Section J Attachments.pdf

Smithsonian Institution Request for Proposals Design-Build

Solicitation No: 33330225RF0010010 for

Design Build Services for Solar Project at Smithsonian Environmental Research Center (SERC)

647 Contees Wharf Road Edgewater, MD 21037

Issue Date: February 3, 2025 Due Date: March 13, 2025

Issuing Office:

Smithsonian Institution Office of Contracting & Personal Property Management 600 Maryland Ave., SW, Suite 500E Washington, DC 20024

Additional information may be obtained ONLY by contacting:

Christine Grant, Contracting Officer, OCON & PPM, grantCA@si.edu

RFP

TABLE OF CONTENTS

Part 1 Project and Proposal Requirements

Part 2 General Requirements Part 2 A: General Requirements for Design Part 2 B: General Requirements for Construction

Attachments A: Site Maps

PART 1

PROJECT AND PROPOSAL REQUIREMENTS

SECTION 1: Project Requirements

1.0 Project Overview

1.1 Organization of RFP

1.2 Pre-proposal Meeting

1.3 Services to be Provided

1.4 Project Summary

1.5 Summary of Acquisition Strategy

1.6 Source Selection Evaluation Criteria

SECTION 2: Submittal Requirements

2.0 Estimated Award Date and Notice to Proceed

2.1 Contract Completion Date

2.2 RFP Evaluation Criteria and Basis of Award

2.3 Questions, Clarifications, and Interpretations

2.4 Required Technical Data for Proposal Submittal

2.5 Proposal Submittal Preparation

2.6 Submittal Delivery Date and Location

2.7 Not Applicable

2.8 Submission

SECTION 1: PROJECT REQUIREMENTS

1.0 Project Overview

This Request for Proposals (RFP) is issued by the Smithsonian Institution (SI), hereinafter referred to as the "Smithsonian" or SI, in order to obtain the services of a Design-Build Team, also referred to as Offeror or Contractor, who shall be singularly responsible to satisfy the terms of the resulting contract. The Design-Build Team will consist of a prime contractor and a design team, which may or may not be a sub-contractor. This contract will provide Design-Build services for the design and construction of a ground mounted Photovoltaic (PV) project consisting of one or two arrays with a combined output of 3.2 Megawatts (MW) DC, with a separately priced option for an increased output of 4.0 Megawatts (MW) DC. The project will be located on one or both of two adjacent parcels of SI property, located near the corner of Muddy Creek Rd. and Cumberstone Rd. in Edgewater, MD 21037. This property is part of the Smithsonian Environmental Research Center (SERC) located at 647 Contees Wharf Road, Edgewater, MD 21037, as described herein and in Part 2 General Requirements and all attachments. Refer to the attachments for a map showing the two agricultural fields that are available for siting the PV project. The project must consist of one or two arrays and connections, as required to fully comply with Baltimore Gas & Electric (BGE) and MD General Assembly’s net aggregate metering regulation requirements and limitations (State of MD COMAR 20.50.10) and to provide the most cost-effective design and construction solution.

The contract will be a Firm Fixed-Price Contract as specified under FAR Subpart 16.2. The contractor for this project will be competitively chosen using Source Selection procedures in accordance with FAR Subpart 15. SI will evaluate all responses using the criteria stated herein.

The purpose of this RFP is to select a Design-Build Contractor to provide all labor, materials, tools, equipment, and services necessary to complete the design and construction of a PV array of up to 4.0MW DC in total size on up to 2 parcels of unused farmland owned by the Smithsonian Institution.

All of the requirements that the successful Offeror must meet concerning this project are set forth in detail in the Solicitation Documents included with this RFP. Upon the receipt of Technical, Cost, and Schedule Proposals and the selection of a successful Offeror, SI will execute a Design/Build construction contract.

This RFP is intended to provide all Offerors with sufficient information to enable them to prepare and submit offers for technical, cost, and schedule review for consideration by SI.

This solicitation neither commits SI to pay any proposal preparation costs nor obligates SI to procure or contract for construction or any other services. It shall not be construed as authorization to proceed with or be reimbursed for any of the costs for any of the work specified herein.

1.1 Organization of RFP

Part 1 is composed of the following Sections: Section 1 Project Requirements, Section 2 Submittal Requirements, and Attachments.

1.2 Pre-Proposal Meeting

Offerors are required to attend a pre-proposal meeting to be conducted at the site. The pre-proposal meeting will be scheduled and announced by the Contracting Officer. This meeting will allow Offerors to see the site, proposed connection points, etc. First-hand information concerning the site will be essential in preparing offers. Failure to visit the site will not constitute a basis for a claim for change due to differing site conditions. All answers to every question from any offeror will be provided in writing to all offerors.

1.3 Services to be Provided.

The services for this project include but are not limited to serving as the Architect/Engineer of Record (registered in Maryland), preparing construction documents, providing general construction services, and completing construction, commissioning, and delivery of the project and the solar array(s). It shall be the responsibility of the Offeror to design and construct this project under SI's design and construction guidelines and complete construction while meeting all specified project requirements and applicable laws, codes, regulations, and permit requirements.

