1-RFP 2025-042 Operations Center Rooftop Solar Project - (F1) 111925.pdf

REQUEST FOR PROPOSAL

RFP No. 2025-042 Operations Center Rooftop Solar Design and

Installation Project Issue Date: November 20, 2025

Closing Date & Time: January 14, 2026, 2:00 P.M. CT Opening Date & Time: January 14, 2025, 2:01 P.M. CT

For Information Contact:

Kasey Gamblin, Purchasing Manager, 254-750-8405, or kaseyg@wacotx.gov

Mandatory Pre-Proposal Meeting:

Thursday, December 11, 2025, at 2:00 P.M.

1415 N. 4th Street, Waco, Texas 76707

RFP Opening Location:

Purchasing Services Office, 1415 N. 4th Street, Waco, Texas via Zoom Video Conferencing Only (Please see Page 3)

Zoom & Dial-In Information:

See Page 3

Purchasing Services Post Office Box 2570 Waco, Texas 76702-2570 Telephone 254 / 750-8060

Fax 254 / 750-8063 waco-texas.com

RFP 2025-042 Operations Center Rooftop Solar Design and Installation Project mailto:%20XXX@wacotx.gov mailto:kaseyg@wacotx.gov http://www.waco-texas.com/

BONFIRE ELECTRONIC BIDDING

The City of Waco is transitioning to Electronic Bidding, Proposals and Qualification (RFB/RFP & RFQ) submissions. These requests will be managed through the new City’s Data base system, Bonfire.

We ask vendors to register with Bonfire to access and respond to any advertisement for bids and services required by the City. Registration is secure and user friendly. Vendors can register at the link below. Once registered, vendors will be able to:

• Register with the City of Waco.

• Receive notifications for bids and services requests from the City.

• Stay updated on changes, addendums, open solicitations.

• Submit bids and proposals electronically.

• Vendors can inquire about the details and requirements of various bidding opportunities.

The City will still accept bids and proposals by mail or drop off. Notifications of changes, addendums and updates will also be available on the City’s website as well as other media outlets the City uses for solicitations.

The City appreciates your participation. If you have questions during the electronic bid/proposal process, please contact the issuing buyer, whose contact information can be found in the solicitation document. You can also contact Bonfire with registration or customer support issues.

Website links to assist you: waco-texas.bonfirehub.com/login

MINORITY, WOMEN-OWENED BUSINESS ENTERPRISE (MWBE)

The City of Waco is committed to providing fair and equal opportunities for all vendors, especially those who face disadvantages in bidding and providing services to the City. The City collects and reports data on the MWBE status of vendors to the federal government as part of this effort. Vendors are asked to fill out the MWBE form and submit it with their offer when they respond to a bid or proposal solicitation.

The MWBE status helps the City ensure that small and disadvantaged businesses are included in the competitive solicitation process. However, the MWBE status does not determine the award of a contract.

RFP 2025-042 Operations Center Rooftop Solar Design and Installation Project https://waco-texas.bonfirehub.com/login

ZOOM ACCESS INSTRUCTIONS & ADDITIONAL

INFORMATION

PRE-PROPOSAL

RFP NUMBER: 2025-042

DATE: December 11, 2025

TIME: CENTRAL 2:00 P.M.

QUICK LINK:

MEETING ID:

DIAL IN NUMBER:

PASS CODE:

ADDITONAL

INFORMATION:

Mandatory In Person at the City of Waco Operations Center, 1415 N. 4th Street, Waco, TX 76707

PROPOSAL OPENING

RFP NUMBER: 2025-042

DATE: January 14, 2026

TIME: CENTRAL 2:00 P.M.

QUICK LINK:

https://wacotx.zoomgov.com/j/1611770000?pwd=XcaDPuaUAFZVwfXjQ4iUDA4YfaEUcV.1

MEETING ID: 161 177 0000

DIAL IN NUMBER: 908553

PASS CODE:

ADDITONAL

INFORMATION:

RFP 2025-042 Operations Center Rooftop Solar Design and Installation Project https://wacotx.zoomgov.com/j/1611770000?pwd=XcaDPuaUAFZVwfXjQ4iUDA4YfaEUcV.1

TABLE OF CONTENTS

Register Interest Form I. Schedule for Solicitation for Competitive Sealed Proposal II. Contact with City of Waco III. Definitions IV. Requested Services V. Request For Proposals – Submission and Award Procedures

Appendices A. Scope of Services / Pricing Forms

(1) Scope of Work

(2) Proposal Form

(3) Bid Bond

B. Contract Requirements

(1) City of Waco General Terms and Conditions

(2) General Conditions for Construction Work

(3) Insurance & Indemnification Requirements

(4) Worker’s Compensation

(5) Wage Rates

(6) Sales Tax Information

(7) HB 89 Israel Form

(8) HB 89 Firearms Form

(9) HB 89 Energy Form

(10) HB1295 Information Sheet

(11) Foreign Terrorist Organization Form

(12) Protest Procedure

(13) Sample Contract Form

(14) Sample Payment and Performance Bonds

(15) Registered with the Texas Secretary of State

(16) W-9 Taxpayer Identification Form

(17) Electronic Funds Transfer Authorization (EFT Form)

C. Forms to Complete and Return

(1) Submission of Bid/Proposal and Acknowledgment of Addenda

(2) Business Identification Form

(3) Conflict of Interest Questionnaire (CIQ form)

(4) Disclosure of Relationships with City Council/Officers (City Charter)

(5) Minority Women Owned Business & HUB Certification

(6) Litigation Disclosure

(7) Certification Regarding Debarment

(8) Non-collusion Affidavit

(9) Texas Public Information Act

(10) Drug Free Workplace

RFP No. 2025-042

Operations Center Rooftop Solar Design and Installation Project

Please Register for Notification

REGISTER INTEREST

You have received a copy of the above-described Request document. If you would like to register your interest in this project so that you will receive any future notices or addenda concerning the project, please fill in the information requested below and fax this page to 254-750-8063. You may also scan this page and email to: kaseyg@wacotx.gov.

