strategic Plan Goal 1:
Local governments .: adoption and implementation of "reach" codes stronger than Title
' r r• mandatory and voluntary bases.
Adopt codes, ordinances, standards, guidelines or programs that
encourage or require building performance exceeding state
STRATEGY 1.1 requirements. The focus should be on using existing models, or if there
is something new and unique, that it be replicable.
Adopt building energy codes more stringent than Title 24's
TASKS 1.1.1 requirements, using cost-effectiveness studies by Climate Zone done by
the utilities; adopt one or two additional tiers of increasing stringency.
Adopt a Green Building policy for municipal development, commercial
1.1.2 development and/or residential development.
Develop/adopt point of sale programs such as a Residential or
1.1.3 Commercial Energy Conservation Ordinance. Focus on whole building
performance.
Change local codes to allow and encourage integration of EE, demand
1.1.4 response, and on-site generation.
Develop and adopt programs to encourage energy efficiency such as
1.1.5 one-stop permitting, on-line permitting, separate Zero Net Energy
(ZNE) permit processes, density bonuses, or a recognition program.
Develop educational programs for local elected officials, building
1.1.6 officials, commissioners, and stakeholders to improve adoption of EE
codes, ordinances, standards, guidelines and programs.
STRATEGY 1.2 Implement codes, ordinances, standards, guidelines or programs that
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encourage building performance exceeding state standards.
Implement any of the Tasks under Strategy 1.1 above, through a
TASKS 1.2.1 process involving internal and external stakeholders, etc.
Strategic Plan Goal 2:
support
Strong governments for energy code compliance enforcement.
Improve processes resulting in increased code compliance through
STRATEGY 2.1 education, training, and enforcement practices.
Local government staff and contract staff attend code compliance
TASKS 2.1.1 workshops offered by the California Energy Commission ("CEC"),
utility codes & standards staff, or other local governments with strong
compliance records.
Redesign enforcement, compliance, plan review processes; introduce
2.12 new forms and templates.
Strategic Plan Goal 3:
Local governments example own facilities and energy usage
practices.
Develop a program to track municipal energy usage, such as
STRATEGY 3.1 through energy management software and benchmarking of
municipal facilities.
Develop energy benchmarking policies and procedures to
TASKS 3.1.1 enable ongoing benchmarking of all local government
facilities.
Set up a `utility manager' computer program to track
3.1.2 municipal usage. Identify need for sub-metering to plan,
budget and manage bills.
Adopt a Climate Action Plan (CAP), Energy Action Plan
STRATEGY 3.2 (EAP) for municipal operations. The plan could include
setting energy efficiency standards for new and existing
facilities, developing a revolving loan fund for EE projects,
and so on.
Develop/adopt an energy chapter for City/County climate or
TASKS 3.2.1 energy action plan.
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Adopt a policy to require Leadership in Energy and
3.2.2 Environmental Design (LEED), Energy Star Ratings, or other
program standard for municipal facilities.
Develop policy for a revolving EE fund for City/County
3.2.3 facilities.
Develop commissioning/retro-commissioning policies for
3.2.4 municipal facilities.
Strategic Plan Goal 4:
Local governments lead their communities with innovative programs for EE,
sustainability and climate change.
STRATEGY Adopt a CAP, EAP, or adopt EE language into another policy
4.1 document, such as a General Plan, to reduce community
greenhouse gas emissions with a focus on EE.
Develop a regional template for CAP or EAP.
TASKS 4.1.1
Customize CAP with EE language and data.
4.1.2
Update General Plan/Conservation Element with Climate
4.1.3 policies. Provide EE framework and data for other people
doing planning.
Conduct the EE savings analysis for an annual Greenhouse
4.1.4 Gas inventory for the City/ County.
Strategic Plan Goal 5:
Local government EE expertise becomes widespread and typical.
Local governments participating in activities under Goals 1 - 4 will be increasing their expertise.
