Royalston Solar Lanfill RFP.pdf

Town of Royalston RFP Solar Photovoltaic Project at Royalston Landfill

TOWN OF ROYALSTON

REQUEST FOR PROPOSALS

SOLAR PHOTOVOLTAIC PROJECT AT ROYALSTON LANDFILL

6 TOWN DUMP ROAD, ROYALSTON, MA 01368

A. PURPOSE

The Town of Royalston, Massachusetts (Town) is seeking proposals from qualified renewable energy developers to develop a Solar Generating Facility (SGF) pursuant to M.G.L c. 30B §16 at the Royalston Landfill located at 6 Town Dump Road, Royalston, MA 01368 (Site). The objective of this RFP is for the Town to lease the Site or explore Power Purchase Agreements (PPA’s) to provide financial benefits to the Town. Any other financial benefits or Site leasing options may be proposed by Proposers.

B. SCOPE OF SERVICES

A detailed scope of services is provided in Attachment B.

C. Proposal Submission Procedures

1. Anticipated Procurement Schedule

Pre-Proposal Site Visit On or before Thursday, September 24, 2026 Proposals Due Thursday, October 8, 2026 at 12:00 PM EST Latest Award Date Thursday, December 17, 2026

2. The submission and review of proposals will substantially conform to the Request for Proposals under Chapter 30B, Massachusetts General Laws, disposition of real property, where the Town seeks to lease the land for the development of a SGF that will provide the Town with the highest long-term revenue through lease payments, energy savings, and/or a payment in lieu of taxes or combination thereof.

3. Please contact Michelle Deline, the Chief Administrative Assistant, at dpwadmin@royalston-ma.gov to schedule a pre-proposal site visit.

4. Proposals must be divided, with all pricing information submitted separately from the balance of the proposal. A sealed envelope should clearly identify the party submitting the proposal and indicate that it contains either the pricing or non-pricing information for the Proposal. An original and five (5) copies of both the pricing and the non-pricing information must be contained in your submission along with a PDF electronic copy contained on a USB flash drive. Both envelopes and USB flash drive must be delivered to the Royalston Town Barn Office at the address listed below.

Please note the Town Barn Office is open Tuesday, Wednesday, and Thursday, 9 AM – 1 PM.

Michelle Deline Chief Administrative Assistant Town Barn Office 19 Winchendon Road Royalston, MA 01368 Re: Town of Royalston Solar Photovoltaic Project at Royalston Landfill

5. Proposals must be received no later than 12:00 PM EST, Thursday, October 8, 2026. Proposals may be changed or withdrawn prior to but not subsequent to this date, by submission of such change in writing in a sealed envelope, identifying the submitting party and indicating that it contains a correction of the proposal for the Solar Photovoltaic Project.

6. The contents of proposals will be kept confidential until the evaluation process is completed.

7. Any questions regarding the RFP or RFP process shall be submitted in writing to the Royalston

Select Board at bos@royalston-ma.gov

D. MODIFICATIONS TO PROPOSALS

1. Modifications to proposals may be submitted prior to the date and time specified for receipt of proposals.

2. An original and five (5) copies must be submitted together with a PDF copy contained in a USB flash drive with a transmittal letter signed by an authorized official of the firm

3. Modifications must be submitted in sealed envelopes, clearly marked "Solar Photovoltaic Project at Royalston Landfill - Modification No."

E. SUBMISSION REQUIREMENTS

Each proposal must contain the following:

1. Table of Contents.

2. Plan of Services. The Town seeks a narrative description regarding how the proposing renewable energy developer (Proposer) will satisfy the scope of services. The narrative should include a description of the developer’s ability to serve the Town of Royalston from technical, project management, public engagement and scheduling viewpoints. This includes but is not limited to project timeline (assuming a Spring 2027 start date), familiarity with regulations and permitting as they pertain to the development of a SGF at a landfill and the other services required in this RFP. Please see below for additional details. The plan of services may not exceed twenty (20) pages in length.

i. A conceptual site plan showing the proposed solar array limits, capped landfill limits, transfer station facilities, proposed access roads, laydown areas, utility interconnection route, proposed fencing, proposed screening, proposed BESS location if applicable, wetlands and buffer zones to the extent known, and all areas proposed for clearing or disturbance.

ii. A detailed project schedule identifying permitting, interconnection, financing, construction, commercial operation, and decommissioning milestones.

iii. A proposed lease, power purchase agreement, or other financial structure, including annual payments, escalation rates, revenue sharing, tax treatment, host community benefits, and any guaranteed minimum compensation to the Town.

