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									                                         Meeting Minutes:
    Technical consulting service for the SF Green Business Program (SFGBP) - Pre-Proposal
                                    Conference, May 28, 2009

I. Introduction and Schedule
     • All information about the SFGBP can be found at sfgreenbiz.org.
     • The program started in 2004 and has since recognized over 150 businesses in the
         office/retail, hotel, restaurant and dental practice sectors.
     • The SFGBP is a partnership of three city agencies- The Department of the Environment,
         the SF Public Utilities Commission and the Department of Public Health. However, the
         administration of the program is the responsibility of the Department of the Environment
         (DOE), and the contract will be managed by DOE.
     • While the contract is listed as $300,000 for a 5 year period, it will be close to $100,000 for
         3 years and the program will put a good faith effort to raise money for the fourth and fifth
         years.
     • The proposal is due June 16 at 5pm
     • The deadline for submission of questions of clarification is June 5. However, you may
         continue to ask questions about LBE requirements of Preston Tom at 650-821-7796 or
         Preston.Tom@flysfo.com up until the date of proposal submission.

II. Scope of Work
     • The Green Business (GB) team has tried to capture all of the broad services that we will
        be requesting in this scope of work but this is by no means an exhaustive list of
        everything we will be requesting from the contract.
     • SFGBP staff will train the successful bidder on the program’s procedures for the current
        sectors that are serviced.
     • The ideal candidate will have multi-media experience (ie. Experience in all areas of the
        green business program such as water, energy, pollution prevention and waste
        reduction) and experience with a range of business sectors.
     • A local contractor would be a plus.
     • A contractor that is willing and able to train individuals from low-income neighborhoods to
        conduct green business work is a plus.
     • #A, Strategy: The SFGBP team would like the contractor to help the program expand to
        new sectors. The SFGBP team is currently maintaining a waitlist of interested
        businesses from other sectors and we would like the contractor to support us in
        developing a strategy to identity sectors and advise the green business team on the best
        way to launch to these sectors. The contractor will also be expected to develop protocols
        to work with new sectors.
     • #B, Audits: The ideal candidate or team of candidates will have at least one strong
        technical lead with project management experience and experience in working with
        multiple industry types as well as team members that have 2+ years field experience
        related to the acitivities listed in the scope of work..
     • 80-90% of the work will be related to sections B-D, and the contract will provide
        assistance to the businesses (in currently serviced sectors as well as new sectors) that
        have expressed interest in the green business program.
     • #C, Reporting: The SFGBP team would provide support in detailed reporting
        procedures, but would expect the contractor to continually make suggestions for a more
        sophisticated reporting process.
     • #D, Metrics: The SFGBP team will train the contractor on using the program’s pre-
        developed template, but would expect the contractor to develop more metrics as needed.
     • #E, Training: The SFGBP team would expect the contractor to bring to the team’s
        attention new technologies, green business standards, auditing protocols, and ideas to
        make the program more efficient and successful overall. The City’s SFGBP team would
        expect to be trained back on these items.




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     •   # F, Language: It is desirable to have a member of your team to provide services in
         languages other than English that are common in San Francisco, such as Spanish or
         Cantonese.
     •   The SFGBP team is looking for a team of consultants that has been cross-trained and
         can conduct all green business audits at once, rather than one at a time. The SFGBP
         team will train the contractor on proper auditing procedure and provide additional support
         as necessary. For example, the SF Energy Watch program has a team of energy
         contractors that would be made available to the contractor.
     •   The SFGBP team will be circulating the contact information of every person that attended
         the pre-proposal conference.


III. Submission Requirements
      • The introduction and executive summary describes your willingness and ability to perform
         the work on this contract and should be no more than 3 pages
      • Consultant qualifications should be no more than 2 pages per person or firm, including
         subcontractors.
             o For example, if a proposal has 4 people as part of the primary contractor and are
                 going to hire 2 sub-consultants; you would submit no more than 6 pages total- up
                 to 2 pages for the primary contractor and up to 2 pages each for both sub-
                 contractors (6 pages total). If you choose, you could submit biographies for each
                 member of the primary contractor team.
      • Letters of reference can be up to 1 page per reference
             o For example, if you have 3 references you can submit up to 3 pages.
             o It is suggested to submit no more than 5 letters of reference.
             o The letters of reference should include the contact information of the reference.
             o It is beneficial to have references from other public agencies.
      • The project example should be no more than 5 pages and relate to the scope of work.
      • The fee proposal should include the hourly rates of all people you propose to have on
         your team and their role (book keeping, administrative, auditing etc.).