The activities under Goal 5 are more directly related to the programs operated by the statewide
local government associations (ICLEI, ILG and LGC), by regional local government agencies
such as the Association of Bay Area Governments and Great Valley Center, and by the Statewide
Local Government EE Best Practices Coordinator.
B. ELIGIBLE ACTIVITIES
This RFP seeks to fund activities that will lead to long-term, sustainable changes as opposed to
sport of staffing resources or short-term initiatives that would cease to exist once the funding
has ended.
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Ineligible activities for this RFP include but are not limited to the following areas:
• Funding for incentives:
• Installation of EE measures (e.g., lights, controls, motors);
• Generation;
• Greenhouse gas strategies unrelated to EE; and
• Initiatives replicating existing utility program offerings.
C. LOCATION VISITS
Bidder may be required to attend meetings at SCE's Customer Energy Efficiency and Solar
Division ("LEES") headquarters located at 1515 Walnut Grove Avenue, Rosemead, CA 91770,
SCE's General Office complex.
D. CONSIDERATIONS
1. Work will be performed and completed during the Commission approved 2013 through 2014
EE program funding cycle.
2. Proposed deliverables or outcomes will be completed no later than December 31, 2014.
3. SCE will accept proposals from individual city or county governments or from regional
governments representing one or more local jurisdictions that are currently participating in an
SCE Local Government or Institutional Partnership Program.
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3. BIDDER'S PROPOSAL FORMAT
Table 3-1 (Proposal Checklist) consists of a list of items the Bidder must include in its proposal
for SCE to consider such proposals to be "responsive" (i.e., receiving a passing score) in the
Threshold assessment; see Section 4 (Proposal Evaluation Criteria) for more information. In
addition, Bidders will use Table 3-1 (Proposal Checklist) as the "table of contents" for their
proposals.
TABLE 3-1: PROPOSAL CHECKLIST
Bidder must include a copy of the completed checklist below into its proposal.
SECTION 3
Included
? /ill Section/
Page
Number
ITEM A - BIDDER'S INFORMATION
ITEM B - SCOPE OF WORK TO BE PERFORMED
1. INDICATE TASK TO BE PROPOSED
2. APPROACH TO SCOPE OF WORK FOR EACH TASK
3. PROVIDE OUTCOMES (PER TASK) & RESOURCES REQUIRED
4. IDENTIFY DELIVERABLES & MILESTONE DATES
ITEM C - RESPONDING TO TASK CRITERIA
1. SECTION 3.C: RESPONSE TO ITEMS 1 THROUGH 8 PER TASK
ITEM D - LONG TERM SUSTAINABILITY
ITEM E - TOTAL WORK COST
Appendix 1-A
Table 3.2 - Budget Cost By Task
Table 3.3 - Hourly Rates & Compliance checklist
Item A. Bidder's Information
Provide:
• Name of the primary local government or organization;
• Name of co-applicant local governments, if applicable;
• Main contact name, address, phone number, email; and
• Population of each jurisdiction by current census.
Item B. Scope of Work to be Performed
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Bidder will discuss the approach to the Work for each Task being proposed as described in this
RFP including, but not limited to:
• Discuss the approach to the Work described in each Task Bidder proposes to perform;
• Provide the intended results or outcomes per Task;
• Define the resources required to meet the Work requirements; and
• Identify deliverables and their milestone dates. Milestones are to be attached to
deliverables in a table, such as the one provided as an example below. The final
deliverables should also be evidence of the successful completion of CEESP activity.
For example, if the CEESP activity is "adoption of building energy codes that are above
Title 24," the deliverables should consist of.
1. Documentation of the new building codes, perhaps in the form of the newly
published building codes; and
11. Documentation that these new codes have been formally accepted by the local
government through council meeting minutes or reports, for example.
Deliverables Milestones (Due Dates
1) [Provide time required to implement here]
2)
3) Etc...
Item C. Responding to Task Criteria
For each Task a Bidder selects to propose from Table 2.1A, Bidders must address per individual
Task the following Program "elements" one (1) through eight (8), as listed below.
