RFR_Solar_Array_Inspection_Services.doc

The Commonwealth of Massachusetts

Executive Office For Administration and finance

Division of Capital Asset Management and Maintenance

One Ashburton Place, 15th Floor, Boston, Massachusetts 02108-1552

Request for Response (RFR) Document Title: Solar Array Inspection Services ASK "RFR Number/Document Number" \* MERGEFORMAT Agency Document Number: FAC91designatedDCAMM COMMBUYS Bid #: BD-15-1019-DCP08-ENR01-00000004713 July 8, 2015

11.

RFR Introduction and General Description

11.1 Procurement Scope and Description

11.2 Applicable Procurement Law

11.3 Number of awards

11.4 Adding Contractors after initial Statewide Contract award

21.5 Eligible Entities

21.6 Acquisition Method(s)

21.7 Contract Duration

21.8 Performance and payment time frames which exceed Contract duration

21.9 Estimated Value of the Contract

32.

Estimated Procurement Calendar

42.1 Written questions via the Bid Q&A on COMMBUYS

52.2 Locating Bid Q&A

52.3 Pre Bid Conference

52.4 Online Bid Submission Training

52.5 Bid Submission

52.6 Bid Evaluation

63.

Specifications

63.1 Bidder Qualifications

63.1.1 Company Experience

73.1.2 Insurance Requirement for this RFR

73.1.3 References and Reference Information and Related Requirements

73.1.4 Employee Requirements

73.1.5 Sample Billing Statement or Invoice

73.2 Service Specifications

73.2.1 Service Scope

93.2.2 Overview of Required Services

93.3 Compensation Structure and Pricing

93.3.1 Pricing Model

103.3.2 Contract Pricing

113.3.3 Prompt Payment Discounts (PPD)

113.3.4 Statewide Contract Administration Fee

113.3.5 Prevailing Wage

113.3.6 Ferry Expenses for Services to Nantucket and Martha’s Vineyard

113.3.7 Price adjustments

123.4 Supplier Diversity Program (SDP) Plan

123.4.1 Supplier Diversity Program Subcontracting Policies

133.5 Requirements for Doing Business after a Contract Has Been Awarded

133.5.1 Task Order Process

133.5.2 Additional Document Security Requirements

143.5.3 Security and confidentiality

143.5.4 Brand name or equal

143.5.5 Emergency response plans/preparedness

143.5.6 Participation in the OSD’s Annual Marketing Event, MASSbuys

153.5.7 Executive Order 515, Establishing an Environmental Purchasing Policy

153.5.8 Statewide Contract Administration Fee and Report

184.

Evaluation criteria

184.1 Mandatory requirements

184.2 Desirable specifications

184.3 Alternatives

184.4 Evaluation components

205.

HOW TO SUBMIT A QUOTE / RESPOND TO THIS BID

205.1 General Guidelines for Response Submission

205.2 Response Submission Requirements

205.3 Quote Submission Method

215.4 Special Instructions regarding Bid Item

215.5 COMMBUYS Quote Submission Training and Instructions

215.6 COMMBUYS Support

215.7 Bid Opening Date/Time

225.8 Quote Contents

225.8.1 Additional Quote Terms

225.9 Quote Materials

225.9.1 Electronic Signatures

225.9.2 Ink Signatures

235.10 Limits and Restrictions

235.10.1 File Naming Conventions

235.10.2 File Format Restrictions

235.10.3 Marking Attachments as Confidential

235.11 Withdrawing a Quote

235.11.1 Prior to Bid Opening Date/Time

245.11.2 After Bid Opening Date/Time

256.

APPENDIX 1 – Required Terms for all Statewide RFRs

256.1 General Procurement Information

256.1.1 Access to security-sensitive information

256.1.2 Alterations

256.1.3 Bidder’s Contact Information

256.1.4 COMMBUYS Market Center

266.1.5 COMMBUYS Subscription

266.1.6 Multiple Quotes

266.1.7 Quote Content

266.1.8 Costs

276.1.9 Electronic Funds Transfer (EFT)

276.1.10 Executive Order 509, Establishing Nutrition Standards for Food Purchased and Served by State Agencies

276.1.11 Minimum Quote Duration

276.1.12 Ownership of Submitted Quotes

276.1.13 Prohibitions

276.1.14 Public Records Law

286.1.15 Reasonable Accommodation

286.2 Evaluation – Best Value Selection and Negotiation

286.3 Terms and Requirements Pertaining to Awarded Statewide Contracts

286.3.1 Commonwealth Tax Exemption

286.3.2 Contractor’s Contact Information

286.3.3 Contractual Status of Orders and Service Contracts

286.3.4 Emergency Standby Commodities and/or Services

286.3.5 HIPAA: Business Associate Contractual Obligations

296.3.6 Pricing: Federal Government Services Administration (GSA) or Veteran’s Administration Supply

296.3.7 Pricing

296.3.8 Publicity

296.3.9 SaveSmart Program ($ave$mart)

306.3.10 Statewide Contractor Marketing Requirements

306.3.11 Subcontracting Policies

306.3.12 Transaction Fee

317.

