Request for Proposals Historic Millwork District Energy AnalysisTO: The Honorable Mayor and City Council Members
FROM: Michael C. Van Milligen, City Manager
SUBJECT: Approval of RFP for a District Energy Analysis for the Dubuque Historic
Millwork
Di4TE: March 10, 2009
Economic Development Director Dave Heiar is recommending approval of a Request
for Proposals for a District Energy Analysis for the Historic Millwork District.
I concur with the recommendation and respectfully request Mayor and City Council
approval.
~ t ,
Michael C. Van Milligen ~,,,
MCVM/jh
Attachment
cc: Barry Lindahl, City Attorney
Cindy Steinhauser, Assistant City Manager
David J. Heiar, Economic Development Director
March 9, 2009
TO: Michael C. Van Milligen, City Manger
FRONT: David J. Heiar Economic Develo ment Director E~ ~ t
p
RE: Approval of RFP for a District Energy Analysis for he Dubuque
Historic IVlillwork
INTRODUCTION
The purpose of this memorandum is to request City Council approval of a Request for
Proposals (RFP) for consulting services to provide a district Energy Analysis for the
redevelopment of the Dubuque Historic Millwork District. The proposed RFP is attached
to this memo.
BACKGROUND
As an outgrowth of the Envision 2010 process, members of the committee saw the
need to define the Warehouse District through a master plan process. Both the public
and private partners have sensed the need to define the long range plan for the district,
to anticipate and guide future investment and to ensure quality development.
The committee also prepared the Warehouse District Revitalization Strategy that was
approved by the Dubuque City Council on August 6, 2007. The first goal of that strategy
was to develop a Master Plan for the Warehouse District.
The City Council authorized a contract with the Cunningham Group of Minneapolis to
prepare a Master Plan for Warehouse District. The Cuningham Group work began with
a two day (June 25-27) visit to the community where several focus groups were
conducted to quickly learn about the Historic Millwork District and to get community
input. The consultants met with the business community, city staff, the City Council,
property owners, the Envision 2010 committee, Dubuque Main Street, a general public
meeting inviting the entire community and other stakeholders for their input.
Cuningham then gave a presentation to the steering committee to outline what they had
learned from the visit and gave a rough design of what they considered to be the next
steps to developing the plan.
City staff then provided direction over the next few months to prepare for the second
input trip held October 7-8, 2008. The same focus groups met again with the
consultants to be exposed to the work to date and a preliminary development summary
for the district.
A draft of the Master Plan was delivered to City Staff and the Steering committee for
their review at the end of December 2008. The committee met and gave their
comments on the plan to the consultants and those comments have been incorporated
into the plan.
The City Council held a worksession on February 2, 2009, to discuss the plan. Andrew
Dresdner of the Cuningham Group, and Chris Brewer of ERA gave a presentation of the
key components of the plan. Comments were received and changes were made to the
document reflecting those comments. The Council adopted the Master Plan on
February 16, 2009.
One of the recommendations of the Historic Millwork Master Plan was to analyze the
district for the potential development of a district wide energy system.
DISCUSSION
Services are being sought to analyze a District Energy System for the Dubuque Historic
Millwork District, defined by 12t" Street on the north to 5t" Street on the south, White
Street on the west and the Hwy 61-151 corridor on the east.
As identified in the RFP, the committee will be seeking a consultant or two consultants
that have experience in several disciplines. The study is broken into two major elements
as follows:
A. Technical Assessment
• Demand Forecast
• Business as Usual Analysis
• Potential Heat Source
• Energy Distribution System
• Metering Technology
B. Business and Economic Analysis
• Ownership and Operating Model
• Project Financing
• Pricing Structure, Developer Participation and Flexibility Mechanisms
• Financial Projections
• Legal and Regulatory Issues
• Risk Management Plan
• Work Plan for Phase I of Energy System
• Assessment of Sustainable Benefits
A more detailed description of the scope of services being sought is available in the
attached RFP.
Those chosen to serve on the selection committee are as follows:
® Aaron DeJong, Economic Development
® David Heiar, Economic Development
® Cindy Steinhauser, City Manager's Office
® Laura Carstens, Planning Services
® Paul Schultz, Public Works
® Steve Brown, Engineering, Project Manager
® Sheila Samuelson, Sustainability Coordinator
® Jill Connors, Property Owner Representative
The City funding for the consultant is included for the FYE 2010 budget adopted by the
City Council on March 9, 2009.
