SMECO Small Business Solutions proprietary and confidential. Do not copy, distribute, or disclose....

November 7, 2017

SMECO Small Business Solutions

Bidders Conference for Contractors

ICF proprietary and confidential. Do not copy, distribute, or disclose.ICF proprietary and confidential. Do not copy, distribute, or disclose.ICF proprietary and confidential. Do not copy, distribute, or disclose.ICF proprietary and confidential. Do not copy, distribute, or disclose.

Safety Message

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Home Eye Safety Awareness

Never mix cleaning agents.

Wear the correct safety glasses

Side protection or dust goggles to protect against flying particles

Chemical goggles to guard against exposure to fertilizers and pesticides.

Welding or brazing requires special safety goggles or helmets.

If you wear prescription glasses, wear safety glasses or goggles over

your regular glasses.

Inspect and remove debris from lawns before mowing. Make sure

others in the yard are wearing eye protection as well.

Keep paints, pesticides, fertilizers, and similar products properly

stored in a secure area.

Keep tools in good condition; damaged tools should be repaired or

replaced.


Agenda

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SMECO Small Business Solutions - Bidders Conference for Contractors

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ICF Introduction

Small Business Solutions (SBS) Overview

Review of Request for Proposal (RFP)

Scope of Services

Proposal Format

Demonstration of the ADI Software


ICF

ICF is SMECO’s program partner in designing and implementing the Small Business Solutions

(SBS) program since 2012

Providing “turn key” implementation services Outreach and training to customers and trade allies

Technical assistance

Review and approve all projects

Marketing

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ICF’s Role with the Solicitation Process

Point of contact and managing the process

Developed and issued the RFP

Contracts (MOUs) will be established directly with ICF

All inquires or questions should be directed to ICF

ICF is responsible for evaluating proposals & selection with optional feedback from SMECO

Invoicing will be with ICF and payments by SMECO

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Small Business Solutions Program Overview


Why a Small Business Program?

Small businesses are an underserved market

Small business barriers to participation:

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Program Strategies

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Program Overview

Targets retrofit opportunities with Customers on rate codes 401, 402, 403 and 404 as long as their monthly demand does not exceed 60kW

Emphasis on retrofitting lighting and refrigeration controls

Direct installation services delivered through a limited number of Contractors

Customer who wish to use their own contractor or are purchasing new equipment may use the Business Solution Program

• We encourage awarded contractors to work with Customer’s Contractors as subs

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Program Overview

Turnkey program offers Customers a single source of information and implementation

Possible direct installation of common measures

Customer do not receive a direct incentive; program contributes up to 80% of the total eligible project cost, including recycling services, paid to the Contractor.

• Some offerings could be reduced down to up to 50%

The Customer pays the remaining balance to the Contractor

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Project Process Flow

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Program Budget and Goals

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3 year Incentive Budget $3,876,229

3 year Participation 936

3 Year Energy Savings (annual MWh) 10,040

3 Year Energy Savings (annual MW) 1.480

RFP Overview


RFP Overview

Purpose of RFP is to solicit Implementation Contractors for lighting and refrigeration services.

Bidders may choose to respond to lighting, refrigeration and/or a combination.

Contracts awarded for one year with option to extend for years two and three.

Each Contractor will have exclusive opportunity to deliver Program services to eligible

Customers in a defined territory.

Implementation Contractors must use the Program’s Recycling Contractor

Diverse Business Enterprises are encouraged to bid

• Business must be registered with an approved agencies such as MDOT or Baltimore City

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RFP Overview

Lighting services to include comprehensive assessment of the facility & the resulting

implementation of lighting measures and possible direct installation measures.

Refrigeration services include electronically commutated motors (ECMs), cooler/freezer anti-

sweat controllers, and replacement of cooler lights and vending machine controls.

Required coordination between ALL the Contractors in terms of leads and referrals.

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RFP Overview

SBS is a continuation of the existing Program; however, services sought and proposal

requirements are some differences.

Among the changes are:

• SMECO’s ability to shift measures down from 80% coverage

• Installation of Smart Thermostats

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Program Technologies

Lighting Measures

• Retrofit or replacement of existing T12 fluorescent fixtures with linear LED lamps (TLEDs) and ballast, retrofit kits and fixture technologies

• Retrofit or replacement of existing standard T8 fluorescent fixtures with linear LED lamps (TLEDs) and ballast, retrofit kit or fixtures technologies

• Relamp past program installed T8 lamps with TLEDs

• Retrofit or replacement of existing T12 fluorescent fixtures with high‐performance T8

lamp and ballast technologies

• Retrofit or replacement of existing standard T8 fluorescent fixtures with high‐performance T8 lamp and ballast technologies

• Replacement of interior high‐intensity discharge (HID) fixtures with Hi‐Bay LED lamps or fixtures

• Replacement of interior high‐intensity discharge (HID) fixtures with T5HO fluorescent high bay fixtures or high‐performance T8 lamp and ballast technologies

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Lighting Measures

• Conversion or replacement of non-LED exit signs to LED units

• Replacement of incandescent and halogen lamps with screw-in LED lamps

• Replacement of exterior high intensity discharge (HID) and incandescent area lighting fixtures with LED lamps or fixtures

