new request for qualification (rfq)/ request for...

REQUEST FOR QUALIFICATION (RFQ)/

REQUEST FOR PROPOSAL (RFP)

Yuba City LED Streetlight Conversion

Date Released: August 25, 2011

Mandatory Pre-proposal Meeting: 10:00 A.M., September 13, 2011

City of Yuba City Public Works Department

1201 Civic Center Boulevard Yuba City, CA 95993

Proposals are due prior to 4:00 P.M., September 27, 2011.

Table of Contents

Request for Qualification/Request for Proposal

Yuba City LED Streetlight Conversion

Introduction ................................................................................................................... 3 Background ................................................................................................................... 5 Scope of Work .............................................................................................................. 7 Appendix A – Statement of Qualification/Proposal Requirements ............................ 10 Appendix B – Statement of Qualification/Proposal Evaluation ................................. 15 Appendix C – Project Schedule .................................................................................. 20 Appendix D – City Fixture Inventory ......................................................................... 21 Appendix E – Project Savings & Cost Summary ....................................................... 22 Appendix F – Alternate Project Savings & Cost Summary ........................................ 23 Appendix G – Insurance Requirements ...................................................................... 24 Appendix H – Historical PG&E Billing Statements ................................................... 26

City of Yuba City RFQ/RFP of 25 Yuba City LED Streetlight Conversion

INTRODUCTION

The City of Yuba City is requesting qualifications and proposals from Vendors for a turnkey energy conservation project to convert City-owned streetlights to Light Emitting Diode (LED) technology. The proposals submitted in response to this RFQ/RFP will be used as a basis for selecting the Vendor for this project. The Vendor’s proposal will be evaluated and ranked according to the criteria provided in Appendix B, “Evaluation Criteria,” of this RFQ/RFP. A mandatory pre-proposal meeting will be held at 10:00 A.M. on September 13, 2011 at:

City of Yuba City Sutter Room 1201 Civic Center Boulevard Yuba City, CA 95993

Proposals received from Vendors who do not attend the pre-proposal meeting will not be considered. Addenda to this RFQ/RFP, if issued, will be sent to all prospective Vendors the City has specifically e-mailed a copy of the RFQ/RFP to and will be posted on the City’s website at: http://www.yubacity.net/construction/bid-notice-to-contractors.htm. It shall be the Vendor’s responsibility for checking the City’s website to obtain any addenda that may be issued. The Vendor’s attention is directed to Appendix A, “Statement of Qualification/Proposal Requirements.” Submit seven (7) hard copies and one (1) electronic copy in PDF format on a CD/DVD of the Vendor’s Statement of Qualifications (SOQ)/Proposal. The hard copies and CD/DVD shall be mailed or submitted to the City of Yuba City prior to 4:00 P.M., September 27, 2011. Proposals shall be submitted in a sealed package clearly marked “Yuba City LED Streetlight Conversion” and addressed as follows: Marc Mattox Engineering Division Department of Public Works City of Yuba City 1201 Civic Center Blvd. Yuba City, CA 95993 SOQ/Proposals received after the time and date specified above will not be considered and will be returned to the Vendor. Any SOQ/Proposal received prior to the time and date specified above may be withdrawn or modified by written request of the Vendor. To be considered, however, the modified SOQ/Proposal must be received prior to 4:00 P.M., September 27, 2011. Unsigned SOQ/Proposals or SOQ/Proposals signed by an individual not authorized to bind the prospective Vendor will be rejected.

http://www.yubacity.net/construction/bid-notice-to-contractors.htm

City of Yuba City RFQ/RFP

of 26 Yuba City LED Streetlight Conversion

This RFQ/RFP does not commit the City to award a contract, to pay any costs incurred in the preparation

of a proposal for this request, or to procure or contract for services. The City reserves the right to accept

or reject any or all proposals received as a result of this request, to negotiate with any qualified Vendor, or

to modify or cancel in part or in its entirety the RFQ/RFP if it is in the best interests of the City to do so.

Furthermore, a contract award may not be made based solely on price.

The prospective Vendor is advised that should this RFQ/RFP result in recommendation for award of a

contract, the contract will not be in force until it is approved and fully executed by the City.

All products used or developed in the execution of any contract resulting from this RFQ/RFP will remain

in the public domain at the completion of the contract.

Any questions related to this RFQ/RFP shall be submitted in writing to the attention of Marc Mattox via

email – [email protected], fax – (530) 822-4694, or mail to the address above.

Written questions submitted prior to the pre-proposal meeting and verbal questions received at the pre-

proposal meeting will be addressed whenever possible at the pre-proposal meeting. All questions will be

addressed and the list of attendees will be included in an RFQ/RFP Addendum following the pre-proposal

meeting in accordance with the Project Schedule shown in Appendix C.

mailto:[email protected]



BACKGROUND

The City of Yuba City currently owns and operates over 3,300 City streetlights. The City’s streetlight

inventory predominantly consists of high pressure sodium (HPS) lighting fixtures and a few metal halide

fixtures. A map of City owned streetlights is shown in Exhibit A, on page 6.