The Design-Build Contractor shall have a full understanding of the project, its contract documents, and Smithsonian construction contracting and contract administration.

The Contractor, at its own expense, shall furnish all engineering, design, construction, labor, supervision, facilities, permitting, materials, equipment, transportation, supplies, installation, commissioning, interconnection (including all required interconnection studies and required upgrades), and all other services necessary to install the on-site solar PV system capable of performing the requirements of this Statement of Work (SOW) in accordance with all solicitation and contract terms and conditions provided therein.

The Design-Build Contractor shall have complete responsibility for design and construction of the PV project and construction of the site improvements to include, but not limited to site clearance, PV installation, controls installation, testing and commissioning, fence installation, paving turn around spaces for emergency vehicles, and planting, including timely delivery within the required project completion date and budget.

1.3.1 The scope of Design Phase Services will require at a minimum: Professional Engineering and related consulting services for PV design and construction documents submitted at 50%, 100%, and Final design, specifications, and schedules.

1.3.2 The scope of services includes the confirming, applying for, funding, and obtaining of all permits and approvals required to lawfully complete the project. The SI will provide available information related to this, but the contractor will remain responsible for verifying all information the SI provides. Permits required may include those from/for:

Maryland Department of the Environment (MDE) Stormwater Management Wetland and Buffer Zone Protection

BGE

1.3.3 The scope of construction services will require at a minimum: Site preparation and improvements, procurement, project inspection, monitoring, billing, payment of interconnection fees to BGE utility, site utilities, drainage and stormwater management plan, electrical, perimeter security fencing, paving, planting trees, administration of the construction contract and all subcontracts, coordination of regular construction meetings, scheduling, maintaining construction records, including daily logs and monthly reports, monitoring of construction costs, all services included in the contract documents, systems commissioning, providing SI with required information to register and file with the Internal Revenue Service for investment tax credits per the elective pay provision of the Inflation Reduction Act, warranties and guarantees, and other required supplemental services as required under the contract. Contractor to include the cost to accommodate stormwater management requirements.

1.3.4 The Contractor shall provide professional, technical, administrative, and clerical personnel as needed to perform all required services including, but not limited to, those described in this Solicitation.

1.4 Project Summary

BASE BID

Design and Construction of a 3.2 MW DC PV system (All of the following requirements are also applicable to Option 2 for a 4.0 MW DC PV system.)

The following applies to all contractor-designed systems: Applicable Smithsonian Facilities (SF) Design Standards and SF Codes, Standards and Guidelines, latest editions, which apply to the design, construction, maintenance, and repair of SI facilities. These documents are available online at: Architect-Engineer Information Center | Facilities (si.edu)

This work includes design and construction of the following key components for the PV project.

Contractor shall consider the following Design Guidelines when designing the PV project:

The contractor shall develop a design for a complete ground-mounted PV system. Not all locations identified need to be utilized. It is the responsibility of the contractor to assess site topography and geotechnical attributes to estimate costs related to project installation.

Contractor is responsible for securing the environmental permits necessary to install a ground-mounted system. The cost of environmental and other required permits must be included in the proposed price.

The contractor shall use prevailing best practices in PV system design. The PV system shall comply with the most recent version (as of award, and unless otherwise noted) of the following codes, standards, and regulations: The National Electrical Code, ASCE 7-22, IEEE 1547, UL 1741, UL 1703, UL 2703, and UL 4703.

Solar panel specifications: Contractor shall assess the topography and geotechnical attributes of the land and other local system efficiency impacts (self-occlusion, seasonal changes, inverter startup voltage requirements, etc.) in order to determine the optimal overall panel orientation.

o Contractor shall consider Mono-facial or Bi-facial panels, degree of panel tilt, fixed-tilt system or single axis tracking system and other options to develop a design that best meets the intent of the project.

o Panel tilt shall also take into consideration site latitude and wind conditions.

o The selection of solar panels should be based upon a consideration of multiple factors, listed in approximate order of importance:

i. Modules: System modules shall be UL1703 listed, and CEC-listed.

ii. power production requirements and the associated traits of:

1. the amount of space available for the installation

2. product/panel efficiency

iii. maximizing return on investment and the associated traits of:

1. product/panel cost

2. ease of system maintenance

3. system quality and longevity

iv. Modules will be screened for quality, using results from nationally recognized test labs (NRTLS), which share results publicly under pre-negotiated agreements with module manufacturers. (PV Evolution Labs (PVEL) annual scorecard and Renewable Energy Test Center (RETC) – PV Module Index (PVMI).

1. Modules delivered to the project site must have the same bill of materials (BOM) as tested.

o Modules shall have a minimum of a 25-year performance warranty. No module shall generate less than 97% of its standard testing conditions during year one, nor shall the modules degrade by more than 0.5% per year during the required 25-year minimum module warranty period.

