DISTRICT OF SQUAMISH REPORT TO: Council FOR: Regular PRESENTED: October 2, 2005 FILE: 6410 CEAP FROM: Planning Department SUBJECT: Squamish Community Energy Action Plan – Award contract. Recommendation: That the District of Squamish Council award the undertaking of the Community Energy Action Plan to Holland Barrs Planning group, in association with Bunt Engineering, Compass Resource management, Eco-Industrial Solutions, Shaun Martin Consulting, and West Coast Environmental Law, based on the CEAP Proposal submitted September 10th, 2007, and the amended project budget submitted September 19, 2007. CAO Recommendation: THAT the CAO concurs with the Planning Department report and recommendations. K. Anema, CAO 1. Background: Throughout 2006 and the beginning of 2007, the District of Squamish began the exciting work of understanding our energy and climate change impacts and possibilities. This included a baseline audit of our greenhouse gas emissions, and target setting with both long term vision, as well as with consistency with Provincially supported goals. The District of Squamish applied to the Community Energy Action GOLD award, and was one of two municipalities in the province to win the top amount of $75,000. Following this recognition of our early work, District of Squamish Council budgeted an additional $70,000 to allow for the development of a Community Energy Action Plan. A Request for Proposals for the Community Energy Action Plan was prepared and issued on July 31st, 2007, with a closing date of September 10, 2007. The RFP was directly sent to a total of 12 consultants, and Ted Sheldon of the Ministry of Environment forwarded the RFP to additional consultants who work in this sector. On September 4th, 2007, Council appointed Councilor Heintzman to work with Planner Sabina FooFat and Squamish Sustainability Corp. Projects Lead Dan McRae, to an evaluation panel for the proposals that were submitted. 2007 Squamish Community Energy Action Plan – award contract 2. Project Information: A total of three proposals were submitted on September 10th, 2007. These included proposals from: The Sheltair Group Stantec Architecture Ltd. in collaboration with reSource Rethinking Building Inc. Holland Barrs Planning Group with Bunt Engineering, Compass Resource management, Eco-Industrial Solutions, Shaun Martin Consulting, and West Coast Environmental Law All three proposals are of excellent caliber. However, the panelists agreed that the Holland Barrs proposal both met and exceeded the RFP requirements in key areas including; planned stakeholder consultation, review of energy effective transit planning, approach to educational and capacity building materials, and approaches to diversification of future energy sources. The Holland Barrs proposal also came in at $155,000. This is $10,000 more than the total budgeted amount for this project. In their proposal, the proponent identified that they could also revise the proposal to total $145,000, with minor reductions to some of the programs. At the Panel’s request Holland Barrs team submitted an amended budget on September 19th, 2007. This amended budget is attached to the report and recommended proposal. The Holland Barrs proposal is based on a approach that details: Engagement that is collaborative and participatory; Technical review that is practical and innovative; Strategic approach to build capacity for future implementation; Strong momentum to move forward with implementation. The entire recommended proposal is attached to this report. Lowest Cost Proposal The Sheltair group submitted the lowest cost proposal as follows: Proposal: $136,000 – without public consultation Public Consultation: $6,000 The Sheltair proposal also reduced the Municipal Buildings Strategies component of the RFP, to an Energy Audit and recommendations for the Brennan Park Recreation Centre. Although an audit of just Brennan Park would result in a lower cost proposal, this change in scope differed considerably from what was identified in the RFP. The amended Holland Barrs proposal, and the Stantec proposal were both submitted at $145,000. 3. Panel Comments: Choosing a leading proposal was difficult, and the merits of each application were noted and appreciated. Despite the challenge, the panel believes the Holland Barrs proposal 2007 Squamish Community Energy Action Plan – award contract most closely matched the CEAP Request for Proposal, and will result in an excellent, practical, innovative plan that will meet Squamish’s environmental and progressive green industry goals. 4. Policy Implication Consistent with Council endorsed 12-point pledge and Energy Efficiency/Climate change targets. 