RC®MMEND,4TION
On behalf of the committee, I recommend approval of this RFP for consulting services.
A recommendation on the consultant will be presented to the City Council at a future
date for final approval.
ACTI®N STEP
The City Council is requested to approve the RFP and authorize that the RFP to be
made available to prospective consultants.
F:\USERS\DHeiar\Warehouse District\Approval of RFP for District Energy Analysis memo.docx
CITY O DU UQU ,IOWA
R QUEST FOR PROPOSALS
DISTRICT NERDY INITIAL ANALYSIS
FOR THE HISTORIC MILLWORK DISTRICT
INTRODUCTION
The City of Dubuque, Iowa is soliciting proposals from qualified individuals or
firms to conduct a study of the feasibility of district energy in the Historic Millwork
District from a technical and financial perspective.
The City has adopted as a priority the mission to become a more Sustainable
Dubuque. Our vision is to be a viable, livable, and equitable community, creating
a sustainable legacy for generations to come. Information regarding our
Sustainable Dubuque initiative can be found at www.sustainabledubugue.org . In
order to achieve this vision, the City and its partners seek to improve their
activities in areas including smart energy use, resource management, green
buildings, community design, healthy air, clean water, regional economy,
community design, and community knowledge, Achieving energy efficiency and
reducing greenhouse gas emissions are important priorities within this plan.
The Historic Millwork District was selected as one of the Top 10 community
projects through the Envision 2010 process. This collaborative community
process engaged 12,000-15,000 area citizens in identifying the top 10 projects
for the Dubuque area. The District has over 1 million square feet of
underdeveloped space which has the potential to be a neighborhood where
citizens can live, work, and play all in one area. The space is primarily owned by
four property owners who are actively engaged in the revitalization of the district.
There are a number of creative industries that are located in the warehouse
district as well as technology based companies. There is also a millwork master
plan committee that meets regularly as well as a millwork district Envision 2010
committee that meets to stay updated on the progress of the Millwork district.
In addition, the city of Dubuque is working collaboratively with key local partners
and the National Trust for Historic Preservation to create a Preservation Green
Lab in the Millwork District. This Green Lab will provide best management
practices for the blending of sensitive restoration with smart energy systems and
sustainable infrastructure design.
A Master Plan for the area was developed and recommends maximizing
community, environmental and economic benefits through cooperation between
the public and private sectors. The City seeks a consultant to assist in the
analysis of a potential district energy solution and analysis on the merits of a
combined heat and power system.
i4CKGROUN®
The Historic Millwork District borders on the larger downtown area including the
central business district, transitional mixed-use neighborhoods north, west and
east of downtown, and the Port of Dubuque east of downtown. The District is
bordered by White Street to the west, 12t" Street to the north, and Hwy 151/61 to
the east and south, and contains many underutilized industrial buildings ready for
redevelopment.
Under current practices, each building development bears responsibility to
provide for its own space heating and cooling and hot water requirements, most
of which are met by using electricity or natural gas. Such energy systems
typically are installed by developers and operated by individual building owners,
frequently using standard efficiency equipment. Local utilities provide regular
electricity and gas service to individual buildings. Typically, electricity is metered
in individual suites and businesses, and gas is metered at the building level.
The City of Dubuque has a commitment to sustainable development, and is
taking steps to understand the potential for addressing energy use for space
conditioning (i.e., heating and cooling) and domestic hot water. The City is
seeking to explore the feasibility of a district energy system and combined heat
and power to serve the District, and with the potential to expand to the
surrounding neighborhood. The resulting analysis will determine the respective
heating and cooling service areas, as appropriate, given energy demand,
technical considerations and economics of energy production. Consideration of
whether to pursue implementation of a district energy system development will
be based on the following objectives:
® Economic performance
o Cost of service comparable to customer alternatives
o Long-term energy price competitiveness and stability to residents
and businesses
o Return on investment commensurate with debt costs, risk and
community benefits
• Sustainable development objectives for Dubuque
Potential for greenhouse gas (GHG) emission reductions, through
advanced energy efficiency and clean energy
. Contribution to local energy efficiency and security by shifting from gas
and electric heating/cooling to alternative energy sources
. Establishment of infrastructure to provide utility services that support
superior ecological performance
SCOPE OF WORK
The City of Dubuque Economic Development Department (City) is seeking
proposals from individuals, firms, teams or consultants, hereafter called
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"Proposer(s)," with demonstrated experience in conducting analysis and
preparing reports on the technical and business issues associated with the
creation of a district energy system, and the City proposes to engage the
successful Proposers) to provide preliminary technical and
financial/legal/organizational analysis to the City as it works to prepare a phased,
detailed business case and development plans for the Historic- Millwork Distrcit,
all as described in this RFP.
