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Meeting November 18, 2010

This document provides an overview of the GESA (Guaranteed Energy Savings Act) program, including energy management strategies, procurement updates, and project initiatives. It also highlights the progress and achievements of the program, such as energy reduction and cost savings.

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Meeting November 18, 2010

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  1. PROCUREMENT POLICY COUNCIL Meeting November 18, 2010

  2. Agenda • Energy Management - Bruce Stultz • BMWBO – SBR Program – Gayle Nuppnau • Legal – Chuck Anderson • Materials Updates – Walt Quade • Services Updates – Roxana Dietz, Jan Braxton • eMarketplace Updates – Sue Plecker, Roxana Dietz • RFP Changes – Jeff Mandel, Roxana Dietz • Other Procurement Updates – Cheryl Kleeman • CRP – Jen Smith • Training Updates – Joan Kraft

  3. GESA Guaranteed Energy Savings Act (Performance Contracting) Program

  4. GESA Program Overview • Market as a fiscal tool • “Budget Neutral” - Savings pay for projects (utility, operational, capital avoidance) • Third Party Lenders (Maximum 20 year project payback for standard process, 15 years SESCO) • Standard agreements and forms • RFP Procurement Process • Qualified Energy Service Companies (ESCOs & SESCOs)

  5. Starting in 1998, DGS worked with the GGGC (Governors Green Government Council), DOC (Department of Corrections), and NAESCO (National Association of Energy Service Companies) to develop the program process and model documents for today's GESA (Guaranteed Energy Savings Agreement) program.

  6. An Application for Qualification (AFQ) was released to qualify the DGS Energy Savings Companies (ESCOs) pool which was finalized in 2000. Governor Ed Rendell release Executive Order 2004-12 DGS designated as the central coordinator for Commonwealth Energy Management and the centralized authority for GESA projects.

  7. Management Directive 720.5 The original MD 720.5 was released November 22, 2005 Restricted personal appliance use Temperature set-points (68 in heating season, 74 in cooling season) Discontinued use of incandescent lamps Calendar year ‘06 showed a reduction in consumption by 9.5% Avoided utility costs $1.6M A new version was released July 25, 2008 Standardized use of Energy Star lamps and appliances Adjusted temperature set-points (67 in heating season, 75 in cooling season)

  8. Strategic Plan • Mission: to implement energy and environmental strategies in alignment with government objectives that continuously improves facility use and management. • Goal 1: Long term Supply of Energy • Goal 2: Energy Conservation • Goal 3: Environmental Sustainability • Goal 4: Alignment with Governmental Objectives • Goal 5: Leveraging Technology

  9. As of this date, there have been 69 GESA projects delegated to Commonwealth Agencies. Current GESA Program Figures • 11 participating agencies which include: Department of Military and Veterans Affairs, DOC, Labor & Industry, State System of Higher Education, Department of Public Welfare, PA Historical & Museum Commission, PA Department of Transportation, Pennsylvania State Police, Department of Agriculture, PA Higher Education Assistance Agency and DGS. • 49 projects currently under contract • Total Project Costs amount to $426.6M • Total Guaranteed Savings amount to $627.1M • Energy Reduction amounts to $606.5M

  10. DGS GESA Project Initiatives 8 GESA projects since the year 2005 with all projects scheduled to be completed January 2009 through December 2010 28 DGS Buildings Rachel Carson, Governors Residence, North Office, Irvis (South) Office, East Wing, Finance, Forum, Central Plant, Labor and Industry, Health and Welfare, 22nd and Forster, 18th and Herr, State Records Center, Scranton, Reading DGS Project Totals Project Costs: $70.8M Project Utility/Operation Reduction: $80.1M

  11. Completed Projects • Governors Residence Geo-Thermal System • Labor and Industry Solar Panel application (15’ x 50” [4.6m x 127cm] 10KW) on top of Commonwealth Garage • Central Plant Chiller Project • Health & Welfare windows • Capitol Complex LED lighting

  12. Governors Residence Geo-Thermal System

  13. Labor & Industry Solar Panels

  14. Capitol Complex Chiller Plant

  15. Health & Welfare Window Replacement

  16. Health & Welfare Window Replacement

  17. LED Lighting: Forum Auditorium

  18. LED Lighting: Capitol Complex

  19. Energy Star • All DGS buildings can now be uploaded into the Energy Star database • A rating of 63 or above on the 1-100 scale is needed for LEED-EB and a rating of 75 or above qualifies a building for national recognition as an Energy Star facility • Currently Rachel Carson and Scranton SOB have Energy Star Certification • Weather Normalization has also been added to allow DGS to monitor the effect of weather on utility consumption

