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Part DResponse Schedule
Version 3 February 2017 (A743634)
TABLE OF CONTENTS
OFFER UNDER SEAL..............................................................................................................3
1. ORGANISATIONAL DETAILS.........................................................................................4
2. EXECUTIVE SUMMARY.................................................................................................5
3. DETAILED FACILITY STUDY OFFER............................................................................6
4. METHODOLOGY............................................................................................................6
5. PROPOSED SOLUTIONS..............................................................................................7
6. PROPOSED WORK PLAN..............................................................................................7
7. MEASUREMENT AND VERIFICATION PLAN...............................................................8
8. LEVEL OF COMPLIANCE WITH SPECIFICATION........................................................9
9. PRIOR PERFORMANCE AND DEMONSTRATED EXPERIENCE IN PROVIDING EACH SOLUTION....................................................................................10
10. CAPABILITY, CAPACITY AND MANAGEMENT APPROACH.....................................11
10.1 CAPABILITY AND CAPACITY......................................................................................11
10.2 PROJECT MANAGEMENT APPROACH......................................................................13
10.3 RISK MANAGEMENT APPROACH..............................................................................14
11 LEVEL OF AGREEMENT WITH DRAFT DETAILED FACILITY STUDY AGREEMENT AND ENERGY PERFORMANCE CONTRACT.....................................15
12 INDUSTRY PARTICPATION POLICY..........................................................................16
13 OTHER..........................................................................................................................16
14 PRICES AND BILLING..................................................................................................16
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OFFER UNDER SEAL
OFFER UNDER SEAL
[Insert name of Tenderer]…submits a Tender for [insert project name] in accordance with the RFT document issued on [insert date] and any addenda issued prior to the Tender Closing Date.
[Insert name of Tenderer]…undertakes to keep its Tender open for 120 days from the Tender Closing Time and will not withdraw the Tender during that time.
Dated this day [Insert year]
Where the Tenderer is a sole trader, please use the following execution provision.
Signature of Tenderer or Agent:
Name:
Signature of Witness:
Name:
OR
Where the Tenderer is a company, please use the following execution provision.
EXECUTED by …………………………… )in accordance with Section 127 of the )Corporations Act 2001 and its Constitution )
.......................................................... ………………………………………..Signature of Director Signature of Director/Secretary*
………………………………………… ………………………………………..[Print Name of Director] [Print Name of Director/Secretary*]
(*delete the inapplicable)
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1. ORGANISATIONAL DETAILS
Subject Details
Tenderer’s Business Trading Name
Tenderer’s Registered Name
A.B.N
A.C.N
Type of EntityCompany, Trust, Partnership, Individual, Other
Registered business head office name and location
Place of Business
Postal Address
Contact Numbers Phone
Fax
MobileEmail
Brief (one page) history of the business
List names for people currently in positions of authority and management
Directors:
Company Secretary:
Principal Executive Officers:
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Details of Tenderer’s contact persons:
Primary Contact Secondary Contact
Name
Title
Postal address
Phone number
Facsimile number
E-mail address
2. EXECUTIVE SUMMARY
Provide a maximum three page summary of the overall offering, briefly covering all elements described in the Specifications (Part B of this document). Include at least the following:
a. General description of the existing in-scope sites and expected achievements.
b. Total Project Cost and Savings - A financial summary of total project costs and savings for the project, as shown in Table 1 below. Please separate out GST in all figures.
Table 1 Conceptual Total Project Cost and Savings Summary
Total Project Costs and Savings Cost $ GST $ % of total
Costs Project scoping, installation and implementation costs (total of all ECMs)Measurement & Verification cost (total over length of contract)
Detailed Facility Study fee
Construction contingency cost (as specified in Part B Section 3)
DPTI Project Delivery fee (as specified in Part B Section 3)
Additional Operational and Maintenance costs (total over length of contract)Total Cost
Savings Annual Electricity savings
Annual Natural Gas savings
Annual Water savings
Annual Operational and Maintenance savings
Annual other savings
Total Annual Savings
No. of Years
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Payback Total Cost divided by Total Annual Savings
c. Complete Table 2 below listing each proposed ECM, its costs and resultant savings. Please separate out GST in all figures. If multiple sites are included in one project, place ECMs under each site heading (eg. Site A, B etc).