This RFP encompasses two components, which are described briefly here and in
more detail throughout this RFP. While the City is inviting proposals that address
one or both of the work components, City staff will insist on and ensure effective
communication between consultants working on the respective components.
Proposing consultants should demonstrate how they would work to facilitate
communications across the work components.
a. A Preliminary Technical Assessment is required to address technical issues
related to energy demand; status quo system costs and performance;
neighborhood system infrastructure; alternative heating and cooling technologies;
and monitoring, metering and control technologies.
b. A Business and Economic Initial Analysis is required to provide the basis for
evaluating the business case for the utility. This work will rely on information
produced through the technical assessment component and assumptions when
detailed information is not readily available. Key business issues include
ownership, governance, and operating options and implications; pricing options;
financial, environmental and social performance; risks and risk mitigation
strategies; strategic issues; and near-term action plans.
A detailed summary of the Scope of Work for each component is provided below.
Proposers may submit bids for one or both components. Proposers must submit
separate work plans and budgets for each component. No preference will be
given for combined bids, and the City reserves the right to award each
component separately. The City also reserves the right to request modifications
to consultant teams, if the review of proposals indicates that such modifications
would contribute to improved performance with regard to the RFP objectives. The
successful bidder for the business and economic analysis will be expected to
participate in key workshops and review of interim and final deliverables from the
technical assessment, in order to ensure the assessment answers issues critical
to the business analysis and to ensure consistency in key assumptions.
PROJECT FUNDING
The City anticipates the total cost for all services requested herein to be
approximately $65,000. However, the Proposer's proposal shall include the
Proposer's true estimated cost to perform the work irrespective of the City's
budgeted funds for this work.
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TIMELINE FOR SELECTION
The following dates are proposed as a timeline for this project:
Written proposals due at 1:00 p.m. April 2, 2009
Interviews of short-listed proposers, if deemed necessary April 8 & 9, 2009
Selection committee recommendation to City Council April 20, 2009
The City reserves the right to make adjustments to the above noted schedule as
necessary.
TECHNICAL OR REQUIRED SERVICES
The successful Proposer shall perform the tasks listed below for this project, and
shall be expected to work closely with designated City personnel to accomplish
these goals:
A. Technical Assessment
The technical assessment is required to address technical issues in order to
support a full business case. Key technical issues include demand forecasts,
business as usual energy systems, a full inventory and characterization of
feasible heat sources and basic design considerations for the community heat
loops.
1. Demand Forecast
Working with the City and land owners, the consultant will develop three
plausible scenarios for the rate, pattern and type of development and maximum
potential energy loads within the precinct area, the precise boundaries of which
will be determined by City staff in consultation with the consultant, between 2010
and 2025: 1) an expected demand scenario; 2) a low demand scenario; and 3) a
high demand scenario. Load forecasting may include opportunities to reduce or
"flat" line peak demand based upon sustainable practices such as layered
pricing.
Load forecast should consider both new development and existing developments
that could realistically be served by the district energy system at some point. The
consultant should be prepared to consider demand based on both scenarios of
mandatory and voluntary participation by developers and businesses in the
district energy system.
Load forecast should be based on estimates of building numbers /area
representative load profiles for different types of buildings /uses. City staff should
be consulted on appropriate assumptions for building energy efficiency, and
forecasts should also reflect likely changes in efficiency over the entire
development timeframe.
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The consultant should establish logical sub-areas for preparing and presenting
load forecasts. Sub-areas should reflect meaningful boundaries based on some
combination of development timeframes, planning areas, ownership, use, and/or
other spatial features that may be most relevant for analyzing demand and
planning system configuration and staging.
Load forecast should evaluate demand for:
. Space heating;
Space cooling (current and emerging practices);
. Domestic hot water; and
Where relevant, forecast should include:
. Monthly and annual demands (total and by sub-area and sub-sector);
Monthly and annual peak demands (total and by sub-area and sub-
sector); and
. Representative average and peak daily load profiles by month (total and
by sub-area and sub-sector).
