RFNRequest for Needs

EfficiencyOneRFN 2017-0091

Referenced to RFP 2018-0091

GREEN SCHOOLS NOVA SCOTIA: DELIVERY AGENT

RFN Issued Date: January 26, 2018

Deadline for RFN Response: February 23, 2018

 

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TABLE OF CONTENTSSECTION 1: RFN OVERVIEW..................................................................................................................3

PURPOSE OF THE RFN..............................................................................................................................3

HOW EFFICIENCYONE WILL USE RESPONSES FROM PARTICIPATING VENDORS/CONSULTANTS.............3

SECTION 2: NOTICE OF INFORMATION SESSION....................................................................................5

AGENDA...................................................................................................................................................7

SECTION 3: RFN INSTRUCTIONS............................................................................................................8

SUBMISSION REQUIREMENTS.................................................................................................................8

GENERAL INFORMATION.........................................................................................................................8

DUE DATE................................................................................................................................................8

SECTION 4: RFN RESPONSE FORM........................................................................................................9

APPENDIX A: Draft Scope of Work......................................................................................................18

APPENDIX B: Anticipated Procurement Schedule for the Eventual RFP...............................................23

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SECTION 1: RFN OVERVIEW EfficiencyOne, official Licensee of the Province of Nova Scotia, is an independent non-profit organization and franchise holder of Efficiency Nova Scotia. Activities under the Green Schools Nova Scotia program will occur publically under the “Efficiency Nova Scotia” name. However, contracts activities will be performed by EfficiencyOne, and as such this Request for Needs (RFN) references “EfficiencyOne”.

EfficiencyOne will be issuing a Request for Proposals (RFP) for Delivery Agent services for the Green Schools Nova Scotia program. In preparation for the RFP, EfficiencyOne is issuing this Request for Needs (RFN) to obtain feedback from Vendors/Consultants with experience in providing the following services:

Green Schools Nova Scotia OverviewGreen Schools Nova Scotia is a province-wide environmental education movement that focuses on energy efficiency education. The program unites teachers, students and school administrators across Nova Scotia around one common goal: to adopt smarter energy habits, making their schools, communities and homes more environmentally sustainable.

Since 2011, the program has grown from 16 schools to include more than 200, across all school boards. Over half of Nova Scotian schools have joined the Green Schools movement, with students and teachers engaging in activities, presentations, projects and events that help them waste less energy and reduce their carbon footprint.

Green Schools Nova Scotia ObjectivesThe high level objectives of the Green Schools Nova Scotia program are as follows:

Increase knowledge of energy efficiency , and other environmentally sustainable initiatives, to Nova Scotian students through education, outreach and engagement activities;

Change participant’s behaviours and increase level of energy efficiency in an effort to reduce energy usage in schools and homes; and

Position Green Schools, and therefore Efficiency Nova Scotia, as the experts in energy efficiency education.

A full draft Scope of Work is provided in the APPENDIX A of this RFN. Interested Vendors/Consultants are requested to review the draft Scope of Work and then answer the questions listed in Section 4 RFN Response Form.

PURPOSE OF THE RFNThe purpose of this RFN is to engage feedback from interested Vendors/Consultants regarding EfficiencyOne’s Scope of Work for the project. EfficiencyOne is interested in providing a comprehensive, accurate, and up-to-date Scope of Work. EfficiencyOne also intends the Scope of Work to include pertinent background data and information that enables Vendors to prepare an accurate proposal.

HOW EFFICIENCYONE WILL USE RESPONSES FROM PARTICIPATING VENDORS/CONSULTANTSThe information obtained from this RFN will be used to develop the final Request for Proposal (RFP) for this project.

EfficiencyOne intends to answer all scope-related questions that Vendors/Consultants submit, within reason, within the final RFP. All questions and information requests pertaining to the Green Schools Scope of Work will be listed in the final RFP scope of work along with EfficiencyOne’s respective answer.

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Any questions/requests EfficiencyOne is unable to fulfill will be clearly indicated in the final RFP. The intent is to answer as many questions/requests as possible in an effort to reduce uncertainty in the final RFP scope of work.

