BGS Municipal Building Energy Assessments Invitation to Bid

Agency:	State of Vermont
State:	Vermont
Type of Government:	State & Local
Category:	A - Research and development R - Professional, Administrative and Management Support Services Y - Construction of Structures and Facilities Z - Maintenance, Repair or Alteration of Real Property
Posted:	Mar 1, 2024
Due:	Mar 26, 2024
Publication URL:	To access bid details, please log in.

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Department of Buildings and General Services

Office of Purchasing & Contracting

133 State Street, 5th Floor | Montpelier VT 05633-8000

802-828-2211 phone |802-828-2222 fax

http://bgs.vermont.gov/purchasing

Agency of Administration

SEALED BID

REQUEST FOR PROPOSAL

MUNICIPAL BUILDING ENERGY ASSESSMENTS-

STATEWIDE CONTRACT

ISSUE DATE

QUESTIONS DUE

RFP RESPONSES DUE BY

March 1, 2024

March 13, 2024, at 4:30PM

March 26, 2024, at 4:30PM

PLEASE BE ADVISED THAT ALL NOTIFICATIONS, RELEASES, AND ADDENDUMS ASSOCIATED

WITH THIS RFP WILL BE POSTED AT:

http://www.bgs.state.vt.us/pca/bids/bids.php

THE STATE WILL MAKE NO ATTEMPT TO CONTACT INTERESTED PARTIES WITH UPDATED

INFORMATION. IT IS THE RESPONSIBILITY OF EACH BIDDER TO PERIODICALLY CHECK THE

ABOVE WEBPAGEFOR ANY AND ALL NOTIFICATIONS, RELEASES AND ADDENDUMS

ASSOCIATED WITH THIS RFP.

STATE CONTACT:

TELEPHONE:

E-MAIL:

James Meyers, State Senior Purchasing Agent

(802) 249-7245

BGS.OPCVendorDocs@vermont.gov

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1. OVERVIEW:

1.1. SCOPE AND BACKGROUND: Through this Request for Proposal (RFP) the Office of Purchasing &

Contracting on behalf of Buildings and General Services Energy Program (hereinafter the “State”) is

seeking to establish contracts with one or more companies that can provide comprehensive investment-

grade energy audits and ‘energy resilience assessments’, defined in VT 2022 Acts and Resolves No.172

(hereinafter “Act 172”) §2 as follows:

(a) Energy resilience assessments. On or before September 1, 2022, the Department of Buildings and

General Services shall issue a request for proposal for a comprehensive energy resilience assessment of

covered municipal buildings and facilities.

(b) Request for proposal. The Commissioner of Buildings and General Services shall contract with an

independent third party to conduct the assessment described in subsection (a) of this section. The assessment

shall be completed on or before January 15, 2024.

Services to receive an assessment of its buildings and facilities pursuant to the guidelines established in

subsection (e) of this section. As part of the application process, a municipality may use the assistance of a

regional planning commission to develop plans.

(d) Scope. For each covered municipality, the assessment described in subsection (a) of this section shall

include a scope of work, cost, and timeline for completion for each building or facility. The assessment shall

also include:

(1) recommendations for improvements that reduce the operating and maintenance costs, enhance

comfort, and reduce energy intensity in a municipal building or facility, including:

(A) the improvement or replacement, or both, of heating, ventilation and air conditioning systems;

(B) the use of a renewable energy source for heating systems, provided that recommendations for the

use of a heating systems that uses fossil fuels is not eligible; and

(2) an evaluation on the reasonableness of battery storage and EV charging stations and

recommended locations, as applicable;

(3) an evaluation of the potential for on-site renewable energy generation options and recommendation on

the one most feasible, as applicable;

(4) an estimate of costs for each recommendation;

(5) an estimate of system and equipment life cycle costs and consumption data; and

(6) the potential to phase the scope of work and suggest a prioritized order of completion separate

from the energy assessment scope.

(e) Administration. The Department of Buildings and General Services shall establish guidelines for a covered

municipality to receive an assessment and shall require at a minimum that:

(1) the covered municipality has access to high-speed Internet as defined in the State’s

Telecommunication Plan set forth in 30 V.S.A. § 202c or a plan is in place by 2024 to ensure access to

high- speed Internet; and

(2) any building that is assessed is compliant with the American Disabilities Act at the time the project is

completed.

