Energy Savings Performance Contract (ESPC) ENABLE's streamlined five-phase procurement process uses General Services Administration (GSA) Award Schedule 84, SIN 246-53 as the procurement vehicle to award projects. The Schedule allows Federal customers to quickly and easily select a qualified contractor to perform an investment grade audit and ultimately develop and install the project. The Schedule also distinguishes vendors that hold small business designations, allowing customers to execute small business set asides if included in their acquisition planning strategy.
The ESPC ENABLE process conforms with all applicable ESPC laws and regulations and follows a straightforward procurement process that includes the following, distinct phases:
Phase I: Acquisition Planning
During this phase agencies gather resources, people, and data in preparation for the ESPC ENABLE procurement process. This phase should be completed in one to two weeks and includes the following tasks:
- Identify project team members and agency approval processes
- Deliver education briefings to all team members and decision-makers
- Appoint project manager to coordinate agency activities and monitor schedule
- Hold project kick-off meeting with the ESPC ENABLE acquisition team
- Develop a draft acquisition plan*
- Compile key project information, including potential scope and utility data
- Develop draft Request for Quote/Notice of Opportunity (RFQ/NOO)*
Phase II: ESCO Selection
Phase II begins with the issuance of the RFQ/NOO and concludes with the selection of a U.S. Department of Energy-qualified energy service company (ESCO). Selection is based on the ESCO's qualifications to execute the project along with a price element to conform with GSA best value selection criteria. Phase II should be completed within three weeks and includes the following tasks:
- Issue RFQ/NOO to schedule holders that includes the site and facility data, an ESCO Expression of Interest form and the Final Proposal requirements
- Prepare Scope of Work while awaiting ESCO offers
- Accept ESCO offers or completed expression of interest forms
- Evaluate offers and select an ESCO using the ESCO Evaluation Guide and Worksheet*
- Send written letter to unsuccessful ESCOs*
- Issue of Notice of Intent to Award (NOITA)* to successful ESCO.
Phase III: Investment Grade Audit and Award
Phase III begins with the ESCO performing the investment grade audit (IGA) and concludes with the award of the project. The IGA forms the basis of the ESCO's final proposal, which includes the scope of work (SOW)*, the task order schedules, and the measurement and verification (M&V) plan. The IGA and award phase should be completed in five weeks and include the following tasks:
- Conduct kick-off meeting to prepare for on-site IGA
- ESCO performs on-site IGA with the IGA Tool* provided by the Federal Energy Management Program
- ESCO presents IGA findings (outputs from the IGA Tool) for review
- Agency requests ESCO prepare and submit final proposal
- ESCO prepares and submits final proposal based on the final proposal requirements*
- Agency reviews submittals and engages in negotiations
- Parties agree to pricing and ESCO competes financing
- ESCO locks-down financing and agency awards task order*.
Phase IV: Installation
Phase IV includes the installation, commissioning, and acceptance of the ECMs identified in the award. M&V is also performed to ensure that the new equipment is meeting the savings guaranteed in the contract. Phase IV should be completed in eight weeks and includes the following tasks:
- ESCO presents project plan matching SOW and site requirements
- ESCO installs ECMs and schedules inspection and commissioning with agency
- ESCO performs commissioning according to Guidelines and Checklist for Commissioning and Government Acceptance of ESPC ENABLE Projects*
- ESCO performs post installation M&V according to the ESPC ENABLE M&V Plan Template*
- ESCO presents commissioning and final M&V results in post installation M&V and commissioning report (see Guidelines and Checklist for Commissioning and Government Acceptance of ESPC ENABLE Projects)*
- Agency completes project acceptance using FEMP-provided project acceptance checklist*
- Performance period begins.
Phase V: Performance Period
The final phase includes annual M&V and ongoing contract administration, such as payments to the ESCO. An annual audit must be completed throughout the life of the contract; the M&V plan will specify responsibilities during this phase. FEMP has developed an M&V protocol* that provides instruction and aligns with other FEMP M&V guidance. Typical activities during the performance period include:
- Agency or ESCO conducts an audit per the M&V plan
- ESCO generates annual M&V report based on audit results
- Agency receives annual M&V report, reviews/approves, and issues payment.
*Denotes that there is a FEMP-provided tool or template for this action.