CONTRACT 4154 Professional Services Agreement CLOSED® ., .,Ad
PROFESSIONAL SERVICES AGREEMENT
FOR DESIGN SERVICES
BETWEEN
THE CITY OF EL SEGUNDO AND
Nina Tarnay
This AGREEMENT is entered into this 16th day of May 2011, by and between the CITY
OF EL SEGUNDO, a municipal corporation and general law city ( "CITY ") and Nina Tarnay a
sole proprietor ( "CONSULTANT ").
1. CONSIDERATION.
A. As partial consideration, CONSULTANT agrees to perform the work listed in the
SCOPE OF SERVICES in Exhibit "A;"
B. As additional consideration, CONSULTANT and CITY agree to abide by the
terms and conditions contained in this Agreement;
C. As additional consideration, CITY agrees to pay CONSULTANT a sum not to
exceed forty -eight thousand, six hundred and fifty dollars ($48,650.00) for
CONSULTANT's services. CITY may modify this amount as set forth below.
Unless otherwise specified by written amendment to this Agreement, CITY will
pay this sum as specified in the attached Exhibit "A," which is incorporated by
reference.
2. SCOPE OF SERVICES.
A. CONSULTANT will perform services listed in the attached Exhibit "A," which is
incorporated by reference.
B. CONSULTANT will, in a professional manner, furnish all of the labor, technical,
administrative, professional and other personnel, all supplies and materials,
equipment, printing, vehicles, transportation, office space and facilities, and all
tests, testing and analyses, calculation, and all other means whatsoever, except as
herein otherwise expressly specified to be furnished by CITY, necessary or proper
to perform and complete the work and provide the professional services required
of CONSULTANT by this Agreement.
3. PERFORMANCE STANDARDS. While performing this Agreement, CONSULTANT
will use the appropriate generally accepted professional standards of practice existing at the time
of performance utilized by persons engaged in providing similar services. CITY will
continuously monitor CONSULTANT's services. CITY will notify CONSULTANT of any
deficiencies and CONSULTANT will have fifteen (15) days after such notification to cure any
shortcomings to CITY's satisfaction. Costs associated with curing the deficiencies will be borne
by CONSULTANT.
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4. PAYMENTS. For CITY to pay CONSULTANT as specified by this Agreement,
CONSULTANT must submit a detailed invoice to CITY which lists the hours worked and
hourly rates for each personnel category and reimbursable costs (all as set forth in Exhibit "A ")
the tasks performed, the percentage of the task completed during the billing period, the
cumulative percentage completed for each task, the total cost of that work during the preceding
billing month and a cumulative cash flow curve showing projected and actual expenditures
versus time to date.
5. NON - APPROPRIATION OF FUNDS. Payments due and payable to CONSULTANT for
current services are within the current budget and within an available, unexhausted and
unencumbered appropriation of the CITY. In the event the CITY has not appropriated sufficient
funds for payment of CONSULTANT services beyond the current fiscal year, this Agreement
will cover only those costs incurred up to the conclusion of the current fiscal year.
6. ADDITIONAL WORK.
A. CITY's city manager ( "Manager ") may determine, at the Manager's sole
discretion, that CONSULTANT must perform additional work ( "Additional
Work ") to complete the Scope of Work. If Additional Work is needed, the
Manager will give written authorization to CONSULTANT to perform such
Additional Work.
B. If CONSULTANT believes Additional Work is needed to complete the Scope of
Work, CONSULTANT will provide the Manager with written notification that
contains a specific description of the proposed Additional Work, reasons for such
Additional Work, and a detailed proposal regarding cost.
C. Payments over $48,650.00 for Additional Work must be approved by CITY's city
council. All Additional Work will be subject to all other terms and provisions of
this Agreement.
7. FAMILIARITY WITH WORK.
A. By executing this Agreement, CONSULTANT agrees that it has:
i, Carefully investigated and considered the scope of services to be
performed;
ii. Carefully considered how the services should be performed; and
iii. Understands the facilities, difficulties, and restrictions attending
performance of the services under this Agreement.
B, If services involve work upon any site, CONSULTANT agrees that
CONSULTANT has or will investigate the site and is or will be fully acquainted
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with the conditions there existing, before commencing the services hereunder.
Should CONSULTANT discover any latent or unknown conditions that may
materially affect the performance of the services, CONSULTANT will
immediately inform CITY of such fact and will not proceed except at
CONSULTANT's own risk until written instructions are received from CITY.
8. TERM. The term of this Agreement will be from May 16, 2011 to December 31, 2012.
Unless otherwise determined by written amendment between the parties, this Agreement will
terminate in the following instances:
A. Completion of the work specified in Exhibit "A ";
B. Termination as stated in Section 16.
9. TIME FOR PERFORMANCE,
A. CONSULTANT will not perform any work under this Agreement until:
i. CONSULTANT furnishes proof of insurance as required under Section 23
of this Agreement; and
ii. CITY gives CONSULTANT a written notice to proceed.
B. Should CONSULTANT begin work on any phase in advance of receiving written
authorization to proceed, any such professional services are at CONSULTANT's
own risk.
10. TIME EXTENSIONS. Should CONSULTANT be delayed by causes beyond
CONSULTANT's control, CITY may grant a time extension for the completion of the contracted
services. If delay occurs, CONSULTANT must notify the Manager within forty -eight hours (48
hours), in writing, of the cause and the extent of the delay and how such delay interferes with the
Agreement's schedule. The Manager will extend the completion time, when appropriate, for the
completion of the contracted services.
11. CONSISTENCY. In interpreting this Agreement and resolving any ambiguities, the main
body of this Agreement takes precedence over the attached Exhibits; this Agreement supersedes
any conflicting provisions. Any inconsistency between the Exhibits will be resolved in the order
in which the Exhibits appear below:
A. Exhibit A: Scope of Work and Budget;
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12. CHANGES. CITY may order changes in the services within the general scope of this
Agreement, consisting of additions, deletions, or other revisions, and the contract sum and the
contract time will be adjusted accordingly. All such changes must be authorized in writing,
executed by CONSULTANT and CITY. The cost or credit to CITY resulting from changes in
the services will be determined in accordance with written agreement between the parties.
13. TAXPAYER IDENTIFICATION NUMBER. CONSULTANT will provide CITY with a
Taxpayer Identification Number.
14. PERMITS AND LICENSES. CONSULTANT, at its sole expense, will obtain and
maintain during the term of this Agreement, all necessary permits, licenses, and certificates that
may be required in connection with the performance of services under this Agreement.
15. WAIVER. CITY's review or acceptance of, or payment for, work product prepared by
CONSULTANT under this Agreement will not be construed to operate as a waiver of any rights
CITY may have under this Agreement or of any cause of action arising from CONSULTANT's
performance. A waiver by CITY of any breach of any term, covenant, or condition contained in
this Agreement will not be deemed to be a waiver of any subsequent breach of the same or any
other term, covenant, or condition contained in this Agreement, whether of the same or different
character.
16. TERMINATION.
A. Except as otherwise provided, CITY may terminate this Agreement at any time
with or without cause.
B. CONSULTANT may terminate this Agreement at any time with CITY's mutual
consent. Notice will be in writing at least thirty (30) days before the effective
termination date.
C. Upon receiving a termination notice, CONSULTANT will immediately cease
performance under this Agreement unless otherwise provided in the termination
notice. Except as otherwise provided in the termination notice, any additional
work performed by CONSULTANT after receiving a termination notice will be
performed at CONSULTANT" own cost; CITY will not be obligated to
compensate CONSULTANT for such work.
D. Should termination occur, all finished or unfinished documents, data, studies,
surveys, drawings, maps, reports and other materials prepared by CONSULTANT
will, at CITY's option, become CITY's property, and CONSULTANT will
receive just and equitable compensation for any work satisfactorily completed up
to the effective date of notice of termination, not to exceed the total costs under
Section 1(C).
E. Should the Agreement be terminated pursuant to this Section, CITY may procure
on its own terms services similar to those terminated.
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F. By executing this document, CONSULTANT waives any and all claims for
damages that might otherwise arise from CITY's termination under this Section.
17. OWNERSHIP OF DOCUMENTS. All documents, data, studies, drawings, maps, models,
photographs and reports prepared by CONSULTANT under this Agreement are CITY's
property. CONSULTANT may retain copies of said documents and materials as desired, but
will deliver all original materials to CITY upon CITY's written notice. CITY agrees that use of
CONSULTANT's completed work product, for purposes other than identified in this Agreement,
or use of incomplete work product, is at CITY's own risk.
