listserver.energy.ca.gov · web view06/11/2018 · purpose of rfp . the purpose of this request...

REQUEST FOR PROPOSALS

Technology Transfer for EPIC Research Projects

RFP-18-802www.energy.ca.gov/contracts/

State of CaliforniaCalifornia Energy Commission

September 2018

September 2018 of 75 RFP-18-802

TABLE OF CONTENTS

I. Introduction.............................................................................................................4Purpose of RFP............................................................................................................4Background..................................................................................................................5Available Funding and How Award is Determined........................................................9Bidder Requirements..................................................................................................11Key Activities and Dates.............................................................................................12Pre-Bid Conference....................................................................................................12Questions...................................................................................................................13Contact Information....................................................................................................13Responses to this RFP...............................................................................................13Reference Documents................................................................................................14

II. Scope of Work and Deliverables.........................................................................15About This Section.....................................................................................................15Format/Reporting Requirements................................................................................15Background/Problem Statement.................................................................................16Goal And Objectives Of The Agreement....................................................................16

III. Proposal Format, Required Documents, and Delivery...................................47About This Section.....................................................................................................47Required Format for a Proposal.................................................................................47Number of Copies.......................................................................................................47Packaging and Labeling.............................................................................................47Preferred Method for Delivery....................................................................................47Organize Your Proposal As Follows...........................................................................48

IV. Evaluation Process and Criteria.......................................................................54About This Section.....................................................................................................54Proposal Evaluation....................................................................................................54SCORING SCALE......................................................................................................55Notice of Proposed Award..........................................................................................55

V. Business Participation Programs (Preferences/Incentives).............................60DISABLED VETERAN BUSINESS ENTERPRISE (DVBE)....................................................60COMPLIANCE REQUIREMENTS.......................................................................................60DVBE Incentive..........................................................................................................62Small / Microbusiness / Non-Small Business.............................................................63


Non-Small Business...................................................................................................65Target Area Contract Preference Act (TACPA)..........................................................66

VI. Administration....................................................................................................66RFP DEFINED..............................................................................................................66DEFINITION OF KEY WORDS..........................................................................................66Cost of Developing Proposal......................................................................................67Printing Services.........................................................................................................68Confidential Information..............................................................................................68Darfur Contracting Act of 2008...................................................................................68Iran Contracting Act of 2010.......................................................................................68California Civil Rights Laws........................................................................................69RFP Cancellation and Amendments...........................................................................69Errors..........................................................................................................................69Modifying or Withdrawal of Proposal..........................................................................69Immaterial Defect.......................................................................................................69Disposition of Bidder’s Documents.............................................................................70Bidder’s admonishment..............................................................................................70Grounds to Reject a Proposal....................................................................................70Protest Procedures.....................................................................................................71Agreement Requirements...........................................................................................71

Attachments1 Contractor Status Form2 Darfur Contracting Act3 Disabled Veteran Business Enterprise (DVBE) Form Std. 8434 Bidder Declaration Form GSPD-05-1055 Contractor Certification Clauses6 Client References7 Budget Forms8 Standard Agreement Example9 Commitment and Support Letters Form

1011

Iran Contracting Act Form California Civil Rights Laws Certification


I. Introduction

PURPOSE OF RFP The purpose of this Request for Proposal (RFP) is to select one contractor that will provide technology transfer services and expertise to ensure that the results of projects funded through the Electric Program Investment Charge (EPIC) are effectively disseminated and communicated to stakeholders.

Up to $3.8 million is available for the contract resulting from this RFP, with a minimum funding amount of $3.3 million. The contract which results from this RFP is expected to run through March 2022.

The contractor must have expertise and knowledge in a wide range of California energy topics and markets to effectively design and develop technology transfer activities and products described in this RFP. Additionally, the contractor must have skills and experience in producing public events and creating effective multimedia communications tools to share information with stakeholders and the public, with the goal of increasing technology adoption of successful EPIC projects.

The contractor, working in collaboration and consultation with Energy Commission staff, will:

●Develop and implement a digital technology transfer strategy for EPIC, including redesigning and increasing the functionality of the Energy Commission-owned Energy Innovation Showcase website to improve its effectiveness and usefulness as a technology transfer tool.

●Conduct three forums per year from 2019 to 2021 (nine total); on key topics affecting the electricity sector in California’s investor-owned utility (IOU) service territories. These forums will provide opportunities for researchers, grantees, and technology adopters to discuss technology development, costs and barriers to implementing technology advances, and innovative solutions; and identify how EPIC-funded research projects can make an impact. The forums will be held in various locations throughout the state.

●Plan, produce, and manage one annual EPIC symposium in 2020 and 2021 (two total). The symposium will showcase EPIC-funded projects to connect research and technologies to investors, customers, local governments, policymakers, and other stakeholders capable of transferring the results into market and policy actions.

The California Energy Commission seeks a contractor with skills, knowledge, and experience in:

●A wide range of California energy topics including energy efficiency, renewable energy, smart grid, energy storage, and electric transportation.

●Working with utility and energy organizations to identify forum and symposium topics, speakers, and event agenda items.

●Coordinating with speakers, presenters, and subject matter experts.

●Website design, user interface/user experience design, and database management.

●Creating, managing, and coordinating high-profile public events

●Contracting with venues, audio and video providers, and service providers to conduct high-profile events.

●Working with stakeholder organizations, including disadvantaged communities, to raise awareness and encourage participation at events.


●Producing materials for Forums and Symposiums.

●Managing conferences from planning to event to post-event review, including a focus on technology transfer activities after events.

●Presenting project portfolios, highlighting technology innovations and trends, and identifying benefit streams and applications.

●Preparing and communicating narratives to support increased adoption of innovative technologies.

BACKGROUND

1. Electric Program Investment Charge (EPIC) Program

This solicitation will result in a contract funded by EPIC, an electricity ratepayer surcharge established by the California Public Utilities Commission in December 2011.1 The purpose of the EPIC program is to benefit the ratepayers of three investor-owned utilities (IOUs) including Pacific Gas and Electric Co., San Diego Gas and Electric Co., and Southern California Edison Co. The EPIC program funds clean energy technology projects that promote greater electricity reliability, lower costs, and increased safety.2 In addition to providing IOU ratepayer benefits, funded projects must lead to breakthroughs to overcome barriers that prevent the state from achieving its statutory energy goals.3

The EPIC program is administered by the California Energy Commission and the IOUs.

2. Program Areas, Strategic Objectives, and Funding Initiatives

EPIC projects must fall within the following program areas identified by the CPUC:

● Applied Research and Development;

● Technology Demonstration and Deployment; and

● Market Facilitation

In addition, projects must fall within one of the general focus areas (“strategic objectives”) identified in the Energy Commission’s 2015-2017 EPIC Investment Plan4 and within one or more specific focus areas (“funding initiatives”) identified in the plan. Below are all program areas, strategic objectives, and funding initiatives targeted by this solicitation:

● Investment Plan: 2015-17 EPIC Triennial Investment Plan● Program Area: Market Facilitation● Strategic Objective S18: Foster the Development of the Most Promising Energy

Technologies into Successful Businesses Funding Initiative S18.1: Facilitate a Commercialization Assistance Network to Foster

Successful Clean Energy Entrepreneurship

1 See CPUC “Phase 1” Decision 11-12-035, December 15, 2011, http://docs.cpuc.ca.gov/PublishedDocs/WORD_PDF/FINAL_DECISION/156050.PDF.2 See CPUC “Phase 2” Decision 12-05-037, May 24, 2012, http://docs.cpuc.ca.gov/PublishedDocs/WORD_PDF/FINAL_DECISION/167664.PDF.3 California Public Resources Code, Section 25711.5(a),http://leginfo.legislature.ca.gov/faces/codes_displaySection.xhtml?lawCode=PRC&sectionNum=25711.5.&highlight=true&keyword=energy.4 http://www.energy.ca.gov/research/epic/documents/final_documents_submitted_to_CPUC/2012-11-01_EPIC_Application_to_CPUC.pdf as modified and approved by CPUC Decision 13-11-025.


http://leginfo.legislature.ca.gov/faces/codes_displaySection.xhtml?lawCode=PRC&sectionNum=25711.5.&highlight=true&keyword=energy

http://leginfo.legislature.ca.gov/faces/codes_displaySection.xhtml?lawCode=PRC&sectionNum=25711.5.&highlight=true&keyword=energy

3. Applicable California Laws, Policies, and Background Documents

This RFP addresses the energy goals described in the following laws, policies, and background documents. Please see footnotes to discussion above for links to laws, policies, and background documents specific to EPIC.

Laws/Regulations

● Assembly Bill (AB) 32 - The Global Warming Solutions Act of 2006AB 32 created a comprehensive program to reduce greenhouse gas (GHG) emissions in California. GHG reduction strategies include a reduction mandate of 1990 levels by 2020 and a cap-and-trade program. AB 32 also required the California Air Resources Board (ARB) to develop a Scoping Plan that describes the approach California will take to reduce GHGs. ARB must update the plan every five years.

Additional information: http://www.arb.ca.gov/cc/ab32/ab32.htm

Applicable Law: California Health and Safety Code §§ 38500 et. seq.

● AB 758, Building Efficiency (Skinner, Chapter 470, Statutes of 2009)

AB 758 requires the Energy Commission to collaborate with the California Public Utilities Commission and stakeholders to develop a comprehensive program to achieve greater energy savings in existing residential and nonresidential buildings. The Energy Commission developed an Existing Buildings Energy Efficiency Action Plan in 2015, and plans to develop voluntary and mandatory strategies and approaches to achieve energy savings.

Additional information: http://www.energy.ca.gov/ab758/

Applicable Law: California Public Resources § 25943, California Public Utilities Code §§ 381.2 and 385.2

● AB 327, Distribution Resource Planning (Perea, Chapter 611, Statues of 2013)

AB 327 requires submittal of a distribution resource plan proposal to the California Public Utilities Commission, identifying optimal locations for the deployment of distributed resources and planning for integrating distributed resources into the electrical grid.

Additional Information: http://www.cpuc.ca.gov/general.aspx?id=5071

Applicable Law: California Public Utilities Code § 382, § 399.15, § 739.1, § 739.9 § 745, § 769, § 2827, § 2827.1, § 2827.10, relating to energy.

● Senate Bill (SB) 96 (Chapter 356, Statutes of 2013)

Senate Bill 96 directs the Energy Commission to award EPIC funds for projects that will benefit electricity ratepayers and lead to technological advancement and breakthroughs to overcome the barriers that prevent achieving the state’s statutory energy goals. SB 96 directs the Energy Commission to ensure EPIC funds are strategically focused and sufficiently narrow to make advancement on the most significant technological challenges, advancing energy technologies and strategies that can benefit electric ratepayers through innovation in the agriculture, industrial, and water sectors.

Additional information: http://leginfo.legislature.ca.gov/faces/billNavClient.xhtml?bill_id=201320140SB96

Applicable Law: California Public Resources Code §25711.5.

● Appliance Efficiency RegulationsThe Energy Commission promulgates appliance efficiency regulations that require manufacturers of various new appliances sold or offered for sale in California to test them using


mailto:http://leginfo.legislature.ca.gov/faces/billNavClient.xhtml?bill_id=201320140SB96

mailto:http://leginfo.legislature.ca.gov/faces/billNavClient.xhtml?bill_id=201320140SB96

http://www.cpuc.ca.gov/general.aspx?id=5071

http://www.energy.ca.gov/ab758/

specified test methods. Covered appliances include refrigerators, air conditioners, heaters, plumbing fittings/fixtures, lighting, washers, dryers, cooking products, electric motors, transformers, power supplies, televisions, and battery charger systems.

Additional information: http://www.bsc.ca.gov/; http://www.energy.ca.gov/appliances/

Applicable Law: California Code of Regulations, Title 20, Division 2, Chapter 4, Article 4, §§ 1601 et. seq.

● California Energy CodeThe Energy Code is a component of the California Building Standards Code, and is published every three years through the collaborative efforts of state agencies including the California Building Standards Commission and the Energy Commission. The Code ensures that new and existing buildings achieve energy efficiency and preserve outdoor and indoor environmental quality through use of the most energy efficient technologies and construction.

Additional information: http://www.energy.ca.gov/title24/

Applicable Law: California Code of Regulations, Title 24, Part 6, and associated administrative regulations in Part 1.

● Renewables Portfolio Standard (SB X1-2, Statutes of 2011-12, First Extraordinary Session)

SB X1-2 requires that all California electricity retailers adopt the goals of 20 percent of retail sales from renewable energy sources by the end of 2013, 25 percent by the end of 2016, and 33 percent by the end of 2020.

Additional information: http://www.energy.ca.gov/portfolio/index.html

Applicable Law: California Code of Regulations, Title 24, Part 6 and associated administrative regulations in Part 1.

● Senate Bill 350 (Statutes of 2015)

SB 350 requires the Energy Commission to establish annual targets for statewide energy efficiency savings and demand reduction that will achieve a cumulative doubling of statewide energy efficiency savings in electricity and natural gas final end uses of retail customers by January 1, 2030. The law also requires the CPUC to establish efficiency targets for electrical and gas corporations consistent with this goal and requires local publicly owned electric utilities to establish annual targets for energy efficiency savings and demand reduction consistent with this goal.

SB 350 also increases the amount of electricity generated and sold to retail customers per year from eligible renewable energy resources be increased to 50% by December 31, 2030, as provided. The bill would make other revisions to the RPS Program and to certain other requirements on public utilities and publicly owned electric utilities.

Additional information: Energy Commission business meeting agenda January 13, 2016, item 05 OIR-SB 350, http://www.energy.ca.gov/business_meetings/. Also see, http://www.cpuc.ca.gov/sb350/

Applicable Law: California Code of Regulations, Health and Safety Code Section 44258.5; Labor Code Section 25310 and 25943; Public Resources Code Sections 25302.2 and 25327; and Public Utilities Code 359, 399.4 et. seq., and 454.55 et. seq.

● Assembly Bill (AB) 2514 - Energy Storage Systems (Statutes of 2010) AB 2514 required the CPUC to determine targets for the procurement of viable, cost-effective energy storage systems by load-serving entities. The CPUC adopted the procurement targets in Decision 13-10-040, issued on October 17, 2013 (see the summary of Decision 13-10-040 in


http://www.cpuc.ca.gov/sb350/

the “Policies/Plans” section below).

Additional information:

http://www.cpuc.ca.gov/uploadedfiles/cpuc_public_website/content/about_us/annual_reports/smart_grid_annual_report_2016_final.pdf

Applicable Law: California Public Utilities Code §§ 2835 et. seq., and § 9620

http://leginfo.legislature.ca.gov/faces/billNavClient.xhtml?bill_id=200920100AB2514● Public Utilities Code Section 8360

This sets out the state’s policy to support the development of a smart grid.

Additional information:


Applicable Law: Public Utilities Code § 8360.

Policies/Plans

CPUC’s Order Instituting Rulemaking Regarding Policies, Procedures and Rules for Development of Distribution Resources Plans Pursuant to Public Utilities Code Section 769.(R. 14-08-013) (2013)

The purpose of this rulemaking is to establish policies, procedures, and rules to guide California IOUs in developing their Distributed Resource Plans. Under this rulemaking, “distributed resources” includes distributed renewable generation resources, energy efficiency, energy storage, electric vehicles, and demand response technologies.

Additional information: http://www.cpuc.ca.gov/general.aspx?id=5071

CPUC’s Alternative-Fueled Vehicle Programs, Tariffs, and Policies Order Instituting Rulemaking (R.13-11-007) (2013)

The AFV Rulemaking includes two policy focused tracks, including evaluation of the potential and value of vehicle-grid integration and the development of new alternative fuel vehicle tariffs in each of the three largest investor-owned utilities.

Additional information: http://www.cpuc.ca.gov/zev/

● CPUC Decision 13-10-040, “Decision Adopting Energy Storage Procurement Framework and Design Program” (2013)

The Decision establishes policies and mechanisms for energy storage procurement, as required by AB 2514 (described above). The IOU procurement target is 1,325 megawatts of energy storage by 2020, with installations required no later than the end of 2024.

Additional information: http://docs.cpuc.ca.gov/PublishedDocs/Published/G000/M079/K533/79533378.PDF

● CPUC’s Order Instituting Rulemaking Regarding Policies, Procedures and Rules for Development of Distribution Resources Plans Pursuant to Public Utilities Code Section 769.(R. 14-08-013) (2013)

This new code section requires the electrical corporations to file distribution resources plan proposals by July 1, 2015. According to the Code, these plan proposals will identify optimal locations for the deployment of distributed resources. It defines “distributed energy resources” as distributed renewable generation resources, energy efficiency, energy storage, electric


http://docs.cpuc.ca.gov/PublishedDocs/Published/G000/M079/K533/79533378.PDF

http://www.cpuc.ca.gov/zev/

http://www.cpuc.ca.gov/general.aspx?id=5071



http://leginfo.legislature.ca.gov/faces/billNavClient.xhtml?bill_id=200920100AB2514



vehicles, and demand response technologies.

Additional information: http://www.cpuc.ca.gov/PUC/energy/drp/

● Integrated Energy Policy Report (IEPR)California Public Resources Code Section 25302 requires the Energy Commission to release a biennial report that provides an overview of major energy trends and issues facing the state. The IEPR assesses and forecasts all aspects of energy industry supply, production, transportation, delivery, distribution, demand, and pricing. The Energy Commission uses these assessments and forecasts to develop energy policies.

Additional information: http://www.energy.ca.gov/energypolicy

Applicable Law: California Public Resources §§ 25300 et. seq.

● Executive Order B-16-2012Governor Brown’s Executive Order B-16-2012 establishes expectations for agencies to expedite the rapid commercialization of zero emission vehicles (ZEV). The order was issued on March 23, 2012, directing California to “encourage the development and success of zero emission vehicles to protect the environment, stimulate economic growth and improve the quality of life in the State.” The Governor’s Executive Order sets a long-term target of reaching 1.5 million ZEVs on California’s roadways by 2025.

