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CITY OF GAINESVILLE

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CITY OF GAINESVILLE

    City of Gainesville

    Gainesville Regional Utilities

    Request for Proposal No. 2007 - 56

    CITY OF GAINESVILLE

    GAINESVILLE REGIONAL UTILITIES

    REQUEST FOR PROPOSALS FOR CONTRACTORS TO PERFORM

    WHOLE HOUSE ENERGY EFFICIENCY IMPROVEMENTS

    RFP No. 2007-056

    February 2, 2007

The City of Gainesville, Florida, doing business as Gainesville Regional Utilities

    (hereinafter referred to as “GRU” or “the Utility”), is requesting proposals from qualified

    Contractors in response to this Request for Proposal (RFP) to perform a series of whole

    house energy efficiency improvements for income eligible participants in the GRU

    service area.

There will be a pre - proposal meeting on Monday, February 12, 2007 starting at

    9:00 a.m. at the GRU Administration Building located at 301 S.E. 4th Avenue, Gainesville, Florida to review the requirements of this Request for Proposal and

    further discuss the rebate incentive.

    Four (4) copies of the Proposal should be sent to and received no later than 2:00 p.m., local time, February 22, 2007, at the following address:

     Gainesville Regional Utilities

     Purchasing Division

     P.O. Box 147117, Station A-130

     Gainesville, FL 32614-7117

    or hand delivered (by firm or express courier) to the address given below no later than 2:00 p.m., local time, February 22, 2007.

     Gainesville Regional Utilities

     Purchasing Division

     301 S.E. 4th Avenue

     Gainesville, FL 32601

Submittals should indicate on the envelope and cover sheet the following

    information:

    Whole house energy efficiency improvements for income eligible participants (RFP No. 2007-056)

ANY PROPOSAL SUBMITTED AFTER THE DUE DATE AND TIME SPECIFIED WILL

    NOT BE CONSIDERED.

    _____________

    E. Alex Corvetto

    Buyer Analyst

    City of Gainesville

    Gainesville Regional Utilities

    Request for Proposal No. 2007 - 56

    CITY OF GAINESVILLE

    GAINESVILLE REGIONAL UTILITIES

    REQUEST FOR PROPOSALS FOR CONTRACTORS TO PERFORM

    WHOLE HOUSE ENERGY EFFICIENCY IMPROVEMENTS

    RFP No. 2007-056

1.0 PURPOSE OF REQUEST FOR PROPOSALS

The City of Gainesville, d/b/a/ Gainesville Regional Utilities (GRU) is requesting

    proposals for the provision of services to perform on-site residential improvements and

    repairs in the GRU electric service area. Contractors must have prior extensive

    experience and knowledge regarding home inspections, building inspections, electric,

    plumbing, building construction and/or building rehabilitation. Contractors are also

    required to have excellent organizational, administrative and interpersonal skills.

2.0 GENERAL TERMS AND CONDITIONS

     The general terms and conditions attached shall govern any contract ensuing from this

    Request for Proposal.

3.0 BACKGROUND

The City of Gainesville, d/b/a/ Gainesville Regional Utilities (GRU) is initiating a program

    to make energy improvements to existing homes inside the Gainesville City limits which

    have electric service with GRU. The program will initially focus on providing repairs that

    will improve the energy use to existing homes in GRU’s serving area that are low

    income eligible. The goal of the program is to make improvements to approximately 40

    GRU customers’ homes. GRU shall pay for all improvements or repairs that are deemed necessary to reduce energy use up to $2,750 per home plus any applicable GRU

    rebates (see section 5.0 rebates).

4.0 PROJECT SCOPE

The Contractor’s duties will include the following:

    ? Meet with each homeowner to inspect the home’s internal and external building

    envelope and make recommendations for improvements and/or repairs to

    increase the overall energy efficiency and lower energy use

    ? Develop a scope of work and cost estimate for the improvements of each home

    prioritized by maximum benefit per dollar spent and deliver to assigned GRU

    representative

    ? Coordinate and schedule on-site improvements and/or repairs with emphasis on

    minimizing the number of days necessary to complete the work

    ? Supervising on-site work performed

    ? Ensure that quality work is performed efficiently and timely

    ? Ensure that work conforms to any relevant local, state and federal regulations

    ? Ensure appropriate permits are obtained and final inspections are properly

    completed

    ? Coordinate and interact with homeowners during the process of completing the

    work

    ? Perform post inspection of improvements and provide a report of completion for

    each home

    ? Assessments will include but are not limited to: increasing insulation levels in

    attics or under floors if necessary, air conditioning maintenance and/or repair,

    sealing and repairing of ductwork, weather-stripping and caulking of doors and

    windows, minor repairs of floors, doors, ceilings, walls, roof, etc (to prevent air

    infiltration), replacing or repairing room air conditioners, refrigerators, exterior

    doors, water heaters, etc (as needed)

    ? Repair costs are limited to $2,750 per home plus any applicable GRU rebates

    (see section

    5.0 rebates)

5.0 REBATES

    The following are electric rebates normally offered to our customers (if they meet

    the eligibility requirements). For the Whole House Improvement Program, GRU

    will allow the rebate to go to the contractor instead of the homeowner, if any of

    the measures are completed during the improvement process. This will allow

    funding for additional repairs, as needed.