• Installation of lighting controls (e.g., photocells, timers, and occupancy sensors)

Vending machine controls (possible)• Installation of refrigerated beverage, snack, and cooler machine controls

Electric water heating measures (possible)

• Pre-rinse spray valves

• Pipe insulation and tank wraps

• Low-flow faucet aerators and showerheads

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Refrigeration Controls and Efficient Technologies

• Electronically commutated motors (ECM)

• LED reach-in freezer or cooler lights

• Occupancy sensors for LED reach-in freezer and cooler lighting

• Evaporator/Compressor controls

Non-lighting Measures

• Wifi Enabled Smart Thermostats

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Scope of Services


Scope of Services – General

Serve ALL eligible Customers in the program

Conduct targeted outreach & marketing to eligible Customers

Perform site visits, collect all equipment and energy data, identify efficiency opportunities &

perform analyses

Present recommendations during initial visit

Obtain Customer agreement to proceed with installation

Possible installation of selected measures at time of initial assessment (e.g., LED bulbs,

electrically heated water measures, spray valves)

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Scope of Services – General

Procure and inventory required equipment

Arrange for installation of eligible measures by the appropriate licensed trades.

Track all levels of Program activity in accordance with prescribed protocols through a Program

data management system to be provided by ICF (ADI)

Package lamps and ballasts removed from service and return to contractor’s site for proper

disposal / recycling

Provide follow-up warranty and customer service to resolve any issues that arise during or after

the installation

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Scope of Services – Tracking

ICF will provide integrated tracking system (ADI) to manage customer interaction from

marketing, analysis, installation and close out

ADI provides comprehensive project pricing, savings calculations and reports

Contractor must provide field staff with

• tablet PC or mobile device with 3G or 4G connection

• must support HTML5 and CSS 3

• wireless printer to generate a proposal while on-site during the initial site visit.

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Scope of Services – Administrative

Staff to provide routine support tasks

Scheduling assistance

Quality control of invoices

Marketing support

Data Integrity

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Scope of Services – Marketing

Contractor is responsible for primary marketing to Customers

ICF to provide eligible customers lists from SMECO billing system

ICF to provide supplemental material for Contractor

• Program brochure

• Program overview sheet

• Sample summary reports

• Shirts

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Scope of Services – Site Assessments

Complete inventory of all measure or at least readily available

All data entered in ADI using Tablet

Recommend energy savings opportunities

Contractor required to print report and present to customer at time of initial site assessment

(Lighting Contractor)

Goal is to have customer sign up during initial visit

Explain next steps in the process to customer

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Scope of Services – Installations

Install measures within 30 business days of Customer signing Participation Agreement

Ensure all work is performed in accordance with all local electrical, building and safety codes

Package all ballast and lamps for recycling and return to Contractor’s central site for pickup by

Recycling Contractor

Prepare all other waste for disposal by Customer• Good customer service is the Contractor removes the material

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Scope of Services – Work Standards & Warranties

Ensure products are same manufacturer and have same warranty at individual job site

• Contractor shall offer a warranty that any defect in design, manufacture, or installation found within one (1) year from date of installation shall be remedied without charge and within a reasonable time by Contractor

• All products are required to have a 5-year warranty as provided by the manufacturer

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Scope of Services – Reporting

Contractor will maintain the ADI Program tracking system, including requested milestone dates

on a current basis.

Information will be pulled from the ADI to ICF on a periodic basis.

Final “as-built” project information must be entered in ADI to reconcile “as-proposed” project

information with final installed quantities

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Contractor Performance Metrics

To achieve Program Goals, Contractor will be given performance metrics including but not

limited to: • Annual energy (MWh) and demand (MW) savings

• Budget Spend

• Cost per kWh

• Number of proposals

• Proposal closure rate

• Average job size

• Mix of end use measures

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Contractor Expectations

Contractor’s staff will be required to attend program training sessions held at ICF’s discretion.

Attend a kick-off meeting to review program guidelines and to introduce the ADI tracking system

prior to beginning the delivery of program services.

Contractor’s Project Manager will be required to attend periodic Contractor production meetings

at ICF’s Columbia MD office

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Recycling Requirements

Implementation Contractor(s) will transport all qualifying material (e.g. lamps and ballasts)

removed from service in each facility back to their site for pickup for recycling

Disposal of all other non-hazardous waste generated by an installation shall be the

responsibility of the Customer

All fees paid for recycling services are reimbursable on a direct, pass-through basis

Recycling costs are tracked in the ADI database for each project

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Proposal Format


General Proposal Requirements

Executive Summary (1-3 pages)

Describe your firm, give reasons why it should be selected

Technical Exceptions

Any term in the RFP with which your firm has issue

Scope of Work (5-8 pages)

Your processes and procedures to ensure a high level of customer satisfaction from the customer’s perspective as well as from the perspective of SMECO and ICF

The location of anticipated field operations, including a description of how this site or sites will help satisfy the requirements of the RFP

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Scope of Work

Your energy audit/analysis processes, including a description of the methods you currently use to perform energy audits

Your sales strategies that will be used to successfully motivate a high number of eligible customers to participate

Your approach to Project Management, how you will purchase and inventory program equipment, manage electricians and subcontractors, provide project oversight, and address subcontractor problems and complaints.

