Request for Proposals Project Management Platform February … · 2018-02-12 · Request for Proposals Project Management Platform February nd2 , ... the County of Contra Costa and

MCE 2018-01 Program Management Platform RFP, Page 1 of 6

Request for Proposals Project Management Platform

February 2nd, 2018

Marin Clean Energy, a California Joint Powers Authority (MCE), seeks a qualified organization to build a data management platform to support demand-side management programs. The platform should track the program process from the point of customer intake to project completion, to increase efficiency of program delivery and provide insights into program performance.

I. About MCE

Located in San Rafael, MCE is a Community Choice Aggregation program that focuses on reducing energy-related greenhouse gas emissions by providing electricity customers with 50-100% renewable energy and groundbreaking energy efficiency, demand response, and energy storage programs. MCE determines the source and cost of the energy and PG&E continues to manage the transmission and distribution of the energy. MCE is a public, not-for-profit joint powers authority. Members of the agency include the County of Marin and its towns and cities, the County of Napa and its towns and cities, the County of Contra Costa and its cities of Concord, Danville, El Cerrito, Lafayette, Martinez, Moraga, Oakley, Pinole, Pittsburg, Richmond, San Pablo, and San Ramon, and the city of Benicia.

II. Proposed Scope of Work

MCE’s Customer Programs team recently conducted an analysis of the current state and the desired future state of demand-side management program implementation and associated data management and tracking at MCE. One outcome of the analysis was a roadmap to implementing a new program management software platform. This platform will integrate data from different sources and will allow access by various MCE stakeholders during program implementation. MCE seeks a qualified organization to design and implement the Program Management Platform (PMP).

The platform will support six main functions of the Customer Programs team as shown below in Table 1. A detailed list of requirements and user stories mapped to each requirement are provided in Appendix A.


Table 1. Function Support Areas

Portfolio and Program Setup

Partner Enrollment and Onboarding

Project Application Processing & Approval

Rebate and Incentive Tracking

Payment Processing

Performance & Portfolio Satisfaction Tracking

Process for designing and configuring programs, identification of products and measures.

Enrollment process for prospective partners.

New customer/project intake process streamlined application processing workflow.

System of verification and workflow to support application conversion to new project.

Tracking of prospective, inflight and completed projects with visibility and tools to interact with partners.

Project verification, close out and customer/partner payment.

Process to track customer and partner satisfaction via post-implementation surveys and customer engagement campaigns.

III. Required Content of Proposals

Proposals should be limited to 25 pages not including any attachments. Any alternative proposals (Section IV) should be included as an attachment. Proposals must include all of the following components in sufficient detail to allow MCE to evaluate the offer (using the criteria in Section VI). Proposals shall be organized in the same title scheme listed as follows:

A. Management/Technical Executive SummaryB. Management Proposal

• What are your risk identification and mitigation processes? Describe the projectareas that have the greatest risk. What is your strategy for mitigating, controllingor accepting risks?

• Define data requirements you would submit to MCE as part of the Project analysiseffort.

• Is there a specific project methodology or approach you recommendimplementing for the scope of work mentioned in Section II?

• Include key activities, milestones, deliverables and schedule for each phase.Phases are to be determined by each Bidder.

C. Bidder’s Qualification and Experience• How many companies of similar size to MCE (or larger) have you provided

consulting services associated with the technical implementation andmaintenance of customer-facing web applications or portals? Include a summaryof your role in such engagements.

• Provide examples of prior relevant implementation projects and results. Includedetails on project duration, common pitfalls, risks, and lessons learned. Also


include application development information for each engagement such as platform, technology used, support/admin tools, etc.

• Provide details on your approach to knowledge transfer to MCE internalresources.

D. Organizational/Management Approach to the Work• Provide the Proposed Project Organization with an associated role-based

organization chart including MCE project team member roles.• Provide Roles and Responsibilities definitions for each project role (including MCE

project team member roles) and include skill set requirements as well asassociated years of experience in those definitions. Include details on how youassess skill sets and verify past technical experience.

• What process or methodology do you have for understanding the MCE landscape,versions, MCE development standards, tools, security requirements, andorganization?

• What is your approach at estimating the level of effort for the work required? Willyou use any estimation tools?

• What is your approach to managing requirements? How will you controlclarifications and changes to requirements during the Design or Build phases?

E. Qualifications of Key Personnel• Provide a summary of relevant experience and/or resume of key personnel needed

to complete the Proposed Scope of work.F. Technical Approach

• Detail how you would approach the technical management work described in thisRFP.

• What is your approach to application design for ease of maintenance andreliability?

• What are the key technical deliverables that will be included as part of the projectscope?

• Highlight and explain any areas that you believe could pose technical challengesor risks to the project and explain how you plan to mitigate them within yourproposed solution.

• How will you manage technical implementation risks associated with codedevelopment, security, architecture, testing, and deployment?

• What key technical activities would you require be completed by MCE internalresources?

• Will you require implementation of specific tools to manage code developmentand deployment activities? If so, please elaborate.

G. Deliverables and TimelineH. Fee ScheduleI. Information and Resources Required from MCE


• What technical information do you require from MCE in order to develop thetechnical solution (particular drawings, documentation, technical input, MCEinternal technical processes, etc.)?

• What internal technical MCE resources do you require to develop the technicalsolution and at what stage in the project lifecycle will those resources be required?

• What level of access to MCE systems will be required to complete developmentand testing? Please note that if access to a MCE system includes customerinformation, MCE requires signature of its Non-Disclosure Agreement.

J. ReferencesK. (Optional/Encouraged) Review MCE’s Standard Form Agreement (see Appendix B) with

your Legal department and provide any proposed edits or comments to the document, ifapplicable, with your final response.

L. Financial statements• Please provide a copy of the organization’s audited financial statement, or an

equivalent record, for the most recently completed fiscal year.

IV. Alternative Information

MCE is very interested in receiving creative, alternative proposals for the requested products/services, staffing strategy, relationship, pricing methodologies, service levels, technical solutions, geographical consolidations for service delivery, and risk/reward sharing mechanisms. The Bidder response needs to be designed to provide a common basis for comparing RFP responses on one level, and much of the RFP content is devoted to achieving this objective. Nonetheless, Bidders are urged not to be constrained by the RFP structure or to lose sight of MCE’s interest in alternative approaches which, depending on their scope, can be made a part of the Bidders’ responses to stated RFP requirements, or can be attached as free-standing appendices. If lower cost and lower risk alternatives exist for delivery, Bidders are asked to provide those as options. In no way shall alternate information be submitted in lieu of the required content of proposal identified in Section III.