18. PUBLICATION OF DOCUMENTS. Except as necessary for performance of service
under this Agreement, no copies, sketches, or graphs of materials, including graphic art work,
prepared pursuant to this Agreement, will be released by CONSULTANT to any other person or
public CITY without CITY's prior written approval. All press releases, including graphic
display information to be published in newspapers or magazines, will be approved and
distributed solely by CITY, unless otherwise provided by written agreement between the parties.
19. INDEMNIFICATION.
A. CONSULTANT must save harmless, indemnify and defend CITY and all its
officers, employees and representatives from and against any and all suits,
actions, or claims, of any character whatever, brought for, or on account of,
any injuries or damages sustained by any person or property arising from,
pertaining to, or relating to the negligence, recklessness, or willful
misconduct of CONSULTANT or any of CONSULTANT's officers, agents,
employees, or representatives.
B., For purposes of this section "CITY" includes CITY's officers, officials,
employees, agents, representatives, and certified volunteers.
C. It is expressly understood and agreed that the foregoing provisions are intended to
be as broad and inclusive as is permitted by the law of the State of California and
will survive termination of this Agreement.
D. The requirements as to the types and limits of insurance coverage to be
maintained by CONSULTANT as required by Section 23, and any approval of
said insurance by CITY, are not intended to and will not in any manner limit or
qualify the liabilities and obligations otherwise assumed by CONSULTANT
pursuant to this Agreement, including, without limitation, to the provisions
concerning indemnification.
20. ASSIGNABILITY. This Agreement is for CONSULTANT's professional services.
CONSULTANT's attempts to assign the benefits or burdens of this Agreement without CITY's
written approval are prohibited and will be null and void.
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21. INDEPENDENT CONTRACTOR. CITY and CONSULTANT agree that
CONSULTANT will act as an independent contractor and will have control of all work and the
manner in which is it performed. CONSULTANT will be free to contract for similar service to
be performed for other employers while under contract with CITY. CONSULTANT is not an
agent or employee of CITY and is not entitled to participate in any pension plan, insurance,
bonus or similar benefits CITY provides for its employees. Any provision in this Agreement that
may appear to give CITY the right to direct CONSULTANT as to the details of doing the work
or to exercise a measure of control over the work means that CONSULTANT will follow the
direction of the CITY as to end results of the work only.
22. AUDIT OF RECORDS. CONSULTANT will maintain full and accurate records with
respect to all services and matters covered under this Agreement. CITY will have free access at
all reasonable times to such records, and the right to examine and audit the same and to make
transcript therefrom, and to inspect all program data, documents, proceedings and activities.
CONSULTANT will retain such financial and program service records for at least three (3) years
after termination or final payment under this Agreement.
23. INSURANCE.
A. Before commencing performance under this Agreement, and at all other times this
Agreement is effective, CONSULTANT will procure and maintain the following
types of insurance with coverage limits complying, at a minimum, with the limits
set forth below:
Type of Insurance Limits
Commercial general liability: $1,000,000
Professional Liability $1,000,000
Business automobile liability $1,000,000
Workers compensation Statutory requirement
B. Commercial general liability insurance will meet or exceed the requirements of
ISO -CGL Form No. CG 00 01 11 85 or 88. The amount of insurance set forth
above will be a combined single limit per occurrence for bodily injury, personal
injury, and property damage for the policy coverage. Liability policies will be
endorsed to name CITY, its officials, and employees as "additional insureds"
under said insurance coverage and to state that such insurance will be deemed
"primary" such that any other insurance that may be carried by CITY will be
excess thereto. Such endorsement must be reflected on ISO Form No. CG 20 10
11 85 or 88, or equivalent. Such insurance will be on an "occurrence," not a
"claims made," basis and will not be cancelable or subject to reduction except
upon thirty (30) days prior written notice to CITY.
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C. Professional liability coverage will be on an "occurrence basis" if such coverage
is available, or on a "claims made" basis if not available. When coverage is
provided on a "claims made basis," CONSULTANT will continue to renew the
insurance for a period of three (3) years after this Agreement expires or is
terminated. Such insurance will have the same coverage and limits as the policy
that was in effect during the term of this Agreement, and will cover
CONSULTANT for all claims made by CITY arising out of any errors or
omissions of CONSULTANT, or its officers, employees or agents during the time
this Agreement was in effect.
D. Automobile coverage will be written on ISO Business Auto Coverage Form CA
00 0106 92, including symbol 1 (Any Auto).
E. CONSULTANT will furnish to CITY duly authenticated Certificates of Insurance
evidencing maintenance of the insurance required under this Agreement and such
other evidence of insurance or copies of policies as may be reasonably required
by CITY from time to time. Insurance must be placed with insurers with a current
A.M. Best Company Rating equivalent to at least a Rating of "A:VII."
F. Should CONSULTANT, for any reason, fail to obtain and maintain the insurance
required by this Agreement, CITY may obtain such coverage at
CONSULTANT's expense and deduct the cost of such insurance from payments
due to CONSULTANT under this Agreement or terminate pursuant to Section 16.
24. USE OF SUBCONTRACTORS. CONSULTANT must obtain CITY's prior written
approval to use any consultants while performing any portion of this Agreement. Such approval
must approve of the proposed consultant and the terms of compensation.
25. INCIDENTAL TASKS. CONSULTANT will meet with CITY monthly to provide the
status on the project, which will include a schedule update and a short narrative description of
progress during the past month for each major task, a description of the work remaining and a
description of the work to be done before the next schedule update.
26. NOTICES. All communications to either party by the other party will be deemed made
when received by such party at its respective name and address as follows:
If to CONSULTANT:
Nina Tarnay
45332 nd Street
Manhattan Beach, CA 90266
Attention: Nina Tarnay
If to CITY:
City of El Segundo
350 Main Street
El Segundo, CA
Attention: Stephanie Katsouleas, Director of
Public Works
Any such written communications by mail will be conclusively deemed to have been received by
the addressee upon deposit thereof in the United States Mail, postage prepaid and properly
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addressed as noted above. In all other instances, notices will be deemed given at the time of
actual delivery. Changes may be made in the names or addresses of persons to whom notices are
to be given by giving notice in the manner prescribed in this paragraph.
27. CONFLICT OF INTEREST. CONSULTANT will comply with all conflict of interest
laws and regulations including, without limitation, CITY's conflict of interest regulations.
28. SOLICITATION. CONSULTANT maintains and warrants that it has not employed nor
retained any company or person, other than CONSULTANT's bona fide employee, to solicit or
secure this Agreement. Further, CONSULTANT warrants that it has not paid nor has it agreed
to pay any company or person, other than CONSULTANT's bona fide employee, any fee,
commission, percentage, brokerage fee, gift or other consideration contingent upon or resulting
from the award or making of this Agreement. Should CONSULTANT breach or violate this
warranty, CITY may rescind this Agreement without liability.
29. THIRD PARTY BENEFICIARIES. This Agreement and every provision herein is
generally for the exclusive benefit of CONSULTANT and CITY and not for the benefit of any
other party. There will be no incidental or other beneficiaries of any of CONSULTANT's or
CITY's obligations under this Agreement.
30. INTERPRETATION. This Agreement was drafted in, and will be construed in accordance
with the laws of the State of California, and exclusive venue for any action involving this
agreement will be in Los Angeles County.
31. COMPLIANCE WITH LAW. CONSULTANT agrees to comply with all federal, state,
and local laws applicable to this Agreement.
32. ENTIRE AGREEMENT. This Agreement, and its Attachments, sets forth the entire
understanding of the parties. There are no other understandings, terms or other agreements
expressed or implied, oral or written. There are two (2) Attachments to this Agreement. This
Agreement will bind and inure to the benefit of the parties to this Agreement and any subsequent
successors and assigns.
33. RULES OF CONSTRUCTION. Each Party had the opportunity to independently review this
Agreement with legal counsel. Accordingly, this Agreement will be construed simply, as a whole,
and in accordance with its fair meaning; it will not be interpreted strictly for or against either Party.
34. SEVERABILITY. If any portion of this Agreement is declared by a court of competent
jurisdiction to be invalid or unenforceable, then such portion will be deemed modified to the
extent necessary in the opinion of the court to render such portion enforceable and, as so
modified, such portion and the balance of this Agreement will continue in full force and effect.
35. AUTHORITY /MODIFICATION. The Parties represent and warrant that all necessary
action has been taken by the Parties to authorize the undersigned to execute this Agreement and to
engage in the actions described herein. This Agreement may be modified by written amendment.
