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Home My WebLink About19E - RFP - ENERGY AND SUSTAINABILITY CONSULTANTREQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: OCTOBER 18, 2010 TITLE REQUEST FOR PROPOSALS FOR ENERGY AND SUSTAINABILITY CONSULTANT CITY MANAGER RECOMMENDED ACTION CLERK OF COUNCIL USE ONLY: APPROVED ? As Recommended ? As Amended ? Ordinance on 1" Reading ? Ordinance on 2"d Reading ? Implementing Resolution ? Set Public Hearing For_ CONTINUED TO FILE NUMBER Authorize the Public Works Agency to send a Request for Proposals to qualified consultants to provide energy and sustainability consulting services to coordinate a range of energy and climate protection activities during the next two years, payable from a grant from Southern California Edison. DISCUSSION The CPUC recently made Local Government Strategic Plan funding available to those cities with an existing Energy Efficiency Partnership with Southern California Edison (SCE). The grant is to advance the goals found in the California Public Utilities Commission's Long-Term Energy Efficiency Strategic Plan. Staff applied for grant funding and the City is being recommended for an award of $729,928 for three specific tasks. The first task is to hire an energy consultant to coordinate the various activities identified in the grant, centered in energy efficiency (Exhibit 1). The consultant will serve as an internal resource for energy efficiency and climate protection program implementation; research funding opportunities; facilitate multi-stakeholder dialogue; and provide all data and reporting required by the Grant. The second task is the development of a governmental and community baseline study of green house gas emissions, emissions reduction target, and Climate Action Plan. The consultant will oversee this effort. A separate RFP is being prepared to hire a third party to complete the baseline study, emissions target and climate protection plan and will be submitted separately for Council approval. The third task is to survey and coordinate local training for California Green Building Codes and LEED accreditation for governmental stakeholders, which will also be the responsibility of the Energy and Sustainability Consultant. 19E-1 Request for Proposal for Energy and Sustainability Consultant October 18, 2010 Page 2 Staff is continuing to work with SCE to finalize the terms of the Strategic Plan funding, which will be submitted separately for Council approval. The expected term of the contract will extend from December 2010 through October 2012. The total amount payable to the consultant under the grant will not exceed $322,800. Contracting this activity will add expertise that the City does not currently have and will not result in layoffs or reassignments of existing City staff. ENVIRONMENTAL IMPACT There is no environmental impact associated with this action. FISCAL IMPACT There is no fiscal impact associated with this action. +,- Raul Godinez II Executive Direct Public Works Agency RG/CK Exhibit 1: Scope of Work 19E-2 ENERGY AND SUSTAINABILITY CONSULTANT The City of Santa Ana has implemented a number of programs aimed at reducing the City's carbon footprint, including retrofitting its municipal facilities, purchasing alternative energy vehicles, offering incentives for the installation of solar energy, and entering into an Energy Efficiency Partnership with Southern California Edison. Notwithstanding the progress made on these initiatives, a comprehensive, coordinated strategy is needed to meet legislative mandates and to position the City to move forward in its climate protection efforts. The City has received funding from Southern California Edison (SCE) to conduct strategic planning activities centered on energy efficiency and addressing the strategies that are related to local government goals found in the California Public Utilities Commission's Long-Term Energy Efficiency Strategic Plan. The City does not currently have the resources internally to coordinate development of a comprehensive plan. Thus the City is interested in utilizing the services of a consultant, funded by the SCE grant, to: • Serve as an internal resource for energy efficiency and climate protection program implementation; research funding opportunities for program implementation; interface with a number of individuals on the city's team to develop programs; facilitate multi-stakeholder dialogue. • Oversee a separate third-party consultant's development of a governmental and community baseline study of green house gas emissions, emissions reduction target, and Climate Action Plan. • Survey and coordinate local training for California Green Building Codes and LEED accreditation for governmental stakeholders. • Provide all reporting and data required by the Grant. ESSENTIAL CHARACTERISTICS AND REQUIRED EXPERTISE Provision of consulting services required under this scope of work will require a high level of expertise. Key outcomes or tasks are included in the scope of work. The City will only consider an experienced, highly qualified consultant. If your response to this recruitment is through a team effort, it is critical that your proposal address how the various members of your team will be united in effort. The work performed by the selected consultant will be coordinated with and subject to the requirements of the City's energy partnership. Extensive experience in the areas of climate protection programs (energy conservation, social equity, environmental and economic) and policies are required. Specifically, the consultant must Exhibit 1 9/18/10 19E-3 have experience developing, implementing, and evaluating environmental and energy efficiency programs in local government. The selected consultant(s) needs to communicate effectively - orally and in writing - with City Council members, City staff, attorneys, developers, property owners, business owners, consultants, engineers, contractors, accountants, appraisers, planners, the general public, and other city, state, county or federal personnel to share information, provide direction, and influence outcomes. Knowledge of the following programs are required: energy conservation practices and environmental regulations related to energy management; renewable energy sources, green construction methods; long-range strategic planning; project management; energy plan design and development; various energy-related codes; regulations and laws; utility and energy programs sponsored by federal, state and regional agencies and departments; related education and training programs. The selected consultant will be skilled in the development of plan designs and specifications related to environmental and energy-management programs and