V. Price Competitiveness

Subject to the General Terms and Conditions, MCE may use a multiple-step bidding process to select the successful Bidder(s). The first step will be an evaluation of each Bidder’s proposal using the evaluation criteria as described in Section VI. Those Bidders whose proposals are technically acceptable and whose price is competitive may be invited to subsequent steps in the selection process. The subsequent steps will be used for a more in-depth review of each proposal and may include the following: discussion of the scope of work in detail with Bidder, identifying any cost reduction ideas, interviewing key candidate personnel of Bidder in person, and visiting potential candidate facilities. In addition, negotiations over contract terms and prices will occur.


VI. Evaluation Criteria

The following list of criteria will be used in the evaluation of RFP submissions. Selection entails follow-up communication with MCE, and possibly an in-person oral presentation, and does not imply any contract or agreement between MCE and Bidder.

A. Responsiveness to and understanding of MCE requirements. (25%)B. Bidder qualifications – Documentation, press releases, or case studies demonstrating

client satisfaction as well as certifications, accreditations, and industry awards. (20%)C. Alignment of deliverables, pricing, and timeline with MCE needs. (20%)D. Demonstrated performance and delivery of similar work to other customers of similar size

and complexity as MCE. (15%)E. Reporting capabilities including web-based reporting, standard and custom reporting,

and customer specific reporting. (15%)F. Scale of operations, including geographical presence, service levels, service interruption

history (if applicable), solution processes, and disaster recovery solutions. (5%)

VII. Key Deadlines and Submission Requirements

A. Notice of Interest: No later than the deadline for submitting questions, all partiesinterested in responding to this RFP are encouraged, but not required, to notify MCE viaemail of intent to submit a proposal. This notice creates no obligation to submit aproposal, but will ensure that interested parties are copied on MCE’s responses toquestions submitted by potential respondents. Notices must be sent [email protected] and should include the company’s name and emailcontact information, referencing “Project Management Platform RFP – Notice of Interest”in the subject line.

B. Deadline for Questions: Any questions related to the content of this RFP must besubmitted to the Contracts Manager no later than 8:00 am on Monday, February 12, 2018.

C. Deadline for Responses: MCE Responses to all questions received will be sent, via emailby February 14, 2018 to all Bidders who submitted a question or a Notice of Interest tothe Contracts Manager.

D. Submission Deadline: To be eligible for consideration, all proposals must be submittedvia email, in either pdf or .docx (Word) file format, no later than 5:00 pm on Thursday,March 1, 2018, to: MCE Contracts Manager at [email protected]

E. Selection of Contractor: Subject to the General Terms and Conditions below, MCEanticipates that the contractor selection process will be completed by March 26, 2018.

VIII. General Terms and Conditions

A. MCE’s Reserved Rights: MCE may, at its sole discretion: withdraw this Request forProposals at any time, and/or reject any or all offers or proposals submitted without

mailto:[email protected]



awarding a contract. Respondents are solely responsible for any costs or expenses incurred in connection with the preparation and submittal of an offer or proposal.

B. Public Records: All documents submitted in response to this Request will become theproperty of MCE upon submittal and will be subject to the provisions of the CaliforniaPublic Records Act and any other applicable disclosure laws.

C. Contract and Insurance: The successful respondent, if any, will enter into an agreementfor services based on MCE’s Standard Form Agreement, attached hereto as Appendix Bfor information purposes only. Proof of applicable insurance coverage will be required.

IX. Questions

Interested parties and potential respondents should notify MCE via email as soon as possible in order to receive timely copies of any submitted questions and MCE’s responses. Any questions about this Request for Proposals must be submitted no later than 8:00 am on February 12, 2018, to:

MCE Contracts Manager [email protected]

Thank you for your interest!


Appendix ARequirements and User Stories

ID Number Business Process Task As a/an.. I want… So that.. Comments Requirement 1 1. Portfolio & Program Setup Assign Responsibilities "Manager of" Ability to assign ownership to

specific inputsTeam knows what they are responsible for

R12 B

2 3. Project Application, Processing & Approval

Application Sorting CP Manager Before applications move to review by a PM, automatic approval to next stage or rejection based on project date, cost, customer type, size, etc.

save time in reviewing applications

R-11 B

3 6. Performance & Portfolio Satisfaction Tracking

Project Tracking CP Manager Ability to track measure failure and track customer service status

ability to provide responsive, excellent customer experience.

P-03

4 1. Portfolio & Program Setup Annual Budget Setup CP Employee budget information for each program with the ability to track funds shifted between programs.

I can compare how incurred expenses compare to total budgets

R-01

5 1. Portfolio & Program Setup Program Management "Manager of" to see the attributes of all programs in a single dashboard

to understand how the whole range of programs fits together

R-01

6 1. Portfolio & Program Setup Portfolio Budget Management

"Manager of" a dashboard that shows portfolio-level budget and expenditures by program, savings and other program-level metrics, and pipeline summary for each program.

I can: 1) manage the budget at the portfolio level and make informed decisions about activities that benefit/impact the portfolio and will have trickle down effects on

R-01

7 1. Portfolio & Program Setup Program Management CP Manager ability to input rebate levels or incentive rates for specific measures and/or programs

can have a system that auto-populates rebates for applicants based on measures entered

R-02A

8 1. Portfolio & Program Setup Program Management CP Manager To track all main aspects of the program in one place (Budgets, expenses, savings goals and program progress)

I'm able to oversee the status of my programs

R-01

9 1. Portfolio & Program Setup Program Management Implementer To track, compare and estimate program goals vs. progress

I can track program progress R-01

10 1. Portfolio & Program Setup Program Management Implementer contact information of program staff, or form for submitting application questions

So that implementers have a resource to answer questions and are not overly burdened by technical issues.

R-01

11 2. Partner Enrollment & Onboard Program Management CP Manager Document storage or links to program policies: contract/funding agreements, program policy documents, summary of eligible customer types, areas, measure types, product eligibility lists,

have a reference point, single location for answers on program policies

R-01, R-02, R-03, R-11A

12 1. Portfolio & Program Setup Pipeline Management, Budget Tracking

CP Manager To track multi-year and multi-category budgets and assign projects to specific funding years.