IV. Selection Criteria and Evaluation
    • The written proposal will determine who is awarded an interview.
    • The oral interview alone will determine the winning contract.
    • The SFGBP team will try and stick as close to June 19th for oral interviews but it really
        depends on the quantity and quality of reports that are received.
    • It would be beneficial to have every member (that is expected to be actively performing
        the activities listed in the Scope of Work, with the exception of administrative personnel)
        of the contract team present for the oral interview, including sub-contractors.

V.    Pre-proposal conference and Contract Award
     • The pre-proposal conference was held on May 28th, 2009 at 2pm at 11 Gove Street.
     • The HRC representative announced at the meeting that attendance at the pre-proposal
     conference was not mandatory. Organizations that did not attend the pre-proposal
     conference MAY STILL submit proposals.

VI. Terms and Conditions for Receipt of Propsoals
    •    All inquires regarding the RFP should be directed to Sushma Dhulipala at
    sushma.dulipala@sfgov.org,
    • Requests for clarifications regarding the RFP can be made up to June 5, 2009.
    • Requests for clarifications regarding the LBE Subconsultant goals may be directed to
    Preston Tom at 650-821-7796 or Preston.Tom@flysfo.com up until the date the proposal is
    due.




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    • The City has the authority to issue change notices and all change notices will be posted
    on the website, so check back frequently.

I. Proposer’s Obligations under the campaign reform ordinance
    • The City and County of San Francisco has a local ordinance requiring that a certain
        percentage of the contract go to local business enterprises.
    • The LBE subconsulting goal for this project is 12%.
    • An LBE is a small San Francisco business that has been certified as an LBE.
        Certification status allows for opportunities to compete for city contracts. For a list of
        certified LBEs see:
        http://sfgov.org/site/uploadedfiles/sfhumanrights/directory/vlistS_1.htm
    • All proposals submitted must include the following Human Rights Commission (HRC)
        Forms contained in the HRC Attachment 2 (see attached): 1) HRC Contract Participation
        Form, 2) HRC “Good Faith Outreach” Requirements Form, 3) HRC Non-Discrimination
        Affidavit, 4) HRC Joint Venture Form (if applicable), and 5) HRC Employment Form. If
        these forms are not returned with the proposal, the proposal may be determined to be
        non-responsive and may be rejected.
    • Proposers should pay particular attention to Forms 1 and 2: the HRC Contract
        Participation Form, where you will identify the LBE firms and the Good Faith Outreach
        form, which proves that you have taken significant steps to reach LBEs.
             o Proposers receive 15 points for the Good Faith Outreach Form just for attending
                  the pre-proposal conference meeting
             o Good faith outreach can be in a number of different ways as outlined in form 2B.
                  For example, a proposer may place an advertisement in the Small Business
                  Exchange Newspaper.
             o Another outreach step is to contact LBEs and document the process. See form
                  2B for more examples of outreach steps.
    • Please submit only two copies of the above forms with your proposal. The forms should
        be hard-copy forms and placed in a separate, sealed envelope labeled HRC Forms.
    • If you have any questions concerning the HRC Forms, you may call Preston Tom, the
        Human Rights Commission Contract Compliance Officer for the Department of the
        Environment at 650-821-7796 or Preston.Tom@flysfo.com at anytime. Please ask
        questions!
    • If the prime contractor is an LBE, they must also contract out 12% of the total contract to
        other LBEs.
    • A certified LBE that submits a proposal will be entitled to a 10% additive bonus.
    • An LBE may be on multiple proposals. In fact, this is encouraged.
    • After the pre-proposal conference the list of attendees will be emailed and the LBEs in
        attendance will be noted on the sign-in sheet.

                                       Clarifying Questions

Would sections B-D in the scope of work be 90% of the work required? Or would we (as
the contractor) be complementing what you are already doing?
The contractor would be complementing as well as expanding what the SFGBP is already doing.
For the sectors currently serviced, the SFFGBP team will be training the contractor on current
procedures and protocols. Once trained, the contractor will be expected to provide GB support to
interested businesses. Based on this experience, the contractor will be expected to advise the
SFGBP team on ways to launch to new sectors and provide GB assistance to new sectors. In
addition, the SFGBP team does expect that the contractor will bring to the team’s attention new
ideas about ways to make the program more efficient and successful.




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The way you do your audits now, do you usually have 1 person come in and do the audits
one at a time, are you looking for someone to do all of the audits at once?
The SFGBP is looking for someone that can be cross-trained and be capable of conducting all of
the audits at once (water and energy conservation, waste reduction and pollution prevention).
However, the SFGBP team will provide technical support as needed. For example, the DOE runs
the SF Energy Watch Program which provides free audits and reports indicating energy efficiency
opportunities at the site, qualifying program incentives, and savings estimates. The contractor
would have access to this program. SFGBP staff will work very closely with the contractor to
share information on resources available from the City.