Electrical o Wire management: comply with NEC article 690 regarding mis-mating of quick connects. Additionally, no plastic wire ties shall be used, only purpose-built wiring hangers and braided metal bundlers. Array wiring shall not be routed in a way that results in direct sun exposure.

o If the Contractor correlation process needs additional system information, the Contractor shall request this information in advance from the SI representative or contracting officer’s technical representative (COTR). The Contractor shall coordinate with the SI representative to obtain additional information which may be required. The SI makes no guarantees as to the availability or accuracy of documentation.

o Electrical enclosures for critical system components (including but not limited to sensors, service panels, switches, combiners, and inverters) shall be at a minimum corrosion resistance per NEMA 4X.

Inverters:

o Shall be UL1741 listed and must be CEC-listed with an efficiency of 95% or higher. Inverters shall have at least a 10-year limited warranty.

o Contractor shall consider the use of larger 1500 Vdc string inverters (100kW-

200kW) due to their higher system efficiency.

o Offerors shall consider the lead time needed to acquire inverters (and other critical equipment) and advise the SI prior to making selections that could result in delays which would impact the project timeline. The contractor shall offer alternative equipment selections to the SI that could preclude such delays.

i. When determining inverter quantities and capacities, the contractor shall consider beneficial redundancies to minimize production losses if any one inverter should fail.

BGE requirements:

o The contractor and the project must comply with BGE Aggregate Net Metering requirements and limitations in MD.

o The PV system(s) must connect to BGE. The array’s inverter must match BGE’s voltage. The system design must meet all other interconnection requirements from

BGE.

o The Contractor is responsible for complying with all electric utility interconnection requirements (including costs for all studies and upgrade requirements), providing all necessary documents if required: single line diagrams, estimated energy production data, catalog cuts, and other specifications and data with respect to the proposed new generating systems. The Contractor is responsible for submitting an interconnection application and gaining approval from BGE for interconnection and any electric utility-required upgrades. SI will assist in facilitating communications with BGE for this purpose.

o All lines interconnecting solar arrays to point of interconnection shall be underground and in full compliance with SI design standards and BGE requirements.

o As per Annotated Code of Maryland, Public Utilities Article (“PUA”) § 7-306(i) the generating capacity of an electric generating system used by an eligible customer-generator for net metering may not exceed 2 MW “per service”. As such, this project will require two service feeds.

o System will include surge protection.

o The installation will follow BGE’s guidelines for projects between 1000kW and

2500kW using BGE’s secondary service. BGE may extend electrical service from the High Ridge substation to the site. The contractor may install a low voltage switchboard per BGE requirements for physical interconnection or may be able to avoid this potentially time-intensive requirement through alternate equipment selections and interconnection to BGE secondary service.

Installation o All installations will include a 1-year limited workmanship warranty o The design of the system shall also give due consideration towards future system or panel upgrades and the potential to increase system output in future.

o The Contractor shall provide technical data sheets for all equipment that will be used during the contract.

o Availability of system repair/replacement parts shall be taken into consideration while designing the system. (i.e. already discontinued components shall not be incorporated into the system) o Simplicity and efficiency of system maintenance needs shall be taken into consideration during the design of the system.

o Same Manufacturer and Product Line: Primary solar array components (i.e., modules and inverters) are to be from same manufacturer and product line. For example, different brands of modules and inverters may not be mixed in one array, but it is acceptable to use a different brand of switchgear, if required.

o New Equipment: The SI will not accept used, reconditioned, after-market, or grey-market products or equipment. Such equipment may not be the basis of any offer and will not be accepted under any contract award.

Racking o Chemical locking compounds shall NOT be employed in any part of the design or construction.

o All fasteners used shall comply with manufacturer torque specifications and NOT make use of generic torque callouts.

o System solar panel racks shall be designed to be able to accept replacement panels in the future.

o A 10-year limited racking warranty shall be included.

Marking and Labeling:

o The Contractor shall be responsible for all field-applied markings as required by local, state, and federal codes.

o Strict conformance to system marking (or labeling) requirements of PV systems and their components is crucial for the safety of operators, service personnel, emergency responders, . The Contractor shall follow general PV system labeling requirements, per NEC 2023 Article 690 and specific requirements from Articles 110, 690 and 705. The Contractor shall include all required and desired labeling language in the design drawings for agency review.

o The Contractor shall be responsible for ensuring that electrical equipment and components used in PV systems have markings that identify the manufacturer, size, type, ratings, hazard warnings, and other specifications. Equipment markings shall never be removed, and all equipment markings must be durable for the environment in which the equipment is installed. Markings must be visible or easily accessible during and after installation.