CITY's executive manager, or designee, may execute any such amendment on behalf of CITY.
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36. ACCEPTANCE OF FACSIMILE SIGNATURES. The Parties agree that this Agreement,
agreements ancillary to this Agreement, and related documents to be entered into in connection
with this Agreement will be considered signed when the signature of a party is delivered by
facsimile transmission. Such facsimile signature will be treated in all respects as having the
same effect as an original signature.
37. CAPTIONS. The captions of the paragraphs of this Agreement are for convenience of
reference only and will not affect the interpretation of this Agreement.
38. TIME IS OF ESSENCE. Time is of the essence for each and every provision of this
Agreement.
39. FORCE MAJEURE. Should performance of this Agreement be prevented due to fire, flood,
explosion, acts of terrorism, war, embargo, government action, civil or military authority, the
natural elements, or other similar causes beyond the Parties' reasonable control, then the
Agreement will immediately terminate without obligation of either party to the other.
40. STATEMENT OF EXPERIENCE. By executing this Agreement, CONSULTANT
represents that it has demonstrated trustworthiness and possesses the quality, fitness and capacity
to perform the Agreement in a manner satisfactory to CITY. CONSULTANT represents that its
financial resources, surety and insurance experience, service experience, completion ability,
personnel, current workload, experience in dealing with private consultants, and experience in
dealing with public agencies all suggest that CONSULTANT is capable of performing the
proposed contract and has a demonstrated capacity to deal fairly and effectively with and to
satisfy a public CITY.
[Signatures on next page]
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IN WITNESS WHEREOF the parties hereto have executed this contract the day and year
first hereinabove written.
CITY OF EL SEGUNDO
MA,LJ 4f-
Doug Willmore
City Manager
ATTEST:
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C, dy m aesell,
fty Clerk
i ni.a a a �
Taxpayer ID No. 5�b. �q„
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Exhibit "A"
Scope of Work and Budget
Project Period: May 16, 2011 through December 31, 2012
Total Project Budget: Not to exceed $48,650.00
Hourly Rate: $75.00
PROJECT TASKS
Attend mandatory SCE kickoff and grant management meeting, date and time to
be determined.
2. Oversee Willdan Engineering Solution's work product activities on behalf of the
City to ensure that they comply with grant program components, which include:
a. Implementation of SCE Scope of Work activities (Tasks 1 -7)
b. Compliance with timelines identified in the Scope
C. Adherence to Grant reporting requirements
d. Implementation of ramp -up and ramp -down activities
e. Quality assurance and quality control
3. Provide general oversight and editorial review of materials produced, which
include but are not limited to:
a. Climate Action Plan
b. Green House Gas Inventory
C. Energy Benchmarking Policy
d. Leed Certification Policy
e. RXc Policy
4. Act as City liaison and representative for the coordination of:
a. The on -line permitting module developed
b. Educational workshops for staff, Commissioners and Council Members
E_X_"N bIt :............................... 4µmw.. ......_........................ 4154
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Grant Scope f.. Wo,.... ._� ................._imli....._ City of El Segundo v4.7
TABLE OF CONTENTS
SECTION 1: PROGRAM DESCRIPTION ........................................ 2
SECTION 2: OBJECTIVES..... _ .... ........ . ...... ........ .................... ....... ............................. ........... ...... ..........
4
SECTION 3: GENERAL REQUIREMENTS_ ..... ....................... ...,.,,.. ........, ,......
4
SECTION 4: SCHEDULE OR TASKS DELAYS ......... ......... ......... ................ .... ........... ....,,..,,
4
SECTION 5: STATEMENT OF WORK.. ...... ....... ......... ....... .........,.....,,.... .,. <.,., » „..,,,...,.. ..,..,....
4
Task1 - Program Ramp- up ................................................................................ ..............................4
Task 2 - Strategic Plan Goal 1 . . ......... ......... . ....... ................. ........ .........
5
Task 2.A — On -Line Permitting Service ..................................................... ...............................
6
Task 2.13 — Implement Energy Efficiency Educational Programs,... ........ ............ .........
7
Task 2.0 — Marketing the On -Line Permitting Service .............................. ...............................
8
Task3 - Strategic Plan Goal 2 ............. ............ ............................... , ....,,.... ........,............
9
Task 3.A — Attend Code Compliance Workshops ........................ ..... ...... ........
9
Task 4 - Strategic Plan Goal 3 ............. ......... ......... .......... ......... ... ...... ..........................
10
Task 4.A. Conduct the Energy Savings Analysis for the 2009 Greenhouse Gas Inventory...,
l l
Task 4.13 — Develop Benchmarking Policy and Implement Benchmarking Analysis .............12
Task 4.0 — Procure Utility Manager Computer Software Program and Develop Case Study
14
Task 4.1) —Develop the Energy Action Plan .......................................... ...............................
15
Task 4.E - Adopt Leadership in Energy and Environmental Design ( "LEED ") Certification
Policy.... ........... ......... ....... ....,..... , ....... ................ ,..,.....,.,... .,,..,.,. ......,.....,.,,..17
Task 41 — Develop Retro - Commissioning Policy .................................... .............................18
Task 5 — Invoicing and Reporting ..................................................................... .............................19
Task 6 - Ramp -Down and Shut -Down Program ................................................ .............................21
Task 7 - Submit Final Program Report....._._, ......... ......... ......... ...... ... ......... ..................21
SECTION6: PAYMENT ............................................................................................. ...............................
22
SECTION 7: PERFORMANCE INDICATORS...... ...... ....... ....... .,........... .,.............. .,,. .......... .................
23
Appendix A: Monthly Invoicing and Reporting Requirements ............................. .............................24
Appendix B: Regulatory Reporting Requirements .................................................. .............................26
Appendix C: Billing Schedule..... ... ...... ....,...,....,.,.,.,. ...,...,..........31
TABLES
Table 1: Implementer T &M Fully Burdened Hourly Rate. . ......... ____ ... ..... ..... _____ 22
Table 2: Implementers Budget Breakdown .............. .... 22
City of El Segundo v4.7
Statement of Work
PROGRAM IMPLEMENTER: CITY OF EL SEGUNDO ( "IMPLEMENTER ")
PROGRAM NAME: CITY OF EL SEGUNDO'S STRATEGIC PLAN STRATEGY(S)
PROGRAM BUDGET: $486,500
SECTION 1: PROGRAM DESCRIPTION
A. Program Background: Pursuant to Decision 09 -09 -047, the CPUC authorized Southern
California Edison ( "SCE ") to conduct strategic plan activities centered on energy efficiency
and addressing the "Big, Bold" strategies and related local government goals found in the
CPUC's California's Long -Term Energy Efficiency Strategic Plan ("CEESP")'. Based on
this authorization, SCE conducted a solicitation seeking to fund activities that would lead to
long -term, sustainable changes as opposed to supporting staffing resources or short-term
initiatives that would cease to exist once the funding had ended.
One of the selected programs in this solicitation is the City of El Segundo Strategic Plan
Strategy(s) ( "Program ") which promotes long -term energy efficiency and energy action plan
activities. The Program will be implemented by the City of El Segundo ( "Implementer "). The
Implementer will implement the Program to integrate long -term energy efficiency and energy
action planning for El Segundo. Implementer will perform the tasks required in order meet
the objectives of the CEESP while utilizing the following CEESP Goals:
• Strategic Plan Goal 1: Local governments lead adoption and implementation of
"reach" codes stronger than Title 24 on both mandatory and voluntary bases;
• Strategic Plan Goal 2: Strong support from local governments for energy code
compliance enforcement;
• Strategic Plan Goal 3: Local governments lead by example with their own facilities and
energy usage practices; and
• Strategic Plan Goal 4: Local governments lead their communities with innovative
programs for energy efficiency, sustainability and climate change.
B. Defined Terms: Capitalized terms not otherwise defined in this Statement of Work ( "SOW ")
will have the meaning ascribed to them in the Contract, which is attached to the SOW and
incorporated herein by reference.
Please go to www.califomiaenergyefficiency.com for a copy of the CEESP„
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City of El Segundo v4.7
1. Business Day: The period from one midnight to the following midnight, excluding
Saturdays, Sundays, and holidays.
2. Calendar Day: The period from one midnight to the following midnight, including
Saturdays, Sundays, and holidays.
3. Calendar Month: A term ending on the last Calendar Day of the month.
4. Change Order: Document SCE issues to Implementer and, unless otherwise provided in
the Contract, Implementer accepts, and which changes or modifies the terms of the
Contract.