Table 2 Conceptual Project Cost and Savings Summary (By ECMs)
SiteEstimated ProjectCost ($)
Annual
Project
Savings ($)
Annual GHG Saving
s (t)
Annual Electricity
Savings
Annual Gas
Savings
Annual Water
Savings
Oper. &
Maint. Saving
s($)
Other Saving
s($)
Simple payback period (Yrs)($
)(kWh
)($)
(GJ)
($)
(kL)
ECM1ECM2ECM3ECM4
TOTAL
d. Recommended Energy Conservation Measures - a brief description of the recommended ECMs, itemised.
e. Potential Energy Conservation Measures - a brief description of the other potential opportunities as a separate ECM to be evaluated more precisely during the development of the RFP.
f. Project Development and Implementation Schedule - including milestones, duration, and start-finish timing.
3. DETAILED FACILITY STUDY OFFER
Provide the following details relating to the proposed Detailed Facility Study (DFS) offering (please allow GST to be separated out):
a. The fixed total DFS fee for all sites included in the DFS.b. The fixed total DFS fee for sites included in the RFP (if not all sites included in
initial RFP audit).c. Description of the DFS scope.d. The expected duration (in weeks) for the Tenderer to perform the DFS across
the proposed DFS scope. e. Details of any other proposed fees associated with subsequent works. f. A list of additional solutions and probable costs (i.e. not included within the
RFP response) that the Tenderer will investigate further during the DFS.
4. METHODOLOGY
Present the analysis of the energy consumption patterns found in existing facilities, conducted as per Section 7 Performance in Part B, including details of:
a. Proposed technical approach of benchmarking baseline data, analysis, design and installation to deliver the energy and cost savings offered by the proposed ECMs in both the RFP and DFS stages.
b. Variables that will be measured and those that will be stipulated, as well as performance benchmarks.
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c. Proposed method of financial calculations including data sources and methods of extraction. Refer to Section 14 Price and Billing for financial requirements.
5. PROPOSED SOLUTIONS
Note: This section will be used by the Principal to assess evaluation criteria listed under sections 3, 4 and 5 of the evaluation criteria table (Attachment A of Part A).This section contains details on the proposed scope of works identified by the Tenderer, based on the audits and subsequent analysis of sites. For each site included as part of this RFP, include the following:
a. Technical descriptions of the proposed ECMs and other potential ECMs: ie. existing conditions vs. recommended upgrades.
b. Product specifications and quality as per Section 7 Performance, Part B Specifications and Requirements, and/or any other specification requirements as stated in Appendix B in Part B.
c. Details of any risks or dependencies associated with the proposed ECMs.d. Details of any peripheral potential benefits related to the proposed ECMs
(financial, environmental, social).e. Detailed energy savings by fuel type including all kinds of charges before and
after EPC. Electricity consumption savings should include existing kWh consumption and utility rate used, and a post-EPC kWh consumption and utility rates used to derive at an annual energy cost savings value, for both Peak and Off-Peak periods. Electricity demand savings should include similar existing maximum demand and demand charges, and a post-EPC maximum demand and demand charges to derive at an annual demand savings value, similar to Table 3 Electricity Savings Breakdown.
f. All values should show methods of derivation.
Table 3 Electricity Savings Breakdown
Peak Off-Peak Max Demand Total Savings
($)Annual Savings (kWh)
Utility Rate
($/kWh)
Annual Savings
($)
Annual Savings (kWh)
Utility Rate
($/kWh)
Annual Savings
($)
Demand
Savings (kVA)
Unit Rates
($/kVA)
Annual Savings
($)
ECM1
ECM2
ECM3
Total
6. PROPOSED WORK PLAN
Provide an implementation plan, including identification of key dates/time frames and milestones of what is to be done in sequence for the provision of the goods and services. Refer Table 4 Schedule for Project Development and Implementation.
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Table 4 Schedule for Project Development and Implementation
Activity/Milestone Duration (Days) Start Date Finish Date Responsibility
Describe the proposed works installation process, including timing of works, such as after hours, weekends, etc. Provide details of the time allocated to complete each task or responsibility and whether the task or responsibility is attributed to the Tenderer or the Principal.Submit a ‘Disengagement Plan’ with a list of activities necessary to ensure a smooth transition to a new supplier should this become necessary.
