MID Floating Solar RFP Final.pdf

Medford Irrigation District (MID) Community Solar Project Request for Proposals

Request for Proposals for Photovoltaic System Installation

Presented by: Medford Irrigation District (MID)

Project Owner: Medford Irrigation District (MID)

Project Location: Medford Irrigation District Office 5045 Jacksonville Hwy Central Point, OR 97502

Contact: Jack Friend, Irrigation District Manager

(541) 899-9913 medid@medfordid.org

Date: January,15 2024

Project Introduction This Request for Proposals (RFP) is to solicit bids from photovoltaic (PV) system installers (Contractor) to design, supply and install one photovoltaic system for Medford Irrigation District (MID). This project is part of the Oregon Community Solar Program. The project is located within the Pacific Power utility service territory.

MID Community Solar Project Description Medford Irrigation District desires to build and operate a floating photovoltaic power generation system on a re-regulation pond at its office location in Central Point, Oregon.

• The system should maximize DC output not to exceed 852 kw AC in size.

• The project is registered through the Oregon Community Solar Program with

Bonneville Environmental Foundation (BEF) as the registered Project Manager

(PM).

• The project is located in Pacific Power utility service territory, and the PV system will be grid intertied into an existing kva distribution line that runs along the edge of the property.

• Pacific Power has completed an interconnection study for the project. The results of the study are included in Exhibit X.

The information presented in this RFP document has been assembled to facilitate bidding on a common PV system design that meets MID’s requirements. However, respondents are responsible for attending the scheduled site tour, performing their own site-evaluations, and confirming all information provided - or requesting any additional material required for bidding.

Project General Requirements

A. The contractor will be responsible for producing the complete PV system design, including new distribution system transformer and Pacific Power grid interconnect, procuring all required materials and installing all materials in compliance with applicable national and local codes.

B. The contractor, in collaboration with MID staff, will be responsible for securing all planning, electrical, and building permits required to complete the scope of work outlined in this RFP.

C. The contractor will provide structural engineering design and secure the necessary building permits required to complete the contractor’s scope of work outlined in this RFP.

D. The contractor shall utilize a floating system that has been successfully implemented for multiple floating PV installations of at least 500 kw DC in the last 3 years. Bidder shall provide wind rating of the proposed system, and whether any modifications to the system’s operational state are required to achieve said rating.

E. The contractor shall generate an estimate of annual energy production of the system from the date of commissioning through 25 years of operation. These system performance estimates will be required as part of the RFP response and must include all assumed de-rate factors.

F. This project is a prevailing wage project, and subject to all applicable RCW’s and Oregon State laws. Contractor shall comply with all requirements concerning public works, without limitation, prevailing wage. View current prevailing wage rates at:

https://www.oregon.gov/boli/employers/pages/prevailing-wage-rates.aspx. .

- Electrician $43.97

- Lighting Maintenance and Material Handler $21.55

G. Contractor must sign and submit a bidders list (BC1) https://www.oregon.gov/deq/FilterDocs/BiddersList.pdf

H. Contractor must sign and submit the sworn statement of compliance (BC 4) https://www.oregon.gov/deq/FilterDocs/CWSRF-SwornStatement.pdf I. Oregon DEQ’s Good Faith Efforts form, along with the contacted businesses form, must be completed by the RFP Respondent. All sections in the attachment must be initialed on the line provided and the form signed. One completed attachment for https://www.oregon.gov/boli/employers/pages/prevailing-wage-rates.aspx https://www.oregon.gov/deq/FilterDocs/BiddersList.pdf https://www.oregon.gov/deq/FilterDocs/CWSRF-SwornStatement.pdf the prime contractor must be submitted as part of the bid/proposal to the loan recipient. One completed attachment for each subcontractor who will further subcontract must be submitted before the contract award. (BC6) (BC8) https://www.oregon.gov/deq/FilterDocs/fairshareobject.pdf.

https://www.oregon.gov/deq/FilterDocs/ContactedDBE.pdf.

J. The prime contractor must sign and submit the certificate of independent price form as part of the bid/proposal to the loan recipient. (BC7) https://www.oregon.gov/deq/FilterDocs/CIPD.pdf.

