B-2 Solar Statement of Need 6222021.pdf

Statement of Need Replacement Solar Array for NIST Building 101

BACKGROUND:

The National Institute of Standards and Technology (NIST) Engineering Laboratory (EL) used an existing 35 kWdc rooftop solar array on NIST Building 101 for research purposes. However, research efforts were paused as a result of a campus-wide reroofing effort. During the reroofing preparation work, the outdoor solar array portion of the existing solar system was damaged beyond repair. EL seeks to re-establish a solar photovoltaic (PV) system for research purposes that makes use of existing components, is compatible with site-specific constraints, and uses bifacial solar modules. The existing components, all currently installed indoors, include two inverters, two combiner boxes, and sections of five electrical conduits. The primary site-specific constraints are the available roof area and the requirement to avoid roof penetrations (i.e., must be a ballasted module racking).

PURPOSE:

The primary purpose of this acquisition is the design, installation, and commissioning of a roof-top array of bifacial solar modules that are designed to integrate with two existing combiner boxes and two existing 15 kW-rated inverters. Installing a meteorological station is included in this requirement. The Contractor shall provide all services, materials, and equipment necessary for management and execution of the requirements identified in this Statement of Need and the solar array specifications documents.

GENERAL REQUIREMENTS:

The Contractor shall design, install, and commission a roof-top array of bifacial solar modules in accordance with the non-optional tasks in the attached Requirements and Specifications: Building 101 Replacement Solar Array document. The Contractor is responsible for clean-up of the site after work is completed, as well as for any damage done to the NIST grounds or building due to installation efforts. Optional tasks in the attached requirements and specifications document may or may not be exercised at the sole discretion of the Government in accordance with FAR 52.217-7: Option for Increased Quantity – Separately Priced Line Item. Options for increased quantity, if exercised, shall be completed within the base period of performance in accordance with the timeframes given in the “Schedule Requirements” table below.

The Government shall own the solar system(s) that is ultimately commissioned as a result of this requirement. The Government will not enter into any type of power purchase or loan agreement as part of this requirement.

No local government will be involved in this process. A permit is not required. NIST will provide the Authority Having Jurisdiction (AHJ) to inspect and confirm that the eventual installation is completed in accordance with the 2020 edition of the National Electrical Code.

SPECIFIC REQUIREMENTS:

The Contractor shall complete the following Base Requirements (CLIN 0001):

A. Contract Kick-Off Meeting, Submission of Stamped Final Solar System Design and Commissioning Procedure and Submission of Health & Safety Plan

At a mutually agreeable time within 2 weeks after notice to proceed, the Contractor shall participate in a contract kick-off meeting with NIST personnel, including the NIST Office of Security (OSY) and Emergency Services Office (ESO) personnel, to discuss specific schedule details including an Installation Start Date (ISD), site-access details, and requirements associated with placement of any temporary equipment on the NIST campus. This meeting may take place via video conference.

At least 2 days before the kick-off meeting, the contractor shall also provide a health and safety plan for the installation work to be performed. The plan shall include safety controls, Personal Protective Equipment (PPE) required for each task, what training has been provided to employees, an emergency response plan, and health and safety recordkeeping processes. Fall protection is the responsibility of the Contractor if the Contractor wishes to change existing NIST provided fall protection for any reason. The Contractor is also responsible to return changed fall protection to its original state after work is complete. The health and safety plan shall also address COVID-19 safety. The plan shall be submitted electronically via email.

Additionally, after notice to proceed is provided and at least 2 days before the kick-off meeting, a Contractor representative shall participate in a meeting with the Government to prepare a construction security plan. This plan, prepared by the Government, will outline plans for safeguarding information, general security requirements (including but not limited to no photographs or video on the NIST site, contractor employees may not be under the influence of drugs or alcohol, etc.). NIST anticipates that this meeting will be approximately one hour.

The contractor shall also provide via email a management plan for discussion which addresses plans to manage and coordinate the solar installation. This shall include plans for material deliveries, a list of equipment to be used and/or stored on site, dumpster drops and retrievals, and debris clean-up, etc.

The contractor shall update the health and safety and management plans as needed based on discussion at the kick-off meeting and re-submit within 3 days thereafter.

At least one week prior to the ISD agreed upon during the kick-off meeting, the Contractor shall provide both an electronic copy of final stamped solar system design and commissioning procedure documents and a hard-copy version via certified mail for review and approval by the NIST Authority Having Jurisdiction (AHJ). Approval by the AHJ is required before assembly and installation of the photovoltaic array begins.

B. Photovoltaic Array Assembly and Installation

The Contractor shall assemble and install the roof-top array of bifacial solar modules in accordance with the attached Requirements and Specifications:

Building 101 Replacement Solar Array. A NIST point of contact shall be on the job site with the contractor’s workers at all times. The assembly and installation shall be completed within 10 weeks of the ISD.

