RFP-Solar - Police amended-3-28-24.docx

Request for Proposal

RFP 2024-1 Shrewsbury Police Station Solar PV Project

18 March 2024

Shrewsbury Electric & Cable Operations 100 Maple Ave.

Shrewsbury, MA 01545

Table Contents

Overview Shrewsbury Electric & Cable Operations Department, hereafter referred to as “SELCO,” is requesting proposals from a qualified single certified solar PV installer (hereinafter the “Installer”) to design and install a solar PV system (“Project”). The selected Installer will provide a complete turn-key project, as described below. The Installer will provide all necessary materials, labor, equipment and project oversight to implement the Project. Please see the Scope of Services for specific detail and the section titled “Scheduled Milestones” in Section 3 for schedule details.

Proposals must be submitted by 24 April 2024 (9:00AM). Submissions will be evaluated based on their ability to deliver the required functionality and services, the vendor’s experience with similar studies, and price.

Background – Shrewsbury Electric and Cable Operations (SELCO), a Massachusetts public electric utility, in partnership with the Town of Shrewsbury Police Department, Public Buildings Division and Town Manager’s Office, is interested in solar energy generation at Shrewsbury’s new Police Station and is inviting sealed bids from qualified contractors. The Project is in alignment with SELCO’s Power Supply Policy and Greenhouse Gas Emissions Standard, and the Town of Shrewsbury’s Climate Action and Resiliency Plan, to reduce GHG emissions by increasing local clean energy. SELCO and the Town of Shrewsbury are interested in promoting climate action and serving as a role model for residents, and would like these assets to promote public awareness. This Project is an important first step in solar becoming commonplace at Shrewsbury municipal facilities. It also supports electrification of buildings and transportation, supplying new electric loads.

Roles:

· SELCO will negotiate and execute a contract with the winning proposer, review completed work for compliance with the contract, and pay for completed work that is deemed to meet contract requirements throughout the life of the contract.

· Upon successful installation of the PV system, SELCO will be designated the “Owner” of the solar PV project, and assume all ongoing responsibilities associated therewith.

Instructions to Proposers SELCO is soliciting a fixed-price agreement for the Installer that will undertake the Project and provide a turn-key rooftop and carport solar arrays. For purposes of this RFP, proposers should assume that the goal is to maximize energy output from the solar array installed in the space identified at the lowest cost.

To submit your proposal, mail or hand-deliver two (2) printed copies of your proposal, sealed in an envelope or box, to:

SELCO

Attention: Taryn Maddocks 100 Maple Ave.

Shrewsbury, MA 01545

Proposals must be received by 9:00AM Eastern Standard Time on 24 April 2024. All proposals must be clearly marked with the proposal name: “(Shrewsbury Police Station Solar PV Project)”, the proposer’s name and address. All proposals will be publicly opened on 24 April 2024 at 9:00AM Eastern time.

The envelopes or boxes shall contain the following:

· A sealed Price Proposal Envelope that clearly states on the outside the name of the proposer and that it is the Price Proposal for (Shrewsbury Police Station Solar PV Project). The ONLY item in the sealed Price Proposal Envelope should be the signed Price Proposal Form(s).

· A sealed Non-Price Proposal Envelope that clearly states on the outside the name of the proposer and that it is the Non-Price Proposal for (Shrewsbury Police Station Solar PV Project). The Non-Price Proposal envelope shall contain two (2) copies of all the relevant requested information with the exception of the Price Proposal Form(s) When proposals are sent by mail, the proposer is responsible for ensuring its delivery by the 24 April 2024 (9:00AM) deadline. Proposals received after this date/time will be returned to the sender unopened and will not be considered.

1. QUESTIONS: All questions regarding this RFP must be submitted in writing to (Taryn Maddocks tmaddocks@shrewsburyma.gov) by 12:00PM Eastern time on 3 April 2024. All questions and answers will be provided via an addendum according to the schedule in this RFP.

2. ACCEPTANCE: SELCO reserves the right to accept or reject any or all proposals.

3. EVALUATION: SELCO shall consider all factors it believes to be relevant in the selection of the lowest responsible proposer, including, but not limited to: the proposer’s response to functional requirements specified herein; services offered; experience with like/similar projects; ability of the vendor to support the system; and the expected delivery or completion date.

“In literal compliance” in reference to the standards and specifications shall mean the meeting or exceedance of all or nearly all of the said standards and specifications. If SELCO determines that standards and specifications are in literal compliance where not all standards and specifications have been met or exceeded, SELCO must base such a determination on its finding that any standards and specifications which have not been met or exceeded do not render the proposed product any less usable for the purpose for which it is intended.