The objective of these assessments is to identify performance and capital improvements in the form of energy

conservation measures (ECMs) and energy resilience measures (ERMs) to cost effectively reduce facility

energy consumption, lower operating costs, increase the share of renewable energy, and implement

contingencies to increase the resilience of energy systems against extreme weather emergencies and power

disruptions—while maintaining safe conditions and optimal indoor environmental quality for buildings

belonging to the State of Vermont’s covered municipalities (hereinafter “covered municipality” and “covered

municipal buildings”), which are defined by Act172 §2(f) Definition. As used in this section, “covered

Revised: January 2024

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municipality” means a city, town, fire district or incorporated village, and all other governmental incorporated

units except for school districts.

The Department of Buildings and General Services (BGS) Municipal Energy Resilience Program (MERP)

requires the contractor to provide services consistent with the statement of work defined in Attachment A.1,

pursuant to Act172 §2(d) 1-6; and/or indicate if they are able to perform the statement of work defined in

Attachment A.2, comprising an ASHRAE Level II investment grade audit, as well as a blower door test—in

addition to those items which are outlined in Act 172 §2(d) 1-6 and restated above. Bidders may submit

responses to one, or both statements of work. The statement(s) of work to which the bidder is responding

must be indicated in the cover letter of the bidder’s proposal.

1.1.1. Vendors with an existing energy audit contract for Vermont State Buildings should submit a response to

this RFP to be approved for the additional assessment services. The State, through requirements in Act

172 §2(f), which establishes a Municipal Energy Resilience Grant Program, has made changes to the

State Energy Management Program’s (SEMP) assessment services for buildings belonging to the State’s

political subdivisions.

Representatives for Covered municipal buildings seeking a MERP assessment may indicate if they require only

the minimum services defined in Attachment A.1 (hereinafter “Level 1 assessment”) or if they are seeking

services consistent with Attachment A.2 (hereinafter “Level 2 assessment”). municipal building assignments will

be given to contractors first by considering the type of assessment requested on the municipal building and the

type(s) of assessment the contractor is able to perform, based on their bid and ultimately their contract award.

BGS may require an ASHRAE Level III energy audit equivalency in some situations; any subsequent work at

the facility will be contracted separately.

Bidders deemed qualified by the State in the defined service categories shall execute the State’s Retainer

Contract for Municipal Building Energy Assessment Services attached to this RFP. The retainer contract

establishes (1) the process for the State to engage the vendors for services, (2) the terms and conditions

applicable to the vendor’s provision of services when engaged by the State, and (3) the roles and maximum

allowable rates applicable to each category of service. As structured, the retainer contract enables the State to

efficiently obtain competitive pricing proposals to meet a business need from multiple vendors that have been

pre-qualified in the applicable categories of service.

1.1.2. The State reserves the right limit the number of pre-qualified vendors for each assessment.

1.1.3. Proposals must conform to the detailed and general RFP requirements set forth herein.

1.2. CONTRACT PERIOD: Contracts arising from this RFP will be for a period of twenty-four months with an

option to renew for up to one additional twenty-four-month period. The State anticipates the start date for

such contract(s) will be April1, 2024.

1.3. SINGLE POINT OF CONTACT: All communications concerning this RFP are to be addressed in writing to

the State Contact listed on the front page of this RFP. Actual or attempted contact with any other individual

from the State concerning this RFP is strictly prohibited and may result in disqualification.

1.4. BIDDERS’ CONFERENCE: N o B i d d e r s c o n f e r e n c e t o b e h e l d .

1.5. QUESTION AND ANSWER PERIOD: Any bidder requiring clarification of any section of this RFP or wishing

to comment on any requirement of the RFP must submit specific questions in writing no later than the

deadline for question indicated on the first page of this RFP. Questions may be e-mailed to the point of

contact on the front page of this RFP. Questions or comments not raised in writing on or before the last day

of the question period are thereafter waived. At the close of the question period a copy of all questions or

comments and the State's responses will be posted on the State’s web site

http://www.bgs.state.vt.us/pca/bids/bids.php . Every effort will be made to post this information as soon as

possible after the question period ends, contingent on the number and complexity of the questions.