C. Commission System

The Contractor shall implement the commissioning procedures detailed in the procedure documents submitted under Requirement A of this Statement of Work.

A NIST point of contact shall be present when the Contractor energizes the system; the Contractor shall demonstrate to the NIST point of contact that the system is fully commissioned and operational within 12 weeks of the ISD.

D. Provision of As-Built Drawings

Following successful installation and commissioning, the Contractor shall provide NIST with both hard-copy and electronic copies of drawings of the as-built array and associated electrical interconnections. The Contractor shall also provide schematics, datasheets and any compliance documents relevant to the system.

All documents shall be free of any contractor markings and NIST shall have unlimited rights to use them for any purpose in the future. Hard copies may be submitted in person at NIST or via certified mail.

OPTIONAL REQUIREMENTS:

The following Optional Requirements may or may not be exercised at the sole discretion of the Government in accordance with FAR 52.217-7: Option for Increased Quantity – Separately Priced Line Item. Options for increased quantity, if exercised, shall be completed with the base period of performance.

A. Optional Requirement 1 (CLIN 0002) – Array Tilt Reduction The NIST Building 101 is a historical building and any changes must be approved by an Architectural Design Review Board (ADRB). If, after completion of the base requirements, the ADRB determines that tilt of the solar array is too high and this option is exercised, the contractor shall reduce the array tilt as directed by NIST. If exercised, NIST anticipates that it will be exercised with sufficient time such that this requirement shall be completed within the existing award period of performance; exercise of this option is not anticipated to extend the period of performance.

B. Optional Requirement 2 (CLIN 0003) – Elimination of One Column of Modules on East Edge of Array

If, after completion of the base requirements, the ADRB determines that the solar array’s profile is unacceptable from a historical preservation perspective and this option is exercised, the contractor shall eliminate one column of modules on the east edge of the array. The wiring of the individual strings shall not be altered other than to patch the in-string break created by the removal of the modules from each string. The east edge of the racking, however, shall be modified to terminate along the newly created east edge of the eastern most column of modules. NIST will retain ownership of any modules and array components that are removed, in the event that this optional task is exercised. If exercised, NIST anticipates that it will be exercised with sufficient time such that this requirement shall be completed within the existing award period of performance; exercise of this option is not anticipated to extend the period of performance.

C. Optional Requirement 3 (CLINS 0004, 0005, 0006, 0007, and 0008) – Leftover Individual Bifacial Solar Modules

The Contractor shall provide individual/separate bifacial solar modules that are leftover after the base solar array system is operational. The modules shall be the same model as used in the base requirements solar array. The Contractor is not required to install these leftover modules. Each optional CLIN represents a single leftover bifacial solar module.

These options may only be exercised during the period following successful demonstration of the commissioned photovoltaic system and prior to the expiration date of the purchase order. If the option(s) are exercised, the leftover modules purchased shall be delivered within two weeks of option exercise and within the existing award period of performance; exercise of the option(s) is not anticipated to extend the period of performance

These optional CLINs are only available to the Government for up to the number of individual modules the contractor has left over after the base solar system is operational, and not to exceed five modules. The Contractor is not required to order new modules.

To demonstrate how many modules it has left over, the Contractor shall provide a copy of the original bill of sale which indicates the number of modules originally purchased for the work and shall also provide evidence of remaining modules after completion of base efforts. The Government is not responsible for the cost of leftover/unused modules that are not ordered via exercised options.

SCHEDULE REQUIREMENTS:

Deliverable Description Quantity/Media Date Required

Badging Forms for Contractor Personnel who will work on-site (DN-52, NIST-1260, etc.)

Badging Scheduling Appointment Attendance

Completion

Per individual who will work on site, per the Badging and Security Sections of this

Statement of Need

Within 5 days of contract award

Within 1 week after receiving notice that badge applicants are eligible

Submission of Health & Safety Plan and

Management Plan

Participation in Construction Security Planning Meeting with Government

1 electronic copy of each

Meeting attendance and active participation

2 days prior to the Kick-Off Meeting

Revised versions due within 3 days after the

Kick-Off Meeting

No later than 2 days prior to the Kick-Off

Meeting

3 Contract Kick-Off Meeting Video Conference Within 2 weeks after notice to proceed

Submission of Stamped Final Solar System Design and Commissioning Procedure

1 electronic copy; 1 hard copy

At least 1 week prior to the Installation Start

Date (ISD)

5 Photovoltaic Array Assembly and Installation

In person demonstration on site 10 weeks after ISD

Demonstrate fully commissioned PV system(s)

