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Proposal & Bid Notice Details:


DEPARTMENT OF GENERAL SERVICES (DGS)

DEPARTMENT OF GENERAL SERVICES (DGS)-RFQ-EXEC-OS 2021-01-FOR, MICROGRID PLANNING, DEVELOPMENT, AND OTHER A&E SRVCS-CAL OES CAL STATEWIDE PROJECT(full ver).


Project Specs:

Notice ID #: 7451

Bid Date: 06/30/2022

Type Of Notice: Request for Qualifications
Location: CA: Sacramento

BDOQ: DVBE, DBE, SBE

Contact: See Notice Summary for details on how to respond to this notice.


Notice Summary:

Request for Qualifications (RFQ)

Department of General Services

Executive Office

Office of Sustainability - Clean Energy Program

 

EXEC-OS 2021-01 – MICROGRID PLANNING, DEVELOPMENT, & OTHER A&E SERVICES

FOR CAL OES

CALIFORNIA STATEWIDE

 

The Department of General Services (DGS), Executive Office (EO), Office of Sustainability (OS) Clean Energy Program is requesting Statements of Qualifications (SOQ) from Architectural and Engineering (A&E) firms, pursuant to Government Code §4525 et. seq.


      I.        PROJECT DESCRIPTION – RETAINER AGREEMENT

 

This RFQ is for planning and development of a potential microgrid project for the California Governor’s Office of Emergency Services (Cal OES) which is a California cabinet-level office responsible for overseeing and coordinating emergency preparedness, response, recovery, and homeland security activities for the State of California.  The Department of General Services (DGS) Office of Sustainability (OS) supports state agencies in sustainability initiatives including policies, strategies, statewide programs, cost-benefit analysis, feasibility analysis, project planning, development, engineering services, budgeting costs, and project implementation for state buildings. This project requires extensive system and strategic electrical engineering and infrastructure integration.

 

Cal OES and DGS are exploring the installation of a potential microgrid at Cal OES headquarters for the purpose of resiliency, facility emergency operations, cost savings, and carbon emissions reduction. The planning and development include microgrid feasibility analyses, design options, cost-benefit analyses, performance requirements, comprehensive A&E, means and methods, and implementation support. While the main purpose of a microgrid is resiliency to ensure uninterrupted electrical supply during utility grid outages, Cal OES also hopes to achieve additional benefits of electric bill savings and meet sustainability goals.

 

The selected firm will work with DGS to provide OES with planning and development services, comprehensive A&E, information supporting the identification and prioritization of multiple viable options, technology opportunities, economic values, and leveraging existing distributed energy resources (DERs), such as but not limited to, solar photovoltaics generation system, diesel generators, and other new DERs and/or technologies to provide the best-value, secure, and resilient microgrid design for Cal OES. 

 

The goal of this RFQ is to establish a Retainer Agreement with a qualified firm to be used on as-needed basis by Office of Sustainability.  Firms submitting SOQs must be experienced in microgrid planning, development, and engineering to support DGS in the planning, cost-benefit analysis, feasibility analysis, site assessment, electrical load and capacity analysis on both sides of the utility meter, multiple scenario options, budget estimates for scenarios, preliminary engineering, coordinating with existing energy providers, interconnection evaluation, scope development, development of plans and specifications and/or peer review the project’s final A&E from others, and construction support including processing and responding to Requests for Information (RFIs) and Submittals and completing closeout documentation.  Task Orders to the Retainer Agreement Contract for specific projects will be prepared on an as needed basis.

 

The firm selected for award of contract and all associated subcontractors are precluded from participating in any other solicitations or other competitively bid contract work related to implementing this microgrid project.

 

The estimated duration of this contract is up to 3 years.

