Town of Stafford Request for Proposals For Approximately 735 kw of Solar Photovoltaic (PV) Arrays on Eight (8) Municipal and School Buildings And Five (5) Solar Carport Array Locations The Town of Stafford is requesting proposals ( RFP ) for either: (1) engineering, design, construction, operation and maintenance ( Turnkey Price ) of solar PV arrays on eight (8) municipal and school buildings and engineering, design, construction, operations and maintenance of solar PV for five (5) solar carports ( Solar Facilities ), (2) an energy price under a Solar Power & Services Agreement ( SPSA ) for the Solar Facilities, or (3) other business finance arrangement for the Solar Facilities. All companies that submit proposals shall be referred to as Proposers under this RFP. Copies of the RFP for this project may be obtained from: Town of Stafford Selectmen s Office Warren Memorial Town Hall 1 Main Street Stafford Springs, CT 06076 (860) 684-1777 An on-site walk through will be commence at 1 Main Street, Stafford Springs, CT at 9:30 AM, August 15, 2013. The Town of Stafford reserves the right to change time and day of site walk due to inclement weather. All pertinent federal and state statutes apply to this project. The Town of Stafford encourages minority, women-owned, and Section 3 business participation. The Town of Stafford is an EEO/AA Employer.
Town of Stafford Request for Proposals For Approximately 735 kw of Solar Photovoltaic (PV) Arrays on Eight (8) Municipal and School Buildings and Five (5) Solar Carport Array Locations Project Sponsor: Town of Stafford Board of Selectmen Warren Memorial Town Hall 1 Main Street Stafford Springs, CT 06076 Project Administration: Town Engineer & Stafford Energy Advisory Committee 1
Table of Contents Town of Stafford, Connecticut Request for Proposals For A Turnkey Price, SPSA or other Business Finance Arrangement for Eight (8) Solar PV arrays and Five (5) Solar PV Carports Arrays Part I Introduction Page 3 Part II Scope of Work Page 4 Part III Permits & Bidding Page 4 Part IV Evaluative Criteria Page 5 Part V Submission Requirements Page 6 Part VI Specific Instructions Page 8 Part VII Town s Rights Page 10 2
Part I A. Introduction The Town of Stafford (the Town ) is requesting proposals for either: (1) engineering, design, construction, operation and maintenance ( Turnkey Price ) for solar PV arrays on eight (8) municipal and school buildings and engineering, design, construction, operation and maintenance of solar PV for five (5) solar carports ( Solar Facilities ), (2) an energy price under a Solar Power & Services Agreement ( SPSA ) for the Solar Facilities, or (3) other business finance arrangements for the Solar Facilities. B. Background Information The Town, through its Energy Advisory Committee, has been actively soliciting ZREC Solar PV contracts since the inception of the program in 2012. To date, the Town has secured five ZREC Solar PV arrays that are in the process of being installed for a total of 610 kw. C. Proposed Roof Project locations: Facility Address Preliminary (Maximum AC kw)* Staffordville Elementary 21 Lyons Road 50 Stafford Elementary 11 Levinthal Run 100 Stafford Fire Dept. 9 Colburn Road 35 DPW Garage 210 East Street 80 West Stafford Fire Dept. 144 West Stafford Road 25 Stafford Police Station 2 Main Street 10 Willington Ave Fire Dept. 27 Willington Ave. 50 Transfer Station 80 Upper Road 26 * The PV array sizes referenced above are preliminary estimates. Contractor is expected to analyze current usage, other existing or impending PV arrays and site conditions to determine appropriate size of array to propose. D. Proposed Solar Carport Project locations: Facility Address Preliminary (Maximum AC kw)* Stafford High School 145 Orcuttville Road 100 Stafford Middle School 21 Levinthal Run 100 West Stafford School 153 West Stafford Road 100 Town Hall 1 Main Street 45 Community Center 3 Buckley Highway 14 * The PV array sizes referenced above are preliminary estimates. Contractor is expected to analyze current usage, other existing or impending PV arrays, site conditions and site logistics to determine appropriate size of array to propose. 3
D. Schedule Milestone Date RFP advertised and available [August 7, 2013] Site walk [August 15, 2013] Submit formal questions [August 15, 2013 - August 27, 2013] Submit proposals (deadline) [12:00 PM (EDT) August 29, 2013] Bid awards [Determined by the total number of proposals] PROPOSALS SUBMITTED AFTER 12:00 PM (EDT) AUGUST 29, 2013 WILL NOT BE ACCEPTED PART II Scope of Work The successful Proposer will either: (1) design, build, install, operate, and maintain solar PV arrays in the locations as outlined in Part I, Section C, or (2) arrange business financing options through a solar power & services agreement, lease agreement or other business arrangement. The successful Proposer shall apply to The Connecticut Light and Power Company ( CL&P ) on behalf of the proposed solar projects, or the Town, for small solar PV ZREC contracts (less than or equal to 100 kw AC) for all facilities. Any contracts executed under this RFP shall be contingent upon the ZREC s being awarded to all solar projects, approvals being received from the Town s Board of Selectman, the Town s Board of Finance, Town Meeting and, if applicable, the Town s Board of Education or any other Town regulatory board or Town official having jurisdiction. PART III Task I Permits and applications The successful bidder must obtain all required permits from federal, state and local agencies. 4
