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11-61 Resolution No. 11-61 RESOLUTION APPROVING REVOLVING ELIGIBILITY LIST OF PRE-QUALIFIED AUDITORS FOR RESIDENTIAL ENERGY ASSESSMENTS FOR THE ENERGY EFFICIENCY RESIDENTIAL REVOLVING LOAN PROGRAM WHEREAS,the City of Elgin has previously established the Energy Efficiency Residential Revolving Loan Program; and WHEREAS, applicants for the Energy Efficiency Residential Revolving Loan Program receive an energy assessment of their home as part of the program to identify a scope of work that needs to be addressed to achieve maximum energy efficiency in their homes; and WHEREAS, the City has issued a public request for proposals requesting proposals from qualified firms to create a pre-qualified revolving eligibility list of energy auditors for the Energy Efficiency Residential Revolving Loan Program. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN,ILLINOIS,that the following companies are identified for a revolving eligibility list of pre- qualified auditors to perform energy assessments as part of the Energy Efficiency Residential Revolving Loan Program: Company Name Address City Stumptail Energy Audits 4522 Oakwood Downers Grove IL 60515 Intelligent Energy Solutions 1387 Wind Energy Batavia, IL 60510 Pass Home Services & 225 E Walnut Street Hinsdale IL 60521 Consulting Building Energy Science 624 Bryant Avenue Barrington IL 60010 Technologies L.A. Robbins & Associates 270 Grace Avenue Elmhurst, IL 60126 BE IT FURTHER RESOLVED that any such auditors selected to perform an energy assessment audit or other services shall be required to first enter into an agreement with the City of Elgin in a form that is approved by the Corporation Counsel. BE IT FURTHER RESOLVED that all projects shall be in conformance with all applicable program guidelines, regulations, codes, ordinances and other applicable requirements of law. s/Ed Schock Ed Schock, Mayor Presented: April 13, 2011 Adopted: April 13, 2011 Omnibus Vote: Yeas: 7 Nays: 0 Attest: s/Diane Robertson Diane Robertson, City Clerk • SEPORT TO MAYOR & MEMBERS OF CITY COUNCIL E LG I N THE CITY IN THE SUBURBS AGENDA ITEM: C MEETING DATE: March 23, 2011 ITEM: Adopt Resolution Establish Revolving List of Approved Energy Auditors for the Residential Ener- gy Assessment Grant Program ($41,724) OBJECTIVE: Reduce time required for homeowners to receive an energy assessment, which is a prerequisite to participate in the Energy Efficiency Residential Revolving Loan program RECOMMENDATION: Approve revolving list of three energy auditors o provide energy assessments for the Residen- tial Assessment Grant Program • BACKGROUND As part of the American Recovery and Reinvestment Act of 2009 (ARRA, or commonly known as the Stimulus Bill), the Department of Energy developed a population-based grant known as the Energy Efficiency and Conservation Block Grant (EECBG) for communities. The purpose of the EECBG program is to assist eligible communities in creating and implementing strategies to- wards energy efficiency, conservation and job creation. The city of Elgin received $1,002,600 from this program. From this amount, the city allocated $250,000 to residential property own- ers to make energy efficient improvements to their homes through a revolving loan program (EERRLF). All applicants for the EERRLF receive a free energy assessment of their home to iden- tify a scope of work that needs to be addressed to achieve maximum energy efficiency in their homes. Other activities funded by EECBG include the Public Works Building Upgrade, the Con- gress for the New Urbanism Urban Thoroughfares Study, ROPE Housing Upgrades, Center City Commercial Retrofit Grants and Public Outreach. OPERATIONAL ANALYSIS In 2010, the city developed the Energy Assessment Grant Program to provide Elgin homeown- ers with an assessment of where and how they could save energy and money in their homes. The city determined that this separate fund would pay for the assessments necessary to prop- • erly evaluate applicants requesting funding from the EERRLF. This approach also ensured the maximum amount of money could be established as a revolving loan for the sole purpose of FINANCIAL ANALYSIS The city designated $50,000 of the EECBG funding received in 2010 for the Residential Assess- ment Grant Program. After the first round of assessments were completed last year, $41,724 remains available for allocation. BUDGET IMPACT FUND(S) ACCOUNT(S) PROJECT#(S) AMOUNT AMOUNT BUDGETED AVAILABLE 230 230-000-791.78-10 155106 $50,000 $41,724 LEGAL IMPACT Each pre-qualified auditor will enter into an agreement to complete the audits assigned to them by October 16, 2012. All funds within this grant must be expended by this date. ALTERNATIVES The city council may reject the recommendation of staff to pre-qualify auditors for the Residen- tial Assessment Grant