Your firm’s average process flow time between marketing, auditing, proposing, signing, and completing a project

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Scope of Work

Your invoicing and collection processes, including description of the terms & options you will offer for collecting the Customer’s share of project costs

Your processes for inventory management, including an estimate of lighting equipment that you have on hand, and as well as a description of your storage/warehouse capacity

Your information systems management capability, including confirmation that you have all required equipment available for Program

Your firm’s approach to insuring workplace safety in your own location as well as at customer sites

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Experience and References (2-3 pages)

Specifically as it relates to this type of work

3 references (appropriate to this scope of work)

Staffing and qualifications (2-4 pages)

Describe staff and any subs

Pricing (spreadsheets)

Must use Excel spreadsheet provided with the RFP

Unit pricing should include all costs including

marketing, assessing, installation, tracking, warranty and other related services

All necessary permits shall be obtained by the Contractor for each installation

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Implementation Pricing

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Bidder's Name:

The following tabs contain cells to enter your quotations for the services described in the Request for

Proposal.

Submittal Instructions

Please save the entire workbook as an excel file and upload it with the proposal submission by the

deadline as described on the event page of the ICF Procurement Portal (link below).

Charles

St. Mary's

Spreadsheet Instructions

Small Business Solutions Program Pricing Workbook

Please Indicate Which Counties You Are Responding to Service (Mark "X")

Calvert

Prince George's



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Line High-Performance

Item 120/277v ballasts LBF NBF HBF

1L, T8, Elec Blst

2L, T8, Elec Blst

3L, T8, Elec Blst

4L, T8, Elec Blst

Line High-Performance

Item 120/277v ballasts Manufacturer / Part#

1L, PL, Elec Blst

2L, PL, Elec Blst

If a particular product is not offered, leave that cell blank.

Small Business Direct Install - General Material Pricing Form

Ballast Pricing (for Type A TLEDs and Linear Fluorescent Lamps)

Manufacturer / Part#

Price

Ballast Pricing (for Type A PL TLEDs Lamps)

Price

Directions

The form below contains cells to enter your quotations for the services described in the Request for Proposal. The lighting labor price sheet requests material price information on lighting measures.

Note: Not every cell will necessarily represent an available product.



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LABOR DESCRIPTION Unit/ea. ($)

2ft fluorescent reflector / retrofit kit (typ 2x2)

4ft fluorescent reflector / retrofit kit (typ 2x4 or 1x4)

8 ft fluorescent reflector / retrofit kit (8ft to 4ft tandem lamps)

2ft TLED Type A reflector / retrofit kit (typ 2x2)

4ft TLED Type A reflector / retrofit kit (typ 2x4 or 1x4)

8 ft TLED Type A reflector / retrofit kit (8ft to 4ft tandem lamps)

2ft TLED Type B reflector / retrofit kit (typ 2x2)

4ft TLED Type B reflector / retrofit kit (typ 2x4 or 1x4)

8 ft TLED Type B reflector / retrofit kit (8ft to 4ft tandem lamps)

2ft TLED Type C reflector / retrofit kit (typ 2x2)

4ft TLED Type C reflector / retrofit kit (typ 2x4 or 1x4)

8 ft TLED Type C reflector / retrofit kit (8ft to 4ft tandem lamps)

Small Business Direct Install - General Labor Pricing Form

Directions

The form below contains cells to enter your quotations for the services described in the Request

for Proposal. The lighting labor price sheet requests labor rate information on lighting measures.



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Vendor Name:

Labor

Materials

Total $0.00

Labor

Materials

Total $0.00

Labor

Materials

Total $0.00

Labor

Materials

Total $0.00

Evaporator/Compressor Controller for one Cooler

Incremental Cost for each additional Cooler

First Cooler Door Heater Control Circuit

SMECO Small Business Solutions Refrigeration Pricing Form

Directions

The form below contains cells to enter your quotations for the services described in the Request for Proposal. The

refrigeration price sheet requests labor and material information on refrigeration measures. A separate form is

available for lighting measures, vending control measures and electric water heater efficiency improvement measures.

Incremental Cost per additional Cooler Door Heater Circuit

DESCRIPTION



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Mileestone Date

Release RFP October 25, 2017

Intent to bid (Required) November 1, 2017 at 5:00 PM EST

Bidders questions due November 6, 2017 at 5:00 PM EST

Bidders conference November 7, 2017 9:00 PM EST

Responses to questions posted November 15, 2017

Proposals due December 1, 2017 at 5:00 PM EST

Select Contractor December 22, 2017

ADI Tool Demonstration

Questions

SMECO Small Business Solutions proprietary and confidential. Do not copy, distribute, or disclose....

Documents

Transcript of SMECO Small Business Solutions proprietary and confidential. Do not copy, distribute, or disclose....