The City has identified an energy conservation opportunity through the replacement of the City-owned

streetlights with Light-Emitting Diode (LED) fixtures.

The California Energy Commission (CEC) is currently accepting loan applications for qualifying energy

efficiency projects. The 3% interest loan is funded through the Energy Conservation Assistance Act. The

loan requires zero upfront costs to the applicant and is repaid through biannual payments from actual

energy savings from the project.

On June 21, 2011 City Council adopted a resolution authorizing the submission of a low interest loan

application to the California Energy Commission (CEC) to secure $1,600,000 in funding for the

conversion of all City owned cobra-head streetlights to LED. The conversions are proposed to take place

along numerous roadways including arterial, collector, and local roadways.

On June 29, 2011 the CEC notified the City of Yuba City that $1,345,487 at 3% interest rate has been

reserved for the City’s LED Streetlight Conversion project. The loan will fund both project management

and construction. It is expected the CEC will formally authorize the loan on September 7, 2011.

mmattox

Typewritten Text



SCOPE OF WORK

General:

The City of Yuba City is interested in contracting with a Vendor that will conduct and coordinate all tasks

related to the study, design, installation, and administration of the conversion of City-owned streetlights

to LED lighting.

The work shall comply with the requirements of all of the following without limitation, and shall apply to

this RFQ/RFP and any subsequent contract as though incorporated herein by reference:

1. Federal laws

2. State laws

3. Local laws

4. Rules and regulations of governing utility districts

5. Rules and regulations of other authorities with jurisdiction over the procurement of products

The Vendor shall comply with all insurance requirements of the City of Yuba City, included in Appendix

G, and any additional insurance requirements of the California Energy Commission, as necessary.

Per Section 4217.12(a) of the Government Code, the anticipated cost to the City for conservation services

resulting from this RFQ/RFP must be less than the anticipated marginal cost to the City of thermal,

electrical or other energy that would have been consumed by the City had the conversion project not been

performed.

Services to be Provided:

The Vendor selected shall provide a turnkey project for the conversion of approximately 3,300 High

Pressure Sodium and 33 Metal Halide streetlights to Light-Emitting Diode while achieving the primary

goals below:

Maximize reduction in energy consumption,

Optimize the use of a California Energy Commission Low Interest Loan for LED streetlight

conversions,

Maximize available PG&E rebates and incentives,

No out of pocket costs to the City, and

Improvements and updates to the City infrastructure, and

Utilize Yuba-Sutter area contractors to the maximum extent feasible.

Specifically, the Vendor selected will be required to complete the following tasks:

Phase 1: Project Development

1.1 Conduct thorough/detailed investigation of PG&E billing records, & maps to establish

eligible street lights for replacement

1.2 Conduct on-site physical inspection of targeted lights for final verification of location,

wattage, physical attributes and establish billing record accuracy

1.3 Reconcile City records with PG&E records to confirm ownership of targeted replacements

and eligibility for rebates and lower cost tariff



1.4 Develop and submit required paperwork to reconcile street light billing record and confirm

rebate eligibility

1.5 Conduct photometric analysis to recommend appropriate LED streetlight replacements,

which can meet existing lighting levels and provide the City with optimized savings on both

energy and long-term maintenance costs

1.6 Perform detailed analysis which demonstrates energy consumption and fixture longevity for

fixture operation options such as correlated color temperature and operating current

1.7 Prepare detailed pricing estimate(s) representing all project options under consideration

1.8 Develop energy (kWh), Greenhouse Gas (GHG) and energy cost savings models to ensure

results and cost-effectiveness of project options

1.9 Discuss & confirm recommendations with City to finalize project details and render Scope of

Work

1.10 Participate in the development of community outreach and notification plan to ensure project

awareness and minimize resident inconvenience, which shall include a pre-construction

“Open House” and community walk through the demonstration area installed by the City

Phase 2: Project Implementation

2.1 Prepare detailed Scope of Work for installation contractor bidding, including location maps,

fixture lists and requirements for traffic control, hours of work, permitting, insurance, etc.