1.6. CHANGES TO THIS RFP: Any modifications to this RFP will be made in writing by the State through the

issuance of an Addendum to this RFP and posted online at http://www.bgs.state.vt.us/pca/bids/bids.php .

Modifications from any other source are not to be considered.

1.7. SOURCE OF FUNDS:

Socioeconomic affirmative steps under 2 C.F.R. § 200.321 If using applicable federal funds Socioeconomic

Revised: January 2024

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affirmative steps under 2 C.F.R. § 200.321 affirmative steps must include at least the following six steps:

1. Placing qualified small and minority businesses and women’s business enterprises on solicitation

lists;

2. Assuring that small and minority businesses and women’s business enterprises are solicited

whenever they are potential sources;

3. Dividing total requirements, when economically feasible, into smaller tasks or quantities to permit

maximum participation by small and minority businesses, and women’s business enterprises;

4. Establishing delivery schedules, where the requirement permits, which encourage participation by

small and minority businesses, and women’s business enterprises;

5. Using the services and assistance, as appropriate, of such organizations as the Small Business

Administration and the Minority Business Development Agency of the Department of Commerce;

and

6. Requiring the prime/general contractor, if subcontracts are to be let, to take the same affirmative

steps as listed in numbers 1 through 5.

If a bidder requires assistance in preparing their proposal or needs guidance on socioeconomic certifications,

the bidder may contact the Procurement Technical Assistance Center (PTAC). PTAC specializes in helping

small businesses navigate the documentation associated with State and Federal procurement. Their website

is: https://accd.vermont.gov/economic-development/programs/ptac

2. DETAILED REQUIREMENTS/DESIRED OUTCOMES:

2.1. Bidding Contractor Requirements

2.1.1. Proposing Contractor shall have been in the business of performing energy audits on commercial and

residential buildings for at least three (3) years. Completion of blower door envelope testing as part of

energy audits may be used. This shall be verifiable with information as provided by Contractor per

Section 4 below.

2.1.2. Proposing Contractors shall have successfully completed 15 ASHRAE Level II or equivalent building

assessments including blower door building envelope testing. These types of assessments may have

been performed on commercial buildings or residential buildings in Vermont or a similar climate in which

some or all the proposed ECMs were implemented.

2.1.3. All Other requirements as set forth in this RFP.

2.2. BGS in partnership with Efficiency Vermont is seeking to achieve energy savings in Covered municipal

buildings through the creation of the Municipal Energy Resilience Program. Assessments will support MERP’s

efforts to lead by example through the implementation of ECMs and ERMs related to energy efficiency and

renewable energy technology, which lower operating costs and mitigate greenhouse gas emissions in

Vermont’s municipalities. Each assessment will be developed into an actionable scope of work to be

implemented by a municipality which uses their MERP assessment report to apply for—and be awarded—

MERP energy project implementation funding, comprising grants of up to $500,000 per municipality

(hereinafter “implementation grant”), as well as other external funding.

3. GENERAL REQUIREMENTS:

3.1. PRICING: Bidders must price the terms of this solicitation at their best pricing. Any and all costs that Bidder

wishes the State to consider must be submitted for consideration, including pricing for work under

Attachment A.1 and/or Attachment A.2. If applicable, all equipment pricing is to include F.O.B. delivery to the

ordering facility. No request for extra delivery cost will be honored. All equipment shall be delivered

assembled, serviced, and ready for immediate use, unless otherwise requested by the State.

3.1.1. Prices and/or rates shall remain firm for the initial term of the contract. The pricing policy submitted by

Bidder must (i) be clearly structured, accountable, and auditable and (ii) cover the full spectrum of materials

and/or services required.

Revised: January 2024

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3.1.2. Cooperative Agreements. Bidders that have been awarded similar contracts through a competitive

bidding process with another state and/or cooperative are welcome to submit the pricing in response to

this solicitation.