All eight (8) elements are equally important and will require a per Task response as part of a
complete proposal.
Program Elements 1 through 8 are to address:
1. A specific statement of the concern, gap, or problem that the proposed Work seeks to
address, and the likelihood that the issue can be cost-effectively addressed through utility
programs.
2. Whether and how the Work will address a CEESP goal or Strategy, and market
transformation.
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3. Specific goals, objectives, and end points for the proposed Work supporting the CEESP
strategies.
4. New and innovative design partnerships, concepts, or Measure mixes that have not yet been
tested or employed.
5. A clear budget and timeframe to complete the proposed strategic support, to obtain results
before December 2014.
6. Information on relevant baseline metrics (Baseline) or a plan to develop Baseline data
information against which the outcomes of the proposed Work can be measured;
7. Rationale for the value and benefits that will come as a result of the proposed Work, and an
approach for qualitatively and/or quantitatively assessing whether or not that value/benefit
was realized at the end of the proposed strategic support Work.
8. Use of the proposed Work with other local governments, a concrete strategy to identify and
disseminate best practices (Best Practices) and any lessons learned from the proposed work
to SCE, and a recommended approach for sharing such Best Practices with other local
governments.
Item D. Long Term Sustainability
Proposed Work must address the strategic initiatives that will result in long-term sustainable
changes in processes, behavior, operations, or future actions. Long-term sustainability will not be
dependent on continued Public Purpose Program Charge funding beyond the current 2013-2014
EE program funding cycle.
Item E. Total Work Cost
Bidder must describe the costs to develop and implement the proposed Work as well as include
levels of matching funds and origination of funds (i.e., general funds, grants, etc.), if any. The
Bidder will also describe the funding requirements to support the EE work beyond the 2013-
2014 funding cycle, and where those funds will originate from.
Provide Work budget information for:
• Administrative Costs - Typically, program overhead costs, such as staff labor/benefits,
employee expenses, and miscellaneous general expenses that are not marketing and
outreach (Marketing and Outreach), direct implementation, or incentive/rebate costs.
These costs will usually be for labor incurred in preparing invoices and reporting
(monthly, semi-annual and ad hoc).
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• Marketing and Outreach Costs - Typically, marketing costs such as collateral material,
outreach costs such as promotional events, and staff labor associated with incurring
marketing costs and activities.
• Direct Implementation Costs - Costs related to activities directly tied to, and associated
with, the development and the implementation of the proposed Work, including
subcontractor costs.
• Total Two-Year Budget - Sum of the components listed above.
Refer to Appendix C (Budget Breakdown) for a sample budget breakdown worksheet for
providing information as required by this Item E. Bidder must provide one complete budget
breakdown worksheet per Task selected.
For each Task responded to, the Bidder is required to fill in the table provided in Table 3-2
(Budget Cost per Task) below, with information regarding proposed cost per Task budget item.
TABLE 3-2: BUDGET COST PER TASK
Per Task Budget
Budget Item Cost ($) (%)
Administrative Costs
Marketing and Outreach Costs
Direct Implementation Costs
Total 100%
Table 3-3 (Hourly Rates) below requires information regarding the proposed hourly rate, by staff
category. For each Task responded to, the Bidder is required to fill in the information listed in
Table 3-3, which includes a list of positions, responsibilities, and the fully burdened hourly rate
for each position.
TABLE 3-3: HOURLY RATES
Staffing
Direct Labor
Task
Assigned
Responsibility Hourly
Rate
(U.S. Dollars)
[Position Title #I]
[Position Title #2]
[Position Title ##]
Item F. Supplier Responsibility
3. Proposal Format 1 Page 16
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SCE's Environment, Health & Safety, Ethics and Compliance, and Supplier Diversity programs
are essential to SCE's success and the success of SCE's suppliers and contractors. Per
Commission General Order 156, Bidders must supply information on their diversified business
enterprise (DBE) status and subcontracting plans. SCE will consider this information in
evaluating bids. See Items B.1 (Procurement Proposal Request Document), B.2 (Supplier
Responsibility Program Checklist), and B.3 (Diverse Business Enterprise Subcontracting
Commitment and Reporting Requirements Form) in Appendix B.
