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This Solicitation is Now Closed
The New York State Energy Research and Development Authority (NYSERDA) announces the opportunity to develop and implement a multi-county Low-Income Oil Buying Strategies Pilot Program to support New York State's effort to most efficiently administer public dollars provided for energy assistance to the State's low-income households. This solicitation and resulting contract is being offered by NYSERDA. The New York State Office of Temporary and Disability Assistance (OTDA) will play a key role in this initiative, including facilitating a competitive process for the selection of up to ten counties to participate in Year One of this pilot program. In addition, NYSERDA has engaged in discussions with the Empire State Petroleum Association (ESPA) to encourage ESPA's input in developing model(s) that increase value to the oil industry in exchange for more attractive prices. This solicitation seeks to obtain a Program Implementor to assist in the development, implementation, monitoring and evaluation of local Oil Buying Pilot Projects targeted at more effective procurement strategies on behalf of the Home Energy Assistance Program (HEAP) and Temporary Assistance. The Program Implementor will work closely with NYSERDA, OTDA, ESPA, and local Department of Social Service (DSS) staff to design, implement, monitor, and evaluate these pilot projects. It is anticipated that the pilot projects will include a heating system clean & tune for participating households. In addition to the tremendous potential for increased buying power for the public dollar, these pilot projects aim to develop replicable models that are vendor-inclusive and create added benefits such as, movement from will-call to auto-delivery, and encouraging public assistance recipients to take advantage of payment programs as a matter of course. This solicitation seeks qualified candidates possessing the flexibility required to implement such a diverse pilot program under significant time constraints. NYSERDA anticipates making one award, with up to $500,000 available in Year One for implementation and heating system clean and tune services for participating households. Preference will be given to proposers who demonstrate a familiarity with and understanding of publicly funded low-income energy assistance programs in New York as well as the New York State retail oil industry. Services are expected to be provided beginning immediately upon contract award, no later than August 2003, in preparation for the 2003-2004 heating season. This solicitation allows for a one year contract with annual options to renew through June 2006. Proposers must submit one signed original and nine (9) copies of the proposal with a completed Proposal Checklist attached to the front of the signed original and each copy. Proposals must be clearly labeled and submitted to: Karen Whalen, RFP No. 765 Technical or content questions on this RFP should be directed to Peggie Neville at (518) 862-1090, ext. 3368, or man@nyserda.org. Contractual questions should be directed to Mary Sauvie at (518) 862-1090, ext. 3229, or mks@nyserda.org. **Eastern Time. Late proposals will be returned. Faxed or e-mailed proposals will not be accepted. ** Proposals will not be accepted at any other NYSERDA location other than the address specified above. I. INTRODUCTIONThe New York State Energy Research and Development Authority (NYSERDA) is a public benefit corporation established pursuant to Title 9 of Article 8 of the Public Authorities Law of the State of New York. Pursuant to a January 30, 1998 order of the New York State Public Service Commission (PSC), NYSERDA became the administrator of statewide public benefit programs funded by a System Benefits Charge (SBC). In Opinion No. 98-3, the Commission established a system for funding public benefit programs for energy efficiency, research, demonstration and development, low-income services, and environmental protection. The Commission issued an Order Continuing and Expanding the System Benefits Charge for Public Benefits Programs on January 26, 2001 which extended the SBC at increased funding levels for an additional five years through June 2006. NYSERDA's SBC-funded programs are known collectively as the New York Energy $martSM program. A primary goal of the Low Income Energy Affordability Program (a sub-program of New York Energy $martSM ) is to improve energy affordability through a multi-faceted, all-fuels approach to reducing the energy burden of the State's low-income households. NYSERDA has conducted a number of pilot projects aimed at increasing the energy affordability of low-income households through a variety of oil buying strategies which have aimed to present value propositions to participant dealers. Building upon the lessons learned in these early projects, this solicitation seeks to coordinate with existing public assistance programs, administered by