Can we share the names of the people who attended the meeting so we can form teams of
people to submit a proposal?
Yes, we will be posting the names of the people who attended the meeting and sending out an
email to all individuals that received notification of the RFP.

Would the contractor be able to hire people to help them with the work or would these
people need to be pre-selected by the Department of the Environment?
Each bidder will be responsible for assembling a team believed to be competitive for winning the
contract. Once a contract is in place, DOE will assume that the team submitted in the proposal
will be conducting the work; however, the contractor is free to hire additional people once the
contract is in place to conduct the work as necessary.

How many hours does it take to certify a business?
The SFGBP team has spent 4 years trying to answer that question. It really depends on the type
of business and how many green business measures are already in place. During contract
negotiations we will determine an appropriate amount of time (hrs) to spend per business, and if
the contractor believes they will need to spend additional time with a particular business, the
contractor will need to obtain permission from DOE.

Under point A in the scope of work, when you talk about developing new program
standards, do you already have in mind what sectors you want to expand?
Yes. The SFGBP is currently working with office/retail, restaurant, hotel and dental practices.
We have been maintaining a list of unserved businesses for other sectors. However, the SFGBP
will expect the contractor to provide additional support helping us identify new sectors and advise
us on the best way to launch to these new sectors.

Should the proposal include strategies for new sectors to add?
It is up to the discretion of each proposer if they would like to include this in the proposal.

Will part of this be working with the SFGBP team to help you make the program more
improved and more efficient?
Yes, of course. We are doing the same type of work that will be expected of the contractor. We
expect there will be constant information sharing to make our process better.

Would you want a biography of each person that would potentially work on the project to
be submitted with the consultant qualifications?
It is really up to each individual bidder to determine how to represent the bidding team. You could
include biographies of each member of the team if deemed appropriate.

Do you require a letter of reference or just names of references?
Yes, letters of reference should be included with the proposal. The letters should include the
contact information of the reference. The letters can be up to one page each and it is
recommended to include no more than five letters of reference.




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Is there a minimum or maximum number of letters of reference we may include?
No. It is recommended to include at least two letters of reference but no more than five, but it is
up to the discretion of each bidder.

How does the contract get paid out? Does the contractor get a monthly salary?
No, the contract will not be awarded a monthly salary. The work will be carried out through task
orders on an as-needed basis. See Appendix A of the RFP for more information on task orders.

Is there an expectation for the number of businesses that the contractor would work with?
The number of businesses that the winning contractor would work with will be determined through
the contract negotiation process.

What other languages are you looking for?
It would be a plus if a bidder was familiar with languages common in San Francisco such as
Spanish or Cantonese.

In the fee proposal, do you want to see the hourly rates for team members rather than how
many hours we anticipate working with each business?
Yes, we want to know the hourly rate of each member of your team and the role they will be
providing in the contract (for example, bookkeeper, project manager, auditor, analyst, etc.).

What is the hourly rate for an inspector person?
Determining the hourly rates for each team member is up to the discretion of each bidder.

Will you interview everyone in the team or just one person?
The SFGBP team will want to interview each person that is represented in the proposal.

How long will the interviews be?
It really depends on the proposal. Interviews may range between 45 minutes and 2 hours. We
will ask some standard questions but we will also ask questions based on the proposal submitted,
so each interview may be different.

If we have a question on the RFP, can we ask you (Sushma Dhulipala)?
Yes, you may ask questions about the RFP up until June 5. Please submit written questions of
clarification to sushma.dhulipala@sfgov.org.

If we mark a project example submitted with the proposal as confidential, will it become
public information under the Sunshine Ordinance?
Yes, it will be public information. Any documents submitted to us become public documents under
the Sunshine Ordinance.

Do your recommend contacting businesses for measure implementation or are the
businesses pre-selected by the SFGBP? Would pre-selecting the businesses be part of
the work?
The SFGBP will pre-screen all businesses that the contractor would be working with and will
provide this list of businesses for you.

If the LBE is the prime contractor do they have to use other LBEs?
Yes, they must contract out 12% of the contract to other certified LBEs.

Is there a discount for certified LBE non-profits and LBEs?
LBEs and LBE certified non-profits are awarded a 10% discount, but in the case of this RFP,
LBEs and LBE certified non-profits will be awarded a 10% bonus on the written proposal.




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Does a non-profit that is not a certified LBE receive a discount?
A non-profit that is not a certified LBE will only be eligible for the joint venture discounts (see b
and c on page 12 of the RFP).

Can an LBE be on multiple teams of proposals?
Yes, we discourage exclusivity. Yes, absolutely.

It is correct that the date for clarifying questions is the end of the day June 5?
Clarifying questions regarding the RFP are due June 5, but questions regarding LBE
requirements do not have a deadline.




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