RFQ 5100.pdf

PDF 437 KB Posted Jan 6, 2022

Attached to: Solar Modules
Solicitation number: 5100-0-2022-BG
Issued by: Wisconsin

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Written by GovTribe AI · Nov 19, 2025

This Request for Quotation (RFQ #5100-0-2022-BG) is issued by the City of Madison, Wisconsin, Engineering Department through the Finance Department's Purchasing Services division. The City seeks quotations for 1,550 solar modules, each with a minimum capacity of 380 watts. All modules must be identical in make and model and meet specific technical requirements including monocrystalline or polycrystalline 5-busbar configuration, 72 cells (or 144 half cells), minimum 19% efficiency at Standard Test Conditions, MC4 connectors, and a 5% power output tolerance. Acceptable manufacturers are limited to Canadian Solar, Hanwha Q Cells, Heliene, REC, and Trina Solar. Quotations were due on Thursday, January 20th, 2022, at 2:00 PM CST, with electronic submissions required via email to bids@cityofmadison.com. Delivery must occur to 200 North First Street, Madison, Wisconsin 53704, with a minimum of 20% of the order per delivery, at least 40% delivered by March 31st, 2022, and all modules delivered by May 31st, 2022.

All pricing must include shipping charges with FOB delivery to Madison. The modules must be accompanied by a 25-year linear power output warranty (guaranteeing at least 97% nominal power in the first year and 80% in the 25th year) and a 10-year product materials and workmanship warranty provided directly by the manufacturer. The City reserves the right to award the contract based on criteria including cost, quality, compatibility, warranty terms, delivery capability, and past performance. The City of Madison offers a local vendor preference policy for registered suppliers, and bidders may submit quotes for all or part of the total quantity requested. After the bid due date, quotes are binding for 90 days or as otherwise specified by applicable law.

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Rev. 07/28/2016-RFQ.doc Page 1

Finance Department David P. Schmiedicke, Finance Director City-County Building, Room 406 Purchasing Services 210 Martin Luther King, Jr. Boulevard Madison, Wisconsin 53703 Phone: (608) 266-4521 Fax: (608) 266-5948 finance@cityofmadison.com www.cityofmadison.com/finance/purchasing

REQUEST FOR QUOTATION

RFQ #: 5100-0-2022-BG

For: Solar Modules

Released Date: Thursday, January 6th, 2022

Due Date: Thursday, January 20th, 2022 @ 2:00 PM CST

City Agency: Engineering

Method of Delivery Options

Email Quotation to: bids@cityofmadison.com

1 GENERAL CONDITIONS AND INSTRUCTIONS TO BIDDERS

1.1 Applicable Terms and Conditions

• Products or Equipment. All quotations for supplies and/or equipment must be submitted in accordance with the specifications contained in this solicitation and City of Madison Standard Terms and Conditions.

• Services. All quotations for services must be submitted in accordance with; the specifications contained in this solicitation, City of Madison Standard Terms and Conditions, and Purchase of Services Contract.

• Copies. Copies of above-referenced forms are available from the Purchasing Office or from the following links:

www.cityofmadison.com/finance/documents/STC.pdf www.cityofmadison.com/finance/documents/ConditionsofPurchasePO.pdf www.cityofmadison.com/attorney/documents/posContract.doc

1.2 Delivered Prices Only

Prices quoted must include shipping charges, FOB Madison.

1.3 Substitutes

If offering a substitute item, include manufacturer, number, model, specifications and product literature.

The City will evaluate substitutes and make the final determination of equivalency.

mailto:finance@cityofmadison.com http://www.cityofmadison.com/finance/purchasing mailto:bids@cityofmadison.com http://www.cityofmadison.com/finance/documents/STC.pdf http://www.cityofmadison.com/finance/documents/ConditionsofPurchasePO.pdf http://www.cityofmadison.com/attorney/documents/posContract.doc

REQUEST FOR QUOTATION RFQ # 5100-0-2022-BG

RFQ.doc Page 2

1.4 Partial Order

Unless otherwise noted, it will be assumed that bidder will accept an order for all or part of the items priced.

1.5 Award

The City will award the bid to the responsive and responsible bidder whose bid is most advantageous to the City. In determining the most advantageous bid, the City will consider criteria such as, but not limited to, cost, quality/workmanship, compatibility, standardization, major and minor exceptions to our specifications, superior design features, warranty, delivery, past experience, installation, equality, discount, customer satisfaction, bidder’s past performance and/or service reputation, and service capability. The City may opt to establish alternate selection criteria to protect its best interest or meet performance or operational standards. After the due date, no quotes may be withdrawn for a period of 90 days or as otherwise specified or provided by law.