PV Monitoring System o Contractor shall include a remotely accessible power turnkey monitoring and metering system. It must be possible for the system to be integrated into the Stem’s Athena platform (Also Energy) or equivalent clean energy management system for display on the SI website. The system should display and analyze historical and live solar electricity generation data. The metering system must store data for at least three years and measure data at least every 15 minutes. The regularly collected data must include, but is not limited to, the following information:

i. Average and accumulated output (kWh/kW and total kWh)

ii. Key weather parameters, to include

1. solar intensity

2. temperature

3. wind speed

4. rainfall

5. cloud cover

iii. Capacity factor

iv. Air quality emissions averted (and real-world equivalents conversion)

Design Package – the final design package shall include the following:

o Detailed description of the PV project o Construction documents and engineering calculations that are signed and sealed by a licensed engineer.

o Layout drawing of installation site providing location of all equipment.

o Equipment details and manufacturer’s specifications o Schedule for equipment procurement and installation o Description of how BGE (secondary) service for grid interconnection will be met.

o Description of controls, monitors, and instrumentation to be used for the solar system.

o Safety plan o Quality control plan o Web-based monitoring over the life of the contract

Civil/Site Work

It is the responsibility of the Contractor to assess site topography and geotechnical attributes to estimate costs and complete work related to project installation.

o The Contractor must adhere to specific BGE construction standards, including but not limited to those provided. The Contractor is required to coordinate with BGE for all construction standards. The BGE requirements must be verified and adhered to by the Contractor. BGE requirements can be found at:

https://www.bge.com/smart-energy/my-green-power-connection/developers-contractors/construction-resources o Contractor is responsible for securing the environmental permits necessary to execute the project and install a ground-mounted system. The cost of environmental permitting shall be included in the proposal.

o Tree removals: The design of the system shall consider existing localized tree cover and its impact on solar efficiency, system upkeep, and the available ground area for the array. The Contractor’s design will indicate which trees should be topped or removed to maximize system performance and minimize system installation and maintenance costs. It is the Contractor’s responsibility to make such determinations. If tree removal is proposed, the design will designate areas where replacement trees could be planted without negatively impacting the array’s performance or maintenance needs. Such a proposal must conform to County/State/Federal mitigation requirements. The design must accommodate the seasonal waterway, wetland, and existing trees running in between the two designated parcels. The PV project will consist of one or two arrays located on two plots that are approximately 6 acres and 9 acres. The exact area is to be determined in consultation with the SI.

o Permanent fence installation: The design must include an 8’ high black vinyl chain link fence with at least 2 non-powered access gates, matching the fence and providing an open width of 24 feet each. Each array will have an access gate.

o PV project design will take into consideration ground cover/vegetation management requirements to ensure the safety and ease of future grounds maintenance. Environmentally friendly options should be considered.

o Post-construction ground cover shall be native ground cover / low growth plants and cannot be invasive. One preferred species is Antennaria plantaginifolia (Plantain-leaf pussytoes). Information can be found here:

https://extension.umd.edu/resource/plantain-leaf-pussytoes/

Road Work o The design and construction must include sufficient access road(s): The finalized site must comply with Anne Arundel County and Local fire department access requirements, to include an emergency access turn-around.

o BGE road requirements must also be adhered to. In the case of any conflict between BGE and County requirements, the more demanding requirement must be adhered to such that all requirements are met.

o Road construction design must accommodate fire department and BGE vehicle loads.

Sediment & Erosion Control and Stormwater Management o The Contractor will be responsible for the preparation, submission (via SI), and approval/permitting of all required storm water management and erosion control plans. The cost for the preparation and approval shall be included in the proposal and the awarded contract.

o Contractor shall resolve all MD Department of the Environment requirements to obtain the necessary permits.

Site Utilities:

o Electrical service shall be provided as needed to fulfill all contract requirements.

OPTION 1 (and OPTION 3) Operation and Maintenance (O&M) of the PV System:

Provide O&M services for a period of one (1) year with the opportunity to exercise further options to extend this service for up to four (4) additional one-year periods. The O&M services to be provided shall be fully articulated in the proposal and shall include, at a minimum:

General O&M services:

o Online monitoring o Performance monitoring, notification, and troubleshooting – must have personnel available to notify SERC of an outage or decrease in system production.

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

o System Performance Reports that compare actual production to predicted.

o 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.

o Contractor shall supply SI two copies of all Component Product Data and Component O&M manuals after successful startup. The information shall be sufficient for SI to evaluate and ensure appropriate O&M is being completed over the life of the system. Examples of components include solar panels, conduits, inverters, switch gear, net metering equipment, etc. Project as-builts that detail location of all above and underground utilities and components shall be submitted within 30 days of system start-up.

o Ground cover and vegetation management within the fenced-in area to preclude interference with system operation shall be included in the O&M proposal.

o Cost-plus to address corrective and unpredicted system needs.

Specific O&M services will at a minimum include:

o Structure – Annually Visually inspect the structure for excessive wear and repair with cold galvanized paint.

Visually inspect the structure ground bonding straps and repair and replace bonding straps as needed.

Spot check structural bolts for torque.

o Modules – Annually Visually inspect the array for damaged modules. Spot-check mounting hardware for torque. Wash modules (rinse, brush, rinse).

o Combiner Box (Recombiner Box) – Annually

Tighten all lugs inside equipment.