2.2 Distribute bidding qualification requirements to Yuba-Sutter area contractors which are

interested in performing the work

2.3 Issue Scope of Work to qualified contractors for competitive bid accommodating appropriate

prevailing wage provisions of Section 1773 of the California Labor Code

2.4 Receive all bid packages and prepare summary of responses for City review

2.5 Review Bid Results with City and determine contractor selection

2.6 Conduct final review of all energy savings and construction cost estimates with CEC to

ensure accuracy and compliance

2.7 Prepare required Wage Determination Statement and Waste Management Plan for City to

receive project approval and "go-ahead" from CEC

2.8 Develop traffic control plan to City specifications

2.9 Work with local Caltrans District 3 and Sacramento office to confirm approval for the

replacement of any Caltrans owned fixtures in the Scope of Work

2.10 Complete all work to receive approved Encroachment Permits from Caltrans and City, as

required

2.11 Meet with selected contractor to review installation, work safety, public safety and waste

material handling procedures/requirements

2.12 Schedule and conduct Kick-Off meeting with City and installation contractor

2.13 Manage delivery and staging of material to site including any secured storage considerations

2.14 Prepare and manage appropriate waste disposal facility and facilitate proper disposal of waste

material

2.15 During installation, ensure that all fixtures and poles have PG&E compliant labeling and

badging; install or replace all labels and/or stickers as required

2.16 Manage contractor and work to ensure installation quality, compliance with project schedule

and proper disposal and/or recycling of old fixtures

2.17 Provide City with weekly Certified Payroll per CEC and California Labor Code Section 1776

requirements

2.18 Inspect final work and manage any “punch list” items to receive City Acceptance

2.19 Within ten (10) days of completion of the startup and acceptance test, the Vendor shall train

City personnel in all aspects of routine operation, maintenance, and safety of the LED

lighting fixtures installed



Phase 3: Project Completion

3.1. Following City acceptance, produce final project reporting for City per CEC requirements

3.1. Prepare all documentation required to receive reimbursement of funds from the CEC on

behalf of the City

3.2. Carry the cost of construction at no cost to City until reimbursement from CEC.

3.3. Advance and carry applicable rebate amounts at no additional cost to the City so that rebates

can be invested by the City to increase project size or lower total project cost until rebates are

paid by PG&E

3.4. Provide administrative effort required to process and receive all available rebates from PG&E

3.5. Provide administrative effort required to process tariff change and amend billing records with

PG&E

3.6. Provide “as built” record of all newly installed LED street lights in the form of electronic GIS

records including all wattages, badge numbers, locations and other associated attributes

3.7. If available in PG&E system, provide electronic post-construction GIS records for all street

lights in the City at no additional cost to the City

3.8. Determine CEC loan repayment amounts for the life of the loan.

Minimum Warranty Requirements

One (1) Year Labor Warranty – any failures replaced at no cost to the City

Five (5) Year Hardware Warranty for fixtures; Eight (8) Year Hardware Warranty for

Photocell



APPENDIX A – STATEMENT OF QUALIFICATION (SOQ)/

PROPOSAL REQUIREMENTS

These guidelines are provided for standardizing the preparation and submission of SOQ/Proposals by all

Vendors. The intent of these guidelines is to assist Vendors in preparation of their SOQ/Proposals, to

simplify the review process, and to provide standards to better compare SOQ/Proposals.

Statements of Qualification/Proposals shall contain the following information in the order listed:

1. Introductory Letter

The introductory (or transmittal) letter shall be addressed to:

George Musallam

Public Works Director

City of Yuba City

1201 Civic Center Blvd.

Yuba City, CA 95993

The letter shall include the Vendor’s contact name, mailing address, telephone number, facsimile number,

and email address. The letter will address the Vendor’s understanding of the services being requested and

any other pertinent information the Vendor believes should be included.

The letter shall be signed by the individual authorized to bind the Vendor to the proposal.

2. Executive Summary

3. Vendor Information, Qualifications & Experience

The City will only consider submittals from Vendors that demonstrate they meet the following

background requirements:

1. Ten (10) years operation in the State of California;

2. Installation of a minimum of three (3) turnkey projects for converting a minimum of two hundred

fifty (250) HPS fixtures (per project) to LED for energy efficiency in the past five (5) years with a

minimum of one (1) project funded through the California Energy Commission Low Interest

Loan program;

3. Ability to provide a team of California licensed mechanical, electrical, structural and civil

engineers as may be necessary;

4. Ability to provide 24-hour service and support;

5. Ability to perform all work with no out-of-pocket costs to the City

The City will only consider submittals from Vendors that demonstrate they have successfully completed

comparable projects. These projects must illustrate the quality, type, and past performance of the project

team. Submittals shall include a detailed description of a minimum of three (3) projects within the past

five (5) years which include the following information:

1. Contracting agency

2. Contracting agency Project Manager

3. Contracting agency contact information



4. Contract amount

5. Funding source (CEC loan, ARRA, EECBG, local, etc.)

6. Date of contract

7. Date of completion

8. Vendor Project Manager and contact information

9. Number of Fixtures Replaced

10. Manufacturer and model of selected LED replacement

11. Hours rated for 70% lighting of selected LED replacement

12. Operating current of selected replacement

13. Correlated color temperature of selected LED replacement

14. Pre-construction energy savings estimate

15. Actual post-construction energy savings

16. Project summary

17. Description of procured utility company incentives and rebates

18. Description of reconciliation process with PG&E between pre- and post-field audit for lighting

energy use

19. Description of PG&E tariff changes

20. Description of GIS records delivered to the contracting agency for all converted streetlights

21. If applicable, description of the conversion of lights owned and operated by Caltrans

4. Organization and Approach

1. Describe the roles and organization of your proposed team for this project. Indicate the

composition and number of project staff, facilities available and experience of your team as it

relates to this project.

2. Describe your project and management approach. Provide a detailed description of how the team

and scope of work will be managed. Describe how you will address energy efficiency strategies,

your ability to model and verify energy savings.