Additional Information: https://www.gov.ca.gov/news.php?id=17472

● Governor Brown’s Tree Mortality State of Emergency Proclamation Governor Brown declared a state of emergency on October 30, 2015 on California’s tree mortality epidemic, building off of the Governor’s Drought Executive Order in April 2014. The Proclamation orders that all relevant state agencies protect public health and safety by undertaking efforts to remove dead or dying trees in high fire hazard zones that threaten power lines, roads, and other evacuation corridors, critical community infrastructure, and other existing structures. The Proclamation also orders that the Energy Commission prioritize grant funding from the Electric Program Investment Charge for woody biomass-to-energy technology development and deployment, consistent with direction from the California Public Utilities Commission, and to work with land managers to estimate biomass feedstock availability, locations, and volumes that may be available for use. In addition, the Proclamation orders that the Energy Commission work with bioenergy facilities that accept forest biomass from high hazard zones to identify potential funds to help offset higher feedstock costs.

Additional Information: https://www.gov.ca.gov/docs/10.30.15_Tree_Mortality_State_of_Emergency.pdf

AVAILABLE FUNDING AND HOW AWARD IS DETERMINED

1. A maximum of $3,800,000 is available for the contract resulting from this RFP, with a minimum contract funding amount of $3,300,000. Proposals must fall within this range. Funding will come from the 2015-2017 EPIC Triennial Investment Plan. This will be an hourly rate plus cost reimbursement contract. The award will be made to the responsible Bidder receiving the highest points. Note: Bidders must allocate $300,000 in the budget to costs related to the rental of venues, audio/visual equipment, staging supplies, and facility requirements. For some events, Energy Commission facilities and/or livestreaming equipment may be provided – however, bidders should bid on the assumption that the full amount allocated will be used. See section III, Budget Forms for detailed information on how to budget for venue/meeting costs.


2. Match Funding Requirement ● Match funding is not required for this solicitation. However, proposals that include

match funding will receive bonus points during scoring. See section III.G.“Match funds” include: (1) “cash in hand” funds; (2) equipment; (3) materials; (4) information technology services; (5) travel; (6) subcontractor costs; (7) contractor in-kind labor costs; and (8) “advanced practice” costs. Match funding sources include the prime contractor, subcontractors, and pilot testing/demonstration/deployment sites (e.g., test site staff services). “Match funds” do not include Energy Commission awards, future/contingent awards from other entities (public or private), or the cost or value of the project work site.

o “Cash in hand” funds means funds that are in the recipient’s possession and are reserved for the proposed project, meaning that they have not been committed for use or pledged as match for any other project. “Cash in hand” funds include funding awards earned or received from other agencies for the proposed technologies or study (but not for the identical work). As applicable, proof that the funds exist as cash is required at the project kick-off meeting.

o “Equipment” means an item with a unit cost of at least $5,000 and a useful life of at least one year. Purchasing equipment with match funding is encouraged because there are no disposition requirements at the end of the agreement for such equipment.

o “Materials” means tangible project items that cost less than $5,000 and have a useful life of less than one year.

o “Information Technology Services” means the design, development, proposal, implementation, support, and management of computer-based information systems directly related to the tasks in the Scope of Work. All information technology services in this area must comply with the electronic file format requirements in Subtask 1.1 (Products) of the Scope of Work.

o “Travel” means all travel required to complete the tasks identified in the Scope of Work. Travel includes in-state and out-of-state travel, and travel to conferences. Use of match funds for out-of-state travel and travel to conferences is encouraged.

o “Subcontractor Costs” means all costs incurred by subcontractors for the project, including labor and non-labor costs.

o “Contractor in-Kind Labor Costs” means contractor labor costs that are not charged to the Energy Commission.

o “Advanced Practice Costs” means costs not charged to the Energy Commission that represent the incremental cost difference between standard and advanced practices, measures, and products used to implement the proposed project. For example, if the cost of purchasing and/or installing insulation that meets the applicable building energy efficiency standard is $1/square foot and the cost of more advanced, energy efficient insulation is $3/square foot, the Recipient may count up to $2/square foot as match funds.

● Match funds may be spent only during the agreement term, either before or concurrently with EPIC funds. Match funds also must be reported in invoices submitted to the Energy Commission.

● All bidders providing match funds must submit commitment letters that: (1) identify the source(s) of the funds; (2) justify the dollar value claimed; (3) provide an unqualified (i.e., without reservation or limitation) commitment that guarantees the availability of the funds


for the project; and (4) provide a strategy for replacing the funds if they are significantly reduced or lost. Please see Attachment 9, Commitment and Support Letter Form.

3. Change in Funding Amount The Energy Commission reserves the right to:

● Increase or decrease the available funding and minimum/maximum award amounts described in this section.

● Allocate any additional funds to passing Proposals, in rank order.

● Reduce funding to an amount deemed appropriate if the budgeted funds do not provide full funding for agreements. In this event, the Contractor and Commission Agreement Manager will reach agreement on a reduced Scope of Work commensurate with available funding.

4. Retention The resulting contract from this RFP will be subject to a 10 percent retention. All equipment, materials and miscellaneous costs such as meeting costs, facility rental, equipment, and other costs for staging public events will not be included in calculating retention. Please see Section 10.f of the EPIC Contract Terms and Conditions for additional information about retention.

BIDDER REQUIREMENTS

1. Eligibility This solicitation is open to all public and private entities and individuals, except for publicly-owned electric utilities.

2. Terms and Conditions The contract resulting from this solicitation will include terms and conditions that set forth the contractor’s rights and responsibilities. By signing the Contractor Status Form (Attachment 1), each bidder agrees to enter into a contract with the Energy Commission to conduct the proposed project according to the terms and conditions that correspond to its organization, without negotiation: (1) University of California terms and conditions; (2) U.S. Department of Energy terms and conditions; or (3) standard terms and conditions. These three sets of EPIC terms and conditions are located at http://www.energy.ca.gov/contracts/pier.html#epicterms .

Failure to agree to the terms and conditions by taking actions such as failing to sign the Contractor Status Form or indicating that acceptance is based on modification of the terms will result in rejection of the proposal. Bidders must read the terms and conditions carefully. The Energy Commission reserves the right to modify the terms and conditions prior to executing contracts.


http://www.energy.ca.gov/contracts/pier.html#epicterms

3. California Secretary of State Registration

All corporations, limited liability companies (LLCs), limited partnerships (LPs) and limited liability partnerships (LLPs) that conduct intrastate business in California are required to be registered and in good standing with the California Secretary of State prior to its project being recommended for approval at an Energy Commission Business Meeting. If not currently registered with the California Secretary of State, applicants are encouraged to contact the Secretary of State’s Office as soon as possible to avoid potential delays in beginning the proposed project(s) (should the proposal be successful). For more information, contact the Secretary of State’s Office via its website at www.sos.ca.gov. Sole proprietors using a fictitious business name must be registered with the appropriate county and provide evidence of registration to the Energy Commission prior to their project being recommended for approval at an Energy Commission Business Meeting.

KEY ACTIVITIES AND DATES

Key activities including dates and times for this RFP and for agreements resulting from this RFP are presented below. An addendum will be released if the dates change for the items that appear in bold.

ACTIVITY DATE TIMERFP Release September 25, 2018

September 18, 2018Pre-Bid Conference October 10, 2018 10:00 a.m.

Deadline for Written Questions October 12, 2018 5:00 p.m.

Anticipated Distribution ofQuestions and Answers

October 22, 2018November 6, 2018

Deadline to Submit Proposals November 2, 2018November 16, 2018

5:00 p.m.

Notice of Proposed Award Week of November 26, 2018Week of January 7, 2019

Commission Business Meeting January 9, 2019April 10, 2019

Contract Start Date February 2019May 2019

Contract Termination Date March 31, 2022


PRE-BID CONFERENCE

There will be a Pre-Bid Conference; participation in this meeting is optional but encouraged.To confirm the date and time, please call (916) 654-4381 or refer to the Energy Commission's website at www.energy.ca.gov/contracts/index.html.

October 10, 201810:00 a.m.

California Energy Commission Charles Imbrecht Room (formerly Hearing Room B)

1516 9th Street Sacramento, CA 95814

Telephone: (916)654-4381

Participation through WebExYou may participate in this meeting through WebEx, the Energy Commission's online meeting service. Presentations will appear on your computer screen, and you may listen to audio via your computer or telephone. Please be aware that the meeting may be recorded.

To join a meeting: VIA COMPUTER: Go to https://energy.webex.com and enter the unique meeting number:927 433 287. When prompted, enter your name; no password is required.

The “Join Conference” menu will offer you a choice of audio connections:

1. To call into the meeting: Select "I will call in" and follow the on-screen directions. 2. International Attendees: Click on the "Global call-in number" link. 3. To have WebEx call you: Enter your phone number and click "Call Me.”4. To listen over the computer: If you have a broadband connection, and a headset or a

computer microphone and speakers, you may use VolP (Internet audio) by going to the Audio menu, clicking on “Use Computer Headset,” then “Call Using Computer.”

VIA TELEPHONE ONLY (no visual presentation): Call 1-866-469-3239 (toll-free in the U.S. and Canada). When prompted, enter the unique meeting number: 927 433 287. International callers may select their number from https://energy.webex.com/energy/globalcallin.php.

VIA MOBILE ACCESS: Access to WebEx meetings is now available from your mobile device. To download an app, go to www.webex.com/overview/mobile-meetings.html.

If you have difficulty joining the meeting, please call the WebEx Technical Support number at1-866-229-3239.

QUESTIONS

During the RFP process, questions of clarification about this RFP must be directed to the Contracts Officer listed in the following section. Bidders may ask questions at the Pre-Bid Conference, and may submit written questions via mail, electronic mail, and by fax. However, all questions must be received by 5:00 pm on the date stated in the schedule.

A question and answer document will be e-mailed to all parties who attended the Pre-Application Workshop and provided their contact information on the sign-in sheet. The questions and answers will also be posted on the Commission’s website at: http://www.energy.ca.gov/contracts/index.html.

Any verbal communication with a Commission employee concerning this RFP is not binding on


the State and shall in no way alter a specification, term, or condition of the RFP. Therefore, all communication should be directed in writing to the Energy Commission’s Contract Officer assigned to the RFP.

CONTACT INFORMATION

Doug Harvey, Contracts OfficerCalifornia Energy Commission

1516 Ninth Street, MS-18Sacramento, California 95814

Telephone: (916) 654-4747 FAX: (916) 654-4423E-mail: [email protected]

RESPONSES TO THIS RFPResponses to this solicitation shall be in the form of an Administrative, Technical and Cost Proposal according to the format described in this RFP. The Administrative response shall include all required administrative documents. The Technical Proposal shall document the Bidder’s approach, experience, qualifications, and project organization to perform the tasks described in the Scope of Work, and the Cost Proposal shall detail the Bidder’s budget to perform such tasks.

REFERENCE DOCUMENTS

Bidders responding to this RFP may wish to familiarize themselves with the following relevant documents:

● California Energy Commission Electric Program Investment Charge SymposiumAnnual Energy Commission EPIC Symposiumhttp://www.energy.ca.gov/research/epic/documents/

● California Energy Commission Proposed 2018-2020 Triennial Investment PlanCalifornia Energy Commission 2018-2020 EPIC Investment Planhttp://docketpublic.energy.ca.gov/PublicDocuments/17-EPIC-01/TN217347_20170428T145448_The_Electric_Program_Investment_Charge_Proposed_20182020_Trienn.pdf

● ARPA-e Energy Innovation SummitU.S. Department of Energy, Advanced Research Projects Agency – Energy (ARPA-e), Energy Innovation Summit http://www.arpae-summit.com/

● Behavior, Energy, & Climate Change ConferenceThe Behavior, Energy, & Climate Change Conference brings together a range of academics, practitioners, and policymakers from a variety of fields engaged in energy and climate efforts in order to provide the latest and most relevant behavioral research, best practices, and methodologies. http://beccconference.org/

● California ISO Stakeholder SymposiumEnergy executives, policymakers and the ISO Board of Governors gather for this annual


mailto:[email protected]

event to talk about major energy issues in the West that affect the planning and operation of the transmission grid and market. This event takes place in an informal setting that promotes idea exchanges in a friendly and relaxed atmosphere.

http://www.caiso.com/informed/Pages/MeetingsEvents/StakeholderSymposium/Default.aspx

Refer to the link below for information about past research projects and activities:

http://www.energy.ca.gov/research/


II. Scope of Work and Deliverables

ABOUT THIS SECTION

This section describes the contract scope of work, deliverables and due dates under the direction of the Energy Commission Agreement Manager (CAM).

FORMAT/REPORTING REQUIREMENTS

Deliverables/ReportsWhen creating reports, the Contractor shall use and follow, unless otherwise instructed in writing by the Commission Agreement Manager, the latest version of the Consultant Reports Style Manual published on the Energy Commission's website:http://www.energy.ca.gov/contracts/consultant_reports/index.html

Each final deliverable shall be delivered as one original, reproducible, 8 ½” by 11”, camera-ready master in black ink. Illustrations and graphs shall be sized to fit an 8 ½” by 11” page and readable if printed in black and white.

Electronic File Format The Contractor shall deliver an electronic copy (CD ROM or memory stick or as otherwise specified by the CAM) of the full text in a compatible version of Microsoft Word (.doc).

The following describes the accepted formats of electronic data and documents provided to the Energy Commission as contract deliverables and establishes the computer platforms, operating systems and software versions that will be required to review and approve all software deliverables.

● Data sets shall be in Microsoft (MS) Access or MS Excel file format.● PC-based text documents shall be in MS Word file format. ● Documents intended for public distribution shall be in PDF file format, with the native file

format provided as well. ● Project management documents shall be in MS Project file format.

Software Application DevelopmentIf this scope of work includes any software application development, including but not limited to databases, websites, models, or modeling tools, contractor shall utilize the following standard Application Architecture components in compatible versions:

Microsoft ASP.NET framework (version 3.5 and up) Recommend 4.0 Microsoft Internet Information Services (IIS), (version 6 and up) Recommend 7.5 Visual Studio.NET (version 2008 and up) Recommend 2010 C# Programming Language with Presentation (UI), Business Object and Data Layers SQL (Structured Query Language) Microsoft SQL Server 2008, Stored Procedures Recommend 2008 R2 Microsoft SQL Reporting Services Recommend 2008 R2 XML (external interfaces)

Any exceptions to the Software Application Development requirements above must be approved in writing by the Energy Commission Information Technology Services Branch.


The upgraded Energy Innovation Showcase will be accessed through a hyperlink on the energy.ca.gov website and must comply with the State’s web policy and hosting provisions found at https://webtools.ca.gov.

The Energy Innovation Showcase must be hosted at a Tier III or equivalent data center, as designated by the California Department of Technology. Any non-state hosting sites, including cloud services, must be approved in writing by CDT and coordinated through the Energy Commission Information Technology Services Branch.

BACKGROUND/PROBLEM STATEMENT

Public funding for energy innovation plays a critical role in accelerating the development and adoption of new, clean energy technologies. A major factor is that the results from publicly-funded research and development project are made publicly available. Technology transfer activities are needed to ensure that these publicly-available results are effectively disseminated to energy stakeholders - including investors, technology developers, customers, local governments and policymakers – that can act upon these results to accelerate commercialization of new energy technologies.

“Technology transfer” can be described as transferring technology from an original source to a wider distribution among more people and places. Often it occurs by concerted effort to share skills, knowledge or technologies among governments or universities and other institutions to ensure that scientific and technological developments are accessible to a wider range of users who can then further develop and exploit the technology into new products, processes, applications, materials, or services.

These technology transfer activities facilitate shared learning that leads to the development of collaborative solutions to complex energy and climate issues. Shared learning can encourage research replication and further innovation throughout the state, supporting the integration of clean energy technologies at local, utility, and state levels. Successful technology transfer activities require both expertise in the energy sector as well as a proficiency in developing web materials and conducting forums to bring the right stakeholders and experts together. Furthermore, CPUC Decision 12-05-037 requires the four EPIC administrators (the Energy Commission, Pacific Gas and Electric Co., San Diego Gas and Electric Co., and Southern California Edison Co.) to consult with interested stakeholders no less than twice a year. CPUC Decision 15-04-020 requires one of these two annual workshops to be an Electric Program Investment Charge Innovation Symposium (EPIC Symposium) intended to achieve the following: share progress, results, and future plans; improve coordination and understanding among administrators, parties, and the CPUC; raise awareness and visibility of EPIC investments; and promote program transparency.

GOAL AND OBJECTIVES OF THE AGREEMENT The goal of this RFP is to increase the impact of the EPIC Program by ensuring information on EPIC-funded projects is effectively disseminated and communicated to stakeholders, industry leaders, and the general public.

The objectives of this RFP are to:

●Develop and implement a digital technology transfer strategy for EPIC, including redesigning and increasing the functionality of the Energy Commission-owned Energy Innovation Showcase website to improve its effectiveness and usefulness as a technology transfer tool.


https://webtools.ca.gov/

●Conduct nine high profile forums discussing key topics affecting the electricity sector. These forums will provide opportunities to:

o Discuss innovative solutions for technology development and costs and barriers to implementing technology advancements.

o Identify opportunities for the EPIC program to make an impact and overcome issues related to achieving California’s energy goals.

o Share results of topical research projects.

●Plan, produce, and manage the annual EPIC Symposium in 2020 and 2021. The symposium will:

o Showcase EPIC-funded projects to connect research and technologies to investors, customers, local governments, policymakers, and other stakeholders capable of transferring the results into market and policy actions.

o Share and disseminate key findings, results, and lessons learned from EPIC-funded projects to raise awareness of those investments and promote EPIC program transparency.

o Encourage broad and diverse participation from underrepresented groups – including DVBEs and minority-, women-, and LGBT-owned businesses - in the EPIC Program.

o Coordinate the symposium with the three investor owned utilities EPIC administrators and the Energy Commission.

