Invitation to Bid (ITB) ITB

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1 SOUTHERN OREGON UNIVERSITY Invitation to Bid (ITB) ITB Design/Build Services for Education-Psychology Building Solar PV System ISSUE DATE: May 31, 2018 ITB CLOSING (DUE) DATE: June 28, 2018, 4:00 PM, Local Time Important Notice: Read this ITB carefully. By submitting a Bid in response to this ITB, you acknowledge that you have read, understand, and agree to comply with all the provisions of this ITB. SOU may modify this ITB or make additional information available to potential Bidders. It is the responsibility of potential Bidders to refer daily to the Oregon Regional Public University website: or the SOU procurement portal: to check for any available addenda, responses to clarifying questions, or solicitation cancellations. SOU will attempt to provide notice of addendums to all firms that provide contact information to the contact below, but are under no obligation to do so and failure to receive such notice will not be sufficient basis for protest. CONTRACT ADMINISTRATOR: Treasa Sprague Southern Oregon University Phone: (541) FAX: (541) m a i l t o : s p r a g u e s o u. e d u BID SUBMITTAL LOCATION Southern Oregon University Facilities Management and Planning Attention: Treasa Sprague Finance and Administration 1250 Siskiyou Boulevard Ashland, Oregon Submit to: NO LATE BIDS WILL BE ACCEPTED 1

2 TABLE OF CONTENTS I.Introduction II.Project Description III.Financial Responsibility IV. Project Timetable V. Bid Submission VI. ITB Questions VII. Exhibits I. INTRODUCTION Southern Oregon University a University with a Governing Board, is seeking Bids from qualified firms interested in providing Design/Build services (design and construction) for a Photovoltaic System (PV) Installation described below (the Project ). This system will be installed on the west roof of the Education-Psychology building. SOU has a not-to-exceed budget of $110,000 for the new Education-Psychology PV system. This fixed budget includes all PV planning, design, permitting, construction and commissioning costs. SOU intends to award the project to the Bidder that can deliver the most kw within this not-to-exceed budget. Bids will be received on the attached Bid Form (Section B-5 in the Project Manual). The Design Build contractor will be bound by all provisions of the Project Manual (Exhibit A) and the Drawings (Exhibit B). The form of Agreement between SOU and the contractor will be the Design/Build Agreement. A Sample Owner-Design Builder Agreement is included (Exhibit D). This agreement will form the contract between SOU and the PV Design/Builder. If you are unable to comply with these terms and conditions without any material modifications, then you should not submit a Bid for this Project. Bids must be submitted on the Bid Form included in the project manual. Bid bonds and performance/payment bonds will not be required for this project. All Proposers must be registered with the Oregon Construction Contractors Board and have the required Public Works Bond on file with the Construction Contractors Board (CCB) prior to 2

3 submitting a Bid. Failure to be registered and have the bond in place will result in the rejection of your Bid as non-responsive. All subcontractors must file a Public Works Bond with the CCB prior to starting work on the project, unless exempt. The Design/Build firm shall be skilled in design, construction, understanding construction methods and techniques, selecting subcontractors, coordinating construction processes, and be capable of providing consultation and assistance to the Owner. The Design/Builder must be able to communicate the design and construction-related aspects of the Project to all team members throughout the design and construction process. In addition, the Design/Builder must be familiar with the local labor and sub-contracting market and be capable of working and contracting directly with sub-contractors. The Design/Build Agreement that may result from this ITB will include the design, documentation, permitting, construction and commissioning of the complete photovoltaic system. State of Oregon Bureau of Labor and Industries (BOLI) Prevailing Wage Rates are applicable to the construction phase of this Project. The Design/Builder and all subcontractors shall comply with the provisions of ORS 279C.800 through 279C.870 relative to Prevailing Wage Rates. See SOU General Conditions, Sections C.1 and C.2, regarding wage rate compliance and payroll certification requirements. Workers shall be paid the applicable rates per the January BOLI Prevailing Wage Rate schedule and including the April 1, 2018 amendments. If a contractor fails to pay for labor or services, SOU can pay and withhold these amounts from payments due the Design/Builder (ORS 279C.5.15). The Design/Builder and their subcontractors shall provide a written schedule to employees showing the number of hours per day and days per week the employee may be required to work (ORS 279C.520). The Design/Builder and their subcontractors must promptly pay for any medical services they have agreed to pay (ORS 279C.530). II. PROJECT DESCRIPTION The project consists of design and construction of a grid-tied solar photovoltaic system on the west roof of the Education-Psychology Building at Southern Oregon University in Ashland, Oregon. Solar modules will be supported on a new rack system installed over the existing low-slope roof. Rack system vertical supports must be located over the existing roof beams. Ballasted systems are not allowed. SOU will install a new roof membrane by separate contract after PV installation. SOU has commissioned an engineering report from Structural Solutions Inc. to confirm the capacity of the existing structure to accommodate the added PV loads (Exhibit C). The report confirmed structural adequacy and Structural Solutions, Inc. has also designed a steel support system to carry the new PV loads. PV Design-Builders may use this design but are not obligated to do so. PV Design/Buildings who choose an alternate support system design will be required to provide drawings and details stamped by an Oregon Professional Engineer. The Owner will own, operate, and maintain the systems. The electricity produced by the PV 3