Task II Bidding Phase 1. Proposers must make sufficient copies of plans and specifications for bidding purposes. 2. Proposers must submit the drawings, specifications, and contract documents to the Town of Stafford for review and approval. Finalize the drawings, specifications, and contract documents incorporating any review comments. 3. Proposers must provide and pay for any type of related engineering services and field surveys needed for design purposes, engineering surveys, marking to enable contractor(s) to proceed with their work, and providing other special field surveys. 4. Proposers must attend pre-bid conference and issue addenda as appropriate to interpret, clarify, or expand the contract documents. 5. Proposers must advise the Town as to the acceptability/qualifications of subcontractors, supplies, and other persons and organizations proposed by the Prime Contractor(s). Conduct background and reference checks on proposed Contractor(s) in anticipation of a contract award. PART IV Evaluative Criteria For a Proposer to be deemed qualified, it must demonstrate that it has the requisite experience, skills, and resources necessary to undertake and successfully complete the solar projects contemplated by this RFP. Specific criteria which will be evaluated by the Town in determining the adequacy of qualifications include, but will not be limited to the following: Minimum Evaluation Criteria - Proposers must employ, or cause to be employed if required, registered professional engineers, licensed to practice in Connecticut - Proposals must be complete, accurate and responsive to RFP requirements - Proposers must demonstrate evidence of satisfactory insurance coverage, including professional liability insurance and naming of additional insured s Comparative Evaluation Criteria - Proposers must demonstrate similar project experience - Proposers must demonstrate overall experience, strength, and qualifications of Proposer, subcontractor(s), staff, and consultants - Proposers must demonstrate municipal/public sector experience, especially for public works projects involving state/federal funding 5
- Proposers must demonstrate the capacity to complete scope of work on a qualitative, timely basis - Proposers must demonstrate past performance as determined by references (e.g., accuracy of cost estimates, quality of construction inspection services, etc.) Selection and Contract Award Proposals will be reviewed by a team assembled by the Stafford Board of Selectmen. Depending on the number of proposals received, and their competitiveness, the Town may interview a list of finalists. The evaluation process will be based upon a combination of factors such as price, financing options, completeness of the proposal, quality of service, and firm's qualifications and experience. When the proposal review team has finished rating and ranking proposals (including interviews, if needed), The Stafford Energy Advisory Committee will recommend a contractor to the Board of Selectmen, which is the awarding authority for this contract. PART V Submission Requirements The following specific information will be required in the firm's qualification and proposal package: A. GENERAL INFORMATION 1. Name, address, and telephone number of firm and principal contact person. 2. Type of organization (i.e., corporation, partnership, joint venture, etc.) including list of participants, as appropriate. 3. History, ownership, and organizational background of the firm. a. Provide a brief history the company as well as a synopsis of ownership; b. If the company responding is a partially or fully owned subsidiary of another firm, include the above information for the parent company and an appropriate statement by the parent company in support of the subsidiary's submittal; 4. The proposal must be signed by an individual duly authorized to sign the submittal on behalf of the firm. 5. Listing of Insurance Coverage as described in section D below (submittal of "Certificate of Insurance") will be required by the time of an execution of the contract. 6. Scope of services proposed. Clearly indicate which services will be provided by sub-contractors if any. Failure to notify that sub-contractors will be used in advance of the project subjects the 6
respondent to disqualification and forfeiture at any time. 7. Project approach, comments, or observations as Proposer deems relevant. 8. Experience of Proposer. Listing and description of any previous similar assignments including: a. Location and project description b. Company s involvement c. References (names, titles, and telephone numbers) d. Date started and completed 9. List of all current similar projects up to a total of three (3). 10. Qualifications and Experience of Staff: List the key in-house management staff, and the qualifications of persons who will be involved in all phases of the project. 11. Acknowledgment of the proposed project schedule and ability to meet schedule requirements, or an explanation as to why a departure from the above schedule is needed. B. FEE FOR TURNKEY PROPOSALS Proposals shall be lump sum price for all design, engineering, construction, construction supervision services, implementation and commissioning of system, operation and maintenance. Contractor shall note any costs not included in the proposed fee. System shall be fully turn-key and fully operational at completion of installation. C. FINANCING PROPOSAL Proposals must identify any and all feasible methods for the Town to finance projects through lease, lease purchase, power purchase agreement or other method suitable to the contractor and Town. Provide price breakpoints scenarios based on number and size of ZREC contracts that could be awarded in the ZREC auction. All details of financing methods to be disclosed including but not limited to, all financing charges, fees or other carrying costs. Town of Stafford financial statements are available upon request. D. INSURANCE 1. Each firm submitting qualification and proposal packages in response to this Request for Proposals shall submit a sample "Certificate of Insurance" for the items listed below and before the work commences, the insurance company shall send to the Town a "Certificate of Insurance" indicating that such insurance is in force. Arrangements shall be made with the said insurance company to 7