Table 1 - Task List

Task # Task Name1 Contract Agreement Management2 Digital Technology Transfer Strategy for EPIC3 Plan, Produce, and Manage Nine Forums Across California 4 Plan, Produce, and Manage Two EPIC Symposiums


Table 2 – Expected Level of Effort During Contract Term

Task # Task Name Level of Effort

(in hours)

Expected General Classifications byWork Type

1 Contract Agreement Management

1,500 Project manager, administrator, administrative assistant, accountant

2 Digital Technology Transfer Strategy for EPIC

9,000 Web designer, writer, editor, graphic designer, copywriter, administrative coordinator

3 Plan, Produce, and Manage Nine Forums Across California

10,000 Project coordinator, project assistant, program manager, policy manager, policy director, technical content advisor, logistics coordinator, event coordinator, livestream operator, graphic designer

4 Plan, Produce, and Manage Two EPIC Symposiums

13,000 Project coordinator, project assistant, program manager, policy manager, policy director, technical content advisor, logistics coordinator, event coordinator, digital editor, livestream operator, graphic designer, videographer

Task 1- Contract Agreement ManagementThe Contractor shall manage a team capable of undertaking all work assignments identified in this Scope of Work.

All project work performed by the Contractor team shall be directed by and coordinated with the CAM. Work performed by the Contractor or its subcontractors beyond the term end date of the contract will not be reimbursed for payment.

Task 1.1 Procedure for Submitting Deliverables to the CAMThe goal of this subtask is to establish the requirements for submitting project deliverables (e.g. reports summaries, presentation materials). Unless otherwise specified by the Commission Agreement Manager, the Contractor must provide deliverables as required below by the dates listed in the Schedule of Deliverables. Deliverables that require a draft version are indicated by marking “(draft and final)” after the deliverable name in the “Deliverables” section of the task/subtask. If “(draft and final)” does not appear after the deliverable name, only a final version of the deliverable is required. With respect to due dates within this Scope of Work, “days” means working days.


The Contractor shall: For deliverables that require a draft version, including the Final Report Outline and Final Report

Submit all draft deliverables to the CAM for review and comment in accordance with the Schedule of Deliverables. The CAM will provide written comments to the Contractor on the draft deliverable within 15 days of receipt, unless otherwise specified in the task/subtask for which the deliverable is required.

Consider incorporating all CAM comments into the final product. If the Recipient disagrees with any comment, provide a written response explaining why the comment was not incorporated into the final deliverable.

Submit the revised deliverable with responses and comments within 10 days of notice by the CAM, unless the CAM specifies a longer time period, or approves a request for additional time.

For deliverables that require a final version only

Submit the deliverable to the CAM for acceptance. The CAM may request minor revisions or explanations prior to acceptance.

For all deliverables

Submit all data and documents required as deliverables in accordance with the following:

Instructions for Submitting Electronic Files and Developing Software:

oElectronic File Format

Submit all data and documents required as deliverables under this Agreement in an electronic file format that is fully editable and compatible with the Energy Commission’s software and Microsoft (MS)-operating computing platforms, or with any other format approved by the CAM. Deliver an electronic copy of the full text of any Agreement data and documents in a format specified by the CAM, such as memory stick or CD-ROM.

The following describes the accepted formats for electronic data and documents provided to the Energy Commission as deliverables under this Agreement, and establishes the software versions that will be required to review and approve all software deliverables:

Data sets will be in MS Access or MS Excel file format (version 2007 or later), or any other format approved by the CAM.

Text documents will be in MS Word file format, version 2007 or later.

Documents intended for public distribution will be in PDF file format.

The Contractor must also provide the native Microsoft file format.

Project management documents will be in Microsoft Project file format, version 2007 or later.

oSoftware Application Development

Use the following standard Application Architecture components in compatible versions for any software application development required by this Agreement (e.g., databases, models, modeling tools), unless the CAM approves other software applications such as open source programs:

Microsoft ASP.NET framework (version 3.5 and up). Recommend 4.0.


Microsoft Internet Information Services (IIS), (version 6 and up)

Recommend 7.5.

Visual Studio.NET (version 2008 and up). Recommend 2010.

C# Programming Language with Presentation (UI), Business Object

and Data Layers.

SQL (Structured Query Language).

Microsoft SQL Server 2008, Stored Procedures. Recommend 2008 R2.

Microsoft SQL Reporting Services. Recommend 2008 R2.

XML (external interfaces).

Any exceptions to the Electronic File Format requirements above must be approved in writing by the CAM. The CAM will consult with the Energy Commission’s Information Technology Services Branch to determine whether the exceptions are allowable.

The upgraded Energy Innovation Showcase will be accessed through a hyperlink on the energy.ca.gov website and must comply with the State’s web policy and hosting provisions found at https://webtools.ca.gov.

The Energy Innovation Showcase must be hosted at a Tier III or equivalent data center, as designated by the California Department of Technology. Any non-state hosting sites, including cloud services, must be approved in writing by CDT and coordinated through the Energy Commission Information Technology Services Branch.

Task 1.2 Kick-off MeetingThe goal of this subtask is to establish the lines of communication and procedures for implementing this Agreement. The meeting will be held in Sacramento, CA and the CAM will designate the specific location, or via WebEx or teleconference. The administrative and technical aspects of this Agreement will be discussed at the meeting.

The administrative portion of the meeting will include discussion of the following:

Terms and conditions of the Agreement; Administrative deliverables; Project meetings and briefings; Match fund documentation (if applicable); Permit documentation (if applicable); Subcontracts; and Any other relevant topics.

The technical portion of the meeting will include discussion of the following:

The CAM’s expectations for accomplishing tasks described in the Scope of Work; An updated Project Schedule; Technical deliverables; Progress reports and invoices; Final Report; Technical Advisory Committee meetings; and Any other relevant topics.

The Contractor shall:


https://webtools.ca.gov/

Attend a “kick-off” meeting with the CAM, the Commission Agreement Officer (CAO), and a representative of the Accounting Office. The Contractor shall include its Project Manager, Contracts Administrator, Accounting Officer, and others designated by the CAM in this meeting. The administrative and technical aspects of the Agreement will be discussed at this meeting.

Provide a List of Match Funds, as applicable.

If necessary, prepare an updated Schedule of Deliverables based on the decisions made in the kick-off meeting.

The CAM shall: Arrange the meeting including scheduling the date and time.

Provide an agenda to all potential meeting participants prior to the kick-off meeting.

Deliverables: An Updated Schedule of Deliverables (if applicable)

A List of Match Funds (if applicable)

Task 1.3 Monthly InvoicesThe goal of this subtask is to ensure that invoices contain all required information and are submitted in the appropriate format.


Prepare monthly invoices for all reimbursable expenses incurred performing work under this Agreement in compliance with the Exhibit B of the Terms and Conditions of the Agreement and in the format provided by the CAM. In addition, each invoice must document and verify:

o Energy Commission funds received by California-based entitieso Energy Commission funds spent in California (if applicable)o Match fund expenditures (if applicable)

Invoices shall be submitted monthly together with progress reports. Invoices must be submitted to the Energy Commission’s Accounting Office.

Deliverables: Monthly Invoices

Task 1.4 Monthly Progress ReportsThe goal of this subtask is to periodically verify that satisfactory and continued progress is made towards achieving the objectives of this Agreement.

The Contractor shall: Prepare progress reports that summarize all Agreement activities conducted by the

Contractor and any subcontractors for the preceding month, including an assessment of the ability to complete the Agreement within the current budget and any anticipated cost overruns. Each progress report is due within 15 calendar days after the end of the reporting period. The CAM will provide the format for the progress reports.


Deliverables:

Monthly Progress Reports

Task 1.5 Manage SubcontractorsThe goal of this subtask is to ensure quality products, to enforce subcontractor Agreement provisions, and in the event of failure of the subcontractor to satisfactorily perform services, recommend solutions to resolve the problem.

The Contractor shall: Manage and coordinate subcontractor activities. The Contractor is responsible for the

quality of all subcontractor work and the Energy Commission will assign all work to the Contractor. If the Contractor decides to add new subcontractors, they shall 1) comply with the Terms and Conditions of the Agreement, and 2) notify the CAM who will follow the Energy Commission’s process for adding or replacing subcontractors.

Task 1.6 Project Meetings and BriefingsThe goal of this subtask is to determine whether any modifications must be made to the tasks, products, schedule, or budget. Project meetings provide the opportunity for frank discussions between the Energy Commission and the Contractor. As determined by the CAM, discussions may include project status, challenges, successes, findings, project goals and benefits, recommendations, and final report preparation. Participants will include the CAM and the Contractor, and may include the Commission Agreement Officer (CAO) and any other individuals selected by the CAM to provide support to the Energy Commission.

The Contractor shall: Attend or participate in program support and project-related meetings or discussions in

person or via WebEx or conference call, as requested by the CAM.

Respond to e-mails or other written communication requests regarding project management status and issues, as requested by the CAM.

Prepare meeting notes for each formal meeting that: (1) discusses the progress of the Agreement toward achieving its goals and objectives; and (2) includes recommendations and conclusions regarding continued work on the project, as requested by the CAM.

Submit the meeting notes to the CAM for review and approval.

Deliverables: Responses to written requests on project status.

Meeting notes for each formal meeting.

Task 1.7 Final ReportThe goal of this subtask is to prepare a written Final Report that incorporates a comprehensive description of the project and approach, and presents detailed findings and results of the work completed under this Agreement. It must also include a summary of the overall technology transfer approach, analysis of the effectiveness of methods and metrics used, and identification of challenges encountered and lessons learned. The Final Report shall be prepared in language easily understood by the public or layperson with a limited technical background.

The Final Report must be completed before the termination date of the Agreement in accordance with the Schedule of Deliverables.


The Final Report shall be a public document. If the Contractor’s work on part of this project has obtained confidential status from the Energy Commission and will be preparing both a public and a confidential version of the Final Report, the Contractor shall perform the following subtasks for both the public and confidential versions of the Final Report. When creating the Final Report, the Recipient must use a Style Manual provided by the CAM.

Task 1.7.1 Final Report Outline The Contractor shall:

Prepare and submit a draft outline of the Final Report.

Submit the draft outline of the Final Report to the CAM for review and approval. The CAM will provide written comments to the Contractor on the draft outline. The Contractor shall review the comments and discuss any concerns regarding the recommended changes with the CAM.

Prepare and submit the final outline of the Final Report, incorporating the CAM’s comments.

Deliverables: Outline of the Final Report (Draft and Final)

Task 1.7.2 Final Report The Contractor shall:

Prepare the draft Final Report for this Agreement in accordance with the approved final report outline.

Submit the draft Final Report for review and comment. The CAM will provide written comments to the Contractor. The Contractor shall review the comments and discuss any issues with the recommended changes with the CAM.

Prepare and submit the Final Report, incorporating CAM comments.

Deliverables: Final Report (Draft and Final)

Task 1.8 Final Meeting The goal of this subtask is to discuss closeout of this Agreement and review the project. The meeting will be held in Sacramento, CA and the CAM will designate the specific location, or via WebEx or teleconference. The administrative and technical aspects of Contract closeout will be discussed at the meeting.

The Contractor shall: Meet with Energy Commission staff prior to the term end-date of this Contract. This

meeting will be attended by the Contractor Project Manager and the CAM. The CAM will determine any additional appropriate meeting participants. Present findings, conclusions, and recommended next steps (if any) for the Agreement, based on the information included in the Final Report.

Prepare a written document of meeting agreements and unresolved activities.

Prepare a schedule for completing the closeout activities for this Agreement, based on determinations made during the meeting.

Provide ALL Draft and Final written deliverables provided under this Contract on a CD-ROM or USB memory stick, organized by the tasks in the Contract.


Deliverables: Written documentation of meeting agreements.

Schedule for completing closeout activities.

CD-ROM or USB memory stick containing ALL draft and final written deliverables provided under this Contract, organized by task.

Task 1.9 Match Funds (If applicable)The goal of this subtask is to ensure that the Contractor obtains any match funds planned for this Contract and applies them to the Contract during the Contract term.

While the costs to obtain and document match funds are not reimbursable under this Contract, the Contractor may spend match funds for this task. The Contractor may only spend match funds during the Contract term, either concurrently or prior to the use of Energy Commission funds. Match funds must be identified in writing, and the Contractor must obtain any associated commitments before incurring any costs for which the Contractor will request reimbursement.

The Contractor shall: If match funds were a part of the proposal that led to the Energy Commission awarding this

Contract, prepare a Match Funds Status Letter that documents the match funds committed to this Contract and includes: o A list of the match funds that identifies:

− The amount of cash match funds, their source(s) (including a contact name, address, and telephone number), and the task(s) to which the match funds will be applied.

− The amount of each in-kind contribution, a description of the contribution type (e.g., property, services), the documented market or book value, the source (including a contact name, address, and telephone number), and the task(s) to which the match funds will be applied. If the in-kind contribution is equipment or other tangible or real property, the Contractor must identify its owner and provide a contact name, address, telephone number, and the address where the property is located.

o A copy of a letter of commitment from an authorized representative of each source of match funding that the funds or contributions have been secured.

At the Kick-off meeting, discuss match funds and the impact on the project if they are significantly reduced or not obtained as committed. If applicable, match funds will be included as a line item in the progress reports and will be a topic at project meetings and briefings.

Provide a Supplemental Match Funds Notification Letter to the CAM if receipt of additional match funds is obtained.

Provide a Match Funds Reduction Notification Letter to the CAM if existing match funds are reduced during the course of the Contractor. Reduction of match funds may trigger a project meeting.

Deliverables: Match Funds Status Letter

Supplemental Match Funds Notification Letter (if applicable)

Match Funds Reduction Notification Letter (if applicable)

Task 1.10 Technical Advisory Committee


The goal of this subtask is to develop a Technical Advisory Committee (TAC).For purposes of this contract, the TAC will provide input into the symposiums and forums, including suggested speakers and topics; use their networks and communication channels to promote the events and to help ensure information is effectively communicated to key audiences. The contractor, CAM, and TAC members participate in TAC meetings. Typically, TAC meetings run between 1-3 hours. It is expected there can be as many as one meeting per quarter, resulting in up to 12 hours per year. TAC meetings are typically held in addition to coordination meetings with the CAM.

Contractors are responsible for proposing a list of TAC members for the CAM’s review and approval. Additionally, the contractor will: (1) invite potential TAC members to participate in the TAC, (2) finalize the list of members, and (3) coordinate with the CAM to schedule and plan the TAC meetings, including all logistics.

The Contractor shall: Prepare a List of Potential TAC Members for CAM review and approval. Invite potential TAC members to join the committee. Finalize the List of TAC Members for CAM review and approval. Coordinate with the CAM to schedule and plan TAC meetings.

Deliverables: List of Potential TAC Members List of TAC Members

Task 1.10.1 Technical Advisory Committee meetingsThe goal of this subtask is for the TAC to provide strategic guidance for the project by participating in regular meetings, which may be held via teleconference.

The Contractor shall: Discuss the TAC meeting schedule with the CAM at the Kick-Off meeting. Determine the

number and location of meetings (in-person and via teleconference) in consultation with the CAM.

Prepare a TAC Meeting Schedule that will be presented to the TAC members during recruiting. Revise the schedule after the first TAC meeting to incorporate meeting comments.

Prepare a TAC Meeting Agenda and TAC Meeting Back-up Materials for each TAC meeting.

Organize and lead TAC meetings in accordance with the TAC Meeting Schedule. Changes to the schedule must be pre-approved in writing by the CAM.

Prepare TAC Meeting Summaries that include any recommended resolutions of major TAC issues.

Deliverables: TAC Meeting Schedule (draft and final). TAC Meeting Agendas (draft and final). TAC Meeting Back-up Materials. TAC Meeting Summaries.

Technical Tasks 2-4

For all applicable deliverables under these tasks, the CAM will work with the Energy Commission’s Media and Public Communications Office and the Energy Commission Webmaster to ensure that contractor deliverables align with the Energy Commission’s


communication guidelines and strategies.

Deliverables that require a draft version are indicated by marking “(draft and final)” after the deliverable name in the “Deliverables” section of the task or subtask. If “(draft and final)” does not appear after the deliverable name, only a final version of the deliverable is required.

Note: Deliverables, including videos, graphics, computer animations, screenshots, emails, web analytics, web portal, web content are considered “Intellectual Property” pursuant to Exhibit D, paragraph 25 and are owned by the Energy Commission.

Task 2 Digital Technology Transfer Strategy for EPIC

The goal of this task is to develop and implement a digital technology transfer strategy to effectively communicate the results and benefits of EPIC-funded projects to potential technology adopters as well as to broader stakeholder groups. Technology transfer activities are needed to ensure that these publicly available results are effectively disseminated to energy stakeholders - including other researchers, investors, technology developers, customers, local governments and policymakers – that can act upon these results to accelerate commercialization of new energy technologies.

The digital technology transfer strategy shall include the following: A web platform that serves as the central hub for technology transfer materials

developed through this contract. A portal that enables EPIC recipients to electronically submit upcoming events, media

materials, and news articles related to EPIC research projects to be published through the various digital technology transfer mediums.

The ability to curate and push content to users based on their preferences and areas of interest, such as technology topic and geographic location.

The Energy Commission-owned Energy Innovation Showcase website (hereafter referred to as the “Showcase,” at http://innovation.energy.ca.gov ) will serve as the central hub. The Contractor will work with the CAM to revamp the Showcase as part of the overall digital technology transfer strategy. The CAM will work with the Energy Commission Webmaster to ensure all changes meet the Energy Commission’s guidelines. The Energy Commission will define, direct, and approve the contents and overall look and feel of the Showcase.