3. Describe the roles of key individuals on the team. Provide resumes and references for all key

team members. Resumes shall show relevant experience, for the Project’s Scope of Work, as well

as the length of employment with the proposing Vendor. Key members, especially the Project

Manager, shall have significant demonstrated experience with this type of project, and should be

committed to stay with the project for the duration of the project.

4. Describe how your team will work with the Department of Public Works staff and identify what

information and time will be required from them for this project. Indicate where the Vendor

Project Managers will be physically located. Also provide availability for 24-hour access if

applicable.

5. Scope of Work

1. Include a detailed Scope of Work Statement describing all services to be provided.

2. Describe project deliverables for each phase of your work.

3. Describe your cost control and budgeting methodology for this project.

6. Schedule of Work

Provide a detailed schedule for all phases of the project and Proposer’s services including time for

reviews and approvals. The schedule shall be based upon the Project Schedule shown in Appendix C.



7. LED Replacement, Project Savings & Project Costs

The City is investing in the LED conversion project to attain superior lighting quality while achieving

long-term reductions in energy consumption, energy costs and maintenance costs. Proposals

submitted shall calculate and describe how the investment is cost effective over the life of the

converted LED streetlights. Proposals shall include estimated per fixture costs for materials and

installation in addition to total Vendor fees for each project phase.

For the purpose of comparing proposals and Vendors’ ability to undertake the conversion project, the

City has specified that all submitted proposals must include the use of BetaLED LED streetlight

products. Information regarding BetaLED streetlight products may be obtained via the contact

information below:

BetaLED

1200 92nd Street

Sturtevant, WI 53177-1854

Phone: (800) 236-6800

Fax: (262) 504-5415

Email: [email protected]

Website: http://www.betaled.com

Proposals shall provide suggested BetaLED replacements for each type of fixture shown in Appendix

D. Proposing Vendors shall fully complete Appendix E, Project Savings & Cost Summary and

specify the following information for the conversion project:

1. Recommended Operating Current

2. Recommended Correlated Color Temperature

3. Initial Lumen Maintenance Factor

4. 100K Lumen Maintenance Factor

5. 70% life (L70)

6. Energy Consumption Savings (kWh/year)

7. CO2 Emission Savings (lbs/year)

8. Energy Cost Savings ($/year)

9. Estimated Materials Unit Cost

10. Estimated Installation Unit Cost

11. Estimated Vendor Phase 1 Cost



14. Total Project Cost

15. Simple Payback based on Estimated Savings and Costs

At the option of the proposing Vendor, an alternate LED manufacturer may be presented. Alternate

fixtures shall meet existing lighting levels and provide the City with optimized savings on both

energy and long-term maintenance costs. Alternate manufacturer fixtures may be suggested for each

type of fixture shown in Appendix D. Alternate fixtures shall be IESNA LM-79 and LM-80 tested. If

an alternate manufacturer is listed, the proposing Vendor shall fully complete Appendix F, Alternate

Project Savings & Cost Summary and specify the following information for the conversion project:

1. Recommended Operating Current

2. Recommended Correlated Color Temperature

3. 70% life (L70)

http://www.betaled.com/



4. Energy Consumption Savings (kWh/year)

5. CO2 Emission Savings (lbs/year)

6. Energy Cost Savings ($/year)

7. Estimated Materials Unit Cost

8. Estimated Installation Unit Cost




12. Total Project Cost

13. Simple Payback based on Estimated Savings and Costs

The selected Vendor shall be responsible for presenting final manufacturer and fixture recommendations

as a part of the Scope of Work.

8. Work Hours Estimate

The proposing Vendor shall provide work hour estimates for each project phase noted in the Scope of

Work: Project Development, Project Implementation and Project Completion. The Vendor shall also

provide detailed methodology of preparing the estimates.

9. Additional Funding Options

The City of Yuba City aims to complete a City-wide conversion of streetlights to LED lighting.

Should the secured loan funding in the amount of $1,345,487 not be sufficient for the conversion of

all 3,300 streetlights, the Vendor is to provide recommendations/alternatives available to the City.

The proposal shall include a list of funding options which the Vendor has had experience securing

and managing.

10. Local Contractor Preference

The City of Yuba City aims to utilize local contractors or workers to the maximum extent feasible.

The proposal shall explain the Vendor’s plan to solicit bids from qualified local contractors for

project construction. In addition, the proposal shall:

1. Provide a detailed list of the Vendors requirements for companies to qualify to bid the project.

2. Describe any initial research completed to determine if any local vendors/contractors will qualify

to perform the work

11. Conflict of Interest Statement

The Vendor shall disclose any financial, business or other relationship with the City that may have an

impact upon the outcome of the contract or the construction project. The Vendor shall also list

current clients who may have a financial interest in the outcome of this contract or the construction

project that will follow. The Vendor shall disclose any financial interest or relationship with any

construction company that might submit a bid on the construction project.

12. Litigation

Indicate if the proposing Vendor was involved with any litigation in connection with prior projects. If

yes, briefly describe the nature of the litigation and the result.