4 systems will be net-metered. All renewable energy credits resulting from this project shall remain the property of the Owner. Minimum Bidder Qualifications Proposers must have successfully completed a minimum of three (3) commercial grid-tied PV projects at least 25 kw in size and of comparable complexity within the last 5 years to be eligible to propose on this project. Project Requirements The Project consists of a complete grid connected system including the following components: 1. Photovoltaic array 2. Engineered solar collector roof support (racking) system, sloped for optimum solar gain. 3. Inverter(s) located in the existing roof penthouse. 4. Conduit and wiring from the Roof Penthouse through the building to the main electrical room on the lower level. 5. Utility disconnect at the south exterior wall near the building transformer. 6. Connection to SOU s existing DECK solar monitoring system. 7. All design, engineering, permitting and installation costs included in the Bid. 8. Contract will be awarded to the contractor who can deliver the highest kw output within SOU s $110,000 not-to-exceed budget. All designs and construction materials shall meet or exceed federal, state and local laws, regulations, rules, ordinances and building code requirements. The PV system shall specifically meet all requirements of the Oregon Electrical Specialty Code and the Oregon Solar Installation Specialty Code. The PV system shall be designed and installed using UL- or ETL-listed components. The PV system shall be a complete functioning system. All design and engineering related services must be performed by professionals registered/licensed in Oregon in the appropriate professional discipline. Net metering agreement will be submitted by owner with contractor to provide technical backup information. The Education-Psychology building and surrounding area will remain fully occupied during construction. The Design/Builder is fully responsible for all worker and public safety during construction. Detailed requirements for the solar PV equipment: Roof Considerations 1. The array will be located on the west roof (see Exhibit B drawing). The array shall be organized to allow for future PV expansion to the west. 2. SOU has commissioned a structural review of the existing roof structure (Attachment C- Roof area B & C). a. The structural report concludes that the roof will support the new PV loads b. The new PV rack supports must bear on the existing roof structure. c. Ballasted rack systems are not allowed. 4