EfficiencyOne intends to consider other scope-related recommendations that Vendors/Consultants submit for inclusion within the final RFP. The intent is to understand whether EfficiencyOne’s scope is reasonable and realistic, then make appropriate adjustments if needed. All consideration of scope-related recommendations will be determined in EfficiencyOne’s sole discretion. However, EfficiencyOne intends to establish a fair, level playing field within the final RFP scope of work that does not unnecessarily exclude Vendors/Consultants from competing in the RFP stage.

A response to this RFN is NOT mandatory in order to participate in the future RFP.

Note: Responses to questions pertaining to this RFN process will be provided throughout the RFN’s question period which ends on February 19, 2018 at 4:00 pm Atlantic Time (AT).

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SECTION 2: NOTICE OF INFORMATION SESSIONEfficiencyOne will host an Information Session on:

MONDAY, FEBRUARY 5, 20181:00 PM – 3:00 PM, AT

Participation will occur via webinar and teleconference. The webinar and teleconference can be accessed as follows:

Audio Connection:Toll Free Access: (866) 886-0869Conference Code: 3409496772

WebEx Meeting:Meeting link: https://efficiencyns.webex.com/efficiencyns/j.php?MTID=m96297fc8a81c05ea7464bb354e433f28

Meeting number: 800 761 959Meeting password: meeting

1 . Follow the “Meeting link” (provided above) and you should be directed to a screen similar to the one below. Fill in the applicable information and click the “Join” button when it turns green.

2 . Once you have selected the green “Join” button you will likely be directed to a screen like the one below. From this screen select “Run a temporary application” by double-clicking. Once you have done this an executable file will pop up at the bottom left of your screen (see red arrow below). Double click on this executable file.

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3 . The below image will pop up. When it does click on the “Run” button.

Note: Your screens may look different than the ones above depending on the web browser you are using (these screen shots were taken using Google Chrome), however the steps to join the meeting should be similar.

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AGENDAThe agenda of the Information Session will include:

1. Review of the RFN

2. Discussion of the draft Scope of Work and Q&A with attending Vendors.

3. Discussion of the anticipated RFP release date, procurement timeline, procurement approach and evaluation process.

*Note: Vendors are strongly encouraged to have members of their operations team to this Information Session (rather than only sending Business Development, Marketing, and/or Sales representatives)

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SECTION 3: RFN INSTRUCTIONSSUBMISSION REQUIREMENTS Interested Vendors/Consultants should submit their RFN responses via email (in Word document format) to the Point of Contact listed below. RFN responses are required to follow the format and page limitations contained in Section 4. Please limit responses to the required page limits and formats specified for each question of Section 4. Submissions that do not adhere to these requirements will not be considered. Do not provide any additional or supplemental information (such as brochures, handouts, etc.).

Point Of ContactAll questions, inquires, or communications regarding this RFN must be directed to the Point of Contact listed below. No communications shall be directed to other personnel from EfficiencyOne.

Point of Contact: Procurement@efficiencyns.ca

GENERAL INFORMATIONEfficiencyOne does NOT plan to share the RFN responses from Vendors/Consultants nor make any responses public; however, Vendors/Consultants are discouraged from submitting trade secrets or confidential information. Information provided from Vendors/Consultants will be used to inform the Scope of Work. Questions pertaining to the Scope of Work will be listed in the RFP, but the name of the firm that submitted the question will not be listed.

EfficiencyOne takes no responsibility for the accuracy or completeness of information supplied in this RFN and will not be responsible for costs incurred in responding to this RFN.

DUE DATE Time Table for Responses:

Issue Date of RFN January 26, 2018Information Session February 5 , 2018Deadline for Questions February 19 , 2018 by 4:00 p.m. ATSubmission Date February 23, 2018 by 4:00 p.m. AT

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SECTION 4: RFN RESPONSE FORMPlease respond to the questions in this section. You are encouraged to be open & candid in your responses.