services, overseeing a variety of studies and interpreting data derived from same, constructing plans and programs from concept to implementation and establishing reporting systems for tracking accomplishments. The expected term of the contract shall extend from December 2010 through October 2012. The total amount payable to the consultant may not exceed $322,800. SUBMISSION REQUIREMENTS The RFP for the Energy and Sustainability Consultant was approved by the City Council on . Responses to the RFP are due no later than Interviews mayor may not be held, at the discretion of the City. An agreement with the selected consultant is expected to be submitted to the City Council at their meeting of SCOPE OF WORK Serve as an internal resource for energy efficiency and climate protection program implementation The consultant will be the energy efficiency expert resource and interface with a variety of individuals within the City team. Consultant will assist in facilitating multi-stakeholder dialogue and will assist in prioritizing the implementation of CAP measures. Consultant will research various funding opportunities to ensure the implementation feasibility and affordability of the 9/18/10 19E-4 recommended measures within the CAP and will guide staff in program implementation. Consultant will assist with coordination of energy efficiency programs. Oversee preparation and implementation of Baseline Green House Gas Inventory (to be separately contracted) The baseline GHG inventory will provide comprehensive and accurate data about the community's existing carbon footprint, emission sources, and emissions forecast. The information will assist the City of Santa Ana in identifying which actions will be most effective for reducing emissions and establish goals for the City's Climate Action Plan. During this task, a baseline inventory will be developed for (1) emissions associated with local government operations, and (2) emissions associated with all activities taking place within the community. o Municipal Operations GHG Inventory Emissions from municipal operations include carbon dioxide (C02) and other GHG emissions attributed to fuel use in City-owned vehicle fleets (including police cars and maintenance vehicles), electricity use, and solid waste management. Emissions associated with Santa Ana streetlights, traffic signals, and water distribution systems will also appear on the municipal GHG inventory. The municipal inventory will be developed in accordance with the most recent version of the Local Government Protocol as established by the California Air Resources Board. o Community-wide GHG Inventory All GHG emissions occurring within City boundaries will be included in the communitywide inventory. The community-wide inventory will be developed in accordance with industry accepted protocols and best-practices. The baseline study will be performed over a series of months: during the 4th quarter 2010 and the 1St quarter 2011. Deliverables will include a Greenhouse Gas Emissions Inventory Report, source files and backup data. Oversee preparation and implementation of Municipal Climate Action Plan A Climate Action Plan which provides a comprehensive and integrated strategy of energy efficiency and climate protection will be developed specifically for the City of Santa Ana. The process will include developing an implementation framework for adoption of a citywide Climate Action Plan which includes multi-stakeholder involvement and public input. o Analysis and Recommendations for an Emissions Reduction Target The analysis will present emissions reduction target recommendations for municipal operations and the community as a whole. The target recommendations will be based on California's AB 32, the Kyoto Protocol, and the Western Climate Initiative. The proposed emissions target will also be in alignment with regional goals for reducing transportation-related emissions, as required by SB 375. 9/18/10 19E-5 o Emissions Reduction Measures Evaluation An analysis that quantifies the impact of various proposed reduction measures will be conducted to help identify which measures are most suitable for the City of Santa Ana. This task also requires gaining familiarity with the City of Santa Ana's municipal operations, ordinances, land use policy, general plan, specific plans, and existing environmental programs to determine additional opportunities for emission reduction strategies. Measures considered will include reduction strategies for both internal government operations and community activities. Evaluation criteria will include, but not be limited to, estimated emissions reductions, cost, implementation time, and ease of implementation (relative to other actions). o Implementation and Monitoring Framework Based on quantitative and qualitative results of the analysis and evaluation, the consultant shall assist the City of Santa Ana in prioritizing measures and developing an implementation timeline that will allow the City to meet its long-term emissions targets and work within the City's budget limitations. Methodology to track, monitor, and measure progress will also be developed. The Climate Action Plan will be developed and customized for the City of Santa Ana: during the 2nd quarter 2011 through the first quarter 2012. A finalized Climate Action Plan document is deliverable at the end of the contract term. Coordinate California Green Building Code and LEED Certification Training The City of Santa Ana seeks to provide a higher level of internal expertise and to increase the level of energy efficient design and expertise in the building industry. The consultant will survey training available in the marketplace and be responsible for coordinating California Green Building Code and LEED certification training to city staff, legislative and advisory bodies, and other governmental stakeholders. LEED training and accreditation exams will be coordinated through established providers for up to 100 individuals and California Green Building Code training will be coordinated for up to 50 individuals. California Green Building Code and LEED training and accreditation coordination services will be delivered continuously from 4th quarter 2010 through 4th quarter 2012. Provide all reporting and data required by the Grant. Monthly, quarterly and annual reporting to SCE and for the CPUC will include invoicing, program tracking, financial information, and supporting documentation. A narrative update will include a discussion on administrative, marketing and direct implementation activities, an assessment of program performance, and any program changes. Requirements for these reports may change at the direction of SCE, the CPUC or the CPUC's Energy Division. 9/18/10 19E-6