5 d. The contractor, at their option, can use the engineer s structural support design (Exhibit C) or they may use their own alternate racking system design. Alternate designs must be stamped by an Oregon licensed professional engineer. 3. Rack supports at the roof deck must be either sealed pipe or tube - to allow for membrane flashing using prefabricated roofing boots. 4. A minimum 18 clearance between the roof deck and PV panels to allow for installation of new roofing and future re-roofing. 5. SOU will contract for a new single-ply membrane roof after installation of the PV racking system. The PV contractor will be required to keep the building water tight during PV installation. Racking System 1. Orientation: south. Refer to roof plan (Exhibit B) 2. Tilt angle: selected by the Contractor to maximize solar gain 3. Basis of design: Unirac commercial Solar Mount system. Substitution requests may be accepted if they meet the performance requirements of the basis-of-design and are submitted prior to the deadline for written questions (Section IV). 4. All racking components utilized for array equipment grounding shall be listed for that purpose and must be appropriately isolated to prevent galvanic corrosion and subsequent loss of array grounding continuity. 5. Provide structural engineering calculations prepared and sealed by the Design/Builder s licensed professional in the State of Oregon. a. Design to resist ASCE Minimum Design Loads for Buildings and other structures. b. Design all materials, assembly and attachments to resist snow, wind, suction and uplift loading at any point without damage or permanent set. c. Show loads imparted into roof structure for confirmation by the Owner s engineer. 6. Shop Drawings: Provide layout and erection drawings showing typical cross sections and dimensioned locations of all frames and base supports. Include erection drawings, elevations, and details where applicable. 7. Manufacturer Qualifications: Manufacturer with a minimum five years documented experience in producing pre-manufactured solar collector supporting steel framework. 8. Manufacturer's Certificates: Certify products meet or exceed specified requirements. 9. Manufacturer s warranties. Provide 10-year manufacturer s workmanship warranty and minimum 5-year finish warranty for the racking system. Solar Modules: 1. Minimum 20-year warranty. Manufacturer must have been in business for at least 15 years under their current name and tax identification number. Warranty must be in the Owner s name. Minimum 80% power output or more, for a period of 20 years. Manufacturer agrees to repair or replace components of PV modules that fail to exhibit the minimum power output within the specified warranty period. 2. PV modules shall be listed and in compliance with UL standard 1703, Standard for Safety. Flat-plate Photovoltaic Modules and Panels. Entire assembly shall be listed and 5

6 labeled by a qualified testing agency acceptable to authorities having jurisdiction for electrical and fire safety, Class A, according to UL PV modules must also meet or exceed IEC and all other relevant standards. 4. Modules by Sun Power, Canadian Solar, and Solar World are approved. Submit substitution request for alternate manufacturer(s) per specification section prior to the deadline for written questions (see Section IV). All other electrical equipment must be U.L. listed. Inverter(s) and Monitoring: 1. Inverter location: Roof penthouse. Refer to Exhibit A Drawing 2. Basis of design: SMA Sunny Tripower US line of isolated inverters (transformer less). 3. Submit substitution requests per Specification prior to the deadline for written questions (Section IV). Only U.S. inverters with U.L. listing will be accepted. All other electrical equipment must be U.L. listed. 4. Provide integrated AC/DC disconnects. 5. Provide necessary inverter communications cards (hardware and software) for the PV system to communicate with existing SOU monitoring equipment (AlsoEnergy/DECK monitoring). 6. Provide a user interface in the building to show basic output data 7. Data cabling for the offsite monitoring will be provided by SOU 8. Inverters must be listed with UL 1741SA, Inverters, Converters, Controllers and Interconnection System Equipment for Use with Distributed Energy Resources. 9. Installation must comply all elements of the IEEE interconnection standards. 10. Warranty: The inverters shall have a (minimum) 10-year warranty. All warranties shall be in the Owner s name. Electrical Interconnection: Provide a solar system AC disconnect on the exterior of building at ground level per City of Ashland Electric Department requirements. Disconnect must be lockable in ON and OFF positions. Provide permanent label at disconnect per City Electric Department requirements. See Exhibit A drawing for disconnect location. Furnish and install all wiring, conduit, combiner boxes junction boxes for a complete system designed to comply with all building code and local jurisdiction requirements. All exposed wiring must be UV resistant. Install new, concealed EMT conduit from the inverter(s) in the roof penthouse down through the building to the main electrical room on the lower floor. The conduit will drop vertically down through the existing stacked closets, and then run horizontally above the T-bar ceiling at the lower floor. Size the new conduit to accommodate future buildout of the PV system on the west roof New AC conductors shall be sized so that voltage drop does not exceed 1% at full load. Provide the City required disconnect on the outside of the building. Connections to the facility s electrical system are design-build by the contractor. The existing facility service voltage is 120/208v, 3-phase, 4 wire. Furnish and install array equipment grounding hardware. Provide PV grounding 6

