Summary. Program Overview. Notice Type: Request for Proposal. Short Title: CEI Industrial Refrigeration Technical Support

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1 Notice Type: Request for Proposal Short Title: CEI Industrial Refrigeration Technical Support Posted date: December 1, response date: December 31, 2015 Point of contact at VEIC: Greg Baker Summary Efficiency Vermont is interested in building on the success and lessons learned from the initial Continuous Energy Improvement (CEI) initiative by engaging a second cohort of CEI customers. The second cohort will target a less diverse group with similar technical opportunities, namely food manufacturers operating ammonia-based refrigeration systems. The focus of the second CEI initiative will be the identification and implementation of near-term savings opportunities, and the measurement of the associated savings generated through CEI engagement on a well-defined sub-section of the customer s operations. Efficiency Vermont will organize and facilitate the CEI Refrigeration initiative internally, however there is a well-defined role for a Contractor with in-depth knowledge of ammonia-based refrigeration systems to provide training, on-site assessments, and technical support to Efficiency Vermont field staff and participating customers. The right Contractor will help Efficiency Vermont meet the aggressive timeline for the CEI Refrigeration initiative and enhance the value received by customers from their participation. Program Overview Efficiency Vermont, the statewide energy efficiency utility, has recruited a core group of our Vermont food industry customers for participation in a Continuous Energy Improvement (CEI) initiative focused on the operation of ammonia-based refrigeration systems. The (4) participating customers represent (6) locations and (7) independent ammonia refrigeration systems. Customers have been selected on the basis of long term engagement with Efficiency Vermont, past completion of energy efficiency projects, and a willingness to commit resources (both staff time and capital) toward the improvement of their refrigeration systems. The CEI Refrigeration initiative s objectives are: 1) Improve participant s energy management practices through program engagement, 2) Facilitate peer-to-peer information exchange, 3) Deliver targeted technical training, 4) Perform assessments at each participating site and deliver clear guidance on ways to improve, 5) Measure the impacts of the initiative on each participant s energy performance. Efficiency Vermont has well established, long term relationships with each participant and is seeking the right partner to complement our in-house technical abilities in pursuit of these objectives.

2 Scope of Work The CEI refrigeration initiative will include group and on-on-one meetings, group workshops, and focused technical training. Efficiency Vermont is soliciting bids to provide third party technical support to the initiative to include the delivery of on-site assessments, technical training, and on-demand technical support to augment in-house engineering resources. All work will be completed in calendar year By submitting a response to this RFP, the Bidder acknowledges understanding and acceptance of this Scope of Work, and agrees to fulfill all of its terms in the event of a contract award. General Statement of Work The scope of the technical support services, to be provided by the Contractor are separate, but complementary Tasks as follows: Task 1 Participant Refrigeration Equipment and Operation questionnaire Task 2 Level 1 On-Site Industrial Refrigeration System Assessment Task 3 Ammonia-based Refrigeration System Best Practices Training Task 4 Level 0 On-Site Ammonia System Assessments ( Blitz ) Task 5 Ongoing Technical Assistance The Contractor will perform all of the services described in this Scope of Work, and provide all of the deliverables according to the Schedule below. Performance Period and Location The Performance Period begins with the signed contract in mid-january 2016 and ends December 31, Work will be performed at Efficiency Vermont s offices in Burlington, Vermont and at participating customer sites as noted in the Scope of Work. Tasks Task 1. Participant Refrigeration Equipment and Operation questionnaire Prepare participant questionnaire(s) to be used in preparation for Tasks 3, 4, and 5: 1) Ammonia refrigeration system overview a. Application, system type, component size, operating practices, maintenance practices, etc. b. Contractor to use responses to gage participant training needs. 2) Preliminary opportunity identification a. Contractor to use responses to focus training content on best opportunities for energy cost savings. 2