ANY AND ALL EXCEPTIONS TO THESE SPECIFICATIONS MUST BE IDENTIFIED CLEARLY AND PROMINENTLY FOR EACH DESIGNATED ITEM.

1. ERROR-QUANTITY: Proposals must be submitted on units of quantity specified. In the event of errors in extended prices, the unit price shall govern. Any suggested quantity to secure better prices is welcomed. When discrepancies occur between words and figures, the word shall govern.

2. FIRM PRICES: Proposal prices must be firm for a minimum of three (3) months from the date of proposal opening and will be regarded by SELCO as the proposer’s best and final offer.

3. AUTHORIZED SIGNATURE: Proposals must show the full firm name and mailing address of the proposer and be manually signed by an authorized sales or quotation representative. Firm name and authorized signature should appear on each page of the proposal where space is provided. Submission of a signed proposal will be interpreted to mean that proposer has agreed to all terms and conditions set forth in all of the sheets that make up this Request for Proposal document.

4. WITHDRAWAL-ALTERATION OF PROPOSALS: Proposals cannot be altered after opening time. No proposal may be withdrawn after opening time without an acceptable reason in writing and with the approval of SELCO.

5. AWARD-Award of the contract will be executed by SELCO and all proposers will be notified of the award of the contract only after it is awarded by SELCO.

6. PAYMENT OF INVOICES: Invoices must be submitted by the successful proposer to SELCO, Attn: Accounts Payable, 100 Maple Ave., Shrewsbury, MA 01545 or selcoap@Shrewsburyma.gov. All invoices are to be paid according to the terms of the proposal or the purchase order executed by SELCO.

7. TAXES: SELCO is exempt from Federal Excise, State sales and Transportation Taxes. TAX MUST NOT BE INCLUDED IN PROPOSALS. SELCO is statutorily exempt for State and Local Sales tax and a permit number is not required.

8. LIABILITY: The successful proposer shall be liable for all damages incurred while in the performance of services pursuant to this request.

9. PATENTS, FRANCHISES, ETC.: The successful proposer agrees to protect SELCO from any claim involving patent right infringements, copyrights or sales franchises.

10. ADDENDA: In the event of a needed change in the requirements sent to the proposer, it is understood that all the foregoing terms and conditions shall apply to the addendum or addenda.

11. INSURANCE REQUIREMENTS: The contractor will be required to furnish SELCO with a certificate of insurance showing coverage limits not less than those listed below before providing services under this agreement if awarded the contract. The certificate of insurance will list the SELCO as an additional insured.

RFP Timeline and Key Dates The following timeline will be used for this Request for Proposal. Changes to the timeline will be provided as an addendum to this RFP.

· Release of RFP: (18 March 2024)

· Pre-Proposal/ Walk thru Session: (26 March 2024) at (10:00 AM) at SELCO’s Office, 100 Maple Ave., Shrewsbury, MA 01545

· Vendor Questions Due: (3 April 2024)

· Response to Vendor Questions: (9 April 2024)

· Vendor Proposals Due: (24 April 2024) (9:00AM)

· Vendor Presentation, if necessary: Week of (29 April 2024)

· Final Vendor Selection (6 May 2024)

· Contract Execution: Week of (13 May 2024)

· Project Launch: (20 May 2024) Scope of Work

5.1. General Scope of Services

The selected Installer will propose a fixed price to install a rooftop and carport solar PV system at 106 Maple Ave. Shrewsbury, MA, during a specified period (the “Project Period”). Respondents should be familiar with SELCO’s interconnection standards and requirements, and have established safety standards for working conditions and equipment. All RECs and other environmental credits will belong to the system owner, SELCO. MA prevailing wage applies.

The responsibilities of the vendor shall include but need not be limited to the following:

· Site assessment

· System design

· Permits and approvals

· Installation and scheduling

· Post-installation follow-up

· Regular and preventative maintenance

5.2. Specific Scope of Services

Bidders should provide a written description of their proposed approach that addresses each of the specific elements below.