13. Contract Agreement

1. Provide a summary of the proposing Vendor’s general terms and conditions of any agreement

resulting from this RFQ/RFP.

2. Provide a copy of a sample agreement to be executed by the City in the event the proposing

Vendor is selected for the project.



APPENDIX B – STATEMENT OF QUALIFICATION/PROPOSAL

EVALUATION

Evaluation Process

All proposals will be evaluated by a City Selection Committee (Committee). The Committee may be

composed of City staff and other parties that may have expertise or experience in the services described

herein. The Committee will review the submittals and will rank the proposers. The evaluation of the

proposals shall be within the sole judgment and discretion of the Committee. All contacts during the

evaluation phase shall be through the Public Works Department contact only. Proposers shall neither

contact nor lobby evaluators during the evaluation process. Attempts by Proposer to contact and/or

influence members of the Committee may result in disqualification of Proposer.

The Committee will evaluate each proposal meeting the qualification requirements set forth in this

RFQ/RFP. Proposers should bear in mind that any proposal that is unrealistic in terms of the technical or

schedule commitments may be deemed reflective of an inherent lack of technical competence or

indicative of a failure to comprehend the complexity and risk of the City’s requirements as set forth in this

RFQ/RFP.

Once the evaluations of proposals are completed, the City may interview a number of highest ranked

proposers. The City reserves the right to select a proposal without conducting interviews. When a

decision is made the City will select the highest ranked Vendor for the project. Upon acceptance of a cost

proposal and successful contract negotiations the Public Works Department will recommend a contract be

awarded.

Evaluation Criteria

Proposals will be evaluated according to each Evaluation Criteria, and scored on a zero to five point

rating. The scores for all the Evaluation Criteria will then be multiplied according to their assigned weight

to arrive at a weighted score for each proposal. A proposal with a high weighted total will be deemed of

higher quality than a proposal with a lesser-weighted total. The final maximum score for any project is

five hundred (500) points.

Rating Scale

0 Not

Acceptable

Non-responsive, fails to meet RFQ/RFP specifications. The approach has no probability of

success. For mandatory requirement this score will result in disqualification of proposal.

1 Poor Below average, falls short of expectations, is substandard to that which is the average or

expected norm, has a low probability of success in achieving project objectives per RFQ/RFP.

2 Fair Has a reasonable probability of success, however, some objectives may not be met.

3 Average

Acceptable, achieves all objectives in a reasonable fashion per RFQ/RFP specification. This

will be the baseline score for each item with adjustments based on interpretation of proposal

by Evaluation Committee members.

4 Above

Average/Good

Very good probability of success, better than that which is average or expected as the norm.

Achieves all objectives per RFQ/RFP requirements and expectations.

5 Excellent/

Exceptional

Exceeds expectations, very innovative, clearly superior to that which is average or expected as

the norm. Excellent probability of success and in achieving all objectives and meeting

RFQ/RFP specification.



The Evaluation Criteria Summary and their respective weights are as follows:

No. Evaluation Criteria Weight

1 Completeness of Response Pass/Fail

2 Qualifications & Experience 25

3 Organization & Approach 20

4 Scope of Services to be Provided 20

5 Schedule of Work 5

6 LED Replacement, Project Savings & Project Costs 10

7 Work Hours Estimate 5

8 Additional Funding Options 5

9 Local Contractor Preference 5

10 Conflict of Interest Statement 1

11 Litigation History 1

12 Contract Agreement 3

Total: 100

1. Completeness of Response (Pass/Fail)

a. Responses to this RFP must be complete. Responses that do not include the proposal

content requirements identified within this RFP and subsequent Addenda and do not

address each of the items listed below will be considered incomplete, be rated a Fail in

the Evaluation Criteria and will receive no further consideration. Responses that are rated

a Fail and are not considered may be picked up at the delivery location within 14 calendar

days of contract award and/or the completion of the competitive process.

2. Qualifications & Experience (25 points)

a. Minimum background requirements

i. Demonstrated Vendor meets minimum qualification set forth in this RFQ/RFP

b. Project History

i. Describes a minimum of three (3) comparable projects and provides all necessary

details to ascertain the Vendor has experience with projects of similar scope and

scale.

ii. Emphasized projects which:

1. Were funded through the CEC (1 project minimum required)

2. Had zero out-of-pocket costs to the contracting agency,

3. Actual energy savings met or exceeded initial estimates

4. Procured PG&E rebates and incentives

5. Assisted with PG&E bill reconciliations and tariff changes

6. Provided GIS records for converted street lights

7. Obtained Caltrans approval

c. References

i. A minimum of three (3) references are provided for the City to determine the

contracting agency’s satisfaction with the subject project and performance of the

Vendor.