Peak demand forecasts should consider coincidence among load profiles.
Load forecasts should be structured to allow summaries by sub-area and sector
(e.g., commercial, residential, etc.). Sub-areas will be based on the development
phases identified in the Historic Millwork District Master Plan.
In addition to three demand scenarios, the consultant will be expected to identify
significant potential extensions of service to neighboring loads.
All major assumptions in the load forecast should be clearly stated, with the
forecast model designed in such a way so that future sensitivity analysis can be
performed if the City so chooses.
2. Business as Usual (BAU) Analysis
This analysis will provide the City with a projection of the likely form, costs
(capital and operating costs) and environmental performance (e.g., GHG
emissions) of BAU energy system (for each demand scenario). The purpose of
the BAU analysis will be for comparison with district energy, and should provide
reference information on cost and performance as it relates to:
® Potential partner(s) in a district energy system (or systems if separate
systems for heating and cooling are warranted);
. Developers and building owners; and
. Energy service end-users.
The BAU analysis should provide information on individual sub-areas, as
determined in the "Demand Forecast" analysis. The BAU analysis should
account for uncertainties related to energy demand and price forecasts. The BAU
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scenario must consider current and forecast prices of conventional energy
sources, and provide a price range to reflect uncertainty over future prices.
3. Potential Heat Sources
The consultant will identify and provide:
(a). Location and size of potential local or neighboring heat sources including:
® Waste heat sources (e.g., from industrial facilities, space cooling);
® Geo-exchange and sewer heat exchange resources;
• High-efficiency natural gas boilers and/or co-generation systems (located
in one or more mini-plants within the service area);
® Geothermal resources; and
. Significant neighboring resource options.
(b). Maintenance and operations protocol and issues for heat energy. systems.
(c). Construction advantages/disadvantages for heat energy options.
(d). Capital, construction, and operating costs for available heat energy options.
In addition, the consultant will be expected to recommend a preferred set of heat
sources (with rationale) to meet anticipated heating demands under the high,
expected and low demand scenarios.
4. Energy Distribution System
The consultant will identify the most cost-effective technology and conceptual
layout for energy distribution loop(s) within the precinct, taking into account likely
pattern and staging of development (expected case), most likely heating and
cooling sources, and location /installation of other municipal infrastructure (e.g.,
roads, water mains, etc.).
This element of work should include:
• Staging and characteristics of installation, including possible synergies
with installation of other municipal infrastructure;
• Pipe technology, size and placement;
• Operating temperatures and flows;
• Key technical specifications for energy sources and loads that
interconnect to the system (ensure compatibility of system with a variety
potential energy sources);
. Building distribution systems (options available);
® System monitoring, control and access requirements;
® Capital and operating costs; and
. Maintenance and operations requirements.
This work also must identify any significant changes in system design that may
be required or beneficial under the high or low demand scenarios.
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5. Metering Technology
The consultant will conduct an assessment of options for metering energy
sources and sinks, and will identify reliability, acceptability and costs of each
option, including compatibility with existing and anticipated third party standards.
Of available metering technology, recommend a preferred approach with
rationale.
B. Business and Economic Analysis
Building on the preliminary technical assessment above, the business and
economic analysis will assess the feasibility of establishing a district energy
system, to determine the potential benefits of this undertaking, and to evaluate
various ownership, governance and operating options.
The business analysis will be separated into two stages.
1st Stage (Section 1-3):
Strategic evaluation of possible ownership and operating structures for a district
energy system, including a partnership approach (i.e., mixed ownership and/or
operating partnership).
2nd Stage (Sections 4 - 8):
Using the evaluation from the 1st Stage, the City will select one ownership and
operating model as .available budget permits, for more detailed analysis,
including detailed financial projections and risk assessment. The detailed
analysis also will consider different options for financing and governance.
The business analysis must include information relevant to multiple stakeholder
perspectives, including:
The City of Dubuque;
. Potential partner(s) in a district energy system;
• Developers and building owners; and
Energy service end-users.
1. Ownership and Operating Model
(a) The consultant is to deliver an analysis of the various ownership and
operating options for a district energy system, including partnership options. This
analysis should provide for an early review of all viable options in order to reduce
the number of options for detailed analysis.