PRE-INSTALLATION

i. Site Assessment The Installer will provide a site assessment (as appropriate) including PE stamped structural and electrical drawings and letters of assessments. The site assessment will evaluate the site’s suitability for solar PV, including shading, expected production onsite load, and any electrical, structural, or mechanical considerations issues. The Owner will provide existing structural and electrical assessments that were developed by a previous installer as evidence of the structural and electrical suitability of the site. This information is not intended to replace the bidder’s own due diligence. The successful bidder will verify.

ii. System Design The system design shall include all necessary work for a complete turn-key installation including (but is not limited to):

· Electrical engineering design

· structural approval letter

· all materials and equipment required for the installation, transportation

· labor

· system registration for renewable attributes and reporting

· automatic reporting of solar production, web-based system monitoring capability and ability to submit reports to the MassCEC Production Tracking System for purposes of claiming RECs, all metering equipment must meet the minimum accuracy and other requirements such as Ethernet access for reporting energy for Massachusetts Class 1 RECs

· a minimum of 20 years equipment warranties and 5 years workmanship warranties (10 years preferred).

Proposed Equipment:

Identify specifications for equipment that will be used for the project, including type and model of solar modules, inverters, racking, critter and snow guards, meters, and data acquisition systems along with manufacturer specification sheets and warranties. Only Tier 1 components may be used.

It is expected that the Installer will offer a well-known brand of solar module (panel).

Either a centralized inverter with panel level optimizers (preferred) or microinverters are expected along with online monitoring capabilities. If you propose a string inverter without optimizers, please explain the reasoning and expected production losses compared to a panel level optimized solution. If different system/quality options are recommended, please provide package prices for different level systems or alternatively standard price adders (per Watt or flat fee) for such upgrades. If the bidder determines that there is a better, more efficient way to meet the Owner’s requirements, please provide a second bid.

The inverter(s) shall be interconnected in front of the Police Station’s meter(s) (FTM) so that all production is exported to SELCO’s electric system.

Monitoring Web-based monitoring will be developed and maintained to display instantaneous kW; hourly and daily kWh generation; kW and kWh output on a monthly basis; and actual year-to-date and lifetime kWh. The web-based monitoring tool shall allow SELCO staff to download data in a spreadsheet format. All metering equipment shall meet the minimum accuracy and other requirements such as Ethernet access, needed to secure Mass Class 1 RECs. The web-based monitoring system shall be capable of reporting energy values to the MassCEC PTS for purposes of claiming RECs.

iii. Permits and Approvals As this is a turn-key project the Installer will be responsible for any and all permits including electrical, building, planning etc.

The Installer will also be required to file Solar Interconnection Application & Work Request with SELCO.

The respondent shall complete and submit to SELCO in a timely manner all documentation required to qualify each system for available government tax credit direct payment incentives.

INSTALLATION

Upon contracting, the Installer will be responsible for completing the project such that it is fully operational before 20 September 2024.

Installation schedule, staging, handling of panels, wiring, equipment and materials storage, electrical inspections, and all public safety considerations must be coordinated closely with the Police Department and Public Buildings to ensure minimal disruption to operations.

POST-INSTALLATION FOLLOW UP

The Installer will meet with the Owner (SELCO) to review system monitoring and operation.

Anticipated Project Timeline The following suggested project timeline is amendable to change based on the chosen consultant’s feedback.

Pricing Proposers must fully complete and submit Appendix A. Shrewsbury Police Station Solar PV Price Proposal Form.

The price proposal must include the following:

· A fixed price to complete Scope of Work.

· Hourly charge rates for each of the proposer’s project team members, to be applied if SELCO requests the completion of tasks that are outside the scope of work.

Statement of Qualifications The proposer must provide the following information:

1. General Contact Information: Firm name, address, and telephone number.

2. Key Contact Person: Name, email address, and direct phone number fora main contact person.

3. Names and addresses of all partners, officers, directors and any other person with an ownership interest greater than 5%.

4. Names of any Town of Shrewsbury officials or employees who are related to any of the partners, officers or directors of the firm or have any ownership interest in the firm.

5. Staffing: Biographies for each member of the proposed team, along with a description of each person’s project role. If different than the person listed in #2 above, identify the team member who will be SELCO's key contact for discussing SOW progress. If the proposer intends to hire additional staff in order to provide the proposed services, the proposal must describe the qualifications it will require of prospective employees.

6. Type of organization: a. Individual; b. Partnership, c. Corporation, or d. Joint Venture

7. If a joint venture proposal, provide the information for all parties to the joint venture.

8. Please indicate that your responses are in accordance with all applicable Massachusetts State Laws.

Proposals may include any other information which will help the Town understand and evaluate the proposer’s qualifications.

Minimum Criteria

1. The Proposer shall demonstrate that it maintains a current certification as a solar PV installer.

2. The Proposer shall have a minimum of five (5) years’ experience in developing, designing and installing solar PV systems.