3. Organization & Approach (20 points)

a. Roles and Organization of Proposed Team

i. Proposes adequate and appropriate disciplines of project team.

ii. Some or all of team members have previously worked together on similar

project(s).

iii. Overall organization of the team is relevant to City needs.

b. Project and Management Approach

i. Team is managed by an individual with appropriate experience in similar

projects. This person’s time is appropriately committed to the project.

ii. Team successfully addresses Site Planning and Programming efforts.

iii. Project team and management approach responds to project issues. Team

structure provides adequate capability to perform both volume and quality of

needed work within project schedule milestones.

c. Roles of Key Individuals on the Team

i. Proposed team members, as demonstrated by enclosed resumes, have relevant

experience for their role in the project.

ii. Key positions required to execute the project team’s responsibilities are

appropriately staffed.

d. Working Relationship with City

i. Team and its leaders have experience working in the public sector and

knowledge of public sector procurement process.

ii. Team leadership understands the nature of public sector work and its decision-

making process.

iii. Proposal responds to need to assist City during the project.

4. Scope of Services to be Provided (20 points)

a. Detailed Scope of Services to be Provided

i. Proposed scope of services is appropriate for all phases of the work.

ii. Scope addresses all known project needs and appears achievable in the

timeframes set forth in the project schedule.

b. Project Deliverables

i. Deliverables are appropriate to schedule and scope set forth in above

requirements.

c. Cost Control and Budgeting Methodology

i. Proposer has a system or process for managing cost and budget.

ii. Evidence of successful budget management for a similar project.

5. Schedule of Work (5 points)

a. Schedule shows completion of the work within the City’s overall time limits.

b. The schedule addresses all knowable phases of the project, in accordance with the general

requirements of this RFQ/RFP.

6. LED Replacement, Project Savings & Project Costs (10 points)

a. Proposal calculates and describes cost effectiveness of conversion investment

b. Proposal includes a completed Appendix E, Project Savings & Cost Summary form and

specifies all requested information.

c. (Optional) Proposal includes a completed Appendix F, Alternate Project Savings & Cost

Summary form and specifies all requested information.



7. Work Hours Estimate (5 points)

a. Proposer provides work hour estimates for each project phase noted in the Scope of

Work: Project Development, Project Implementation and Project Completion.

b. Proposer provides detailed methodology of preparing the estimates.

8. Additional Funding Options (5 points)

a. Proposer provides alternatives to fund City-wide conversion project in the event which

the CEC loan is not sufficient.

9. Local Contractor Preference (5 points)

a. Proposer provides detailed requirements for contractors to qualify to bid the installation

portion of the project.

b. Proposer has researched and determined number of contractors in the Yuba-Sutter area

which would meet the Vendor’s requirements.

10. Conflict of Interest Statement (1 point)

a. Discloses any financial, business or other relationship with the City that may have an

impact upon the outcome of the contract or the construction project.

b. Lists current clients who may have a financial interest in the outcome of this contract or

the construction project that will follow.

c. Discloses any financial interest or relationship with any construction company that might

submit a bid on the construction project.

11. Litigation History (1 point)

a. Litigation history, if any, is described.

b. If judgment(s) against Proposer, appropriate explanation provided.

12. Contract Agreement (3 points)

a. Proposer provides a summary of their general terms and conditions of any agreement

resulting from this RFQ/RFP

b. Proposer provides a copy of a sample agreement to be executed by the City in the event

the proposing Vendor is selected for the project.

13. Oral Presentation & Interview *If Necessary*

a. Following evaluation of the written proposals, at the direction of the City, a number of

Proposers receiving the highest scores will be invited to an oral presentation and

interview. The scores at that time will not be communicated to Proposers. The oral

presentation and question/answers by each Proposer shall not exceed sixty (60) minutes

in length. The oral interview will consist of a Proposer’s presentation, followed by

standard questions asked of each of the Proposers and specific questions regarding the

specific proposal. The proposals may then be re-evaluated and re-scored based on the oral

presentation and interview. The City reserves the right to select a proposal without

conducting interviews.



Weighted scores for each SOQ/Proposal will be assigned utilizing the table below:

No. Evaluation Criteria Rating (0-5) Weight Score

(Rating * Weight)

1 Completeness of Response N/A Pass/Fail Pass/Fail

2 Qualifications & Experience 25

3 Organization & Approach 20

4 Scope of Services to be Provided 20

5 Schedule of Work 5

6 LED Replacement, Project Savings & Project Costs 10

7 Work Hours Estimate 5

8 Additional Funding Options 5

9 Local Contractor Preference 5

10 Conflict of Interest Statement 1

11 Litigation History 1

12 Contract Agreement 3

Total: 100



APPENDIX C – PROJECT SCHEDULE

August 25, 2011 Issue Request for Qualifications/Request for Proposals

September 7, 2011 California Energy Commission Board Meeting for Loan Approval

September 13, 2011 Mandatory Pre-proposal Meeting at 10:00 A.M. City of Yuba City

Sutter Room

1201 Civic Center Boulevard

Yuba City, CA 95993

September 14, 2011 Written questions due by 5:00 P.M.

September 16, 2011 Final addendum issued to RFQ/RFP

September 27, 2011 Statement of Qualifications/Proposal due by 4:00 P.M.