Check all fuses for cleared fuse. Replace any cleared fuses.

o Inverter and Transformer Enclosure – Annually Visually inspect the enclosure for rust/corrosion, repair by sanding area and touchup painting.

Clear out dust, dirt, etc. from inverter enclosure, fan, and heat sink.

Tighten all lugs inside inverter.

Check for proper cooling fan operation after inverter is restarted.

o Testing – Annually Test and record all circuits, open circuit voltage, current, light, temperature at sites using standard test procedure and log sheet supplied by the operator at the time of testing. Repair any faulty circuits.

1.5 Summary of Acquisition Strategy

The SI intends to award a firm-fixed price Design-Build Contract based on the Federal Acquisition Regulation (FAR) Design/build Selection Procedure, FAR Subpart 36.3, Source Selection Procedures, FAR subpart 15.3, in conjunction with the "Best Value” process.

A best value concept will be applied for evaluation of offers and selection of the successful Offeror for this procurement. SI will select the proposal that represents the best value based on the evaluation of technical factors and price, with technical factors weighted above price, within the level of funds available. Therefore, the Offeror's proposal should contain the Offeror's best terms.

This Solicitation provides Offerors with instructions regarding the submission of their complete Proposals and the evaluation thereof. Utilizing the format prescribed within, Offerors are to provide the requested information and demonstrate their qualifications. Responses shall be as complete and accurate as possible and present data relative to the specific project under consideration. Offerors shall make every effort to present information clearly and concisely in accordance with the formats described herein.

Interested Offerors are required to submit their responses to this RFP by the due date established in this RFP. The SI will evaluate all the responses to this RFP in accordance with the criteria identified herein.

In accordance with FAR 15.304, the solicitation shall require submission of technical and price proposals, which shall be evaluated separately in accordance with FAR Part 15. Offerors are required to attend a Pre-Proposal meeting with SI representatives on a mandatory guided site visit. The SI will reserve the right to make an award without discussions.

1.6 Source Selection Evaluation Factors for Award

The Smithsonian intends to make one award. The Smithsonian will determine which Offeror can best accomplish the requirements set forth in this solicitation. In making this determination, the Smithsonian will conduct an integrated assessment to determine the best value in accordance with the criteria outlined in this section. Award will be made to the Offeror whose proposal represents the best value to the Smithsonian, considering the evaluation criteria and the requirements of the solicitation. Consequently, award could be made to an Offeror other than that with the lowest price.

Except when it is determined in accordance with FAR 17.206(b) not to be in the Government's best interests, the Government will evaluate offers for award purposes by adding the total price for all applicable options to the total price for the basic requirement. Evaluation of options will not obligate the Government to exercise the option(s).

The following criteria represent the technical factors that will be used by SI's Technical Evaluation Board in evaluating the Offeror's submission. The SI Technical Evaluation Board may be supported by non-voting consultants, including NREL (National Renewable Energy Laboratory), FEMP (Federal Energy Management Program), LLNL (Lawrence Livermore National Laboratory), LBNL (Lawrence Berkeley National Laboratory, and BGE. Information submitted by Offerors will be evaluated to determine the Contractor that offers the best value to the SI.

Proposals will be evaluated against the following factors, weighted equally:

Technical Proposal

1. Design-Build Team

A. Design Build Team Overview B. Prime Contractor

a. Past Performance

b. Qualifications/Experience of Key Personnel

c. Project Experience on Similar Projects

C. Design Team

a. Past Performance

b. Qualifications/Experience of Key Personnel

c. Project Experience on Similar Projects

2. Schedule and Plan of Accomplishment

3. Concept Design Submission including the offeror’s proposed site layout, panels, inverters, and other key components, as well as the estimated annual energy generation.

Cost Proposal

1. Schedule of Values and Contract Price

The Technical Proposal shall be directly responsive to the Statement of Work. The following specific material shall be included in the Technical Proposal to facilitate review, evaluation, and consideration.

1.6.1 DESIGN-BUILD TEAM

DESIGN-BUILD TEAM OVERVIEW

Describe the proposed organization of the Design-Build Team that will work on this project.

Provide an organizational chart identifying lines of authority and supervisory responsibilities.

Identify items of work to be performed by the prime contractor and their percentage of the total project. Identify major subcontractors and indicate how they would fit into the organizational structure. List prior projects where the Offeror, subcontractors, and other Design-Build Team members have worked together. Greater consideration will be provided to Design-Build Teams that have experience with prior projects where the Offeror, subcontractors, and other Design-Build Team members have worked together.

Contractor must have proven experience working with a large utility company.

Provide the name of one subcontractor (or indicate that the work will be performed by the prime) for each element of work listed below. Offeror will be expected to use the subcontractor listed for each element of work unless written approval for change is received from the Contracting Officer in accordance with the contract clause entitled SUBCONTRACTORS. Failure to indicate who will perform the work for each item below will result in lower scores during evaluation of the proposal.