Company/Firm:

Name of Contact Person(s):

Email(s):

Telephone: Fax:

Mailing Address:

It is your responsibility to complete and return this form to the City. Failure to do so will result in your not receiving notices and addenda related to this project from the City of Waco.

Notices and addenda are posted on the City’s website and can be accessed at: waco-texas.com/bids

City of Waco Purchasing Services

Post Office Box 2570 Waco, Texas 76702-2570 Telephone 254 / 750-8060

Fax 254 / 750-8063 waco-texas.com

RFP 2025-042 Operations Center Rooftop Solar Design and Installation Project mailto:kaseyg@wacotx.gov http://www.waco-texas.com/purchasing-rules.asp

I. SCHEDULE FOR SOLICITATION COMPETITIVE SEALED PROPOSAL

The proposed schedule of events is tentative and may be modified throughout the selection process at the discretion of the City of Waco.

• Issuance of the RFP November 20, 2025

• Mandatory Pre-Proposal Meeting and

Site Walk at 2:00 P.M.

December 11, 2025

• Deadline for questions 5:00 P.M. December 17, 2025

• Proposals due by 2:00 P.M. January 14, 2025

• Proposal Opening at 2:01 P.M. January 14, 2025

• Evaluation of submission Jan 14 – Feb 14, 2026

• Interviews or Presentations may be conducted Jan 14 – Feb 14, 2026

Tentatively, the final selection decision will be made, and submitters will be notified of award by, February 14, 2026. This schedule is subject to change by the City.

II. CONTACT WITH CITY OF WACO

The contact person for this solicitation process is: Kasey Gamblin, Purchasing Agent who can be reached at:

Email: kaseyg@wacotx.gov Telephone: (254) 750-8405 Fax: (254) 750-8063

Questions concerning the solicitation can be submitted through the City of Waco’s Bonfire portal at waco-texas.bonfirehub.com/login (preferred) or by email to the contact person listed above.

Official Address (if needed) - City of Waco Purchasing Services

Attn: Kasey Gamblin, Purchasing Manager 1415 North 4th Street Waco, Texas 76707

Contact someone other than the Purchasing Agent listed above, or his/her designated representative; at the City of Waco concerning this solicitation may be grounds for removal from consideration.

Interpretation, modification, corrections, or changes to the solicitation documents will be made by addenda issued by the City of Waco. Addenda will also be made available through the City of Waco’s Bonfire portal at waco-texas.bonfirehub.com/login or the City of Waco Website at waco-texas.com/bids. Interested professional service providers are encouraged to return the Register Interest form on the previous page.

RFP 2025-042 Operations Center Rooftop Solar Design and Installation Project mailto:kaseyg@wacotx.gov https://www.waco-texas.com/Departments/Purchasing/Open-Bid-Opportunities

III. DEFINITIONS

The following definitions apply to this document and the transaction between the City and the selected submitter unless otherwise designated in the context. Terms, which are singular, may include multiple, where applicable and when in the best interests of the City:

(1) “City” means and refers to the City of Waco, Texas.

(2) “Company” or “Firm” means and refers to any submitter, whether such submitter be a sole proprietor, corporation, company, partnership, company, or any other entity legally defined or recognized under the laws of the State of Texas.

(3) “Proposal” or “Submission” or “Submittal” refers to a response submitted to an RFP.

(4) “Project Review Committee” means a committee established by the City to review and score the submitted Proposals. The Committee may be composed of City of Waco staff, City Councilmembers, or their designees, or other individuals selected to serve on the committee by the City.

(5) “RFP” means and refers to this Request for Proposals.

(6) “Selected submission” means and refers to the submission sent to the City of Waco by the

Selected Firm.

(7) “Selected Firm” means the firm who is selected by the City and to whom the City Council/City

Manager awards a contract for the services or commodities requested in this solicitation.

(8) “Solicitation” means an RFP issued by the City Waco seeking products or services described in the document.

(9) “Submitter” or “Vendor” or “Proposer” or “Contractor” means a firm that submits a response to a solicitation.

(10) “Contract documents” includes the RFP and all of the Appendices attached to the RFP.

(11) “Day” means a calendar day unless otherwise specifically defined.

IV. REQUESTED SERVICES/PRODUCTS

A. Scope of Services / Specifications The City is soliciting proposals from qualified solar providers to design, engineer, build, operate and maintain a turn-key installation of a rooftop solar PV project at the City’s Operation Center located at 1415 N 4th Street. The goal of this RFP is to identify a solar partner with the necessary experience to ensure a fully-managed and well-executed process. The successful respondent will have demonstrated experience designing, planning, scheduling, permitting, constructing, interconnecting, and maintaining a solar PV system. Proposer is responsible for all permitting and licenses. Cost of City permitting can be waived. Respondents should be familiar with Oncor regulations and have established on-site safety standards. The City reserves the right to modify the scope of the project at any time.