Rebate Amount

Added Insulation $ 0.125 per square foot of insulation up to $375

    Central A.C. Maintenance $55

    Duct Leak Repair Limited to the cost of repair up to $375

    Heat Pipe Enhanced $225

    Heat Recovery $155

    High Efficiency Central AC $200 or $550

    High Efficiency Room AC $150

    Reflective Roof (for mobile homes) $70

    Refrigerator Buyback $75

6.0 PERFORMANCE EXPECTATIONS

    While performing work on behalf of GRU, Contractor shall adhere to the following:

    ? Understand the need for good customer relations in an effort to provide an

    acceptable level of customer sensitivity and service

    ? Maintain good relations with GRU’s customers and inform GRU of any

    complaints that are received

    ? Maintain a good working relationship with GRU, provide the required records as

    indicated in the RFP and maintain high standards of quality workmanship and

    professionalism

7.0 PREPARATION OF PROPOSAL

     Proposals by corporations must be executed in the corporate name by the president,

    a vice-president, or other corporate representative accompanied by evidence

    satisfactory to GRU of such person's authority to sign. The corporate address and

    state of incorporation must be shown below the signature.

     Proposals by partnerships must be executed in the partnership name and signed by

    a partner, whose title must appear under the signature, and the official address of

    the partnership must be shown below the signature.

     All names must be typed or printed below the signature.

     The Proposal shall contain an acknowledgment of receipt of all Addenda (the

    numbers of which must be filled in on the Proposal Form).

     Only one proposal from any individual, firm, corporation, organization or agency

    under the same or different name shall be considered. Should it appear to GRU

    that any proposer has interest in more than one proposal, all proposals in which

    such proposer has interest shall be rejected.

     Responses to this RFP upon receipt by GRU become public records subject to

    the provisions of Chapter 119, Florida Statutes, Florida's Public Records Law.

    Should a proposer feel that any portion or all of its response is exempt from the

    Florida Public Records Law; its response should clearly assert such exemption

    and the specific legal authority for the asserted exemption.

     Proposals will be available for inspection after such time as an award is

    recommended or within ten (10) days after due date, whichever is earlier.

     The Proposer, by affixing the authorized signature to the Proposal, declares that

    the bid is made without any previous understanding, agreement, or connections

    with any persons, firms, or corporations making a bid on the same items and that

    it is in all respects fair and in good faith without any outside control, collusion or

    fraud.

     No City Commissioner, other City officer, or City employee may directly or indirectly

    own more than five (5) percent of the total assets or capital stock of the bidding

    entity, nor directly or indirectly benefit by more than five (5) percent from the profits

    or emoluments of this contract. [For purposes of this paragraph, indirect ownership

    or benefit does not include ownership or benefit by a spouse or minor child.]

8.0 MODIFICATION AND WITHDRAWAL OF PROPOSALS

     Proposals may be modified or withdrawn by an appropriate document duly

    executed (in the manner that a proposal must be executed) and delivered to the

    place where proposals are to be submitted at any time prior to the due date.

     After closing date, corrections in the proposals shall be permitted: 1) only to the

    extent that the proposer can show by clear and convincing evidence a mistake of

    a nonjudgmental character was made; 2) the nature of the mistake is evident;

    and 3) the proposal price intended is evident. After the due date, no changes in

    proposal prices or other provisions of the proposal prejudicial to the interest of

    the GRU or fair competition shall be permitted. In lieu of proposal correction, an

    apparent low evaluated proposer alleging a material mistake of fact may be

    permitted to withdraw its proposal, at the option of GRU if: (a) the mistake is

    clearly evident on the face of the proposal but the intended correct proposal is

    not similarly evident; or, (b) the proposer submits evidence which clearly and

    convincingly demonstrates that a good faith mistake (without negligence of the

    proposer) was made.

9.0 PROPOSAL FORMAT

The Proposer shall include at minimum the following information:

     A. Certification(s) or License(s): Provide any applicable certifications, or licenses

    i.e. General Contractor, Residential Building Certificate, State Certified

    Residential Building Inspector, etc.

    B. Proposed Method: Describe how Contractor intends to fill the obligations of

    the scope of work.