(b) The comparison of ownership and operating options should include an
assessment of the following, from each of the potential ownership and operating
partners' point of view:
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® Financing implications (cost and
. Legal liability implications;
® Financial implications (capital
availability of capital);
spending, operating costs, operating
revenues);
® Financial, operational, hazard and strategic risk implications (to be
coordinated with the Risk Management discussion in Section 6);
® Potential for third-party funding (e.g., capital and/or operating grants);
• Tax implications (e.g., income tax, property tax, any applicable energy or
utility levies.
® Tax credit or grant implications
(c) The discussion of operating options should include an evaluation of whether
the City or another entity should operate all or selected components of the
energy system. The main components of the system are:
• Ownership of the distribution assets (e.g., heat loops);
. Ownership of the non-distribution assets (e.g., heat sources);
. Design and construction of system components;
• Operations and maintenance of system components; and
® Billing and customer service.
Based on the completion of this task, the City's project committee will determine
a preferred ownership and operating model to form the basis for the remainder of
the business analysis.
2. Project Financing
The consultant should include a detailed discussion about financing options
available for the implementation and operation of a district energy system,
including access to financing options available through government grants or
loans. Financing options should be reflected in the financial projections above.
3. Legal and Regulatory Issues
The consultant should provide a thorough discussion of the legal and regulatory
issues that the City or another ownership entity would have to address in
developing a district energy system.
(a) Identify what changes to existing City charter, code or other policy documents
would be required to achieve the desired objectives.
(b) Address in detail the legal and regulatory issues surrounding the
contemplated ownership and operating model.
(c) Discuss the legal and regulatory implications related to the ownership of the
various energy sources (e.g., earth energy, sewer energy and waste heat).
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(d) Discuss the legal and regulatory implications of ownership, sale or purchase
of GHG emissions credits and other environmental credits.
(e) Identify and address all major regulatory issues a district energy system utility
would face (e.g., air quality, Iowa Utility Board).
(f) Discuss legal and regulatory mechanisms for encouraging and/or requiring
participation by developers and/or building owners in the district energy system.
4. Pricing Structure, Developer Participation & Flexibility Mechanisms
(a) The consultant should deliver a thorough analysis of pricing options for all
services to be offered, including pricing for energy sources.
(b) This analysis should include a discussion as to whether participation in the
district energy system should be optional or mandatory, for both privately-owned
and publicly-owned land.
(c) This analysis should tie into the Financial Projections described in Section 3
below, with the revenue implications of various possible pricing schemes for the
system.
(d) This analysis also should include an assessment of the impacts on customers
of various pricing schemes, as compared to their costs under the BAU scenario
(as defined in the technical assessment). This assessment should include a
discussion of the business case for individual developers to participate in the
district energy system, as they may bear some of the upfront costs.
(e) This analysis should identify and discuss appropriate mechanisms for
maximizing flexibility for the district energy system (e.g., to respond and adapt to
changes in technologies, fuel prices and load growth over time).
5. Financial Projections
(a) The consultant will be expected to deliver a detailed analysis of the projected
financial performance of a district energy system. This work should include pro
forma balance sheets, cash flows and income statements, as well as projected
rates of return (e.g., return on investment, net present value, payback periods,
plus other relevant performance measures).
(b) The term of these projections should be 25 years.
(c) Financial projections should be provided for at least four scenarios that reflect
the range of high, expected and low financial performance for the City. These
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scenarios should reflect the three demand forecasts, as well as the BAU
scenario, developed in the technical assessment.
(d) All major assumptions used in the development of these projections should
be clearly stated, with the financial models designed in such as way so that
future sensitivity analyses can be performed if the City so chooses.
(e) A rationale for the discount rate(s) used in the analysis should be included.
(f) The financial evaluation should be provided in an Excel spreadsheet model.
The City will retain ownership of this model to allow for future sensitivity
analyses.
6. Risk Management Plan
Consultant's report should include a thorough analysis of all major risks to the
City associated with the implementation, ownership and operation of a district
energy system, as well as a discussion of mitigation and/or risk transfer options
for each risk identified.
(a) This discussion should include, but not be limited to, the following types of
risk:
® Financial risks (e.g., capital and/or operating cost overruns, revenue
generation, size, rate of growth, and stability of customer base, ability to
set rates appropriately, exposure to energy commodity prices);
• Operational risks (e.g., quality of service delivery, technological risk,
coordination with private-sector developers and mechanical engineers,
establishment of a new business area for the City);
® Hazard risks (e.g., legal liability); and
• Strategic risks (political risk, reputation).