5. Contract: Document issued by SCE to Implementer, as may be amended in writing as
provided therein, which authorizes the Work, states the terms and conditions and
incorporates by reference the Statement of Work and any other referenced documents, if
applicable, all of which form the agreement (Contract) between SCE and the
Implementer, with the following priority in the event of conflicting provisions: Change
Orders, from the most recent to the earliest; the Statement of Work; the Contract; and any
other referenced documents, and which facilitates payment to the Implementer for the
Work described herein.
6. Contract Program Manager or CPM: The SCE Representative who will manage the
Program.
7. CPUC: The California Public Utilities Commission.
8. Performance Indicators: Specific, measureable, actionable, realistic and time - specific
requirements that will directly and measurably contribute to SCE's business goals for the
Contract.
9. SCE Representative: The CPM or such other representative authorized by SCE to
manage this Program.
10. Subcontractor: An entity contracting directly or indirectly with Implementer to furnish
services or materials as part of or directly related to Implementer's Work.
11. Title 24: California Code of Regulations (CCR), Title 24, also known as the California
Building Standards Code (composed of 12 parts). Title 24, Part 6 sets forth California's
energy efficiency standards for residential and nonresidential buildings and was
established in 1978 in response to a legislative mandate to reduce California's energy
consumption. The standards are updated periodically to allow consideration and possible
incorporation of new energy efficiency technologies and methods. Title 24, Part 6 is the
focus of the Work under this Contract.
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12. Work: Any and all obligations of Implementer to be performed during the term of the
Contract, any revision to the Contract, or a subsequent Contract or Contract Addendum
incorporating this Statement of Work. The Work will include, but may not be limited to,
the tasks described in Section 5 of this Statement of Work.
SECTION 2: OBJECTIVES
Through the Program, the Implementer will develop educational and training tools and strategic
plans to ensure that the Implementer will reach the Program goals of at a minimum meeting or
exceeding AB 32 requirements.
SECTION 3: GENERAL REQUIREMENTS
A. Notice to Proceed ( "NTP "): Implementer may start Work only upon the occurrence of each
of the following:
1. Implementer receives the Contract;
2. Implementer provides to the CPM a signed acknowledgement form of the Contract; and
3. CPM provides to Implementer written approval to. proceed.
B. Goals: The primary goal of the Program is to achieve the objectives and Performance
Indicators set forth herein, in the time frame herein. SCE will regularly review the
implementation schedule (milestones, delivery dates, etc.) contained herein against actual
Work performed by Implementer to assess the Program's progress.
SECTION 4: SCHEDULE OR TASKS DELAYS
If the schedule or a task (including achievement of goals as outlined herein) is delayed for any
reason, Implementer has the responsibility to notify the CPM in writing within thirty (30)
Business Days. SCE may accept the delay, allow time for the remedy of the delay, reduce both
the budget and the Work, or terminate the Contract within thirty (30) Business Days following
receipt of any written notice of delay from Implementer.
SECTION 5: STATEMENT OF WORK
The Work for each of the CEESP Goals and associated tasks are described herein:
Task 1 - Program Ramp -up
A. Attend Program Kick -off Meeting: Implementer's representative(s) will attend a half -day
Program kick -off meeting with the CPM to discuss Program logistics, marketing
coordination, evaluation, monitoring and verification coordination, invoicing requirements,
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scope of Work, and any remaining Contract issues at an SCE - designated location. To avoid
duplication and unnecessary expenditures, CPM will provide information and guidance
regarding currently available resources (for example: available training programs, utility
manager resource guide, templates, reach building codes etc.) to be used by the Implementer
in assessing pre- existing resources. This will enable the Implementer to focus efforts in each
task where any gaps exist.
Implementer's representative will attend the Program kick -off meeting at a time and place to
be determined by SCE after the issuance of the NTP.
B. Program Data, Invoicing, and Reporting Tool Training: The Implementer will attend a
half -day workshop (Webcast) that provides training on the use of SCE invoicing and
reporting tool ( "IR Tool "). The Implementer will attend IR Tool training at a time and place
to be determined by SCE after the issuance of the NTP.
Deliverables Due Date (s)
1. Attend a half -day Program Kick -off Determined by SCE after the issuance of
Meeting the NTP.
2. Attend a half -day IR Tool training session Determined by SCE after the issuance of
and ongoing IR Tool update training. the NTP or notification of IR Tool
program changes.
3. Delivery flat files (first draft) to CPM for IR Tool training plus 5 Calendar Days.
review and annroval.
4. Delivery of flat files (final draft) to CPM for IR Tool training plus 10 Calendar Days.
review and a royal. ...
.......................................... ............................... d
Task 2 - Strategic Plan Goal 1
Strategic Plan Goal 1: Local governments lead adoption and implementation of "reach " codes
stronger than Title 24 on both mandatory and voluntary bases.
Task 2.A (Strategic Plan Task 1.1.5): "Develop and adopt programs to encourage energy
efficiency such as online permitting ";
• Task 2.B (Strategic Plan Task 1.1.6): "Develop educational programs for local elected
officials, building officials, commissioners, and stakeholders to improve adoption of
energy efficiency codes, ordinances, standards, guidelines and programs "; and
• Task 2.0 (Strategic Plan Task 1.2.1): "Market the on -line permitting service and
workshops to internal and external stakeholders, etc."
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Task 2.A — On -Line Permitting Service
As part of the Program, Implementer will develop an online permitting service, that will allow
building, HVAC, plumbing and electrical permits to be submitted on -line. When the resident
applies for the permit and if the project has a potential corresponding rebate, the permitting
service will embed the SCE application onto the webpage for easy downloading by the resident.
The online service will promote demand response programs and the associated energy and
financial savings benefits. Implementer will hire Subcontractor(s) with expertise in code
compliance, construction and utility programs to help design the permitting service.
Implementer will provide all materials developed under this task to CPM for review and
comment
1. Report on Status of Implementer or Subcontractor to Support the Task: Implementer will
submit monthly reports on the status of hiring expertise to develop the on -line permitting
service.
2. Assessment and Planning Report for the Development of the On -Line Permitting Service:
Implementer will provide both the plan and the rationale for developing an on -line permitting
service. The plan will include a policy statement that describes the functionality of the on-
line permitting service, procedures to test the functionality of the on -line permitting service,
required resources and timeline for completion. The plan will also include a detailed
description of the on -line permitting service including the connections between the
permitting process and SCE incentive programs.
3. Detailed Specifications Report for the on -Line Permitting Service: Implementer will provide
a report describing the technical specifications for web page functionality.
4. Implementation Report for the On -Line Permitting Service: Implementer will implement
web page construction and fully test the on -line permitting service. Implementer will provide
summary of testing results and printed copies of the fully tested web pages.
5. Monthly Status Report: Implementer will provide a monthly report of all on -going activities
including a list of monthly achievements and outstanding issues.
Task 2.A. Deliverable(s) Due Date(s)
1. Report on status of Implementer or Monthly with Invoicing Requirements
Subcontractor(s) to help support the Task (see Task 5) to be completed within
NTP plus 90 Calendar Days
.............. .
2. Assessment and planning report for the Within NTP plus 120 Calendar Days
development of the on -line permitting service
3. Detailed specifications report for the on -line Within 30 Calendar Days of CPM
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..___... .... ....... __. ...............
permitting service review of assessment and planning
report
- .. —..._ .. ._._._._
4. Implementation re p ort for the on -l—in._e . permitting .
Within 120 Calendar Days of CPM
service review of detailed specifications
5. Monthly status report
Monthly with Invoicing Requirements
(see Task 5)
Task 2.B — Implement Energy Efficiency Educational Programs
Implementer will provide energy efficiency educational programs for local officials and
government agencies and commission. Implementer will provide all materials developed under
this task to CPM for review and comment.
1. Assessment and Planning Report for energy efficiency educational programs: Implementer
will assess the energy efficiency needs for local elected officials and commissions, and
identify potential energy efficiency training topics. Implementer will survey existing energy
efficiency training provided by SCE, the State of California, and non - governmental
organizations and identify any topics not being covered by the existing training providers.
Implementer will also include in the assessment rationale for selecting training topics and
training participants. After the assessment has been completed, Implementer will provide an
implementation plan including a list of targeted attendees, workshop topics, and an initial
schedule of training events. Implementer is responsible for enrolling city officials into
workshops, and distributing customer satisfaction surveys, and if necessary identifying
speakers, renting the facilities, and providing refreshments.