APPENDIX 2 – instructions for Execution and Submission of Commonwealth Standard Forms

317.1 Commonwealth Standard Contract Form

317.2 Commonwealth Terms and Conditions

327.3 Request for Taxpayer Identification Number and Certification (Mass. Substitute W9 Form)

327.4 Contractor Authorized Signatory Listing

327.5 Supplier Diversity Program (SDP) Plan Form #2 – Declaration of SDP Partners

337.6 Supplier Diversity Program (SDP) Plan Form #1 – SDP Plan Commitment

337.7 Additional Environmentally Preferable Products / Practices

337.8 Prompt Payment Discount Form

337.9 Business Reference Form

348.

APPENDIX 3 - Instructions for Vendors Responding to Bids Electronically through COMMBUYS

379.

GLOSSARY

379.1 Definitions Specifically Related to This Solicitation

379.2 General Definitions

1. RFR Introduction and General Description

1.1 Procurement Scope and Description

The Commonwealth of Massachusetts Division of Capital Asset Management and Maintenance (“DCAMM”) is soliciting Bidders for the Inspection of all publically owned Solar arrays, which are located throughout the Commonwealth. There will be two types of inspections performed: a comprehensive inspection, usually taking place at five year intervals, which evaluates the arrays at the string level, and a yearly inspection, which is primarily based on performance at expected levels based on the array parameters. Where applicable and approved by the system owner, minor repairs may be made. Successful bidders must have extensive experience with Solar commissioning and inspection services, as well as I-V Curve tracing, troubleshooting, and it is desirable that bidders be capable of performing minor repairs. Each Commonwealth Agency and eligible entity is responsible for executing its own purchase orders and paying its own invoices for goods and/or services acquired from this Statewide Contract. Contractors will be responsible for marketing their goods and/or services to Commonwealth Agencies and other eligible entities.

COMPREHENSIVE INSPECTIONS

This type of inspection shall cover all aspects of the array. The visual inspection shall look at all components of the array and check for any defects, wear and tear, or changes to the array that may take away from the safe operation of the array or the performance thereof. The electrical testing shall include a string level I-V Curve Trace , as well as a full inspection of all the electronic components of the array. There shall also be an infrared scan of the modules to evaluate performance at the cell level, on a percentage of the modules, but specifically on those that have indications of poor performance in the I-V Curve Output File. An IR camera shall also be used to inspect the electrical connectivity to locate loose or failing connections. Calibration shall be recommended on all meteorological and monitoring equipment, as prescribed by the manufacturer. A report shall be provided showing actual vs. estimated production.

ANNUAL INSPECTIONS

This type of inspection shall be a low level performance inspection. The Data Acquisition System (“DAS”) shall be used to compare monthly output reports with PVWATTs or PVSYST performance estimates. A graphical report shall be provided showing the actual performance compared with the estimate. The inspector shall make recommendations for further testing and/or a site inspection if there is an indication that the array may be operating below estimated production without a good reason

1.2 Applicable Procurement Law

This Bid is issued under MGL c. 7, § 22; c. 30, § 51, § 52; 801 CMR 21.00 (Goods and Services), and Chapter 30B.

1.3 Number of awards

The target maximum number of Contractors for this RFR this is up to four (4). This is a target number, and DCAMM may award more or fewer Contracts if it is in the best interests of the Commonwealth to do so.

1.4 Adding Contractors after initial Statewide Contract award

If over the life of the Contract, DCAMM determines that additional Contractors should be added, these may first be drawn from qualified companies which responded to this Solicitation but were not awarded contracts. If necessary to meet the requirements of DCAMM, the Solicitation may be reopened to obtain additional bids.

1.5 Eligible Entities

Any Contract resulting from this Bid will be open for use by the following types of entities:

1. Cities, towns, districts, counties and other political subdivisions;

2. Executive, Legislative and Judicial Branches, including all Departments and elected offices therein;

3. Independent public authorities, commissions and quasi-public agencies;

4. Local public libraries, public school districts and charter schools;

5. Public hospitals owned by the Commonwealth;

6. Public institutions of higher education;

7. Public purchasing cooperatives;

8. Non-profit, UFR-certified organizations that are doing business with the Commonwealth;

9. Other states and territories with no prior approval by the State Purchasing Agent; and

10. Other entities when designated in writing by the State Purchasing Agent.

Each eligible entity is responsible for executing its own purchase orders and paying its own invoices for goods and/or services acquired from this Contract. Contractors will be responsible for marketing their goods and/or services to Commonwealth Agencies and other eligible entities.

1.6 Acquisition Method(s)

The acquisition method to acquire goods and/or services from this Solicitation is Fee for Service.

1.7 Contract Duration

The initial term of this Contract is two years. In addition, this Contract has up to three options to renew of up to one year each with a maximum Contract term of five years (including the initial term and all possible renewal options).

DCAMM reserves the right to remove awarded firms from this contract at any time for poor performance or if it is the best interest of the Commonwealth to do so. DCAMM also reserves the right to award only the Comprehensive Inspection portion of the contract, thereby decreasing the Contract Duration from five (5) years to one (1) year.

1.8 Performance and payment time frames which exceed Contract duration

All term leases, rentals, maintenance or other agreements for services entered into during the duration of this Contract and whose performance and payment time frames extend beyond the duration of this Contract shall remain in effect for performance and payment purposes (limited to the time frame and services established per each written agreement). No written agreement shall extend more than six months beyond the final termination date of this Statewide Contract. No new agreements for services may be executed after the Contract has expired.