Item G. SCE's General Terms and Conditions
1. Substitution: Bidder will NOT substitute, nor use a reference to Bidder's general terms
and conditions, in lieu of SCE's Ts&Cs. SCE will consider any proposal received with
such substitution as "non-responsive" and subject to disqualification.
2. Exceptions and/or Revisions: SCE will not accept any changes or modifications to
SCE's Ts&Cs, unless there are exceptional circumstances and in those situations the
Bidder proposing the change risks being marked down in the proposal scoring process or
passed over as a result of any proposed changes. Any revisions and/or exceptions
proposed by Bidder to SCE's Ts&Cs the Bidder must clearly state in a separate appendix
section of Bidder's proposal submittal. Bidder will identify the title of such section as
Revisions/Exceptions to the Ts&Cs. Submit all proposed revisions/exceptions in the form
of a redlined markup of the existing provision(s) in SCE's Ts&Cs. In addition, Bidder
must clearly identify the "exceptional" reason for the proposed change(s) and the cost
impact of the change(s). SCE will not consider a proposed change the Bidder has not
provided in redlined markup form with the reason for, and cost impact of, the requested
change identified.
3. Scoring: SCE scores Bidders based upon all responses, and the nature and extent of
exceptions taken to SCE's Ts&Cs are part of the Bidder evaluation criteria. Bidder-
proposed changes to SCE's Ts&Cs are discouraged and will impact the Bidder's ultimate
selection.
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4. PROPOSAL EVALUATION CRITERIA
Bidder proposal evaluations will consist of two (2) parts: Threshold and Weighted.
• Part 1 Threshold: SCE will first evaluate the responsiveness criteria on a pass/fail
basis. Proposals not including all items listed in Section 3 (Bidder's Proposal
Format), Table 3-1 (Proposal Checklist), or any substitution of and/or, reference to a
Bidder's own general terms and conditions in lieu of SCE's Ts&Cs will render the
Bidders proposal to be considered "non-responsive" and subject to a disqualification
or failing score.
• Part 2 Weighted: Proposals that receive a passing score on the Threshold evaluation
will be further scored according to the criteria and weights listed in Table 4-1
(Weighted Scoring) below, and summarized in Table 4-2 (Scoring Criteria
Summary).
TABLE 4-1: WEIGHTED SCORING
A. Scope of Work to be Performed - 25% Section 3, Item B
SCE will evaluate Bidder's approach to the Work and Bidder will receive a higher score if the
approach is reasonable and documented to achieve the results required. Bidder must provide specific
detailed outcomes and SCE will evaluate the feasibility of achieving those outcomes.
Score range: A through F (+/-)
B. Responding to Task Criteria - 35% (Section 3, Item C)
SCE will evaluate Bidder based upon comprehensiveness and relevancy of response to each Task.
Score range: A through F (+/-)
C. Lon Term Sustainabili-15% (Section 3, Item D)
SCE will evaluate Bidder based upon the degree to which the proposed Work will result in long-term
sustainable change, addresses the CEESP, and is comprehensive, innovative, and integrated.
Score range: A through F (+/-)
D. Total Work Cost -15% Section 3, Item E
SCE will evaluate the Bidder's total proposed Work cost where applicable, and Bidder will receive a
higher score if the rates (or total proposed Work cost) show reasonableness in relation to the
corresponding Task(s).
Score range: A through F (+/-)
E. Past Performance and Prior Funding -10%
SCE will consider any prior Strategic Plan task funding the Bidder may have received and their
performance on past Strategic Plan tasks. Bidder will receive a higher score when past performance
shows reasonable progress towards task completion..