In person demonstration on

NIST site 12 weeks after ISD

7 Provide drawings of the as-built system

1 paper and 1 electronic copy 14 weeks after ISD

8 (Optional) Optional: Array Tilt Reduction N/A Within 2 weeks after option exercise

9 (Optional) Optional: Elimination of One Colum of Modules on East

Edge of Array N/A Within 2 weeks after option exercise

10 (Optional – Multiple CLINs)

Optional: Provide leftover bifacial modules to NIST 5 max Within 2 weeks after option exercise

CERTIFICATION AND WARRANTY REQUIREMENTS

The manufacturer of the bifacial solar module proposed for installation shall have completed International Electrotechnical Commission (IEC) Standard 61215 certification testing for modules constructed in the same manner as the specific model selected based on the above criteria. The manufacturer must warranty the electrical performance of the model of module to remain at or above 80 percent of its original rated value for at least 25 years. The manufacturer must warranty the mechanical workmanship of the module for at least 10 years.

INSPECTION AND ACCEPTANCE REQUIREMENTS

A NIST representative having knowledge of the existing roof’s construction and the details of the roofing warranty shall meet with the contractor’s on-site supervisor prior to the initiation of outdoor assembly work, Deliverable 4, to review that the roof protective measures agreed to in the procurement are ready for implementation.

Thereafter, NIST personnel may conduct an informal inspection within 3 business days from when the contractor begins assembly of the ballasted roof racking system. NIST personnel may also conduct an informal inspection within 3 business days from when the contractor mounts the first bifacial solar module on the roof racking system. Finally, NIST personnel may conduct an informal inspection within 3 business days from when the contractor electrically connects the first full string of modules to a combiner box.

Thus, a minimum of one and a maximum of four informal inspections will be conducted, all for the purpose of assisting the contractor with successfully addressing NIST’s specifications.

NIST personnel will conduct a formal inspection after Deliverable #4 is completed and as part of conducting Deliverable #5. NIST will inspect to ensure all aspects of the specifications have been successfully addressed.

PLACE OF PERFORMANCE

The place of performance shall be the NIST Gaithersburg, MD site located at 100 Bureau Drive, Building 101, Gaithersburg, MD 20899.

Work may be performed between the hours of 6:00 AM and 7:00 PM ET Monday – Friday, as coordinated with and approved by the NIST Contracting Officer’s Representative (COR). Weekend work and work outside of the noted hours window shall not be performed without specific written authorization from the Contracting Officer.

PERIOD OF PERFORMANCE

The contract period of performance shall be 6 months from the date of notice to proceed. Assume notice to proceed will be granted within approximately three weeks after award; however, no work shall commence prior to a written notice to proceed.

Notice to proceed will be provided only after Contractor badging is successfully completed.

GOVERNMENT FURNISHED PROPERTY

Please see the attached Requirements and Specifications: Building 101 Replacement Solar Array for details about Government property which either must be used or is available for use in relation to this requirement.

BADGING

All contractor personnel requiring access to any NIST facility must be cleared by the government prior to issuance of a Site Access credential. Failure of contractor personnel to engage in identified security processes will result in a denial of an entry credential and denial of access to this government facility.

The contractor is required to submit completed Visitor Pass (Yellow Badge) applications for all employees who require access to NIST for this project, who don’t already have a valid NIST badge. All Visitor Pass applicants must submit a completed DN-52 form to the COR within five (5) days of contract award (note that this may be before notice to proceed is issued).If the applicant is a Permanent Resident, they will need to attach a copy of their Permanent Resident Card (a.k.a. Green Card) to the DN-52 form. If the applicant is in the U.S. on a work visa, they will need to attach a completed NIST-1260 form and a copy of their passport to the DN-52 form.

Blank copies of the DN-52 and NIST-1260 forms are attached to the solicitation for this requirement. DN-52s are typically processed within four business days for U.S. Citizens.

The process may be up to two weeks for non-U.S. Citizens. It is the contractor’s responsibility to ensure the badging requirements are addressed without negatively impacting the contract schedule. If a contractor Visitor Pass applicant does not successfully pass the DN-52 review process, the Contractor is responsible for submitting a new applicant and remaining within contract schedule.

After the DN-52 and/or NIST-1260 form review process is successfully completed, Visitor Pass applicants shall schedule an appointment at the NIST Gaithersburg campus for badging. The badging process includes being photographed. The contractor shall ensure badging appointments are scheduled and attended within one business week after notice that applicants are eligible is received. The NIST Gaithersburg Badging Office is open Monday through Thursday from 7:00 am – 11:30 am and from 12:30 pm – 3:30 pm.