 

    II.        SCOPE OF SERVICES

 

At minimum, the firm selected for this work will provide the following services

 

Step 1: Stakeholder engagement

 

The selected firm will engage with Cal OES, DGS, and other stakeholders to define resiliency needs, identify performance requirements of the microgrid, interconnection requirements, existing third-party requirements, collect all necessary data for microgrid design options (including coordinating A&E with the ongoing upgrade plan for diesel generators and other potential facility infrastructure plans), determine existing resources opportunities and constraints, and prioritize the resiliency, security, and net benefits of the microgrid.

 

Step 2: Establish project requirements, including microgrid design and cost-benefit analysis

 

The selected firm will provide and analyze all data necessary to determine whether the microgrid’s scope should only serve critical buildings or serve multiple buildings at Cal OES Headquarters.  Cal OES and DGS will make efforts to make available any non-confidential facility data, relevant equipment, and infrastructure plans and/or locations for the firm’s analysis, including selected buildings total load data, minimum critical load for the considered buildings, minimum emergency operations load, existing e-circuitry/infrastructure, solar PV system data, electric bills, current and planned back-up emergency generators. In the event Cal OES does not have the resources to obtain this data, the firm will provide their own resources to obtain all required data.

 

Using a techno-economic optimization tool, the selected firm will determine the optimal configuration and size of the microgrid and its components.  The selected firm must provide at least two reliable design options, which differ in design elements such as, but not limited to, size of the microgrid, microgrid components, and overall feasibility.  For each microgrid design, the selected firm will lay out the system components, sizes, locations, DER footprints, distribution strategies, and methods of interconnecting the microgrid system.  The selected firm will provide narratives of how different design options operate during normal and emergency conditions and compare the costs, benefits, security, and feasibility of the design options.  The cost-benefit analysis must take into consideration the factors outlined in the Attachments.  After the discussion with Cal OES and DGS and any subsequent decisions to select potential design options, the deliverables of this task must include at a minimum:

 

2.1  The system’s A&E stamped preliminary drawings: The system’s preliminary drawings or engineered schematics will include, but are not limited to, baseline electrical engineering, site layout, equipment locations, interconnection points, single-line drawings, and any other pertinent equipment, infrastructure requirements, and technology.

2.2  Performance specifications of the equipment and systems and system integration, as outlined in Attachment II.

2.3  Characterization and quantification of load management, security, and resiliency opportunities.

2.4  Additional enabling equipment and infrastructure such as electrical equipment, switchgear, communication equipment, microgrid controllers, e-circuitry, islanding equipment, and load management systems.

2.5  Cost estimates: Two types of comprehensive project cost estimates, including all-inclusive cost estimates for Cal OES to own or purchase the system and the annual maintenance and repair cost estimates based upon Cal OES developing in house resources or procuring a third-party energy service agreement for maintenance and repairs for the life of the system. 

2.6  Cost-benefit analyses for the purchase of the system vs. procuring system output from a third-party energy service agreement with details outlined in the Attachments.

 

Cost benefit analyses comparing ownership versus service options.  The design options, cost-benefit analysis and overall feasibility will apprise and advise Cal OES on future procurement of a microgrid. Cal OES may unconditionally elect to terminate this effort at any time due to the results of the cost-benefit analysis, feasibility analysis, or costs. This RFQ and any subsequent task orders and/or contract award for A&E services is not a guarantee to the selected firm   of any additional task orders and/or future microgrid project development and any associated Request for Proposals (RFP) or a competitively bid project. However, if the decision is to move forward with design and/or procurement of the microgrid additional task orders may be issued at the discretion of DGS.

 

This project may be partially or fully financed by a third party, owned, and operated by the third party through an energy service agreement or funded by Cal OES. Moving forward with any procurement scenario, the firm may be issued a task order to provide fully developed working drawings and a task order for bid support, construction support, A&E peer review, and for assuming the role of the Engineer of Record (EOR).

 

Step 3: RFQ, RFP, and construction bid Development

 

Depending on OES’ selected procurement option, the firm will be issued task orders to assist Cal OES and DGS in the development and support of Request for Qualifications (RFQ), Request for Proposals (RFP), and/or construction bid documentation. The firm will review the final RFQ, and RFP developed by DGS and must provide comprehensive A&E services and construction documentation to ensure a successful procurement. 