(1) Scope of services, and/or specifications are attached as Appendices.

(2) A digital version of this document can be obtained from the City of Waco’s Bonfire portal at waco-texas.bonfirehub.com/login or the City of Waco Website at waco-texas.com/bids.

B. Terms Conditions & Requirements In addition to the specifications for the Project, the attached Appendices include the City’s Contract Requirements.

C. Duration of Services It is anticipated by the City of Waco that this project will be complete and operational by July of 2026. It is additionally anticipated that work will not be performed on Saturdays, Sundays, or City holidays unless specifically approved by City. Since “day” is defined as a calendar day, Saturdays, Sundays, and City holidays shall be counted as days and included in calculating the Contract time.

If a Contractor wants to perform work on Saturdays, Sundays, or City holidays, the Contractor shall seek approval by making a written request to City. The contractor shall be responsible for all City staff and third-party time, costs, expenses and overtime for work performed on Saturdays, Sundays, or City holidays, unless excused in writing by the City prior to the work. The contractor shall include sufficient weather days as appropriate for the time of year and overall duration of the work within its proposal.

D. Reservations by City:

The City of Waco reserves the right to reject all submittals. The issuance of this solicitation does not obligate the City to contract for expressed or implied services. The City of Waco will not reimburse proposers for any costs incurred during the preparation or submitting responses to this solicitation.

(1) Furthermore, the City expressly reserves the right to:

(a) Waive any defect, irregularity, or informality in any submittal or procedure.

(b) Extend the solicitation closing time and date.

(c) Reissue this solicitation in a different form or context.

(d) Procure any item by other allowable means.

(e) Waive minor deviations from specifications, conditions, terms, or provisions of the solicitation, if it is determined that waiver of the minor deviations improves or enhances the City’s business interests under the solicitation; and/or

(f) Extend any contract when most advantageous to the City, as set forth in this solicitation.

(g) Retain all proposals submitted and to use any ideas in a proposal regardless of whether that proposal is selected

RFP 2025-042 Operations Center Rooftop Solar Design and Installation Project http://www.waco-texas.com/bids.asp

V. REQUEST FOR PROPOSALS – SUBMISSION AND AWARD

PROCEDURES

A. Requirements

(1) Proposals should be kept to the minimum necessary length to explain the proposer’s attributes and pricing. Typed responses are preferred in Times New Roman, Arial or Calibri font.

Responses must be clear and may be subject to disqualification if illegible.

(2) Qualified firms should submit their qualifications through the City of Waco’s Bonfire portal at waco-texas.bonfirehub.com/login. Paper/Physical submissions will still be accepted and should include one (1) electronic copy (CD or Flash Drive) and (1) original and four (4) copies of their statements of qualifications on 8 ½ x 11 paper. These must be received by the date set out above in the Schedule of Solicitation for a submitting firm to be considered:

(a) A cover sheet containing RFP number, project name, and proposer’s name, address, and telephone number.

(b) A brief company overview including:

1. Project experience with a minimum of 3 and maximum of 10 projects completed in the last 3 years similar in scope and complexity to the proposed project. Please provide 3 project references, including the contact person’s name, email address, telephone number, and organization, as well as the nature of work performed, its location, and total project size (kW).

2. Project team with bios of key team members and subcontractors. Please only profile individuals that will be directly working on this project. Clearly identify the project manager.

(c) Completed and signed copies of Forms included in Appendix C.

(d) A narrative of the proposer’s approach to the project including:

1. Design- layout of proposed PV, inverter, and conduit

2. Equipment- panel, inverter, racking specifications

3. Proposed monitoring system, including kiosk display

4. Installation timeline/schedule with key project milestones

5. Operations and maintenance plan (please price O&M separately)

(e) Information on the proposer’s current workload and ability to complete the project.

(f) Certificate showing current insurance coverage.

(g) Pricing/Cost Information – Pricing Forms

1. Provide a price proposal for overall cost ($) and cost per watt ($/W).

2. All pricing and cost information is to be submitted less Federal Excise and State of Texas Sales Taxes. A tax exemption certificate will be executed upon request.

The City’s federal tax identification number is 1-74-6002468-4.

B. Completeness of Submission

(1) Proposers are responsible for examining and being familiar with all specifications, drawings, standard provisions, instructions, and terms and conditions of the solicitation and their responses.

(2) The proposer must attach all required forms with each submission copy. Forms must be signed by a representative of the proposer authorized to bind the proposer contractually. The proposer

RFP 2025-042 Operations Center Rooftop Solar Design and Installation Project must include a statement identifying any exceptions to this RFP or declare that there are no exceptions taken to the RFP.

C. Response Date and Location

Responses to this solicitation must be received by 2:00 p.m. (Central Time) on January 14, 2026.

The City prefers that vendors use the Euna/Bonfire portal at waco-texas.bonfirehub.com/login, paper submissions will still be received at the address listed below Via Delivery Services or Personal Delivery to:

Attn: Kasey Gamblin, Purchasing Manager

1415 North 4th Street Waco, Texas 76707

If using U.S. Mail, note that U.S. Mail is initially received at Waco City Hall and then delivered to the office of Purchasing Services by a City courier. That delivery may occur a day or more after being received at Waco City Hall. Allow additional time in advance of the proposal due date for U.S. Mail delivery. If the Purchasing Office has not received the proposal by the stated deadline, the proposal will be returned unopened.