- Our budgets are 100% accurate- The right budget gets automatically assigned to the project rebate

R-02, R-12

13 1. Portfolio & Program Setup Updated Measure list CP Employee to have a list of the available technology types (DEEM Measure List)

MCE staff can see what technology is used. So that implementers can check off what is used for specific projects. So that we can output files summarizing

R-02 A

15 1. Portfolio & Program Setup Program management CP Manager a dashboard 1) I have access to lists of installed measures (with quantities, associated savings, EUL, etc.) we are installing (by program, project, program year, etc.), 2) I can analyze

R-02, R-02A, R-03


Budget Tracking CP Employee to be able to see which funding year projects are attributed. To see a summary of projects in the pipeline associated with various funding years.

I can better understand projected spend by budget year and category.

R-02, R-10

17 1. Portfolio & Program Setup Sharing of Documents CP Manager I want to be able to create a library of documents associated with specific processes

they are available to users of the application for easy uploading and reference.

R-02B, R-11A

18 1. Portfolio & Program Setup Program Management Implementer To access/review data from the DEER database

I can review measure savings information to assist estimating project savings and rebates

R-02A

19 2. Partner Enrollment & Onboard Program Management CP Manager To store information about other programs in MCE's service area and make suggestions based on property information

- I can easily apply our Single Point of Contact model

R-03

20 2. Partner Enrollment & Onboard Program Management & Bid Evaluation

CP Manager I want to see how implementers are performing relative to their contract terms. I want to see bidding and prior work history with MCE when evaluating new bids. I want to be able to generate a

I can evaluate bids for new programs/technology

R-03, R-04, R-06, R-05

21 2. Partner Enrollment & Onboard Vendor selection /contract management

CP Manager more insight into vendor offerings, progress towards goals, contracts, changes in contracts, sow, bids/offerings, contact information, project/program timelines and budget spend/burn rate.

when I need to make informed vendor related budget, program design, contract, and sow decisions or simply call a vendor I have all the information I need at the touch

R-03, R-04, R-06

22 2. Partner Enrollment & Onboard Upload & Update Contract documents

CP Manager Upload/save contracts, amendments

reference point for most recent contracts

R-07, R-08


Confirm Address/SAID CP Manager Ability to automatically link customer addresses to SAIDs, or have applicants enter manually

customer account can be confirmed, possible access to AMI data if needed

R-10


Outreach CP Manager To communicate with MCE's existent customer data base

- I can access property information such as energy/gas usage, CARE participation, etc. and strategically target costumers and/or assist with income

R-10


Application Approval CP Manager Have a system where applications can be flagged using pre-selected parameters for post-installation verification

quickly identify applications for EM&V

R-10, R-11C, R-12


Program Design/Development

CP Manager I want to be able to see information about future opportunities as collected through interactions with customers

to help inform program design/new program development.

R-10, R-12, R-13

27 1. Portfolio & Program Setup Program Setup CP Manager Input fields for key program metrics in central/master location (MCE budget, T&M budget, rebate budgets, kWh goals, kW goals, therm goals, incentive rates (if applicable), (potentially) incentive

manage the program R-10, R-12, R-13


Targeted outreach, measure specific marketing campaigns, strategic implementation initiatives

CP Manager to be able to link to/import data from Portfolio Manager.

I can identify high users, specific measure opportunities for targeted outreach and measure specific implementation strategies. benchmark customers energy usage, ghg emissions, etc. before participation in

R-10, R-12A, R-22


Project documentation management

CP Manager to streamline completion of, tracking of, and store all program forms and documents.

1) PMs and implementers aren't wasting time with form completion. 2) pertinent property, assessment, project, savings, incentive, and verification data is completed

R-11


Customer enrollment, Rebate processing

CP Manager To send and receive Multifamily and LIFT forms (Intent to proceed, income verification, owner affidavit, rebate reservation, etc.) as Webform documents

- We have an streamlined enrollment process

Good Customer Experience

R-11



Implementer To send and receive program forms (Intent to proceed, income verification, owner affidavit, rebate reservation, etc.) as Webform documents

- We have an streamlined enrollment process

Good Customer Experience

R-11



CP Manager To store multiple PDF documents (Contractor and measure invoices, project permits, etc.) through the application cycle

- I can process and approve rebates

R-11A


Program Management CP Manager To have direct access to project details.

I can troubleshoot issues, brainstorm opportunities for customer transformation and technology adoption, to identify patterns throughout our service area, and

R-12


Capture site information

Implementer To capture property details/needs from site assessments and other engagement with customer

the information can be efficiently and securely shared with MCE staff.

R-12


Incorporate Energy Usage Data

Program Manager to see their usage over different time spans (Annual, Quarterly, Monthly, and Daily)

So I can better understand when they are using energy to help direct what technology types might be best to implement

R-12 A


Capture and integrate third party customer data sources TBD in the future

CP Manager to be able to link and layer any relative data (water usage, solar installs/opportunities, financing products, marketing/social indicators, we collect for access.

I can identify patterns and opportunities for program design, partnership development, marketing campaigns, and for general communication with program

R-12, R-12A


program design, targeted outreach, customer experience

CP Manager to have insight into the upgrade opportunities linked to all of our customer accounts.

we can provide the best customer experience (design impactful programs-if there are a number of HVAC systems that are a few years from end of life we can design

R-13


Targeted Outreach CP Manager To capture and track properties' measure and appliances aging data

- I can use this information for potential future engagement based on measures' lifecycle

R-13


Scheduling assessments, cutting rebate checks,

CP Manager to streamline completion of, tracking of, and store all program forms and documents.

customers don't have too wait long to schedule an assessment or for their rebate checks to be cut.

R-14



CP Manager To provide approval on properties' application forms through digital signatures

- We have an streamlined and speedy enrollment and rebate approval process

R-14



Implementer To provide approval on properties' application forms through digital signatures


R-14


outreach, communication/interaction with participants

CP Manager to be able to read the story of engagement MCE has with any customer/participant without having to ask the person who actually spoke to the participant.

a call center rep or new staff member who has never had contact with a property or participant can seamlessly step in (to trouble shoot or upsell) and provide an

R-15


Project Management, Customer and Implementer interaction

CP Manager To schedule and track interactions with partners and implementers, set and send reminders with ability to document interactions

- We improve costumer and implementer experience and keep projects on track

R-15



Implementer To schedule and track interactions with partners and implementers, set and send reminders with ability to document interactions

- We improve costumer and implementer experience and keep projects on track

R-15


communication/follow-up with participants

CP Manager streamlined and efficient communication.

