Project facilitators (PFs) are experienced, unbiased advisors who guide the agency acquisition team through the project development and implementation process by providing technical and financial advice.
PFs are available to assist federal agencies with energy savings performance contracts (ESPCs), utility energy service contracts (UESCs), and ESPC ENABLE projects. For guidelines on how a PF can become DOE-approved, see Project Facilitation and Quality Assurance for Federal ESPCs.
Federal agencies developing U.S. Department of Energy (DOE) indefinite-delivery, indefinite-quantity (IDIQ) ESPC projects are contractually required to work with a DOE-approved PF—either DOE-provided or agency-provided approved by DOE. The PF is required to be engaged with the project development process from the preliminary assessment kickoff meeting through the review of the first annual measurement and verification report.
The Federal Energy Management Program (FEMP) maintains a list of DOE approved project facilitators.
There are several ways for an agency to retain a PF:
- Identify qualified staff within your organization to serve as a PF.
- Submit an application to FEMP for the PF to become DOE-approved. See additional information below.
- Hire a DOE approved PF through one of the following three mechanisms:
- GSA Schedule.
- Agency's internal procurement process.
- DOE Golden Field Office. See additional information below.
PFs Through DOE Golden Field Office
FEMP provides PF services on a reimbursable basis (covering labor costs and travel) executed through an interagency agreement with the DOE Golden Field Office who will solicit and select the PF. PFs can either be paid for upfront using appropriated funds or through the savings generated during the first 1–3 years and guaranteed in the project contract.
How to Begin Working with a DOE-Approved Project Facilitator
DOE-approved project facilitators should use the FEMP ESPC Project Development Guide, which charts the FEMP process for providing project development support to agencies developing ESPC projects using the DOE IDIQ ESPC.
The guide outlines:
- Resources that PFs and federal project executives are required to use in their lead roles in the delivery of project development services
- Minimum requirements for project documentation
- Templates of deliverables to be provided to the agency.
An agency should follow these steps to work with a PF provided by DOE. These steps can also be used (with slight modifications) for an ENABLE or UESC project.
- To retain PF services, an agency contacts a federal project executive.
- The needed PF scope is determined between the agency, the FPE, DOE Golden Field Office and the DOE COR.
- The DOE Golden Field Office completes the RFQ process (utilizing the GSA Schedule) to procure a PF on the agency's behalf, evaluates all quotes and determines pricing to be fair and reasonable for selected contractor.
- An agency enters into an interagency agreement with the DOE Golden Field Office, the ESPC contract administration office. An agency specifies whether they will pay upfront, while services are rendered or pay through ESPC project savings.
- The DOE Golden Field Office finalizes the Task Order to procure a PF on the agency's behalf.
- The PF begins work on developing and implementing the agency ESPC project following the guidance in the FEMP ESPC Project Development Guide. The process chart of required PF activities and deliverables in Table 1 of the ESPC Project Development Guide is organized by ESPC project phase.
An agency should follow these steps to use their own PF.
- To begin working with their own PF or have an agency PF approved by DOE, an agency contacts a federal project executive.
- An agency ensures its selected PF has been approved by DOE. For guidelines on how a PF can become DOE-approved, see Project Facilitation and Quality Assurance for Federal ESPCs.
- The PF begins work on developing and implementing agency ESPC project following the guidance in guidance in the FEMP ESPC Project Development Guide (or an equivalent agency guide). The process chart of required PF activities and deliverables in Table 1 of the ESPC Project Development Guide is organized by ESPC project phase.
An agency should follow these steps to hire a PF through the GSA Schedule.
- To begin working with a PF from the GSA schedule, an agency contacts a federal project executive who maintains a list of available PFs procured via the GSA schedule.