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PRE-BID MEETING FOR GCMPC AUDIT

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GENESEE COUNTY PURCHASING DEPARTMENT ROOM 200, COUNTY ADMINISTRATION BLDG. TELEPHONE 1101 BEACH STREET (810) 257-3030 FLINT, MICHIGAN 48502 FAX (810) 257-3380 ERIC F. HOPSON CINDY CARNES Purchasing Director Purchasing Manager September 11, 2009 ADDENDUM #1 REQUEST FOR PROPOSALS (RFP) #09-020 ENERGY EFFICIENCY AND CONSERVATION CONSULTING SERVICES 1. The attached pre-proposal meeting minutes, questions, and answers have been included as part of the above referenced RFP. 2. Please include the enclosed Attachment A as part of the above referenced RFP. 3. B as part of the above referenced RFP. 4. Modifications to the RFP and additional information will be provided in Addendum No. 2. Indicate on the Signature Page item #5 and the exterior of the envelope containing your proposal: “ADDENDUM #1 RECEIVED” ALL PROPOSALS MUST BE RECEIVED AT: GENESEE COUNTY PURCHASING DEPARTMENT 1101 BEACH STREET, ROOM 200 FLINT, MI 48502 Eric F. Hopson Eric F. Hopson, Purchasing Director G:/bid2/2009/09-020add1 RFP Addendum No. 1 1 RFP #09-020 PRE-PROPOSAL MEETING Tuesday, September 8, 2009 @ 2:00 p.m. The pre-proposal meeting for the above referenced RFP was scheduled to be held in the GCMPC Conference Room at 1101 Beach Street, Flint, MI 48502. The meeting was moved to the Harris Auditorium on the third floor due to the amount of people in attendance. PRESENT: Sheri Ananich, THA Architects/Engineers Rafi Bayrakdarian, ...
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GENESEE COUNTY PURCHASING DEPARTMENT  ROOM 200, COUNTY ADMINISTRATION BLDG. TELEPHONE  1101 BEACH STREET (810) 257-3030  FLINT, MICHIGAN 48502 FAX  (810) 257-3380  ERIC F. HOPSON CINDY CARNES Purchasing Director     Purchasing Manager   September 11, 2009  ADDENDUM #1  REQUEST FOR PROPOSALS (RFP) #09-020  ENERGY EFFICIENCY AND CONSERVATION CONSULTING SERVICES  1. The attached pre-proposal meeting minutes, questions, and answers have been included as part of the above referenced RFP. 2. Please include the enclosed Attachment A as part of the above referenced RFP. 3. Please include the enclosed Attachment B as part of the above referenced RFP. 4. Modifications to the RFP and additional information will be provided in Addendum No. 2.   Indicate on the Signature Page item #5 and the exterior of the envelope containing your proposal:  “ADDENDUM #1 RECEIVED”  ALL PROPOSALS MUST BE RECEIVED AT: GENESEE COUNTY PURCHASING DEPARTMENT 1101 BEACH STREET, ROOM 200 FLINT, MI 48502  Eric F. Hopson Eric F. Hopson, Purchasing Director G:/bid2/2009/09-020add1 
RFP Addendum No. 1
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RFP #09-020 PRE-PROPOSAL MEETING Tuesday, September 8, 2009 @ 2:00 p.m.  The pre-proposal meeting for the above referenced RFP was scheduled to be held in the GCMPC Conference Room at 1101 Beach Street, Flint, MI 48502. The meeting was moved to the Harris Auditorium on the third floor due to the amount of people in attendance.  PRESENT: Sheri Ananich, THA Architects/Engineers Rafi Bayrakdarian, Chevron ES Lyle Boyer, Genesee County Building & Grounds  Derek Bradshaw, GCMPC Nick Brandt, AECOM Nelson Brikho, Honeywell Doug Brown, ASTI Environmental Energy Division Scott Brown, Green Energy Management Solutions Mark Caldwell, Grainger Inc. Parag Chandrakapure, Square D Dick Dunnill, Manger Grand Blanc Township Jeff Ferweda, Sedgewick & Ferweda Arch. Kate Fields, Advanced Solutions Group Dan Francis, MacMillan Associates Inc. Dustin Frigy, GRCC-PTAC Eric Graettinga, Peter Basso Associates Larry Green, Supervisor Mt. Morris Township Roger Haas, Genesee County Building & Grounds Ken Hedrick, Chevron ES Eric Hopson, Genesee County Purchasing Ted Hu, Ted Hu Associates Inc Bill Jensen, ATI Group Inc Mark Keyes, Global Environmental Engineering Inc Gary Lawson, Global Environmental Engineering Inc Dan Mack, JCI Walid Mashra, GE Energy Lynnette Meinz, GCDC-WWS Fred Rovet, Siemens Ed Saplala, Johnson & Wood John Schmidt, Trane Nate Scramlin, GCMPC Martin Seaman, Resource Recycling Systoms Karl Strine, THA Architects/Engineers Shane VanCise, Johnson Control (JCI) Jim VanderLaan, ATI Group Ted Williams, CHMP, Inc. Architects Nigel Yearham, Siemens  Mr. Hopson, Genesee County Purchasing Director, called the pre-bid meeting to order at approximately 2:00 p.m. Mr. Hopson stated that this solicitation is for the provision of
RFP Addendum No. 1 2
energy related consulting services to Genesee County. Roger Haas and Derek Bradshaw were introduced at this time.  Mr. Hopson stated that sealed proposals are due Monday, September 21, 2009 at 11:00 a.m. at the Genesee County Purchasing Department. Each proposal submitted must have a 2009 Certificate to do Business with Genesee County that can be obtained through the Genesee County Office of Equity and Diversity. If you don’t receive your Certificate to do Business by the time of submitting your proposal, please include a letter on company letterhead stating that you have applied for the certificate, but have not received it yet.  Green stickers were distributed that could be placed on the envelope containing the proposal response. The sticker should assist in identifying the package to insure it’s recognized as a proposal submitted in response to RFP #09-020. In addition, Mr. Hopson noted the following regarding the RFP:   Late proposals and proposals sent by fax or email will not be accepted.  