All submissions shall be sent to the attention of the Purchasing Agent in a sealed envelope that is clearly marked on the outside as follows:

“RFP 2025-042 Operations Center Rooftop Solar Design and

Installation Project” Proposals will be opened at 2:01 P.M. (Central Time) on January 14, 2026

Proposers accept all the risk of late delivery bids regardless of instance or fault. A proposal received after the submission deadline will not be considered and will be returned unopened to the submitter.

The City will NOT accept a response submitted by facsimile transmission (fax) or by electronic mail (email).

All submissions and accompanying documentation will become the property of the City.

D. Modification to or Withdrawal of Submission

Submissions cannot be altered or amended after the submission deadline passes. Submissions may be modified prior to the deadline by providing written notice to the Purchasing contact person at the address previously stated. To modify a submission prior to the submission deadline:

(1) Submit a written notice of the modification WITHOUT revealing the pricing/cost or terms information. The modification should provide the addition, subtraction, or other modifications so that the final pricing/costs or terms will not be revealed to the City until the sealed proposal is opened.

(2) The written modification may be submitted by electronic transmission (fax or email or personal delivery to Purchasing Agent identified earlier in this document. The written modification must be received by the City prior to closing time.

(3) If the modification is submitted through an electronic transmission (fax or email), the City must receive an original of the modification document signed by the proposer and submitted to a delivery company (UPS, FedEx, etc.) prior to the proposal closing time. If the original of the modification was not submitted to a delivery company prior to the closing time or is not received within three (3) days after the closing time of the bid, consideration will not be given to the modifications provided in the electronic transmission.

A submission may also be withdrawn by providing the notice in person with a representative of the vendor who can provide proof of his authority to act for the proposer. The representative will be required to execute a receipt reflecting the submission is being withdrawn. If a submission is withdrawn before the submission deadline stated herein, the proposer may submit a new sealed proposal provided the new proposal is received prior to the closing date and time deadline stated on page 1. This provision does not change the common law right of a submitter to withdraw a submission due to a material mistake in the submission.

E. Submission Validity Period A submission responding to this RFP signifies the vendor’s agreement that the submission and the content thereof are valid for ninety (90) days following the submission deadline unless otherwise agreed to in writing by all parties. The submission may become part of the contract that is negotiated between the City and the successful proposer.

F. Cost to Develop Submission

Costs for developing and assembling submissions in response to this solicitation are entirely the responsibility and obligation of the proposer and shall not be reimbursed in any manner by the City.

G. Evaluation Procedures

The proposals will be initially reviewed and evaluated by a Project Review Committee. Each proposal should be as complete and accurate as possible. The City reserves the right to request additional information or clarifications, oral discussions, or presentations in support of the proposal.

H. Vendor Presentation

The evaluation by the Project Review Committee will be presented to the City Manager or Executive staff, who will determine whether proposers may be invited to make a formal presentation of their proposal and/or sit for a panel interview. There is no obligation for the City to host interviews in order to make the final selection

I. Evaluation Criteria The following criteria will be used to evaluate the submittals:

RFP Scoring Criteria Scoring Points Available

The proposed pricing and/or identified fees; 30 The proposed equipment; 20 Experience with projects of similar size and type (Contractor, Subcontractors)

Experience of proposed Superintendent and Project Manager 20 The proposed duration 10

TOTAL AVAILABLE POINTS 100

J. Final Selection Based on all information reviewed and presentations/interviews (if conducted), the City Manager or Executive staff shall establish the final ranking of the proposals.

(1) During the evaluation process, the City reserves the right, where it may serve the City’s best interest, to request additional information or clarifications from proposers.

K. Contact Award and Execution The final contract must be awarded and approved by the Waco City Council if the amount of the contract exceeds $100,000.00. If the contract is for less than that amount, depending on the amount, the contract may be executed by the City Manager, an Assistant City Manager, department head or director.

L. The Recipient, in accordance with the provisions of Title VI of the Civil Rights Act of 1964 (78 Stat. 252, 42 U.S.C. §§2000d to 2000d-4) and the Regulations, hereby notifies all bidders that it will affirmatively ensure that any contract entered into pursuant to this advertisement, disadvantaged business enterprises will be afforded full and fair opportunity to submit bids in response to this invitation and will not be discriminated against on the grounds of race, color, or national origin in consideration for an award.

APPENDIX A

Scope of Services / Pricing Form

(1) Scope of Work

(2) Proposal Form

(3) Bid Bond

1. Scope of Work The City is soliciting proposals from qualified solar providers to design, engineer, build, operate and maintain a turn-key installation of a rooftop solar PV project at the City’s Operation Center located at 1415 N 4th Street. The goal of this RFP is to identify a solar partner with the necessary experience to ensure a fully-managed and well-executed process. The successful respondent will have demonstrated experience designing, planning, scheduling, permitting, constructing, interconnecting, and maintaining a solar PV system. Proposer is responsible for all permitting and licenses, and should include the cost of all permitting in their proposal. Respondents should be familiar with Oncor regulations and have established on-site safety standards. The City reserves the right to modify the scope of the project at any time.

1.1. City of Waco Background

The City proudly serves over 145,000 residents and is governed by the Waco City Council. In 2024, the City purchased over 75,000 MWh for the year of electricity through a contract with Shell Energy. This contract does not include a provision for solar energy buyback. There are currently rooftop solar PV systems at the Cameron Park Zoo and Fire Station 6.