7 conductors and required bonding hardware. Required Documentation: Roof plan drawn to scale showing all system components and confirmation/ coordination with all existing conditions. One-Line diagram for entire system. Include all system component specifications and ratings, conductor sizes and types, conduit sizes, ratings of combiner boxes and series OCPD s, Location and rating of facility interconnection point. Electrical calculations including voltage drops and string sizing calculations. Solar collector roof support system design and load calculations including all dead and live (snow, wind, seismic, etc.) loads. Refer to submittal requirements listed above. Owner Furnished Items: Solar system DECK monitoring system. Structural Engineering report with acceptable loads imposed on the existing buildings (attached as Exhibit H). Payments for plan review, building permit and other jurisdiction fees. Permitting: The Design/Builder will be responsible for the preparation of construction drawings and specifications and for submitting documents to the City of Ashland for all required permits. At time of submittal for permitting, the Design/Builder shall provide to the Owner three complete sets of permitting documents. Permit intake fees and costs for plan reviews and permits will be paid by the Owner. Project Closeout: At completion of the project, the Design/Builder shall provide to the Owner (2) Operation & Maintenance (O&M) Manuals in 3-ring binders. Include copies of all as-built drawings, diagrams, calculations, product information, specifications, warranties, maintenances instructions, etc. in the O&M manuals. In addition to the printed O&M manuals, provide an electronic copy of all the O&M information prior to request for final payment. The Design/Builder shall provide system instruction and training to SOU staff prior to final acceptance and payment. The final product shall be a fully completed, fully functional, code compliant photovoltaic system with inverter(s) and net metering, with all equipment and warranties in place, and all permits and approvals secured. III. SELECTION PROCEDURE SOU will award the project to the PV Design/Builder who meets all the requirements of this ITB and offers the highest kw output for the $110,000 (not-to-exceed) budget. 7

8 IV. P R O J E C T TIMETABLE May 31, 2018 June 5, 2018 June 14, 2018 June 19, 2018 June 21, 2018 June 28, 2018 July 2, 2018 July 9, 2018 July 10, 2018 August 24, 2018 ITB Issued Deadline to protest ITB solicitation documents Optional pre-bid meeting on site. 11:00am at Education/Psychology Lobby, 370 Mountain Ave. Written Questions or Clarification Requests Due Written Response to Questions by SOU (Addendum) Bids Submitted to SOU Design/Builder Selection. Intent to Award Selection Protests Due Finalize contract with Design/Builder Latest date to complete roof top work Any changes to schedule dates will be posted on the websites and V. BID SUBMISSION Design/Build bids must be submitted on the enclosed form (in the Project Manual) and received by June 28, 2018 at 4:00 p.m. local time. On the Bid Form, bidders are required to list key personnel proposed for the Project, references for three (3) comparable projects, and equipment proposed for use in this Project. Submit bids to the SOU Procurement portal: Drew Gilliland Director of Facilities Southern Oregon University 351 Walker Avenue Ashland OR Phone: FAX: soubid@sou.edu Sealed, hand delivered or ed bids are acceptable for this project. Responses received after the closing date and time will not be considered. VI. GENERAL ITB PROVISIONS 1. Questions and General Information: All questions and contacts with SOU regarding any information in this ITB must be addressed either in writing or by to: 8

9 Jim McNamara Project Manger 351 Walker Avenue Ashland OR Phone: If you are unclear about any information contained in this document (project description, scope, response format, etc.), you are urged to submit those questions for formal clarification. All questions and answers received by SOU in regards to this solicitation will be posted on the ORPU bidding opportunities website and the Bonfire procurement portal as an addendum. 2. Investigation of References: Owner reserves the right to investigate all references in addition to supplied references and investigate past performance of any Bidder with respect to its successful performance of similar services, compliance with specifications and contractual obligations, completion or delivery of a project on schedule, and lawful payment of subcontractors and employees. Owner may postpone the award or the execution of the contract after the announcement of the apparent successful proposer in order to complete its investigation. Information provided by references may prevail in final selection, regardless of preliminary bid results. Despite its right to investigate all Bidder references, Owner is not obligated to utilize references as part of its evaluation criteria and may decline to investigate or consider references. Any decision made by Owner in regards to the use of references, including restricting the consideration of references to only Finalists, will not be considered grounds for protest. 3. Financial Capacity: Owner reserves the right to investigate and evaluate, at any time prior to award and execution of the contract, the Bidder s financial capacity to perform the contemplated Services. Submission of a Bid shall constitute approval for Owner to obtain any credit report information Owner deems necessary to conduct the evaluation. Owner shall notify the firms, in writing, of any other documentation required, which may include, but need not be limited to: recent profit-and-loss history; current balance statements; assets-to-liabilities ratio, including number and amount of secured versus unsecured creditor claims; availability of short and long-term financing; bonding capacity and credit information, etc. Failure to promptly provide this information shall result in rejection of the submission. Owner may postpone the award or execution of a contract or selection of finalists in order to complete its investigation and evaluation. Failure of a firm to demonstrate financial capacity shall render them non-responsible and shall constitute grounds for response rejection. 4. Modification or Withdrawal of Bid: Any Bid may be modified or withdrawn at any time prior to the Closing Date and Time, provided that a written request is received by Owner s 9