    C. Experience: Provide examples of performing these types of services

    projects from a minimum of (5) five references in the past (10) ten years.

10.0 PROPOSAL EVALUATION

     Proposals will be evaluated and points assigned based on the following criteria:

     A. Contractor’s qualifications and experience

     B. Acceptability of evaluation method

    C. References

    D. Local Vendor Preference

    11.0 AWARD OF CONTRACT

     As a result of this RFP, GRU may enter into a contract with one or more contractors,

    as it determines to be in its best interest. The proposal will not constitute a contract

    but will supply provisions, which will, if accepted, be incorporated by reference into

    an agreement between the parties. All material submitted with the proposal shall be

    considered a part of the proposal and will be incorporated into the agreement to the

    extent accepted by GRU. Any questions about this RFP are to be faxed to 352-

    334-2989. Responses to questions that occur during the proposal evaluation period

    may be included as part of the contract.

     Any contract negotiated as a result of this RFP shall be interpreted under and

    governed by the laws of the State of Florida.

    12.0 TERM

    The term of this Contract shall commence upon execution of a contract and shall thexpire on September 30, 2007. After which, the Contract may be extended for two

    one-year periods upon mutual agreement of the parties and negotiation of the

    contract prices.

13.0 INSURANCE REQUIREMENTS

     Insurance is required in the amounts stated below:

     Commercial General Liability $1,000,000 combined single

     limit for bodily injury and property

     damage

     Automobile Liability $ 500,000 combined single limit for

    bodily injury and property damage

     Worker’s Compensation Statutory Limits

14.0 CONDITIONS ESTABLISHED BY GRU

     A. Late Submittals: Any responses submitted after the due date specified in the

    RFP will not be considered and will be returned.

     B. Rejection of Submittals: GRU reserves the right to reject any and all

    submittals received in response to the RFP as determined to be in the best

    interest of GRU. Non-acceptance of any proposal will not imply any criticism

    of the proposal or convey any indication that the proposal was deficient.

    Non-acceptance of any proposal will mean that another proposal was

    deemed more advantageous to GRU.

     C. All materials submitted in response to the RFP become the property of GRU

    and will be returned only at the option of GRU.

15.0 GRU'S RESPONSIBILITIES

     GRU will coordinate and be responsible for the following tasks:

    A. Administer Contract Management quarterly meetings to analyze value

    discovery of contract and to keep contractor apprised of issues affecting their

    services.

     B. Provide contractor with homes that shall be evaluated for improvements

     C. Perform post inspection of work performed

16.0 CONTRACT POST-AWARD ORIENTATION

     After a contract has been awarded and before any written orders are initiated,

    the Contract Administrator will conduct an orientation conference with the

    Contractor(s) and appropriate representatives of GRU. The purpose of the

    orientation conference is to aid both GRU and Contractor personnel in achieving

    a clear and mutual understanding of general contract requirements.

17.0 PROPOSER'S COST TO DEVELOP PROPOSAL

     Costs for developing a proposal in response to this RFP are entirely the obligation

    of the proposer and shall not be chargeable in any manner to GRU.

    18.0 USE OF RFP IDEAS

     Except as otherwise prohibited by law, GRU has the right to use any and all ideas

    presented in response to this RFP, whether amended or not. Selection or rejection

    of the proposal does not affect this right.

    19.0 RIGHT OF REJECTION

     GRU reserves the right to reject any and all proposals and to award the contract as

    determined to be in its best interest.

20.0 SUBCONTRACTORS

     Subcontractors are allowed with prior disclosure and written approval from GRU’s

    project manager

21.0 PUBLIC ENTITY CRIME

     A person or affiliate who has been placed on the convicted vendor list following a

    conviction for a public entity crime may not submit a bid on a contract to provide any

    goods or services to a public entity, may not submit a bid on a contract with a public

    entity for the construction or repair of a public building or public work, may not

    submit bids on leases of real property to a public entity, may not be awarded or

    perform work as a contractor, supplier, subcontractor or consultant under a contract

    with any public entity, and may not transact business with any public entity in

    excess of the threshold amount provided in Section 287.017, for Category Two for a

    period of 36 months from the date of being placed on the convicted vendor list.

22.0 DEBARMENT/SUSPENSION/TERMINATION

     Bidder shall be responsible for any violation of the current policies regarding

    debarment/suspension/termination, which have been issued by the Utilities

    Purchasing Department, a copy of which is attached hereto and incorporated herein

    by reference.

23.0 LOCAL VENDOR PREFERENCE

    The Local Vendor Preference Ordinance applies to bids for goods or services

    estimated to exceed $50,000. A copy of the Ordinance is included for reference.

