102-Attachment A.pdf
THE COUNTY OF SANTA CLARA
REQUEST FOR PROPOSALS
REGIONAL RENEWABLE POWER PURCHASE AGREEMENT
(RFP # RRPPA-001-310)
Monday, March 29, 2010
RFP RESPONSES DUE:
STEP 1 – PRE-QUALIFICATION: 3:00 P.M. ON MAY 7, 2010
STEP 2 – FINAL SELECTION FOR RPG BUNDLES: 3:00 P.M. ON JUNE 29, 2010
RFP RETURN ADDRESS:
Siva P. Darbhamulla
Facilities and Fleet Department
nd
2310 N. First Street, 2 Floor, Suite 200
San Jose, CA 95131
CONTACT:
Siva P. Darbhamulla
Facilities and Fleet Department
Tel: 408-993-4600
Fax: 408-993-4695
E-mail: siva.darbhamulla@faf.sccgov.org
INTRODUCTION
INSTRUCTIONS FOR RESPONDENTS
RESPONSE FORMAT AND ORGANIZATION
REQUIREMENTS AND PROPOSER SUBMITTALS
STEP 1 – PRE-QUALIFICATION AND
STEP 2 – DETAILED PROPOSAL EVALUATION FACTORS
ATTACHMENTS
I.INTRODUCTION
Project Background
B.Introduction to Request for Proposals (RFP)
TABLE OF RPG SYSTEM BUNDLES
RPG System Bundle Type Description/Characteristics
C.Introduction and RPG System Sites
D.General Introduction to the County of Santa Clara
E.Roles and Responsibilities
Host Site Agency (Owner of the sites)
Lead Agency -County of Santa Clara
rd
Firms (3 Party Renewable Energy Service Providers)
California Building Codes and regulations, as well as any
and all Agency requirements.
II. INSTRUCTIONS FOR RESPONDENTS
A.SEQUENCE OF EVENTS
ActionTentative Scheduled Date
RFP Date
5.Submit Pre-Qualification Proposal ResponseRFP date + 29 business days
7.
B.POINT OF CONTACT
C.DESCRIPTION OF EVENTS
April 13, 2010 at 9:00AM
Training Center of County Center at Charcot facility, located at 2310 North First Street,
Suite 201, San Jose, CA 95131-1040
Attendance at the conference is highly recommended but is not a prerequisite for
submission of a proposal.
NO
LATER THAN 3:00 PM PST ON MAY 7, 2010.
NO LATER THAN
3:00 PM PST ON June 29, 2010.
Siva P. Darbhamulla
Facilities and Fleet Department
County of Santa Clara
2310 N. 1st Street, Suite 200
San Jose, CA 95131
REGIONAL RENEWABLE ENERGY PPA
RFP (RFP #RRPPA-001-310).
5.CONTRACT COMMENCEMENT DATE
listed in the sequence of events in
Section II.
INCURRING COST
GUARANTEE OF PROPOSAL
BASIS FOR PROPOSAL
FORM OF PROPOSAL
LATE RESPONSES
NO PUBLIC PROPOSAL OPENING
CALIFORNIA PUBLIC RECORDS ACT (CPRA)
CONFIDENTIALITY
ELECTRONIC MAIL ADDRESS
USE OF ELECTRONIC VERSION OF THE RFP
COUNTY RIGHTS
17.PROTEST PROCEDURE
a.Filing a Protest
Protest Relating to RFP Number #RRPPA-001-310
b.Contents of Protest
c.Grounds for Protest
d.Protest Resolution Process
III.RESPONSE FORMAT AND ORGANIZATION
STEP 1
STEP 2
REQUIREMENTS AND PROPOSER SUBMITTALS
i.
v.
.