K. Please sign and submit the signed certification of lobbying activities (BC 9) https://www.oregon.gov/deq/FilterDocs/LobbyingActivities.pdf

L. Disclosure of lobbying activities form must be signed and submitted. (BC10) https://www.oregon.gov/deq/FilterDocs/CWSRF-DisclosureLobbyingActivities.pdf

M. Certification of non-segregated facilities form sign and submitted. (BC11) https://www.oregon.gov/deq/FilterDocs/CNSF.pdf

N. Please sign and submit the non-discrimination in employee form (BC12) https://www.oregon.gov/deq/FilterDocs/NonDiscNotice.pdf

O. Contractor’s compliance statement signed and submitted. (BC14) https://www.oregon.gov/deq/FilterDocs/ContractorCompliance.pdf.

P. Wage solicitation date is 10/5/23, see Oregon wage rates.

Project Walkthrough

MID will provide site analysis documentation, including photos and a proposed layout, in Exhibits section. An optional site walk-through for contractors interested in bidding on this project will be held at the MID Office by appointment. The on-site contact for the walkthrough will be Jack Friend, Irrigation District Manager.

RFP Response Due Date Submit response electronically in PDF or Word format to: medid@medfordid.org

Proposals are due by 2/26/2024.

RFP Response Evaluation MID will evaluate bids based on price, completion date, completeness and contributed design details that illustrate the contractor’s understanding of the requested scope-of-work or that enhance performance/aesthetics of the proposed photovoltaic system.

https://www.oregon.gov/deq/FilterDocs/fairshareobject.pdf https://www.oregon.gov/deq/FilterDocs/ContactedDBE.pdf https://www.oregon.gov/deq/FilterDocs/CIPD.pdf https://www.oregon.gov/deq/FilterDocs/LobbyingActivities.pdf https://www.oregon.gov/deq/FilterDocs/CWSRF-DisclosureLobbyingActivities.pdf https://www.oregon.gov/deq/FilterDocs/CNSF.pdf https://www.oregon.gov/deq/FilterDocs/NonDiscNotice.pdf https://www.oregon.gov/deq/FilterDocs/ContractorCompliance.pdf

Proposed Installation Schedule

TASK: DATE:

1 Issue RFP 1/26/24

2 Site visit (optional) By appt

3 Proposal Due 2/26/24

4 Proposal approved 3/8/24

5 Sign Contract 3/26/24

6 Design Completion 4/08/24

8 System Installation Starts 5/08/24

9 Project Inspected by AHJ 7/08/24

10 Project Commissioned 8/08/24

RFP Attachments:

See Exhibits

MID Community Solar Project RFP:

1. Notice of Discrimination

A. MID is dedicated to promoting diversity and inclusion throughout our procurement process. We deeply value the contributions of a diverse supplier base and are committed to ensuring equal opportunities for all qualified businesses. We firmly prohibit any form of discrimination based on race, color, religion, sex, national origin, disability, age, marital status, sexual orientation, gender identity, or any other protected status during our procurement process. It is a requirement that all bidders and offerors comply with applicable federal, state, and local laws and regulations regarding non-discrimination in contracting and employment, which includes Title VI of the Civil Rights Act of 1964, Title IX of the Education Amendments of 1972, the Americans with Disabilities Act (ADA), and other anti-discrimination laws.

2. Contractor Requirements:

A. Licensed contractor in Oregon B. (Prevailing wage) (BOLI) C. Contractor shall have staff assigned to this project with active NABCEP certifications D. Insured — $1,000,000.00 per occurrence, $2,000,000.00 aggregate. Note: there is required insurance language naming MID as co-insured E. Performance and Payment Bond F. Demonstrate at least five (5) years of general experience in performing the services described above

G. Demonstrate at least two (2) years of specific experience in successfully designing & installing solar photovoltaic system

2. RFP Response shall include

A. Title: MID Community Solar Project B. Background information on your company

(1) Contractor license number

(2) Proof of insurance

(3) Number of years in business

(4) Installation manager’s contact information

(5) Resumes or qualifications, education, and relevant experiences of key team members to be assigned to this project and their role in the project.