the NYS Office of Temporary and Disability Assistance (OTDA) to implement market-based energy procurement and efficiency strategies. The Low-Income Oil Buying Strategies Pilot Program to be funded under this RFP will support New York State's effort to most efficiently administer public dollars provided for energy assistance to the State's low-income households. NYSERDA anticipates making one award under this solicitation, with funding in year one not to exceed $500,000 including implementation of heating system clean & tunes for participating households. II. BACKGROUND INFORMATION New York State expends millions of dollars per year on energy assistance to the State's low-income households. Energy assistance comes from a variety of sources. New York's primary energy assistance program, the Low-Income Home Energy Assistance Program (HEAP), is a federally-funded program providing cash assistance as well as supporting weatherization services. Additionally, New York's Temporary Assistance Program provides energy assistance through energy allowances that are calculated into Temporary Assistance benefits, funded federally through Temporary Assistance for Needy Families (TANF) and state-funded through Safety Net Assistance. Based on the funding available, HEAP alone served over 680,000 households during the 2002-2003 heating season. However, there are approximately 2 million New York State households whose incomes are at or below 60% of the State's Median Income (SMI), the threshold used by most low-income programs. These figures clearly illustrate the need to stretch the limited public dollars as much as possible. With this in mind, NYSERDA has piloted several projects aimed at demonstrating more effective buying strategies for home heating fuel on behalf of the State's low-income consumers. While the ultimate objective of these projects has been to increase the energy affordability of participant households, all projects have aimed to be vendor-inclusive and included additional components that add value for participating dealer(s) to encourage a sustainable market based model. These components have included:
Many lessons have been gleaned from these initial projects. One such lesson involves the Low-Income Home Energy Assistance Program (HEAP). It is estimated that approximately 30% of New York HEAP payments are to non-utility vendors, including home heating oil, kerosene, and propane vendors. For the 2002-2003 heating season this amounted to approximately $58 million. In addition to these HEAP funds, New York spends millions of additional dollars on Temporary Assistance benefits, of which a portion is devoted to energy needs. A variety of models exist in other states, including Massachusetts, Connecticut, Vermont, and Maine, to use the buying power of public funds to secure more attractive pricing for home heating fuels. For example, the Massachusetts Department of Housing and Community Development, the State HEAP administrator, has negotiated a statewide Margin Over Rack (MOR) price of 28.5 cents per gallon for HEAP payments. For the 2001-2002 HEAP program year this amounted to over $3.5 million in savings over the market price. This solicitation seeks to build upon the lessons learned through these original projects and the experiences of other States to develop a strategy that allows New York to expend public energy assistance dollars more efficiently, resulting in an increased benefit to the targeted population and the State, while creating value and maintaining a reasonable profit to participating vendors. This solicitation and resulting contract is being offered by NYSERDA. OTDA will play a key role in this initiative, including facilitating a competitive process for the selection of up to ten counties to participate in this pilot program. In addition, NYSERDA has engaged in discussions with the Empire State Petroleum Association (ESPA) to encourage ESPA's input in developing model(s) that increase value to the oil industry in exchange for more attractive prices. III. PROGRAM GOALS This solicitation seeks to obtain a Program Implementor to assist in meeting the following program goals:
IV. SERVICES TO BE PROVIDED & MINIMUM QUALIFICATIONS A. Services to be Provided This work shall include the tasks listed below. Task 1. Project Design Task 1.1 Immediately upon contract award and execution of contract, the Contractor shall meet with the NYSERDA Project Manager and the Oil Buying Pilot Program Team, which will include representatives from OTDA, ESPA, local DSS, and community based organization(s) if appropriate. This meeting shall accomplish the following:
Task 1.2 The Contractor shall work closely with the Oil Buying Pilot Program Team to further develop the model(s) to be piloted. All models will be subject to NYSERDA review and approval. Task 2. Project Implementation Task 2.1 The Contractor shall meet with representatives from each of the participating counties. These representatives may include DSS staff, and local community-based organizations to finalize the models to be deployed in each county, subject to NYSERDA approval. The Contractor shall reach agreement with each county on the expectations of services to be provided by the Contractor and the responsibilities of DSS and/or community-based organization staff relevant to the conduct of the pilot project. These agreements shall be developed in conjunction with the NYSERDA Project Manager and OTDA staff. Agreements will be subject to NYSERDA approval. Task 2.1.1 The Contractor shall be available, on a daily basis by telephone or email, to the local pilot project team to answer questions, provide guidance, assist in resolving disputes, etc. throughout the pilot period. Task 2.2 The Contractor shall assist each county in the area of vendor relations. At a minimum, this shall include the organization and facilitation of a Vendor Meeting in each of the participating counties to present the model being implemented and answer questions. Task 2.2.1 The Contractor shall ensure that a vendor complaint referral process is instituted to ensure that any vendor issues that may arise during the course of the pilot is immediately addressed. Task 3. Project & Market Monitoring Task 3.1 The Contractor shall track project performance for each of the counties participating in the pilot program. Task 3.2 The Contractor shall monitor the NYS retail oil market in general and specifically in the target counties participating in the pilot. Depending on the models deployed in these pilots, this may involve daily tracking of the NYS rack prices, through the Oil Price Information Service (OPIS) network, or by any other appropriate means. NYSERDA shall make available to the Contractor the "Weekly Heating Fuels Report" which summarizes retail heating fuel prices per region of the State on a weekly basis from September through April. Task 4. Development and Training of Processes, Templates, and Tools Task 4.1 The Contractor shall develop processes, templates and tools to be used by the local pilot team in administering the pilot project. These processes, templates, and tools shall include but are not limited to vendor agreements, participant agreements, database for tracking program pricing and payments, complaint referral process, etc. All materials developed will be subject to NYSERDA review and approval. Task 4.2 The Contractor shall train appropriate personnel in each participating county in the use of these processes, templates, and tools. The Contractor shall provide all necessary on-going technical support to the pilot team in the use of these processes, templates, and tools. Task 4.3 Based on the experience of the 2003-2004 heating season, the Contractor shall modify these processes, templates, and tools. The Contractor shall develop a training manual, which will include this information, and be prepared to deliver this training to additional counties for implementation during the 2004-2005 heating season, as directed by NYSERDA. Task 5. Project Management Task 5.2 The Contractor shall maintain frequent and effective communications with the NYSERDA Project Manager. The Contractor shall be available to attend meetings, as needed at NYSERDA's Albany office. The Contractor shall be available to make presentations on the concept and progress of this project to external parties, as needed and requested by NYSERDA. Task 6. Evaluation & Reporting Task 6.1 In conjunction with the NYSERDA Project Manager and Evaluation Staff, the Contractor shall develop project metrics to be collected to gauge the performance of the program. Metrics shall include, but are not limited to: number of vendors participating pre and post effort; price per gallon of fuel delivered under program vs. retail price; number of households served; number of households transferred to auto delivery; number of clean & tunes conducted; average efficiency gains; reduced reliance on Emergency HEAP benefit, etc. The Contractor shall be responsible for tracking and reporting monthly on project expenditures and budgetary information. The Contractor may also collect data from at least one county to be used as a control group. The Contractor shall implement adequate tracking systems to collect the metrics required for the necessary review and evaluation of this project. Task 6.2 The Contractor shall prepare monthly reports and submit them to NYSERDA's Project Manager by the 10th of each month following the period of work that was performed. Monthly reports shall include a project narrative summarizing the work performed during the reporting period, a description of any difficulties, and all deliverables produced during the reporting period, as well as, monthly project tracking sheets that will summarize the quantitative project metrics. B. Minimum Qualifications Proposers may be qualified individuals, companies, or teams. Proposers must have demonstrated experience in successful completion of projects on time and