1.2. Project Details

Site Details Solar PV Details

Name Address Electric Load PV Type Estimated PV Size kWh/year kW-DC kWh/year

Operations Center

1415 N 4th Street 430,500 Rooftop 59 90,000

• Desired Solar PV System Description: The City is seeking the above rooftop PV system to be sized to maximize funding available through the Energy Efficiency and Conservation Block Grant which requires rooftop solar arrays to be less than 60 kW-DC in size.

• Project Funding: The project will be paid for through reimbursable U.S. Department of Energy EECBG (Energy Efficiency and Conservation Block Grant) program funds. The total bid for this Operations Center Rooftop Solar Design and Installation Project cannot exceed $180,000.

• System Ownership: The City will own the solar system

• Operation and Maintenance (O&M): The City will consider a contract to provide O&M services for a term of 5 years. Please include O&M costs as a separate line item.

• Monitoring: The City requests a turnkey monitoring system for system performance and public education through our website AND/OR an educational kiosk.

1.3. EECBG Funding Guidelines

The successful respondent must comply with the federal requirements of the EECBG funding terms and conditions which include the following:

• Davis-Bacon Requirements: This award is funded under Division D of the Bipartisan

Infrastructure Law (BIL). All laborers and mechanics employed by the recipient, subrecipients, contractors or subcontractors in the performance of construction, alteration, or repair work in excess of $2,000 on an award funded directly by or assisted in whole or in part by funds made available under this award shall be paid wages at rates not less than those prevailing on similar projects in the locality, as determined by the Secretary of Labor in accordance with subchapter IV of chapter 31 of title 40, United States Code commonly referred to as the “Davis-Bacon Act” (DBA).

• Buy American Requirement for Infrastructure Projects: Buy American Requirements only apply to awards over $250,000. Please disregard this section if your total EECBG Program award is less than $250,000 (which is the case for the City of Waco).

1.4. Design Guidelines

The Proposer shall include design documents for all elements of the project, including, but not limited to, structural, architectural, mechanical, and electrical. Proposer should consider the following guidelines when designing the solar PV system.

Rooftop Solar

The Proposer shall develop a design for new PV systems that maximizes the system size requirement. It is the responsibility of the Proposer to assess the roof and building’s structural integrity with a licensed structural engineer.

• Mounting systems shall limit roof penetrations or be fully ballasted. Mounting system design needs to meet applicable local building code requirements with respect to snow, wind, and earthquake loading factors. Solar system installation must not void the roof warranty.

• Conduit penetrations shall be minimized.

• Systems shall be fixed tilt with an orientation that maximizes system production.

• All roof access points shall be securely locked at the end of each day during construction or

O&M activities.

• System layout shall meet local fire department, code and ordinance requirements for roof access.

1.5. Roof Requirements

The selected contractor shall assess and confirm the suitability of the building roofs for the installation of a photovoltaic (PV) system. All proposed solar installations must comply with applicable building codes, fire safety regulations, and manufacturer specifications. The contractor is responsible for ensuring that all roof-mounted equipment and penetrations maintain the integrity of the roof system and warranty.

• The contractor must verify that each roof structure can safely support all additional dead loads and live loads imposed by the PV system, including racking, modules, ballast (if applicable), wiring, and associated equipment.

• A licensed structural engineer shall perform or review load calculations and provide stamped structural analysis reports confirming adequacy for solar installation.

• Any roof reinforcement required to meet load-bearing or wind uplift requirements must be included in the proposal and coordinated with the Owner prior to implementation.

• The PV array shall not obstruct roof drains, scuppers, or gutters.

• The system design must preserve existing drainage patterns and ensure no ponding or water retention occurs as a result of the installation.

1.6. Code Specifications

The installation and power generation and transmission equipment shall comply with applicable building, mechanical, fire, seismic, structural, and electrical codes. Only products that are listed, tested, identified, or labeled by Underwriters Laboratories (UL) or another nationally recognized testing laboratory shall be used as components in the project. Construction must comply with current adopted local building codes, which includes: 2018 International Building Code and 2023 National Electric Code (NEC).

• Modules: System modules shall be certified to International Electrotechnical Commission

(IEC) 61215 or 61646 performance standards and Underwriter Laboratories (UL) 1703 fire code listed.

• Inverters: Shall be performance certified to IEC 62109, UL1741 listed with an efficiency of 95% or higher.

1.7. Warranties

The Proposer must provide their standard system warranty coverage along with specific equipment warranty coverage for modules, inverter, racking and workmanship.

• Modules: 25-Year Power Output & 10 Workmanship Limited Warranty

• Inverter: 10-Year Limited Warranty. Provide a price and/or plan for inverter replacement in year 11 and beyond.

• Workmanship: Minimum 1 Year Limited Warranty

1.8. Inspection and Commissioning

To ensure compliance with all electrical codes, an inspection by a licensed electrical inspector is mandatory after construction is complete. Commissioning tests shall be included in the final inspection and QCP. The Proposer’s independent commissioning agent shall ensure that:

• All equipment specifications match the proposed equipment specifications

• The physical layout aligns with the as-built diagrams with variations to proposed system noted.

• The electrical system as laid out and connected aligns with the as built one-line diagrams including fuses, relays and switches with variation to proposed system noted.

