20262020_A2_Addendum 1.pdf
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- Attached to
- RFP 20262020 Community Renewable Energy Project_Solar Electric and Battery Storage_Design Build
- Solicitation number
- S-KE0010-00016295
- Issued by
- Lane County, Oregon
About this file
Addendum No. 1 to RFP 20262020 – Community Renewable Energy Project Solar Electric & Battery Storage Design-Build
This addendum, issued by the City of Eugene, Oregon on March 31, 2026, provides clarifications and additional information resulting from the non-mandatory pre-proposal conference held on March 26, 2026, at Roosevelt Yard. The project requires a design-build contractor to complete preliminary and detailed engineering, permitting, procurement, and construction of a 120-kilowatt AC solar photovoltaic array and 440-kilowatt-hour usable energy battery energy storage system at the City's Public Works Maintenance Division and Parks & Open Space Division campus at 1820 Roosevelt Boulevard. Project completion is defined as when the system commences operation with all renewable technologies fully operational. The solicitation maintains critical timeline requirements with a firm construction start date of September 21, 2026, and full system operational status required by January 25, 2028. The addendum addresses 20 pre-proposal questions and confirms that all questions must be submitted in writing to Michelle Hahn at MHahn@eugene-or.gov, with responses issued through the OregonBuys site. Proposals were due by April 15, 2026, at 2:30 p.m.
The addendum clarifies that the estimated 175,700-kilowatt-hour Year 1 production value is reference only, and proposers must instead guarantee a Performance Ratio rather than weather-dependent production values. Key project constraints include a maximum net meter system size of 25 kilowatt AC output with EWEB, with no existing power purchase agreement in place; battery storage preferred on the east side of Building 23 only, with potential for remote underground placement as an alternative. The City will provide solar study data, Building 23 as-builts, utilities site map, and electrical drawings to the successful bidder. Structural assessment of Buildings 18 and 23 roof framing will be completed by or near contract award. The project is funded through a $1,000,000 State of Oregon Community Renewable Energy Project grant, with the contractor required to maintain $2,000,000 commercial general liability and $2,000,000 professional liability insurance, comply with Oregon prevailing wage requirements, and provide performance bonds. The successful bidder will receive detailed utility bill information and work with City Facilities Management to identify critical loads supported by the new system for resilience verification.
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Date: March 31, 2026 To: All Potential Proposers From: Michelle Hahn, Purchasing Analyst Subject: RFP 20262020 C.R.E.P Solar Electric & Battery Storage Design-Build
ADDENDUM NO. 1
The solicitation referenced above is amended as follows.
A. Answer questions received during pre-proposal meeting.
1. Clarify what the “completion date” includes.
Oregon Department of Energy’s (and City’s) definition for completion is when the project commences operation, this is the point that all renewable system technologies detailed in the project description are in use.
2. Does the City have an agreement with EWEB for power purchase? The maximum net meter system size is 25 kW AC output.
The City does not have an existing power purchase agreement (PPA) in place with EWEB.
During the initial phase of this project, we discussed with EWEB both net metering, and direct generation. For this project, the City would accept a design that allows the net metering of 25kW to the utility, with the remainder generated used on-site and to the battery storage system.
3. Solar Study Report – T.E.A – can we make that available to Proposers?
Yes. We will provide the relevant portion of the TEA that includes solar study data.
Please see: Attachment D – Solar Study Data
4. Will the structural assessment be complete before RFP is due?
Unfortunately, no. However, we should have the results of the structural assessment complete by or close to contract award.
5. What is included in the structural assessment? Can we provide structural calculations from Engineer?
A structural engineer will evaluate the existing roof framing of Buildings 18 and 23 for assessment of support of PV arrays, and a report that will include plan sketches documenting areas of the roof that can support a PV array, with schematic level retrofits recommendations if required.
6. Can you explain the 1-year performance guarantee aspects? Is there a guaranteed value that has to be met?
We would like to clarify that the intent of this question is not to require proposers to assume weather-related risk. The 175,700-kWh value is simply an estimate for reference.