10 Representative prior to the Closing Date and Time. The withdrawal of a Bid will not prejudice the right of a Bidder to submit a new Bid. 5. Protests of Specifications: Protests of the ITB specifications may be made only if a term or condition of the ITB violates Applicable Law. Protests of Specifications must be received in writing prior to the date and time indicated in the Project Timetable at Owner s Representative address or address listed under General Information in this Section IV. Protests may not be ed or faxed. Protests of the ITB specifications must include the reason for the protest and any proposed changes to the requirements. 6. Requests for Clarification and Requests for Change: Bidders may submit questions regarding the specifications of the ITB. Questions must be received in writing prior to the date and time indicated in the Project Timetable at Owner s Representative address or address listed under General Information in this ITB. Requests for changes must include the reason for the change and any recommended modifications to the ITB requirements. The purpose of this requirement is to permit Owner to correct, prior to consideration of the Bids, ITB terms or technical requirements that may be improvident or which unjustifiably restrict competition. 7. Addenda: If any part of this ITB is amended, addenda will be provided on ORPU Current Business and Bidding Opportunities website: mailto: and on the Bonfire procurement portal: mailto: Proposers are exclusively responsible for checking theses websites to determine whether any addenda have been issued. By submitting a Bid, each Bidder thereby agrees that it accepts all risks and waives all claims associated with or related to its failure to obtain any addendum or addendum information. 8. Post-Selection Review and Protest of Award: Owner will name the apparent successful Bidder in a Notice of Intent to Award that will be posted on the procurement website. Identification of the apparent successful Bidder is procedural only and creates no right in the named Bidder to award of the contract. Competing shall be given seven (7) calendar days from the date on the award notice to request and review documents regarding the selection process and to file a written protest of award. Any protest must comply with OAR Any award protest must be received in writing at Owner s Representative address or address listed under General Information in this ITB. Owner will consider any protests received and: (A) reject all protests and proceed with final award of, and any contract language negotiation with, the apparent successful Bidder and, pending the satisfactory outcome of this final evaluation and negotiation, enter into a contract with the named Bidder; OR (B) sustain a meritorious protest(s) and reject the apparent successful Bidder as nonresponsive if such Bidder is unable to demonstrate that its Bid complied with all material requirements of the solicitation and Oregon public procurement law; thereafter, Owner may name a new apparent successful Bidder; OR (C) reject all Bids and cancel the procurement. 10