This meeting is not a mandatory pre-proposal meeting. Proposals submitted must include one original, three hardcopies of the proposal and one adobe PDF Format of the proposal.  Genesee County reserves the right to amend and provide clarification of this RFP prior to the due date for proposal submission. In such an event, an addendum will be posted on the Purchasing Department website. All addenda and other relevant information will be posted on the Purchasing Department website, and all prospective offerors shall be responsible for checking the website for relevant information. The minutes of this meeting will also be posted on the website by the end of the week.  Genesee County requires a signed Bidders Insurance Checklist with each proposal submitted. Insurance required governing this work must be provided prior to the contract starting date and kept in full effect and compliance during entire contract period. The Bidder’s Insurance Checklist should be properly executed by an officer of the proposer and the proposer’s insurance carrier.  Proposals must be submitted in the format outlined in Section 8.  The Board of Commissioners has just established a Local Preference Policy for Genesee County. Genesee County businesses shall be afforded five percent of the total evaluation points up to a maximum of five points. To qualify for the preference, a proposer’s primary place of business must be located in Genesee County, Michigan and has made a personal property tax filing with a city or township treasurer within Genesee County during the last 12 months, or has paid a property tax assessment to a city or township treasurer within Genesee County within the last 12 months.  The deadline for questions was Friday, September 4, 2009. All questions had to be in writing. There were no questions received by the deadline. Mr. Hopson stated that it was possible the deadline for questions could be extended but it was not a given.  Submitted proposals must be signed by an official authorized to bind the offeror to its provisions. All proposals received shall remain valid for a period not less than ninety days from the due date of this RFP.
RFP Addendum No. 1 3
 Genesee County reserves the right to amend and provide clarification of this RFP prior to the date for proposal submission. In such an event, an addendum will be posted on the Purchasing Department website.  Discussions & Best and Final Offers may be undertaken with those proposers whose proposal, based on the evaluation criteria, show them to be qualified, responsible and capable of performing the work. It is anticipated that this process would be undertaken with short listed proposers. After discussions are held and prior to award, proposers may be allowed the opportunity to submit revisions to their proposals for the purpose of obtaining best and final offers.  If the successful proposer receives a contract and is subsequently found to have misrepresented any information in its proposal and/or Best and Final Offer, the contract may be terminated at the discretion of Genesee County.  All proposers must provide a commitment that the Project Manager the proposer assigns to the project will be committed for the life of the project. If there is any change in staff from the original Project Manager, Genesee County has the right to approve those changes.  Consultant interviews, if necessary, will take place on Monday September 28, 2009. The Project Manager and staff assigned to the project must be present during interviews with the consultant.  The proposer shall furnish a statement on company letterhead giving a complete description of all exceptions to the terms, conditions, and specifications set forth in the Standard Proposed Contract and this RFP. If a contract is entered into as a result of the RFP, it will be an actual-cost plus fixed-fee contract for Phase 1. In addition, the County anticipates executing a performance based contract with the successful firm for Phase 2. The determined price of the contracts shall be adhered to and at no time will Genesee County consider any bill for work not agreed upon by the County.  The initial contract will have a sufficient term to allow for the successful completion of tasks by December 21, 2009. The performance based contract for the provision of services for Phase 2, will have a contract term for a period three years with four one year extensions. The contract may not be assigned, transferred, or conveyed by the Contractor without the written consent of Genesee County.  Upon execution of the contract for the construction phase, the ESCO shall furnish the County with surety bonds guaranteeing the performance of the work and the payment of all legal debts that may be incurred by reason of the ESCO’s performance of the work. Each surety bond shall be in the sum equal to the full amount of the agreement.  Section 5 - Minimum Qualifications of Proposers was reviewed  Mr. Bradshaw stated that the Energy Efficiency and Conservation Block Grants Program, funded for the first time by the ARRA of 2009, is to deploy the cheapest, cleanest and most reliable energy technologies, energy efficiency and conservation, across the country. It is intended to assist in the development, promotion, implementation, and management of energy efficiency and conservation projects and programs.  