(6) Descriptions and photographs of similar projects completed by Contractor.

Specifically experience with PV system installations greater than 200 kW DC nameplate

(7) Professional references C. Lump-sum (fixed price) bid for all services (including but not limited to labor, materials, taxes, transport, permitting and engineering) associated with the design and installation of permitted and operational PV system.

D. Company labor and material mark-up rates for potential change orders E. Specification sheets of major system components including racking components F. Detailed Single-Line Diagram (SLD) identifying:

(1) Make and model of all photovoltaic system components

(2) Make and model of all photovoltaic balance of system components

(3) Proposed locations of all system components

G. Proposed construction plan with timeline.

H. Estimates of annual energy (kWh) production for the proposed PV system. Annual energy production estimates should detail energy production from commissioning through the next 25 years.

3. PV System Description

A. Location:

B. Size

(1) Target system size: no greater than 852 kW AC nameplate

(2) Maximize AC

C. Interconnection

(1) Grid Connected

(2) Point of interconnection at new meter

(3) Pacific Power to provide utility wiring to new transformer and to new meter

(4) Contractor to provide new meter, new pad mounted transformer and conduit to utility interconnection

(5) External AC disconnect and new utility meter to be located at inverter location

4. MID PV System Components

A. Mounting system

(1) Floating racking system

(2) Floating racking must be anchored or tethered to the bottom or sides of the pond in compliance with environmental permitting

(3) Tilt: Approximately 12°

(4) Orientation: Approximately 180° azimuth

(5) Contractor to perform bathymetry study and engineered anchoring design

(6) Contractor to specify proposed racking layout in bid response with a drawing

B. PV Modules

(1) Canadian Solar or equivalent

C. Inverters

(1) SolarEdge, Solectria, or equivalent

(2) Location TBD

D. Balance of Systems

(1) 1x PV system AC combining electrical panel to allow aggregate interconnection of the entire PV system to existing electrical panel, if applicable

(2) 1x PV system AC disconnect, lockable in on and off positions

(3) 1x PV system production meter base to provide aggregate energy production metering of entire PV system, located after AC combiner panel

(4) All other DC and AC wiring, raceways, enclosures, components, fittings and fasteners to ensure compliance with NEC, local AHJ and utility interconnection requirements

(5) All necessary labeling required by AHJ and Pacific Power.

E. System Layout:

(1) A reasonable setback should be provided at around and within the array

(2) Any conduit, junction boxes, or combiner boxes shall be mounted using approved hardware

F. PV System Energy Monitoring

The Contractor will procure, install and set up on behalf of MID the data acquisition hardware and at least 10 years of monitoring subscription. Contractor will be required to install all necessary data communication components required by the monitoring service. Upon commissioning of the system, the Contractor will train MID in the function and operation of the monitoring system.

5. Services Requested from Contractor (Upon contract award)

A. System Design — Contractor must submit the following design documents prior to system installation

(1) Detailed Site Diagram showing:

a. Elevation and plan view of PV array location and/or 3-D rendering

b. Elevation of electrical equipment (inverter & disconnects) layout

(2) Shade Analysis – Contractor will be responsible for providing documentation confirming maximization of solar access and minimization of shading from nearby utility gear.

(3) Electrical Single-line diagram - Must include all information about major system components specifications and ratings, conductor size and type, conduit size, ratings of combiner boxes and series OCPD’s, and type and ratings of facility electrical panel interconnection point.

(4) Wire Sizing Calculations – Ampacities of conductors shall be determined using NEC tables. Voltage drops for PV source, output and inverter output circuits shall be determined by hand calculations and limited to manufacturer recommendations or tolerances.

(5) PV Array Racking — The Contractor will be responsible for generating the PV array racking design and attachment methodology. Contractor shall provide this information to MID in a timely manner for approval, prior to obtaining any required permitting.

(6) Field Verification — Contractor must field verify design feasibility and/or all record documents and prepare own as-builts prior to commencing work in order to ensure proper system installation and adherence to contract timeline.

B. Project Documentation

(1) Contractor will be responsible for maintaining accuracy of design documentation listed in 5.A during project construction and will submit as-built documentation to MID upon project completion.