     In bidding of, or letting contracts for procurement of, supplies, materials,

    equipment and services, as described in the purchasing policies, the City

    Commission, or other purchasing authority, may give a preference to local

    businesses in making such purchase or awarding such contract in an amount not

    to exceed five percent of the local business’ total bid price, and in any event the

    cost differential should not exceed $25,000.00.

     A “local business” means the vendor has a valid occupational license, issued by

    the City of Gainesville at least six months prior to bid or proposal opening date, to

    do business in said locality that authorizes the business to provide the goods,

    services, or construction to be purchased, and a physical business address

    located within the limits of said locality, in an area zoned for the conduct of such

    business, from which the vendor operates or performs business on a day-to-day

    basis. Post office boxes are not verifiable and shall not be used for the purpose

    of establishing said physical address. In order to be eligible for local preference,

    the vendor must provide a copy of the occupational license.

    _________________________________

     E. Alex Corvetto, Buyer Analyst

ARTICLE X. LOCAL PREFERENCE POLICY

Sec. 2-620. Findings of fact

    The city annually spends significant amounts on purchasing personal property, materials, and contractual services and in constructing improvements to real property or to existing structures. The dollars used in making those purchases are derived, in large part, from taxes, fees, and utility revenues derived from local businesses in the corporate city limits of Gainesville, and the city commission has determined that funds generated in the community should, to the extent possible, be placed back into the local economy. Therefore, the city commission has determined that it is in the best interest of the city to give a preference to local businesses in the corporate city limits of Gainesville in making such purchases whenever the application of such a preference is reasonable in light of the dollar-value of proposals received in relation to such expenditures. (Ord. No. 001261, ? 1, 3-29-04)

Sec. 2-621. Definition

    "Local business" means the vendor has a valid occupational license, issued by the City of Gainesville at least six months prior to bid or proposal opening date, to do business in said locality that authorizes the business to provide the goods, services, or construction to be purchased, and a physical business address located within the limits of said locality, in an area zoned for the conduct of such business, from which the vendor operates or performs business on a day-to-day basis. Post office boxes are not verifiable and shall not be used for the purpose of establishing said physical address. In order to be eligible for local preference, the vendor must provide a copy of the occupational license.

    (Ord. No. 001261, ? 2, 3-29-04)

Sec. 2-622. Local preference in purchasing and contracting

    In bidding of, or letting contracts for procurement of, supplies, materials, equipment and services, as described in the purchasing policies, the city commission, or other purchasing authority, may give a preference to local businesses in making such purchase or awarding such contract in an amount not to exceed five percent of the local business' total bid price, as described below, and in any event the cost differential should not exceed $25,000.00. Total bid price shall include not only the base bid price but also all alterations to that base bid price resulting from alternates which were both part of the bid and actually purchased or awarded by the city commission or other authority. In the case of requests for proposals, letters of interest, best evaluated bids, qualifications or other solicitations and competitive negotiation and selection in which objective factors are used to evaluate the responses, local businesses are assigned five percent of the total points of the total evaluation points.

    (Ord. No. 001261, ? 3, 3-29-04)

Sec. 2-623. Exceptions to local preference policy

The preference set forth in this Article X shall not apply to any of the following

    purchases or contracts:

    A. Good or services provided under a cooperative purchasing agreement

    B. Contracts for professional services procurement of which is subject to the

    Consultants' Competitive Negotiation Act (F.S. ? 287.055) or subject to

    any competitive consultant selection policy or procedure adopted or

    utilized by the city commission or charter officer

    C. Purchases or contracts which are funded, in whole or in part, by a

    governmental entity and the laws, regulations, or policies governing such

    funding prohibit application of that preference

    D. Purchases made or contracts let under emergency or noncompetitive

    situations, or for litigation related legal services, etc., as such are

    described in the city's purchasing policies

    E. Purchases with an estimated cost of $50,000.00 or less

    F. Application of local preference to a particular purchase, contract, or

    category of contracts for which the city commission is the awarding

    authority may be waived upon written justification and recommendation of

    the charter officer and approval of the city commission. The preferences

    established herein in no way prohibit the right of the city commission or

    other purchasing authority to compare quality or fitness for use of supplies,

    materials, equipment and services proposed for purchase and compare

    qualifications, character, responsibility and fitness of all persons, firms, or

    corporations submitting bids or proposals. Further, the preferences

    established herein in no way prohibit the right of the city commission or

    other purchasing authority from giving any other preference permitted by

    law in addition to the preference authorized herein.

    (Ord. No. 001261, ? 4, 3-29-04)

Sec. 2-624. Application, enforcement

The local preference shall apply to new contracts for supplies, materials, equipment and

    services first solicited after October 1, 2004. This article shall be implemented in a

    fashion consistent with otherwise applicable city purchasing policies and procedures.

    (Ord. No. 001261, ? 5, 3-29-04)

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