two sets of completed cost proposals
STEP 1 PRE-QUALIFICATION AND
STEP 2 – DETAILED PROPOSAL EVALUATION FACTORS
QUALIFICATION
AREA
PASSFAIL
MUST NOT be
a)Total 100 points)
Evaluation Criteria Breakdown Scoring
Total Points
Proposer Strengths & Qualifications (15)
Team management qualifications and
5
strengths for all partners; company
background; strength of lead entity
for the overall proposal
Financial stability as judged from
6
independently audited financial
statements or Dun and Bradstreet
report per RFP submittal
requirements
4Past performance references per
RFP submittal requirements
(+) 5Compliance with local preference
criteria per RFP
Proposer Experience and RPG System Team (15)
5Strength of key staff on the RPG
System team including their
professional history. Include a
description of roles, how
organizations work together, and an
organization chart
Experience with the identified bundle
5
type, references provided will be
verified
Experience with government RPG
2
Systems, including references to
specific skills or knowledge needed
per RFP submittal requirements
Experience overall on managing
3
multiple RPG Systems
simultaneously
(-) 3Presence of OSHA violations or other
safety incidents
(-) 3Presence of default incidents
(-) 3Presence of lawsuits
RPG System Technical Aspects (25)
Total energy production and
8
presentation of data
2Completeness of proposal, succinct
and clear presentation
3Technical description of photovoltaic
systems
2Module supply, availability, reputation
and quality, verified externally
2Inverter supply, availability,
reputation and quality, verified
externally
3Warranty periods for modules and
inverter
RPG System schedule and time table
3
per RFP submittal requirements
2Monitoring plan
RPG System Costs (45)
30Nominal levelized cost of energy,
including escalation factor (lowest
price: 30, avg price: 15, others placed
according to linear scale based on
these two benchmarks)
Proof of funding for RPG System per
10
RFP submittal requirements
5Cost proposal completeness with
transparent & logical calculations and
methodology
ATTACHMENT A
RPG System Bundles Site
ATTACHMENT B
STEP 1 -PRE-QUALIFICATION QUESTIONNAIRE PART I and II
ATTACHMENT B
STEP 1 -PRE-QUALIFICATION QUESTIONNAIRE PART I and II
Prime Proposer shall complete all questions below and shall provide background
information, if necessary, for each response. Questions are pass/fail. Criteria for passing
each question is listed in RFP Section II.
ATTACHMENT B
STEP 1 -PRE-QUALIFICATION QUESTIONNAIRE PART I and II
ATTACHMENT B
STEP 1 -PRE-QUALIFICATION QUESTIONNAIRE PART I and II
ATTACHMENT D
STEP 2 - COST PROPOSAL FORM
Proposer shall complete all pages of the Cost Proposal Form. The proposal costs shall directly relate to
the RPG System Work Plan and deliverables. All costs not explicitly defined in the cost proposal must be
specified. If not these costs will be responsibility of the prime Proposer and Partners. Excel worksheet
available on FTP site.
SEE ATTACHMENT C, EXHIBIT 6 FOR THE FORM
ATTACHMENT E
PRODUCTION ESTIMATE FORM
PROPOSER (SELLER)shall complete all pages of the Production Estimate Form. The proposal costs
shall directly relate to the RPG System Work Plan and deliverables. All costs not explicitly defined in the
cost proposal must be specified. If not these costs will be responsibility of the prime Proposer and
Partners. Excel worksheet available on FTP site.
SEE ATTACHMENT C, EXHIBIT 8 FOR THE FORM
ATTACHMENT F
INSURANCE DECLARATION
PROPOSER (SELLER) must DECLARE AND MEET County Insurance requirements as
described in Attachment C during full term of the contract.
ATTACHMENT G
TEMPORARY SECURITY CLEARANCES
Firms’ personnel attending the Pre-Proposal Conference and field visits of the sites must obtain
temporary security clearances to enter some of the secure and sensitive sites. Security clearance
request forms must be filed with the County contact person three business days prior to the Pre-
Proposal Conference.
Firms’ personnel shall contact County Contact to obtain security clearance forms that needs to
be completed and retuned. Considering various agencies are involved, more than one clearance
form may be required to be completed and returned for \[processing temporary clearance to
enter sites.
For entry to secure sites such as the Department of Correction facilities, Probation facilities,
Water Treatment facilities, etc. both during the site visits for proposal development and
performance of work under PPAs upon execution of PPAs for the full duration of the contract,
the Seller must obtain and maintain security clearance from the host Agency.
ATTACHMENT H
CONTRACTING PRINCIPLES
Contracting Principles
October 1997
ATTACHMENT H
CONTRACTING PRINCIPLES
I.
All Type I and Type II contracts, as hereinafter defined, shall include a contract provision
specifying that the contractor shall comply with all applicable federal, state and local rules,
regulations and laws.
In order to assure fiscal responsibility, strength and compliance with these principles all
Type I and Type II contracts shall include a contract provision specifying that the
contractor shall maintain financial records, that would be adequate to show that County
funds were used for purposes consistent with the terms of the service contract.