11 Owner s Vice President for Finance and Administration or designee will timely respond to any protests after receipt. The decision shall be final. 9. Acceptance of Contractual Requirements: Failure of the selected Bidder to execute a contract and deliver required insurance certificates within ten (10) calendar days after notification of an award may result in cancellation of the award. This time period may be extended at the option of Owner. 10. Public Records: Bids are deemed confidential until the public bid opening. This ITB and one copy of each original Bid received in response to it, together with copies of all documents pertaining to the award of a contract, will be kept and made a part of a file or record which will be open to public inspection. If a Bid contains any information that is considered a TRADE SECRET under the Oregon Revised Statutes ( ORS ) (2), SUCH INFORMATION MUST BE LISTED ON A SEPARATE SHEET CAPABLE OF SEPARATION FROM THE REMAINING BID AND MUST BE CLEARLY MARKED WITH THE FOLLOWING LEGEND: This information constitutes a trade secret under ORS (2), and shall not be disclosed except in accordance with the Oregon Public Records Law, ORS Chapter 192. By submitting a Bid in response to this ITB, Bidders acknowledge and agree that any information not set apart and labeled as described above is not a trade secret under ORS (2) and may be subject to disclosure under the Oregon Public Records Law. The Oregon Public Records Law exempts from disclosure only bona fide trade secrets, and the exemption from disclosure applies only unless the public interest requires disclosure in the particular instance. ORS (1). Therefore, non-disclosure of documents or any portion of a document submitted as part of a Bid, including those labeled as Trade Secrets, may depend upon official or judicial determinations made pursuant to the Public Records Law. 11. Bid Preparation Costs: Cost of developing the Bid, attendance at a walk-through, or any other such costs are entirely the responsibility of the Bidder and will not be reimbursed by Owner. By submitting a Bid, each Bidder thereby accepts all risks, and waives all claims, associated with or related to the costs it incurs in the Bid preparation, submission, and participation in the solicitation process. 12. Clarification and Clarity: Owner reserves the right to seek clarification of each Bid or to make an award without further discussion of Bids received. Therefore, it is important that each Bid initially be submitted in the most complete, clear, and favorable manner possible. 13. Right to Reject Bids: Owner reserves the right to reject any or all Bids if such rejection would be in the public interest. Whether such rejection is in the public interest will be solely determined by Owner. 14. Cancellation: Owner reserves the right to cancel or postpone this ITB at any time or to 11

12 award no contract. 15. Bid Terms: All Bids, including any price quotations, will be valid and firm through the period of contract execution. 16. Usage: It is the intention of Owner to utilize the services of the successful Bidder to provide Services as outlined in Sections I and II of this ITB. 17. Rejections and Withdrawals. Owner reserves the right to reject any or all Bids or to withdraw any item from the award. 18. ITB Incorporated into Contract. This ITB and all Exhibits will become part of the final contract between the Owner and the selected Design/Builder (also referred to herein as the Contractor ). The Contractor will be bound to perform according to the terms of this ITB and its Bid. 19. Ownership of Bids. All Bids in response to this ITB are the sole property of Owner and subject to the provisions of ORS (the Public Records Act). 20. Clerical Errors in Awards. Owner reserves the right to correct inaccurate awards resulting from its clerical errors. 21. Rejection of Qualified Bids. Bids may be rejected in whole or in part if they limit or modify any of the terms and conditions and/or specifications of the ITB. 22. Collusion. By responding, the Bidder states that the bid is not made in connection with any competing Bidder submitting a separate response to the ITB, and is, in all aspects, fair and without collusion or fraud. 23. Commencement of Work: The Contractor shall commence no Services until all insurance requirements have been met, the Protest of Awards deadline has been passed, and a contract has been fully executed. 24. EQUAL EMPLOYMENT COMPLIANCE By submitting a Bid, the Proposer certifies conformance to the applicable federal, state and local laws, acts executive orders, statutes, administrative rules, regulations, ordinances and related court rulings concerning Affirmative Action toward Equal Employment Opportunities. All information and reports required by the Federal or Oregon State or local Governments having responsibility for the enforcement of the foregoing shall be supplied to Owner upon request for purposes of investigation to ascertain compliance with the foregoing. Owner is committed to increasing opportunities for Emerging Small Businesses and Minority and Women Owned Businesses, and Owner strongly encourages its contractors to use these businesses in providing services and materials for Owner contracts and projects. 12

13 25. CERTIFICATION OF COMPLIANCE WITH TAX LAWS By submission of the Bid, the undersigned hereby certifies under penalty of perjury that the undersigned is authorized to act on behalf of Contractor and that Contractor is, to the best of the undersigned s knowledge, not in violation of any Oregon Tax Laws. For purposes of this certification, Oregon Tax Laws means a state tax imposed by ORS to and ORS chapters 118, 314, 316, 317, 318, 320, 321 and 323; the elderly rental assistance program under ORS to ; and local taxes administered by the Department of Revenue under ORS VII. ENCLOSURES Exhibit A Project Manual Exhibit B Drawings Exhibit C Structural Solutions, Inc. - Roof Support Structural Design Exhibit D Sample Design/Build Agreement 13