PMs and Implementers can focus on the more technical and timing consuming aspects of the program.

R-16


Project Management Implementer notification of rejection or progress to next approval stage based on eligibility

efficiency project management Good Customer Experience

R-16



CP Manager A notification system based on project lifecycle that can send pre-populated messages to property owners and implementers

- We keep track of projects, maintain constant communication with costumers while reducing program manager and implementer burden

R-16


pipeline management CP Manager Ability to prioritize projects based on specific criteria

we can hit our targets/achieve our goals

R-17


Project Measure Update

Implementer automatic cross referencing to established program measure list.

measures and savings are communicated clearly and quickly to MCE

R-18


Invoice processing/approval and cutting rebate checks

CP Manager an automated process to ensure that we are paying out accurate rebates and claiming savings for approved measures only.

PMs can focus on critical tasks while ensuring invoices are improved in a timely manner and rebate checks are cut within 2 weeks of project sign-off.

R-18

51 1. Portfolio & Program Setup Access 3rd party data sources

CP Manager The ability to tie into 3rd party software and database. The ability to tag next steps documents for easy reference (i.e. if the program will be implemented in phases).

The ability to output regional level customer data

R-20, R-21

52 4. Rebate & Incentive Tracking pipeline management CP Manager instant access and insight into program pipelines.

PMs can make decisions regarding how much effort to put into a project, to determine whether or not we drop a project from the rebate reservation queue

R-23

53 4. Rebate & Incentive Tracking Program Management CP Manager To track program performance metrics (savings, units/properties served, etc.) against benchmarks and present results in dashboards or other user-friendly formats

- I'm able to oversee the status of my programs

R-23

54 4. Rebate & Incentive Tracking Pipeline management, program management

Implementer To record comments and provide bi-weekly project Red Amber Green (RAG) status and project timelines

- Program managers can track program process

R-23

55 4. Rebate & Incentive Tracking Program management "Manager of" I want to be able to see status of projects in the pipeline

in order to better understand expected results and understand changes to initial SOW where applicable. Also to understand rebate budget implications.

R-23, R-24

56 4. Rebate & Incentive Tracking tracking program metrics/kpis

CP Manager instant access to program progress and achievements.

I can monitor program strategies and make continuous improvement through out the program cycle.

R-24

57 1. Portfolio & Program Setup Create and update forecasts

CP Manager Ability to manually input and adjust forecasts

update forecasts based on most recent data available

R-24


Expense and Energy Savings Tracking

CP Manager Track costs and savings associated with specific implementers and contractors

analyze performance, invoices, etc.

R-24


Two-phase applications CP Manager Establish a process where two-phase applications can be handled: "initial" applications with key project details and high level estimate of measures, savings, costs. Once approved in the

measures/incentives/customers can be approved prior to contractor beginning work

R-25


Notify Applicant CP Manager notification system to applicant providing update on application status and any need for revision

contractors have access to the most recent information on their applications

R-25, R-16


Online Application Process

CP Manager Potential online application form, with ability to attach application reference files (savings calculations, audit detail)

streamlined application system

R-26

62 4. Rebate & Incentive Tracking data collection/entry CP Manager streamlined and efficient processes throughout our programs

staff can focus on the heavy lifts (have space and capacity to brainstorm/research ne w program designs, build partnerships, and provide excellent customer

R-27

63 5. Payment Processing Invoice processing/approval and cutting rebate checks

CP Manager a more efficient and streamlined processing of rebates. Or link to bill.com system. ability to track communications around rebate processing.

PMs can spend time on higher priority tasks.

R-28

64 5. Payment Processing Reporting CP Manager MCE to own all program data and have the ability to pull/run accurate and consistent reports without having to request from vendors.

I feel confident in that data that we are sharing publicly and so that when I ask for the same data in a different format I get the same answer.

R-29

65 5. Payment Processing Reporting CP Employee Implementers' metrics (expenses, incentives, savings info, etc.) are automatically submitted and tracked after project information is confirmed

I can request specific information for a specific time frame and be able to create accurate reports from the information provided

R-29, R-12

66 5. Payment Processing Invoice processing/approval and cutting rebate checks

CP Manager an excellent customer experience. properties/customers continue to participate in our programs and refer their friends/neighbors and family.

R-31

67 5. Payment Processing Program Management, Customer Interaction

CP Manager To sync with MCE's accounting system (or third party payment processing system), track payment timeline and send notifications to implementers and customers along processing stages

- We have an streamlined and speedy rebate payment process

R-31

68 5. Payment Processing Rebate processing Implementer To track payment timeline within project page and to receive and send customers notifications along processing stages


R-31


Program Management, Program evaluation

CP Manager To sync with survey/evaluation tools to collect costumer satisfaction information, track results and run reports

- All program information is store in one place - So that I can use that information to improve my programs

R-33


Feedback loop/collection

CP Manager survey monkey (or similar) functionality embedded in our data platform.

we can create, disseminate, track, collect response, and analyze feedback form participants and link to program kpis and continuously improve our programs

R-33, R-34


Program management CP Manager The ability to output geographic information relative to projects

Track program uptake geographically across MCE's service area to ensure equitable distribution

R-34


pipeline management/customer interaction

CP Manager automated excellent customer experience.

so that PMs are constantly in contact with our customers but not spending a significant amount of time on email.

R-35


Targeted outreach Implementer To set follow-up notification reminders to inform customers on new opportunities personalized to their needs

- We optimize customer communication - We create opportunities for future projects

R-35


Reporting CP Employee to be able to run different reports on varying time scales

I can run accurate reports for internal (MCE Staff, Directors, CEO, Board) and external use (CPUC, PG&E, etc.)

R-36


Program management Implementer To set visually pleasing and user friendly reports (dashboards) that can be easily accessed by Program Managers

- We can lessen report processing burden and Program Managers can access program reports quickly and on their own

R-36


Reporting CP Manager the ability to slice and dice data any way I can think of.