3. The Proposer shall demonstrate that it possesses adequate financial strength and long-term viability to serve warranty claims and complete maintenance work.

4. The Proposer must describe how it proposes to approach the Scope of Work outlined in Section 4 above.

5. The proposer must provide at least 3 references associated with work performed within the last 5 years. Information for each reference should include entity’s name, location, work performed, a description of deliverables, service period, contact person, and contact person’s telephone number.

6. The proposer must discuss its experience and expertise relevant to the Comparative Evaluation Criteria.

7. The proposer must have completed the attached Price Proposal Sheet and included it in the sealed Price Proposal envelope.

8. The proposer must have completed the attached non-collusion, tax compliance certification.

Comparative Evaluation Criteria In addition to the minimum requirements set forth above, all Respondents must demonstrate that they have significant experience, knowledge and abilities with respect to solar PV installation and permitting, particularly in Massachusetts. The Owner will evaluate Responses based on criteria that shall include, but not be limited to, the following:

Proposals that fulfill the Minimum Criteria will be evaluated, scored, and ranked by a team of SELCO staff selected by the general manager. The objective of the evaluation process will be to determine to what extent each proposal would meet the Town of Shrewsbury’s requirements and expectations in providing Shrewsbury Police Station Solar PV services.

With respect to each evaluation criterion, proposals will be determined to be Highly Advantageous, Advantageous, Not Advantageous, or Unacceptable.

Evaluation Criteria Proposals will be evaluated by the Town using comparative criteria set forth as follows:

(iii) Personnel Qualifications and Availability. Specialized experience is required of the proposed project personnel to undertake the work assignments. Proposals must clearly demonstrate the capability, academic background, training, certifications and experience of the proposed personnel. The availability of the proposed staff is also of crucial importance and must be demonstrated. The work assignments addressed should, at a minimum, include design and construction of rooftop arrays, procurement of supplies for the size appropriate for the rooftops described herein, and operation and maintenance. Specific project responsibility of staff to be assigned to this project must be included, as well as professional background and caliber of previous experience of key persons and of each consultant or sub-contractor to be assigned to this project.

If sub-consultants or sub-contractors will be employed, the portions of the project to be sub-consulted or sub-contracted must be identified. Similar information on personnel qualifications and availability of the sub-consultants and sub-contractors must be provided. The qualifications of the entire team will be evaluated.

(iv) Manufacturers’ Qualifications and Experience. Strong qualifications, financial stability, extensive experience and a track record of high quality, reliable performance are required of the manufacturers producing key system components, which include the panels, mounting systems, inverters and data acquisition systems. Proposals must clearly demonstrate the financial stability, experience, qualifications and track records that the manufacturers of these components bring to their production and delivery.

(v) Performance Record of Proponent. A list of references from all projects in the last three years of a similar nature, magnitude and complexity; references must include telephone number and affiliation, as well as a brief explanation of referenced work. The proponent shall indicate the individuals on staff who had responsibility for each project and whether or not these people are still employed by the proponent.

(vi) Project Understanding. The proponent must demonstrate a comprehension of the role and function of this contract in meeting the needs of the project. In addition to the understanding of the scope and approach, the proponent must demonstrate the following, which will be considered in the selection:

(vii) Financial Stability. The proponent must provide evidence to demonstrate its financial stability. Such evidence may include audited, reviewed or compiled financial statements, or credit reports by companies like Dun and Bradstreet, or other similar documents.

a. Unacceptable:

No proposal

(viii) Solar Design Considerations. The proponent must provide sketches of the proposed installations indicating creative measures employed to mitigate site and facility impact where practicable. Please include any suggestions that may also advance the goals of this RFP.

(ix) Thoroughness of Proposal

(x) Cost Effectiveness

Project Award A Review Panel appointed by the General Manager will review the proposals. The evaluation process will take place in two steps. First, those proposals meeting the minimum criteria will be ranked in terms of their responses to the evaluation criteria.

Proposers may be required to make an oral presentation. Presentations may be made in person or via video conference. Presentations will be limited to One (1) hours. The first half hour will be allocated to a formal presentation by the proposer. The balance of the presentation period will be devoted to questions by and discussions with representatives of the Issuer.

Attendance must include the individual who will be the proposer's key contact. The Issuer may disqualify a proposer on the basis of its refusal to honor its request for an oral presentation. Results of the oral presentations will be used in the process of ranking the proposers, based on the relevant evaluation criterion, above.

Secondly, price proposal envelopes will be opened, and proposals will be judged by taking into consideration price and the responses to the evaluation criteria. SELCO reserves the right to make any inquiries about the proposer to facilitate this process.