1. Is the Scope (as drafted in APPENDIX A) realistic and achievable? If not, what changes you would recommend and why?

(Please indicate Yes/No to the questions listed below)

A The anticipated procurement schedule shown in APPENDIX B is reasonable Yes / No

BThe draft Scope of Work provided in APPENDIX A is clear for Vendors/Consultants to prepare an accurate proposal with minimal cost contingency.

Yes / No

C The description of EfficiencyOne’s existing/current systems, documents, templates, and procedures is clear.

Yes / No

D The roles and responsibilities of the successful Vendor/Consultant are clear regarding the delivery of the Green Schools Nova Scotia program.

Yes / No

E

EfficiencyOne is planning to interview the following individuals during the RFP Evaluation stage. The intent is to interview the key personnel from each Vendor/Consultant’s project team that would be assigned to work with EfficiencyOne.Are these the most critical project team roles?

Project Manager Program Coordinator Engagement Officers

Yes / No

F The 45-day transition period (June 1-July 15) EfficiencyOne has assumed is realistic.

Yes / No

G The 45-day ramp up/preparation period (July 15-September 1) EfficiencyOne has assumed is realistic.

Yes / No

If you answered “No” to any questions (A-G) listed above, please provide justification and recommended alternatives. (2 pages maximum)

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2. What information should be included in the final Scope of Work to enable your firm to submit an accurate proposal (with minimal uncertainty and contingency included in the cost)? Please be as specific as possible. You are encouraged to provide a bullet point list of information

requested. EfficiencyOne intends to fulfill as many of these requests as is possible. (2 pages maximum)

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3. Are there any requirements or aspects of the current Scope of Work that should be changed, adjusted, or revised? Please provide justification as appropriate.

(1 page maximum)

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4. Are there any requirements that should be added to the current scope of work? Please provide justification as appropriate. Note: EfficiencyOne is interested in adopting best practices. Are there other options,

alternatives, new practices/technologies, or innovative ideas that should be considered in the Scope of Work and subsequent RFP evaluation process?

Insert descriptive bullet points as needed (i.e. to mention specific aspects / functions / technologies / functionality EfficiencyOne wants to assess for their Scope of Work)(1 page maximum)

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5. Are there any requirements or aspects of the current Scope of Work that are too prescriptive, overly burdensome, or outside of industry norms? Provide justification as appropriate.

(1 page maximum)

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6. In general, are there any requirements that you have seen from other related industry RFPs (similar programs) that had the effect of unnecessarily resulting in an uneven playing field? Please only provide the situation; the organization name and exact details are not necessary.

The purpose of this question is to help ensure EfficiencyOne does not unnecessarily limit the participation in this pilot.

(1 page maximum)

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7. Are there specific items (internally) that EfficiencyOne can begin working on now to facilitate a more efficient transition/implementation once the project is awarded? Bullet point lists are encouraged.

(1 page maximum)

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8. Based on the current Scope of Work, what is the most realistic budget allocation? It is anticipated that the contract term for these services will be for 3 school years (i.e.

2018/2019; 2019/2020; and 2020/21)

(1 page maximum)

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9. What is the best approach to evaluate cost/fee structures as a part of the proposal package? Please describe your company’s typical cost categories (e.g. salaries, initial implementation

and training, promotion, administrative, communications, travel, customization, etc.) Clearly indicate the payment structure for each cost category (i.e. lump sum, period/duration-based, unit costs, etc.)

(2 page maximum)

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APPENDIX A: Draft Scope of WorkThis attachment provides a draft Scope of Work. EfficiencyOne intends to update this Scope of Work based upon feedback & questions received during the Request for Needs stage. All updates will be incorporated into the final Request for Proposal, which has an anticipated release date of early-mid March.

DRAFT OF THE ANTICIPATED SCOPE OF WORK FOR

GREEN SCHOOLS NOVA SCOTIA: Delivery AgentOVERVIEW

Green Schools Nova Scotia Background:Currently, schools join the Green Schools community by having an energy efficiency engagement at their school, either to a single class or part of a wider school initiative. These are led by Engagement Officers, located across the province in every school board, including French schools. They offer support to Green Schools through setting up and leading environmental sustainable activities and presentations, or help further initiatives that are already underway.

Engagement Officers can also help set up Green Teams in schools. These teams range in size from a few students to the involvement of an entire school population.