1.9 Estimated Value of the Contract

The Commonwealth has approximately four megawatts (“4 MW”) of Solar installed on State owned facilities, as well as other client agencies. Many of these arrays are reaching their five year mark since they were commissioned. Therefore, they all need to be inspected to see if Re- or Retro-Commissioning is needed. The same is true for many installations in cities and towns throughout the Commonwealth.

2. Estimated Procurement Calendar

Pre-Bid Conference (in person and via webinar) In Person:

Bid Conference Room One Ashburton Place, Mezzanine, Room 220 Boston, MA 02108

Please check in at security.

Webinar Participation: please go to: https://commonwealthofmass.centurylinkccc.com/CenturylinkWeb/DmitriyNikolayev Then follow these steps:

1. Select “Enter as a Guest,” enter your name and email and click “Join Meeting”

2. On the following screen (after a delay), enter your phone number into the “Connect to the Meeting” box and click “Connect me.” The system will call your phone and you will hear everything that will be said at the meeting.

3. Back-up option for dialing into the conference line. If you are unable to connect to the audio automatically, please use the following number to dial in and listen to what is said at the meeting.

Dial-in Number: 1-720-279-0026 Participant Code: 499023#

07/21/2015

10:00 AM

Training for Online Submission (in person and via webinar) Bidders are strongly encouraged to attend a training session to learn how to submit a response to this bid. The schedule contains two types of sessions:

· Instructor Led Training: “COMMBUYS - How to Locate and Respond to Bids (Seller ILT Session)”

· Webinar: “COMMBUYS - How to Locate and Respond to Bids (Seller Webinar)” Multiple dates and times. See http://www.mass.gov/anf/docs/osd/training/seller-schedule-2015-7-1-2015.pdf for dates and registration information.

Continued on the next page ->

2:00 PM

Times are Eastern Standard/Daylight Savings (US), as displayed on the COMMBUYS system clock displayed to Bidders after logging in. If there is a conflict between the dates in this Procurement Calendar and dates in the Bid’s Header, the dates in the Bid’s Header on COMMBUYS shall prevail. Bidders are responsible for checking the Bid record, including Bid Q&A, on COMMBUYS for Procurement Calendar updates.

2.1 Written questions via the Bid Q&A on COMMBUYS

The “Bid Q&A” provides the opportunity for Bidders to ask written questions and receive written answers from DCAMM regarding this Bid. All Bidders’ questions must be submitted through the Bid Q&A found on COMMBUYS (See “Locating Bid Q&A,” below). Questions may be asked only prior to the Deadline for Submission of Questions stated in the Estimated Procurement Calendar. The issuing department reserves the right not to respond to questions submitted after this date. It is the Bidder’s responsibility to verify that the questions entered into the Bid Q&A are recorded in COMMBUYS and appear on the Bid Q&A page.

Please note that any questions submitted to DCAMM using any other medium (including those that are sent by mail, fax, email or voicemail, etc.) will not be answered. To reduce the number of redundant or duplicate questions, Bidders are asked to review all questions previously submitted to determine whether the Bidder’s question has already been posted.

Bidders are responsible for entering content suitable for public viewing, since all of the questions are immediately accessible to the public. Bidders must not include any information that could be considered personal, security sensitive, inflammatory, incorrect, collusory, or otherwise objectionable, including information about the Bidder’s company or other companies. DCAMM reserves the right to edit or delete any submitted questions that raise any of these issues or that are not in the best interest of the Commonwealth or this Bid.

All answers are final when posted. Any subsequent revisions to previously provided answers will be dated.

It is the responsibility of the prospective Bidder and awarded Contractor to maintain an active registration in COMMBUYS and to keep current the email address of the Bidder’s contact person and prospective contract manager, if awarded a contract, and to monitor that email inbox for communications from the Purchasing Department, including requests for clarification. The Purchasing Department and the Commonwealth assume no responsibility if a prospective Bidder’s/awarded Contractor’s designated email address is not current, or if technical problems, including those with the prospective Bidder’s/awarded Contractor’s computer, network or internet service provider (ISP) cause email communications sent to/from the prospective Bidder/Awarded contractor and the Purchasing Department to be lost or rejected by any means including email or spam filtering.

2.2 Locating Bid Q&A

Log into COMMBUYS, locate the Bid, acknowledge receipt of the Bid, and scroll down to the bottom of the Bid Header page. The “Bid Q&A” button allows Bidders access to the Bid Q&A page.

2.3 Pre Bid Conference

The Pre Bid Conference is the physical, web or telephone conference conducted by DCAMM for the purpose of informing prospective Bidders about general Bid information and answering questions from prospective Bidders. Attendance is strongly encouraged. Please refer to the Pre Bid Conference section of the Header Information for this Bid in COMMBUYS for any updated information, including the location, time and date of the Bidders’ Conference.

2.4 Online Bid Submission Training

Only responses submitted electronically through COMMBUYS will be accepted. All Bidders interested in responding to this RFR are strongly encouraged to attend a training on electronic Quote submission. Please refer to the Estimated Procurement Calendar (RFR Section 2) for the date, time, location, RSVP deadline and instructions for the training.