3 Contractor will provide the questionnaire(s) to Efficiency Vermont in electronic format suitable for printing. Task 2. Level 1 On-Site Industrial Refrigeration System Assessment Perform an on-site assessment of a participating facility prior to Task 3. The purpose of the assessment is to provide both findings and recommendations for the host site and serve as a training ground for other initiative participants. The assessment is envisioned as a 2-day event. Day 1 will provide Contractor-only access to the site and site staff for orientation and initial investigation and findings. The morning of Day 2 will include an opportunity for other participants to tour the site and shadow the Contractor s assessment process and receive show-and-tell on the system design, components, operational strategies, and potential energy improvements. The remainder of Day 2 will provide Contractor-only access to the site for completion of the assessment. Deliver a written assessment report to the participant and Efficiency Vermont. Report should include a summary of findings and recommendations and focus should be on actionable opportunity identification, and steps toward implementation. Report should include savings estimates for recommended measures with supporting assumptions and calculations. Task 3. Ammonia-based Refrigeration System Best Practices Training Deliver a 1-day technical training on the energy efficient operation of ammonia refrigeration systems to an audience of maintenance supervisors, engineers, and refrigeration technicians well versed in ammonia systems and their operation. Training shall be light on theory and focus on applied knowledge most relevant to the participants. Training shall take into account the participant s applications and system types identified through Task 1 and use examples derived from Task 2. Participants should leave the training with sufficient knowledge to assess their own system for efficiency improvements and receive a list of well-defined actions to uncover and implement those improvements. Suggested topics: 1) Ammonia refrigeration fundamentals (briefly) 2) Ammonia refrigeration systems overview a. include summary of participant systems per questionnaire 3) Compressor sizing, staging, and optimal operation 4) Condenser sizing, staging, and optimal operation 5) Evaporator sizing and optimal operation (especially defrost control) 6) Refrigeration load reduction opportunities 7) Heat recovery opportunities 8) Whole system optimization, performance benchmarking and monitoring, and continuous improvement 3

4 Provide a binder of training materials to each participant (worksheets, slides, etc.). Provide hard copies of published reference materials to each participant: 1) Industrial Refrigeration Energy Efficiency Guidebook (IRC) 2) Industrial Refrigeration Best Practices Guide (Cascade Energy) 3) Energy Efficiency Improvement and Cost Saving Opportunities for the Dairy Processing Industry (An ENERGY STAR guide by LBNL) Task 4. Level 0 On-Site Ammonia System Assessments ( Blitz ) Organize and lead high level, focused 1-day assessments of up to (6) ammonia refrigeration systems to include review of equipment condition, operational practices, and energy efficiency opportunities. The purpose of the assessment is to provide an on-site consultation for the site staff and hone in on the most immediate energy savings opportunities for the site s specific situation rather than a comprehensive audit. Deliver a findings report for each facility including observations, opportunities, and a clear presentation of next steps to implement recommendations. Report should include savings estimates for recommended measures with supporting assumptions and calculations. Task 5. Ongoing Technical Assistance Provide up to 10 hours per participating site (up to 60 hours total) for technical assistance via phone and communication between March 1 and December 31, Timeline RFP released December 1, 2015 Bidder questions accepted December 14, 2015 Responses to questions posted December 21, 2015 RFP responses due to Efficiency Vermont December 31, 2015 Selection review period ends January 8, 2016 Selection and contract negotiations January 11-15, 2016 Performance period begins January 18, 2016 Task 1. Questionnaire due to EVT By February 15, 2016 Task 2. Assessment site visit completed Between February 29 and March 18, 2016 Task 2. Assessment report due 3 weeks after Assessment date Task 3. Training session completed Between March 21 and April 1, 2016 Task 4. Assessment site visits completed Between July 11 and July 29, 2016 Task 4. Assessment reports due 4 weeks after Assessment date Task 5. Technical assistance concludes By December 31, 2016 Performance period ends December 31,

5 Proposal Requirements Responses to this RFP must conform to the following form requirements: (1) 1-inch margins all around; (2) 11-point or larger font size; (3) use of a standard sans-serif font such as Calibri, Arial, or Helvetica, with normal spacing; (4) total length not to exceed 5 pages, not including appendices. Narrative Proposal Bidders should provide a brief statement of how they will approach the deliverables for each task, and provide any suggestions for improving the Task scope or timeline as outlined in light of Efficiency Vermont s stated objectives for the initiative and the bidder s past experience. Experience and Qualifications Bidders should provide a list of past clients receiving training and/or assessment services, including a brief description of services provided. Utility efficiency program clients are especially helpful. Budget Proposals should quote each task as outlined in this section. If an alternative scope or additional services are proposed in the Proposal Narrative, these should be quoted as add/alternates relative to the base price. Task 1. Participant Refrigeration Equipment and Operation questionnaire. Quote as a fixed price. Assume Efficiency Vermont staff will administer the questionnaires to participants and forward completed forms to the Contractor at least 2 weeks prior to Task 3. Assume review of 7 independent system questionnaire responses will be required. Task 2. Level 1 On-Site Industrial Refrigeration System Assessment. Quote as a fixed price. Assume location is within a 45-minute drive of Burlington, Vermont. Assume a maximum of 12 participants in the shadowing on Day 2. Meeting space, A/V equipment, meals and refreshments will be provided by the site and Efficiency Vermont. Task 3. Ammonia-based Refrigeration System Best Practices Training. Quote as a fixed price. Assume location is Burlington, Vermont. Assume 25 attendees. Meeting space, A/V equipment, meals and refreshments will be provided by Efficiency Vermont. Task 4. Level 0 On-Site Ammonia System Assessments ( Blitz ). Quote per facility, with allowance for one-time travel to and from Vermont. Assume all site visits will occur within a single week. Two of the six target systems are at the same location. All locations are approximately a 1-hour drive from Burlington, Vermont. Task 5. Ongoing Technical Assistance. Quote as an hourly rate with monthly invoicing. 5