In the event that the contract schedule is changed or delayed for any reason (beyond the currently stated Schedule Requirements), all contractor employees who require access to NIST for this project may be required to apply for and to obtain a higher-security campus and facility access credential. The contractor may be required to submit security information for this purpose which includes but is not limited to:

• Biometrics (fingerprints) at the NIST Security Office

• Personal Identifiable Information (PII)

• Authorization to conduct FBI name check

• Authorization to conduct criminal history check

• Completion of EQIP or an equivalent security information collection method

• Authorization to be investigated by the U.S. government to determine fitness for access to government resources

When the contract is completed, contractor employees shall return all badges to designated NIST personnel before final exit of the campus.

SITE ACCESS AND SECURITY REQUIREMENTS

NIST is a Federal facility and access is controlled at all entrances to the campus. Only Government employees may grant access to non-Government employees. All non- Government employees must be registered with security prior to site access. Non- Government employees, including those with Visitor Passes (Yellow Badges), must be escorted by Government employees at all times. The Contractor shall notify the COR a minimum of 48 hours prior to site access. Contractor shall provide COR with first and last names, country of citizenship, and whether the individual has a permanent resident card, (a.k.a. Green Card), of all personnel requiring site access. If any individuals are here on a work visa, they must complete a NIST 1260 form and return to the COR.

Please refer to the following web site for additional Visitor Information http://www.nist.gov/public_affairs/visitor/

Automobile & Personnel Access:

Contractor personnel arriving in cars on their first day must check in at the visitor center to receive a temporary paper badge prior to proceeding to the project site. Hours of operation of the visitor center are 6:00 AM to 5:00 PM ET. Once in possession of a valid NIST badge, workers may enter via the Main Gate or Gate “C” and proceed to the project site. Note that all automobiles are subject to a random inspection.

Trucks:

All Trucks are to enter NIST via “C” Gate along Quince Orchard Rd. between 6:00 AM and 3:30 PM daily, and at the main gate off of W. Diamond Ave. between 3:30 PM and 4:30 PM. No deliveries will be allowed after 4:30 pm. “Trucks” include such vehicles as pick-ups with storage compartments, delivery trucks, delivery vans, and tractor center.

Trucks arriving through Gate C will be directed to the Building 301 Truck Inspection Station. At Building 301, trucks will be registered, inspected, and the drivers will be granted access. Any truck which exits the installation will have to be re-inspected upon re-entry at Building 301. A vehicle dashboard placard will be placed within the truck.

Placards change daily.

NIST Truck Inspection Stations hours are:

6:00 AM -3:30 PM at Building 301 3:30 PM – 4:30 PM at “A” Gate – (Main gate) Equipment Safety Requirements:

Contractor equipment on the NIST campus may not be left in emergency response locations, or other locations pertinent to general safety such as crosswalks, next to campus perimeter fences, areas which may block traffic or exits, etc. Prior to the contract kick off meeting, the Contractor shall furnish a list of equipment that is expected to be left on NIST’s campus during the installation process. The list shall be discussed with the NIST Office of Security at the contract kick-off meeting to determine locations which meet security requirements and are reasonable for the work to be performed.

http://www.nist.gov/public_affairs/visitor/

COVID 19 Safety Requirements:

Contractor personnel shall follow NIST Visitor and Contractor Protocols for Mitigating COVID-19 Exposure on NIST Campuses as identified at this link:

https://www.nist.gov/about-nist/visit/nist-visitor-and-contractor-protocols-mitigating-covid-19-exposure-nist-campuses

Contractor personnel shall also conform to the current NIST health checklist and travel advisory requirements located at https://www.nist.gov/media/583331 (updated weekly).

It is the Contractor’s responsibility to be familiar with these sites and any updates made to them during the course of the requirement. If Contractor personnel are unable to meet all requirements for campus access identified at the link, services will need to be rescheduled and shall be rescheduled at the Contractor’s expense.

PAYMENT SCHEDULE

Payment shall be made on a NET 30 basis following acceptance of goods/services and receipt of a proper invoice in accordance with a negotiated firm fixed price milestone schedule.

A possible milestone payment schedule may include the milestones below. The Contractor may propose an alternate milestone payment schedule tied to specific deliverables.

1) Acceptance of Stamped Final Solar System Design and Commissioning Procedure

2) Acceptance of fully commissioned photovoltaic system(s)

3) Acceptance of as-built drawings

4) [Optional] Acceptance of Array Tilt Reduction

5) [Optional] Acceptance of Elimination of One Column of Modules on East Edge of Array

6) [Optional] Acceptance of Additional Individual Leftover Bifacial Solar Modules https://www.nist.gov/about-nist/visit/nist-visitor-and-contractor-protocols-mitigating-covid-19-exposure-nist-campuses https://www.nist.gov/about-nist/visit/nist-visitor-and-contractor-protocols-mitigating-covid-19-exposure-nist-campuses https://www.nist.gov/media/583331