1) Civil, Sitework, Paving

2) Electrical and Solar Panel Installation

Provide the names and titles of key Design-Build Team personnel that will work on this project.

Submit an organizational chart identifying lines of authority and supervisory responsibilities, and resumes for each key person on the proposed Project Team as defined below:

1) Project Manager

2) Project Superintendent (including Quality Control and Safety functions)

3) Lead Civil Engineer

4) Lead Electrical Engineer

This factor considers the extent of the Design-Build Team’s past experience and the quality of the Design-Build Team’s past performance on projects of similar size and complexity. The Offeror shall submit information on at least two (2) projects of similar scope and complexity for the

Design-Build Team. Contractor and subcontractors must have demonstrable experience in designing and delivering projects similar in scope and size.

Offeror’s Proposal must conform to the requirements of the Request for Proposals (RFP), including, but not limited to:

1) Proof of bonding capacity to SI requirements.

2) A letter of bond ability on your Surety’s letterhead, confirming that you have the bonding capacity necessary for this project.

Offeror’s Proposal must contain a commitment to maintain the evaluated Design-Build Team intact through the entirety of design and construction for the project. Any requested substitutions of key personnel must be approved by the SI and must demonstrate relevant equal personnel qualifications.

Offeror’s Proposal must commit that design drawings and/or construction documents will be prepared by professional engineers registered in the State of Maryland.

Offeror’s Proposal must commit that the prime contractor and all subcontractors maintain, and provide a copy of, a valid Class A Contractor License in the State of Maryland.

In accordance with FAR 15.305, for all factors on past performance the following applies to all instances: “In the case of an Offeror without a record of relevant past performance or for whom information on past performance is not available, the Offeror may not be evaluated favorably or unfavorably on past performance.”

All evaluation factors for the Design-Build Team, when combined, are more important than the combined factors for the individual Design-Build Team members.

PRIME CONTRACTOR

Factor 1 - Past Performance

This factor considers the quality of the prime contractor’s past performance, within the last five (5) years, in performing contracts for construction with regards to considerations as technical success and customer satisfaction. This factor also considers the quality of the Offeror’s performance in carrying out the work required, specifically, workforce management, and scheduling.

The prime contractor must demonstrate itself as a construction business providing verifiable information and references for three (3) projects wherein the Offeror was the prime contractor, and which were completed within the last five (5) years that:

a. Demonstrate ability to meet project budget constraints by managing cost changes.

b. Demonstrate ability to effectively coordinate trades.

c. Demonstrate ability to complete projects within the approved schedule.

d. Demonstrate ability to ensure high degree of trade’s craftsmanship.

e. Demonstrate success in achieving subcontractor goals.

f. Demonstrate projects of a similar size/complexity

e. Where possible identify past projects in the Past Performance Information Retrieval System (PPIRS) by Project Title, Agency Client Name, and PPIRS Contract Number.

The Offeror shall provide a minimum of two (2) references for each similar project. The Offeror is responsible to ensure that contact information is current and reliable. The Smithsonian will consider information provided by references.

Factor 2 - Qualifications/Experience of Key Personnel

This factor considers the experience and qualifications of the prime contractor’s proposed key staff and how the Offeror organizes and manages the project team. Project Manager’s experience directing similar project work and that the key personnel and subcontractors identified have the qualifications and experience in all areas necessary to effectively perform the required work.

Experience successfully managing similar projects will be evaluated more favorably.

Each Offeror shall submit an organizational chart and resumes for each key person on the prime contractor’s proposed project team as defined below:

1) Project team organizational chart

2) Project Manager

3) Project Superintendent

Resumes should be no longer than two (2) pages per individual, be attributable to the person named on the resume, and must include:

a) Name, title, address, and telephone numbers.

b) Educational background, including technical education.

c) Work experience covering the last five years or at a minimum the last five project assignments of significant duration (18 months or more). Identify the specific role and title held for each project.

d) Membership in professional societies.

e) Professional registrations, licenses, or certifications.

f) Publications, awards, or special achievements of a technical nature.

g) Length of time employed with current firm.

h) Percentage of time available for this project.

i) Duties of each key individual within the Project Team must be clearly defined.

j) Description of training and experience in respective areas of expertise.

Factor 3 - Project Experience on Similar Projects

This factor considers the extent of the prime contractor’s past experience and the quality of the Offeror’s past performance on projects of similar size and complexity.

Each Offeror shall provide:

a) A list of two (2) similar projects completed over the last five (5) years by the prime contractor.

b) Narrative summaries of the two (2) similar projects listed, performed within the past five (5) years, that demonstrate the Offeror’s capabilities, technical expertise, and experience managing similar complex projects with reference to considerations of timeliness and technical success.

Relevant photos are required for each project submitted. Limit the summaries to one (1) page each.

Limit the photos to no more than three (3) pages.

c) Include for each project submitted, title and location, project summary including size of system in watts and square feet, contract award amount and final contract amount including all changes, dollar value of work self-performed and the percentage it represents of the final contract amount and project completion date.

