Transcript Pre-Bid Application Workshop Presentation

California Energy Commission
Technical Assistance for the Alternative and
Renewable Fuel and Vehicle Technology (ARFVT)
Program
RFP-15-602
Pre-Bid Conference
California Energy Commission
February 2, 2016
Aida Escala
Emerging Fuels and Technologies Office
Fuels and Transportation Division
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California Energy Commission
AGENDA
10:00
Welcome and Introductions
Aida Escala, Energy Commission Specialist
10:15
RFP Overview
Aida Escala, Energy Commission Specialist
Kevyn Piper, Commission Agreement Officer
11:00
Questions and Answers
Andre Freeman, Energy Commission Supervisor
Kevyn Piper, Commission Agreement Officer
Aida Escala, Energy Commission Specialist
12:00
Conclusion
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California Energy Commission
Program Overview
• AB 118 created the Alternative and Renewable Fuel and Vehicle
Technology (ARFVT) Program.
• This statute, amended by AB 109 and later by AB 8, authorizes
the Energy Commission to “develop and deploy innovative
technologies that transform California’s fuel and vehicle types to
help attain the state’s climate change policies.”
• Annual program budget is approximately $100 million.
• The Energy Commission must prepare and adopt an annual
investment plan or update for the Program that establishes
funding priorities and describes how Program funding will be
used to complement other public or private investments.
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California Energy Commission
Commitment to Diversity
The Energy Commission adopted a resolution on April
8, 2015 to firmly commit to increase:
• Participation of women, minority, disabled veteran,
and LGBT business enterprises in program funding
opportunities
• Outreach and participation by disadvantaged
communities
• Diversity in participation at Energy Commission
proceedings
• Diversity in employment and promotional
opportunities
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California Energy Commission
Why is Diversity Important?
• Fairness- Increase funding accessibility to all
Californians
• Inclusion- Small businesses make up a significant
portion of the US economy.
• Job Creation- Projects can create jobs for residents
of under-served communities.
• Diversity of Ideas- Great ideas occur in a variety of
areas
• Diversity in Communities’ Needs- Needs vary
widely from one area to the next (air quality,
socioeconomic, etc.).
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California Energy Commission
Purpose of RFP
• Prime contractor will be responsible for all contract
duties, will direct team members, and will participate
in technical work assignments.
• Contractor team must have extensive consulting
experience in alternative fuels and technologies.
• This is a Work Authorization (WA) contract. No work
other than Task 1- Agreement Management shall be
undertaken, unless authorized by the Energy
Commission through a WA that specifies tasks,
deliverables, and costs.
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California Energy Commission
Definitions
Request for Proposals (RFP): The competitive method used for
this procurement of services. Submitted proposals shall be
evaluated by an Evaluation and Selection Committee with the
award made to the bidder receiving the highest points.
Bidder: Respondent to this RFP.
Proposal: Formal written response to the RFP from the bidder.
Work Authorization: Authorizes the Contractor to perform work on
specific tasks, and details the Scope of Work, deliverables,
costs, and budget for each work assignment.
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California Energy Commission
Funding Information
1. Maximum of up to $2,000,000 available for contract
resulting from this RFP.
2. ~$660,000 is currently available. Remaining balance
of $1,340,000 contingent upon funds being allocated
and needed.
3. Hourly rate plus cost reimbursement contract.
4. Energy Commission reserves the right to reduce the
contract amount if budgeted funds do not provide full
funding of Commission contracts.
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California Energy Commission
Eligible Bidders
1. Private entities, non-profit organizations, and public sector
entities that can meet the solicitation requirements are eligible.
2. Private sector entities must agree to use the Energy
Commission’s standard terms and conditions.
3. The University of California or the U.S. DOE National
Laboratories must use either the standard or the pre-negotiated
terms and conditions.
4. Public entities may participate as subcontractors if they cannot
meet requirements or agree to the terms.
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California Energy Commission
Eligible Bidders
5. All corporations, LLCs and LPs are required to register and be in
good standing with the California Secretary of State.