RFP Addendum No. 1
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Mr. Haas reviewed the Scope of Services (Section 7). The County is soliciting proposals for an Energy Services Company (ESCO) to assist the County, under contract, to develop and implement a strategy for energy efficiency and conservation and to carry out activities to achieve the purpose of the EECBG Program. The Contractor should have sufficient professional experience in the field of energy conservation, renewable energy and environmental sustainability. The County anticipates the following buildings will be included in the study: Genesee County Administration Building, Genesee County Jail, McCree Courts and Human Services Building, Genesee County Courthouse, Haley Building, Genesee County Animal Control and Genesee County 67 th District Courts. Also the Water and Wastewater Department may have a project. The firm that is selected will be working with a Genesee County Project Team. The deadline for the submission of a strategy to the DOE is December 21, 2009. However, the Contractor will need to move expeditiously in providing the services referenced in the RFP, because different committees will have to approve the plan before submission. Following approval of the strategy by the DOE, we will move into Phase 2. As you know, the County is required to monitor and report on the approved initiatives to the Department of Energy.    Mr. Hopson reviewed the Procurement Timetable in Section 4. Section 9 – Evaluation Criteria and Selection Procedure were reviewed. The County realized that we did not make provisions for proposers to identify how they will engage local firms on this project. Therefore, we will make the appropriate modifications via an addendum.  Question #1 : Regarding local preference, if the subcontractor is local and the main contractor that is submitting the proposal is not local will you still receive some extra points? Answer #1:  The local firm must be the prime contractor and submit a responsive proposal to the RFP.  Question #2:  Is there an established minimum of what a local firm can do? Answer #2:  No. The County wants to know how each proposer intends to utilize local firms for this project.  Question #3:  Has an ESCO been working with the County to help write this RFP? Answer #3:  No.  Question #4:  What is the definition of a local firm? Answer #4:  A local business is defined as one whose primary place of business must be located in Genesee County, Michigan and has made a personal property tax filing with a city or township treasurer within Genesee County during the last 12 months, or has paid a property tax assessment to a city or township treasurer within Genesee County within the last 12 months. When the proposals are opened on the September 21 st , what are you looking for?
 Question #5:    
RFP Addendum No. 1
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Answer #5:     Question #6:   Answer #6:     Question #7:    Answer #7:  Question #8:    Answer #8:  
The County will evaluate proposals consistent with the information provided in SECTION 9. EVALUATION CRITERIA AND SELECTION PROCEDURE. Who has been the performance consultant in the past and are they still under contract? Honeywell was in the past, but the contract expired. Are you looking for a total that will pay for all of the projects? The County expects proposers to provide information as part of their proposal response that will convey how experienced and capable the proposer is at utilizing grant funds and performance based contracting to achieve the goals of this project. Performance contracts usually go for ten to 15 years, but this one is for three, so are you looking for specific things to be done? We are looking to get the biggest bang for our buck and trying to make the best use of the grant funding. The intent is to engage a firm over the long term and we are looking for some direction on how you would use the funding from the DOE and performance based contracting. Please see Section 7. Scope of Services and Section 8. Information Required from Proposers (Project Approach, Technical Approach & Performance Contracting Approach) for additional clarification. The maximum term according to the RFP is three years, but we anticipate that extensions will be executed. This is based on the contract providing value to Genesee County. The RFP clearly allows for proposers to provide information about their approach to this project and their experience with similar engagements. Is there a possibility of getting the square footage for buildings listed and the amount paid for annual utilities. Yes, the County can provide that information as part of an addendum. Will there be any extra points given for improving any items outside of the scope? No. The strategy deadline is stated as December 21 st , is it possible that could be later? No. Will we be informed of the Water and Wastewater project and should it be included in the proposal? The project team will need to discuss this issue. At this point, we don’t fully understand the project proposed by the Drain Commissioner. It’s possible that information will be provided as part of an addendum. RFP Addendum No. 1 6
 Question #9:    Answer #9:   Question #10: Answer #10:     Question #11:    Answer #11:     Question #12 : Answer #12:    
 Question #13:    Answer #13:     Question #14:    Answer #14:     Question #15:    Answer #15:    
 Question #16:    Answer #16:     Question #17:    Answer #17:      Question #18:    Answer #18:     
RFP Addendum No. 1
Should we just consider the buildings listed and not worry about the Water and Wastewater project? Perhaps. Is this proposal for implementing energy conservation strategies? Our problem is putting money with projects now or is that to be done later after an audit. The intent is to evaluate proposals based on the evaluation criteria in Section 9. We are not looking for specific projects to be proposed to the County as part of the proposal response. Phase II asks for a detailed plan. Is Phase II to be included in the proposal at this time? The projects will be dealt with later. The selected firm will be helping the County with proposals for completing the projects. At this time, tell us how you do an audit, cost proposals etc. Please see Section 8. Information Required From Proposers, for the required contents of a responsive proposal. This is more of an RFQ? Will a short list be compiled and then interviews conducted? Yes. Is the $250,000 to conduct the performance study for the consultant. It is also to pay for additional support staff and other costs for the County and we are looking for a firm to assist. Can the sign-in sheets from today’s meeting be posted on the website? Everyone present will be noted in the minutes of today’s meeting.
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