• Each array passes the open circuit voltage and current test.

• The manual disconnect switch operates correctly.

1.9. System Monitoring

Monitoring of system performance (separate from utility meter monitoring requirements) and providing public education are two important elements of this RFP. Data storage, management, and display will be the responsibility of the Proposer. In addition, the selected vendor must design and install an on-site kiosk (viewing station area) designed specifically for educational purposes at specified site.

Additionally, the regularly collected data should reflect, but not be limited to, the following:

• Average and accumulated output (kWh/day, kWh/year, and cumulative kWh) versus building load

• Capacity factor

• Air quality emissions averted and real-world equivalents conversion (e.g., homes powered, vehicle miles drive, trees planted, etc.)

1.10. Operation and Maintenance of System

The successful respondent will provide O&M of the entire solar electric system for a term of 5 years. Operations and maintenance services include, but are not limited to:

• Online monitoring

• Performance monitoring, notification, and troubleshooting

• Corrective maintenance to mitigate any risk to the system or minimize down time

• Annual system performance reports that compares actual production to predicted production

• Preventative maintenance and inspections to identify and fix problems before they occur, including infrared photography for hot spots, manufacturer recommended maintenance, hardware torque checks, and array cleanings.

The successful respondent shall supply the City two copies of all Component Product Data and Component Operation and Maintenance manuals. The information shall be sufficient for the City to evaluate and ensure they can appropriately complete O&M over the life of the system.

Project as-builts that detail location of all above and underground utilities and components shall be submitted within 30 days of system start-up.

1.11. Final Design Package

The winning Proposer and the City will negotiate to develop the contents of the final design package. The City’s requested sections are included below. These are NOT required in the proposal bid.

• Solar PV Description: A summary of the solar PV system types, sizes, annual production, and site location.

• Schedule: The equipment procurement and solar PV installation schedule for each site.

• Design and Engineering Documents: The design documents for all elements of the project, including, but not limited to, structural, architectural, mechanical, and electrical. Drawings shall be stamped by an Engineer registered in the State of Texas.

• Site Drawings: Layout drawing of installation site providing location of all equipment.

• Equipment Details and Specifications: A high-level summary listing all solar PV system equipment and their associated specification sheets.

• Electrical Interconnection: The Proposer shall supply and install all equipment required to interconnect the solar PV system to the utility’s distribution system. They shall provide an interconnection agreement with Oncor to ensure all utility requirements will be met. All costs associated with utility interconnection shall be borne by the Proposer.

• Manuals: This includes equipment, installation, and O&M manuals for proper system monitoring over the life of the contract.

• Monitoring: A description of controls, monitors, and instrumentation to be used for the solar PV system. This includes web-based monitoring for performance verification and public education.

• Safety Plan: The Proposer’s plan to ensure safety for all personnel. The Proposer shall report accidents, claims, and other on-going safety related issues to the City in a manner consistent with City-wide reporting systems.

• Quality Control Plan (QCP): At a minimum, the QCP should conform to “IEC 62446 Grid- Connected PV Systems – Minimum Requirements for System Documentation, Commissioning Tests, and Inspections.”

• Construction Plan: This includes the appropriate documentation, plan, and timeline. All submittals, drawings, disruption plans, and contract documents shall be reviewed and approved in writing by the City Project Manager prior to submittal for design review/permits.

The site, except for the solar PV system footprint, shall be returned to pre-construction condition as needed.

• Close Out Report: The Proposer shall report progress of project contract closeout to the City in a manner consistent with the City’s reporting requirements. At a minimum, this should include the following information: system nameplate size, overall installed system cost, and estimated and guaranteed annual kWh production (if applicable).

To: Honorable Mayor and City Council City of Waco, Texas

City of Waco RFP # 2025-042

PROPOSAL FORM

City of Waco Operations Center 1415 N. 4th Street

From:________________________________________________________ (Contractor Print Name Here)

I have examined the documents, existing conditions and the site and submit the following proposal. In submitting the proposal, I agree:

1. To hold my proposal open for 90 days after Proposal receiving date.

2. To enter into and execute a contract, if awarded on the basis of this proposal.

3. To execute the contract, if awarded, within ten (10) calendar days after notification of award, and to commence work not later than ten (10) calendar days from date of "Notice to Proceed."

4. To accomplish the work in accord with the Contract Documents.

5. That I have reviewed the draft contract attached to the Request for Proposals.

6. To complete the work in _______ calendar days.

I will perform all work of this project for the lump sum price of:

BASE PROPOSAL:

Dollars ($_____________)

And PV system size of _______________ kW-DC

I will add for any additional work above and beyond the scope of this contract for the cost of all jobsite labor and materials furnished plus percent ( %) for overhead and profit. Overhead and profit includes office personnel and expenses.

I will add for any additional work above and beyond the scope of this contract performed by a subcontractor for the cost of subcontractor plus percent ( %) for overhead and profit.

I will use the following subcontractors on this work:

Subcontractor’s Name Location

To: Honorable Mayor and City Council

City of Waco RFP # 2025-042

PROPOSAL FORM

City of Waco Operations Center 1415 N. 4th Street

I understand that changes to the above subcontractors are allowable only with Owner’s permission. All subcontractors that are not direct employees of the general contractor must be listed in their respective categories. If trade is not applicable, write “NA” or “Not Applicable”; if self-performing, write “SP” or

“Self Performed” in the space provided.

Executed on ____________________, 2025.