  20. LEED-EB Certification • 4 buildings are now pursuing LEED-EB certification • Gold – Governors Residence and Rachel Carson • Silver – Scranton and Reading State Office Buildings • DGS LEED-EB Manual • DGS Policies • Established Credits (27) • Points Certification (Operations & Maintenance) • Certification (34-42) • Silver (34-50) • Gold (51-67) • Platinum (68-92) • Program to Maintain Certification • DGS LEED-EB Expertise • Offered with GESA Projects

  21. Current Energy Utility Savings DGS GESA Goal Facilities 12 Month Period ending 06/10 Electricity (kWh): 88,715,186 Natural Gas (MCF): 26,759 Steam (mmBTU): 117826 Total Energy (mmBTU): 455,431 Fiscal Baseline Year 04/05 Electricity (kWh): 121,926,126 Natural Gas (MCF): 17,615 Steam (mmBTU): 167,039 Total Energy (mmBTU): 600,665 Energy consumption has decreased by 24.2%

  22. Current GESA Cost Savings DGS GESA Goal Facilities 12 Month Period ending 06/10 Electricity: $7,013,703 Natural Gas: $336,710 Steam: $3,560,968 Total Energy: $10,911,381 Fiscal Baseline Year 04/05 Electricity: $8,467,004 Natural Gas: $223,181 Steam: $3,948,719 Total Energy: $12,638,904 Energy Utility Usage Costs have decreased by 13.7%

  23. Successes • Energy Leadership Award for Public Service from the US Energy Association • Energy Manager of the Year 2008 Award from the Association of Energy Engineers • Corporate Energy Management Award from Association of Energy Engineers • National Association of Energy Services Companies and Berkeley National Laboratory recognize the Commonwealth’s GESA program as the nation’s best practice and most active for 2007 & 2008 • Green Leadership Award from PennFuture • NAESCO sponsored delegation from Turkey

  24. New Initiatives • Small Energy Service Company Program • County & K12 – IU Services • Power Purchase Agreements • Lower cost electric procurement strategies • Block & Index / Straight Index

  25. Questions? Contact: Bruce Stultz, Director, Energy Management 717-705-8519 bstultz@state.pa.us

  26. Small Business Reserves (SBR’s) Small Business Reserve (SBR) Overview Purpose: SBR – To allow small businesses to bid without competing with larger more established businesses and to increase economic opportunities for small businesses, including minority and women-owned small businesses. • Authority • Section 2101 of the Commonwealth Procurement Code, 62 Pa. C.S. §2101 • Promotes the growth of Small Businesses -- Provides participation in a designated procurement to certified small businesses • Provides competition within SBR’s • Among small businesses only

  27. Small Business Reserves (SBR’s) Small Business Reserve (SBR) Overview • Program is designed for prime contracting opportunities • No change in the procurement process • Only limit is on what businesses can bid • Everything else about the procurement is done the way it normally would • Before an award is made businesses must be certified as a small business

  28. Small Business Reserves (SBR’s) Self-Certification Process for Small Businesses • Small Certification Form • RFP – Appendix D http://www.portal.state.pa.us/portal/server.pt/community/procurement_forms/19505 • IFB – Attachment A • Self-certification is based on honor system • Must affirm that information provided is accurate and true • Must re-certify each time bid is submitted

  29. Small Business Certification

  30. Small Business Reserves (SBR’s) Qualification/Definition Small Business • Independently owned and not dominant in its field of operation • Contractor employs no more than 100 persons • Full-time/full time equivalent • Contractor <$20 M in gross annual revenue in each of its last two fiscal years ($25M for those businesses in IT) • If Contractor is new business (less than 1 year), contractor has an approved business plan by the Small Business Development center or by a PA enterprise Center authorized by the Minority Development Agency of the United States Department of Commerce.

  31. Independent Agency Procurement Forms • Independent Agency Manual Procurement Forms Survey: • Why? To determine use of Procurement Forms (Procurement Handbook, Part I Chapter 10) • Who? Independent Agencies only • 19 Responses: Many agencies are still utilizing the forms • Now what? BOP will update and maintain forms for use by agencies • Use of Manual Procurement Forms: • Utilized under the following circumstances: • Independent Agencies who do not use SRM/SAP system • Emergencies (system down, power failure, etc.)