7. MEASUREMENT AND VERIFICATION PLAN
Describe your mechanisms and strategies for the continuous improvement and review of the provision of the requirements for the measurement and verification stage. The strategies should be developed with a view to achieving improved efficiency, productivity and benefits to the Principal. Your response should include an indication of the key results/outcomes that you would expect to achieve. Identify who will be responsible for tracking, how the ongoing operations and performance of the measure will be tracked over time, how any potential issues will be addressed (see also Section 10.3 Risk Management).Specify how often reports will be provided to the Principal to verify the performance of the solutions.Complete Table 5 below describing the proposed methodology for measuring and verifying each proposed solution, in line with the International Performance Measurement and Verification Protocol. State the Total Annual Measurement & Verification fee (GST inclusive) covering all proposed measurement and verification activities described in Table 5. Provide estimated annual cost savings and payments for the 7 year payback period in Table 6 Proposed cost savings and contractor payments.
Table 5 M&V Plan Summary
ECM/WCM name and/or number
Proposed M&V option (A, B, C or D)
Measured variables
Assumed variables
Duration and regularity (e.g. once, 4 weeks before and after; ongoing for 7 years)
ECM 1
ECM 2
Table 6 Proposed cost savings and contractor payments
Post-acceptance performance period year
Estimated annual cost savings ($)
Annual Contractor Payments ($)
Year 1
Year 2
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Year 3
Year 4
Year 5
Year 6
Year 7
Total
8. LEVEL OF COMPLIANCE WITH SPECIFICATION
In the following table, Tenderers must provide details of their compliance to each clause or paragraph of the specification in accordance with the following definitions:
Compliance Category Compliance Indicator
Definition
Complies C a) In the case of a clause that is of an informative nature only, the clause has been read and understood.
b) In the case of a clause that specifies a characteristic or performance standard to be met by the goods or services to be provided, the offer is to provide the specified characteristic or performance standard.
Where appropriate, the Tenderer should state or describe how the requirement is to be met.
Partially Complies P In the case of a clause that specifies a characteristic or performance standard, the requirement can only be met subject to certain conditions.Where this is the case and the Tenderer is prepared to make good on the condition, characteristic or performance standard, the Tenderer shall state or describe the manner in which the non-compliance is to be made good.
Does Not Comply N The characteristic or performance standard of a clause is not met by the offer. Full details of the non-compliance must be stated.
Specification Clause Number
Compliance Indicator Comments
1234
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Specification Clause Number
Compliance Indicator Comments
56789
10etc
9. PRIOR PERFORMANCE AND DEMONSTRATED EXPERIENCE IN PROVIDING EACH SOLUTION
Detail previous work completed in the last 5 years similar in scope, size and complexity to the requirements in the Specification. Include public sector work where appropriate.
Provide the following information:a. Project description and durationb. Client organisationc. Date of commencement and period of associationd. number of personnel involved e. Final results and lessons learned and how these experiences will be applied
to the requirements.
9.1 REFERENCES
Provide three referees that may be contacted with regards to the goods/services offered in your response.
Subject Details
Referee 1:Client name
Client address
Client contact person name
Client contact person title
Client contact person telephone
Client contact person e-mailNature of business (including description of goods or service)
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Subject Details
Period of association
Referee 2:Client name
Client address
Client contact person name
Client contact person title
Client contact person telephone
Client contact person e-mail
Nature of business (including description of goods or service)
Period of association
Referee 3:Client name
Client address
Client contact person name
Client contact person title
Client contact person telephone
Client contact person e-mail
Nature of business (including description of goods or service)
Period of association
10. CAPABILITY, CAPACITY AND MANAGEMENT APPROACH
10.1 CAPABILITY AND CAPACITY
Provide Curriculum Vitae for each key member of staff who will service the day-to-day requirements offered in your response. The details for each key member (internal or external) shall include (as a minimum):
Name Qualifications Accreditation details from the EEC (certificate or registrant number etc) Skills Relevant Work Experience/ Projects Availability of the person for the duration of the proposed contract Position of the person in your organisation Which discipline will be accounted for (areas of expertise) Other Relevant Information
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Provide details of your head office and any South Australian based offices which will support the provision of this requirement.
Provide details of what facilities and other resources your organisation will utilise to provide the requirements.
Does your organisation propose to utilise subcontractors for this requirement? (Yes / No). If yes, provide details of their relevant capabilities (max. 150 words). Detail how you will engage and monitor the performance of sub-contractors to ensure the delivery of the requirements.
Provide details of each proposed sub-contractor in the table below.