 

In the event of selecting a RFP procurement project delivery model, the firm will provide all supporting documents for DGS to create a pool of qualified vendors that will be invited to respond to a subsequent Request for Proposal (RFP). The selected firm must ensure that all the relevant questions are provided to DGS to judge the technical qualifications of respondents and enable Cal OES and DGS to screen for highly qualified and experienced vendors. The firm will provide bidding and contracting support, respond to questions, review, and respond to submittals and RFIs, provide technology, electrical plan, and performance review. The firm will support DGS in project implementation to identify and resolve engineering issues during bidding and award, project construction and installation, interconnection, and commissioning of the microgrid.

 

The microgrid’s preliminary plans, performance specifications, and various design documents will be included in the selected procurement process and subsequent solicitation.  The plans, specifications, supporting documents, and performance requirements from Step 2 will be fully compliant and be reviewed and approved by OES and DGS prior to executing the solicitation. In addition, DGS or OES may require the firm to develop project evaluation criteria, methods to verify microgrid performance requirements and guarantees, requirements involving system communication, infrastructure performance, cybersecurity, commissioning, and reporting.

In the event of a construction solicitation, the firm will be issued separate task orders to assume the roles and responsibilities of the EOR, complete and stamp all working drawings and specifications, provide all A&E documents for bid and award support, bidder’s Q&A support, permitting support, interconnection support, submittal and RFI support, construction support, commissioning/M&V support, and project close out support.

Step 4: Training

 

The selected firm will train Cal OES and DGS staff on microgrid project design and operation. The training will be online and will teach the basics about microgrids, microgrid control and protection, and key design concepts for RFPs.

 

Additional scope of work will be contingent upon CAL OES’ decision to proceed with the microgrid procurement process.


SOQ MINIMUM REQUIREMENTS

 

Firms that are interested in providing professional services for this contracting opportunity shall submit the following information in 8.5” x 11” format (11-point font or greater) with each of the numbered sections collated in a separate tab. Firms shall ensure that their written responses include items 1-5 below and indicate how they meet the Selection Criteria in Section V.

 

Submit two (2) hard copies of the following, and one (1) electronic copy as detailed below:

 

1. Letter of interest that includes the Federal Identification Number (FEIN) of the firm as well as the person authorized to negotiate and sign all agreements.

 

2. Executive Summary (2 pages maximum).

 

3. Federal Form SF330 (“Architect-Engineer Qualifications”) Parts I & II for your firm, and Federal Form SF330 Part II for any proposed sub-contractors. The current revision of these forms is available on the GSA Webpage for SF330.

 

a. For each resume, firms may supplement the Form 330 (no more than one supplemental page per person) with further information on each individual’s proposed project assignment and responsibilities, their specific professional experience related to this assignment, and their current work assignment(s) and projected completion dates.

 

4. Written statement of the firm’s qualifications that is responsive to the selection criteria listed in Section V. Firms shall respond in writing indicating how they believe their qualifications fulfill the requirements of these criteria. Firms must respond to each numbered criterion with complete and organized responses.

 

5. Additional Required Documents

 

a. Current Statement of Information (can be obtained on the California Secretary of State’s website). If operating under a fictitious business name, provide all supporting documentation (i.e., fictitious business name statement certified by the appropriate county clerk).

 

b. If applicable, include the following:  Verification of California license for Professional Engineers (can be obtained on the Department of Consumer Affairs website)

 

c. If applicable, proof of current certification from the DGS Office of Small Business and Disabled Veteran Business Enterprise Services (OSDS). This information can be obtained DGS Office of Small Business and Disabled Veteran Business Enterprise Services website.

 

d. Completed and signed California Civil Rights Laws Attachment, available on the website link to the Civil Rights Laws Attachment Form

 

e. Proof of current registration with the California Department of Industrial Relations as a Public Works Contractor for the firm submitting SOQ, and subs. Website link to the DIR Contractor Registration Search.