2. Implementation Report for Energy Efficiency Educational Programs: Implementer will hold
three energy efficiency workshops. Attendees may range from five to 25 depending on the
audience. Implementer will reschedule or cancel the workshop if there are less than three
attendees. For each training session, the Implementer will provide the CPM with the
following information:
• Description of training session including training date and location;
• Attendance list, including attendee contact information;
• Copies of training materials handouts; and
• Results of customer satisfaction surveys
Quarterly, Implementer will also update the workshop schedule including a description of
the workshop topics.
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Monthly Status Report: Implementer will provide a monthly report of all on -going activities
including a list of monthly achievements and outstanding issues.
Task 2.B. Deliverable(s) Due Date(s)
1. Assessment and planning report for energy NTP plus 120 Calendar Days
efficiency educational programs
2. Implementation report for energy efficiency Upon completion of each workshop
educational programs with Invoicing Requirements (see Task
5)
3. Monthly status report Monthly with Invoicing Requirements
(see Task 5)
Task 2.0 — Marketing the On -Line Permitting Service
Implementer will market the on -line permitting services and will provide all materials developed
under this task to CPM for review and comment.
Implementation Plan for the Marketing Strategy for the On -line Permitting Service:
Implementer will develop an implementation plan to market the on -line permitting service.
The implementation plan will include descriptions of marketing communication vehicles, and
a distribution strategy and schedule. Implementer will use city communication vehicles and
other marketing vehicles such as brochures, fact sheets, and email to promote the existence of
this online service and encourage residents and businesses to use it. Implementer will provide
a general brochure with a fact sheet to local homeowners, local businesses and contractors.
The fact sheet will describe the on -line permitting service, including fees, instructions, and
types of projects that can be permitted online and those that still must be permitted in person.
In addition to the consumer - focused marketing efforts, Implementer will also conduct a
business - focused campaign targeting contractors, designers and architects. The business
focused marketing campaign will be facilitated through the Implementer's Chamber of
Commerce, and will also use the Implementer's website. The Implementer will also hold
three workshops describing the availability of the on -line permitting service.
2. Report on Implementation of the Marketing Strategy for the On -Line Permitting Service:
Implementer will implement the marketing strategy. Implementer will provide copies of all
marketing materials and report on the number of brochures and fact sheets distributed.
Implementer will also provide a list of attendees, and copies of training materials for
completed on -line permitting workshops. Implementer will also track the number and
percentage of on -line permits submitted. Implementer is anticipating that a minimum of 10%
of building permit requests will be submitted on -line for the third quarter of 2012.
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Report on Lessons Learned in the Implementation of the On -Line Permitting Service and the
Energy Efficiency Educational Programs: Implementer will also analyze the implementation
of both the on -line permitting service and the energy efficiency educational programs,
including resource requirements, timelines and lessons learned, and present findings to CPM
and other local governments.
4. Monthly Status Report: Implementer will provide a monthly report of all on -going activities
including a list of monthly achievements and outstanding issues.
Task 2.C. Deliverable(s)
Due Date(s)
_ ..... . ............... _ .... ... �w
1. Implementation plan for the marketing strategy
Within NTP plus 60 Calendar Days
of the on -line permitting service
2. Report on im p lementation of the marketin g
.................... ��.�.�.�.�.�.� �. �. �. �. ................���._....__....
Monthly with Invoicing Requi rements
strategy for the on -line permitting service
(see Task 5)
3. le implementation Report on lessons ���.�....� ����� ������..,
p learned in the ion
�_.......... ..�.�............- - --.
By September 30, 2012 with Invoicing
of the on -line permitting service and the energy
Requirements ( see Task 5)
efficiency educational programs
_.....
4. Monthly status report
.w.... ww_
Monthly with Invoicing Requirements
(see Task 5)
Task 3 - Strategic Plan Goal 2
Strategic Plan Goal 2: Strong support from local governments for energy code compliance
enforcement.
■ Task 3.A. (Strategic Plan Task 2.1.1): "Improve processes resulting in increased code
compliance through education, training, and enforcement practices ".
Task 3.A — Attend Code Compliance Workshops
Implementer will attend code compliance workshops and will provide all materials developed
under this task to CPM for review and comment.
1. Code Compliance Training Plan: The Implementer will identify approximately five
workshops and send staff, up to twelve people, to two workshops each to increase city
expertise in energy efficiency, codes and standards. The primary focus is the existing
Statewide Codes and Standards Program workshops offered by the investor owned utilities.
If the Statewide Codes and Standards Program workshops do not satisfy Implementer's
requirements, Implementer will also evaluate existing code compliance workshops provided
by the California Energy Commission, SCE, California Association of Building Energy
Consultants, and California Building Officials. For all code compliance training courses, the
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training plan will also include a description of all courses, identification of the training
provider, course schedule, and anticipated number of attendees for each course.
2. Report on Implementation of Code Compliance Training: For each training session, the
Implementer will provide the CPM with the following information:
• Description of training session including training date and location;
• Attendance list, including attendee contact information; and
• Copies of training materials handouts;
Quarterly, Implementer will also update the course schedule, and the anticipated number of
trainees.
Report on Lessons Learned from the Code Compliance Training: Implementer's staff will
share their knowledge on how to improve code compliance by updating Implementer's
Environmental Committee on the workshops, providing recommendations on how to further
code compliance, and providing links to relevant web -sites and/or fact sheets. Implementer
will provide a summary of recommendations from workshop attendees on how to improve
code compliance to CPM.
4. Monthly Status Report: Implementer will provide a monthly report of all on -going activities
including a list of monthly achievements and outstanding issues.
Task 3 A. Deliverable(s) Due Date(s)
1. Code compliance training plan NTP plus 120 Calendar Days
..... ........
2. Report on implementation of code compliance Monthly with Invoicing Requirements
training (see Task 5)
....WWW
3. Report on lessons learned from the code Quarterly with Invoicing Requirements
compliance training (see Task 5)
.... .................
4. Monthly status report Monthly with Invoicing Requirements
see Task 5)
Task 4 - Strategic Plan Goal 3
Strategic Plan Goal 3: Local governments lead by example with their own facilities and energy
usage practices.
Strategic Plan Goal 4: Local governments lead their communities with innovative programs for
energy efficiency, sustainability and climate change.
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• Task 4.A (Strategic Plan Task 4.1.4): "Conduct the energy savings analysis for annual
Greenhouse Gas Inventory for the City ";
• Task 4.13 (Strategic Plan Task 3.1.1): "Develop energy benchmarking policies and
procedures to enable ongoing benchmarking of all local government facilities ";
• Task 4.0 (Strategic Plan Task 3.1.2): "Set up a "Utility Manager" computer program to
track municipal usage. Identify need for sub - metering to plan, budget and manage bills ";
• Task 4.1) (Strategic Plan Task 3.2.1): "Develop /adopt an energy chapter for City /County
climate or energy action plan ";
• Task 4.E (Strategic Plan Task 3.2.2): "Adopt a policy to require LEED, Energy Star
Ratings, or other program standard for municipal facilities "; and
• Task 41 (Strategic Plan Task 3.2.4): "Develop a policy for commissioning and retro-
commissioning on municipal facilities ".
Task 4.A - Conduct the Energy Savings Analysis for the 2009 Greenhouse Gas Inventory
Implementer will conduct the energy savings analysis for the greenhouse gas inventory, and will
provide all materials developed under this task to CPM for review and comment.
1. Report on Status of Implementer or Subcontractor to Support the Task: Implementer will
submit monthly reports on the status of hiring expertise to conduct the energy savings
analysis for the 2009 greenhouse gas inventory. Subcontractor(s) will be hired to complete
the greenhouse gas inventory analysis and will train Implementer's staff on how to conduct
the analysis.
2. Plan for Conducting the Energy Savings Analysis for Greenhouse Gas Inventory:
Implementer has developed an inventory of greenhouse gases for Implementer's facilities for
the baseline years, 2005, and 2007. Implementer will coordinate with the South Bay
Association of Governments to obtain access to greenhouse gas inventory software.
Implementer will provide the CPM with a description of the data collection process and
methodology for performing the energy savings analysis for the 2009 greenhouse gas
inventory.
3. Report on the results of the Energy Savings Analysis for the 2009 Greenhouse Gas
Inventory: Implementer will provide the CPM both the draft and final results of the
completion of the 2009 greenhouse gas emissions. Implementer will also provide the draft
and final recommended emissions targets and the resulting energy efficiency savings targets
for municipal buildings. Implementer will also develop and provide the CPM a policy on the
frequency of updating the greenhouse gas inventory.