2.5 Bid Submission

The process and requirements for bid submission are described in RFR Section 5, How to Submit a Bid Response.

2.6 Bid Evaluation

Information on the evaluation process is provided in RFR Section 4, Evaluation Criteria.

3. Specifications The Commonwealth of Massachusetts Division of Capital Asset Management and Maintenance (“DCAMM”) is soliciting Bidders for the Inspection of all state owned Solar arrays, which are located throughout the Commonwealth. There will be two types of inspections performed: a comprehensive inspection taking place the first year and every five years thereafter, which evaluates the arrays at the string level; and a yearly inspection, which is primarily based on performance at expected levels based on the array parameters; and where applicable and approved by the system owner, minor repairs may be made.

3.1 Bidder Qualifications

3.1.1 Company Experience

· Bidders must have a minimum of three years of experience providing the services covered in this RFR. If the Bidder does not meet this requirement, but the principals have a minimum of three years combined experience providing the services covered in this RFR, then the SSST will review the Bidder’s experience and at its sole discretion determine if the Bidder qualifies.

· Bidders shall provide a description of the firm, including its size, number of employees, business hours and office location(s). A brief history of the firm emphasising its services to the public and private Solar and renewable energy industry and all other names under which it has done business.

· Bidders must have an electrician with a valid Massachusetts licence on staff or through a sub-contractor. It is desirable that the Bidders have a licenced Electrical Engineer on staff or through a sub-contractor.

· Bidders must have Infrared (“IR”) camera/s and experience in their use as they relate to Solar cell inspection.

· Bidders must have the ability to complete an I-V curve trace (preferably Solmetric’s PVA-600 or PVA-1000) in order to determine the performance of each string, as well as each module, if a string is found to be operating below expected levels under various weather conditions.

· Bidders must have extensive knowledge and demonstrated experience in inspection and troubleshooting of Solar arrays.

· Bidders must have knowledge and experience in the installation, O&M, and monitoring of Solar arrays.

· Bidders must have knowledge and experience in all types of Solar racking – rooftop ballasted racking, ground mount piles, ground screws, and ballasted racking, as well as Sun tracking equipment.

· It is desirable that Bidders have experience in design and construction of Solar array, and it is further desirable that Bidders be able to perform minor repairs.

· Bidders shall provide a list of the equipment the firm has on its premises and information about whether the firm has in-house capabilities to provide all requested services.

· Bidders shall provide examples of the types of issues discovered in prior experience with this type of contracted work.

· Bidders shall provide resumes of the following individuals in the company: CEO, Director of Engineering or similar title, Engineer or similar title (the person or persons who will do the actual inspections), and Electrician (the person or persons who will do the actual inspections).

3.1.2 Insurance Requirement for this RFR

The Successful Bidder shall keep in force, at their sole cost and expense, during the full term of this Contract, the following insurance policies:

Comprehensive public liability insurance insuring the Contractor against all claims and demands for personal injury or damage to property. Said insurance shall be written on an occurrence basis to afford protection in the amount of one million dollars ($1,000,000) combined single limit for personal and bodily injury and death and for property damage, with a so-called "broad-form" endorsement and contractual liability coverage. Said insurance policy or policies shall name the Commonwealth of Massachusetts as an additional insured, and shall contain a provision stating that such coverage shall not be cancelled, reduced or otherwise materially altered without at least ten (30) days prior written notice to the Commonwealth of Massachusetts.

Vehicle Liability Insurance covering each vehicle of the Contractor in an amount not less than the compulsory coverage required in Massachusetts.

Workers compensation insurance covering the Contractor’s employees in such amounts as are required by law.

The insurance coverage required by this Section shall be by standard policies, obtained from financially sound and responsible insurance companies authorized to do business in Massachusetts. Said insurance policies shall name the Commonwealth of Massachusetts as an additional insured. In the event the Contractor fails to obtain any of the insurance coverage required, or if any of the required insurance policies is cancelled, it shall be grounds for immediate termination.

The Contractor shall submit a certificate of insurance acceptable to DCAMM prior to the execution of this Contract. The Certificate shall show each type of insurance, insurance company, policy number, amount of insurance, and policy effective and expiration dates.

3.1.3 References and Reference Information and Related Requirements

Bidders are to provide a list of at least three (3) current clients within the public or private Solar and renewable energy industry for which they have provided services within the last 2 years that are similar to those sought in this RFR.

3.1.4 Employee Requirements

· Bidders are to provide a statement of the company’s equal opportunity and personnel management philosophy and a description of the steps the company would take to ensure that only the most qualified individuals are employed to provide services under this contract.

· Background/CORI checks may be required after bidder is awarded for individuals who will be performing on-site inspections during the contract period, or as otherwise required by DCAMM or other eligible entities.

3.1.5 Sample Billing Statement or Invoice

Bidders are to provide a sample of a billing statement or invoice they have generated for services similar to those requested in this RFR.