[If participant is a corporation]

[complete the following]

ATTEST:

(Corporate Seal)

Company Name

Signature:

Print Name:

Sole Owner, or Partner, or President of Corporation (Delete titles inapplicable to signer)

Whose address is:

Telephone:

Fax:

Email:

BID BOND

THE STATE OF TEXAS §

COUNTY OF §

KNOW ALL MEN BY THESE PRESENTS, THAT

, (hereinafter called the Principal), as Principal, and , (hereinafter called the Surety), as Surety, are bound unto the City of Waco, Texas, a home rule municipal corporation of McLennan County, Texas (hereinafter called Obligee) in the amount DOLLARS

($ ), which is five percent (5%) of the bid, for the payment whereof said Principal and Surety bind themselves, and their heirs, administrators, executors, successors and assigns, jointly and severally, firmly by these presents.

WHEREAS, the Principal has submitted a Bid to enter into a certain written

Contract with Obligee for {enter description of contract below} which is scheduled to be opened on ______________________________, 20_____.

NOW, THEREFORE, THE CONDITION OF THIS OBLIGATION IS

SUCH, that if the said Principal shall faithfully, enter into such written Contract, then this obligation shall be void; otherwise to remain in full force and effect.

IT IS EXPRESSLY UNDERSTOOD AND AGREED that if said Principal should withdraw its Bid any time after such Bid is opened and before official rejection of such Bid or, if successful in securing the award thereof, said Principal should fail to enter into the Contract and furnish, if required, satisfactory Performance Bond and Payment

Bond, the Obligee, in either of such events, shall be entitled and is hereby given the right to collect the full amount of this Bid Bond as liquidated damages.

The Surety, for value received, hereby stipulates and agrees that the obligation of said Surety and its bond shall be in no way impaired or affected by any extension of the time within which the Obligee may accept such Bid, and said Surety does hereby waive notice of any such extension.

Bid Bond – Page 2

PROVIDED, further that if any legal action be filed upon this Bond, venue shall lie in McLennan County, Texas.

IN WITNESS WHEREOF, the said Principal and Surety do sign and seal this instrument this __________ day of _________________________, 20_______.

ATTEST/WITNESS:

Secretary (if corporation) / Witness

Name of Principal - Contractor

(if corporation Corporate Seal)

BY:

signature

Title:

Address:

ATTEST:

Surety Secretary

Name of Surety

(Surety Seal)

BY:

Attorney-in-Fact signature

Witness to Surety

For Attorney in Fact

NOTE: Submit an original bid bond and a certified copy of the power of attorney along with full contact information for the Surety. Both the bid bond and the power of attorney should be dated for the same date which is no earlier than three (3) business days prior to the scheduled bid opening. [Count back from the day of the bid opening and do not count the bid opening day. Example: bid opening on Thursday, count back Wednesday, Tuesday, and Monday.] If the opening is delayed or rescheduled, Principal and/or Surety may be asked to provide proof that the bid bond executed is still valid.

(11/03/2016)

COMPLETED FORM MUST BE RETURNED WITH BID/PROPOSAL

APPENDIX B

Contract Requirements

(1) City of Waco General Terms and Conditions

(2) General Conditions for Construction Work

(3) Insurance & Indemnification Requirements

(4) Worker’s Compensation

(5) Wage Rates

(6) Sales Tax Information

(7) HB 89 Israel Form

(8) HB 89 Firearms Form

(9) HB 89 Energy Form

(10) House Bill 1295 Information Sheet

(11) Foreign Terrorist Organization Form

(12) Protest Procedure

(13) Sample Contract Form

(14) Sample Payment and Performance Bonds

(15) Registered with the Texas Secretary of State

(16) W-9 Taxpayer Identification Form

(17) Electronic Funds Transfer Authorization (EFT Form)

General Waco Terms and Conditions (11/01/2017) Page 1

APPENDIX B.(1)

General Waco Terms and Conditions

(a) Applicable Law and Venue. This solicitation and any resulting contract will be governed and construed according to the laws of the State of Texas. The terms and conditions of the contract awarded pursuant to the solicitation are fully performable in McLennan County, Texas and venue for any dispute regarding contract shall be in McLennan County, Texas.

(b) Arbitration / Mediation. The City of Waco will not agree to binding or mandatory arbitration or mediation.

(c) Conflict of Interest. Vendor agrees to comply with the conflict of interest provisions of the Waco City Charter, Waco Code of Ordinances, and/or state law.

Vendor agrees to maintain current, updated disclosure of information on file with the Purchasing Services Division throughout the term of the contract.

(d) Gratuities. The City may, by written notice to the Vendor, cancel this contract without liability to the City, if it is determined by the City that gratuities have been offered to any officer or employee of the City with a view toward securing a contract, securing favorable treatment with respect to the awarding, amending, or the making of any determinations in respect to the performance of such a contract. In the event this contract is canceled by City as set forth in this paragraph, the City shall be entitled to recover from Vendor all additional costs incurred by City as a result of the cancellation.

(e) Unfunded Liability. City's obligation is payable only and solely from funds available for the purpose of this purchase. Lack of funds shall render this contract null and void to the extent funds are not available and any delivered but unpaid for goods will be returned to Vendor by City. The City will not incur a debt or obligation to pay selected bidder any amounts the City does not have the current funds available to pay, unless the contract includes a provision for the City to appropriate funding for the debt or obligation.