The Showcase will include at a minimum:

Technology topic-based content (e.g. microgrids, demand response, advanced energy communities) that includes:

o Overview of technology topic, including showing how the technology topic fits into the larger picture of potential adopter markets and missions.

o Identification of challenges/barriers in each area.o Visualization strategies, such as interactive infographics, schematics, and/or

computer animations that are beyond the expertise of the Energy Commission’s in-house staff to create. Creation of these infographics requires technical knowledge of electricity infrastructure design as well as energy technology systems (e.g. heat pumps, anaerobic digesters, battery storage) and the key components that make up these technology systems. Graphics should provide general information accessible to non-experts as well as more specific and technical details.


http://innovation.energy.ca.gov/

Example: An interactive graphic of an electric heat pump system with the ability for the user to “drill down” from a system overview into specific technology components such as the heat exchanger and identify EPIC projects to advance heat exchanger performance.

o Portfolios of related EPIC research projects, highlighting the impacts and important takeaways from each set of projects, and how the projects are addressing the challenges and barriers in each area.

o A “news feed” of curated and regularly updated links relevant to each technology topic. These links should include the most timely and important news items, articles, resources, and events in each technology topic.

Information on events conducted under this contract, including but not limited to:o Event information, location, topics, nearby accommodations, etc.o Speaker biographieso Agendaso A place to register attendees for EPIC forums and symposiums conducted under

this contract. o Functionality for visitors to indicate interest in an event and follow it to receive

email alerts when there are updates.o Media content from previous topics and forums conducted under this contract.

A searchable, online project database function for users to find Energy Commission EPIC research projects by category and other means, similar to the current functionality of the existing Energy Innovation Showcase. Upgrades will include, but are not limited to:

o Interface to display media items for each project that have been uploaded in the Energy Commission project database and submitted through the EPIC recipient portal and approved (photos, off-site articles, project websites, etc.)

o Ability for visitors to indicate interest in a project and follow it to receive email alerts when there are updates.

o Improved search functionality with various intuitive methods for browsing EPIC research projects (e.g. topic, region, recently updated, featured in upcoming or recent events).

Task 2.1 Design and Implementation of Digital Technology Transfer StrategyThe goal of this subtask is to design and conduct the initial implementation of the digital technology transfer strategy.


Develop and submit a draft Digital Technology Transfer Strategy, to be reviewed by the CAM, which includes but is not limited to:

o Identification of target stakeholder groups, o Planned methods to drive engagement including Search Engine Optimization, o Identification of outbound channels and strategies to effectively distribute curated

content,o 4-6 proposed topics to feature in topic-based content pages on the Showcase.

Develop and submit final Digital Technology Transfer Strategy, addressing comments and edits from the CAM.

Develop and submit a draft Email Content Update Template, to be reviewed by CAM, showing how content update alert emails will display for visitors who have subscribed to updates on a particular technology topic, project, or event.


Develop and submit a final Email Content Update Template, addressing comments and edits from the CAM.

Develop and submit a draft Overview of EPIC Recipient Portal Specifications, to be reviewed by CAM, including at a minimum:

o Ability for Energy Commission EPIC grant recipients to electronically submit events, media materials including photo attachments, and news articles.

o Login functionality so only approved users can submit events, links, and attachments.

o Approach and portal functionality for ensuring submitted items are reviewed and approved by the Energy Commission prior to publishing on the Showcase.

o Identification of suggested methods of integration between EPIC Recipient Portal, the Energy Commission’s project database, and the Showcase website to streamline and improve update process.

Develop and submit a final Overview of EPIC Recipient Portal Specifications, addressing comments and edits from the CAM.

Create and submit a Test EPIC Recipient Portal, for the CAM to conduct quality assurance and user testing.

Submit Test EPIC Recipient Portal Access Instructions and Screenshots to the CAM for review and comment.

Deploy the Live EPIC Recipient Portal after approval from the CAM. Submit Live EPIC Recipient Portal Access Instructions and Screenshots to the CAM. Work with the CAM to manage the web hosting details for the upgraded Energy

Innovation Showcase.o The upgraded Showcase must be hosted in a Tier III data center as designated

by the California Department of Technology and will be accessed through a hyperlink on the energy.ca.gov website. The upgraded Showcase must comply with the State’s web policy and hosting provisions, including using the latest version of the CA.gov state website template and complying with Section 508 and WCAG 2.0 web accessibility standards, found at https://webtools.ca.gov.

Develop and submit a draft Wireframe of the Upgraded Energy Innovation Showcase to the CAM for review and comment.

Incorporate comments and edits from the CAM into final Wireframe of the Upgraded Energy Innovation Showcase.

Develop and submit draft Featured Graphics for Technology Topic Pages (one per technology topic approved in Digital Technology Transfer Strategy, for a total of 4-6 Topic Pages) to the CAM for review and comment. Graphics may be an infographic, computer animation, or interactive diagram, with the option for the Contractor to propose alternative types of featured graphics (subject to approval from CAM). Creation of these infographics requires technical knowledge of electricity infrastructure design as well as energy technology systems (e.g. heat pumps, anaerobic digesters, battery storage) and the key components that make up these technology systems. Graphics should provide general information accessible to non-experts as well as more specific and technical details.

Example: An interactive graphic of an electric heat pump system with the ability for the user to “drill down” from a system overview into specific technology components such as the heat exchanger and identify EPIC projects to advance heat exchanger performance.

Develop and submit final Featured Graphics for Technology Topic Pages, incorporating comments and edits from the CAM.

Develop and submit draft Screenshots of Final Design with Initial Content for the Upgraded Energy Innovation Showcase, providing screenshots to the CAM for review and comment.


Incorporate the comments and edits from the CAM and submit final Screenshots of Final Design with Initial Content for the Upgraded Energy Innovation Showcase.

Create a Staging Environment of the upgraded Energy Innovation Showcase for the CAM to conduct quality assurance and user testing, including testing functionality, data integrity, and compliance with State of California website design, usability, and accessibility standards.

Submit Instructions on Accessing Staging Environment to the CAM. Perform function, integration, performance, and security testing on the upgraded Energy

Innovation Showcase; track, fix, and retest all discovered issues with CAM approval prior to going live.

Deploy the “go-live” public version of the Upgraded Energy Innovation Showcase Website into the production environment when approved, and submit Screenshots of Deployed Upgraded Energy Innovation Showcase Website to the CAM.

Deliverables:

Digital Technology Transfer Strategy (draft and final) Email Content Update Template (draft and final) Overview of EPIC Recipient Portal Specifications (draft and final) Test EPIC Recipient Portal Access Instructions and Screenshots Live EPIC Recipient Portal Access Instructions and Screenshots Wireframe of the Upgraded Energy Innovation Showcase (draft and final). Featured Graphics for Technology Topic Pages (draft and final) Screenshots of Final Design with Initial Content for the Upgraded Energy Innovation

Showcase (draft and final). Instructions on Accessing Staging Environment Screenshots of Deployed Upgraded Energy Innovation Showcase Website

Task 2.2 Updates and Management of Digital Technology Transfer StrategyThe goal of this subtask is to establish the schedule and process for managing and updating the digital technology transfer strategy during the contract term. These updates will include incorporating EPIC project updates provided by the CAM, maintaining information about upcoming and past EPIC forums and symposiums developed under this contract, and regular updates to the technology topic content sections of the Showcase to keep the curated content of links to news, tools, and resources up-to-date and engaging.

The Contractor shall: Update the Energy Innovation Showcase to keep content links current. Submit draft Screenshots of Monthly Updates to the Showcase to the CAM for review

and comment at least once per month while the upgraded Showcase is deployed. Prepare and submit final Screenshots of Monthly Updates to the Showcase, addressing

CAM input, for approval to post. Push content updates to stakeholders through channels identified in Digital Technology

Transfer Strategy developed in subtask 2.1. Provide Monthly Emails Sent Report, including but not limited to recipients, message

contents, and analytics such as open and click-through rates.o Only recipient email addresses and contact information from new contact

lists developed under this agreement will be included in this report.


Provide Monthly Web Analytics Report when the upgraded Showcase is active, summarizing the past month’s traffic to the Showcase and identifying any Search Engine Optimization adjustments made.

Deliverables Screenshots of Monthly Updates to the Showcase (draft and final). Monthly Emails Sent Reports Monthly Web Analytics Reports

Task 2.3 Knowledge Transfer of Digital Technology Transfer StrategyThe goal of this subtask is to transfer management of the Digital Technology Transfer Strategy, including but not limited to the Energy Innovation Showcase, EPIC Recipient Portal, email marketing campaigns, and web analytics, to the Energy Commission at the end of the contract term by conducting in-person training sessions and providing a training handbook. For the Showcase, the training sessions and the handbook should include information on the overall website design, how to use and build upon the navigation and file structure, how to use and modify website templates to build new pages and ensure website continuity, and how to report and resolve web server hosting issues.

The Contractor shall: Provide two in-person knowledge transfer sessions with Energy Commission staff.

o If the CAM determines that additional sessions are needed, additional sessions may be web-based.

Develop and submit a Training Handbook documenting knowledge transfer. Relinquish all control and management of the Digital Technology Transfer Strategy,

including the Showcase, EPIC Recipient Portal, email marketing campaigns, and web analytics, to the Energy Commission at the end of the contract term.

Deliverables Training Handbook

Task 3 Plan, Produce, and Manage Nine Forums across CaliforniaThe goal of this task is to plan, produce, and manage three (3) public forums annually, from 2019 to 2021 (nine total), on key topics affecting California’s electricity sector in IOU service territories. The dates for 2019 have not yet been scheduled; the first forum for 2019 is expected to take place in spring 2019. The due dates for event planning deliverables for the 2019 forums are flexible based on the actual start date of the contract; the CAM will work with the contractor to identify adjusted timelines for these early deliverables.

Examples of forum topics include but are not limited to:

Energy efficiency opportunities in California’s existing commercial and multi-family buildings. Development of zero-net energy buildings in disadvantaged communities. Saving water and energy to increase California’s drought resiliency. Preferred resource flexibility needs to support and integrate 50 percent renewable energy by

2030. Energy storage targets. Strategies to commercialize microgrids.

These one-day gatherings are expected to attract around 200-300 attendees each and should


focus on a specific topic or set of topics that have regional relevance. Applicants are encouraged to propose potential forum topics as part of their proposal to demonstrate their knowledge of California’s clean energy sector. Each forum will provide opportunities for grantees, stakeholders, non-profit organizations, and others to discuss innovative solutions for technology development and costs and barriers to implementing technology advancements, , to learn about how EPIC research projects are contributing to achieve California’s clean energy goals, and to discuss how to affect adoption rates of successful technologies.

Forums will be held at various locations throughout the state. These forums do not need to be held in different IOU service territories; however they should be strategically located throughout California to encourage broad and diverse participation, including participation by members of disadvantaged communities.

The Contractor shall develop and oversee these events to promote EPIC research projects and programs. Technology transfer activities should be the major component of these events, with an emphasis on bringing impactful clean energy technologies to potential adopters. The contractor shall work with the TAC and other technical experts to identify and propose scope, themes, topics and speakers for each event.

Note: All equipment, materials and miscellaneous costs such as meeting costs, facility rental, equipment, and other costs for staging public events will not be included in calculating retention. Please see Section 10.f of the EPIC Contract Terms and Conditions for additional information about retention.

Task 3.1 Pre-Event ManagementThe goal of this subtask is to identify and prepare all details and logistics in advance of each forum event. When preparing lists of topics, bidders should leverage technology, marketing, and policy experts to identify priority items for discussion. The elements of this subtask are critical to the successful administration of public events.

The Contractor shall:For each forum:

Submit a draft List of Forum Topics (5-7 per forum) to the CAM for consideration. Prepare a final List of Forum Topics addressing comments and edits from the CAM. Submit a draft List of Potential Forum Venues and Dates (3-5 per forum) to the CAM for

consideration. Prepare a final List of Potential Forum Venues and Dates addressing comments and

edits from the CAM and identifying the selected venue and date. Submit a draft List of Forum Keynote Speakers (5-7 per forum) to the CAM for

consideration. Prepare a final List of Forum Keynote Speakers addressing comments and edits from

the CAM. Submit a draft List of Forum Panel Topics with Speakers to the CAM for consideration. Prepare a final List of Forum Panel Topics with Speakers addressing comments and

edits from the CAM. Submit a draft List of Forum Moderator Discussion Questions (7-10 per panel) to the

CAM for consideration. Prepare a final List of Forum Moderator Discussion Questions addressing comments

and edits from the CAM. After CAM authorization, confirm and book speakers and panelists. After CAM authorization, develop and manage attendee registration with online platform

(e.g., Eventbrite).


Participate in weekly conference calls with the CAM during forum planning, summarizing in minutes of forum planning conference calls.

Conduct walkthroughs of at least 3 potential forum venues. Secure venue, including but not limited to arrangement and execution of rental

agreements with venues, contracts with A/V technology vendors, and Internet service companies, and verification of web conferencing and/or livestreaming capability, after consultation with and approval from the CAM, and provide copies of executed rental and other agreements with forum vendors to the CAM.

o Note on A/V equipment: If it is more economical to purchase equipment once rather than rent for each event, it is preferred that equipment be purchased. If equipment is purchased, the Energy Commission owns the equipment pursuant to Exhibit D, paragraph 17 and the contractor shall deliver the equipment to the Energy Commission at the end of the contract term.

When Energy Commission-owned livestreaming equipment is available, the contractor shall use the Energy Commission equipment rather than renting.

o Note on livestreaming capability: contractor should assume livestreaming equipment and operations will be for general session panels only, and will not be used in additional breakout session rooms.

Deliverables:For each forum:

List of Forum Topics (draft and final). List of Potential Forum Venues and Dates (draft and final). List of Forum Keynote Speakers (draft and final). List of Forum Panel Topics with Speakers (draft and final). List of Forum Moderator Discussion Questions (draft and final). Minutes of forum planning conference calls. Copies of executed rental and other agreements with forum vendors.

Task 3.2 Pre-Event MaterialsThe goal of this subtask is to identify and prepare the necessary material needed in advance of each forum event. The elements of this subtask are considered the framework for building a successful public event.


Prepare a draft Forum Agenda, for CAM review.o Plan the overall structure and format of events.o Research technical program content for the forum.o Organize networking opportunities for entrepreneurs, investors, and

stakeholders. Prepare a final Forum Agenda addressing comments and edits from the CAM. Design a draft Forum “Save the Date” Announcement for CAM review. CAM will share

with Energy Commission Media and Public Communications Office; Contractor shall incorporate any additional comments and edits.

Prepare a final Forum “Save the Date” Announcement addressing comments and edits from the CAM.

Design draft Forum Invitation to be sent via email to potential attendees, for CAM review. CAM will share with Energy Commission Media and Public Communications Office; Contractor shall incorporate any additional comments and edits.

Prepare final Forum Invitation addressing comments and edits from the CAM.


Write a draft Forum Marketing Plan to promote each forum, for CAM review and comment. CAM will share with Energy Commission Media and Public Communications Office; Contractor shall incorporate any additional comments and edits.

The marketing plan shall include, but not be limited to:o Fact sheets about program speakers, panel topics, and venue.o Ideas to leverage publicity and increase attendance.o Identification of target stakeholder groups for each forum, with strategies to drive

engagement and participation. Prepare a final Forum Marketing Plan addressing comments and edits from the CAM. Design and produce draft Forum Program for CAM review. CAM will share with Energy

Commission Media and Public Communications Office; Contractor shall incorporate any additional comments and edits.

Prepare final Forum Program addressing comments and edits from the CAM. Write draft Forum Guidelines for Speakers and Panel Moderators for CAM review that

includes instructions on how to moderate a panel for efficient use of time. Prepare final Forum Guidelines for Speakers and Panel Moderators addressing

comments and edits from the CAM. Conduct a phone call with speakers, panel moderators, and CAM to review event

details, schedule, and guidelines. Draft Forum Survey Questions for feedback from attendees after the forum, for CAM

review. Prepare final Forum Survey Questions addressing comments and edits from the CAM.


Forum Agenda (draft and final). Forum “Save the Date” Announcement (draft and final). Forum Invitation (draft and final). Forum Marketing Plan (draft and final). Forum Program (draft and final). Forum Guidelines for Speakers and Panel Moderators (draft and final). Forum Survey Questions (draft and final).

Task 3.3 Pre-Event OutreachThe goal of this subtask is to identify and prepare the necessary steps needed in advance of each forum event. This subtask is critical to developing diverse and broad forum attendance.


Submit a draft List of Forum Outreach Contacts to the CAM indicating proposed contacts toward which outreach efforts will be made.

o Only recipient email addresses and contact information from new contact lists developed under this agreement will be included in this list.

Prepare a final List of Forum Outreach Contacts addressing comments, edits, and suggested additions from the CAM.

Conduct outreach to EPIC grantees, utility groups, local community groups, and state agencies, and summarize outreach in Monthly Report on Forum Outreach Efforts.

Conduct outreach efforts to underrepresented organizations (DVBEs; women-, LGBT-, and minority-owned businesses; and disadvantaged communities), and summarize outreach in Monthly Report on Forum Outreach Efforts.

Develop a Forum Networking Event in conjunction with forum.


Send email to promote attendance at the Forum Networking Event, after CAM approval of recipients, and manage responses.

Submit a List of RSVPs for Forum Networking Event. Include Networking Event information within the Forum Invitation email. Submit a draft List of Attendees Receiving the Forum “Save the Date” Announcement for

CAM review and feedback. Submit a final List of Attendees Receiving the Forum “Save the Date” Announcement,

incorporating suggestions from the CAM. Submit a draft List of Attendees Receiving the Forum Invitation for CAM review and

feedback. Submit a final List of Attendees Receiving the Forum Invitation, incorporating

suggestions from the CAM. Send out a “Save the Date” Announcement and Forum Invitation via e-mail, after CAM

approval of recipients, and manage responses.


List of Forum Outreach Contacts (draft and final) Monthly Report on Forum Outreach Efforts. List of Attendees Receiving Forum “Save the Date” Announcement (draft and final) List of Attendees Receiving Forum Invitation (draft and final) List of RSVPs for Forum Networking Event.