 

f. Darfur Contracting Act Certification. Website link to the Darfur Contracting Act Certification Form.

 

g. Iran Contracting Act Certification. Website link to the Iran Contracting Certification Form.

 

h. The Bidder’s Declaration Form (GSPD-05-105). This form documents subcontracted services. The Website link to the GSPD-05-105 Form.

 

 

The State encourages Small Businesses and Disabled Veteran Business Enterprises participation.

To locate certified firms for subcontracting purposes, start on Cal eProcure. Website link to CaleProcure. Click on “Small Business / Disabled Veteran Business Enterprise,” then “Search for Certified SB/DVBE Firms.” In the Certification Type, select any combination of Micro Business (MB), Small Business (SB), or Disabled Veteran Business Enterprise (DVBE).

Additionally, there are fields that allow for a narrowing of the search. In the UNSPSC Classifications field, a search can be conducted in which the words “architectural” or “engineering” are used. If, for example, the UNSPSC Classification for Architectural Engineering (81101508) is selected, in addition to Disabled Veteran Business Enterprise (DVBE), Service Area (County) Sacramento (34), a number of DVBE certified firms that associate with the Architectural Engineering category are shown.

If you feel your company or your subcontractor qualifies as either, visit the website link to DGS SB & DVBE for more information or call OSDS at (916) 375-4940 for further information.

Please note that no preference in the qualifications category can be given to Small Business firms under the contracting law set up for professional services contracts (Architectural, Engineering, Environmental Services, etc.). Procedures shall assure maximum participation of small business firms, as defined by the Director of General Services pursuant to Government Code Section 14837.

 

III.        TIMELINE

Issuance of RFQ/AD

April 29, 2022

Deadline for submitting questions and comments on the RFQ

May 16, 2022

Deadline for Submission

June 30, 2022



IV.        SUBMISSION INFORMATION AND DEADLINE


Two hardcopies and one electronic copy on a flash drive shall be received no later than

June 30, 2022, at 5:00 P.M. to:

 

Department of General Services

Office of Sustainability

Attn.: Gonzalo Caceres, RFQ & RFP Administrator

707 3rd Street, 4th Floor

West Sacramento, CA 95605

Gonzalo.Caceres@DGS.CA.Gov

(916) 375-4892

Within 24 hours of submission of SOQ to the State, one electronic copy shall be uploaded by the submitting firm to the following DGS Box.com site: https://dgscloud.app.box.com/f/cf4fae9ef3af46adb1bf26e54093db51 .

 

Electronic copy shall be identical to the hardcopies submitted, in PDF format. Facsimile or e-mail submittals will not be considered.

 

    V.        SELECTION CRITERIA AND SCORES

 

Submitted SOQ packages will be evaluated using the following point scales.

 

Criteria

Score

  1. 1.    Experience of Principals and Key Personnel

Professional experience and licenses of the principals and key personnel to be assigned to the project.

 

20

  1. 2.    Microgrid Design Experience

References of microgrid design, microgrid modeling, resiliency analysis, cost-benefit analysis, and performance requirements of microgrids.  The references should demonstrate the company’s analytical approach, including the details on the parameters listed in Attachment I and II.

40

  1. 3.    Workplan, Task Description, and Schedule

A work plan with steps required to accomplishing the project goals.  Details on how the selected firm will work collaboratively with key stakeholders.

 

10

  1. 4.    Public Works
    Demonstrated capabilities and examples of successfully supporting public works bidding and construction management support services

10

  1. 5.    Problem Solving

Demonstrated ability to provide creative and innovative solutions to solve design and engineering problems, including unexpected problems, via examples of past projects.

5

  1. 6.    Submission completeness

5

  1. 7.    Budget and pay scales

10

 

 

  VI.        CONTRACT ADMINISTRATIVE PROCESS

 

Firms will be selected on the basis of written responses to this RFQ and an oral interview.