2 CONTACTS

Technical: For questions regarding technical specifications.

William McMahon City of Madison Engineering

(608) 261-9654 wmcmahon@cityofmadison.com

Buyer: For questions regarding instructions, terms & conditions.

Brittany Garcia City of Madison Purchasing Services

(608) 243-0529 bids@cityofmadison.com

3 BID DISTRIBUTION NETWORK

Please note that the City no longer maintains an in-house bidders' list. Notification of bid opportunities, addenda, tabulations and awards will only be made to subscribers via these networks.

State of Wisconsin VendorNet System:

State of Wisconsin and local agencies bid network. Registration is free.

http://vendornet.state.wi.us/vendornet

DemandStar by Onvia: National bid network – Free subscription is available to access bids from the City of Madison and other Wisconsin agencies, participating in the Wisconsin Association of Public Purchasers (WAPP). A fee is required if subscribing to multiple agencies that are not included in

WAPP.

Bid Opportunities: www.cityofmadison.com/finance/purchasing/bidDemandStar.cfm

Home Page: www.demandstar.com

To Register: https://www.demandstar.com/app/registration

Please note when registering: Pick the Wisconsin Association of Public Procurement (WAPP) to select all current Wisconsin government agencies.

mailto:bids@cityofmadison.com http://vendornet.state.wi.us/vendornet http://www.cityofmadison.com/finance/purchasing/bidDemandStar.cfm http://www.demandstar.com/ https://www.demandstar.com/app/registration

REQUEST FOR QUOTATION RFQ # 5100-0-2022-BG

RFQ.doc Page 3

4 LOCAL VENDOR PREFERENCE

The City of Madison has adopted a local preference purchasing policy granting a scoring preference to local suppliers. Only suppliers registered as of the bid’s due date will receive preference. Learn more and register at the City of Madison website.

www.cityofmadison.com/business/localPurchasing

5 SPECIFICATIONS

The City of Madison is seeking quotes for Solar Modules with a total quantity of 1550 modules. The individual modules must be at least 380 W. All modules quoted must be the same make and model.

Proposed modules must meet the following minimum specifications:

Module:

• Monocrystalline or Polycrystalline 5-busbar.

• Monofacial

• 72 cells (or 144 half cells) per module.

• Efficiency of at least 19% at STC.

• ±5% power output tolerance.

• MC4 connectors. If module has a different type of connector, please supply 1600 extra male connectors and 1600 extra female connectors.

• Standard Test Conditions (STC) of irradiance of 1000 W/m^2, spectrum AM 1.5, and cell temperature of 25°C.

• Acceptable Manufacturers: Canadian Solar, Hanwha Q Cells, Heliene, REC, Trina Solar.

Warranty:

• 25-year Linear Power Output Warranty. At least 97% of nominal power during the first year, 1 linear degradation each year with at least 80% of nominal power in 25th year.

• 10-year product materials and workmanship warranty.

• Warranty must be provided by manufacturer, not through a third party.

Delivery:

• Delivery to: 200 N First Street, Madison, WI 53704.

• Call Engineering Operations at 608-266-4430 at least 24 business hours prior to delivery.

• Modules can be supplied in multiple deliveries with a minimum of 20% of order per delivery. At least 40% of modules must be delivered by March 31st 2022. All modules must be delivered by May 31st 2022.

http://www.cityofmadison.com/business/localPurchasing

Rev. 07/28/2016-FormA-PriceProposal.doc

Form A: Price Proposal

RFQ #: 5100-0-2022-BG Solar Modules This form must be returned with your response.

Complete the requested information and return via instructions on Page 1 of RFQ. Bidder hereby offers:

Item Quantity Description Unit Price Extended Price

1. 1550 Solar Modules

Please provide the following info:

Manufacturer:

Model:

W per Module: ______________________

2. 1 Delivery to 200 N First Street, Madison, WI 53704.

ARO: After Receipt of Order

Above bid submitted by:

COMPANY NAME

Rev. 07/28/2016-FormB-BidderInfo.doc

Form B: Bidder Information

RFQ #: 5100-0-2022-BG Solar Modules This form must be returned with your response.

BIDDER INFORMATION

COMPANY NAME

ADDRESS CITY STATE ZIP

BIDDER’S NAME TITLE

SIGNATURE TELEPHONE NUMBER

DATE FAX NUMBER

LOCAL VENDOR STATUS

CHECK ONLY ONE:

Yes, we are a local vendor and have registered on the City of Madison website under the following category: www.cityofmadison.com/business/localPurchasing

No, we are not a local vendor or have not registered.