6. Bidders must meet all solicitation requirements.
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California Energy Commission
Scope of Work
Task 1- Agreement Management
1.1 Kick-off Meeting
1.2 Invoices
1.3 Manage Subcontractors
1.4 Progress Reports
1.5 Critical Project Reviews
1.6 Final Reports
1.7 Prepare and Manage Work Authorizations
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California Energy Commission
Scope of Work
Technical Tasks
Task 2- Project Evaluation
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Technical, economic, and financial feasibility
Match share evaluation
Qualifications of the Project Team
GHG Reductions Calculations
Petroleum displacement, air and water pollutant reductions
Cost effectiveness of GHG reductions, petroleum reduction,
increased alternative fuel supply, air quality improvements, and
other benefits proposed
• Deliverables- Technical Assessment Reports
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California Energy Commission
Scope of Work
Task 3- Verify Project Built to Technical
Specifications
• Conduct site visits to confirm that construction
conforms to the project design and technical
specifications in the agreement.
• Prepare Construction Verification Reports.
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California Energy Commission
Scope of Work
Task 4- Project Troubleshooting
• Assist the Energy Commission in identifying and
solving technical problems that may arise for
projects, conduct site visits, participate in consultation
meetings, troubleshooting problems, and proposing
solutions.
• Monitor corrective actions to resolve the technical
problems.
• Prepare Project Troubleshooting Reports.
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California Energy Commission
Proposal Requirements
REQUIRED FORMAT FOR PROPOSAL
RESPONSE
• Consists of Two Sections
 Section 1 – Administrative Response
 Section 2 – Technical and Cost Proposal
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California Energy Commission
Section 1- Administrative Response
Every Bidder must complete and include the following in Section 1,
Administrative Response:
• Cover Letter
• Table of Contents
• Contractor Status Form
• Darfur Contracting Act Form
• Small Business Certification (if applicable)
• Completed DVBE forms
• Bidder Declaration Form GSPD-05-105
• Contractor Certification Clauses
• Target Area Contract Preference Act (TACPA) Forms (if
applicable)
• Iran Contracting Act Form
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California Energy Commission
Section 2- Technical and Cost Proposal
Proposals passing Stage 1 will be submitted to the Evaluation
Committee to review and score, based on the following criteria:
• Organizational Structure
• Relevant Experience and Qualifications
• Response to Hypothetical Proposal
• Approach to Tasks in Scope of Work
• Client References
• Previous Work Products
• Budget Forms indicating Prime Labor Rates, Labor Rates for
each Subcontractor, Prime Non-Labor Rates, and Non-Labor
Rates for each Subcontractor, Loaded Rate Calculations for
Prime and Subcontractors
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California Energy Commission
Disabled Veteran Business Enterprise
(DVBE) Requirements
Mandatory certified DVBE participation of at least 3%
Bidder commits to meet or exceed the DVBE
participation requirements by either of the following
methods:
• If Bidder is a DVBE and commits to performing at
least 3% of the contract with the Bidder’s firm or in
combination with other DVBE(s)
• If Bidder is not a DVBE, Bidder commits to use
certified DVBE subcontractors for at least 3% of the
contract
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California Energy Commission
DVBE Required Forms
Bidders must complete the following forms in
order to be considered responsive:
• Contractor Status Form (Attachment 1)
Check the “yes” DVBE Participation box
• DVBE Declarations Std. Form 843
(Attachment 3)
• Bidder Declaration Form GSPD-05-105
(Attachment 4)
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California Energy Commission
DVBE Incentive
• Applied by adding the incentive points to
proposals that include more than the
minimum 3% DVBE participation
• Cannot be used to achieve any applicable
minimum point requirement
• Only applied during proposal evaluation
process and only to responsive proposals
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California Energy Commission
DVBE Incentive Program
Proposed DVBE
Participation Level
DVBE Incentive %
Point Preference
DVBE Incentive
Points
3.01% - 3.99%
1%
1
4.00% - 4.99%
2%
2
5.00% - 5.99%
3%
3
6.00% - 6.99%
4%
4
7.00% or over
5%
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California Energy Commission
Small Business/Microbusiness/
Non-Small Business Preference
Small Business/Microbusiness
• Qualified State of California certified small
businesses will receive five percent (5%) preference
points based on the highest responsible bidder's total
score, if the highest scored proposal is submitted by
a business other than a certified small business.
• Bidder must be formally certified by the Department
of General Services, Office of Small Business and
DVBE Services (OSDS)
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California Energy Commission
Evaluation Criteria
Technical Score
1. Organizational Structure (10 points)
• Include organizational chart of contract team
• Describe prime and each subcontractor
2. Relevant Experience and Qualifications
(10 points)
• Provide current resume for all team members
listed
• Should have technical qualifications and
experience in areas listed in the RFP.