Task 3.4 Day of Event ActivitiesThe goal of this subtask is to identify and execute day-of event activities for each forum event.


Set up and test audio/visual and video streaming equipment. Produce a high-quality, live streaming video broadcast using web-based software for

remote attendees. Submit a Final List of Registered Forum Attendees, based on online registrations, to the

CAM. Conduct on-site registration. Check in all pre-registered attendees. Manage networking opportunities for entrepreneurs, investors, and stakeholders. Maintain and troubleshoot audio/visual equipment onsite. Serve as liaison and coordinator with venue personnel. Tear down equipment and clean up facility at end of event.


Final List of Registered Forum Attendees.

Task 3.5 Post-Event ManagementThe goal of this subtask is to identify the steps necessary to assess and evaluate each forum event.


Provide a List of Forum Attendees (both online and in-person attendees).


Submit the Forum Video broadcast recording on an external storage device. Write a draft Summary of Forum Panel Discussions, Speaker Presentations, and

Highlights for CAM review. Prepare a final Summary of Forum Panel Discussions, Speaker Presentations, and

Highlights addressing comments and edits from the CAM. Send out Forum Survey Questions electronically. Compile Forum Survey Results and submit to the CAM. Prepare a Handbook of Materials used to produce each forum.


List of Forum Attendees. Forum Video broadcast recording on an external storage device. Summary of Forum Panel Discussions, Speaker Presentations, and Highlights (draft and

final). Forum Survey Results. Handbook of Materials used to produce each forum.

Task 4 Plan, Produce, and Manage Two EPIC SymposiumsThe goal of this task is to plan, produce, and manage one annual EPIC Symposium for the years 2020 and 2021 (two total). The EPIC Symposium 1) showcases EPIC-funded research, development, demonstration, and deployment efforts and technologies; 2) facilitates greater communication, collaboration, and information sharing among stakeholders working to advance energy technologies and strategies that benefit California’s IOU electric ratepayers; and 3) builds awareness of the Energy Commission’s investments in innovation.

The symposiums are one-day events expected to attract around 700-1000 attendees each. Each symposium will have an AM and PM session with multiple concurrent sessions/tracks focusing on a variety of topics. The selected facility for each symposium should be able to accommodate three concurrent sessions, as well as provide floor space for exhibits and networking.

For each symposium, the contractor may propose locations and dates outside of the timeframe suggested in this Agreement. However, Energy Commission staff has identified a number of benefits to holding symposiums in Sacramento during the February-April timeframe. The contractor will work with the CAM to determine the appropriate location and date for each event.

Technology transfer activities should be the major component of the symposiums, with an emphasis on bringing impactful clean energy technologies to potential adopters. The contractor shall work with the TAC and other technical experts to identify and propose scope, themes, topics and speakers for each symposium.

Note: All equipment, materials and miscellaneous costs such as meeting costs, facility rental, equipment, and other costs for staging public events will not be included in calculating retention. Please see Section 10.f of the EPIC Contract Terms and Conditions for additional information about retention.

Task 4.1 Pre-Event ManagementThe goal of this subtask is to identify and take the necessary steps to hold successful EPIC Symposiums.


The Contractor shall:For each Symposium:

Prepare a draft List of Potential Symposium Venues and Dates (3-5 per symposium) for CAM review.

Submit a final List of Potential Symposium Venues and Dates addressing comments and edits from the CAM and identifying the selected venue and date.

Submit a draft List of Symposium Topics and Tracks (5-7 topics with 3-5 potential tracks each) to the CAM for consideration.

Submit a final List of Symposium Topics and Tracks addressing comments and edits from the CAM.

Submit a draft List of Symposium Keynote Speakers (5-7 per symposium) for CAM review. Keynote speakers should be nationally recognized thought leaders in clean energy transformation, who can offer a unique perspective on the future of clean energy development.

Prepare a final List of Symposium Keynote Speakers addressing comments and edits from the CAM.

Submit a draft List of Symposium Panel Topics with Speakers (8-10 per symposium) to the CAM for review. Typical panels include a mix of researchers, technology adopters, and policy makers.

Prepare a final List of Symposium Panel Topics with Speakers addressing comments and edits from the CAM.

Submit a draft List of Symposium Moderator Discussion Questions (7-10 per panel) to the CAM for consideration.

Prepare a final List of Symposium Moderator Discussion Questions addressing comments and edits from the CAM.

Participate in weekly conference calls with the CAM during symposium planning, summarizing in minutes of symposium planning conference calls.

Conduct walkthroughs of potential symposium venues. Secure venue, including but not limited to execution of rental agreements with venues,

contracts with A/V technology vendors, and Internet service companies, and verification of web conferencing and/or livestreaming capability, after consultation with the CAM, and provide copies of executed rental and other agreements with symposium vendors.

o Note on A/V equipment: If it is more economical to purchase equipment once rather than rent for each event, it is preferred that equipment be purchased. If equipment is purchased, the Energy Commission owns the equipment pursuant to Exhibit D, paragraph 17 and the contractor shall deliver ownership of the equipment to the Energy Commission at the end of the contract term.

When Energy Commission-owned livestreaming equipment is available, the contractor shall use the Energy Commission equipment rather than renting.

o Note on livestreaming capability: contractor should assume livestreaming equipment and operations will be for general session panels only, and will not be used in additional breakout session rooms.

After CAM authorization, confirm and book speakers and panelists. After CAM authorization, develop and manage attendee registration with online platform

(e.g., Eventbrite).

Deliverables:For each Symposium:

List of Potential Symposium Venues and Dates (draft and final).


List of Symposium Topics and Tracks (draft and final). List of Symposium Keynote Speakers (draft and final). List of Symposium Panel Topics with Speakers (draft and final). List of Symposium Moderator Discussion Questions (draft and final). Minutes of symposium planning conference calls. Copies of executed rental and other agreements with symposium vendors.

Task 4.2 Pre-Event MaterialsThe goal of this subtask is to identify and prepare the necessary material needed in advance of each symposium.


Write a draft Symposium Marketing Plan to promote the symposium. CAM will share with Energy Commission Media and Public Communications Office; Contractor shall incorporate any additional comments and edits.The marketing plan shall include, but not be limited to:

o Fact Sheets about program speakers, panel topics, and venue.o List of ideas to leverage publicity and increase attendance.o Identification of target stakeholder groups, with strategies to drive engagement

and participation. Prepare a final Symposium Marketing Plan addressing comments and edits from the

CAM. Design and produce draft Symposium Programs. Prepare final Symposium Programs addressing comments and edits from the CAM. Write draft Symposium Guidelines for Speakers and Panel Moderators that include

instructions on how to moderate a panel for efficient use of time. Prepare final Symposium Guidelines for Speakers and Panel Moderators addressing

comments and edits from the CAM. Conduct a phone call with speakers, panel moderators, and CAM to review event

details, schedule, and guidelines. Draft Symposium Survey Questions for feedback from attendees after the symposium. Prepare final Symposium Survey Questions addressing comments and edits from the

CAM. Prepare a draft Symposium Agenda.

o Plan the overall structure and format of event.o Research technical program content for the symposium.o Organize networking opportunities for entrepreneurs, investors, and

stakeholders. Prepare a final Symposium Agenda addressing comments and edits from the CAM. Design a draft Symposium “Save the Date” Announcement. CAM will share with Energy

Commission Media and Public Communications Office; Contractor shall incorporate any additional comments and edits.

Prepare a final Symposium “Save the Date” Announcement addressing comments and edits from the CAM.

Design draft Symposium Invitation to be sent via email to attendees. CAM will share with Energy Commission Media and Public Communications Office; Contractor shall incorporate any additional comments and edits.

Prepare final Symposium Invitation addressing comments and edits from the CAM. Design and test a draft (beta) version of an Interactive Online Agenda compatible with

both iOS and Android operating systems for symposium attendees.


The online agenda will enable the user to access information on, but shall not be limited to:

o EPIC symposium agendao Speakers’ bioso Exhibitor informationo Direct links to social media (Twitter, Facebook, Instagram)o FAQso EPIC symposium survey

Submit a draft Outline of Features and Functionalities of Interactive Online Agenda to the CAM for review, with access to the online agenda for testing. CAM will share with Energy Commission Webmaster; Contractor shall incorporate any additional comments and edits. Agenda must be live at least 1 month prior to each symposium.

Submit a final Outline of Features and Functionalities of Interactive Online Agenda addressing comments and feedback from the CAM.

Prepare and deploy a final version of the Interactive Online Agenda incorporating comments and edits from the CAM.


Symposium Marketing Plan (draft and final). Symposium Programs (draft and final). Symposium Guidelines for Speakers and Panel Moderators (draft and final). Symposium Survey Questions (draft and final). Symposium Agenda (draft and final). Outline of Features and Functionalities of Interactive Online Agenda (draft and final). Symposium “Save the Date” Announcement (draft and final). Symposium Invitation (draft and final).

Task 4.3 Pre-Event OutreachThe goal of this subtask is to identify and prepare the necessary steps needed in advance of each EPIC symposium. This subtask is critical to developing a diverse and broad attendance.


Submit a draft List of Symposium Outreach Contacts to the CAM indicating proposed contacts toward which outreach efforts will be made.

o Only recipient email addresses and contact information from new contact lists developed under this agreement will be included in this list.

Prepare a final List of Symposium Outreach Contacts addressing comments, edits, and suggested additions from the CAM.

Conduct outreach to EPIC grantees, utility groups, local community groups, and state agencies, and summarize outreach in Monthly Report on Symposium Outreach Efforts.

Conduct outreach efforts to reach underrepresented organizations (DVBEs; women-, LGBT-, and minority-owned businesses; and disadvantaged communities), and summarize outreach in Monthly Report on Symposium Outreach Efforts.

Produce a Monthly Report on Symposium Outreach Efforts for review by the CAM. Draft, for CAM review, a Call for Proposals email invitation for EPIC grantees to

participate in a poster session to share energy research findings.


Prepare a final Call for Proposals email invitation incorporating feedback from CAM. Prepare and submit a draft List of EPIC Research Project Contacts identifying the

contact person to which the Call for Proposals email will be sent, and listing the related EPIC project numbers and titles.

Prepare a final List of EPIC Research Project Contacts, addressing comments and edits from the CAM.

After CAM authorization, send the Call for Proposals email to EPIC grantees and manage responses.

Develop a draft List of Selected Poster Session Projects grouped by theme for the CAM to review, including information describing how projects were selected.

Prepare a final List of Selected Poster Session Projects grouped by theme for CAM approval, and notify selected projects when approved.

Develop a Symposium Networking Event in conjunction with symposium. Send email to promote attendance at the Symposium Networking Event, after CAM

approval of recipients, and manage responses. Submit a List of RSVPs for Symposium Networking Event. Include Networking Event information within the Symposium Invitation email. Submit a draft List of Attendees Receiving the Symposium “Save the Date”

Announcement for CAM review and feedback. Submit a final List of Attendees Receiving the Symposium “Save the Date”

Announcement, incorporating suggestions from the CAM. Submit a draft List of Attendees Receiving the Symposium Invitation for CAM review and

feedback. Submit a final List of Attendees Receiving the Symposium Invitation, incorporating

suggestions from the CAM. Send out a Symposium “Save the Date” Announcement and Symposium Invitation via e-

mail, after CAM approval of recipients, and manage responses.


List of Symposium Outreach Contacts (draft and final) Monthly Report on Symposium Outreach Efforts. Call for Proposals email (draft and final). List of EPIC Research Project Contacts (draft and final). List of Selected Poster Session Projects (draft and final). List of Attendees Receiving Symposium “Save the Date” Announcement (draft and final) List of Attendees Receiving Symposium Invitation (draft and final) List of RSVPs for Symposium Networking Event.

Task 4.4 Day of Event ActivitiesThe goal of this subtask is to identify and execute day-of event activities for each symposium.


Set up and test audio/visual and video streaming equipment. Produce a high-quality, live streaming video broadcast of the symposium general

session panels, using web-based software for remote attendees. Submit a Final List of Registered Symposium Attendees, based on online registrations,

to the CAM. Conduct on-site registration. Manage networking opportunities for entrepreneurs, investors, and stakeholders. Maintain and troubleshoot audio/visual equipment onsite as needed.


Serve as liaison and coordinator with venue personnel. Tear down equipment and clean up facility at end of event.


Final List of Registered Symposium Attendees.

Task 4.5 Post-Event ManagementThe goal of this subtask is to identify the steps necessary to assess and evaluate each symposium. An online survey will be used to provide feedback to the event organizers.


Provide a List of Symposium Attendees (both online and in-person attendees). Produce a draft Promotional Symposium Video (electronic file) (2-4 minutes) highlighting

the symposium with post-production elements (music, graphics, and titles) for CAM review. CAM will share with Energy Commission Media and Public Communications Office for review; Contractor shall incorporate any additional comments and edits.

Produce a final Promotional Symposium Video (electronic file) (2-4 minutes) highlighting the symposium with post-production elements (music, graphics, titles) addressing comments and edits from the CAM and Energy Commission Media and Public Communications Office.

Provide the CAM with the complete Symposium General Session Video Broadcast recording on an external storage device.

Write a draft Summary of Symposium Panel Discussions, Speaker Presentations, and Highlights for CAM review.

Prepare a final Summary of Symposium Panel Discussions, Speaker Presentations, and Highlights addressing comments and edits from the CAM.

Send out Symposium Survey Questions electronically. Compile Symposium Survey Results and submit to the CAM. Prepare a Handbook of Materials used to produce the Symposium.


List of Symposium Attendees. Promotional Symposium Video (electronic file) (draft and final). Symposium General Session Video Broadcast recording on an external storage device. Summary of Symposium Panel Discussions, Speaker Presentations, and Highlights

(draft and final). Symposium Survey Results. Handbook of Materials used to produce the Symposium.


Schedule of Deliverables and Due Dates

Task Deliverable Due Date1 Agreement Management

1.2 Updated Schedule of Deliverables (if

applicable) 1 week following the Kick-off meeting

1.2 List of Match Funds (if applicable) At the Kick-off meeting

1.3 Monthly Invoices Monthly with Progress Reports

1.4 Monthly Progress Reports Monthly with Invoices

1.6 Responses to written requests on project

status As requested by the CAM

1.6 Meeting notes As requested by the CAM

1.7.1 Draft Outline of the Final Report Final Outline of the Final Report

6 months prior to contract end-date 2 days following receipt of CAM

approval

1.7.2 Draft Final Report Final Report

4 months prior to contract end-date 2 months prior to contract end-date

1.8

Schedule for completing closeout activities

Written documentation of meeting agreements

CD-ROM or USB memory stick containing ALL draft and final written deliverables provided under this contract, organized by task

8 months prior to contract end-date 6 months prior to contract end-date 2 months prior to contract end-date

1.9

Match Funds Status Letter Supplemental Match Funds Notification

Letter (if applicable) Match Funds Reduction Notification

Letter (if applicable)

At the Kick-off meeting Within 2 days of receiving notification

of additional funds being matched or being reduced (as applicable)

1.10 List of Potential TAC Members List of TAC Members

As requested by the CAM

1.10.1

Draft TAC Meeting Schedule Final TAC Meeting Schedule Draft TAC Meeting Agendas Final TAC Meeting Agendas TAC Meeting Back-up Materials TAC Meeting Summaries

As requested by the CAM



2.1

Draft Digital Technology Transfer Strategy

Final Digital Technology Transfer Strategy

2 months after Kick-off meeting 1 month after CAM feedback

received

2.1 Draft Email Content Update Template Final Email Content Update Template

6 months after Kick-off meeting 2 weeks after CAM feedback

received

2.1

Draft Overview of EPIC Recipient Portal Specifications

Final Overview of EPIC Recipient Portal Specifications

Test EPIC Recipient Portal Access Instructions and Screenshots (test portal must be live by this date)

Live EPIC Recipient Portal Access Instructions and Screenshots


received 1 month after CAM approves

Overview Within 1 week of CAM approval of

deployment

2.1

Draft Wireframe of the Upgraded Energy Innovation Showcase

Final Wireframe of the Upgraded Energy Innovation Showcase


received

2.1

Draft Featured Graphics for Technology Topic Pages

Final Featured Graphics for Technology Topic Pages

2 months after Kick-off meeting 1 month after CAM feedback

received

2.1

Draft Screenshots of Final Design with Initial Content for the Upgraded Energy Innovation Showcase

Final Screenshots of Final Design with Initial Content for the Upgraded Energy Innovation Showcase

Instructions on Accessing Staging Environment (staging environment must be live by this date)