Schedule of Proposed Sub-contractorsSubject Details
Sub-contractor 1:Name
Address
A.C.N
A.B.N
Goods/services to be provided by sub-component
Past use of sub-contractor by Tenderer
Estimated monetary value of the sub-contract
Sub-contractor 2:Name
Address
A.C.N
A.B.N
Goods/services to be provided by sub-component
Past use of sub-contractor by Tenderer
Estimated monetary value of the sub-contract
Sub-contractor 3:Name
Address
A.C.N
A.B.N
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Subject Details
Goods/services to be provided by sub-component
Past use of sub-contractor by TendererEstimated monetary value of the sub-contract
10.2 PROJECT MANAGEMENT APPROACH
Outline how you will provide timely delivery of the goods and services. What performance measures will you utilise to manage the provision of the requirement? Provide details on the level of training that will be provided to maintenance staff. Are there any proposed solutions that are expected to require a specific maintenance regime that differs from the current maintenance regime? State the differences. Note that certain regimes outside of existing maintenance regimes may incur additional costs by AGFMA.Provide details of the proposed communications plan; relating to customer service and communications, and systems in place to respond to customer enquiries, service issues, emergencies etcDetail any other customer service orientated proposals that will enhance your response.Describe the management process and the organization. Provide a chart illustrating the project team and governance structure that will be used to deliver this project. Describe the project responsibilities of each member as in Table of Roles and Responsibilities.
Table of Roles and Responsibilities Roles Responsibilities Personnel
Project Manager
Construction Manager
Project Engineer/Designer
O&M Team
M&V Team
Quality Assurance
Commissioning Team
Health & Safety Officer
Sub-contract Management
Labour, Material and Logistics Management
Admin Support Team
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10.3 RISK MANAGEMENT APPROACH
Responsibility Description ESCO Proposed Approach
FINANCIAL
a. Construction costs:
Clarify design standards and the design approval process (including changes/variations) and how costs will be reviewed.
b. M&V confidence:
Clarify how project savings are being verified (eg. equipment performance, operational factors, energy use etc) and the impact on M&V costs.
c. Energy related cost savings:
Clarify sources of non-energy cost savings and how they will be verified
d. Delays:
Clarify task schedules and how delays will be handled.
e. Major changes in facility
Clarify responsibilities in the event of premature facility closure, loss of funding or other major changes.
OPERATIONAL
a. Operational hours
Clarify whether operating hours are to be measured or stipulated and what impact will be if they change.
Note if the operating hours are stipulated, the baseline should be carefully documented and agreed to by both parties.
b. Load
Clarify whether equipment loads are to be measured or stipulated and what the impact will be if they change.
Note if the equipment load is stipulated, the baseline should be carefully documented and agreed to by both parties.
c. Weather
Clarify how weather corrections will be performed.
d. User participation
Clarify what degree of user participation is needed, and what level of monitoring and training is needed in order to mitigate risks
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PERFORMANCE
a. Equipment performance
Clarify who is responsible for initial and long-term performance, how it will be verified, and what will be done if performance does not meet expectations.
b. Operational performance:
Clarify which party will perform equipment operations, the implications of equipment control, how changes in operating procedures will be handled, and how proper operations will be assured.
c. Preventative maintenance:
Clarify how long-term preventative maintenance will be assured, especially if the party responsible for the long-term performance is not responsible for maintenance (eg. contractor provides maintenance checklist and reporting frequency)Clarify who is responsible for performing long-term preventative maintenance to maintain operational performance throughout the contract term.
Clarify what will be done if adequate preventative maintenance impacts performance.
d. Equipment repair and replacement:
Clarify who is responsible for performing replacement of failed components or equipment replacement throughout the term of the contract.
Please provide the latest information listed below on your insurance arrangement.
Name Of Insurance Companies & Policy Type
Policy Number(s)
Expiry Date Limit Of Liability
11 LEVEL OF AGREEMENT WITH DRAFT DETAILED FACILITY STUDY AGREEMENT AND ENERGY PERFORMANCE CONTRACT
Subject Details
Does your organisation agree with the draft DFS and EPC?
(Yes / No)
If no, provide details.
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12 INDUSTRY PARTICPATION POLICY
Irrespective of the value of the tender, Tenderers are required to provide an Industry Participation Plan in accordance with the South Australia Industry Participation Policy Standard Plan Template and the Industry Participation Plan Assessment Criteria.
The Industry Participation Plan should specify how the proposal:
Leads to new direct and indirect employment opportunities in South Australia Contributes to developing a high value industry in South Australia Includes workforce development initiatives that will be implemented in the
South Australia Includes strong opportunities for South Australian business involvement Is aligned to more than one of South Australia’s economic priorities
The Industry Participation Plan can be accessed at:
http://www.industryadvocate.sa.gov.au/industry-participation-policy
13 OTHER
Detail any other matters that have not been previously requested that clarify and support your ability to provide the requirements.