(b) In addition to discussing risks to the City this section of the consultant's report
should include a discussion of risks and associated mitigation strategies for all
other major stakeholders (e.g., potential ownership and/or operating partners,
building owners, energy customers, competing energy utilities, etc.).
7. Work Plan for Phase '1' of Energy System
The consultant's report should include a detailed work plan for the creation and
development of a Historic Millwork District energy system, with emphasis on the
first three years of the development.
This work plan should include, but not be limited to, the following elements:
. Any immediate changes in zoning required;
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Implementation of best practices model developed in cooperation with the
city's national partners including ICLEI and National Trust for Historic
Preservation;
® Implications for near-term infrastructure plans (e.g., roads, water, sewer
and parks in the service area);
® Required changes to existing City charter, code or other policy
documents, and City Council action to implement these changes;
. Technical specifications to be delivered to developers;
® Mechanisms for effectively communicating the technical specifications to
the developers who undertake -and the mechanical engineers who design
- construction projects within the boundaries of the proposed district
energy system; and
® The implementation steps to develop an operations and management
program.
8. Assessment of Sustainability Benefits
Drawing on the outputs of the technical assessment, the consultant will deliver a
comprehensive analysis of the economic, and environmental aspects of the
proposed district energy system consistent with the final business plan. This
analysis should complement the financial performance projection work described
above, and should encompass at least the same time horizon (i.e., 25 years).
(a) A "business-as-usual" scenario should be used as the baseline against which
sustainability benefits are measured.
(b) The following should be included in the economic impact analysis of the
proposed district energy system:
® Economic development potential, such as the creation of new jobs and
business opportunities; and
® The possible economic value of GHG emissions reductions as a result of
the system.
(c) The environmental impact analysis of the proposed district energy system
should address the system's impact on. overall GHG emissions as well as other
environmental impacts, both positive and negative. Compliance with the ICLEI
milestone software in measuring this impact is desirable.
(d) The following should be included in the social impact analysis of the proposed
district energy system:
® Local content in sourcing materials for the construction and operation of
the system;
• The quality of service delivered to end users;
• The value of the district energy system as a learning and interpretation
center; and
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® The value of the district energy system as a model that could be replicated
in other communities.
WORK PEFZFORf~E® BY THE CITY
The City has assigned a project manager to oversee the successful Proposer's
work and provide support as needed. Proposers should articulate all
assumptions underlying their proposal in terms of the amount of project
management and other project resources that the Proposer would require from
the City project manager in the performance of their services.
The City will provide the successful Proposer with a detailed list of all data and
information required from the City to undertake the scope of services.
®ELIVERABLES AN® SCHE®ULE
Deliverables shall be considered those tangible resulting work products that are
to be delivered to the City such as reports, draft documents, data, interim
findings, drawings, schematics, training, meeting presentations, final drawings
and reports.
Deliverables and schedule for this project shall include:
A. Technical Assessment - Submit a written report (PDF and Word formats) that
addresses all information requested above in the description of Technical or
Required Services. The report shall set forth the analysis used to arrive at the
conclusions reached, and shall clearly identify all assumptions and provide
sources for all data utilized in the analysis. In addition, submit all models in Excel
format, together with data files, and submit the following deliverables with respect
to the following specific issues:
1. Demand Forecast -GIS database of the load forecast inputs and outputs by
sub-area (May 10, 2009)
2. Potential Heat Sources -GIS database of the heat source inventory (May 10,
2009)
3. Energy Distribution System -GIS map of the conceptual heat loop design
(May 10, 2009)
B. Business Economic Assessment - Submit a written report (PDF and Word
formats) that addresses all information requested above in the description of
Technical or Required Services. The report shall set forth the analysis used to
arrive at the conclusions reached, and shall clearly identify all assumptions and
provide sources for all data utilized in the analysis. In addition, submit all models
in Excel format, together with all data files. Tentative partial completion dates
include:
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May 10, 2009 Ownership and Operating Model
May 10, 2009 Legal & Regulatory Issues and Project Financing
June 1, 2009 Pricing Structure, Developer Participation & Flexibility
Mechanisms, Financial Projects, and Risk Management Plan
July 1, 2009 Business and Economic Analysis
All deliverables and resulting work products from this contract will become the
property of the City of Dubuque.
4. PLACE OF PERFORMANCE
Contract performance will take place primarily at the Proposer's facility. On
occasion and as appropriate, work will be performed at City facilities, athird-party
location or any combination thereof.