iv. A forest clearing and timber compensation plan identifying acres proposed for clearing, estimated merchantable timber volumes if known, proposed harvesting approach, proposed compensation to the Town, proposed timing of timber removal, and proposed restoration of areas disturbed but not ultimately used for project construction.

v. A landfill protection plan describing how the Proposer will protect the landfill cap, drainage features, monitoring systems, access roads, transfer station operations, and related infrastructure during design, construction, operation, maintenance, and decommissioning.

vi. A statement confirming that the Proposer will be solely responsible for utility interconnection studies, utility upgrades, system modifications, permitting costs, site preparation costs, construction costs, operations and maintenance costs, insurance, taxes, decommissioning, and all other costs necessary for the project unless expressly agreed otherwise in writing by the Town.

Note: Through the Plan of Services and other portions of the proposal, the Town will evaluate the proposed staffing team, their qualifications and experience, how they will go about getting the services accomplished, their success on other similar projects, and the cost for these services.

3. The name, title (if any) and function/role of all those proposed to be assigned to this project.

Briefly explain the project roles of each individual included as part of the proposal. Each proposer must designate a project manager who will oversee and coordinate all work. This information may be included as part of the plan of services or provided separately in a short narrative and/or in chart form. Staff and subcontractor resumes should be attached as an appendix.

4. A brief description of at least three (3) similar projects completed and currently operating in New England and a brief description of at least one (1) solar project located on a landfill, brownfield, or previously disturbed area.

i. ‘Similar’ is defined as: a study or plan prepared for a Massachusetts (preferably) or New England public or private sector client which focused primarily on solar development at a closed landfill, brownfield, or superfund site. evaluation of existing infrastructure systems and which makes recommendations for specific priority improvement projects within a defined service area. The Town of Royalston is particularly seeking proposals with specific experience in rural communities. The cited similar projects must collectively address assessment of (and recommendations for) all of the following infrastructure elements:

1. A brief (no more than 1 page) summary of each similar project;

photographs/maps and plan excerpts may be included; internet links to previously completed similar plans may also be included for reference.

2. A list of three (3) references who served as the primary contact person (name, title, phone number and email) for the similar projects noted above (at least one reference per project, up to four projects).

5. A section with narrative responses to the Minimum Quality Requirements (See Section F) and Comparative Evaluation Criteria (See Section G).

6. Completed and signed Certifications (Attachment C).

7. Completed and signed Price Proposal.

Price proposals must indicate a fixed fee for the scope (see Attachment B). Also include a rate schedule indicating the pay rate of each proposed individual, including subcontractors, for use with any work that may potentially be performed through amendment beyond the Scope of Services in Attachment B.

If any part of the scope of services under this RFP is to be completed by a subcontractor, the proposer will provide a complete description of the services to be subcontracted for along with a description of the qualifications and capabilities of the subcontractor. As part of the contract award for services, the Town reserves the right to approve or disapprove any and all such subcontractors and to revoke any approval previously given.

F. MINIMUM QUALITY REQUIREMENTS

The following shall be considered minimum standards necessary to perform the scope of work. Acceptable evidence or certification must be provided to demonstrate the minimum standards are being met. Failure to meet the minimum standards as described below shall result in a proposal rejection. Please see Attachment B for additional developer qualifications.

1. Possession of a current registration in the state of Massachusetts as a Professional

Engineer (Civil) for at least ten (10) years, by one of the primary staff to be assigned to this project.

2. The proposed primary staff or subcontractors (e.g., project manager, senior project engineer(s), surveyor, cost estimator, etc.) who will be directly involved with the management of and responsibility for this project must have at least seven (7) years each of directly related experience.

3. Completion of at least three (3) similar projects as defined in E.4, above.

4. Prior to any site activity, the selected Developer shall provide certificates of insurance acceptable to the Town and shall name the Town of Royalston and its officers, officials, employees, agents, and boards as additional insureds where applicable. Minimum coverage shall include Commercial General Liability of not less than $5,000,000 per occurrence or combined primary and umbrella coverage, Automobile Liability of not less than $1,000,000, Workers Compensation as required by law, Employer’s Liability, and Pollution Liability.

G. EVALUATION CRITERIA

Each competing firm must indicate if and how they meet the following Comparative Evaluation Criteria. Responses to each of these criteria will be judged in four rating categories:

Highly Advantageous

Advantageous Unacceptable

To what extent are the following met?