notify the Town of any termination or material change in the aforementioned insurance at least thirty days prior to the date on which the termination or change takes place. The Town of Stafford, CT and Stafford Board of Education shall be added as an additional insured once the contract is awarded and prior to project commencement. 2. The Firm shall obtain and maintain insurance as provided in the preceding paragraph, as follows: a. Worker's Compensation Insurance for the protection of all employees throughout the entire period that this contract is in operation with coverage B limit of liability of not less than $500,000. b. Comprehensive General liability for bodily injury in the amount of $1,000,000 (for one person) and $1,000,000 (on account of one accident), including contingent liability for the owner for the acts or omissions of the engineer or his subcontractors in the same amounts. c. Property damage in the amount of $1,000,000 each occurrence and $1,000,000 aggregate. The property damage insurance shall include comprehensive for premises/operations, collapse, explosion, and underground damage to public utilities, products/completed operations, contractual, independent contractor, broad form property damage, and shall also include contingent liability for the owner for facts of omissions of the engineer or his subcontractors in the same amounts. d. Architects/Engineers Professional Liability (errors and omissions on a claims-made basis) in the amount of $500,000 for any one claim, and in the annual aggregate with not more than $100,000 deductible for each claim. e. Automotive vehicles, both owned and non-owned, used in conjunction with the job both on and off the public highway shall carry the same rates of insurance for bodily injury and property damage as stated above. E. WARRANTY PART VI a. Roof Warranty: If proposed system requires roof penetrations, contractor will be required to utilize a roofing subcontractor that is approved, authorized, or licensed by the roof system manufacturer in the installation and repair of the roofing system. Roof penetrations must be pre-approved by the manufacturer. The warranty will include the roof membrane, roof insulation, fasteners, cover boards, substrate board, and other components of the membrane roofing system. b. System Warranty: Contractor shall describe manufacturer s warranties for panels and inverters and any extended warranties available and any added expense. Specific Instructions Each company firm submitting proposal packages in response to this Request for Proposals should submit three (3) copies of the proposals, in a sealed envelope addressed to: 8
Town of Stafford Selectmen s Office Warren Memorial Town Hall 1 Main Street Stafford Springs, CT 06076 The outside of the envelopes must be clearly labeled: Proposal for Solar Photovoltaic Arrays All proposal packages must be received before 12:00 PM (noon) on [August 29, 2013]. Any questions arising from this Request for Proposals shall be addressed to Stafford Energy Advisory Committee at the above address. All submittals received by the Town of Stafford in response to the Request for Proposals shall become the property of the Town of Stafford and will not be returned. Withdrawal of Proposal A firm who wishes to withdraw a proposal must make the request in writing addressed to: Solar Photovoltaic Arrays - Withdrawal of Proposal Town of Stafford Selectmen s Office Warren Memorial Town Hall 1 Main Street Stafford Springs, CT 06076 The withdrawal of proposal request must be received by the Town on or before the scheduled proposed opening time. Correction or Modification to Proposal A firm who wishes to correct or modify their proposal must make the corrections or modifications in writing, signed by the consultant/firm with the business address stated, in a sealed envelope addressed to: The outside of the envelope must be clearly labeled: Town of Stafford Selectmen s Office Warren Memorial Town Hall 1 Main Street Stafford Springs, CT 06076 Solar Photovoltaic Arrays - Corrections or Modifications Corrections or modifications request must be received by the Town on or before the scheduled proposal opening time. 9
PART VII Town s Rights The Town reserves the right to do the following at any time: a. Reject any or all proposals without indicating any reason for such rejection. b. Waive or correct any minor or inadvertent defect, irregularity or technical error in a proposal, the RFP process, or as part of any subsequent contract negotiation. c. Request that companies supplement or modify all or certain aspects of their proposals or other documents or materials submitted. d. Terminate the RFP, and at its option, issue a new RFP or none at all. e. Procure any equipment or services specified in this RFP by other means. f. Modify the selection process, the specifications or requirements for materials or services, or the contents or format of this RFP. g. Extend a deadline specified in this RFP, including deadlines for accepting Proposal Responses. h. Negotiate with any or none of the companies. i. Modify in the final agreement(s) any terms and/or conditions described in this RFP. j. Terminate failed negotiations with companies without liability, and negotiate with other companies. k. Disqualify any companies on the basis of a real or apparent conflict of interest, or evidence of collusion that is disclosed by the proposals or other data available to the Town. l. Eliminate, reject, or disqualify the proposals of any companies that fail to submit a responsive proposal response as determined solely by the Town. m. Independently verify any and all claims made by companies. END of RFP 10