5. PERIOD OF PERFORMANCE
The City anticipates having the successful Proposers) begin work immediately
upon contract execution with submittal of final deliverables to the City provided
by May 10, 2009, for the Technical Assessment and by July 1, 2009, for the
Business and Economic Analysis.
Proposers are encouraged to develop work plans with interim deliverables to
allow review and feedback by the City. Regular interaction with the City's project
manager is encouraged.
PROPOSAL PREPARATION AND SUBMITTAL
An unbound original plus 4 double-sided copies and a PDF version of the
submission shall be received in the City Clerk's Office of the City of Dubuque, 50
West 13t" Street, Dubuque, Iowa 52001 by 1:00 p.m. CST on Thursday, April 2,
2009.
Proposals should be addressed to Steve Brown, Project Manager, at the above
address. Questions and requests for clarification regarding this Request for
Proposal can be directed to Steve Brown by telephone at (563) 589-4272, or by
e-mail at sbrown(c~cityofdubugue.org.
Each consultant assumes full responsibility for delivery and deposit of the
completed proposal package on or before the deadline. The City of Dubuque is
not responsible for any loss or delay with respect to delivery of the proposals.
The City of Dubuque reserves the right to reject any and all proposals and to
negotiate changes with any consultant. The City of Dubuque is not liable for any
cost incurred by any consultant prior to the execution of an agreement or
contract. Nor shall the City of Dubuque be liable for any costs incurred by the
consultant that are not specified in any contract. The City of Dubuque is an Equal
Employment Opportunity Employer.
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Proposals must be clear, succinct and not exceed fifteen (15) pages. In a
proposal for both components, neither the proposal for the Technical
Assessment nor the proposal for the Business and Socioeconomic Analysis may
exceed fifteen (15) pages, and the combined proposal may not exceed thirty (30)
pages. Proposers who submit more than the pages indicated may not have the
additional pages of the proposal read or considered.
All submittals will be evaluated on the completeness and quality of the content.
Only those proposers providing complete information as required will be
considered for evaluation. The ability to follow these instructions demonstrates
attention to detail.
Proposers must provide all information as requested in this Request for Proposal
(RFP). Responses must follow the format outlined in this RFP. Additional
materials in other formats or pages beyond the stated page limit may not be
considered. The City may reject as non-responsive at its sole discretion .any
proposal or any part thereof, which is incomplete, inadequate in its response, or
departs in any substantive way from the required format. Proposal responses
shall be organized in the following manner:
Letter of Transmittal
Provide a letter of transmittal briefly outlining the consultant's understanding of
the work and the name, address, telephone number, fax number and email
address of the consultant's primary contact person.
Profile of Firm
Provide general information about the firm and its area of expertise as regards
this RFP, including the qualifications of the project manager and other key
personnel who would be assigned to the project.
Proposal Qualifications
• List the names of the anticipated project manager and other key personnel
associated with the project and their qualifications and experience.
• Describe the experience of the firm in performing similar projects for cities
comparable to Dubuque.
Describe the name and location of other sub-consulting firms that would be
used by the firm in the project and the approximate percentage of the work
that would be performed by each of these firms. Include the experience and
qualifications of the sub-consultant firm and its key personnel in working on
similar projects.
Discuss the firm's ability to integrate this project into the firm's present
workload.
14
Scope of Services
Describe the means or strategy by which the consultant would satisfy the scope
of services within the proposed schedule.
Fees and Compensation
Provide a proposed cost plus expenses budget for completion of the proposed
scope of services with cost breakdowns by scope element. Quotation of fees
and compensation shall remain firm for a period of at least 90 days from the
submission deadline. Please separate the proposed budget from the other
portion of the RFQ submittal. Initial screening will be done without knowing the
consultant's proposed fee for services.
References
Include a project list with contacts for all similar projects that have been
completed in the past five years. Identify the key personnel who worked on the
referenced projects and who are expected to work on this project
Certificate of Insurance
The selected firm will be required to meet the City's insurance requirements for
professional services (see attached Insurance Schedule).
El~ALUATION CRITERIA
Proposals will be screened to ensure that they meet the minimum requirements
of the proposal format. A selection committee will review qualifying proposals,
and may interview the short-listed firms. Factors to be considered by the
committee may include the following:
X Qualifications and experience of the firm and any sub-consultants.