(2) Contractor will be responsible for generating a complete and detailed project construction schedule once all permits are secured. The project schedule should help the MID understand the timing and duration of work and in which areas of the two sites the work will occur.

C. Procure materials

(1) Contractor shall be responsible for procuring all system materials, whether or not specified in the system description, unless otherwise indicated above that it will be supplied by Pacific Power or others.

D. PV System installation

(1) Contractor shall be responsible for installing a grid-tied photovoltaic installation at the host site. The installation must be compliant with the current NEC and/or local authority having jurisdiction (AHJ). It is the installer’s responsibility to ensure code compliance with the local authorities. The installation shall be executed according to the system design documentation.

Pacific Power must approve any design changes made in the field.

(2) Contractor will provide adequate security, safety and protection of site during the installation. This can include temporary fencing, protective barriers, traffic control, storage, and suitable housekeeping.

(3) Contractor will be responsible for any and all excavation required for completion of the project. Coordination with any subcontractors may be required by the Contractor as it pertains to the install of the solar arrays and racking only. Excavation/Site Prep will be done in a separate Small Works contract)

E. Interconnection

(1) Contractor shall coordinate with Pacific Power to confirm acceptable location for production meter and AC disconnect. It will be the responsibility of the Contractor to ensure that any and all other documentation necessary to meet permit and utility requirements is submitted to Pacific Power and the AHJ.

(2) It shall be the Responsibility of the Contractor to ensure that the production meter has been installed, the net meter has been installed and the system has passed all required AHJ and utility inspections.

F. Electrical Permit

(1) It will be the responsibility of the Contractor to obtain any and all electrical permits required.

G. Building Permit

(1) It will be the responsibility of the Contractor to perform all structural engineering, submit all required applications with the AHJ and utility, and obtain the building permit. The Contractor will be responsible for any additional racking engineering required.

H. System Documentation

(1) Contractor must deliver all documentation to MID as outlined in the Project Documentation Checklist.

I. System Commissioning

(1) Contractor shall submit a PV system commissioning protocol to confirm the system is operating as designed. Contractor will be responsible for completing the requisite commissioning documentation to be approved by Pacific Power prior to commissioning. The final PV system commissioning report shall be included in the project documentation.

(2) Minimum Documentation Includes:

a. As Built Drawings

b. Racking Torque Verifications

c. Racking Visual Inspection

d. Wiring Visual Inspection

e. System Off Testing:

i. String Level Open Circuit Voltage and Polarity

ii. AC Voltage

f. System On Testing:

i. String Level Max Power Voltage

ii. String Level Ampacity

iii. Inverter Level Production

g. Data Monitoring

i. Registration Information

ii. Inverter serial numbers

iii. Confirmation of reporting and display

J. Final Walk through

(1) Contractor shall schedule a tour of the completed and operating PV system with MID.

K. System warranty

(1) Contractor shall provide a minimum 5-year workmanship warranty. MID PV System Components

Exhibit A:

Site Location

Medford Irrigation District

5045 Jacksonville Hwy Central Point, OR 97502

Exhibit B

Project Documentation Checklist

The CONTRACTOR will provide the following documentation to FACILITY as outlined below, before final payment will be issued. Please return this checklist with the final documentation. Please check the boxes to indicate which documents have been included. If a document is not required for the project or does not apply in the installation location, please initial in the space provided.

Documentation to FACILITY:

Item Initials:

Photovoltaic System Commissioning Checklist _____

Lien Release Affidavit _____

Signed Warranty Letter from GC and all subs _____

Photos of completed system _____

Site Diagrams _____

Electrical Single Line Diagram _____

Electrical Calculations _____

Solar Module Warranty and Operators Manual _____

Solar Module(s) Serial Numbers _____

Inverter Manual _____

Inverter Warranty and Registration Card _____

Inverter Serial Number(s) _____

Monitoring Documentation _____

Electrical Work Permit _____

Approved and signed electrical inspection _____

Building Permit (if necessary) _____

Sealed approval from licensed PE of all mounting or structural designs (if necessary) _____

Any and all other documentation necessary to meet state/local or utility requirements _____

Including: __________________________________