Score range: A through F (+/-)
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TABLE 4-2: SCORING CRITERIA SUMMARY
Part 1: Threshold Assessment
A. Proposal Responsiveness Pass/Fail
Part 2: Proposal Scoring (Weighted Assessment)
A. Scope of Work to be Performed 25%
B. Responding to Task Criteria 35%
C. Long Term Sustainability 15%
D. Total Work Cost 15%
E. Past Performance & Prior Funding 10%
TOTAL 100%
4. Proposal Evaluation Criteria 19E-21 Page 19
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5. SUBMISSION OF PROPOSAL
A. OPTIONAL PRE-BID CONFERENCE AND QUESTIONS/COMMUNICATIONS
SCE will hold an optional Bidders' conference (via Webcast) on February 26, 2013, at 9:00
a.m. to 12:00 p.m. PST, to provide Bidders an opportunity to pose questions directly to SCE.
Bidders will also have the opportunity to submit written questions.
Date: Tuesday, February, 26, 2013.
Time: From 9:00 a.m. to 12:00 p.m. PST
Webinar Information: Join us for an Online GoToMeeting Webinar.
Registration Web Link: Reserve your Webinar seat now at:
https://wwwl.gotomeeting.com/register/'148455585
B. PROPOSAL CLARIFICATIONS
SCE reserves the right to contact a Bidder, at any time, for clarifications about any part of the
Bidder's proposal, including, but not limited to, the proposal, technical documentation, etc.
C. RFP QUESTIONS, INQUIRIES AND CONCERNS
Bidder's RFP questions received by 2:00 p.m. (PST) on March 5, 2013, will be responded to
and posted by SCE on PEPMA by March 12, 2013.
Email or mail all RFP questions and communications such as inquiries and concerns in writing
regarding this RFP to Jeffery Rodriguez, Contracts Manager:
• Email: jeffrey.rodri uez(i?sce.com; or
• Mail questions and communications to the address as listed in Section D (Submission
of Proposal Responses) below.
D. SUBMISSION OF PROPOSAL RESPONSES
Bidders must submit both hard copy and electronic versions of their proposals by the due date
and times listed below. SCE will reject any proposals received after the due date and time.
1. Time and Place for Submission: Refer to SCE's Proposal Request Document (See
Appendix B) for critical information and instructions on submittal of the hard copy of
Bidder's proposal document. Below is some key information about the proposal due date,
time, and place for submission:
Due Date: April 1, 2013
5. Proposal Submission Page 20
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Time Due: 5:00 p.m. PST
To: Jeffery Rodriguez, Contracts Manager
Attention: Edison Material Supply
Address: Southern California Edison Company
2131 Walnut Grove Avenue, General Office 3, Third Floor
P.O. Box 800
Rosemead, CA 91770
Phone: (626) 302-3963
IMPORTANT: Additional SCE submittal requirements are included in Appendix B. Failure to
follow the additional submittal requirements in Appendix B will result in rejection of the
Bidder's proposal.
2. Hardcopy Proposal Submission-Bidders are required to:
• Submit four (4) hard copies double or single-sided, with a minimum font size of 11,
with one (1) copy unbound and three (3) copies bound of their proposal, with signed
cover sheets, including all submittals required by this RFP.
• Submit one (1) electronic copy of their entire proposal, including supporting
documents on CD-ROM using Microsoft Office software (e.g., Word, PowerPoint,
and Excel). Adobe Acrobat documents (i.e., PDF files) are NOT acceptable.
• Enclose the hard copies and the CD of the proposal in a sealed envelope marked
"proposal," with the title of the work and the bid RFP number clearly written on the
outermost envelope. The proposal must be delivered to the address stated in the
Proposal Request Document on or prior to the due date and time.
3. Electronic Copy Proposal Submission: In addition to submitting a hard copy response
to this RFP by April 1, 2013 at 5:00 p.m. PST, Bidders must also submit an electronic
copy to: https://www.pepma-ca.com,l by April 1, 2013 at 5:00 p.m. PST.