X Qualifications and experience of the principal consulting staff and sub-
consulting staff that will work on the project.
X Qualifications of firm in implementing successful, sustainable smart
energy systems.
X Information from references.
X Grasp of project requirements and level of interest.
X Design approach/methodology in completing scope of services, including
sustainability; creativity and problem solving ability.
X Responsiveness and compatibility between consultants and City; general
attitude and ability to communicate.
X Proposed schedule required to complete project.
X Proposed cost to complete project.
Consultants may be invited to an interview with the selection committee
F:\USERS\DHeiar\Warehouse District\District Energy RFP.doc
3/11/2009 4:43 PM
15
IN511RANCE SCHEDULE C
INSURANCE REf~UIREMENTS FOR PROFESSIONAL SERVICES TO THE
CITY OF DUBUQUE
1. All policies of insurance required hereunder shall be with an insurer authorized to do
business in laws, All insurers shall have a rating of A better in the current A.M. Best
Rating Guide.
2. All Certificates of Insurance required hereunder shall provide a thirty (3a) day notice
of cancellation to the Ci#y of Dubuque, except far a ten {10) day native for non-
payment, if oancellation is prior to the expiration date.
3. shall furnish a signed Certificate of Insurance to the City of
Dubuque, Iowa for the coverage required in Paragraph 6 below. Such Certificates
shall include copies of the following endorsements:
a) Commercial General Liability policy is primary and non-eontribu#ing.
b) Commercial General Liability additional insured endorsements
c) Governmental Immunities Endorsement.
~~ ,shall upon request, provide Certificates of Insurance for all
subcontractors and sub-sub contractors who perform work or services pursuant to
the provisions of this contract. Said certificates shall meet the insurance
requirements as required of
4. Each certificate shall be submitted to the contracting department of the City of
Dubuque.
5. Failure to provide minimum coverage shall not be deemed a waiver of these
requirements by the Ci#y of Dubuque. Failure to obtain or maintain the required
insurance shall be considered a material breach of this agreement.
6. Contractor shall be required to carry the following minimum coveragellimiis or
greaser if required by law or other legal agreement:
a) COMMERCIAL GENERAL LIABILITY
General Aggregate Limit
Products-Completed C7perations Aggregate Limit
Personal and Advertising Injury Limit
Each Occurrence Limit
Fire Damage limit {any one occurrence)
Medical Payments
1 c~P?
$2,aQa,aOa
~1,aaa,ooa
$1,aaa,0aa
$1,aao,aoa
~ 5a,oao
~ 5,0aa
January 2008
16
M~~llFtANG~ NCH ~U~E C (continued)
IPI~l1FEA~GE C;~L1IRE~EN1'~ FGR PR~FE~~IC?NAt~ ~ERt/fCE~ TG T HF
CITY GF I~U~t)t~tJE
This coverage shat( be written on an occurrence form, not claims made form. All
deviations or exclusions from the standard l~C} commercial general liability form CG
Ob01 or Business owners BP OfltI2 shall be clearly identified. Form CG ~5 04 0~ g7
'Designated Location (s} General Aggregate limit' shall be included.
Governmental Immunity endorsement identical or equivalent to farm attached.
Additional Insured Requirement:
The City of Dubuque, including ail its elected and appointed officials, all its
employees and volunteers, all its boards, commissions andJor authorities and
their board members, employees and volunteers shall be named as an additional
insured on General Liability including "ongoing operations° coverage equivalent
to ISC~ CG 2Q 10 Q7 04.
b} Automobile 9 OOO,~OOQ combined sin~ie limit.
c} I~C4RK~RS CflIt~PENSAT'IUId +& ~MPL®YERS LIABILITY
Statutory for Coverage A
Employers Liability:
Each Accident $ ~ OO,OQO
Each Employee Disease $ 10C?,OOQ
Policy Limit Disease ~ bQQ,UCIU
d} I~RC3FESSIQNAL LIABILITY a1,000,DOt7
e} UIVII~RFLLAIEKC~SS LIABILITY
'Coverage andJor limit of liability to be determined on a case-by-case basis by
Finance Director.
Completion Checklist
^ Certificate of Liability insurance (2 pages}
^ Designated Locations} General Aggregate Limit CG 25 04 03 97 (2 pages)
^ Additional Insured GG 2t} 10 07 04
^ Govemmental Immunities Endorsement
2 aI'? January ~4Q~