I can identify patterns and trends, compare kpis and program milestones, determine programs that should continue or be discontinued, answer any

R-36, R-37


Portfolio Management CP Manager I want a customizable dashboard with program level performance statistics

to understand how well programs are working.

R-36, R-37


Reporting CP Manager Reference program performance in specific areas: city, zip code, customer type designation (HTR?) and building type (OFL, RTL, etc.), by implementer, by contractor, technology type, size of property,

I can report R-37

PMP Sub Requirement

ID Sub-Requirement Operating Model Phase

R-1Create and maintain Program records with key attributes such as Program Name, Budget, Expected Energy Savings and other key attributes. Portfolio and program setup

R-2Ability to associate programs to related records (i.e. products, applications, portfolio). Portfolio and program setup

R-2 A Establish DEEM Measure List Portfolio and program setup

R-2 B Ability to store program documents related to program policiesPortfolio and program setup

R-3Ability to store partner account data and to associate records to requests, applications, customers, and other tables as part of the relational database. Partner Enrollment and Onboarding

R-4

Customizable web based enrollment forms and workflow for prospective partners to apply to work with MCE. Forms will feed the partner account tables for routing and approval by MCE. Partner Enrollment and Onboarding

R-5Ability to provision one or multiple partner users with secure access to a portal for submitting applications, monitoring the status of applications through the fulfillment cycle.

Partner Enrollment and Onboarding

R-6Submit inquiries and view history of communications and requests to and from MCE through secure portal. Partner Enrollment and Onboarding

R-7 Ability to upload/sign contracts digitally. Partner Enrollment and OnboardingR-8 Track changes to performance-based contracts Partner Enrollment and Onboarding

R-10Ability to store basic customer account data and to associate customer data records to requests and applications. Project app Processing

R-11Ability to receive and send Webform documents TBD (tied to customer) through application cycle in order to approve Project app Processing

R-11AAbility to store multiple PDF documents (tied to customer, project or measure) through application cycle in order to approve projects.

R-11B Pre screening of application inputs based on validation listsProject app Processing

R-11CAutomatic flagging of projects based on program specific criteria for closer inspection. Project app Processing

R-12Capture customer site and project details from site visits, participation forms and other engagement with customer Project app Processing

R- 12 ACapture and integrate third party customer data sources TBD in the future Project app Processing

R-12 B Ability to assign data inputs to team members Project app Processing

R-12 CAbility to lock project details at key points in program delivery (i.e. rebate approval) Project app Processing

R-13Capture and track customer asset aging data for potential future engagement based on asset lifecycle Project app Processing

R-14Ability to provide approval on customer application forms through digital signatures Project app Processing

R-15Scheduling tool to track partner and customer engagement with ability to document interactions. Project app Processing

R-16Notification system based on project lifecycle that can send pre-populated messages to customers and implementers.

Project app Processing

R-17Ability to filter applications by processing phase and identify aging applications based on pre-set criteria Project app Processing

R-18Ability to compare submitted measures against MCE approved DEEMED measure listings Project app Processing

R-20

Ability to import account data from multiple 3rd party sources into customer accounts within system, merge data from multiple sources to individual customer data records, and maintain an audit trail of all changes. Project app Processing

R-21Ability to provide existing customer data to third party implementers for customer acquisition Customer Acquisition

1/2

PMP Sub Requirement

R-22Ability to import AMI data linked to customer accounts in order to benchmark Project app Processing

R-23Ability for third party implementer to record comments and provide bi-weekly project Red Amber Green (RAG) status

Rebate and Incentive Tracking

R-24Ability to track performance metrics against benchmarks pre-determined by program type Rebate and Incentive Tracking

R-25Ability to send communications to partner and/or customer notifying project status Rebate and Incentive Tracking

R-26Ability to upload verification documents and provide digital signatures for sign-off Rebate and Incentive Tracking

R-27Ability to enter data on mobile devices to provide verification of site details Rebate and Incentive Tracking

R-28Ability to upload and export Rebate Memo information and financial data to payment processor Payment Processing

R-29Ability to pull reports (e.g. CPUC) from CRM and route for MCE approval Payment Processing

R-30Compare historical log of metrics reported to the CPUC (including emission reductions) by program to show progression over time Payment Processing

R-31Ability for system to track payment timeline and send notifications to partners and customers along processing stages Payment Processing

R-33Ability to create and route customer satisfaction questionnaire to third parties Performance & Portfolio Satisfaction Tracking

R-34Ability to aggregate questionnaire results by project and graphically compare party responses, with record of third party comments Performance & Portfolio Satisfaction Tracking

R-35Ability to set follow-up notification reminders to inform customers on new opportunities Performance & Portfolio Satisfaction Tracking

R-36Ability to consolidate multiple data feeds for a consolidated report across MCE initiatives Performance & Portfolio Satisfaction Tracking

R-37Ability to report on groupings of records based on attributes or report filter Performance & Portfolio Satisfaction Tracking

P-3Ability to track measure failure and track customer service status Performance & Portfolio Satisfaction Tracking

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Non‐Functional Requirements

Req # Requirement

NFR-SEC#1 A username and password is the required user authentication mechanism

Username has the following requirements

- Minimum of 4 characters

- Maximum of 20 characters.

- Can contain lowercase and uppercase English letters, number, underscore, dot, hyphenand ‘@’

- Must not be empty

- Username cannot be equal to ‘null’.

Password has the following requirements:

- Password: Minimum of 6 characters

- Maximum of 45 characters

- Cannot contain ~ % < > and any space character.

- Must not be empty.

- Password cannot be equal to ‘null’.

NFR-SEC#4 Usernames for accounts are locked out after 5 successive incorrect passwords. After 15 minutes, the username and account re-enabled (lockout removed)

If a user has forgotten their username, it can be sent via email to the user provided the following email address conditions are met:

- Email address must not be empty

- Minimum length 5 characters

- Maximum length 128 characters- Can contain lowercase and uppercase English letters, number, underscore, dot, hyphenand ‘@’- Email should contain ‘@’ and should contain dot after ‘@’ character- Dot and ‘@’ character cannot be last character

If a user has forgotten their password, a temporary password can be sent via email if the following conditions are met:

- User has a valid email address- Provides a valid username:- User answers to correctly to a challenge question for verification. The challenge answerhas the following properties

o Answer must not be empty/nullo Minimum length is 1 charactero Maximum length is 40 characterso Can contain lowercase and uppercase English letters, number, underscore, dot,hyphen, space, comma and ‘@’, ‘+’, ‘(‘, ‘)’ , ‘!’, ‘#’, ‘$’, ‘&’, ‘*’

· Usability: Usability requirements cover the usability of the system which includes human factors, aesthetics, consistency in the user interface,online and context-sensitive help, wizards and agents, user documentation and training material.