Program, and continue to require property owners interested in the EERRLF to obtain the two estimates for auditors to complete an assessment of their homes. NEXT STEPS 1. Staff will contact the selected auditors and determine a standard report form for the energy assessments and establish a flat fee 2. Auditors will begin completing energy assessments after signing a contract with the city 3. Property owners that complete the energy assessment will be eligible for the EERRLF • 3 • RFQ No. 11-013—Request for Qualifications for the City of Elgin's Energy Efficiency and Conservation Block Grant Program(EECBG)for the Residential Energy Assessment Grant Program Due March 4,2011 at 11:00 a.m.City of Elgin,150 Dexter Court,Elgin IL 60120-5555 Ph: (847)931-5604 Fax: (847)931-5689 Vendor Name: CITY OF ELGIN INVITATION FOR REQUEST FOR QUALIFICATIONS (RFQ) INSTRUCTIONS TO VENDORS The City of Elgin invites qualifications for Energy Auditors for the City of Elgin's Energy Efficiency and Conservation Block Grant Program (EECBG) for the Residential Energy Assessment Grant. This RFQ process is made in conformance with Elgin Municipal Code Title 5. The City of Elgin reserves the right to reject any or all RFQs,or any part thereof,or to accept any RFQ or any part thereof,or to waive informalities in any RFQ, if deemed to be in the best interest of the City. PLEASE SUBMIT ONE PRINTED COPY AND ONE DIGITAL COPY OF RFQ to City of Elgin Purchasing Department,150 Dexter Court,Elgin,IL 60120-5555. Prior to RFQ opening, a vendor may correct,modify or withdraw its RFQ by making the request in writing prior to the time and date for the RFQ opening. All corrections and modifications must be delivered to the Purchasing Department in a sealed envelope with a notation on the envelope indicating that it contains a modification or correction to the original RFQ submitted,and identifying the RFQ by name,number and opening date. RFQ awards made by the City Council of the City of Elgin may be corrected or amended in the sole discretion of the City Council prior to the city's execution and delivery of a signed agreement to a vendor. RFQs must be signed by an authorized official of the architect's organization, and the name of the official and his title typed below the signature. RFQs must be sealed in an envelope clearly marked"SEALED RFQ", with RFQ name and due date written thereon. Faxed RFQs will not be accepted. No RFQ may be withdrawn after the scheduled closing • time for receipt of RFQs for 60 days. Award shall be made within 60 days unless award date is extended. Purchases made by the City of Elgin are exempt from the payment of federal excise tax and State of Illinois sales tax and any such taxes must not be included in the RFQ prices. Unless otherwise indicated in the Invitation for RFQ, deliveries are FOB Elgin,Illinois. In the case of a conflict between unit price and extended price, unit price shall take precedence. If goods are not delivered or services are not performed within the time frame specified in the Invitation for RFQ(or where no time is specified,within a reasonable time frame)the City of Elgin reserves the right to cancel the order or any part thereof. RFQs will be considered on goods complying substantially with specifications provided each deviation or alternative is identified and described in an attachment to the RFQ. The City of Elgin reserves the right to determine whether such deviations or alternatives are acceptable. Brand names that may be mentioned in specifications as used only as a reference to the type and quality of goods desired unless otherwise indicated. The selected vendor(s)must comply with all laws,rules and regulations pertaining to public contracts as adopted by the State of Illinois and the City of Elgin,including but not limited to the payment of prevailing wages. RFQ SUBMISSION REQUIREMENTS RFQs must contain: 1. A signed Tax/Collusion/Debarment Affidavit 2. A completed Vendors Employee Utilization Form(if you employ 5 or more persons). 3. A signed Sexual Harassment Form. 4. Any other information or materials required in the specifications. RFQ announcements can be found on the City of Elgin Home Page http.