1. Relevant experience of proposed project staff directly assigned to the project

a. Professional engineer (Civil) with Massachusetts registration assigned to the project

Highly Advantageous More than 20 years of experience Advantageous 10-20 years of experience Unacceptable Less than 10 years of experience

b. Project manager assigned to the project

Highly Advantageous More than 15 years of experience Advantageous 7-15 years of experience Unacceptable Less than 7 years of experience

2. Number of similar projects completed within the past ten (10) years by the project manager and/or professional engineer assigned to this project. (‘Similar’ as defined in section E.1.d.)

Highly Advantageous 6 or more similar projects Advantageous 3 to 5 similar projects Unacceptable Fewer than 3 similar projects

3. How many of the cited similar projects under criterion #2 integrate investigations of multiple types of infrastructure into a comprehensive infrastructure plan?

Highly Advantageous 4 or more similar projects include assessment and recommended improvements for multiple infrastructure elements in a single planning project.

Advantageous 2-3 or more similar projects include assessment and elements in a single planning project.

Unacceptable No similar projects include assessment and detail elements in a single planning project.

4. Is the plan of service clear and concise? Does it specifically respond to the requirements of this RFP? Does it describe well-reasoned methods and procedures for accomplishing the requested services?

Highly Advantageous

The plan of services contains clear and comprehensive approach that addresses all of the project objectives stated in the

RFP

Advantageous The plan of services contains a generally clear and comprehensive approach that addresses most of the project objectives stated in the RFP

Unacceptable The plan of services is substantially unclear and does not contain an approach that comprehensively address the project objectives stated in the RFP

5. Does the proposal as a whole comprehensively respond to all elements of the RFP? Is it clear, concise, and mistake-free?

Highly Advantageous

The proposal contains a clear, concise and comprehensive response that addresses all elements and has no substantive errors

Advantageous The proposal is generally clear, concise and comprehensive, it addresses all major elements and has few substantive errors

Unacceptable The proposal is unclear, lacks brevity and/or there are many substantive errors or omissions within the proposal.

The Town of Royalston may consider the following additional comparative criteria when determining the most advantages proposal:

Financial Benefit to the Town

Annual lease payments, escalation rates, revenue-sharing, tax payments, host community benefits, and guaranteed minimum compensation.

Forest and Timber Protection

Minimization of clearing, timber valuation approach, Town share of timber value, compliance with forestry requirements, and restoration of unused disturbed areas.

Landfill Protection Experience with capped landfill projects, protection of cap integrity, stormwater approach, MassDEP permitting strategy, and operations safeguards.

Interconnection Feasibility

Utility upgrade strategy, interconnection risk allocation, project sizing realism, and ability to manage utility study processes.

Developer Capacity Operational project experience, Massachusetts experience, financial capacity, staffing, financing approach, and ability to meet milestones.

H. RULE FOR AWARD

The most advantageous proposal will be selected by weighing both qualifications and price. The Town of Royalston will consider price and the following factors:

whether or not the submission procedures and requirements as set forth in this RFP have been met;

whether or not the minimum and quality requirements as set forth in this RFP are met;

whether or not the firm’s references are satisfactory;

past performance of the firm on broadly similar projects, including past performance on any projects for the Town of Royalston;

whether or not the firm has demonstrated the ability to serve the Town of Royalston well from a technical and management viewpoint and has the capacity to commit itself successfully to the project during the required timeframe;

the qualifications, expertise and experience of the proposed key personnel;

the merits of the proposed plan of services;

interviews of key staff from up to three (3) finalist proposers, if conducted; and the comparative evaluation ratings.

As previously noted, the Town of Royalston reserves the right to reject any proposal which, in its judgment, fails to meet the requirements of this RFP or which is incomplete, conditional, or obscure; or which contains additions or irregularities; or in which errors occur; or if it is determined to be in the best interests of the Town of Royalston to do so.

The Town of Royalston reserves the right to waive minor discrepancies or permit a competing firm to clarify such discrepancies and so conduct discussions with all qualified competing firms in any manner necessary to serve the best interests of the Town of Royalston. The Town of Royalston reserves the right to award the contract up to sixty (60) days after the final proposal due date. The Town also reserves the right to award a contract based upon written proposals received without prior discussions or negotiations.The Town also reserves the right to negotiate amendments to its contract with the selected consultant to perform additional related services.

All such additional services are contingent upon the future availability of funds. The Town of Royalston through its Board of Selectmen is the awarding and contracting authority.