3.2 Service Specifications

3.2.1 Service Scope

COMPREHENSIVE INSPECTIONS

The Following Items Shall Be Evaluated as Part of the Comprehensive Inspection:

· Visual inspection of the array, look for the following:

· loose attachments, broken glass or other damage to modules;

· obvious discoloration to the glass (losing transparency);

· nesting or other signs of pest infestation;

· damaged or frayed wires (exposed and in combiner boxes);

· damage to the NEMA equipment that provides its rating (dry-rot, torn or damaged seal);

· mounting system (ground mount should be checked for sinking of the array or erosion;

· roof mounted/ballasted arrays should be checked for crumbling of the concrete ballast, condition of the ballast troughs);

· excessive rust, damage or ware of any kind that may affect the life of the array on all structural components of the array; and

· grounding (check for solid attachment to lugs and continuity with the equipment ground).

· Electrical Testing

· Every string shall be tested with an I-V Curve Tracer . The data accumulated shall be recorded and maintained by the successful bidder for the life of the contract. This data shall be turned over to the system owner and the contract manager after the COMPREHENSIVE INSPECTION. The I-V Curve Tracer has a digital output file, which shall be turned over to the system owner and contract manager for installation at state facilities without any form of password protection, so that the system owner and contract manager may manipulate the data as needed.

· Combiner Boxes (Inside) shall be checked with the inverter disconnected for safety. The fuses shall be tested and all hardware shall be checked to ensure that they are solidly in place within the combiner box. Check to ensure that grounding is solidly attached and continuous. Ensure that water is not getting inside the boxes.

· Verify that the revenue grade meter is within tolerances regarding accurate reporting of kWh production of the array. Consult the manufacturers’ recommendations for re-calibration of the meter and recommend appropriate recalibration method.

· Perform an infrared scan of the modules looking for excessive heat, which indicates a loose or failing connection or a damaged cell. This method identifies cracks in the cells, defective bypass diodes, interconnectivity issues, and other module failures.

· Electrical Connectivity shall also be inspected using the infrared camera. This will assist in finding loose or failing connections and other hazards.

· If there is a meteorological station, calibration, maintenance, and cleaning of the equipment shall be recommended according to the manufacturer’s instructions.

· Develop written reports showing annual production of the array, as it relates to PVWATTS or PVSYST estimated production, which is based on actual weather data for the region in which the PV array is installed. If action is required to correct issues found during the inspection, a list of recommended options shall be delivered to the system owner and contract manager.

· With prior approval of the system owner, minor repairs for a cost less than $10,000 may be made to the system. Workers shall be paid prevailing wages for their associated category of work. Wage rates may be obtained from . . .

The resulting Contract will be for services contracted with DCAMM, but may also be made available for use by other eligible entities of the Commonwealth for the services covered by this Request for Response (RFR). Other eligible entities are responsible for executing their own contract and/or purchase orders and paying their own invoices for services they acquire.

ANNUAL INSPECTIONS

The Following Items Shall Be Inspected as Part of the Annual Inspection:

· Performance testing

· using the Data Acquisition System (“DAS”), the vendor shall compare monthly output reports with PVWATTs or PVSYST performance estimates;

· deliver to the system owner (and DCAMM for a state owned system) a graphical report showing the actual performance compared with the estimated performance;

· make recommendations for further testing and/or a site inspection if there is an indication that the array may be operating below estimated production without a good reason

· With prior approval of the system owner, minor repairs for a cost less than $10,000 may be made to the system. Workers shall be paid prevailing wages for their associated category of work. Wage rates may be obtained from . . .

3.2.2 Overview of Required Services

Required services include:

· Solar array physical inspections for damages or failing racking or structural issues related to the array

· Solar array electrical testing to measure and verify that the array is performing as it was designed under the conditions present during testing

· Solar array inspections with specialized equipment to find defective Solar products and underperforming strings and modules

· Minor repairs (under $10,000) to correct deficiencies noted during inspection

Note: All costs provided shall include all costs associated with the service including; but not limited to, mobilization and travel to site, inspection services, documentation of data recovered at site, report writing and presentation preparation, and delivery of one (1) digital copy of report and presentation and two (2) hard copies to DCAMM at 1 Ashburton, 15th floor, Boston, MA 02108 (for state sites, otherwise to system owner). The presentation shall be no longer than one hour and shall be made to the system owner with an invitation extended to the contract manager.

3.3 Compensation Structure and Pricing

3.3.1 Pricing Model

Bidders shall provide their estimated cost per inspection type (column four – Cost for Yearly/Comprehensive Inspection Tables 1 and 2). NB: The rest of the sheet has embedded math equations to determine the cost per Watt of the services for each size of the array. For comparative purposes, the Commonwealth has populated the size of the array (column two – Actual Size of Array (kW DC)). For example, for a yearly inspection of an array between 50 and 100 kW DC, the example below shows that the cost of the inspection is $2,000. The actual size of the array is 78 kW DC. The Approximate Number of Modules is simply the 78 kW times 1,000 Watts/kW divided by 230 Watts per Module (this is the assumed Wattage of modules commonly used in this timeframe). The last column, Cost per Watt, is simply the cost of the inspection divided by the actual size of the array divided by 1,000 Watts per kW. So, a 78 kW project in this example costs $0.026/Watt for an Annual Inspection and $0.035/Watt for a Comprehensive Inspection with a $2,000 Annual Inspection cost and a $2,750 Comprehensive Inspection cost. The example size of the array (column two) shall be left as is, so that all Bidders Costs per Watt are weighed equally.