Marc Mattox

Engineering Division

Department of Public Works

City of Yuba City

1201 Civic Center Blvd.

Yuba City, CA 95993

October 20 , 2011 Evaluation period ends

October 25, 2011 Oral Presentation/Interviews (if necessary)

November 1, 2011* Vendor recommendation letter sent

November 15, 2011* Council Meeting at 7:00 P.M. for Loan Agreement and Vendor Contract

December 2011* Contract start

October 2012* Completion of conversion

January 2013* Project closeout & final CEC reimbursement

March 1, 2013 End of CEC Project Agreement

*Note that these dates are approximations and may change due to project phasing and/or the City’s final

decision. The selected Vendor shall provide a schedule which demonstrates achievement of services

within these overall time frames, but may modify intermediate dates to fit the proposing Vendor’s

methodology.


Item No. Quantity Voltage TypeWattage

(Nominal/Actual)

1 2019 120 HPS 70/85

2 748 120 HPS 100/120

3 90 120 HPS 150/176

4 1 120 HPS 200/234

5 53 240 HPS 70/85

6 103 240 HPS 70/100

7 16 240 HPS 100/138

8 9 240 HPS 150/202

9 233 240 HPS 200/237

10 22 240 HPS 250/293

11 1 240 HPS 310/348

12 14 240 HPS 400/451

13 29 Metal-Halide S-M-175 175/211

APPENDIX D - EXISTING INVENTORY


A B C D E F G H I J K L


(Nominal/Actual)Proposed BetaLED Replacement

Energy Consumption Savings (kWh/year)

CO2 Emission Savings (lbs/year)

Energy Cost Savings ($/year)

Materials Unit Cost per Fixture

Installation Unit Cost per Fixture

Total Unit Cost (= I + J)

Total Cost (= A * K)

1 2019 120 HPS 70/85

2 748 120 HPS 100/120

3 90 120 HPS 150/176

4 1 120 HPS 200/234

5 53 240 HPS 70/85

6 103 240 HPS 70/100

7 16 240 HPS 100/138

8 9 240 HPS 150/202

9 233 240 HPS 200/237

10 22 240 HPS 250/293

11 1 240 HPS 310/348

12 14 240 HPS 400/451

13 29 Metal-Halide S-M-175 175/211

Total 3338 (6) (1)

4100 Operating Current: (1)

$0.12153/kWh Correlated Color Temperature: (2)

0.524 lbs/kWh Initial Lumen Maintenance Factor: (3)

100K Hour Lumen Maintenance Factor: (4)

70% Life (L70): (5)

(6)

(7)

Total Savings: Total Converstion Cost:

Vendor - Phase 2: Project Implementation:

Vendor - Phase 3: Project Completion:

Total Project Cost (= 1 + 2 + 3 + 4):

Annual Project Energy Cost Savings

BetaLED Conversion Details

Simple Payback Period in Years (= 5 / 6) :

Project Cost-Benefit Summary

Vendor - Phase 1: Project Development

Estimated Conversion Costs

Estimated Installation & Materials Cost:

Existing Inventory Proposed Conversion Savings

APPENDIX E - PROJECT SAVINGS & COST SUMMARY

Assumptions

Annual Operating Hours:

Electricity Cost:

CO2 Emission Factor:


A B C D E F G H I J K L


(Nominal/Actual)Proposed Alternate LED Replacement

Energy Consumption Savings (kWh/year)

CO2 Emission Savings (lbs/year)

Energy Cost Savings ($/year)

Materials Unit Cost per Fixture

Installation Unit Cost per Fixture

Total Unit Cost (= I + J)

Total Cost (= A * K)

1 2019 120 HPS 70/85

2 748 120 HPS 100/120

3 90 120 HPS 150/176

4 1 120 HPS 200/234

5 53 240 HPS 70/85

6 103 240 HPS 70/100

7 16 240 HPS 100/138

8 9 240 HPS 150/202

9 233 240 HPS 200/237

10 22 240 HPS 250/293

11 1 240 HPS 310/348

12 14 240 HPS 400/451

13 29 Metal-Halide S-M-175 175/211

Total 3338 (6) (1)

4100 Operating Current: (1)

$0.12153/kWh Correlated Color Temperature: (2)

0.524 lbs/kWh 70% Life (L70): (3)

(4)

(5)

(6)

(7)

CO2 Emission Factor: Vendor - Phase 2: Project Implementation:

Vendor - Phase 3: Project Completion:

Total Project Cost (= 1 + 2 + 3 + 4):

Annual Project Energy Cost Savings

Simple Payback Period in Years (= 5 / 6) :

Assumptions Alternate LED Conversion Details Project Cost-Benefit Summary

Annual Operating Hours: Estimated Installation & Materials Cost:

Electricity Cost: Vendor - Phase 1: Project Development

APPENDIX F - ALTERNATE PROJECT SAVINGS & COST SUMMARY

Existing Inventory Proposed Conversion Savings Estimated Conversion Costs

Total Savings: Total Converstion Cost:



APPENDIX G – INSURANCE REQUIREMENTS

Insurance – The Contractor shall procure and maintain for the duration of the contract insurance

against all claims for injuries or damages to property which may arise from or in connection with the

performance of the work hereunder by the Contractor, his agents, representatives, employees, or

subcontractors.

a. Minimum Scope of Insurance – Coverage shall be at least as broad as:

1) Insurance Services Offices Commercial General Liability coverage

(occurrence Form CG 0001).