The Green Schools website offers free resources to teachers, students and Green Team leaders that are linked to curriculum and help them discover more about consumption habits and how to waste less. Stories from recent in-school engagements are shared on the website, and through the Green Schools social media platforms.

Please note, this program is offered in French so all tools, materials and resources must be made available in French.

Program Themes:The following are the themes currently used with the program to help guide the types of initiatives that are taking place within the schools (Please refer to the program guide on the website for more detail on the individual themes):

Getting Started with Energy Minimizing Waste Using Water Responsibly Living and Moving Green Supporting Local

Program Resources:Website: https://www.greenschoolsns.ca/ Summary Video: https://www.youtube.com/watch?v=PKwy-hD8JEg Social Media:

Facebook: https://www.facebook.com/greenschoolsns/ Twitter: @GreenSchools_NS Pinterest: https://www.pinterest.com/greenschoolsns/ Instagram: https://www.instagram.com/greenschoolsns/

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Program Staff:The program is currently staffed by the following positions:

Project Manager: works to maintain the overall program function by overseeing and supporting the duties of all employees, engaging with all program stakeholders through the use of formal meetings and other communication methods, and maintaining and strengthening all new and existing partnerships and other relationships.

Project Coordinator: assists the Project Manager with the development of program resources, organization of engagements and community events, creation of stories and content for the website, and evaluations of program recruitment and social media activity.

Engagement Officers: recruit new Green School members, build and maintain relationships with existing Green Schools, organize in-person or virtual school engagements and activities, help establish Green Teams, contribute to all social media channels and provide ongoing support for teachers and Green Team leaders.

Engagement Officers play a core role in supporting the Green Schools members. To maximize resource and cost efficiencies, most of this support is from a distance, via email, phone calls or online virtual engagements. Currently Engagement Officers typically only make it into each of their registered schools 2-4 times per year.

Regions and Territories:The program is currently broken out into the following regions with one Engagement Officer covering each of these regions:

SCHOOL BOARD GREEN SCHOOLSAnnapolis Valley Regional 22Cape Breton Victoria Regional 25Chignecto-Central Regional 38First Nations 9Halifax Regional 52Strait Regional 20South Shore Regional 24Conseil Scolaire Acadien Provincial 21Tri-County Regional 14Subtotal 225PRIVATE 21PRESCHOOL 9Final Total 255

Green Schools Partnership Network:As an environmental education movement, Green Schools Nova Scotia partners with like-minded organizations to help leverage their resources and expertise, as well as the expertise of Green Schools in energy efficiency education. The Proponent is responsible for:

Building and maintaining these relationships Looking for opportunities to refer schools to other environmental education

programs/organizations

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Helping to promote the Green Schools program though additional networks when appropriate

In addition to ongoing outreach with environmental education groups, Green Schools also has regular communication with school administrators, school boards and the Department of Education. This group of partners provides access to individuals from stakeholder groups with varying levels and diversity of expertise that provides inputs on program functionality, improvements, and links to current school curriculum. These partners can include:

Energy or Operations Managers at all School Boards Representative from the Nova Scotia School Board Association Representative from Department of Environment Representative from Department of Education Representatives from prominent community groups (i.e. Halifax Libraries, Halifax Water, etc.)

SCOPE OF WORK

The successful Vendor/Consultant will be responsible for the following details:

Program Growth and Link to Provincial Curriculum Plan to maintain current Green School members and recruit new schools while staying on

budget; Plan to strengthen relationship and increase value of becoming a Green School, while staying on

budget; Plan to link the Green Schools program and energy efficiency resources to relevant curriculum

for students in grades P-12; Plan to support teachers in teaching curriculum-linked components of the program; Plan to grow, maintain and add value to Green School’s partners; Plan to leverage Green Schools as the energy efficiency education experts through partner

network; Ideas for other, innovative ways to bring the Green Schools program into classrooms and

communities across the province; Identify opportunities to implement activities and resources that promote other Efficiency Nova

Scotia programs, services and initiatives.