6 Appendices Bids should include: A. Resumes of individuals contributing to the completion of each task. B. Sample agenda for a 1-day refrigeration best practices training workshop. C. One sample of a 1-day refrigeration system assessment report. D. One sample of a 2-day refrigeration system assessment report. Evaluation Criteria Responsiveness to RFP 20 Key personnel qualifications for type of work 25 Cost of services 25 Quality of Work samples 25 Completed Contract Compliance document 5 Total points available 100 Efficiency Vermont will determine which Bidders best match the desired services. Efficiency Vermont might request additional information from one or more Bidders, and might request personal interviews with Bidders. Efficiency Vermont reserves the right to evaluate responses on criteria not listed above. Note Efficiency Vermont reserves the right to reject any or all responses, to waive any informality or irregularity in any response received, and to be the sole judge of the merits of the respective responses received. Efficiency Vermont reserves the right to determine the timing of the start of the requested services, the right not to proceed with some or all of the work, and the right to cancel in part or in its entirety the RFP. Efficiency Vermont will not reimburse costs incurred by the respondents in their preparation of the responses to this RFP. Other Information Questions regarding the RFP will be accepted following the posting date until 5:00 p.m. EDT on December 14, Questions will be accepted by only, to gbaker@veic.org. Responses to all questions will be posted to the VEIC website at no later than 5:00 p.m. EDT on December 21, Responses to this RFP must be delivered electronically to Efficiency Vermont by 5:00 p.m. EDT on December 31, Responses submitted after 5:00 p.m. EDT on that date will not be accepted. Responses must be submitted electronically via to: gbaker@veic.org with a Subject Heading of (Response to Contractor RFP: CONTRACTOR NAME). The Vermont Energy Investment Corporation (VEIC) operates the Efficiency Vermont energy efficiency utility. Prior to responding, Bidders should review and understand the Efficiency Vermont Standard Contract Template, which will be the contract vehicle for carrying out work for Efficiency Vermont. Bidders should note the requirements and policies outlined in that document. 6

7 The Certificate of Agreement and Compliance must be completed in its entirety and submitted along with the Bidder s response to the RFP. 7

8 Information about VEIC and Efficiency Vermont VEIC is dedicated to reducing the economic and environmental costs of energy use. It was founded in 1986, employs 320 professionals, and operates with an annual budget of $80 million. VEIC is internationally recognized for advancing energy efficiency, transportation efficiency, biomass, and renewable energy plans and projects in 35 states, 6 Canadian provinces, and 6 countries in Europe and Asia. It is best known for continuously operating the nation s longest-running statewide energy efficiency utility, Efficiency Vermont. That program began in VEIC also operates utility-scale efficiency programs in the District of Columbia (DC Sustainable Energy Utility; present), and in the Midwest with 26 utilities, as Efficiency Smart (American Municipal Power, present). In addition to operating these utility programs, VEIC offers Consultative Services for advising on policy, designing sustainable energy programs, planning programs for utilities and regulators, evaluating energy savings claims, analyzing complex data sets, and providing deep technical and engineering assistance. It undertakes projects in energy efficiency and renewable / biomass energy; transportation efficiency and mobility research; community energy initiatives; and cost-effectiveness screening. VEIC has also been the contractor for the Vermont Energy Code Education, Outreach, and Training program. The organization s expertise in regulatory and business development assistance and in workforce development has led to its repeatedly meeting or exceeding its regulatory and contract goals in its three major program sites. Central to VEIC s work is its dedication to sustainable energy training, education, and community outreach. These services have helped VEIC win more than 70 local, regional, and national awards for excellence in service delivery. With qualified trainers and community organizing professionals on staff, and with continuous improvement protocols embedded in all of its key activity, VEIC is also a trusted resource for advancing a full spectrum of knowledge about sustainable energy. For more information, see and