Proposers must provide both (a) their predicted Year 1 production for a 120 kW AC design and (b) the Performance Ratio (PR) they guarantee their system will achieve. The performance guarantee is based on PR, not on a weather-dependent production value.
Proposers should answer: “Based on your design, what is the maximum Year 1 kWh production you guarantee?”
7. Are there any aspects of the project the design team needs to be cognizant of?
We will be open to considering any designs that meet our CREP grant requirements. Our hard construction start date of September 21 is not flexible. We are open to design ideas for the location of the battery storage system but may be limited to the east side of Building 23 due to space concerns.
8. Have we identified where incoming utility services/feed are located? (point of connection) Please see: Attachment B – Utilities Site Map
9. Can we provide access to “as-builts” for the newer building?
Please see: Attachment A - Building 23 As-Builts
10. Can we provide access to utility bills?
Yes, successful bidder will be provided with the utility bill information that Facilities Management is able to provide. We do not have meters on every building, we have groups of buildings per meter, so the granularity may not be very detailed.
11. Scope of Work, Item 6, Resilience Verification. Can we identify/provide the critical load interval data? How granular is the data?
We will work with successful bidder to identify critical loads supported by this new system, in combination with utility bill data from Facilities.
12. When was the addition (enclosed portion) to Bay 18 done?
13. Can we provide one-line electrical diagram for power distribution?
Please see: Attachment B - Utilities Site Map
14. Where does the utility power to the underground transformer come from?
Please see: Attachment B – Utilities Site Map and Attachment C – Electrical Drawings
15. Are there specific areas allowed for staging or specific areas that are off limits?
We will need to coordinate staging area needs and site availability with the successful bidder. We should be able to provide some staging areas.
16. Are there roof warranties that need to be aware of for Buildings 18 & 23?
There is a warranty on Bldg 23 roof.
17. How many meters are connected?
Roosevelt Yard has 5 meters that service buildings in groups. Detailed information can be given to the successful bidder once we are able to obtain historical utility bill data.
18. How many buildings are powered off of new electrical feeds?
5 buildings are powered off the new feed: Buildings 8, 10, 18, 20, 23
19. Can we provide a facility map including building numbers?
Please see Attachment B – Utilities Site Map
20. Is there a preference or best location for battery storage?
Yes – preference is east side of Building 23. Cannot be on north, south, or west side of the building, nor at Building 18 due to congestion. Potential option of locating the battery storage remotely with underground trench/conduit.
B. Provide Evidence of Responsibility Form (see attached)
C. Provide Pre-Proposal Meeting Agenda and attendance sign-in sheet.
All other specifications, terms and conditions remain unchanged.
Project:
Community Renewable Energy Project Solar Electric & Battery Storage, Design-Build Solicitation RFP 20262020
Meeting Date:
March 26, 2026
Meeting Place:
Roosevelt Yard, Kurt Corey Room
Subject: Non-Mandatory Pre-Proposal Conference Meeting Agenda
1) Introductions and Sign In
2) Request for Proposal reminders
a) Statements made by the City’s representatives at the pre-proposal meeting are not binding unless confirmed by written addendum.
b) Addenda will be issued on OregonBuys site. All questions must be submitted in writing to: Michelle Hahn, MHahn@eugene-or.gov
c) Proposal Submission
d) Anticipated Proposal Schedule
3) Proposal Document Package
a) Required Submittals Check List and Required Forms
4) Overall Project Scope
5) Project Schedule
a) Project has a firm timeline, with the State of Oregon CREP grant administrators requiring construction start no later than September 21, 2026, and the system be fully constructed and online no later than January 25, 2028.
b) Anticipated start of preliminary design phase: April/May 2026
c) Anticipated start of construction: August 2026
6) Project Overview with Project Managers, Rebecca Knecht and Kristi Hayden
7) Questions?
a) All questions need to be officially submitted to Michelle Hahn
8) Project Site Visit
| 20262020_A2_Addendum 1.pdf |
| 20262020_D1_Pre-Bid Agenda.pdf |
| 20262020_D1_Pre-Proposal Attendance Sheet.pdf |
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