within budget. Proposers must demonstrate an understanding of the New York State energy assistance programs, including the HEAP and Temporary Assistance. Proposers should be familiar with similar oil buying efforts in other States. Proposers must possess an understanding of the New York State oil market including wholesale and retail prices, as well as how vendors purchase. Proposers must demonstrate the ability to work effectively with a diverse group of stakeholders. Proposers should be flexible and responsive to changing program needs. Proposers must demonstrate the ability to provide cost-effective, high quality services to up to ten counties, which may be geographically dispersed throughout the State. Proposers must clearly demonstrate an ability to provide the services
requested in Section IV (a) Services to be Provided. V. PROPOSAL REQUIREMENTS Proposers must submit ten (10) copies of their completed proposal. A completed Proposal Checklist (see Attachment B) must be attached to the front of all copies. At least one copy must contain an original signature. Proposals that include teaming arrangements must designate one party as the Coordinating Contractor. The Coordinating Contractor will have overall responsibility for the administration of the Agreement and completion of the Statement of Work. All proposals submitted as part of the RFP 765 solicitation process become the property of NYSERDA. Proposals should not be excessively long or submitted in an elaborate format that includes expensive binders or graphics. Each page of the proposal should state the name of the proposer, the RFP number, and the page number. NYSERDA may request additional data or material to support proposals. To facilitate comparison of proposals, proposers must submit proposals in a format that corresponds to the following outline: RFP 765 Proposal Check List
RFP 765 Proposal Check List: Complete and sign the Proposal Checklist (see Attachment B), and include it as the front cover of the original and each of the nine (9) copies of your proposal. Section 1. Introduction: In this section, proposers must summarize their understanding of NYSERDA's goals and objectives, the general approach to fulfilling them, and why NYSERDA should select the proposer. Section 2. Staffing Plan: In order for NYSERDA to verify availability and flexibility of staff to perform effectively under this contract, proposers must provide a staffing plan including full time equivalents (FTEs) available for completing the identified tasks and deliverables. (A "FTE" is a unit of measurement representing the commitment of personnel resources equal to one person working full-time for one year) Include a detailed organizational chart identifying key personnel that would be working on this project and their title classifications. Include a clear description of each key personnel's responsibilities in executing the project, including any subcontractors. Proposers may also propose to commit a fraction of one FTE if they desire. Proposers must address their ability to provide the services outlined in this RFP. This includes the ability to concurrently service up to 10 counties, which may be geographically dispersed, in an economical and expeditious fashion. Proposers must address their ability and strategy to respond to NYSERDA's needs under short notice and in a reasonable amount of time. Section 3. Qualifications and Relevant Experience: Summarize the qualifications of the proposing team, including individual qualifications of all key personnel and subcontractors. Identify the individual who will be the main point of contact to NYSERDA. This individual should be experienced in client relations and project development. The description of the main contact's expertise should highlight these abilities, including qualifications and experience in providing services. For all key personnel include resumes that highlights recent relevant experience. In this section, include information on the proposing teams familiarity with New York State's Energy Assistance Programs, the New York oil market, and similar buying strategies in other States. Section 4. Statement of Work: The Statement of Work is the primary contractual document that identifies the deliverables for the project. It is an action document that specifically delineates each step or procedure required to accomplish the project objectives. In this section, proposers should describe how they will deliver the services requested in Section IV Services to be Provided, in a high quality, timely and cost-effective manner and identify any proposed modifications or improvements to the Tasks outlined in Section IV. Section 5. Cost Proposal: A total project budget, including
cost elements, must be provided using the attached Contract Pricing
Proposal Form (CPPF), (see Attachment C). Provide a task budget that
shows total costs and cost elements per task (i.e., complete a CPPF
for the total project and for each task identified in the Statement