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California Energy Commission
Evaluation Criteria
Technical Score
3. Response to Hypothetical Proposal
(30 points)
• Provide written analysis of hypothetical
proposal in Attachment 10
• Proposal review limited to 6 pages
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California Energy Commission
Evaluation Criteria
Technical Score
Response to Hypothetical Proposal
a) GHG Reductions
• Analyze, verify, and provide a summary of GHG
reduction claims (5 points)
• Provide references for information used to validate
GHG reduction calculations (5 points)
b) Market Viability, Economic Benefits, and Technology
Development Determination
• Analyze, verify, and provide summary of market
viability (5 points)
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California Energy Commission
Evaluation Criteria
Technical Score
Response to Hypothetical Proposal
• Analyze, verify, and provide a summary of the
economic benefits claimed (5 points)
• Evaluate statements regarding technology
advancements (5 points)
• Comment on the proposer’s financial condition based
on its 2013 and 2014 financial statements. Compare
with industry performance. (5 points)
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California Energy Commission
Evaluation Criteria
Technical Score
4. Client References - 5 points
• Will be scored based on the degree to which
references document Bidder’s ability to provide high
quality and timely work products
• Bidders shall complete Client Reference Forms
(Attachment 6)
• Three (3) client references required for Contractor
• None required for subcontractors
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California Energy Commission
Evaluation Criteria
Technical Score
5. Previous Work Products - 5 points
• Bidders shall provide at least one (1)
example.
• Subcontractors who will be providing
technical support in a task area shall also
submit one example.
• Web links are acceptable.
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California Energy Commission
Evaluation Criteria
Technical Score
6. Approaches to Tasks in Scope of Work
(10 points)
Proposals will be scored based on the degree to which
the proposal demonstrates:
a) Bidder has an effective strategy to perform tasks
b) Bidder has experience in contract management
c) Efficient and effective invoice procedures
Other criteria on p. 25 of the RFP
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California Energy Commission
Evaluation Criteria
Cost Score
Budget Forms with Average Loaded Hourly Rate
(ALHR) (30 points)
Score will be derived from the mathematical cost
formula below, which compares the ALHR of all
qualifying loaded hourly rates listed in the Subject
Bidder’s Cost Bid, with the cumulative ALHR of all
hourly rates listed in the Lowest Bidder’s cost bid.
Lowest Bidder’s Team ALHR
X 30
Subject Bidder’s Team ALHR
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California Energy Commission
Selection and Award
• Competitive selection process
• Must pass Administrative and Completeness
Screening prior to qualifying for Technical and Cost
Evaluation
• Must achieve a score of at least 70 out of 100
• Proposals ranked according to overall score and
highest ranked will be selected as the Contractor
• Results released through published NOPA
• Energy Commission will finalize agreement
documents.
• Subject to Business Meeting and DGS approvals
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California Energy Commission
Grounds to Reject a Proposal
A Proposal shall be rejected if:
• Received after the exact time and date set for receipt
• Non-responsive to DVBE participation requirements
• Lacking properly executed Certification Clauses,
Darfur Contracting Act Form, and Iran Contracting
Act Form
• Contains false or intentionally misleading statements
• Conflict of interest per Public Contract Code Sections
10410-10412 and /or 10365.5
• Contains confidential information
• Bidder does not agree to the terms and conditions.
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California Energy Commission
Grounds to Reject a Proposal
A proposal may be rejected if:
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It is not prepared in the mandatory format described.
It is unsigned.
Firm has submitted multiple proposals for each task.
It does not comply or it contains caveats that conflict
with the RFP.
• Bidder has not responded to a PIER royalty review
letter or is not in compliance with repaying royalties.
• Specified budget forms are not filled out completely.
Please refer to page 37 of the RFP for the complete list.
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California Energy Commission
Key Activities and Dates
Solicitation Release
Deadline for Written Questions
Publish Questions and Answers
Proposal Deadline by 5:00 PM
Anticipated NOPA Posting Date
Anticipated Business Meeting Date
Anticipated Contract Start Date
Contract Termination Date
January 13, 2016
February 2, 2016
February 16, 2016
March 1, 2016
April 8, 2016
May 11, 2016
July 1, 2016
June 30, 2019
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California Energy Commission
Contact Information
Mr. Kevyn Piper
Contracts Officer
California Energy Commission
916-654-4845
[email protected]
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