State any assumptions made in the development of your response (if any).
14 PRICES AND BILLING
Tenderers are required to provide financial descriptions including:a. Details of the average applied gross margin of the proposal, as requested in
Part B of this document.b. Confirmation that the Tenderer has correctly applied the utility rates as
provided in the RFP document, e.g. correct application of peak or off peak electricity rates, correct use of band rates for gas, inclusion of demand charges, etc.
c. Methodology in calculating Operation & Maintenance savings including assumptions, e.g. unit cost of lamp replacement, hourly rate of maintenance labour, etc.
d. Methodology in calculating “Other” savings (eg. non-energy/water savings) including assumptions and sources of verification
e. Describe project costs (such as in Table 7 ECM Cost and Table 8 Example Project Cost Table) and any other known or expected costs associated with the project that are not included in the total project costs
f. Proposed length of contractg. Allow GST to be separated out
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Table 7 ECM Cost Table
ECM # ECM Description Total Price*
ECM 1
ECM 2
TOTAL
* Total price for each individual ECM with Profit. Total price of ECM’s must equal Project Price Subtotal with Profit on Project Cost Table.
Table 8 Example Project Cost Table
Project Budget Fees (1)
Costs (2)
Implementation
Costs (3)
Profit Markup
(4)
Project Price
Hours Hourly rate
% of Total
Project Price
Self-Perform
ed by ESCO or Subcontr
actedPre-ConstructionDesign and Other EngineeringPre-Construction ServicesOther Pre-Construction CostsConstructionTrade Subcontractors (Contractor Costs to ESCO)
N/A
Design-Build Subcontractors
N/A
Direct Purchase Equipment
N/A
Construction ManagementProject EngineeringGeneral ConditionsConstruction CompletionSubtotals
Other FeesDFS + Project ProposalDPTI Project Delivery Management
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feeContingency (Client)TOTAL PROJECT $
Legend/Definitions:
1) Fees include ESCO self-performed work, DFS and contingency. Mark-ups shall not be applied to fees. ESCO shall provide hourly rates and position descriptions for labour or services provided.
2) Costs include subcontracted work and direct purchases of equipment, material and supplies installed on the project.
3) Implementation Costs include no profit. 4) Profit mark-up is applied to Costs only. This is the anticipated gross profit associated with the
project. Percentage of the Total Project Price.
Pre-construction cost:1. Design and Other Engineering
Includes all professional architecture and engineering costs required to design and specify projects to be installed as part of the Work. If design work is completed in-house this includes burdened labour associated with design of measures included in the EPC project. If contracted externally it is the quoted cost from the external consultant plus burdened labour from ESCO to oversee the external consultant. The engineering includes all energy modelling, energy savings calculations and any additional energy engineering costs.
2. Pre-Construction ServicesIncludes project development services and construction management to coordinate various complex technical details to present to the Client. This cost includes all burdening labour, commission and any other direct costs relating to presenting the best information to the Client in an understandable format. This also includes all design reviews to ensure constructability, and includes the costs for a construction manager’s role pre-construction.
3. Other Pre-Construction CostsIncludes and not limited to: administrative support, legal reviews, accounting services, printing, copying, business travels, meals and accommodation.
Construction costs:4. Trade Subcontractors
Construction contractors who are directly subcontracted to the ESCO5. Design-Build Subcontractors
Design-build contractors who are directly subcontracted to the ESCO, and who act as their own design agent and finalize the design of the Work to be installed. ESCO will be approving all drawings and specifications prior to construction with ESCO taking responsibility for the performance of the Design-Build subcontractors.
6. Direct Purchase EquipmentAny equipment that is directly purchased by the ESCO.
7. Construction ManagementIncludes the burdening labour cost of a construction manager and site superintendent directly supporting the implementation effort required to oversee and coordinate subcontractors on the project.
8. Project EngineeringDuring construction the ESCO’s design engineers or contracted external consultant may make periodic inspections and support the construction manager with engineering analysis of required filed modifications. This costs includes the engineering costs to support the construction manager in this effort.
9. General Conditions
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Includes and not limited to: administrative support, legal reviews, accounting services, printing, copying, business travels, meals and accommodation. This can also include utility connections/disconnections, any permits, insurance required, and warranty labour in supporting the direct purchase of equipment warranties or that provided by subcontractors (not warranty replacement cost).
10. Construction Completion includes:a. Commissioningb. Construction M&Vc. O&M Manualsd. Training
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