TABLE 1

TABLE 2

3.3.2 Contract Pricing

The rate per array size provided by the winning Bidder shall be the rate for that size project. Bidders shall not have any other means of receiving payment for services rendered under this RFR other than that noted in Section 3.2.2 & 3.3.7 of this RFR.

All invoices must contain a detailed breakdown of the services provided, showing the actual size of the array and the cost structure used to calculate the invoice. Invoices must be submitted in a timely manner.

Payments shall be made to the Contractor within 45 days after receipt of an invoice from the Contractor detailing the actual work performed.

A Contractor may not begin services or incur any obligation in any form until a Standard Contract form with any supplements thereto has been approved by DCAMM and has been executed and delivered by the Parties. The Contract will contain an estimated maximum obligation for the initial term, subject to adjustment by DCAMM. Bills for work performed in each fiscal year of the Commonwealth (July 1-June 30) should be received by the end of the relevant fiscal year.

Any associated minor repairs shall be billed as a separate line item.

3.3.3 Prompt Payment Discounts (PPD)

All Bidders must agree to offer discounts through participation in the Commonwealth Prompt Payment Discount (PPD) initiative for receiving early and/or on-time payments, unless the Bidder can provide compelling proof that it would be unduly burdensome.

Bidders must submit agreeable terms for Prompt Payment Discount unless otherwise specified by the SSST. The SSST will review, negotiate or reject the offering as deemed in the best interest of the Commonwealth.

The requirement to offer a PPD may be waived by the SSST on a case-by-case basis if participation in the program would be unduly burdensome on the Bidder. If a Bidder is claiming that this requirement is a hardship or unduly burdensome, the specific reason must be documented in the Bidder’s Quote.

3.3.4 Statewide Contract Administration Fee

This Statewide Contract is subject to a 1% Contract Administration Fee, which is created pursuant to MGL c. 7, § 3B, 801 CMR 4.02. For information on the Statewide Contract Administration Fee, please see the “Statewide Contract Administration Fee and Report” section in the “Requirements for Doing Business After a Contract Has Been Awarded” section below.

3.3.5 Prevailing Wage

All or part of the service(s) available under this RFR and resulting contracts may require the payment of prevailing wages pursuant to G.L. c. 149, Sections 26 through 27D (construction); Section 27F (trucks, vehicles and other equipment performing public works functions (non-construction); Section 27G (moving office furniture) and 27H (state cleaning contracts). The awarding authority has a legal obligation to request a prevailing wage schedule from the Department of Labor Standards (DLS) at www.mass.gov/dols. If this is a statewide contract or department contract that can be used by other eligible public entities, then any such eligible public entity that uses the contract will be considered the “awarding authority” and must also request a prevailing wage schedule at the time of the engagement of the contractor for specific services. In addition, bidders and proposers must agree to comply with the Prevailing Wage Law, as administered by the DLS. Questions regarding the Prevailing Wage Law may be answered by accessing the DLS website at www.mass.gov/dols or by calling the DLS Prevailing Wage Program at (617) 626-6953.

3.3.6 Ferry Expenses for Services to Nantucket and Martha’s Vineyard Contractors will be reimbursed for ferry expenses associated with providing services to Nantucket and Martha’s Vineyard. Such expenses may not be marked up by more than 1%. Receipts for ferry expenses (if any) must be included with the Contractors’ invoices.

3.3.7 Price adjustments

Any requests for price changes must be submitted prior to the contract renewal to be considered for the renewal period. Any such requests must be accompanied by documentation supporting the reasons for the requested change. The request, written on the Contractor’s letterhead must include: identified price increases and their source and copies of old and new price lists, if applicable, reflecting price changes. The same requirement shall apply to pricing established under any service agreement between an Eligible Entities and a Contractor.

The SSST will address price change requests by either negotiating a price change and renewing the contract at the new price or denying the requested price increase and renewing the contract at the previous contract price. The Commonwealth will be advised of and will automatically receive the benefit of any price decreases retroactive to the dates of such decreases. It is the Contractor’s responsibility to notify the SSST of any such decrease. The SSST reserves the right to negotiate price reductions based on increased volume at any point in duration of the contract.

3.4 Supplier Diversity Program (SDP) Plan

Massachusetts Executive Order 524 established the Supplier Diversity Program within the Supplier Diversity Office of the Operational Services Division in order to promote the award of State Contracts in a manner that develops and strengthens Minority and/or Women Business Enterprises (M/WBEs). More recently, Executive Order No. 546 established the Service-Disabled Veteran Owned Business Enterprise Program (“SDVOBE Program”), which is designed to promote access and equity of opportunity to Commonwealth business opportunities to SDVOBE qualifying businesses. As a result, M/WBEs and SDVOBEs are strongly encouraged to submit Quotes in response to this Bid, either as prime vendors, joint venture partners or subcontractors. All Bidders, regardless of their certification status, are required to submit a completed SDP Plan Form #1 – SDP Plan Commitment as part of their Quote for evaluation. It is required that Supplier Diversity Program participation accounts for no less than 10% of the total points in the evaluation.

The SSST requires Bidders to make a significant commitment to partner with certified Minority-, Women-, and Service-Disabled Veteran-Owned Businesses in order to be awarded a Contract. Bidders must identify a commitment in the form of a specific percentage of sales made under the resulting contract that will be spent with a Certified Partner(s), using SDP Plan Form #1 – SDP Plan Commitment. This percentage commitment will extend for the life of any resulting contract. Please note that no Bidder will be awarded a Contract unless and until they submit a completed SDP Plan Form #1.