In these matters, the judgment of SELCO will be binding, conclusive, and final.

SELCO’s Right to Reject Proposals SELCO reserves the right to reject any or all proposals if it is in Town of Shrewsbury’s interest to do so.

SELCO may consider informal any proposal not prepared and submitted in accordance with the provisions hereof and may waive any informality or reject any and all proposals, should SELCO deem it to be in Town of Shrewsbury’s interest.

SELCO may also reject proposals which in its sole judgment are incomplete, conditional, obscure, or not responsive or which contain additions not called for, erasures not properly initialed, alterations or similar irregularities, or SELCO may waive such omissions, conditions or irregularities, if considered minor.

Contract Provisions Contract award will be made within sixty (60) calendar days after the date for receiving proposals, unless mutually agreed to by SELCO and the proposers. Proposals may not be withdrawn within that time.

SELCO reserves the right to cancel the contract at any time for any reason. If the contract is cancelled, the proposer will be paid for all work completed through the date of contract cancellation.

Certificates of Insurance Certificates of Insurances shall be filed with SELCO within 10 business days of the signing of a contract in the following categories and amounts:

· General Liability of at least $1,000,000 Bodily Injury and Property Damage Liability, Combined Single Limit with a $2,000,000 Annual Aggregate Limit. The Town should be named as an "Additional Insured".

· Automobile Liability (applicable for any contractor who has an automobile operating exposure) of at least $1,000,000 Bodily Injury and Property Damage per accident. The Town should be named as an "Additional Insured".

· Workers' Compensation Insurance as required by law.

· Professional Liability of at least $1,000,000/occurrence, $2,000,000 aggregate. The Town should be named as an Additional Insured.

· Umbrella Liability of at least $5,000,000 per occurrence, $5,000,000 in aggregate. The Town should be named as an Additional Insured.

The Certificates of Insurance shall be from an insurance company that is an admitted carrier in Massachusetts and has an A.M. Best rating of “A” or better.

The Contractor and all Subcontractors waive subrogation rights against SELCO for all losses.

The Contractor shall notify SELCO within 10 days in the event that any or all of these Certificates of Insurance are cancelled.

SELCO: (RFP 2024-1 Shrewsbury Police Station Solar PV Project)

CERTIFICATE OF NON-COLLUSION

The undersigned certifies under penalties of perjury that this bid or proposal has been made and submitted in good faith and without collusion or fraud with any other person. As used in this certification, the word “person” shall mean any natural person, business, partnership, corporation, union, committee, club, or other organization, entity, or group of individuals.

(Print Name of person signing the proposal)

(Signature of person signing the proposal)

(Print Name of Business)

(Date)

CERTIFICATE OF TAX COMPLIANCE

Pursuant to Chapter 62C of the Massachusetts General Laws, Section 49A(b), I, ______________________________, authorized signatory for

___________________________________, do hereby certify under the pains and penalties (Name of Contractor) of perjury that said contractor has complied with all laws of the Commonwealth of

Massachusetts relating to taxes, reporting of employees and contractors, and withholding and remitting child support.

CONTRACTOR

By: _____________________________________ (Signature of Authorized Representative)

Title: ____________________________________

(Date)

PROPOSER INFORMATION FORM

The undersigned has read the Request for Proposals (RFP) and has carefully examined all specifications/evaluation criteria therein.

The undersigned acknowledges the following Addenda and certifies that this proposal includes consideration thereof:

Addendum No. __ __, Date: ____________, 2024

The undersigned acknowledges that SELCO may reject all proposals, or waive portions of the RFP for all proposals, if it deems it in the best interests of the public.

Signature: __________________________________________________________

Proposer information:

Name: _____________________________________________________

Title: ______________________________________________________

Organization: _______________________________________________ Organization Address: ________________________________________ Phone Number: ______________________________________________ Email Address: ________________________________________________ Date: _____________________________

Appendix A. (Shrewsbury Police Station Solar PV Project) Price Proposal Form Fixed Price to complete Scope of Work Items 1: $________________________________ Fixed Price (in Words): __________________________________________________

Hourly charge rates for each of the proposer’s project team members, to be applied if SELCO requests the completion of tasks that are outside the scope of work. (Note: Hourly charge rates will not be included in evaluation of project pricing).

Proposer’s Signature: ________________________________________________________

Proposer’s Name: ___________________________________________________________ Proposer’s Company: ________________________________________________________

Proposer’s Phone Number: ___________________________________________________

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