 

SOQ submittals will be evaluated and scored based upon the above selection criteria for those firms who have complied with the minimum qualification requirements.

 

Typically, three firms with the highest scores will be selected for the “short list.” These firms will be invited for an interview and asked to make an oral presentation on their firm and its qualifications and experience.

 

Upon completion of all interviews, a single firm will be selected. The selected firm will be asked to submit a fee proposal specifying the hourly rates for specific classifications of employees, subcontractors, and/or services to be provided. The State will enter negotiations to create fixed rates. In the event that a satisfactory agreement cannot be negotiated, the State will terminate negotiations with that firm and begin negotiations with the next ranked firm, and so on.  After successful negotiations, a contract will be awarded and executed. The State does not guarantee the number of services being requested from the selected firm.

 

The State reserves the right to terminate the selection proceedings at any time.

 

Ten percent (10%) retention will be held for all progress payments made to consultant. When the estimated amount to be retained exceeds ten thousand dollars ($10,000.00), and the retention continues for a period of 60 days beyond the completion of phased services, upon written request and at the expense of the consultant, the State will pay the retentions earned directly to a state or federally chartered bank in this state, as the escrow agent. Website link to Public Contract Code § 6106.5. Visit the website link for Public Contract Code § 6106.5 (e) for further requirements pertaining to sub-consultants.

 

 VII.        TASK ORDER PROCESS

 

Following successful negotiations and contract award with firm, in order to authorize work under the Retainer Agreement, a Task Order must be issued and signed by both parties. Task Orders shall be utilized to authorize work under the Retainer Agreement so long as (i) the Task Order does not exceed the scope of work set forth in the Retainer Agreement, and (ii) the Task Order does not amend any terms of the Retainer Agreement.

 

Task orders shall only be issued during the first thirty-six (36) months of the term of the retainer agreement as defined in Section 2 of the Std. 213. The first thirty-six (36) months of the agreement will be referred to as “phase 1 - active phase”.  During the last twenty-four (24) months of the term of this agreement as defined in Section 2 of the Std. 213, only work authorized under task orders issued during Phase 1-Active Phase will be completed. The last twenty-four (24) months of this agreement shall be referred to as “phase 2 - completion phase” At the sole discretion of the State, a task order may be issued during phase 2 - completion phase to the extent necessary to complete work authorized during phase 1 - active phase.

 

  1. a.            Task Order Issuance:

 

  1. Work pursuant to the Retainer agreement will be authorized utilizing Task Orders.
  2. After work to be performed under the Retainer Agreement is identified, a Task Order

will be prepared by DGS. The Task Order will identify the scope of services, project deliverables, budget, and project schedule. The Task Order shall designate a DGS Project Director or Manager.  

  1. Task Orders shall be negotiated for a Not to Exceed Price based on the rates identified in the executed Retainer Agreement.
  2. Contractor will not commence work pursuant to a Task Order prior to receipt of an executed Task Order.
  3. Contractor shall not be entitled to payment for any work prior to the receipt of an executed Task Order.
  4. Work authorized pursuant to a Task Order shall be completed in accordance with the schedule identified in the Task Order.
  5. The total amount payable by DGS for work authorized shall not exceed the amount agreed to in the Task Order.

 

  1. VIII.        TASK ORDER COMPENSATION

 

It is understood and agreed that $5,000,000 is the total amount that may be authorized pursuant to the Retainer Agreement, and that the actual amount of work requested by the State may be less. The State provides no guarantee, as to the actual dollar amount that will be authorized under the Retainer Agreement. In no event shall Task Orders be issued that will exceed the maximum Agreement amount.

 

  IX.        Labor Compliance Monitoring & Enforcement Program - Contractor Registration


Pursuant to Labor Code § 1725.5, contractors must register with the Department of Industrial Relations (DIR) as a public works contractor to bid on, be listed in a bid proposal or engage in the performance of any public works contract. The application also provides agencies that administer public works programs with a searchable database of qualified contractors. Application and renewal are completed online DIR Contractor Registration Info Page. The current annual fee can be located on the DIR website. The registration period coincides with the fiscal year.