Applicable Standards: Standards requirements include hardware and software standards and regulations.

Overview

This section lists non-functional requirements of the system. It is broken down into the following areas:

· Security: Security requirements include authentication, authorization, and access control requirements for the system.

· Availability and Reliability: Availability and reliability requirements cover up-time, recoverability, predictability, and accuracy requirements forthe system and its data

· Performance: Performance requirements cover response time, throughput, and capacity requirements

NFR-SEC#2

NFR-SEC#3

NFR-SEC#5

NFR-SEC#6

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User is forced to change temp password immediately after using temp pwGenerated temporary password can contain lowercase and uppercase English letters, number, underscore, dot, ampersand, ‘!’ , ‘@’ , ‘#’ , ‘$’ , ‘*’Generated temporary password length is 8

NFR-SEC#7 Application uses SSL3 for sign on and security.

NFR-SEC#8 System shall not use Social Security Numbers or portions of Social Security Numbers for access to a system or for authentication purposes.

Availability and Reliability

Req # RequirementNFR-REL#1 The required hours of operation for the web channel are 7 day/week x 24 hours/day.NFR-REL#2 The required average system up-time is 99.9%.NFR-REL#3 The required accuracy of data displayed on the web-channel is 100%.NFR-REL#4 The required completeness of data displayed on the web-channel is 100%.NFR-REL#5 Application data is backed up every 30 days.

Performance

Req # RequirementNFR-PER#1 Maximum web channel response time is 6 seconds.

CPU% utilization has the following thresholds:- Normal Load – 20% CPU Utilization- Maximum Load – 50% (dependent on number of nodes in the cluster)- Break Point load (i.e. expected capacity above anticipated maximum) – 80% CPUutilization

Usability

Req # Requirement

NFR-USE#1 The site uses standard MCE branding materials, such as logos, color, typography, font styles, imagery and messaging. The site supports the following web browsers:

- Firefox- Internet Explorer- Chrome- Safari

NFR-USE#3 In multi-page form-based processes, the system shall provide the user with an indication of where they are in the process and how much more they are expected to do.

NFR-USE#4 In multi-page form-based processes, the system shall provide the user with the ability to return to a previous page.

NFR-USE#5 In multi-page form-based processes, should the user return to a previous page, system shall display previously entered data unless it would not be appropriate to do so.

NFR-USE#6 In multi-page form-based processes, the system shall provide the user with the ability to cancel the process at any time. Upon canceling, the system shall prompt the user that data entered during the process will be lost.

NFR-USE#7 In multi-page form-based processes, the system shall prompt the user upon canceling a process that the user will lose data.

Applicable Standards

Req # RequirementNFR-STD#1 Hardware standards: TBDNFR-STD#2 Operating system standards: TBDNFR-STD#3 Web platform standards: TBDNFR-STD#4 Database standards: Oracle, SQLNFR-STD#5 Coding language standards: JSP, servlet, JavaNFR-STD#6 Messaging protocol and format standards: SMTP

The requirements described in this section pertain to application standards and regulations.

Reliability requirements cover recoverability, predictability, availability, and accuracy requirements for the system and its data. These may be required only for specific Use Cases or for the system as a whole.

Performance requirements cover response time, throughput, capacity, and efficiency requirements. These may be required only for specific Use Cases or for the system as a whole.

Usability requirements cover the usability of the system which includes human factors, aesthetics, consistency in the user interface, online and context-sensitive help, wizards and agents, user documentation and training material. These may be required only for specific Use Cases or for the system as a whole.

NFR-USE#2

NFR-PER#2

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Appendix BMCE Standard Form Agreement

MCE Standard Form (Updated 2/7/17) (FIRST) Agreement – MCE & CONTRACTOR NAME Page 1 of 7

APPENDIX B

MARIN CLEAN ENERGY STANDARD SHORT FORM CONTRACT

(FIRST) AGREEMENT BY AND BETWEEN

MARIN CLEAN ENERGY AND (CONTRACTOR)

THIS (FIRST) AGREEMENT (“Agreement”) is made and entered into this day Month Day, 2018 by and between MARIN CLEAN ENERGY, hereinafter referred to as "MCE" and (CONTRACTOR), hereinafter referred to as "Contractor.”

RECITALS: WHEREAS, MCE desires to retain a person or firm to provide the following services: ____________;

WHEREAS, Contractor warrants that it is qualified and competent to render the aforesaid services;

NOW, THEREFORE, for and in consideration of the agreement made, and the payments to be made by MCE, the parties agree to the following:

1. SCOPE OF SERVICES:Contractor agrees to provide all of the services described in Exhibit A attached hereto and by this reference made a part hereof.

2. FURNISHED SERVICES:MCE agrees to make available all pertinent data and records for review, subject to MCE Policy 001 - Confidentiality.

3. FEES AND PAYMENT SCHEDULE; INVOICING:The fees and payment schedule for furnishing services under this Agreement shall be based on the rate schedule which is attached hereto as Exhibit B and by this reference incorporated herein. Said fees shall remain in effect for the entire term of the Agreement. Contractor shall provide MCE with his/her/its Federal Tax I.D. number prior to submitting the first invoice. Contractor is responsible for billing MCE in a timely and accurate manner. Contractor shall email invoices to MCE on a monthly basis for any services rendered or expenses incurred hereunder. Fees and expenses invoiced beyond 90 days will not be reimbursable. The final invoice must be submitted within 30 days of completion of the stated scope of services or termination of this Agreement.

4. MAXIMUM COST TO MCE:In no event will the cost to MCE for the services to be provided herein exceed the maximum sum of $,000.

5. TIME OF AGREEMENT:This Agreement shall commence on Month Day, 2018, and shall terminate on Month Day, 2019. Certificate(s) of Insurance must be current on the day the Agreement commences and if scheduled to lapse prior to termination date, must be automatically updated before final payment may be made to Contractor.