4. Report on Training Implementer's Staff to Conduct the Analysis: The Subcontractor will
train Implementer's staff so that the next analysis can be performed by Implementer's staff.
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Implementer will provide a description of all training activities including: training date, list
of attendees, and training results.
5. Monthly Status Report: Implementer will provide a monthly report of all on -going activities
including a list of monthly achievements and outstanding issues.
Task 4.A. Deliverable(s)
Due Date(s)
1.
Report on status of Implementer or
Monthly with Invoicing Requirements
Subcontractor to support the Task
(see Task 5) to be completed within
NTP plus 90 Calendar Days
2.
Plan for conducting the energy savings analysis
........ .........
Within 60 Calendar Days of hiring the
for the 2009 greenhouse gas inventory
Subcontractor
3.
Reports on the results of the energy savings
..................... .. ......
Within 8 Calendar Months of hiring the
analysis for the 2009 greenhouse gas inventory
Subcontractor
4.
_._ ......................wawa .wawa. .............. --m
Report on training Implementer's staff to
w
Monthly with Invoicing Requirements
conduct the analysis
(see Task 5)
5.
Monthly status report
Monthly with Invoicing Requirements
(see Task 5)
Task 4.11 — Develop Benchmarking Policy and Implement Benchmarking Analysis
Implementer will develop a benchmarking policy and implement benchmarking analysis of
Implementer's facilities. Implementer will also provide all materials developed under this task to
CPM for review and comment.
1. Report on Status of Implementer or Subcontractor to Support the Task: Implementer will
submit monthly reports on the status of hiring expertise to develop the benchmarking policy,
to implement benchmarking analysis and to set -up the utility manager program.
2. Plan for Both Developing the Benchmarking Policy and Implementing the Benchmarking
Analysis: Implementer will assess existing benchmarking policies, procedures and resources,
and develop a benchmarking policy plan based on the assessment. Since many of the utility
manager programs discussed in Task 4.C, below, also have benchmarking capabilities,
Implementer will evaluate whether the utility manager program can be used to perform both
the benchmarking analysis and the utility program manager functions. Implementer will
assess the capabilities of the Energy Star Portfolio Manager Program, LA County's
Enterprise Energy Management Information System, and two other utility manager programs
to perform benchmarking analysis. Implementer will provide the CPM with the assessment
of the benchmarking capabilities for the three utility manager programs and the Energy Star
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Portfolio Manager. Implementer will also determine the best utility manager program, based
on ease of use by Implementer's staff and the ability to be integrated within the operations
of various buildings. Implementer will also identify the software program(s) selected to
perform the benchmarking analysis and the utility manager functions and the selection
rationale.
3. Final Benchmarking Policy: Using the CPM reviewed benchmarking development plan,
Implementer will establish a benchmarking policy for all municipal buildings. The
Implementer will also use the results of the energy savings analysis for the 2009 Green
House Gas Inventory in Task 4.A as a guide in developing the benchmarking policy. The
benchmarking policy will describe the systematic process to efficiently conduct the
benchmarking, the frequency of updating the data and the process to assure the data is
integrated into Implementer's operational decisions. The benchmarking policy will also
include the process for how benchmarking will be used to promote energy efficiency.
Implementer will provide the final benchmarking policy to the CPM.
4. Report on Implementation of the Benchmarking Analysis: Implementer will use the
benchmarking software selected in Task 4.13.2, above, to rate the energy performance of
Implementer's buildings with similar buildings. Implementer will provide the CPM a
summary of the results of the ratings. Implementer will also report on how benchmarking is
being used to promote energy efficiency, and how the benchmarking data is being used to
develop city budgets.
Monthly Status Report: Implementer will provide a monthly report of all on -going activities
including a list of monthly achievements and outstanding issues.
Task 4.B. Deliverable(s)
Due Date(s)
1.
Report on status of Implementer or
Monthly with Invoicing Requirements
Subcontractor to support the Task
(see Task 5) to be completed within
NTP plus 90 Calendar Days
2.
..................
Plan for both developing the benchmarking
Within 90 Calendar Days of hiring a
policy and implementing the benchmarking
Subcontractor
analysis
3.
Benchmarking policy
Within 120 Calendar Days of hiring
Subcontractor
4.
Report on implementation of the benchmarking
Monthly with Invoicing Requirements
analysis
(see Task 5)
5.
.. ....... _. ......
Monthly status report
�..�.. � .
Monthly with Invoicing Requirements
(see Task 5)
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Task 4.0 — Procure Utility Manager Computer Software Program and Develop Case Study
Implementer will procure the utility manager software program, identified in Task 4.B.2,
above, to evaluate Implementer's energy usage by building site. Implementer will set up the
system so that it is fully functional. Implementer will also develop a utility manager policy
statement that will describe the benefits and the long -term objectives of the role the utility
manager will play in the Implementer's operations. The policy statement will also include how
the system will be used, frequency of analyses and updates, and other operational
considerations. Implementer will determine the effectiveness of the benchmarking policy and
the utility manager program in helping to identify and implement strategies, which reduce
energy usage and carbon emissions by conducting a case study. Implementer will provide all
materials developed under this task to CPM for review and comment.
Utility Manager Installation Planning Report: To facilitate the successful implementation of
the Work, the CPM will provide the Implementer a utility manager resource guide, at the
kick -off meeting. The Implementer will develop an utility manager installation planning
report, which will include the following sections:
• A data acquisition and data transfer plan into the utility manager program;
• Identification of the sub - metering data requirements;
• A utility manager testing plan; and
• A utility manager sustainability plan that shows how the use of the utility manager
will continue after 2012.
2. Report on Utility Manager Installation: Installation activities include but are not limited to
the following:
• Procure the utility manager and the required networking software capability;*
• Procure submetering capability, as needed; *
• Modifying software technology so that individual municipal buildings and the
staff have appropriate on -line access; *
• Training the staff on all aspects of data -base operations including: set -up, data
transfer, data storage and utility manager maintenance;
• Obtaining and transferring to the data base, all relevant facility information;
• Acquiring from SCE billing data and consumption data from existing sources;
• Testing the database through the submission of initial data and implementing any
required modifications; and
• Generating periodic reports on energy usage.
* Cost of networking the software is allowed if the expense has demonstrated value in meeting
the CEESP strategic menu objectives and the expense is attributed to establishing the utility
manager software. Cost of submetering is only allowed to acquire the energy usage for an entire
building that is part of a campus -type facility served by a single electric meter.
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Implementer will provide status reports on all utility manager installation activities, and
monthly reports from the utility manager system.
3. Report of Utility Manager Training and Maintenance Activities: Implementer will train staff
on all aspects of the utility program manager. Implementer will provide a description of
training sessions conducted, and a list of attendees. Implementer will also document training
effectiveness. Implementer will also describe all maintenance activities to ensure
sustainability after 2012.
4. Utility Manager and Benchmarking Policy Case Study: The case study will analyze
reductions in energy consumption, carbon emissions and avoided costs, and other financial
impacts for two timeframes: 1) baseline or energy usage prior to the implementation of these
tools, and 2) program end or energy use approximately two (2) months prior to program end.
Implementer will provide CPM with the results of the case study.
Monthly Status Report: Implementer will provide a monthly report of all on -going activities
including a list of monthly achievements and outstanding issues.
Task 4.0 - Deli verables)
Due Date(s)
1.
Utility manager installation planning report
Monthly starting within 3 Calendar
Months of Subcontractor selection, with
Invoicing Requirements (see Task 5)
2.
_.......... g..._. .. ... ... .. -_ ..
Report on utilit y mana
-- - -.. mm .....
Monthly s starting . .......
after CPM review of
utility manager planning installation
report with Invoicing Requirements (see
Task 5)
....................
3.
...............................
Report of utility manager training and
....... ..........._.............._._.W
Monthly with Invoicing Requirements
maintenance activities
(see Task 5)
4.
..__...... .... ............ ...... .. ...... .......e
Utility manager and benchmarking policy case
...........................................
Upon completion of case study(s) with
study.
Invoicing Requirements (see Task 5)
5.
.........M ...
Monthly status report
Monthly with Invoicing Requirements
(see Task 5)
Task 4.D — Develop the Energy Action Plan
The Implementer will develop the energy action plan using the energy consumption data and
analysis for buildings within the city from the benchmarking analysis and the utility program
manager software program. The energy action plan will also include goals specifying
reductions in energy consumption, energy demand, and green house gas emissions that result
from implementing energy efficiency programs and policies. The reductions are based on
financial payback analysis and utilize both energy consumption and greenhouse gas results for
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buildings, street lights and traffic signs. Implementer will provide all materials developed under
this task to CPM for review and comment.