After contract execution, if any, Contractors must submit a completed SDP Plan Form #2 – Declaration of SDP Partners, which can be found under the Terms and Conditions tab of the Bid in COMMBUYS, identifying a Certified Partner(s) no later than 30 days after contract execution.

An SDO-certified (formerly SOMWBA-certified) Bidder may not list itself or an affiliate as being a Supplier Diversity Partner to its own company.

Once an SDP Plan is submitted, negotiated and approved, the SSST will then monitor the Contractor’s performance.

Resources available to assist Prime Bidders in finding potential Minority Business Enterprises (MBE) and Women Business Enterprises (WBE) partners can be found at: www.mass.gov/sdp Resources available to assist Prime Bidders in finding potential Service-Disabled Veteran-Owned Business Enterprise (SDVOBE) partners can be found on the SDO webpage at: www.mass.gov/sdo The Supplier Diversity Program offers training on the SDP Plan requirements. The dates of upcoming trainings can be found at: http://www.mass.gov/anf/budget-taxes-and-procurement/procurement-info-and-res/osd-training-events-and-outreach/. In addition, the SDP Webinar can be located on the SDP website at www.mass.gov/SDP.

3.4.1 Supplier Diversity Program Subcontracting Policies

In addition to the Subcontracting Policies (See Subcontracting Policies section below and see Section 9, Subcontracting By Contractor, in the Commonwealth Terms and Conditions) that apply to all subcontracted services, agencies may define specific required deliverables for a contractor’s SDP Plan, including, but not limited to, documentation necessary to verify subcontractor commitments and expenditures with Minority- or Women-Owned Business Enterprises (M/WBEs) and Service-Disabled Veteran-Owned Business Enterprises (SDVOBE) for the purpose of monitoring and enforcing commitments made in a contractor’s Supplier Diversity Program (SDP) Plan.

3.5 Requirements for Doing Business after a Contract Has Been Awarded

The requirements below are specific to the Statewide Contract, if any, awarded as a result of this Bid. Awarded Bidders (Contractors) must also comply with the requirements stated in Terms and Requirements Pertaining to Awarded Statewide Contracts

3.5.1 Task Order Process

The following provides a summary of the process for assignment of a Task Order under this Service Contract:

· Receive Request for Proposal for inspection services.

· Receive Notice to Proceed (“NTP”) regarding facility to be inspected.

· Schedule inspection with Facility Manager (“FM”) at the specific site to be inspected.

· Inspect facility and perform testing procedures as applicable.

· Identify and provide a price for minor associated repair work under $10,000.

· Create inspection report and presentation within 30 days of completion of inspection, and schedule presentation date with site staff, with notice to the contract manager for a state facility.

· Submit invoices per site standard operating procedures.

3.5.2 Additional Document Security Requirements

All documentation obtained by the successful Bidder in order to perform the duties herein described, as well as those documents created as a result of the duties performed, shall be kept secure and confidential.

· The Document Security Plan shall specifically address the following:

· General description of bidder facility security systems.

· For projects designated as Security Sensitive Information (“SSI”) Projects by the system owner or the contract manager, special handling and access requirements due to the sensitive nature of the facility to be inspected shall be required. Successful Bidders/Vendors may be supplied with public building plans and specifications that are confidential and sensitive. In these cases, the vendor will be required to sign and meet the requirements as described in the Security Sensitive Information Confidentiality Agreement attached as Attachment A.

3.5.3 Security and confidentiality

The Contractor shall comply fully with all security procedures of the Commonwealth and Commonwealth Agencies in performance of the Statewide Contract. The Contractor shall not divulge to third parties any confidential information obtained by the Contractor or its agents, distributors, resellers, subcontractors, officers or employees in the course of performing Contract work, including, but not limited to, security procedures, business operations information, personally identifiable information, or commercial proprietary information in the possession of the Commonwealth Agency.

3.5.4 Brand name or equal

Unless otherwise specified in this Bid, any reference to a particular trademark, trade name, patent, design, type, specification, producer or supplier is not intended to restrict this Bid to any manufacturer or proprietor or to constitute an endorsement of any commodity or service, and the department may consider clearly identified offers of substantially equivalent commodities and services submitted in response to such reference.

3.5.5 Emergency response plans/preparedness

In a declared state of emergency where the safety and wellbeing of Commonwealth citizens are at risk, contractors may be asked to supply the Commonwealth with the commodities and/or services under the Statewide Contract on a priority basis. The Bidder’s Quote should include the following:

· Indicate whether there is a written Continuity of Operations Plan (COOP) that describes how the company will continue to do business in case of an emergency.

· A list of emergency contact information including name, position/title, phone, email and cell phone.

· A list of the Bidder’s building location (s) that would be available to serve the Commonwealth during an emergency.

· A description of the areas of Massachusetts that the Bidder could supply in the event of an emergency (e.g., Entire State, Specific City or Region).

This information will not be considered in the evaluation of the Quote.