6. INSURANCE AND SAFETY:All required insurance coverages shall be substantiated with a certificate of insurance and must be signed by the insurer or its representative evidencing such insurance to MCE. The general liability policy shall be endorsed naming Marin Clean Energy and its employees, officers and agents as additional insureds. The certificate(s) of insurance and required endorsement shall be furnished to MCE prior to commencement of work. Each certificate shall provide for thirty (30) days advance written notice to MCE of any cancellation or reduction in coverage. Said policies shall remain in force through the life of this Agreement and shall be payable on a per occurrence basis only, except those required by paragraph 6.4 which may be provided on a claims-made basis consistent with the criteria noted therein.

Nothing herein shall be construed as a limitation on Contractor's obligations under paragraph 16 of this Agreement to indemnify, defend and hold MCE harmless from any and all liabilities arising from the Contractor’s negligence, recklessness or willful misconduct in the performance of this Agreement. MCE agrees to timely notify the Contractor of any negligence claim.

Failure to provide and maintain the insurance required by this Agreement will constitute a material breach of the agreement. In addition to any other available remedies, MCE may suspend payment to the Contractor for any services provided during any time that insurance was not in effect and until such time as the Contractor provides adequate evidence that Contractor has obtained the required coverage.

APPENDIX B


6.1 GENERAL LIABILITY The Contractor shall maintain a commercial general liability insurance policy in an amount of no less than one million dollars ($1,000,000) with a two million dollar ($2,000,000) aggregate limit. MCE shall be named as an additional insured on the commercial general liability policy and the Certificate of Insurance shall include an additional endorsement page. (see sample form: ISO - CG 20 10 11 85).

6.2 AUTO LIABILITY Where the services to be provided under this Agreement involve or require the use of any type of vehicle by Contractor in order to perform said services, Contractor shall also provide comprehensive business or commercial automobile liability coverage including non-owned and hired automobile liability in the amount of one million dollars combined single limit ($1,000,000.00).

6.3 WORKERS’ COMPENSATION The Contractor acknowledges the State of California requires every employer to be insured against liability for workers’ compensation or to undertake self-insurance in accordance with the provisions of the Labor Code. If Contractor has employees, a copy of the certificate evidencing such insurance or a copy of the Certificate of Consent to Self-Insure shall be provided to MCE prior to commencement of work.

6.4 PROFESSIONAL LIABILITY INSURANCE (REQUIRED IF CHECKED ☐ ) Coverages required by this paragraph may be provided on a claims-made basis with a “Retroactive Date” either prior to the date of the Agreement or the beginning of the contract work. If the policy is on a claims-made basis, coverage must extend to a minimum of twelve (12) months beyond completion of contract work. If coverage is cancelled or non-renewed, and not replaced with another claims made policy form with a “retroactive date” prior to the Agreement effective date, the contractor must purchase “extended reporting” coverage for a minimum of twelve (12) months after completion of contract work. Contractor shall maintain a policy limit of not less than $1,000,000 per incident. If the deductible or self-insured retention amount exceeds $100,000, MCE may ask for evidence that contractor has segregated amounts in a special insurance reserve fund or contractor’s general insurance reserves are adequate to provide the necessary coverage and MCE may conclusively rely thereon.

Contractor shall be responsible for initiating, maintaining and supervising all safety precautions and programs in connection with the performance of the Agreement. Contractor shall monitor the safety of the job site(s) during the project to comply with all applicable federal, state, and local laws, and to follow safe work practices.

7. NONDISCRIMINATORY EMPLOYMENT:Contractor and/or any permitted subcontractor, shall not unlawfully discriminate against any individual based on race, color, religion,nationality, sex, sexual orientation, age or condition of disability. Contractor and/or any permitted subcontractor understands and agreesthat Contractor and/or any permitted subcontractor is bound by and will comply with the nondiscrimination mandates of all federal, stateand local statutes, regulations and ordinances.

8. SUBCONTRACTING:The Contractor shall not subcontract nor assign any portion of the work required by this Agreement without prior written approval ofMCE except for any subcontract work identified herein. If Contractor hires a subcontractor under this Agreement, Contractor shallrequire subcontractor to provide and maintain insurance coverage(s) identical to what is required of Contractor under this Agreementand shall require subcontractor to name Contractor as additional insured under this Agreement. It shall be Contractor’s responsibility tocollect and maintain current evidence of insurance provided by its subcontractors and shall forward to MCE evidence of same. Nothingcontained in this Agreement or otherwise stated between the parties shall create any legal or contractual relationship between MCEand any subcontractor, and no subcontract shall relieve Contractor of any of its duties or obligations under this Agreement. Contractorshall be solely responsible for ensuring its subcontractors’ compliance with the terms and conditions of this Agreement. Contractor'sobligation to pay its subcontractors is an independent obligation from MCE’s obligation to make payments to Contractor. As a result,MCE shall have no obligation to pay or to enforce the payment of any moneys to any subcontractor.

9. ASSIGNMENT:The rights, responsibilities and duties under this Agreement are personal to the Contractor and may not be transferred or assignedwithout the express prior written consent of MCE.

10. RETENTION OF RECORDS AND AUDIT PROVISION:


APPENDIX B

Contractor and any subcontractors authorized by the terms of this Agreement shall keep and maintain on a current basis full and complete documentation and accounting records, employees’ time sheets, and correspondence pertaining to this Agreement. Such records shall include, but not be limited to, documents supporting all income and all expenditures. MCE shall have the right, during regular business hours, to review and audit all records relating to this Agreement during the Contract period and for at least five (5) years from the date of the completion or termination of this Agreement. Any review or audit may be conducted on Contractor's premises or, at MCE's option, Contractor shall provide all records within a maximum of fifteen (15) days upon receipt of written notice from MCE. Contractor shall refund any monies erroneously charged. Contractor shall have an opportunity to review and respond to or refute any report or summary of audit findings, and shall promptly refund any overpayments made by MCE based on undisputed audit findings.

11. WORK PRODUCT:All finished and unfinished reports, plans, studies, documents and other writings prepared by and for Contractor, its officers, employeesand agents in the course of implementing this Agreement shall become the sole property of MCE upon payment to Contractor for suchwork. MCE shall have the exclusive right to use such materials in its sole discretion without further compensation to Contractor or toany other party. Contractor shall, at MCE’s expense, provide such reports, plans, studies, documents and writings to MCE or any partyMCE may designate, upon written request. Contractor may keep file reference copies of all documents prepared for MCE.