Working with Students and Schools:General plan for working with, and engaging, students and schools, including but not limited to:

Plan or strategy for communicating regularly with teachers, students and administrators that are part of Green Schools;

Plan to support teachers and Green Team leaders; Plan to meet with Green Teams on a regular basis to assist with campaigns, projects and events

related to energy efficiency and environmental sustainability; Plan to encourage the adoption of ongoing energy efficiency initiatives and behaviour change

activities by Green Team leaders, teachers, and students part of Green Schools movement.

Working with Partners: Plan to engage and communicate regularly with growing partner network, influencers and other

key stakeholders; Plan and identify ways to leverage and refer other environmental education groups, creating

value for Green Schools’ partners;

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Plan to leverage and promote Green Schools as energy efficiency education experts within the partner network, the school community and to other key stakeholders

Marketing and CommunicationsGeneral marketing and communications plan to support the program’s goals, including but not limited to:

Identifying materials that can be used by Engagement Officers to help educate and engage students on energy efficiency;

Plan to maintain and improve the Green Schools Nova Scotia website; Plan to enhance the current Program Guide and online resources, making them easy-to-use for

teachers and students; Plan to leverage and evaluate the effectiveness of current social media platforms; Plan to identify, attend and participate in relevant events in communities, promoting the Green

Schools Nova Scotia and other Efficiency Nova Scotia programs; Identify other tools, materials, resources, collateral or promotional items that could be used to

support and promote the program.

Training Successful Vendors/Consultants, their partner(s), and their subcontractor(s), may be asked to participate in energy efficiency training related to this program and other EfficiencyOne programs and services.

Delivery Agent Representation The successful vendor/consultant and their subcontractor(s) visiting the schools are required to

have proper identification. All Green Schools representatives must wear, at minimum, one piece of outward facing clothing

branded with Efficiency Nova Scotia partner logo. These clothing items must be purchased in accordance with the Efficiency Nova Scotia Uniform Terms and Conditions. (Terms to be provided with full RFP).

The cost of partner clothing is to be included in the Vendor/Consultants Delivery Costs.

Evaluation and Reporting Plan how to evaluate the program’s effectiveness in achieving its goals, including evaluation

methods that would be used to quantifiably measure its impact on behaviour change, increased knowledge of energy efficiency, participant engagement etc.;

Plan to present evaluation findings to the Purchaser; Plan to report on number of engagements per Quarter and special activities

Additional Information/Requirements French proficiency is required to deliver program; Successful Vendor/Consultant and their subcontractor(s) are expected to complete criminal

background checks on their employees, and provide a copy of these to EfficiencyOne upon request.

EfficiencyOne owns any intellectual property or copyright of any designs, material, tools, and resources as a result of this project

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Additional Aspects of Service Delivery for Vendor ConsiderationThroughout the duration of the Green Schools program we have identified some minor challenges and opportunities which would allow the program to grow if considered. The RFP process will allow vendors to acknowledge these challenges/opportunities and how they may work to overcome them if successful. Challenges:

Re-thinking annual school recruitment goals due to budget restrictions. For example:o How to support a growing number of Green Schools with the same number of

Engagement Officers and a set budget;o Finding innovative ways to offer support to Green Schools so they are more self-reliant/

independent; Strengthening or enhancing the value of what it means to be a Green School. For example:

o Is one presentation to one class enough to be a Green School? How can we enhance the value?

o Making sure that energy efficiency initiatives are continuing to be implemented in key Green Schools.

Opportunities: Creating a valuable partner network that works together, not competes against each other; Leveraging Green Schools and Efficiency Nova Scotia as energy efficiency education experts;

o i.e. contributes to the objective of establishing Efficiency Nova Scotia as a national energy efficiency leader;

Working with First Nation communities and educators to increase environmental awareness and solutions for climate change.

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APPENDIX B: Anticipated Procurement Schedule for the Eventual RFP

TARGET PROCUREMENT SCHEDULE (Subject to Change)

Release RFP - March RFP closes – April (4 weeks after RFP release) Interviews with shortlisted proponents – April/May (2-3 weeks after RFP closes) May – Notice of Decision & Contracts signed June 1– Services begin

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