DESIGN TEAM

Factor 1 - Past Performance

This factor considers the extent of the proposed design team’s past experience and the quality of the past performance.

The Offeror shall submit a minimum of two (2) references for each design team member.

References should be provided for all key personnel as identified below under “Design Team Personnel”. The Offeror is responsible to ensure that contact information is current and reliable.

The Smithsonian will consider information provided by references.

Factor 2 - Qualifications/Experience of Design Team Personnel

This factor considers the experience and qualifications of the design team’s proposed staff and how the Offeror organizes and manages the project team.

Each Offeror shall submit an organizational chart and resumes for each key person on the proposed design team as defined below:

1) Design team organizational chart

2) Design Project Manager

3) Civil Engineer

4) Electrical Engineer

Resumes should be no longer than two (2) pages per individual, be attributable to the person named on the resume, and must include:

a) Name, title, address, and telephone numbers.

b) Educational background, including technical education.

c) Work experience covering the last five years or at a minimum the last five project assignments of significant duration. Identify the specific role and title held for each project.

d) Membership in professional societies.

e) Professional registrations, licenses, or certifications.

f) Publications, awards or special achievements of a technical nature.

g) Length of time employed with current firm.

h) Percentage of time available for this project.

i) Duties of each key individual within the Project Team must be clearly defined.

j) Description of training and experience in respective areas of expertise.

k) References, at least two.

Factor 3 - Project Experience on Similar Projects

This factor considers the Design Team’s past experience and the quality of past performance on projects of similar size and complexity. The Design Team must have demonstrable experience in designing and delivering projects similar in scope and size.

Each Offeror shall provide:

a) A list of two (2) similar projects completed over the last five (5) years by the design team.

b) Narrative summaries of the two (2) similar projects, performed within the past five (5) years that demonstrates the design team’s capabilities, technical expertise, and experience managing similarly complex projects with reference to considerations of timeliness and technical success. Relevant photos are required for each project submitted. The projects should be as similar to the project as possible. Limit the summaries to one (1) page each. Limit the project photos to three (3) pages.

c) Include for each project submitted, title and location, key personnel, project summary including size in watts and square feet, contract award amount and final contract amount including all changes, dollar value of work self- performed and the percentage it represents of the final contract amount and project completion date.

1.6.2 SCHEDULE / PLAN OF ACCOMPLISHMENT

The Schedule / Plan of Accomplishment shall include, at a minimum:

A. A time scaled summary schedule identifying design and construction logic; design, fabrication, and installation milestones; long lead / key equipment or material orders and deliveries; and any activities that may interrupt building or site operations. The schedule should highlight all major scope activities. The summary should contain activities that show sequence, duration, and interdependency. Identify all critical elements of the work, including design development/submissions, equipment submittal review, important construction and other designated milestones, special events, commissioning events and other items associated with time impacts. Clearly show the critical path. Contract Time for all Work, including additive alternates, shall not be greater than three hundred seventy-nine (379) calendar days from Notice-to-Proceed. If the Offeror cannot develop and commit to a schedule to complete all work within 379 calendar days, the Offeror shall submit a schedule with a clearly designated duration which will become a contract requirement if the proposal is accepted for award.

B. Provide a preliminary Site Coordination and Logistics Work Plan, including:

1. A narrative discussion of how the Offeror will ensure timely completion.

2. Preparatory actions, including staging and access to site.

3. Protection of existing features and adjacent areas to prevent construction-related damage, including maintenance of site during construction.

4. Major equipment to be utilized.

5. Sequence of major elements of work.

6. Maintenance of traffic.

7. Other information required to demonstrate how work will be accomplished.

8. Preliminary Quality Control Plan / Procedures

9. Preliminary Safety Plan including company policies on safety and current incident rates.

10. Provide a procedural and administrative plan for progress reporting, cost accounting, shop drawing and product submittals controls.

C. Implementation Plan – Provide an implementation plan addressing the following at a minimum:

a. Describe work methodology planned for this project that will deliver a superior quality product including but not limited to quality control, coordination drawings, coordination of built elements and systems, implementation of sustainable design, and commissioning. Scheduling of work including but not limited to site work, structural, MEP, life safety and security systems.

b. Provide a narrative of your proposed approach to schedule management to include but not be limited to:

i. Scheduling and Project Management software

ii. Owner changes

iii. Change order compensation

iv. Cross referencing

v. Float/slack

vi. Coordination responsibility

vii. Field Condition Verification

viii. Scheduling expertise

ix. Demonstrated capabilities for schedule management on similar projects.

D. Project Completion and Warranty Transfer / Turnover Plan – Provide a preliminary plan for the training and instruction of Smithsonian Institution personnel in the operation and maintenance of new systems. The plan should include the manner and method for the turnover of all operation and training manuals and specific warranties and guarantees for equipment and materials to be provided under the contract.

E. Safety - Provide the current worker’s compensation rates, insurance certificates and insurance modifiers assigned for your company. Provide a preliminary job site safety plan.