Screenshots of Deployed Upgraded Energy Innovation Showcase Website


received 2 weeks after CAM approval of Final

Design with Initial Content Within 1 week of CAM approval of

deployment

2.2

Draft Screenshots of Monthly Updates to the Showcase

Final Screenshots of Monthly Updates to the Showcase

Monthly 1 week after CAM feedback received

2.2 Monthly Emails Sent Reports Monthly Web Analytics Reports

Monthly

2.3 Training Handbook 6 months prior to contract end-date


3 Plan, Produce, and Manage Nine Forums across California


3.1 Draft List of Forum Topics Final List of Forum Topics

1 month after Kick-off meeting 2 weeks after CAM feedback

received

3.1

Draft List of Potential Forum Venues and Dates

Final List of Potential Forum Venues and Dates

8 months prior to each forum 6 months prior to each forum

3.1 Draft List of Forum Keynote Speakers Final List of Forum Keynote Speakers


3.1

Draft List of Forum Panel Topics with Speakers

Final List of Forum Panel Topics with Speakers


3.1

Draft List of Forum Moderator Discussion Questions

Final List of Forum Moderator Discussion Questions

2 months prior to each forum 1 month prior to each forum

3.1 Minutes of forum planning conference

calls Monthly

3.1 Copies of executed rental and other

agreements with forum vendors 4 months prior to each forum

3.2 Draft Forum Agenda Final Forum Agenda


3.2 Draft "Save the Date" Announcement Final "Save the Date" Announcement


3.2 Draft Forum Invitation Final Forum Invitation


3.2 Draft Forum Marketing Plan Final Forum Marketing Plan


3.2 Draft Forum Program Final Forum Program


3.2

Draft Forum Guidelines for Speakers and Panel Moderators

Final Forum Guidelines for Speakers and Panel Moderators


3.2 Draft Forum Survey Questions Final Forum Survey Questions


3.3 Draft List of Forum Outreach Contacts Final List of Forum Outreach Contacts


3.3 Monthly Report on Forum Outreach

Efforts Monthly

3.3 Draft List of Attendees Receiving Forum 3 months prior to each forum


"Save the Date" Announcement Final List of Attendees Receiving Forum

“Save the Date” Announcement

1 week after CAM feedback received

3.3

List of Attendees Receiving Forum Invitation

Final List of Attendees Receiving Forum Invitation

2 months prior to each forum 1 week after CAM feedback received

3.3 List of RSVPs for Forum Networking

Event 1 week prior to each forum

3.4 Final List of Registered Forum Attendees Day of forum

3.5 List of Forum Attendees 1 month after each forum

3.5 Forum Video broadcast recording on an

external storage device 1 month after each forum

3.5

Draft Summary of Forum Panel Discussions, Speaker Presentations, and Highlights

Final Summary of Forum Panel Discussions, Speaker Presentations, and Highlights

1 month after each forum 2 months after each forum

3.5 Forum Survey Results 1 month after each forum

3.5 Handbook of Materials used to produce

each forum 2 months after each forum


4.1

Draft List of Potential Symposium Venues and Dates

Final List of Potential Symposium Venues and Dates

8 months prior to each symposium 6 months prior to each symposium

4.1

Draft List of Symposium Topics and Tracks

Final List of Symposium Topics and Tracks


4.1

Draft List of Symposium Keynote Speakers

Final List of Symposium Keynote Speakers


4.1

Draft List of Symposium Panel Topics with Speakers

Final List of Symposium Panel Topics with Speakers


4.1

Draft List of Symposium Moderator Discussion Questions

Final List of Symposium Moderator Discussion Questions

2 months prior to each symposium 1 month prior to each symposium


4.1 Minutes of symposium planning

conference calls Monthly

4.1 Copies of executed rental and other

agreements with symposium vendors 4 months prior to each symposium

4.2 Draft Symposium Marketing Plan Final Symposium Marketing Plan


4.2 Draft Symposium Agenda Final Symposium Agenda


4.2

Draft Outline of Features and Functionalities of Interactive Online Agenda

Final Outline of Features and Functionalities of Interactive Online Agenda


4.2

Draft Symposium "Save the Date" Announcement

Final Symposium "Save the Date" Announcement


4.2 Draft Symposium Invitation Final Symposium Invitation


4.2 Draft Symposium Marketing Plan Final Symposium Marketing Plan


4.2 Draft Symposium Programs Final Symposium Programs


4.2

Draft Symposium Guidelines for Speakers and Panel Moderators

Final Symposium Guidelines for Speakers and Panel Moderators


4.2 Draft Symposium Survey Questions Final Symposium Survey Questions


4.3

Draft List of Symposium Outreach Contacts

Final List of Symposium Outreach Contacts


4.3 Monthly Report on Symposium Outreach

Efforts Monthly

4.3 Draft Call for Proposals email Final Call for Proposals email


4.3

Draft List of EPIC Research Project Contacts

Final List of EPIC Research Project Contacts



4.3

Draft List of Selected Poster Session Projects

Final List of Selected Poster Session Projects


4.3

Draft List of Attendees Receiving "Save the Date" Announcement

Final List of Attendees Receiving “Save the Date” Announcement

3 months prior to each symposium 1 week after CAM feedback received

4.3

Draft List of Attendees Receiving Symposium Invitation

Final List of Attendees Receiving Symposium Invitation

2 months prior to each symposium 1 week after CAM feedback received

4.3 List of RSVPs for Symposium Networking

Event 1 week prior to each symposium

4.4 Final List of Registered Symposium

Attendees Day of symposium

4.5 List of Symposium Attendees 1 month after each symposium

4.5 Draft Promotional Symposium Video Final Promotional Symposium Video

1 month after each symposium 3 months after each symposium

4.5 Symposium General Session Video

Broadcast recording on an external storage device

1 month after each symposium

4.5

Draft Summary of Symposium Panel Discussions, Speaker Presentations, and Highlights

Final Summary of Symposium Panel Discussions, Speaker Presentations, and Highlights

1 month after each symposium 2 months after each symposium

4.5 Symposium Survey Results 1 month after each symposium

4.5 Handbook of Materials used to produce

each Symposium 2 months after each symposium

III. Proposal Format, Required Documents, and Delivery

ABOUT THIS SECTION

This section contains the format requirements and instructions on how to submit a proposal. The format is prescribed to assist the Bidder in meeting State bidding requirements and to enable the Commission to evaluate each proposal uniformly and fairly. Bidders must follow all Proposal format instructions, answer all questions, and supply all requested data.


REQUIRED FORMAT FOR A PROPOSAL

All proposals submitted under this RFP must be typed or printed using: a standard 11-point font, single-spaced and a blank line between paragraphs. Pages must be numbered and sections titled and printed back-to-back. Spiral or comb binding is preferred and tabs are encouraged. Binders are discouraged.

NUMBER OF COPIES

Bidders must submit the original and five (5) copies of the proposal.

Bidders must also submit electronic files of the proposal on USB memory stick along with the paper submittal. Only one USB memory stick is needed. Electronic files must be in Microsoft Word 2007 (.doc format) and Excel Office Suite formats. Completed Budget Forms, Attachment 7, must be in Excel format. Electronic files submitted via e-mail will not be accepted.

PACKAGING AND LABELING

The original and copies of the proposal must be labeled "Request for Proposal 18-802 and include the title of the proposal and the appropriate section number.

Include the following label information and deliver your proposal, in a sealed package:

Person’s Name, Phone #Bidder’s NameStreet AddressCity, State, Zip CodeFAX #

RFP-18-802

Contracts Office, MS-18California Energy Commission1516 Ninth Street, 1st FloorSacramento, CA 95814

PREFERRED METHOD FOR DELIVERY

A Bidder may deliver a proposal by:

● U. S. Mail● In person● Courier service

Proposals must be delivered no later than 5:00 p.m., to the Energy Commission Contracts Office during normal business hours and prior to the date and time specified in this RFP. In accordance with Public Contract Code 10344, proposals received after the specified date and time are considered late and will not be accepted. There are no exceptions to this law. Postmarked dates of mailing, e-mail and facsimile (FAX) transmissions are not acceptable in whole or in part, under any circumstances.

ORGANIZE YOUR PROPOSAL AS FOLLOWS

SECTION 1, Administrative Response


Cover LetterTable of ContentsContractor Status Form Attachment 1Darfur Contracting Act Form Attachment 2Small Business Certification If applicableCompleted Disabled Veteran Business Enterprise form Attachment 3Bidder Declaration form GSPD-05-105 Attachment 4Contractor Certification Clauses Attachment 5TACPA Forms If applicableIran Contracting Act Form Attachment 10CA Civil Rights Laws Certification Attachment 11

SECTION 2, Technical and Cost Proposal

Technical ApproachOrganizational StructureRelevant Experience and Qualifications Labor Hours by Personnel and TaskClient References Attachment 6Previous Work Products Budget FormsCommitment and Support Letters

Attachment 7. See also I below.Attachment 9

Expected Level of EffortTable 2 provides an estimate of the expected level of effort the Contractor should anticipate committing to each task based on the expertise needed, complexity of each task, and the time required to complete all deliverables. The table identifies the total hours that will be expected of the Contractor and the general classifications expected for each task. All bidders must adhere to the total hours identified per task when preparing their proposals.

In their Proposal, each bidder shall provide a breakdown by task, listing their proposed classifications that will work on that task, and how proposed staff will use the indicated number of hours in table 2.


Table 2 – Expected Level of Effort During Contract Term

Task # Task Name Level of Effort

(in hours)

Expected General Classifications byWork Type

1 Contract Agreement Management

1,500 Project manager, administrator, administrative assistant, accountant


9,000 Web designer, writer, editor, graphic designer, copywriter, administrative coordinator

3 Plan, Produce, and Manage Nine Forums Across California

10,000 Project coordinator, project assistant, program manager, policy manager, policy director, technical content advisor, logistics coordinator, event coordinator, livestream operator, graphic designer


13,000 Project coordinator, project assistant, program manager, policy manager, policy director, technical content advisor, logistics coordinator, event coordinator, digital editor, livestream operator, graphic designer, videographer

Below is a description of each required section of the proposal:

A. Technical ApproachDescribe the Bidder’s technique, approach and methods that will be used to provide services listed in the Scope of Work, highlighting any outstanding features, qualifications and experience. Explain how the tasks will be executed or coordinated with various participants and team members and discuss factors critical for success, risks, barriers, and limitations, as well as a plan to overcome them.

The bidder should submit a short narrative outlining the goals and objectives of this project and describe the technique, unique approach and special methods to be employed to achieve results for the tasks identified under the Scope of Work.

Technical approach will be assessed based on the applicant’s descriptions of:

1. Improving the functionality, aesthetics, and usability of the Commission-owned Energy Innovation Showcase website.

2. Maintaining and updating content on the Energy Innovation Showcase.

3. Organizing successful efforts to bring stakeholders of a specific industry together for forums and other relevant events.

4. Coordinating with other entities to organize an event management team capable of staging professional conferences in Northern, Central, and Southern California.

5. Recruiting high-profile speakers and panelists to highlight relevant academic and technological research findings.


6. Designing guidelines for speakers, moderators, and discussion participants.

7. Organizing and implementing full event logistics, such as coordinating rental agreements; managing an online registration platform, onsite registration, and audio/visual equipment oversight.

8. Conducting on-site event management, organizing participant registration, and coordinating speaker presentations.

9. Developing a coordinated strategic marketing plan to industry, investors, and other stakeholders.

10. Conducting calls for proposals for events, such as a poster session to share research findings.

11. Conducting outreach efforts and activities to encourage greater participation by underrepresented groups including disabled veteran-, women-, LGBT-, and minority-owned businesses.

12. Conducting preparatory efforts to ensure events are seamlessly orchestrated, including pre-event walkthroughs and conference planning calls.

13. Providing streaming video broadcasts of public events and creating short promotional videos.

14. Organizing networking opportunities for entry-level entrepreneurs, senior-level investors, decision-makers, and stakeholders representing end-users’ perspective of clean energy technologies to share ideas, insights, and opportunities.

15. Chronicling event discussions, speaker presentations, potential business plan competitions, connections, and related accomplishments.

16. Surveying attendees post-event to evaluate results and identify opportunities to improve future events.

17. Organizing and writing a summary of key findings at the conclusion of events.

18. Developing an interactive online agenda.

19. Estimating funding amount and timeline for each activity identified in the Technical Approach.

B. Organizational Structure1. Describe the organizational structure of the Bidder, including providing an organizational

chart of the entire contract team.

2. Provide a short description of each firm and key members on the team. Describe the relationship between the Contractor and subcontractors on your team.

3. Identify the location of the Bidder’s and Subcontractor’s headquarters and satellite office(s) and proposed methods of minimizing costs to the State.

4. Describe Bidder’s professional awards.

5. Identify and explain the nature of any collaboration between the Bidder or subcontractors with utilities, industries, or others that is relevant to this project, and what each collaborator will contribute.

6. Identify and list all Bidder staff and subcontractors (all team members) who will be committed to the tasks and describe their roles.


7. Provide an estimate of the level of effort (estimated number of hours) each team member will work on each regular task.

8. Describe the organization, composition, and functions to be performed by staff members of the Bidder and any subcontractors and how the staff pertains to this contract.

C. Relevant Experience and Qualifications1. Describe how the various tasks in the Scope of Work will be managed and coordinated,

and how the project manager’s expertise will support the management of this work. Document the project team’s qualifications as they apply to performing the tasks described in the Scope of Work. Describe recently completed work as it relates to this Scope of Work and demonstrate how the team has successfully completed projects in the past.

2. Provide a current resume for all team members listed, including job classification, relevant experience, education, academic degrees and professional licenses.

3. Each bidder shall complete a Client Reference Forms for current (within the past three years) references. Three client references are required for the Contractor and three for each subcontractor. References will be checked and scored accordingly.

4. Demonstrate that the Bidder is able to financially complete the project by responding to the following questions: (1) Has your organization been involved in a lawsuit or government investigation in the past ten years? (2) Does your organization have overdue taxes? (3) Has your organization ever filed for bankruptcy, or have plans to do so? (4) Has any party that entered into an agreement with your organization ever terminated it, and if so, why? (5) Has your organization ever failed to provide a final report by the due date in any executed agreements with the Energy Commission (i.e., approved at a Commission business meeting and signed by both parties) within the last five years?

D. Labor Hours by Personnel and TaskProvide the title or classification of each person and their level of effort (hours) for each task, including subcontractor hours. Labor hours must add up to total hours for each task specified in Table 2.

E. Client ReferencesEach Bidder shall provide three Client References on Attachment 6. This is only required of the prime and not the subcontractors.

F. Previous Work ProductsEach bidder shall provide at least one example of a similar work or academic product for the services to be provided. If subcontractors will be providing technical support in a task area, each subcontractor shall also submit one example work or academic product that demonstrates experience in potential work assignments described in this RFP. The “academic” option means that a contractor or subcontractor who has not yet been paid to provide the particular service may provide a written report or article demonstrating the contractor or subcontractor’s competence. Work or academic products will be used in evaluating bidder skills, for scoring purposes.

It is not necessary to provide more than one copy of each work product example. Discs, flash drives, or web links are acceptable in lieu of paper copies. Do not provide any confidential information.


G. Match FundingEach match funding contributor must submit a commitment letter that meets the requirements of Attachment 9. Failure to meet these requirements will mean the proposal does not receive match funding points.

Up to 3 bonus points for this criterion will be awarded based on the percentage of match funds relative to the EPIC funds requested. This ratio will be multiplied by 3 to yield the points. The remaining 2 bonus points for this criterion will be based on the strength of level of commitment, dollar value justification, and funding replacement strategy described in the match funding commitment letter (see Attachment 9). All bidders providing match funds must submit commitment letters that: (1) identify the source(s) of the funds; (2) justify the dollar value claimed; (3) provide an unqualified (i.e., without reservation or limitation) commitment that guarantees the availability of the funds for the project; and (4) provide a strategy for replacing the funds if they are significantly reduced or lost. Please see Attachment 9, Commitment and Support Letter Form. Letters failing to include these criteria will not be considered for points.

H. EPIC Funds Spent in CaliforniaDescribe how the Bidder will spend EPIC funds in California (if any). This includes funds paid to (1) individuals who pay California state income taxes on wages received for work performed under the agreement (based on direct labor or categories calculated based on direct labor in the budget forms for prime and subcontractors), (2) business transactions for materials, equipment, leases, rentals, and contractual work, with businesses with a physical location in California.

Note: Airline ticket purchases for out-of-state travel and payments made to out-of-state workers are not considered funds “spent in California.” However, funds spent by out-of-state workers in California (e.g., hotel and food) and airline travel originating and ending in California are considered funds “spent in California.”

I. Budget Forms

Category Budget Attachment 7

Task Budget Attachment 7

Direct Labor Attachment 7

Fringe Benefits Attachment 7

Travel Attachment 7

Additional Equipment/Materials/Miscellaneous

Attachment 7

Forum/Symposium Expenses Attachment 7

Subcontracts Attachment 7

Indirect Costs and Profit Attachment 7

The Bidder must submit information on all of the attached budget forms and this will be deemed the equivalent of a formal Cost Proposal.

Detailed instructions for completing these forms are included at the beginning of Attachment 7.

Rates and personnel shown must reflect rates and personnel you would charge if you were


chosen as the Contractor for this RFP. Bidder must include all people anticipated who will provide service on the Agreement. The Energy Commission may consider adding a person that the Bidder did not include in its Proposal. However, because the additional person might affect the Bidder's score or take additional time that the Energy Commission does not have or does not want to spend, the Energy Commission reserves the right to do any of the following, along with any other existing rights:

Assess how the new person might affect the Bidder’s score, including possibly rescoring the Proposal

Refuse to add the new person

Add the new person.

Bidders are cautioned that they should include all team members in their Proposal. The Energy Commission does not want to be in the position of assessing additional persons after the Notice of Proposed Award.

The salaries, rates, and other costs entered on these forms become a part of the final agreement. The entire term of the agreement and projected rate increases must be considered when preparing the budget. The rates bid are considered capped and shall not change during the term of the contract. The Contractor shall only be reimbursed for their actual rates up to these rate caps. The hourly labor rates shall be unloaded (before fringe benefits, overheads, general & administrative (G&A) or profit).

All other budget forms are required because they will be used for the Agreement prepared with the winning Bidder.

For purposes of a budget for Forum/Symposium expenses, Bidders must include $300,000 for costs related to rental of venues, audio/visual equipment, staging supplies and facility requirements.

Bidders may propose additional expenses for equipment, materials and miscellaneous if necessary. This amount will be reflected on the budget sheet, on a separate tab. During the proposal evaluation this amount will be considered by the scoring team in the budget and cost effectiveness scoring criteria.

For the purposes of the Proposal, the Bidder shall assume that no fees may be collected from attendees for attendance of forums/symposiums alone. It is permissible to charge attendees a small fee, e.g. to cover the cost of actual attendee expenses such as food and non-alcoholic beverages. If the bidder proposes to do so, it should be reflected in its Proposal.

EPIC funds shall not be used to purchase food or beverages. However, Bidders may consider using match funding to provide food and/or beverages. EPIC funds may be used for travel costs for speakers, but not for speaking fees. Match funds may be used to pay for speaking fees. Applicants should build their proposals assuming no sponsorships are allowed. If Commission management in the future decides it wants sponsorships, the CAM will work with the selected contractor on the logistics. Under no circumstances will sponsorships take the place of the selected contractor’s pledged match funds.