of Work). If applicable, provide a budget for each subcontractor involved
in the project. Provide detailed budget breakdowns (using the Supporting
Schedule for the CPPF) for materials, equipment, and travel. NYSERDA
encourages cost sharing (e.g., in-kind contributions, funding from
other organizations, etc.) for all projects. VI. PROPOSAL EVALUATION AND CONTRACTOR SELECTION A. Contractor Selection B. Proposal Evaluation The contract will be awarded based on the following criteria which are not presented in order of importance: Qualifications of Proposer(s) - Does the proposing team demonstrate familiarity with New York State's Energy Assistance Programs? Does the proposing team demonstrate familiarity with the New York oil industry? Does the proposing team have the relevant and necessary background and experience? Is the project staff capable of performing the proposed tasks? Does the team show a balance of technical, operations, marketing, administrative, or other expertise necessary to accomplish the project in a cost effective manner? Does the team have the ability to interact with the diverse stakeholders who will be involved with this effort? Does the team demonstrate the positive intangible qualities of resourcefulness, cooperation, and teamwork? Has the proposer demonstrated the ability to provide concurrent service to a geographically dispersed base of participating counties throughout the State in a cost effective and expeditious fashion? Statement of Work and Reporting - Is the Statement of Work comprehensive, realistic, and consistent with the Proposal Requirements? Are staff allocations and schedules realistic? Are results and deliverables clearly stated and consistent with the proposer's activities? Cost Criteria - Is the overall cost reasonable? How cost-effective is the proposal as compared to other proposals? Are allocations of task hours justifiable? Other - Does the proposer demonstrate the ability to successfully implement the project for the 2003-2004 heating season? If applicable, has past work experience with proposer or members of proposing team been positive? Does the proposal offer economic benefits in New York? Evaluation may also be based on any other programmatic and/or management
factors deemed appropriate by NYSERDA. V. GENERAL CONDITIONS Proprietary Information - Careful consideration should be given before confidential information is submitted to NYSERDA as part of your proposal. Review should include whether it is critical for evaluating a proposal, and whether general, non-confidential information, may be adequate for review purposes. The NYS Freedom of Information Law, Public Officers law, Article 6, provides for public access to information NYSERDA possesses. Public Officers Law, Section 87(d)(2) provides for exceptions to disclosure for records or portions thereof that "are trade secrets or are submitted to an agency by a commercial enterprise or derived from information obtained from a commercial enterprise and which if disclosed would cause substantial injury to the competitive position of the subject enterprise." Information submitted to NYSERDA that the proposer wishes to have treated as proprietary, and confidential trade secret information, should be identified and labeled "Confidential" or "Proprietary" on each page at the time of disclosure. This information should include a written request to except it from disclosure, including a written statement of the reasons why the information should be excepted. See Public Officers Law, Section 89(5) and the procedures set forth in 21 NYCRR Part 501. Omnibus Procurement Act of 1992 - It is the policy of New York State to maximize opportunities for the participation of New York State business enterprises, including minority- and women-owned business enterprises, as bidders, subcontractors, and suppliers on its procurement Agreements. Information on the availability of New York subcontractors and suppliers is available from:
A directory of certified minority- and women-owned business enterprises is available from:
Contract Award - NYSERDA anticipates making one award under this solicitation. It may award a contract based on initial applications without discussion, or following limited discussion or negotiations. Each offer should be submitted using the most favorable cost and technical terms. NYSERDA may request additional data or material to support applications. NYSERDA will use the Sample Agreement (see Attachment D) to contract successful proposals. Limitation - This solicitation does not commit NYSERDA to
award a contract, pay any costs incurred in preparing a proposal,
or to procure or contract for services or supplies. NYSERDA reserves
the right to accept or reject any or all proposals received, to negotiate
with all qualified sources, or to cancel in part or in its entirety
the solicitation when it is in NYSERDA's best interest. Attachments:
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