Describe corporate policy on safety, and frequency of safety training.

F. Contract submission and schedule requirements include:

1.6.3 CONCEPT DESIGN SUBMISSION

The Offeror shall prepare and submit as part of its technical proposal, preliminary concept design information, including:

- A site map showing the planned layout of the solar array(s) and locations of connection points, fencing, access gates, roadways, and other key features.

- A list of the major equipment components with the associated manufacturer’s specifications, including the solar photovoltaic panels/modules, inverters, transformers, and mounting system.

Submission/Phase/Activity Completion by Number of Weeks After NTP

Weeks are Total/Cumulative, not additive

Site Specific Safety Plan 1

Schedule of Estimated Values 2

Project Schedule 3

Basis of Design Document 4

50% design 8

Design review (by SI) 10

100% design 12

Design review (by SI) 14

Final Design 16

Construction Complete 52

Testing and Commissioning 54

END OF RFP SECTION 1 PART 1 PROJECT REQUIREMENTS

1.6.4 COST PROPOSAL

1. Schedule of Values and Contract Price

Provide a comprehensive Schedule of Values that includes all work items. The format for the Schedule of Values shall be the Construction Specifications Institute (CSI) divisions of work. Break down the Schedule of Values into the Thirty-Three CSI divisions. For each division, separate Prime and Subcontractor bids. Within Prime and Subcontractor, identify material and labor costs. Markups for subcontractors and sales tax shall be indicated as appropriate. The sums of these divisions shall be shown along with Prime’s markup for overhead and profit.

Aggregate the total proposed Contract Price in the Schedule of Values. Identify the items of cost in the Schedule of Values which will be performed with the Offeror's own force.

The Cost Proposal shall be structured to reflect the following:

BASE BID:

Design, permitting, construction and commissioning of all site infrastructure improvements and equipment installation required to install the specified and proposed 3.2 MW DC PV system interconnected to the BGE electrical distribution system. Note: system O&M is not included in the base bid.

OPTION 1:

O&M of the 3.2 MW PV System for one year, with a further option for up to four (4) additional years. This is additive to the base bid.

OPTION 2:

Design, permitting, construction and commissioning of all site infrastructure improvements and equipment installation required to install the specified and proposed 4.0 MW DC PV system interconnected to the BGE electrical distribution system as specified and proposed. Note: system O&M is not included in this Option.

Option 2 is not additive but in lieu of the base bid.

OPTION 3:

O&M of the 4.0 MW PV System for one year, with a further option for up to four (4) additional years. This is in lieu of Option 1.

SECTION 2: PROPOSAL SUBMITTAL REQUIREMENTS

2.0 Estimated Award Date and Notice to Proceed

The SI anticipates award of this contract within two months of the proposal submission due date, and issuance of the notice to proceed within one month of that, with the expectation that the Design-Build Contractor will commence services after the issuance of the Notice to Proceed. The SI does not guarantee award within this period, nor shall the SI be liable for any costs should award or notice to proceed occur before or after this period, or not at all.

2.1 Contract Completion Date

The contractor shall complete all design, permitting, construction and commissioning services required by this RFP with three hundred seventy-nine (379) calendar days after the issuance of the Notice-to-Proceed (NTP). This completion milestone includes all aspects of the design and construction, including testing and acceptance. If the Offeror believes more time is required, they shall clearly note the proposed time in their submitted schedule which the SI will consider as part of the best-value analysis and which will become the basis of determining the contract completion date if the contract is awarded to the Offeror. SI may authorize the contractor to proceed with various aspects of construction or procurement, prior to the final design submission/approval, once those requirements have been sufficiently defined in the design documents to the satisfaction of the Smithsonian.

2.2 RFP Evaluation Criteria and Basis of Award

A Design-Build Team is being solicited through this Request for Proposal (RFP) process. A contract will be awarded to the firm that is determined to provide the best proposal, including price, technical and schedule considerations as noted in other sections of this RFP. Specific details relating to the Source Selection process are set forth in this RFP.

A. All evaluation factors other than cost, when combined, are granted more weight than cost. The technical factors are listed below:

1. Design-Build Team A. Design Build Team Overview B. Prime Contractor

a. Past Performance

b. Qualifications/Experience of Key Personnel

c. Project Experience on Similar Projects

C. Design Team

d. Past Performance

e. Qualifications/Experience of Key Personnel

f. Project Experience on Similar Projects

2. Schedule and Plan of Accomplishment

3. Concept Design Submission including the offeror’s proposed site layout, panels, inverters, and other key components, as well as the estimated annual energy generation.

B. Award of a contract shall be made to the responsive, responsible Offeror, whose combined cost and technical proposal is, in the opinion of the Contracting Officer, determined to be the most advantageous and in the best interest of the Smithsonian

Institution, considering the funds available.

C. Since the evaluation of cost will represent a portion of the total evaluation, it is possible that an Offeror might not be selected for award because of unreasonable,…