1. Report on Status of Implementer or Subcontractor to Support the Task: Implementer will
submit monthly reports on the status of hiring expertise to develop the energy action plan.
2. Plan for the Developing the Energy Action Plan: In the plan for developing the energy action
plan, Implementer will provide a written memo on the evaluation of industry templates,
especially those prepared by non - governmental organizations, and the rationale for selecting
the template. Implementer will also describe the quantitative methodology to determine
energy savings, and provide a template of the energy action plan. The Implementer will
submit the plan to the CPM.
3. Report on Total Energy Consumption: Implementer will provide a report on total energy
consumption, and greenhouse gas assessment for buildings, street lights, and traffic signs to
CPM.
4. Report on Stakeholder Input: Implementer will incorporate input from the community, local
city officials and industrial companies in developing the energy action plan. Implementer
shall form working groups, as necessary, and hold as many meetings as needed to finalize the
energy action plan. Implementer will describe how stakeholder input was used to refine the
energy action plan. For each meeting, Implementer will also provide meeting date, location
and contact information of meeting attendees.
Develop First Draft of the Energy Action Plan: The Implementer will provide the first draft
of the energy action plan including the initial goals on reducing energy consumption. The
goals in the energy action plan will be based on meeting the following objectives: 1)
recognizes energy efficiency as a high - priority energy resource, 2) makes a long -term
commitment to implement cost - effective energy efficiency, 3) broadly communicates the
benefits and opportunities for energy efficiency, 4) provides sufficient, timely and stable
funding to deliver cost - effective energy efficiency, and 5) modifies policies to align utility
incentives with the delivery of cost - effective energy efficiency.
Final Energy Action Plan: Implementer will provide the final energy action plan including
the recommendations to reduce electricity consumption and greenhouse gas emissions that
were presented for adoption by the city council. The Implementer will document the adoption
of the recommendations and also provide reasons why recommendations have not been
adopted.
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7. Report on Promoting the Recommendations in the Energy Action Plan: Implementer will
document activities to promote the recommendations for reducing energy consumption to the
community, city officials and industrial companies.
8. Monthly Status Report: Implementer will provide a monthly report of all on -going activities
including a list of monthly achievements and outstanding issues.
Task 4.D. Deliverable(s)
Due Date(s)
1.
Report on status of Implementer or
Monthly to be completed within NTP
Subcontractor to support the Task
plus 90 Calendar Days with Invoicing
Requirements (see Task 5)
...............................................
2.
Plan for the developing the energy action plan
Within NTP plus 150 Calendar Days
3.
Report on total ener y consum tion
Within NTP plus 150 Calendar Days
4.
Report on stakeholder input
Starting upon CPM review of the plan
for developing the energy action plan
with Invoicing Requirements ( see Task
5)
5.
Develop first draft of the energy action plan
Within 120 Calendar Days of CPM
review of the plan for developing the
energy action plan
6.
Final energy action plan -
Within 5 Calendar Months of
completing the draft energy action plan
7.
Report on promoting the recommendations in the
Within 120 Calendar Days of
energy action plan
completing the final energy action plan
8.
Monthly status report
.. ....... . . . . . . ...... . - . . . . . . . . . . . . . . . . . . . . _ . . . . . . . . . . . . . . . . . . . . . .
Monthly with Invoicing Requirements
(see Task 5)
Task 4.E - Adopt Leadership in Energy and Environmental Design ( "LEED ") Certification
Policy
Implementer will develop a LEED certification policy for municipal buildings, and will provide
all materials developed under this task to CPM for review and comment.
Report on Status of Implementer or Subcontractor to Support the Task: Implementer will
submit monthly reports on the status of hiring expertise to develop the LEED certification
policy.
2. Draft LEED Certification Policy: In developing the LEED certification policy, Implementer
will evaluate LEED certification policies from other municipalities and non - governmental
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organizations. The policy will include description of building characteristics, which would be
covered by the policy (for example: new construction versus existing buildings, minimum
building size, building age and maximum number of occupants). The policy will also outline
parameters on the financial impact to implement the LEED policy, and describe how the
LEED policy will be implemented. Implementer will provide the draft LEED certification
policy to the CPM.
3. Final LEED Certification Policy: Implementer will provide the final LEED certification
policy and evidence that the final policy was presented to Implementer's city council to the
CPM. The Implementer will document the adoption of the recommendations and also
provide reasons why recommendations have not been adopted.
4. Monthly Status Report: Implementer will provide a monthly report of all on -going activities
including a list of monthly achievements and outstanding issues.
Task 4.E. Deliverable(s) Due Date(s)
1. Report on status of Implementer or Monthly to be completed within NTP
Subcontractor to support the Task plus 90 Calendar Days with Invoicing
Requirements (see Task 5)
2. Draft LEED certification policy Within NTP plus 150 Calendar Days
3. Final LEED certification policy Within NTP plus 240 Calendar Days
............. ... .........._._ .........
4. Monthly status report Monthly with Invoicing Requirements
(see Task 5, below)
Task 4.F — Develop Retro- Commissioning ( "RCx ") Policy
The Implementer will develop an RCx policy that is consistent with the statewide RCx
guidelines published by the California Commissioning Collaborative, and will provide all
materials developed under this task to CPM for review and comment.
1. Report on Status of Implementer or Subcontractor to Support the Task: Implementer will
submit monthly reports on the status of hiring expertise to develop the RCx policy.
2. RCx Policy Outline: The Implementer will develop a draft RCx policy outline that complies
with the statewide RCx guidelines published by the California Commissioning Collaborative.
The RCx policy will include a list of the qualifications for staff conducting RCx audits,
implementing RCx programs and monitoring for each major RCx measure. The RCx policy
will include an assessment as to which RCx projects and /or RCx measures can be performed
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by the Implementer and which projects and/ or RCx measures need to be referred to SCE or
other RCx providers. For RCx measures being installed by the Implementer, the RCx policy
manual will include the detailed installation specifications and monitoring requirements. The
RCx policy will also include a complete description of ongoing quality controls that will
ensure that the California Commissioning Collaborative published guidelines are consistently
being followed. Implementer will submit the draft RCx policy outline for CPM review.
3. Draft RCx Policy: Implementer will incorporate CPM's comments on the RCx outline in
developing the draft RCx policy. Implementer will submit the draft RCx policy to CPM.
4. Final RCx Policy: Implementer will provide the final RCx certification policy and evidence
that the final RCx policy was presented to the Implementer's city council to the CPM. The
Implementer will document the adoption of the recommendations and also provide reasons
why recommendations have not been adopted.
5. Monthly Status Report: Implementer will provide a monthly report of all on -going activities
Task 5 — Invoicing and Reporting
A. IR Tool: After SCE provides Implementer training on the IR Tool, the Implementer will
utilize the IR Tool, which serves three primary purposes:
1. Enables Implementer to provide SCE with required Program information;
2. Provides CPM the capability to access Implementer's Program information and create
reports; and
3. Provides miscellaneous reporting support for SCE's internal and CPUC reporting
requirements.
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including a list of monthly achievements and outstanding
issues.
Task 4.F. Deliverable(s)
Due Date(s)
1.
Report on status of Implementer or
Monthly to be completed within NTP
Subcontractor to support the Task
plus 90 Calendar Days with Invoicing
Requirements (see Task 5)
2.
RCx policy outline
Within NTP plus 150 Calendar Days
. . . . . .
3.
. . . . . .....................
Draft RCx policy
Within NTP plus 9 Calendar Months
4.
Final RCx policy
Within NTP plus 12 Calendar Months
5.
Monthly status report
Monthly with Invoicing Requirements
_._._._.._......_ ...... _ ........ ......
see Task 5)
. ....... __... ...... ...- ................ _n
Task 5 — Invoicing and Reporting
A. IR Tool: After SCE provides Implementer training on the IR Tool, the Implementer will
utilize the IR Tool, which serves three primary purposes:
1. Enables Implementer to provide SCE with required Program information;
2. Provides CPM the capability to access Implementer's Program information and create
reports; and
3. Provides miscellaneous reporting support for SCE's internal and CPUC reporting
requirements.