§www.citvofelgin.org • • Overview The City of Elgin (the "City") is requesting statements of qualifications from home energy auditors to assess residential properties that the City selects. Individuals or firms that are found to be qualified for hire by the City will be put in a pool of pre-qualified auditors. The City will assign work as property owners apply for the assessment grant on a rotating basis. This request is solely for the pre-selection of qualified auditors. Interested parties must provide the information requested below and attach additional supporting information as specified. Background The City of Elgin has been allocated federal funds under Title III of Division B of the American Reinvestment and Recovery Act of 2009 (ARRA), which established the Energy Efficiency and Conservation Block Grant Program (EECBG). The purpose of EECBG is to assist eligible entities in creating and implementing strategies to reduce fossil fuel emissions, reduce total energy use, and improve energy efficiency in the building sector, the transportation sector, and other appropriate areas. One of the eligible uses of EECBG funding is to establish an energy assessment program. The City of Elgin's Residential Home Energy Assessment Grant Program is designed to do just that. Approximately one hundred (100) residential homeowners will receive a comprehensive home energy assessment through this program. The homes with the most inefficient systems will 41111 participate in the Residential Revolving Loan Program whereby items identified by the home energy assessment will be repaired/replaced and the energy savings will be used to pay back the loan. Performance Requirement Timeline and Expectations At the time that a home energy auditor is awarded a contract to assess a specific property a separate agreement to perform the work will be required to complete the assessment of the property within the time specified in the agreement, typically not more than thirty (30) days. In addition, when evaluating auditors the City will consider whether they have the capacity to complete multiple assessments at once. Accordingly, respondents should also demonstrate in their response to the RFQ any capacity to assess multiple properties at once and the maximum number of assessments that the contractor has the capacity to perform at a given time. Scope of Services and Qualification Requirements Purpose: The purpose of this Request for Qualifications is to develop a list of pre-qualified home energy auditors for private property owners to perform residential assessments. Qualified individuals or firms are invited to submit a statement of qualifications describing their ability to carry out the activities outlined below. Anticipated Scope of Services: It is anticipated that successful applicants will provide energy auditing services to private property owners. Most of the homes will have been built prior to World • Page 3 of 6 • 3. Résumés of all owners (including share of ownership), partners, and officers. Name of representative authorized to act on behalf of the team. 4. List and explain any litigation, arbitration, or other disputes with which your firm or its affiliates have been involved (names of parties, docket number, etc.). 5. If your firm, or any affiliates included in this team, have ever been a named party to a voluntary or involuntary bankruptcy proceeding or has had projects that have been foreclosed. Please list the projects, parties, docket numbers, dates, and circumstances. 6. Résumés of principal personnel (professional experience, time with firm, responsibilities, representative projects) and sub-consultants that will be part of the project team.Name the proposed project manager. 7. A portfolio, with sufficient detail that shows examples and other pertinent information for comparable residential energy audits, including project budgets and references for projects completed within the past five years.Project references for each project must be included. The City requests an emphasis on: a. Comprehensive Home Energy Audit as defined by RESNET; b. RESNET Certification; c. Experience performing residential audits in historic neighborhoods. • 8. Statement of references from three past, and five present, clients that demonstrate such qualities as professional integrity and satisfaction with performance during and after services performed. 9. Narrative summary as to why your project team is qualified—and able—to implement this project, including ability to mobilize for this project, current work load for the team and key individuals previously identified and development experience your project team has that relates to this specific project. You should present evidence of the team's ability to manage and complete similar projects on time and within the prescribed,. original budget. Any awards and recognition may be included in this statement. 10. The contractor agrees that all findings, studies, reports, data, and other documents provided to the City shall become property of the City and the contractor waives, and releases all claims and any right to payment relating thereto. All costs incurred in responding to the submission requirements stated herein and in preparing this submittal shall be the sole responsibility of the contractor. Please feel free to add any other information that you feel would more completely describe your project team's interests, experience and expertise. Minority-owned businesses and women-owned businesses are encouraged to respond to this RFQ. • Page 5 of 6