3.1.3. Retainage. In the discretion of the State, a contract resulting from this RFP may provide that the State

withhold a percentage of the total amount payable for some or all deliverables, such retainage to be

payable upon satisfactory completion and State acceptance in accordance with the terms and

conditions of the contract.

3.2. STATEMENT OF RIGHTS: The State shall have the authority to evaluate Responses and select the Bidder(s)

as may be determined to be in the best interest of the State and consistent with the goals and performance

requirements outlined in this RFP. The State of Vermont reserves the right to obtain clarification or additional

information necessary to properly evaluate a proposal. Failure of bidder to respond to a request for additional

information or clarification could result in rejection of that bidder's proposal. To secure a project that is deemed

to be in the best interest of the State, the State reserves the right to accept or reject any and all bids, in whole

or in part, with or without cause, and to waive technicalities in submissions. The State also reserves the right

to make purchases outside of the awarded contracts where it is deemed in the best interest of the State.

3.2.1. Best and Final Offer (BAFO). At any time after submission of Responses and prior to the final selection

of Bidder(s) for Contract negotiation or execution, the State may invite Bidder(s) to provide a BAFO. The

state reserves the right to request BAFOs from only those Bidders that meet the minimum qualification

requirements and/or have not been eliminated from consideration during the evaluation process.

3.2.2. Presentation. An in-person or webinar presentation by the Bidder may be required by the State if it will

help the State’s evaluation process. The State will factor information presented during presentations into

the evaluation. Bidders will be responsible for all costs associated with providing the presentation.

3.3. WORKER CLASSIFICATION COMPLIANCE REQUIREMENTS: In accordance with Section 32 of The

Vermont Recovery and Reinvestment Act of 2009 (Act No. 54), Bidders must comply with the following

provisions and requirements.

3.3.1. Self Reporting: For bid amounts exceeding $250,000.00, Bidder shall complete the appropriate section

in the attached Certificate of Compliance for purposes of self-reporting information relating to past

violations, convictions, suspensions, and any other information related to past performance relative to

coding and classification of workers. The State is requiring information on any violations that occurred in

the previous 12 months.

3.3.2. Subcontractor Reporting: For bid amounts exceeding $250,000.00, Bidders are hereby notified that upon

award of contract, and prior to contract execution, the State shall be provided with a list of all proposed

subcontractors and subcontractors’ subcontractors, together with the identity of those subcontractors’

workers compensation insurance providers, and additional required or requested information, as

applicable, in accordance with Section 32 of The Vermont Recovery and Reinvestment Act of 2009 (Act

No. 54). This requirement does not apply to subcontractors providing supplies only and no labor to the

overall contract or project. This list MUST be updated and provided to the State as additional

subcontractors are hired. A sample form is available online at http://bgs.vermont.gov/purchasing-

contracting/forms. The subcontractor reporting form is not required to be submitted with the bid

response.

3.4. EXECUTIVE ORDER 05-16: CLIMATE CHANGE CONSIDERATIONS IN STATE PROCUREMENTS:

For bid amounts exceeding $25,000.00 Bidders are requested to complete the Climate Change Considerations

in State Procurements Certification, which is included in the Certificate of Compliance for this RFP.

After consideration of all relevant factors, a bidder that demonstrates business practices that promote clean

energy and address climate change as identified in the Certification, shall be given favorable consideration in

the competitive bidding process. Such favorable consideration shall be consistent with and not supersede any

preference given to resident bidders of the State and/or products raised or manufactured in the State, as

explained in the Method of Award section. But, such favorable consideration shall not be employed if

prohibited by law or other relevant authority or agreement.

3.5. METHOD OF AWARD: Awards will be made in the best interest of the State. The State may award one or

more contracts and reserves the right to make additional awards to other compliant bidders at any time if such

award is deemed to be in the best interest of the State. All other considerations being equal, preference will

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TITLE	QUESTIONS DUE	ANSWERS POSTED	DUE DATE	NO POSTING AFTER
BGS Municipal Building Energy Assessments Invitation to Bid	03/13/2024 04:30PM		03/26/2024 04:30PM

BGS Municipal Building Energy Assessments Invitation to Bid

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