 

Firms submitting Statements of Qualification must list their Department of Industrial Relations (DIR) registration number, as well as the DIR registration number for each listed subcontractor. Which subcontractor is assigned to each registration number must be clear. If a coverage determination has been provided by DIR, the coverage determination letter may be submitted in lieu of a DIR registration number.

 

All A&E contractors and subcontractors shall be required to comply with the monitoring and enforcement program, including, but not limited to, contractor registration, submittal of electronic certified payroll reports (eCPRs) directly to the DIR as applicable and cooperation with on-site monitoring by DIR personnel if the work performed is covered by prevailing wage laws. Not all work performed by an A&E Firm, or its subcontractors are covered by prevailing wage laws. Refer to Labor Code § 1771.4 et seq. and the website link to the Prevailing Wage Requirements.

 

    X.        Prevailing Wages


Pursuant to Labor Code Section § 1774, the contractor and any subcontractors, regardless of tier, shall pay not less than the specified prevailing wage rates to all workers employed in the execution of the agreement. Website link the Labor Code Section § 1774.

 

Copies of the prevailing rate of per diem wages are on file at the Department of General Services, which shall be made available to all interested parties. Additionally, these prevailing wage rates are available on the DIR website. Website link to the DIR Prevailing Wage Determination page.

 

This project is subject to compliance monitoring and enforcement by the Department of Industrial Relations.


  XI.        QUESTIONS

 

All questions must be submitted in writing only by the deadline listed in Section III to Gonzalo Caceres, RFQ & RFP Administrator at gonzalo.caceres@dgs.ca.gov.


 

ATTACHMENT I: COST-BENEFIT ANALYSIS

 

The company should demonstrate experiences in providing quantitative analysis of costs and benefits associated with proposed microgrids, taking into consideration to the following parameters:

 

-       Establish current resiliency baseline.

-       Characterization of the increased resiliency level to be provided by the microgrid

-       Project future anticipated utility costs and rate structures over the life of the microgrid

 

-       Quantify the following costs:

 

  • Planning and feasibility study cost
  • Equipment cost or service cost depending on the business model
  • Construction and installation cost
  • Permitting cost
  • Interconnection cost
  • Metering, monitoring, and data acquisition costs
  • O&M costs or maintenance contract costs
  • Other costs

 

-       Quantify the following benefits:

  • Bill saving benefits (peak reduction and energy arbitrage)
  • Reliability benefits
  • The benefit from reduced energy price volatility
  • Carbon emissions savings
  • Relevant incentives or tax credits such as ITC and SGIP.
  • Potential demand response revenue

 

ATTACHMENT II: MICROGRID PERFORMANCE REQUIREMENTS

 

The company should demonstrate experiences in establishing performance requirements for microgrids, including, but not limited to, the following parameters:

 

-       Define critical loads and backup power operational requirements

-       Define and quantify desired distributed generation and fuel sources (solar, storage, back-up generators)

-       Define energy storage requirements

-       Required equipment and interconnection standards and codes

-       Define static and dynamic loads

-       Establish requirements of microgrid islanding and equipment needed

-       Establish acceptable threshold of time between to transition between utility outage and fully operational microgrid

-       Identify transitional protocols needed for smooth transition back to grid-connected power

-       Determine electrical upgrades that will be needed prior to microgrid installation

-       Define microgrid boundaries based on critical loads and generation boundaries

-       Define load shedding sequence if applicable

-       Identify any vulnerabilities that may need to be considered addressed with a single point of control and in consideration of the criticality of OES operations

-       Define metering and monitoring requirements

-       Define systems security requirements for safeguarding the microgrids from physical and cyber attacks

-       O&M requirements

 


END OF DOCUMENT



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