The electronic submission does NOT fulfill the hardcopy submission requirements as
outlined in this section.
Note: The hard copy and electronic copy content must be the same. SCE will
immediately disqualify the Bidder's proposal if SCE finds any difference between the
electronically submitted proposal and the hardcopy of the proposal.
4. Verification of Receipt of Proposal: It is the Bidder's sole responsibility to ensure SCE
receives its proposal at the address specified in this package by the deadline for
submission.
5. Proposal Submission Page 21
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5. Errors or Omissions: A Bidder discovering an error or omission in its proposal response
package may withdraw its package and resubmit a new one, provided it does so before
the deadline for submission of proposal responses.
6. RFP Withdrawal: SCE reserves the sole and absolute right to withdraw this RFP at any
time before the duly authorized execution of the Contract with Bidders for any reason
including, but not limited to, action by the CPUC modifying or withdrawing the Program.
In its sole and absolute discretion, SCE may accept or reject any or all proposals, and
may accept other than the most cost-effective proposal. SCE will not assume any
liability, under any circumstances, to any Bidder submitting a proposal in response to this
RFP.
7. Proposal Preparation Costs: Bidder accepts any and all costs and expenses incurred
prior to the duly authorized execution to the Contract and will not seek reimbursement of
any costs and expenses from SCE.
8. Proposals Not Confidential: After the deadline for receipt of proposals, SCE will not
keep confidential either the proposal submitted in response to this RFP or any Contract
arising from the RFP. In addition, SCE may submit Bidder proposals to the CPUC for
review. Furthermore, SCE will not assume any liability to a Bidder or any other party as a
result of any public disclosure of any proposal or Contract.
9. Proposal Review - Clarifications: SCE may, but will not be obligated to, perform
clarification interviews or request clarifications in writing. SCE may perform clarification
interviews via telephone and will focus on clarifying the information set forth in the
proposals, rather than offering Bidders the opportunity to revise their proposals. SCE will
not compensate Bidders for the time spent or the costs incurred for the interview(s) or for
responding to a written request for clarification.
10. Terms and Conditions of Submission: All proposals, together with all other
documentation, submitted in connection with this RFP will become and will remain the
property of SCE. SCE will not return proposals or any other documentation submitted in
connection with this RFP to the Bidder. By submitting a proposal pursuant to this RFP,
Bidders acknowledge and agree (a) they will be fully bound by the terms and conditions
of this RFP in submitting their proposals, (b) they have had the opportunity to seek
independent legal and financial advice of their own choosing with respect to the RFP and
their proposals, (c) they have obtained all necessary authorizations, approvals and
waivers, if any, required by them as a condition of submitting their proposals, (d) they are
submitting their proposals subject to all applicable laws, and (e) they have not engaged
and will not engage in communications with any other Bidder in the RFP concerning the
5. Proposal Submission Page 22
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price or other economic terms contained in their proposals and have not engaged in
collusion or other unlawful or unfair business practices in connection with this RFP.
11. SCE has provided its standard proposal submission requirements and forms together with
its General Conditions in Appendix B. Refer to Appendix B for SCE's additional
submission requirements.
12. Program Implementation: SCE anticipates the Work in this RFP will begin no later
than June of 2013.
5. Proposal Submission 19E-25 Page 23
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APPENDIX A - DEFINITIONS
By submitting its Proposal, the Bidder acknowledges and agrees to the terms and their
definitions contained within this Appendix A. These terms and definitions provide general
background information only, as commonly used terms and definitions within the energy
industry, and are not intended to be Contract terms.
These terms and definitions are also in addition to any terms and definitions that may appear in
the RFP. If any conflict exists between a term or definition contained in this Appendix A and a
term or definition contained in the RFP, the meaning given to the term or definition within the
RFP will control.