All Type II contractors shall provide specific information in addition to that which is
required of a responsible bidder. The information will be delineated in the contractor
selection process document but shall, at a minimum, include the following information
pertaining to the actual provision of services and/or expenditures charged to the contract:
“
“
ATTACHMENT H
CONTRACTING PRINCIPLES
D. All Type II contracts shall include a contract provision specifying that in order to
determine compliance to these principles as well as the contract, the contractor shall be
required to provide the County or its agents, except where prohibited by federal or state
laws, regulations or rules, reasonable access, through representatives of the contractor,
to facilities, records and employees that are used in conjunction with the provision of
contract services.
E. During the term of any contract all Type II contractors shall provide to the County
copies of any financial audits that have been completed. The contractor shall use
County funds for County services and shall not use County funds for general employer
costs that do not support or otherwise directly relate to the scope of contracted services.
Consistent with the financial provisions of the contracts, this shall not preclude the
realization of profits or savings.
F. During the term of any contract all Type II contractors shall advise the County
Department/Agency responsible for monitoring the contract of the issuance of any
legal complaint by an enforcement agency, or of any enforcement proceedings by any
Federal, State or Local agency for alleged violations of federal, state or local rules,
regulations or laws. In addition, the specific contract may include additional provisions
regarding notice to the County of specific client/patient service issue complaints.
G. During the term of any contract all Type II contractors shall advise the County of
the issuance of citations, court findings or administrative findings for violations of
applicable federal, state or local rules, regulations or laws.
Violations of this policy may be considered material breaches of any Type I or Type II
contract, and may, at the option of the county, constitute grounds for the termination
or non-renewal of any such contract, according to its terms. The contractor shall be
ATTACHMENT H
CONTRACTING PRINCIPLES
provided reasonable notice of any intended termination or non-renewal and the
opportunity to respond and discuss the County’s intended action.
any
ATTACHMENT H
CONTRACTING PRINCIPLES
ATTACHMENT H
CONTRACTING PRINCIPLES
DECLARATION OF CONTRACTOR
To be completed by all Type I and Type II contractors)
This is a Type I service contract under the Board of Supervisor’s
Resolution of Contracting Principles.
If this box is checked, please complete the following:
Type I Category:
Explanation:
This is a Type II contract under the Board of Supervisor’s Resolution on
Contracting Principles.
The contractor currently has other County contracts for the same or similar
services:
Yes No
IfYes is checked, please list and describe contracts, types and dollar amounts.
I am authorized to complete this form on behalf of
\[Name of contracting entity\]. I
have used due diligence in obtaining this information, and this information
contained herein is complete and accurate.
Contractor Signature:
Name:
Title:
Date:
ATTACHMENT I
DECLARATION OF LOCAL BUSINESS FORM
Firms claiming local preference must submit a certified letter on company’s letter head the
Local Business Declaration.
For purposes of this RFP, local business is as defined in County of Santa Clara Board Policy
Manual, Section 5.3.13, except that the geographical boundary is extended to include
geographical areas covering all Agencies participating in this RFP.
ATTACHMENT J
NON-COLLUSION DECLARATION
NONCOLLUSION AFFIDAVIT
In accordance with County requirements, __________________________________
(Proposer’s full name)
being first duly sworn, deposes and says that he or she is ____________________________
(Proposer’s title)
of _______________________________________________________________________
(Firm’s name)
the party making the foregoing Proposal that the Proposal is not made in the interest of, or on behalf of,
any undisclosed person, partnership, company, association, organization, or corporation; that the
Proposal is genuine and not collusive or sham; that the Proposer has not directly or indirectly induced or
solicited any other Proposer to put in a false or sham Proposal, and has not directly or indirectly colluded,
conspired connived, or agreed with any Proposer or anyone else to put in a sham Proposal, or that
anyone shall refrain from bidding; that the Proposer has not in any manner, directly or indirectly, sought
by agreement, communication, or conference with anyone to fix the Proposal of the Proposer or any other
Proposer, or to fix any overhead, profit, or cost element of the Proposal, or of that of any other Proposer,
or to secure any advantage against the public body awarding the contract of anyone interested in the
proposed Contract; that all statements contained in the Proposal are true; and further, that the Proposer
has not, directly or indirectly, submitted his or her Proposal or any breakdown thereof, or the contents
thereof, or divulged information or data relative thereto, or paid, and will not pay, any fee to any
corporation, partnership, company association, organization, bid depository, or to any member or agent
thereof to effectuate a collusive or sham Proposal.
I declare under penalty of perjury under the laws of the State of California that the foregoing is true and
correct.
SIGNATURE BLOCK (Signature Block must be completed in ink & changes must be initialed.)
Proposer 's Signature:_________________________________________Date:___________
Proposer 's Name & Title (Print):________________________________________________