  32. SRM Attribute Changes Mandatory Attributes in process of being added: • Did Submitter violate any of the contractor integrity provisions in connection with the submission of its offer or any contract negotiations? • In the last 4 years, has Submitter’s officers, directors, associates, partners, or individual owners been charged with, or convicted of any misdemeanor or felony? If yes, provide information in the comment field or as an attachment.

  33. Sole Source (SS) Procurement Requirements • Services: Agencies must create SRM document type Supplier Price Request (SPR) for all SS • >$5,000 • Agency creates SPR • Set as Restricted Bid Invitation • As part of SPR, must include Doc Builder T & C’s • Supplier submits bid price in response to SPR • Agency completes on-line source justification form • Agency creates follow-on PO/contract from supplier’s bid • Materials: DGS creates and processes SPR • If delegated back to the agency follow process noted above • Manual SPR Form: • Created for use: • By Independent agencies not using SRM • In case of emergency if SRM system would not be available • Available on DGS Procurement website > Procurement Forms • Note: Procurement Handbook updates are forthcoming.

  34. SPR Form The SPR form is now available on the DGS web site: http://www.dgsweb.state.pa.us/comod/CurrentForms/GSPUR_SPR.doc

  35. Electricity Procurement Update • Initiated bidding process for electric generation for all non-PPL utilities. • Deregulation will impact balance of PA 01/11 • Budgets will continue to be impacted with cost increases based on experiences with PPL early this year. • Early large load account bids have shown prices roughly at par to a 5% increase in generation costs over previously capped rates!

  36. Laboratory Supplies Supplier: VWR Go-live with Punch-out - November 22, 2010 • XML enabled => auto PO < $10K VWR punch-out user guide is available on the DGS Training web-site

  37. MRO Contract December 1, 2010 - planned contract “Go-Live” Date • New Contracts are awaiting Attorney General approval. • If not released by AG prior to 12/1/10, Agencies may use Supplier Web sites (via P-Card) to obtain supplies. • 1. All - System temporarily unavailable A.M. of go-live with new contract to switch punch-outs to new contract #’s. • 2. Schaedler - XML enabled => auto PO <$10K

  38. Contracts-Last 30 Days

  39. New Solicitations next 60 Days

  40. New Solicitations next 60 Days

  41. New Solicitations next 60 Days

  42. Services Team New Solicitations

  43. Services Team Current Solicitations

  44. Services Team Current Solicitations

  45. Services Team New Contracts

  46. Consulting ITQ • Parent Contract:4400007410 • ITQ posted 10/25/10 • Contracts to be effective: January 2011 • 32 Service Categories (See appendix - C) • Open Enrollment Contract • DGS will review suppliers submissions the 15th of each month. • Agency instructions will be provided in the ITQ Document Library. • Notify your suppliers

  47. Consulting Thresholds • $ 50K to $500K • Solicitation -RFQ template on ITQ website and solicit all service providers in applicable service category. • Threshold processes described in the Consulting Services ITQ Threshold Processes document . • Based on best value determination to be provided to DGS for review. • $500K and over • If delegated by DGS, use RFQ template on ITQ website and solicit all service providers in applicable service category. • Agency must form evaluation committee and follow procedures for RFP. 0 to $50K • Select any qualified service provider from the applicable service category and request a quote. • Limit of $50K per project, per Agency.

  48. Consulting ITQ • Special Approvals: • For following categories, OB approval must be received prior to agency conducting an RFQ regardless of the threshold: • Actuarial Services • Accounting Services • Financial Services • Auditing Services • Complete the Consulting Services ITQ Review Form, and • Provide a copy of the SOW • Send request to OB resource email account (provided on the form) • In addition, the Auditing Services Category, will require Auditor General approval. • The OB approval must be attached to the resulting PO. DGS Contact Information: Kay Whitsel, Commodity Specialist Phone: 717-787-7675 Email: kwhitsel@state.pa.us

  49. eMarketplace Enhancements • Objective • To provide current and potential suppliers longer term visibility of anticipated/expected forthcoming procurements prior to their actual issuance to assist them in planning and preparation. • New Functionality • Automation of: • Notice of Forthcoming Procurements ( NFP) • Request for Delegation (RFD ) • Award Form • Upcoming Procurements • Benefits • Advanced public notice • Electronic internal agency approvals via e-mail • Electronic DGS approvals via e-mail • Archiving of electronic forms and all related documentation for 4 years • Internal DGS reporting features and all forms & documentation in one central location • Form automation feeds pending procurements.

  50. eMarketplace Enhancements continued

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