(f) Advance Payments. The City will not make advance payments to a selected firm or any third party pursuant to this solicitation or resulting contract.

(g) Gift of Public Property. The City will not agree to any terms or conditions that cause the City to lend its credit or grant public money or anything of value to the selected firm.

(h) Procurement Laws. The City will not agree to any terms or conditions that cause the City to violate any federal, Texas, or local procurement laws, including its own charter.

(i) Limitation of Liability. The City of Waco will not agree to an artificial limitation of liability (e.g. liability limited to contract price or liability capped at an amount actually paid in previous 3 months, etc.) or an artificial statute of limitations (e.g. any lawsuit must be commenced within one year of the event).

(j) Waiver. No claim or right arising out of a breach of the contract resulting from this solicitation can be discharged in whole or in part by a waiver or renunciation of the

General Waco Terms and Conditions (11/01/2017) Page 2 claim or right unless the waiver or renunciation is supported by consideration and is in writing signed by the aggrieved party.

(k) Right To Assurance. Whenever one party to this contract in good faith has reason to question the other party's intent to perform, that party may request that the other party give written assurance of his intent to perform. In the event that a request is made and no assurance is given within five (5) days, the requesting party may treat this failure as an anticipatory repudiation of the contract.

(l) Attorney’s fees; Legal Costs. The City will not agree to pay the selected firm’s attorney’s fees or other legal costs under any circumstances.

(m) Advertising. Vendor shall not advertise or publish, without City's prior consent, the fact that City has entered into this contract, except to the extent necessary to comply with proper requests for information from an authorized representative of the federal, state or local government.

(n) Arrears In Taxes. Article VII. Taxation, Section 8, of the City of Waco Home Rule Charter states: The City shall be entitled to counterclaim and offset against any debt, claim, demand or account owed by the City to any person, firm or corporation who is in arrears to the City of Waco for taxes, in the amount of taxes so in arrears, and no assignment or transfer of such debt, claim, demand or account after the said taxes are due, shall affect the right of the City to offset the said taxes against the same.

(o) Tax Certification; Offset of Other Debts Against City. Selected bidder hereby certifies that it is not delinquent in the payment of taxes owed to the City and will pay any taxes owed to the City so that such taxes will not become delinquent. If this certification is subsequently determined to be false, such false certification shall constitute grounds for termination of the contract awarded under this SOLICITATION, at the option of City. Furthermore, Selected bidder agrees the City is entitled to counterclaim and offset against any debt, claim, demand, or account owed by the City to the selected bidder, pursuant to the awarded contract, for any debt, claim, demand, or account owed to the City, including other than the taxes mentioned above. The City may withhold from payment under the awarded contract an amount equal to the total amount of debts, claims, accounts, or demands including taxes owed to the City by the selected bidder. The City may apply the amount withheld to the debts and taxes owed to the City by the selected bidder until said debts are paid in full. No assignment or transfer of such debt, claim, demand or account after the said taxes or debts are due shall affect the right of the City to offset the taxes and the debt against the same.

(p) Independent Contractor. The selected bidder will be an independent contractor under the contract. Professional services provided by the selected bidder shall be by the employees or authorized subcontractors of the selected bidder and subject to supervision by the selected bidder, and not as officers, employees or agents of the City. Selected bidder will be required and agrees to comply with all state and federal employment laws as well as all other federal, state and local laws, rules and regulations affecting the performance of all obligations taken herein.

General Waco Terms and Conditions (11/01/2017) Page 3

(q) No Joint Enterprise/Joint Venture. It is not the intent of this solicitation or the contract to be awarded to create a joint enterprise or joint venture.

(r) Subcontracting Bid. If subcontracting with another company or individual is proposed, that fact, along with providing the same information for the subcontractor that is required to be provided by the bidder under this solicitation, must be provided and clearly identified in the bid. Following the award of the contract, no additional subcontracting will be permitted without the express prior written consent of the City.

(s) Assignment-Delegation. No right or interest in the contract shall be assigned or delegation of any obligation made by Vendor without the written permission of the City. Any attempted assignment or delegation by Vendor shall be wholly void and totally ineffective for all purposes unless made in conformity with this paragraph.

(t) Modifications: This contract can be modified or rescinded only by a written instrument signed by both of the parties or their duly authorized agents.

(u) Interpretation-Parol Evidence: This writing is intended by the parties as a final expression of their agreement and is intended also as a complete agreement for dealings between the parties and no usage of the trade shall be relevant to supplement or explain any term used in this agreement. Acceptance or acquiescence in a course of performance rendered under this agreement shall not be relevant to determine the meaning of this agreement even though the accepting or acquiescing party has knowledge of the performance and opportunity for objection.

(v) Equal Employment Opportunity: Vendor agrees that during the performance of its contract it will:

1. Treat all applicants and employees without discrimination as to race, color, religion, sex, national origin, marital status, age, or handicap.

2. Identify itself as an "Equal Opportunity Employer" in all help wanted advertising or request. The Vendor shall be advised of any complaints filed with the City alleging that Vendor is not an Equal Opportunity Employer. The City reserves the right to consider its reports from its human relations administrator in response to such complaints in determining whether or not to terminate any portion of this contract for which purchase orders or authorities to deliver have not been included, however, the Vendor is specifically advised that no Equal Opportunity Employment complaint will be the basis for cancellation of this contract for which a purchase order has been issued or authority to deliver granted.

(w)…