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B. Submission of Information into IR Tool: Implementer will update the IR Tool on a
monthly basis in accordance with requirements delineated in Appendix A (Monthly
Invoicing and Reporting Requirements). Implementer will work collaboratively with the
CPM in tailoring the flat files for the Program.
C. Monthly Invoicing and Reporting: All required monthly invoice reports can be generated
via the IR Tool. Implementer will be responsible for implementing, adhering to, and the
submission of, the items as described in Appendix A (Monthly Invoicing and Reporting
Requirements) of this Statement of Work. The invoice reporting requirements may be
amended from time to time, at which time SCE will notify Implementer of the changes and
issue a new Appendix A. Implementer will implement these modifications in a timely
manner and future invoice documentation will reflect them.
D. SCE's Regulatory Reporting: Implementer will implement, adhere to, and submit the items
as described in Appendix B (Regulatory Reporting Requirements), as SCE requests. The
CPUC reporting requirements may be amended from time to time, at which time SCE will
notify Implementer of the changes and issue a new Appendix B. Implementer will implement
these modifications in a timely manner and future invoice documentation will reflect them.
Implementer acknowledges that SCE may, in its sole discretion, require Implementer to
provide such other reports or documentation that SCE deems appropriate or necessary ( "Ad
Hoc Reports "). Implementer will comply with any request for such Ad Hoc Report(s) within
a reasonable time or, if applicable, within the time requested by SCE.
Deliverables)
Due Date(s)
1.
Prepare and submit monthly invoices and
Monthly, by the 15th Calendar Day for
supporting documentation to SCE.
Work completed the preceding month
2.
Prepare and submit monthly regulatory
Monthly, by the 15th Calendar Day for
report, including flat files and monthly
Work completed the preceding month
deliverable work sheet.
3.
Prepare and submit Quarterly regulatory
Quarterly, by the 30t" Calendar Day for
reports (Appendix B) to SCE
Work completed the preceding quarter,
through October 31, 2012
4.
Prepare and submit Ad Hoc Reports
As SCE requests and/or requires
5.
Prepare and submit final invoice and
By November 15, 2012 for final invoice
and by October 31, 2012 for final
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Program Report to SCE I Program Report
Task 6 - Ramp -Down and Shut -Down Program
A. Program Ramp -Down: Implementer will provide SCE with a ramp -down plan for the
Program. To ensure complete Program shut -down, the Program ramp -down period will
commence no later than September 1, 2012. Implementer's plan for Program ramp -down will
take into consideration that all services described in Tasks 1, 2, 3, 4, and 6 must be
completed by October 15, 2012.
Implementer will resolve all outstanding Program issues and begin preparation of the Final
Report beginning September 1, 2012.
B. Program Shut -Down: Implementer will provide to the CPM a plan with procedures on
shutting down the Program.
All Program operations will be completely shut down after the last day of the Contract
effective period.
Deliverable(.) Due Date(s)
1. Submit detailed ramp -down and shut -down plans No later than September 1, 2012
and schedules to CPM for review and approval
2. Resolve outstanding Program issues and begin No later than September 1, 2012
preparation of Final Report
3. Begin Program ramp -down No later than September 1, 2012
4. Complete all services — Tasks 1, 2 , 3 ,4, and 6 No later than October 15, 2012
Task 7 - Submit Final Program Report
After Program shut -down and follow -up issues have been completed and resolved, the
Implementer will submit a final report that reviews the Program's progress and accomplishment
(the "Final Report"). At a minimum, the Final Report will cover:
A. Goal Attainment: Documentation that substantiates the Implementer's achievement of the
objectives, Program Performance Indicators, and deliverables for the Contract.
B. Program Achievement Discussion: Were the goals /objectives met? Were the Program
Performance Indicators achieved? Complete Program achievement for each Program
Performance Indicator and deliverable indicating the measureable Program accomplishments.
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C. Program Challenges: What were the significant obstacles that were overcome?
D. Lessons Learned: Could a Program of this scale have accomplished more?
E. Program Improvement Recommendations: What improvements could have been made to
help the Program be even more successful?
F. Program Next Step: Should the Program a) be mainstreamed, b) continued to be developed
or, c) ended.
Deliverable (s)
Due Date (s)
1. Submit draft Final Report for SCE review No later than October 15, 2012
and approval
...............
2. Submit revised Final Report for SCE review The earlier of October 31, 2012, or within 2
and approval weeks of SCE comments
SECTION 6: PAYMENT
A. Payment Terms: The Implementer Budget will utilize 100% time and material based
payments ( "T &M payments "). Payment of the Implementer's budget will be based on
receipt by SCE of the deliverables set forth herein. T &M payments will be in accordance
with the Billing Rates set forth in Table 1, below and Appendix C (Billing Schedule). All
payments will be subject to the Contract and consistent with the budget breakdown set
forth herein. Payment will be based on meeting deliverables and due dates set forth in
Section 5 of this Statement of Work.
B. Implementer Budget Limit: Under no event will Implementer exceed the total amount
budgeted by SCE for this Contract of $486,500.
Table 1: Implementer T &M Fully Burdened Hourly Billing Rate:
N I
�WWry Kat�
„
ii
,,,,, , ,,,���
%„ „
�ca+r „Tob,`unti+�n
145,��
x
Senior Consultant
$145
N/A
Director of Public Works
$125
5%
Director Of Planning and Safety
$125
4%
Director of Finance
$125
2%
Principal Engineer
$100
4%
Senior Planner
$100
6%
Building Official
$100
4%
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Pro ram manager
Permit Technician
City of El Segundo v4.7
$75 70%
5%
Notes:
1. Please refer to Contract Section 10.2.2 for more information on T &M Fully Burdened Hourly Billing Rates
2. Subcontracted Work shall be charged at the hourly rates actually paid by Implementer, not to exceed
the hourly rates set forth in the Contract for Work performed by the Implementer. Implementer shall
provide Subcontractor invoices for any Implementer's invoice that includes Subcontractor costs.
Table 2: Implementers Budget Breakdown
Notes:
1. Please refer to Appendix B for more information on Allowable Cost categories.
SECTION 7: PERFORMANCE INDICATORS
SCE will, at a minimum, monitor the Work based on the following Program Performance
Indicators:
A. Progress made against the goals, deliverables, and due dates above; and
B. Actual performance versus predicted performance as outlined herein.
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Appendix A: Monthly Invoicing and Reporting Requirements
A. Requirements
Monthly hard copy invoices are required at the 15th Calendar Day of each month for Work
completed the preceding month with invoicing supporting files described herein. These
invoices and supporting documents are for Work performed by the Implementer and all
Subcontractors.
On November 15, 2012 or sooner, Implementer will submit a final invoice associated with
Program services that are tied directly to delivery of the Program deliverables. No Work
except that associated with preparing the Final Report (Task 7) and final invoice will be
performed after October 15, 2012. Subsequent invoices will only contain expenses associated
with closing out the Program (i.e., administration expenses, etc.) that are not directly tied to
delivery of the Program goals.
B. Procedures
1. Implementer uploads their Customer flat files into the IR Tool. The IR Tool creates a draft
invoice for Implementer's review.
2. CPM reviews the draft invoice and advises the Implementer to re- submit their invoice
if requested. Implementer is required to submit the following files to SCE by the 15th
Calendar Day of each month with each of their invoice submission:
• Invoice — Hard Copy and electronic copy uploaded into the IR Tool;
• Program Tracking Flat File — Uploaded electronically into the IR Tool;
• Financial Flat File — Uploaded electronically into the IR Tool;
• Monthly Narrative - Hard Copy with invoice submission;
• Deliverable Table — Uploaded electronically.
• Allowable Cost Table (see Appendix B) — Hard Copy with invoice submission;
and
• Supporting documentation — Uploaded electronically into the IR Tool.
3. Upon approval by CPM, the invoice is paid.
C. Monthly Narrative
The monthly narrative will include a discussion on the following Program activities
occurring during the month:
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• Administrative activities;
• Marketing activities;
• Direct Implementation activities;
• Implementer's assessment of Program performance and Program status (is the
Program on target, exceeding expectations, or falling short of expectations, etc.);
• Discussion of changes in Program emphasis (new Program elements, less or more
emphasis on a particular delivery strategy, Program elements discontinued,
Measure discontinued, etc.);
• Discussion of near term plans for Program over the coming months (i.e.,
marketing and outreach efforts that are expected to significantly increase Program
participation, etc.);
• Changes to staffing and staff responsibilities, if any;
• Changes to contacts, if any;
• Changes to Subcontractors and Subcontractor responsibilities, if any; and
• Number of Program complaints received.
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