NOTE: Printing Services.

A State Agency must offer a printing job first to the Office of State Publishing. If the Office of State Publishing is unable to provide service for a particular project, then a State Agency can


request a contractor to provide the printing service. If Bidders include printing services in their proposals, it is contingent upon the Energy Commission receiving advance approval that the Office of State Publishing is unable to provide the printing service. Bidders are allowed to include printing costs, and the funds will be used for printing if the Office of State Publishing is unable to provide the printing service.

NOTE: The information provided in these forms will not be kept confidential.

J. Commitment and Support Letter Form (Attachment 9)A commitment letter commits an entity or individual to providing the service or funding described in the letter. A support letter details an entity or individual’s support for the project.

● If match funding will be provided, bidders must submit a match funding commitment letter signed by each representative of the entity or individual that is committing to providing match funding. The letter must: (1) identify the source(s) of the funds; and (2) guarantee the availability of the funds for the project.

● Project partners that are making contributions other than match funding must submit a commitment letter signed by an authorized representative that: (1) identifies how the partner will contribute to the project; and (2) commits to making the contribution.

IV. Evaluation Process and Criteria

ABOUT THIS SECTION

This section explains how the proposals will be evaluated. It describes the evaluation stages, preference points, and scoring of all proposals.

PROPOSAL EVALUATION

A Bidder’s proposal will be evaluated and scored based on their response to the information requested in this RFP. The entire evaluation process from receipt of proposals to posting of the Notice of Proposed Award is confidential.

To evaluate all Proposals, the Energy Commission will organize an Evaluation Committee. The Evaluation Committee may consist of Energy Commission staff or staff of other California state entities.

The Proposals will be evaluated in two stages:

Stage One: Administrative and Completeness ScreeningThe Contracts Office will review Proposals for compliance with administrative requirements and completeness. Proposals that fail Stage One shall be disqualified and eliminated from evaluation.

Stage Two: Technical and Cost Evaluation of ProposalsProposals passing Stage One will be submitted to the Evaluation Committee to review and score based on the Evaluation Criteria in this solicitation.

During the evaluation and selection process, the Evaluation Committee may schedule a clarification interview with a Bidder that will either be held by telephone or in person at the Energy Commission for the purpose of clarification and verification of information provided in the proposal. However, these interviews may not be used to change or add to the contents of the original Proposal.


The total score for each Proposal will be the average of the combined scores of all Evaluation Committee members.

After scoring is completed, Proposals not attaining a score of 70 percent of the total possible points will be eliminated from further competition.

All applicable Preferences will be applied to all Proposals attaining a minimum of 70 percent of the total possible points. The agreement shall be awarded to the responsible Bidder meeting the requirements outlined above, who achieves the highest score after of Preferences.

SCORING SCALEUsing this Scoring Scale, the Evaluation Committee will give a score for each criterion described in the Evaluation Criteria Worksheet.

% of Possible Points

Interpretation Explanation for Percentage Points

0% Not Responsive

● The response fails to address the criteria. ● The omissions, flaws, or defects are significant and

unacceptable.

10-30% Minimally Responsive

● The response minimally addresses the criteria. ● The omissions, flaws, or defects are significant and

unacceptable.

40-60% Inadequate

● The response addresses the criteria. ● There are one or more omissions, flaws, or defects or the

criteria are addressed in a limited way that results in a low degree of confidence in the proposed solution.

70% Adequate● The response adequately addresses the criteria. ● Any omissions, flaws, or defects are inconsequential and

acceptable.

80% Good

● The response fully addresses the criteria with a good degree of confidence in the bidder’s response or proposed solution.

● There are no identified omissions, flaws, or defects. Any identified weaknesses are minimal, inconsequential, and acceptable.

90% Excellent

● The response fully addresses the criteria with a high degree of confidence in the bidder’s response or proposed solution.

● The bidder offers one or more enhancing features, methods, or approaches that exceed basic expectations.

100% Exceptional

● All criteria are addressed with the highest degree of confidence in the bidder’s response or proposed solution.

● The response exceeds the requirements in providing multiple enhancing features, a creative approach, or an exceptional solution.

NOTICE OF PROPOSED AWARD

The Commission will post a Notice of Proposed Award (NOPA) at the Commission’s headquarters in Sacramento, on the Commission’s Web Site, and will mail the NOPA to all parties that submitted a proposal.


SCORING CRITERIA

Using this Scoring Criteria, the Evaluation Committee will give a score for each criterion described in the Evaluation Criteria Worksheet.

Proposals that pass ALL Stage One Screening Criteria will be evaluated based on the Scoring Criteria and the Scoring Scale (with the exception of criteria 6 and 7, which will not use the Scoring Scale). Each criterion has an assigned number of possible points, and is divided into multiple sub-criteria. The sub-criteria are not equally weighted. The proposal must respond to each sub-criterion, unless otherwise indicated.

● The scores for criteria 5 (ratio of unloaded labor rates to loaded labor rates) and 7 (match funding) will be calculated as described in each criterion.

● The total minimum passing score is 70.00 out of 100 points.● The minimum passing score for criteria 1−3 is 39.00 points. The points for criteria 4 −7 will

only be applied to proposals that achieve the minimum score for criteria 1−3. ● Scores will be calculated by multiplying the percentage of possible points by the possible

points for each criterion.

Scoring Criteria Maximum Points

1. Technical Approach The proposal provides the following in response to each of the criteria listed below:

a. Describes the technique, approach, and communication methods to be used in providing the services listed in the Scope of Work, highlighting any outstanding features, qualifications and experience.

b. Describes how tasks will be executed and coordinated with various participants and team members.

c. Identifies and discusses factors critical for success, in addition to risks, barriers, and limitations. Provides a communications plan to address them.

d. Describes how information on EPIC projects, upcoming events, and key takeaways from events will be made available to the public and key decision-makers to facilitate technology transfer activities.

20

2. Team Qualifications, Capabilities, and Resourcesa. Describe the organizational structure of the Bidder and the project team.

Include an organizational chart that illustrates the structure.

b. Identify key team members, including the project manager and principal investigator.

c. Summarize qualifications, experience, capabilities, and credentials of the key team members.

d. Provide detailed estimates of hours for each task for each team member.

e. Explain how the various tasks will be managed and coordinated, and how the project manager’s technical expertise will support the effective management and coordination of all activities described in the Scope of Work.

f. Describe the facilities, infrastructure, and resources available to the

25


team.

g. Describe the team’s history of successfully completing projects.

h. References are provided as required and are current, meaning within the past three years (include this information in the Client References Form Attachment 6). References will be checked and scored accordingly.

i. Identify any collaboration with utilities, industries, or others. Explain the nature of the collaboration and what each collaborator will contribute.

j. Demonstrate that the Bidder has the financial ability to complete the project, as indicated by the responses to the following questions:

● Has your organization been involved in a lawsuit or government investigation within the past ten years?

● Does your organization have overdue taxes? ● Has your organization ever filed for or does it plan to file for

bankruptcy? ● Has any party that entered into an agreement with your

organization terminated it, and if so for what reason?● For Energy Commission agreements listed in the Proposal that

were executed (i.e., approved at a Commission business meeting and signed by both parties) within the past five years, has your organization ever failed to provide a final report by the date indicated in the agreement?

3. Previous Work ProductsEach Bidder shall provide at least one example of a similar work for the services to be provided as described in the RFP. If subcontractors will be providing technical support in a task area, each subcontractor shall also submit one example of a work that demonstrates experience in potential work assignments described in this RFP.

Where appropriate work products should describe in detail and highlight the Bidder’s ability to support tasks identified in this RFP.

It is not necessary to provide more than one copy of each work product example. Web links are acceptable.

10

Total Possible Points for criteria 1- 3(Minimum Passing Score for criteria 1- 3 is 39 points) 55

4. EPIC Funds Spent in CaliforniaProjects that spend EPIC funds in California will receive points as indicated in the table below. “Spent in California” means that: (1) Funds under the “Direct Labor” category and all categories calculated based on direct labor (Prime and Subcontractor Labor Rates) are paid to individuals who pay California state income taxes on wages received for work performed under the agreement; and (2) Business transactions (e.g., material and equipment purchases, leases, rentals, and contractual work) are entered into with a business with a physical location in California.

Airline ticket purchases for out-of-state travel and payments made to out-of-state workers are not considered funds “spent in California.” However, funds spent by out-of-state workers in California (e.g., hotel and food) and airline travel originating and ending in California are considered funds “spent in

7


California”.

Percentage of EPIC funds spent in California(derived from Attachment 7)

Percentage of Possible Points

>60% 20%>70% 40%>80% 60%>90% 80%>98% 100%

5. Budget and Cost-Effectivenessa. Justifies the reasonableness of costs for direct labor, non-labor (e.g.,

indirect overhead, general and administrative costs, and profit), and operating expenses by task.

b. Justifies why the personnel and subcontractors are able to accomplish the activities in the Scope of Work.

c. Explains how the bidder will maximize funds for the technical tasks in the Scope of Work and minimize expenditure of funds for program administration and overhead.

d. Ratio of direct labor and fringe benefits to loaded rates is reasonable. (This will be based on the formula in Attachment 7 Budget Forms. The closer it is to 1, the higher the amount of points will be provided.)

e. Justifies the need for additional event expenses in the “Additional Equipment/Materials/Miscellaneous” budget sheet.

8

Total Possible Points(Minimum Passing Score for criteria 1-5 is 49 points)

70

COST CRITERIA 6. Cost Points. The Score for these criteria will be derived from the mathematical cost formula set forth below.

30

Total Possible Points 100

Minimum Passing Score (70%) 70

BIDDER’S TOTAL TECHNICAL SCORE7. Match Funding

a. Each match funding contributor must submit a commitment letter that meets the requirements of Attachment 9. Failure to meet these requirements will mean the proposal will not receive match funding points.

b. Up to 3 bonus points will be awarded based on the percentage of match funds relative to the EPIC funds requested. This ratio will be multiplied by 3 to yield the points.

c. The remaining 2 bonus points will be based on the level of commitment, dollar value justification, and funding replacement strategy described in the match funding commitment letter (see Attachment 9). The proposal scoring scale in this solicitation will be used to rate these criteria.

All bidders providing match funds must submit commitment letters that:(1) identify the source(s) of the funds; (2) justify the dollar value claimed;(3) Provide an unqualified (i.e., without reservation or limitation)

5


commitment that guarantees the availability of the funds for the project; and (4) provide a strategy for replacing the funds if they are significantly reduced or lost. Please see Attachment 9, Commitment and Support Letter Form. Letters failing to include these criteria will not be considered for points.

Small/Micro Business PreferenceNon-Small Business Preference

Disabled Veteran Business Enterprise IncentiveBIDDER’S FINAL SCORE

Cost Criteria

Lowest Cost Proposal = 100% of total possible points for this criteria

All other proposals get a lower percentage of the possible points based on how close their cost proposals are to the lowest cost proposal as follows:

Lowest Cost Proposal / Other Cost Proposal = Other Proposal % of Possible Points

Example: Proposal A Total Costs: $85,347; Proposal B Total Costs: $90,242; Proposal C Total Costs: $87,249.

Proposal A: Lowest Cost Proposal = 100% possible points

Proposal B: $85,347/$90,242 = 94.57% possible points

Proposal C: $85,347/$87,249= 97.82% possible points

Points Allocation (30 possible points):

Proposal A: 100% possible points = 30 points

Proposal B: 94.57% possible points = 28.37 points

Proposal C: 97.82% possible points = 29.35 points


V. Business Participation Programs (Preferences/Incentives)

A Bidder may qualify for preferences/incentives as described below. Each Bidder passing Stage One screening will receive the applicable preference/incentive. This section describes the following business participation programs: Disabled Veteran Business Enterprise Participation Compliance Requirements Small Business / Microbusiness Preference Non-Small Business Preference Target Area Contract Act Preference

DISABLED VETERAN BUSINESS ENTERPRISE (DVBE) COMPLIANCE REQUIREMENTS

DVBE Participation RequiredThis RFP is subject to a mandatory certified DVBE participation of at least three percent (3%).

Two Methods to Meet DVBE Participation Requirement If Bidder is a DVBE, then Bidder has satisfied the participation requirements if it commits to

performing at least 3% of the contract with the Bidder’s firm, or in combination with other DVBE(s).

If Bidder is not a DVBE, Bidder can satisfy the requirement by committing to use certified DVBE subcontractors for at least 3% of the contract.

Required FormsBidders must complete Attachments 1, 3 and 4 to document DVBE participation. If Bidder does not include these forms, the Bid is considered non-responsive and shall be rejected. Contractor Status Form (Attachment 1).

Under the paragraph entitled: “Disabled Veteran Business Enterprise Participation Acknowledgement”, make sure to check the “yes” “DVBE Participation” box.

DVBE Declarations Std. Form 843 (Attachment 3)

Bidder Declaration Form GSPD-05-105 (Attachment 4)

DVBE Definition For DVBE certification purposes, a "disabled veteran" is:

A veteran of the U.S. military, naval, or air service;

The veteran must have a service-connected disability of at least 10% or more; and

The veteran must be domiciled in California.

DVBE Certification and Eligibility To be certified as a DVBE, your firm must meet the following requirements:

o Your business must be at least 51% owned by one or more disabled veterans; o Your daily business operations must be managed and controlled by one or more

disabled veterans o The disabled veterans who exercise management and control are not required to be

the same disabled veterans as the owners of the business; and o Your home office must be located in the U.S. (the home office cannot be a branch or

subsidiary of a foreign corporation, foreign firm, or other foreign based business).


DVBE limited liability companies must be wholly owned by one or more disabled veterans. Each DVBE firm listed on the DVBE Declarations Std. form 843 (Attachment 3) and on the

Bidder Declaration form GSPD-05-105 (Attachment 4) must be formally certified as a DVBE by the Office of Small Business and DVBE Services (OSDS). The DVBE program is not a self-certification program. Bidder must have submitted application to OSDS for DVBE certification by the Bid due date to be counted in meeting participation requirements.

Printing / Copying Services Not EligibleDVBE subcontractors cannot provide printing/copying services. For more information, see section VI Administration, related to printing services in proposals.

To Find Certified DVBEs

Access the list of all certified DVBEs by using the Department of General Services, Procurement Division (DGS-PD), online certified firm database at https://caleprocure.ca.gov/pages/PublicSearch/supplier-search.aspx .

Search by “Keywords” or “United Nations Standard Products and Services Codes” (UNSPSC) that apply to the elements of work you want to subcontract to a DVBE. Check for subcontractor ads that may be placed on the California State Contracts Register (CSCR) for this solicitation prior to the closing date. You may access the CSCR at: https//caleprocure.ca.gov/pages/LPASearch/lpa-search.aspx.

For questions regarding the online certified firm database and the CSCR, please call the OSDS at (916) 375-4940 or send an email to: [email protected].

Commercially Useful Function

DVBEs must perform a commercially useful function relevant to this solicitation, in order to satisfy the DVBE program requirements. California Code of Regulations, Title 2, Section 1896.62(l) provides:“Commercially Useful Function (CUF) means a DVBE contractor or subcontractor that contributes to the fulfillment of contract requirements as determined by awarding departments in § 1896.71, and does all of, but is not limited to, the following:(1) Is responsible for the execution of a distinct element of work for the contract; (2) Carries out contractual obligations by actually performing, managing, or supervising the work involved; (3) Performs work that is normal for its business services and functions; (4) Is not further subcontracting a portion of the work that is greater than expected to be subcontracted by normal industry practices; (5) Is responsible, with respect to products, inventories, materials, and supplies required for the contract, for negotiating price, determining quality and quantity, ordering, installing, if applicable, and making payment; and, (6) Its role is not an extra participant in the transaction, contract or project through which funds are passed in order to obtain the appearance of DVBE participation.”

Information Verified

Information submitted by the Bidder to comply with this solicitation’s DVBE requirements will be verified. If evidence of an alleged violation is found during the verification process, the State shall initiate an investigation, in accordance with the requirements of PCC Section 10115, et seq., and Military & Veterans Code Section 999 et seq., and follow the investigatory procedures required by California Code of Regulations Title 2, Section 1896.90 et. seq. Contractors found


mailto:[email protected]

https://caleprocure.ca.gov/pages/PublicSearch/supplier-search.aspx

to be in violation of certain provisions may be subject to loss of certification, sanctions and/or contract termination.

DVBE ReportUpon completion of the contract for which a commitment to achieve DVBE participation was made, the contractor that entered into a subcontract with a DVBE must certify in a report to the Energy Commission: 1) the total amount the prime contractor received under the contract; 2) the name and address of the DVBE(s) that participated in the performance of the contract; 3) the amount each DVBE received from the prime contractor; 4) that all payments under the contract have been made to the DVBE(s); and 5) the actual percentage of DVBE participation that was achieved. A person or entity that knowingly provides false information shall be subject to a civil penalty for each violation. Military & Veterans Code Section 999.5(d).

The Office of Small Business and DVBE Services (OSDS)OSDS offers program information and may be reached at:Department of General ServicesOffice of Small Business and DVBE Services707 3rd Street, 1st Floor, Room 400West Sacramento, CA 95605http://www.dgs.ca.gov/pd/Programs/OSDS.aspxPhone: (916) 375-4940 Fax: (916) 375-4950E-mail: [email protected]

DVBE Law Public Contract Code Section 10115 et seq.

Military & Veterans Code Section 999 et. seq.

California Code of Regulations Title 2, Section 1896.60 et. seq.

DVBE INCENTIVE

Proposed DVBE Participation Level DVBE Incentive % Price Preference 3.01% to 3.99% 1 point

4% to 4.99% 2 points5% and over 3 points6% and over 4 points7% and over 5 points

The information below explains how the incentive is applied and how much of an incentive will be given.