12. TERMINATION:A. If the Contractor fails to provide in any manner the services required under this Agreement or otherwise fails to comply

with the terms of this Agreement or violates any ordinance, regulation or other law which applies to its performanceherein, MCE may terminate this Agreement by giving five business days’ written notice to the party involved.

B. The Contractor shall be excused for failure to perform services herein if such services are prevented by acts of God,strikes, labor disputes or other forces over which the Contractor has no control.

C. Either party hereto may terminate this Agreement for any reason by giving 30 calendar days’ written notice to the otherparty. Notice of termination shall be by written notice to the other parties and be sent by registered mail or by email to theemail address listed in Section 19 Invoices; Notices.

D. In the event of termination not the fault of the Contractor, the Contractor shall be paid for services performed to the date oftermination in accordance with the terms of this Agreement so long as proof of required insurance is provided for theperiods covered in the Agreement or Amendment(s).

E. MCE may terminate this Agreement if funding for this Agreement is reduced or eliminated by a third-party funding source.

13. AMENDMENT:This Agreement may be amended or modified only by written agreement of all parties.

14. ASSIGNMENT OF PERSONNEL:The Contractor shall not substitute any personnel for those specifically named in its proposal unless personnel with substantially equalor better qualifications and experience are provided, acceptable to MCE, as is evidenced in writing.

15. JURISDICTION AND VENUE:This Agreement shall be construed in accordance with the laws of the State of California and the parties hereto agree that venue shallbe in Marin County, California.

16. INDEMNIFICATION:Contractor agrees to indemnify, defend, and hold MCE, its employees, officers, and agents, harmless from any and all liabilitiesincluding, but not limited to, litigation costs and attorney's fees arising from any and all claims and losses to anyone who may be injuredor damaged by reason of Contractor's negligence, recklessness or willful misconduct in the performance of this Agreement.

17. NO RECOURSE AGAINST CONSTITUENT MEMBERS OF MCE:MCE is organized as a Joint Powers Authority in accordance with the Joint Exercise of Powers Act of the State of California(Government Code Section 6500, et seq.) pursuant to the Joint Powers Agreement and is a public entity separate from its constituentmembers. MCE shall solely be responsible for all debts, obligations and liabilities accruing and arising out of thisAgreement. Contractor shall have no rights and shall not make any claims, take any actions or assert any remedies against any ofMCE’s constituent members in connection with this Agreement.

18. COMPLIANCE WITH APPLICABLE LAWS:The Contractor shall comply with any and all applicable federal, state and local laws and resolutions (including, but not limited to theCounty of Marin Nuclear Free Zone, Living Wage Ordinance, and Resolution #2005-97 of the Marin County Board of Supervisorsprohibiting the off-shoring of professional services involving employee/retiree medical and financial data) affecting services covered bythis Agreement.


APPENDIX B

19. INVOICES; NOTICESThis Agreement shall be managed and administered on MCE’s behalf by the Contract Manager named below. All invoices shall besubmitted by email to:

Email Address: [email protected]

All other notices shall be given to MCE at the following location:

Contract Manager: Catalina Murphy

MCE Address: 1125 Tamalpais Avenue

San Rafael, CA 94901

Email Address: [email protected]

Telephone No.: (415) 464-6014

Notices shall be given to Contractor at the following address:

Contractor:

Address:

Email Address:

Telephone No.:

20. ACKNOWLEDGEMENT OF EXHIBITSIn the event of a conflict between the Terms of this Agreement and the terms in any of the following Exhibits, the terms in thisAgreement will govern.

Check applicable Exhibits CONTRACTOR’S INITIALS

EXHIBIT A. Scope of Services

EXHIBIT B. Fees and Payment

21. SEVERABILITYShould any provision of this Agreement be held invalid or unenforceable by a court of competent jurisdiction, such invalidity will notinvalidate the whole of this Agreement, but rather, the remainder of the Agreement which can be given effect without the invalidprovision, will continue in full force and effect and will in no way be impaired or invalidated.

22. COMPLETE AGREEMENTThis Agreement along with any attached Exhibits constitutes the entire Agreement between the parties. No modification or amendmentshall be valid unless made in writing and signed by each party. Failure of either party to enforce any provision or provisions of thisAgreement will not waive any enforcement of any continuing breach of the same provision or provisions or any breach of any provisionor provisions of this Agreement.

23. COUNTERPARTS


APPENDIX B

This Agreement may be executed in one or more counterparts each of which shall be deemed an original and all of which shall be deemed one and the same Agreement.

24. PERFORMANCE AND PAYMENT BOND (REQUIRED IF CHECKED ☐)Contractor shall furnish, concurrently with signing the contract, a Performance & Payment Bond for a sum not less than 100 percent(100%) of the total amount of the contract. The bond shall be in the form of a bond and not a deposit in lieu of a bond. The bond shallbe executed by an admitted surety insurer. The bond shall guarantee payment by Contractor of all materials, provisions, provender,supplies, and equipment used in, upon, for, or about the performance of said construction, and protect MCE from any liability, losses, ordamages arising therefrom.

IN WITNESS WHEREOF, the parties have executed this Agreement on the date first above written. APPROVED BY Marin Clean Energy:

By:__________________________________ CEO

Date:__________________

By:__________________________________ Chairperson

Date:__________________

CONTRACTOR:

By:__________________________________

Name:_______________________________

Date:________________________________

MODIFICATIONS TO STANDARD SHORT FORM

Standard Short Form Content Has Been Modified

List sections affected: _______________________________________________________________________________

___________________________________________________________________________________________________

Approved by MCE Counsel: ___________________________________________ Date: _______________


APPENDIX B

EXHIBIT A SCOPE OF SERVICES (required)

Contractor will provide __ services as requested and directed by MCE staff, up to the maximum time/fees allowed under this Agreement.


APPENDIX BEXHIBIT B

FEES AND PAYMENT SCHEDULE

For services provided under this Agreement, MCE shall pay Contractor in accordance with the amount(s) and the payment schedule as specified below:

In no event shall the total cost to MCE for the service provided herein exceed the maximum sum of $,000 for the term of the agreement.