Definitions of Terms:
1. Affiliate: any person, corporation, utility, partnership, or other entity five percent (5%) or
more of whose outstanding securities are owned, controlled, or held with power to vote,
directly or indirectly either by an administrator or any of its subsidiaries, or by that
administrator's controlling corporation and/or any of its subsidiaries as well as any company
in which the administrator, its controlling corporation, or any of the administrator's affiliates
exert substantial control over the operation of the company and/or indirectly have substantial
financial interests in the company exercised through means other than ownership. For
purposes of this definition for "Affiliate," "substantial control" includes, but is not limited to,
the possession, directly and indirectly and whether acting alone or in conjunction with others,
of the authority to direct or cause the direction of the management of policies of a company.
A direct or indirect voting interest of five percent (5%) or more by the administrator, its
subsidiaries, or its affiliates in an entity's company creates a presumption of control.
2. Baseline: The initial base metric for comparing the net result of programmatic changes
versus what would have happened in the absence of the program services or installation of
Measures.
3. Best Practices: The business practices that, when compared to the other business practices
used to address a similar business process, produces superior results. For more information
regarding energy efficiency Best Practices please go to www.eebestvractices.com. SCE also
welcomes Best Practices from other industries.
4. California Public Utilities Commission ("CPUC" or "Commission"): Regulates privately
owned electric, natural gas, telecommunications, water, railroad, rail transit, and passenger
transportation companies.
5. Contract(s): Agreement entered into between SCE and the selected Bidder which authorizes
the Work, states the commercial terms, incorporates by reference SCE's Ts&Cs (or a
Appendix A Page 24
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different set of terms and conditions mutually agreed upon between SCE and the selected
Bidder) and a statement of Work, and other referenced documents, all of which form the
contract between SCE and the selected Bidder. The term Contract(s) will have the same
definition and meaning ascribed to it as Purchase Order(s) under SCE's Ts&Cs.
6. Energy Efficiency (EE): An action, appliance or device that reduces the total electric
consumption of a customer, while maintaining a level of service that is the same or better
than before.
7. Local Government or Institutional Partnership Programs: A program that coordinates
efforts of a utility and a local government or other entity to use the strengths of both parties
to achieve energy savings goals.
8. Marketing and Outreach: Communications activities designed to identify, reach, and
motivate potential customers to take actions to either learn more about or invest in EE
opportunities.
9. Measures:
• Specific customer actions that reduce or otherwise modify energy end use patterns.
• A service or a product for which the installation and operation at a customer's
premises results in a reduction in the customer's on-site energy use, compared to what
would have occurred without the service or the installation of such product.
10. Public Purpose Program (PPP) Charge: A charge applied to utility customer bills to
support the provision of public benefit programs such as energy efficiency programs, low-
income services, renewables, and energy-related research and development.
11. Work: Any and all obligations the successful Bidder will perform for SCE and its customers
pursuant to this RFP.
Appendix A Page 25
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APPENDIX B - ADDITIONAL SUBMISSION DOCUMENT REQUIREMENTS
B.1: PROPOSAL REQUEST DOCUMENT
Bidder must review and complete the mandatory sections of the Proposal Request Document
"Representation" or "Decline to Bid."
RFP 104-011303-
LGSP3 - Proposal Re(
B.2: SUPPLIER RESPONSIBILITY PROGRAM CHECKLIST
Bidder must review and complete all fields that indicate a response is required.
Supplier
Responsibility Prograi
B.3: DIVERSE BUSINESS ENTERPRISE ("DBE") SUBCONTRACTING COMMITMENT AND
REPORTING REQUIREMENTS FORM
Bidder must review and complete the estimations of DBE subcontracting expected. This is only
an estimation of future subcontractor spend.
DBE Subcont Commit
Form 1-24-11.pdf
B.4: ENVIRONMENTAL, HEALTH, & SAFETY (EH&S) HANDBOOK
Bidder must review the EH&S handbook.
EH&S Handbook for
Contractors Rev 4 12
B.5: SCE GENERAL TERMS AND CONDITIONS
Bidder must review the SCE General Terms and Conditions.
MCSA 06 25 12 for
EE-. pdf
Appendix B Page 26
19E-28
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