2) Insurance Services Office Form Number CA 0001 covering Automobile

Liability, Code I (any auto).

3) Workers’ Compensation insurance as required by the State of California

and Employer’s Liability Insurance.

b. Minimum Limits of Insurance – The Contractor shall maintain limits no less

than:

1) General Liability: $2,000,000 per occurrence for bodily injury, personal

injury, and property damage. The aggregate limit shall be $2,000,000.

2) Automobile Liability: $1,000,000 per accident for bodily injury and

property damage.

3) Workers Compensation: Statutory limits.

4) Employers’ Liability: $1,000,000 each accident, $1,000,000 policy

limit bodily injury by disease, $1,000,000 each employee bodily injury by disease.

If the contractor maintains higher limits than the minimums shown above, the

City shall be entitled to coverage for the higher limits maintained by the contractor.

c. Deductibles and Self-Insurance Retention – Any deductibles or self-insurance

retention must be declared to and approved by the City. At the option of the City, either the

insurer shall reduce or eliminate such deductibles or self-insurance retention as respects the City,

its officers, officials, employees and volunteers, or the Contractor shall provide a financial

guarantee satisfactory to the City guaranteeing payment of losses and related investigations, claim

administration and defense expenses.

d. Other Insurance Provisions – The general liability and automobile liability

policies are to contain, or be endorsed to contain, the following provisions:

1) The City, its officers, officials, employees, and volunteers are to be covered as

insureds with respect to liability arising out of automobiles owned, leased, hired, or

borrowed by or on behalf or the contractor, and with respect to liability arising out of

work or operations performed by or on behalf of the Contractor including materials,

parts, or equipment furnished in connection with such work or operations. General



liability coverage shall be provided in the form of an Additional Insured endorsement

(CG 20 10 11 85 or equivalent) to the Contractor’s insurance policy, or as a separate

owner’s policy.

2) For any claims related to this project, the Contractor’s insurance

coverage shall be primary insurance as respects the City, its officers, officials, employees,

and volunteers. Any insurance or self-insurance maintained by the City, its officers,

officials, employees or volunteers shall be excess of the Contractor’s insurance and shall

not contribute with it.

3) Each insurance policy required by this clause shall be endorsed to state

that coverage shall not be canceled by either party, except after thirty (30) days prior

written notice has been provided to the City.

e. Acceptability of Insurer – Insurance is to be placed with insurers with a current

A.M. Best rating of no less than A:VII unless otherwise acceptable to the City. Exception may be

made for the State Compensation Insurance Fund when not specifically rated.

f. Verification of Coverage – Contractor shall furnish the Entity with

endorsements effecting coverage required by this clause. The endorsements are to be signed by a

person authorized by that Insurer to bind coverage on its behalf. The endorsements are to be on

forms provided by the City, unless the insurance company will not use the City’s forms. All

endorsements are to be received and approved by the City before work commences. However,

failure to do so shall not operate as a waiver of these insurance requirements. As an alternative to

the City’s forms, the Contractor’s insurer may provide complete copies of all required insurance

policies, including endorsements effecting the coverage required by these specifications.

g. Subcontractors – Contractor shall require and verify that all subcontractors

maintain insurance meeting all the requirements stated herein.

h. Waiver of Subrogation – Contractor hereby agrees to waive subrogation which

any insurer of Contractor may acquire from Contractor by virtue of the payment of any loss.

Contractor agrees to obtain any endorsement that may be necessary to effect this waiver of

subrogation.

The Workers’ Compensation policy shall be endorsed with a waiver of subrogation in

favor of the City for all work performed by the Contractor, its employees, agents and

subcontractors.

If the Contractor fails to maintain any insurance as required by this section, the City of

Yuba City may take out such insurance to cover any damages for which the City of Yuba City might be

held liable on account of the operations under this contract, and deduct and retain the amount of the

premiums for such insurance from any sums due the Contractor under the contract. Nothing herein

contained shall be construed as limiting in any way the extent to which the Contractor may be held

responsible for payment of damages resulting from his operations, or those of any subcontractor under

him. Maintenance of proper insurance coverage is a material element of the contract and failure to

maintain or renew coverage or to provide evidence of renewal may be treated by the City as a material

breach of contract.


APPENDIX H – HISTORICAL PG&E BILLING STATEMENTS Please find the attached disc which includes energy invoices received from PG&E which are between the dates of April 20 – May 18, 2011 for streetlights and May 3 – June 1 for traffic signals. These invoices are primarily streetlights funded through Lighting & Landscaping Maintenance Districts and the General Fund. Please note that items included in the invoices may be outside the Scope of Work for this proposal (i.e., ornamental lights, Gauche Aquatic Park lights, 5th Street Bridge, etc.). Vendors shall use this information as a potential reference when comparing the City’s current inventory for conversion, shown in Appendix D, and a general baseline for expectations performing the field audit.

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