3.5.6 Participation in the OSD’s Annual Marketing Event, MASSbuys

OSD hosts an annual marketing and training trade show, usually in late April or early May, to educate public purchasers and contract end-users on the commodities and services available on statewide contracts, highlight innovative environmentally preferable (green) products and provide marketing and networking opportunities to the business community. The event, recently renamed MASSbuys, represents the blending of two highly successful long running OSD trade shows, the Statewide Training And Resource (STAR) Exposition and the Environmentally Preferable Products (EPP) Vendor Fair and Conference.

The attendees at these events have included public purchasers and contract end users representing all Commonwealth agencies, cities and towns across the state, independent authorities, higher education and eligible not for profit human and social service organizations. The venue for MASSbuys has significant marketing value and is extremely cost effective as it provides exceptional opportunities for statewide contractors to market directly to thousands of attendees.

The MASSbuys Exposition is scheduled each year at either the Boston Convention & Exhibition Center (BCEC) or the DCU Center in Worcester and is 100% supported by statewide contractors as exhibitors. The cost to exhibit is approximately $1100. OSD believes that the show is important because it provides public purchasers and end users with an opportunity to meet over 300 statewide contractors and receive important information on new products, particularly those that save energy, conserve water or other resources, reduce waste as well as the use of toxic substances and may also contain recycled materials. It provides statewide contractors with the unparalleled opportunity to establish and renew business relationships with existing customers and to market their business to approximately 2,000 attendees, many of whom represent potential new customers.

Please note that exhibiting at the MASSbuys Exposition is not required and no points will be awarded to those Bidders who commit to participate. However, Bidders who indicate their willingness to exhibit at MASSbuys in their Quotes will be required to honor their commitment for the duration of their contract, if awarded a contract.

3.5.7 Executive Order 515, Establishing an Environmental Purchasing Policy

Products and services purchased by state agencies must be in compliance with Executive Order 515, issued October 27, 2009. Under this Executive Order, Executive Departments are required to reduce their impact on the environment and enhance public health by procuring environmentally preferable products and services (EPPs) whenever such products and services perform to satisfactory standards and represent best value, consistent with 801 CMR 21.00. In line with this directive, all contracts, whether departmental or statewide, must comply with the specifications and guidelines established by OSD and the EPP Program. EPPs are considered to be products and services that help to conserve natural resources, reduce waste, protect public health and the environment, and promote the use of clean technologies, recycled materials, and less toxic products. Questions concerning the EO or the appropriate specifications may be directed to OSD’s EPP Procurement Program, www.mass.gov/epp. The Order can be seen at http://www.mass.gov/courts/docs/lawlib/eo500-599/eo515.pdf.

3.5.8 Statewide Contract Administration Fee and Report

This Statewide Contract is subject to a 1% Contract Administration Fee, which is created pursuant to MGL c. 7, § 3B, 801 CMR 4.02 and the Transaction Fee section in this Bid and/or incorporated by reference into Statewide Contracts with the Operational Services Division (OSD). The price stated in any Bidder’s Quote price and any Contractor’s Statewide Contract shall be inclusive of this fee and Contractors shall not reflect this fee as a separate line item on customer invoices.

This fee will be based on 1% of the total dollar amounts, adjusted for credits or refunds, paid by Eligible Entities to the Statewide Contractor based on your statewide contract. All ”Statewide Contracts” awarded and all purchase orders and purchases made pursuant to this RFR are subject to this fee regardless of whether the contract was awarded for statewide or regional coverage. Eligible entities include, but are not limited to: a) Cities, towns, districts, counties and other political subdivisions; b) Executive, Legislative and Judicial Branches, including all departments and elected offices therein; c) Independent public authorities, commissions, and quasi-public agencies; d) Local public libraries, public school districts, and charter schools; e) Public hospitals owned by the Commonwealth; f) Public institutions of higher education; g) Public purchasing cooperatives; h) Non-profit, UFR-certified organizations that are doing business with the Commonwealth; i) Other states and territories with no prior approval by the State Purchasing Agent required; and j) Other entities when designated in writing by the State Purchasing Agent. For a list of other entities that are eligible to use your specific Statewide Contract see Section 1 of this RFR.

Note that if the 1% Administration Fee is deductible as a business expense for federal income tax purposes, it is also deductible as an expense for Massachusetts tax purposes.

3.5.8.1 Quarterly Fee Payment:

For each Payment Period, Statewide Contractor shall pay to OSD a fee equal to one percent (1%) of the total payments (adjusted for credits or refunds) received from all Eligible Entities that have purchased from the Statewide Contractor pursuant to this Agreement. All payments will be based on full calendar quarters (Payment Periods) and must be received by OSD on or before 45 days after the last day of the Payment Period (as specified below) or a Contractor will be considered in breach of contract:

Quarterly payments will include any periods less than a full calendar quarter if a contract does not start at the first day of a quarter or end on the last day of the quarter.

Payments are to be made through a web-based secure payment center, which can be accessed through a link provided to Statewide Contractors by OSD. All Administration Fee payments are to be made directly through the secure payment center. The secure payment center allows payments to be made via Automatic Clearing House (ACH) or by using one of the following credit cards: American Express, Discover, MasterCard and/or Visa.

Please note that there is no charge to vendors to use ACH as OSD covers the nominal fee charged by the secure payment center for using the ACH payment method. OSD will NOT cover the convenience fee for selecting to pay by credit card.