5. Recommendation: That the District of Squamish Council award the undertaking of the Community Energy Action Plan to Holland Barrs Planning group, in association with Bunt Engineering, Compass Resource management, Eco-Industrial Solutions, Shaun Martin Consulting, and West Coast Environmental Law, based on the CEAP Proposal submitted September 10th, 2007, and the amended project budget submitted September 19, 2007. Alternate Recommendation 1: That the District of Squamish Council NOT award the undertaking of the Community Energy Action Plan to Holland Barrs Planning group, in association with Bunt Engineering, Compass Resource management, Eco-Industrial Solutions, Shaun Martin Consulting, and West Coast Environmental Law, based on the CEAP Proposal submitted September 10th, 2007, and the amended project budget submitted September 19, 2007. Implications: The panel could recommend the second runner up for the CEAP project. Alternate Recommendation 2: Another direction / course of action as specified by Council. __________________________________________ Sabina FooFat Planner Attachment A: Proposal Scoresheet – Panel totals. Attachment B: Holland Barrs Planning Group and Associates Proposal for Squamish Community Energy Action Plan Attachment C: Amended budget – September 19, 2007 2007 Squamish Community Energy Action Plan – award contract Annex ‘B’ CONSULTING SERVICES PROPOSAL EVALUATION FORM SUMMARY Point totals for each consultant are an average of the points given by all evaluators. Proposal Name: Squamish Community Energy Action Plan Date: September 20, 2007 Factor Weight AVERAGED CONSULTANT POINT TOTALS out of 100 Cons. #1 Cons. #2 Cons. #3 Sheltair Holland Barrs Stantec / reSource Capability 25 17.8 22.2 21.8 Methodology 40 27.6 36.3 26.9 Historical 20 12.8 16.7 15.9 Performance Sub-Total 85 58.2 75.2 64.6 Fees $136,000 + 6,000 $145,000 $145,000 (with reduced components) Cost Points * - 15 *Sheltair reported the lowest cost, by removing components of the RFP, n/a including public consultation and the Municipal Buildings Strategy. Total Points 85 58.2 75.2 64.6 * Note: The lowest cost proposal receives 15 points. Other proposals are awarded points as follows: District of Squamish Community Energy Action Plan Proposal Submitted by: Holland Barrs Planning Group Suite 505, 318 Homer St Vancouver, BC V6B 2V2 T: 604.688.9769 In association with: Bunt Engineering Suite 1812, 1177 West Hastings St Vancouver, BC V6E 2K3 T: 604.685-6427 Compass Resource Management Suite 200, 1260 Hamilton St Vancouver, BC V6B 2S8 T: 604.641.2875 Eco-Industrial Solutions Suite 501-318 Homer St Vancouver, BC V6B 2V2 T. 604.737.8506 Shaun Martin Consulting 2840 West 11th Ave Vancouver, BC V6K 2M1 T: 604.789.1095 West Coast Environmental Law 1001 - 207 West Hastings Street Vancouver, BC Canada, V6B 1H7 T: 604.684.7378 September 10, 2007 Table of Contents 1. OUR UNDERSTANDING OF THE PROJECT ................................................. 3 2. OUR TEAM, OUR EXPERIENCE AND YOUR MASTER PLAN ..................... 6 3. OUR APPROACH.......................................................................................... 13 4. METHODOLOGY AND SCOPE OF WORK .................................................. 17 5. SCHEDULE.................................................................................................... 35 6. BUDGET ........................................................................................................ 37 APPENDIX A. REFERENCES ........................................................................... 38 APPENDIX B. FIRM PROFILES AND RESUMES............................................. 39 Community Energy Action Plan 1 1. Our Understanding of the Project olland Barrs Planning Group has assembled an H interdisciplinary team of some of the region’s foremost energy and policy experts to work with District of Squamish Council, staff and community stakeholders to forge an innovative, new sustainable energy pathway. 1.1 Goals The Request for Proposals to develop a Community Energy Action Plan entails the following: • Develop a 5-10 year Master Action Plan for practically implementing and monitoring a series of projects and strategies that also need to be prepared, specifically: o Smart Growth Block Catalyst Project Plan; o Distributed Electricity Network Catalyst Project Plan; o District Energy System Catalyst Project Plan; o Multi-Modal, Multi-Fuel Transportation Hub Catalyst Project Plan; o Energy Efficiency Strategy for New Buildings; o Energy Efficiency Strategy for Municipal Buildings. • A Regional Energy Collaborative would be developed to harness the government and community stakeholders necessary to turn this plan into reality and a discussion paper on this new institution must be prepared. These deliverables are intended to help the District meet a range of GHG and sustainable energy targets, some of which