Incentive ApplicationAward Based on High Point: The Incentive is applied by adding the incentive points to the Proposal for Bidders that include more than the minimum required 3.00% DVBE participation. In other words, if a Bidder includes 3.01% DVBE participation or greater, it will receive the DVBE incentive. If you include 3% DVBE participation, you will not receive the incentive. You will only receive the incentive, if you include 3.01% or greater DVBE participation. Incentive points cannot be used to achieve any applicable minimum point requirements. The DVBE incentive is only applied during the Proposal evaluation process and only to responsive proposals from responsible Bidders.


Required Forms:

Contractor Status Form (Attachment 1).

Under the paragraph entitled: “Disabled Veteran Business Enterprise Participation Acknowledgement”, make sure to check the “yes” “DVBE Incentive Participation” box.

DVBE Declarations Std. Form 843 (Attachment 3)


DVBE Incentive Law Military & Veterans Code Section 999.5(a)

California Code of Regulations Title 2, Section 1896.99.100 et.seq.

SMALL / MICROBUSINESS / NON-SMALL BUSINESS

PreferenceBidders who qualify as a State of California certified small business will receive five percent (5%) preference points based on the highest responsible bidder's total score, if the highest scored proposal is submitted by a business other than a certified small business. Bidders qualifying for this preference must submit a copy of their Small Business Certification and document their status in Attachment 1, Contractor Status Form.

CertificationA business must be formally certified by the Department of General Services, OSDS, in order to receive the small/microbusiness preference.

Non Profit Veteran Service AgencyBidders that qualify as a Non Profit Veteran Service Agency can be certified as a small business and are entitled to the same benefits as a small business.

Definitions Small business means a business certified by the OSDS in which:

(1) It is independently owned and operated; and

(2) The principal office is located in California; and

(3) The officers of the business in the case of a corporation; officers and/or managers, or in the absence of officers and/or managers, all members in the case of a limited liability company; or the owner(s) in all other cases, are domiciled in California; and

(4) It is not dominant in its field of operation(s), and

(5) It is either:

(A) A business that, together with all affiliates, has 100 or fewer employees, and annual gross receipts of fourteen million dollars ($14,000,000) or less as averaged for the previous three tax years, as adjusted by the Department pursuant to Government Code § 14837(d)(3); or

(B) A manufacturer as defined herein that, together with all affiliates, has 100 or fewer employees.

Microbusiness means a small business certified by OSDS, which meets all of the qualifying criteria as a small business, and is:

(1) A business that, together with all affiliates, has annual gross receipts of three million, five hundred thousand dollars ($3,500,000) or less as averaged for the previous three tax years,


as adjusted by the Department pursuant to Government Code §14837(d)(3); or

(2) A manufacturer as defined herein that, together with all affiliates, has 25 or fewer employees.

Non Profit Veteran Service Agency means an entity that:

(1) Is a community-based organization,

(2) Is a nonprofit corporation (under Section 501(c)(3) of the Internal Revenue Code), and

(3) Provides housing, substance abuse, case management, and employment training services (as its principal purpose) for:

o low income veterans,

o disabled veterans, or

o homeless veterans

o and their families

Commercially Useful Function A certified small business or microbusiness shall provide goods or services that contribute to the fulfillment of the contract requirements by performing a “commercially useful function” defined as follows:

(1) The contractor or subcontractor is responsible for the execution of a distinct element of the work of the contract; carrying out its obligation by actually performing, managing or supervising the work involved; and performing work that is normal for its business services and functions;

(2) The contractor or subcontractor is not further subcontracting a greater portion of the work than would be expected by normal industry practices;

(3) The contractor or subcontractor is responsible, with respect to materials and supplies provided on the subcontract, for negotiating price, determining quality and quantity, ordering the material, installing (when applicable), and paying for the material itself;

(4) A contractor or subcontractor will not be considered as performing a commercially useful function if its role is limited to that of an extra participant in a transaction, contract, or project through which funds are passed in order to achieve the appearance of small business participation.

Late Payment of InvoicesCertified small/microbusinesses are entitled to greater interest penalties paid by the state for late payment of invoices than for non-certified small business/microbusiness.

Small Business / Microbusiness Law

Government Code section 14835 et. seq.

California Code of Regulations, Title 2 Section 1896 et. seq.


NON-SMALL BUSINESS

PreferenceThe preference to a non-small business Bidder that commits to small business or microbusiness subcontractor participation of twenty-five percent (25%) of its net Bid price will receive five percent (5%) preference points based on the highest responsible bidder's total score, if the highest scored proposal is submitted by a business other than a certified small business. A non-small business that qualifies for this preference may not take an award away from a certified small business.

Required Forms Submit a copy of the subcontractor’s Small Business Certification

Contractor Status Form (Attachment 1)

Complete the “Small Business/Non-Small Business Preference Claim” section


CertificationA subcontractor business must be formally certified by the Department of General Services, Office of Small Business and DVBE Services (OSDS), in order to receive the Non-Small Business Preference.

Non-Small Business Law Government Code section 14838 (b)

California Code of Regulations, Title 2 Section 1896 et. seq.


TARGET AREA CONTRACT PREFERENCE ACT (TACPA)The following preference will be granted for this solicitation. Bidders wishing to take advantage of this preference will need to review the website stated below and submit the appropriate response with their Bid.

The TACPA program was established to stimulate economic growth and employment opportunities in designated Areas throughout the state of California. (GC4530)

The Department of General Services (DGS), Procurement Division (PD), Dispute Resolution Unit (DRU) oversees the TACPA program and evaluates all TACPA applications.

This solicitation contains (TACPA) preference request forms. Please carefully review the forms and requirements. Bidders are not required to apply for these preferences. Denial of the TACPA preference request is not a basis for rejection of the bid.

The State as part of its evaluation process reserves the right to verify, validate, and clarify all information contained in the bid. This may include, but is not limited to, information from bidders, subcontractors and any other sources available at the time of the bid evaluation. Bidder refusal to agree to and/or comply with these terms, or failure to provide additional supporting information at the State's request may result in denial of preference requested.

Contracts awarded with applied preferences will be monitored throughout the life of the contract for compliance with statutory, regulatory, and contractual requirements. The State will take appropriate corrective action and apply sanctions as necessary to enforce preference programs.

Any questions regarding the TACPA preference should be directed to the Department of General Services, Procurement Division at (916) 375-4609.

TACPA Preference Request (STD 830):

http://www.documents.dgs.ca.gov/dgs/fmc/pdf/std830.pdf

Bidder’s Summary of Contract Activities and Labor Hours: http://www.documents.dgs.ca.gov/pd/edip/bidsum526.pdf

VI. Administration

RFP DEFINEDThe competitive method used for this procurement of services is a Request for Proposal (RFP). A Proposal submitted in response to this RFP will be scored and ranked based on the Evaluation Criteria. Every Proposal must establish in writing the Bidder’s ability to perform the RFP tasks.

DEFINITION OF KEY WORDSImportant definitions for this RFP are presented below:

Word/Term DefinitionBidder Respondent to this RFPCAM Commission Agreement Manager, the person designated by the

Energy Commission to oversee the performance of an agreement resulting from this solicitation and serve as the main point of contact for the Recipient.

CAO Commission Agreement OfficerContractor The Bidder who receives an agreement from the Energy

Commission as a result of this RFP and will perform the tasks


http://www.documents.dgs.ca.gov/pd/edip/bidsum526.pdf

http://www.documents.dgs.ca.gov/dgs/fmc/pdf/std830.pdf

specified in this Scope of Work under the direction of the Energy Commission’s Agreement Manager (CAM).

CPUC California Public Utilities Commission

Days Days refers to Calendar DaysDGS CA Department of General ServicesDVBE Disabled Veteran Business EnterpriseEPIC Electric Program Investment Charge, the source of funding for the

contract awarded under this solicitation.Energy Commission California Energy CommissionIOU Investor Owned Utility, including Pacific Gas and Electric Co., San

Diego Gas and Electric Co., and Southern California Edison Co.NOPA Notice of Proposed Award, a public notice that identifies award

recipientsProject Manager Person designated by the bidder to oversee the project and to serve

as the main point of contact for the Energy CommissionProject Partner An entity or individual that contributes financially or otherwise to the

project (e.g., match funding, provision of a demonstration site), and does not receive Energy Commission funds.

Recipient The recipient of an award under this solicitationRDD&D Research, Development, Demonstration, and DeploymentRFP Request for ProposalProposal Formal written response to this document from BidderSOW Scope of WorkState State of California

COST OF DEVELOPING PROPOSAL

The Bidder is responsible for the cost of developing a Proposal, and this cost cannot be charged to the State.

SOFTWARE APPLICATION DEVELOPMENT

If this scope of work includes any software application development, including but not limited to databases, websites, models, or modeling tools, contractor shall utilize the following standard Application Architecture components in compatible versions:

Microsoft ASP.NET framework (version 3.5 and up) Recommend 4.0 Microsoft Internet Information Services (IIS), (version 6 and up) Recommend 7.5 Visual Studio.NET (version 2008 and up) Recommend 2010 C# Programming Language with Presentation (UI), Business Object and Data Layers SQL (Structured Query Language) Microsoft SQL Server 2008, Stored Procedures Recommend 2008 R2 Microsoft SQL Reporting Services Recommend 2008 R2 XML (external interfaces)


PRINTING SERVICES

Per Management Memo 07-06, State Agencies must procure printing services through the Office of State Publishing. A State Agency must offer a printing job first to the Office of State Publishing. If the Office of State Publishing is unable to provide service for a particular project, then a State Agency can request a contractor to provide the printing service. If Bidders include printing services in their proposals, it is contingent upon the Energy Commission receiving advance approval that the Office of State Publishing is unable to provide the printing service. Bidders are allowed to include printing costs, and the funds will be used for printing if the Office of State Publishing is unable to provide the printing service. https://www.documents.dgs.ca.gov/osp/sam/mmemos/mm07_06.pdf

CONFIDENTIAL INFORMATION

The Commission will not accept or retain any Proposals that contain confidential information or have any portion marked confidential.

DARFUR CONTRACTING ACT OF 2008Effective January 1, 2009, all solicitations must address the requirements of the Darfur Contracting Act of 2008 (Act). (Public Contract Code sections 10475, et seq.; Stats. 2008, Ch. 272). The Act was passed by the California Legislature and signed into law by the Governor to preclude State agencies generally from contracting with “scrutinized” companies that do business in the African nation of Sudan (of which the Darfur region is a part), for the reasons described in Public Contract Code section 10475.

A scrutinized company is a company doing business in Sudan as defined in Public Contract Code section 10476. Scrutinized companies are ineligible to, and cannot, bid on or submit a proposal for a contract with a State agency for goods or services. (Public Contract Code section 10477(a)).

Therefore, Public Contract Code section 10478 (a) requires a company that currently has (or within the previous three years has had) business activities or other operations outside of the United States to certify that it is not a “scrutinized” company when it submits a bid or proposal to a State agency. (See # 1 on Attachment 2)

A scrutinized company may still, however, submit a bid or proposal for a contract with a State agency for goods or services if the company first obtains permission from the Department of General Services (DGS) according to the criteria set forth in Public Contract Code section 10477(b). (See # 2 on Attachment 2)

IRAN CONTRACTING ACT OF 2010Prior to bidding on, submitting a proposal or executing a contract or renewal for a State of California contract for goods or services of $1,000,000 or more, a vendor must either:

a) certify it is not on the current list of persons engaged in investment activities in Iran created by the California Department of General Services (“DGS”) pursuant to Public Contract Code section 2203(b) and is not a financial institution extending twenty million dollars ($20,000,000) or more in credit to another person, for 45 days or more, if that other person will use the credit to provide goods or services in the energy sector in Iran and is identified on the current list of persons engaged in investment activities in Iran created by DGS; (See Option #1 on Attachment 10)b) demonstrate it has been exempted from the certification requirement for that solicitation or contract pursuant to Public Contract Code section 2203(c) or (d). (See Option #2 on Attachment 10)


https://www.documents.dgs.ca.gov/osp/sam/mmemos/mm07_06.pdf

CALIFORNIA CIVIL RIGHTS LAWS

Prior to bidding on, submitting a proposal or executing a contract or renewal for a State of California contract for goods or services of $100,000 or more, a bidder or proposer must certify that it is in compliance with the Unruh Civil Rights Act (Section 51 of the Civil Code) and the Fair Employment and Housing Act (Section 12960 of the Government Code). Additionally, if a vendor has an internal policy against a sovereign nation or peoples recognized by the United States government, the Contractor must certify that such policies are not used in violation of the Unruh Civil Rights Act (Section 51 of the Civil Code) or the Fair Employment and Housing Act (Section 12960 of the Government Code).

Please see Attachment 11.

RFP CANCELLATION AND AMENDMENTS

If it is in the State’s best interest, the Energy Commission reserves the right to do any of the following:

Cancel this RFP;

Amend this RFP as needed; or

Reject any or all Proposals received in response to this RFP

If the RFP is amended, the Energy Commission will send an addendum to all parties who requested the RFP and will also post it on the Energy Commission’s Web Site www.energy.ca.gov/contracts and Department of General Services’ Web Site http://www.bidsync.com/DPX?ac=powersearch&srchoid_override=307818.

ERRORS

If a Bidder discovers any ambiguity, conflict, discrepancy, omission, or other error in the RFP, the Bidder shall immediately notify the Energy Commission of such error in writing and request modification or clarification of the document. Modifications or clarifications will be given by written notice of all parties who requested the RFP, without divulging the source of the request for clarification. The Energy Commission shall not be responsible for failure to correct errors.

MODIFYING OR WITHDRAWAL OF PROPOSAL

A Bidder may, by letter to the Contact Agreement Officer at the Energy Commission, withdraw or modify a submitted Proposal before the deadline to submit proposals. Proposals cannot be changed after that date and time. A Proposal cannot be “timed” to expire on a specific date. For example, a statement such as the following is non-responsive to the RFP: “This proposal and the cost estimate are valid for 60 days.”

IMMATERIAL DEFECT

The Energy Commission may waive any immaterial defect or deviation contained in a Bidder’s proposal. The Energy Commission’s waiver shall in no way modify the proposal or excuse the successful Bidder from full compliance.


http://www.bidsync.com/DPX?ac=powersearch&srchoid_override=307818

DISPOSITION OF BIDDER’S DOCUMENTS

On the NOPA posting date all proposals and related material submitted in response to this RFP become a part of the property of the State and public record. Bidders who want any work examples they submitted with their proposals returned to them shall make this request and provide either sufficient postage, or a Courier Charge Code to fund the cost of returning the examples.

BIDDER’S ADMONISHMENT

This RFP contains the instructions governing the requirements for a firm quotation to be submitted by interested Bidders, the format in which the technical information is to be submitted, the material to be included, the requirements which must be met to be eligible for consideration, and Bidder responsibilities. Bidders must take the responsibility to carefully read the entire RFP, ask appropriate questions in a timely manner, submit all required responses in a complete manner by the required date and time, make sure that all procedures and requirements of the RFP are followed and appropriately addressed, and carefully reread the entire RFP before submitting a proposal.

GROUNDS TO REJECT A PROPOSAL

A Proposal shall be rejected if: It is received after the exact time and date set for receipt of Proposal’s pursuant to Public

Contract Code, Section 10344.

It is considered non-responsive to the California Disabled Veteran Business Enterprise participation requirements.

It is lacking a properly executed Certification Clauses.

It is lacking a properly executed Darfur Contracting Act Form.

It is lacking a properly executed Iran Contracting Act Form.

It is lacking a properly executed California Civil Rights Law Certification Form.

It contains false or intentionally misleading statements or references which do not support an attribute or condition contended by the Bidder.

The Proposal is intended to erroneously and fallaciously mislead the State in its evaluation of the Proposal and the attribute, condition, or capability is a requirement of this RFP.

There is a conflict of interest as contained in Public Contract Code Sections 10410-10412 and/or 10365.5.

It contains confidential information, or it contains any portion marked confidential.

The Bidder does not agree to the terms and conditions as attached to the solicitation either by not signing the Contractor Status Form or by stating anywhere in the bid that acceptance is based on modifications to those terms and conditions or separate terms and conditions.

It is unsigned.

A Proposal may be rejected if: It is not prepared in the mandatory format described.

The firm or individual has submitted multiple proposals for each task.


It does not literally comply or contains caveats that conflict with the RFP and the variation or deviation is not material, or it is otherwise non-responsive.

The bidder has previously completed a PIER agreement, received the PIER Royalty Review letter, which the Commission annually sends out to remind past recipients of their obligations to pay royalties, and has not responded to the letter or is otherwise not in compliance with repaying royalties.

The budget forms are not filled out completely.

PROTEST PROCEDURES

A Bidder may file a protest against the proposed awarding of a contract. Once a protest has been filed, contracts will not be awarded until either the protest is withdrawn, or the Commission cancels the RFP, or the Department of General Services (DGS) decides the matter.

Please note the following:

Protests are limited to the grounds contained in the California Public Contract Code Section 10345.

During the five working days that the NOPA is posted, protests must be filed with the DGS Legal Office and the Commission Contracts Office.

Within five calendar days after filing the protest, the protesting Bidder must file with the DGS and the Commission Contracts Office a full and complete written statement specifying the grounds for the protest.

If the protest is not withdrawn or the solicitation is not canceled, DGS will decide the matter. There may be a formal hearing conducted by a DGS hearing officer or there may be briefs prepared by the Bidder and the Commission for the DGS hearing officer consideration.

AGREEMENT REQUIREMENTS

The content of this RFP shall be incorporated by reference into the final contract. See the sample Agreement terms and conditions included in this RFP.

No Contract Until Signed & ApprovedNo agreement between the Energy Commission and the successful Bidder is in effect until the contract is signed by the Contractor, approved at an Energy Commission Business Meeting, and approved by the DGS, if required.

Contract AmendmentThe contract executed as a result of this RFP will be able to be amended by mutual consent of the Commission and the Contractor. The contract may require amendment as a result of project review, changes and additions, changes in project scope, or availability of funding.
