REQUEST FOR PROPOSALS for

Transcription

1 REQUEST FOR PROPOSALS for Ground Mounted & Rooftop Solar Photovoltaic System Issued by Pearlstone Conference & Retreat Center Issued: June 25, 2018

2 Table of Contents I. Overview... 3 Intent... 3 Proposal Submission... 3 Pre-Bid Site Tour... 3 II. Background... 3 About Pearlstone Center... 3 Goals... 4 Solar Pasture... 4 III. Scope of Work... 5 Solar Pasture Ground Mount Solar PV... 5 Rooftop Solar PV... 8 IV. Proposal Requirements V. Selection Criteria A. Exhibit A Utility Bills B. Exhibit B Pasture Farm Diagram C. Exhibit C Supporting Drawings CE.1 Original Site Development Plan A0.2 Floor Layout Construction Drawing A0.3 Site Plan A2.1C Adult Camp Roof Plans A2.4A Teen Camp Roof Plan A4.1 Adult Camp Elevations A4-4 Teen Camp Elevations E4.1 Adult / Teen Camp Electrical Riser Diagram... 17

3 I. Overview Intent The Pearlstone Conference & Retreat Center is seeking technical proposals from potential vendors with expertise in the design, installation, and commissioning of On-Farm Ground Mounted Solar Photovoltaic (PV) Power Systems for its 99,000 square foot (9,197 square meters) Sheep Pasture Farm. Additionally, the proposal shall include a Rooftop Solar Photovoltaic (PV) Power System for its Lodging Center located at 5425 Mt Gilead Road, Reisterstown, MD. It is the Pearlstone Center s interest to utilize materials that are considered environmentally preferable; and components manufactured in Israel or sourced locally, as possible. Refer to the USGBC product/material selection guideline for environmentally preferable materials. Vendors are expected to demonstrate material sourcing this within the proposal. Additionally, Pearlstone is committed to supporting an equitable and sustainable clean energy economy which can be demonstrated with socially responsible employment practices. Proposal Submission Qualified vendors are invited to submit a proposal which meets the requirements of this RFP. Proposal shall be submitted no later than 1:00 PM August 10, Digital copies of the proposal shall be submitted to: Harry Haywood - hhaywood@hbssolutionsinc.com Pre-Bid Site Tour The Pearlstone Center will be conducting a site tour of the Pasture Farm and Lodging Center on July 10, 2018 at 11:00 A.M. The purpose of the tour is to provide potential vendors an opportunity to review the existing site s location, roof, and infrastructure. Please see address below. Pearlstone Center 5425 Mt. Gilead Road Reisterstown, MD II. Background About Pearlstone Center The Pearlstone Conference and Retreat Center is an environmentally friendly retreat center located outside of Baltimore which provides overnight accommodations, classroom facilities, assembly spaces, dining facilities and a fitness center. Additionally, the Pearlstone Center runs an educational farm and community supported agricultural program. The Pearlstone Center occupants are primarily transient and spend no more than a few days at a time in the facility. The Pearlstone Center hosts approximately 20,000 visitors each year.

4 The pasture farm s overall area is approximately 99,000 square feet (9,197 square meters). There will be a pedestrian lane approximately ( meters) wide which will divide the pasture area in half. The remaining area will be utilized for two Ground-Mount Solar PV Arrays. There will be approximately 90,000 square feet (8,361 square meters) of available space for the Ground-Mount Solar PV System. The lodging center, originally constructed in 2001, is a two-story, 24,400 gross square foot (2,267 square meters) facility that is comprised of three adult camp buildings, three link buildings, and a teen camp building. The space functions consist of overnight dwelling units, dormitory style housing, lounges, fitness area, mechanical room and housekeeping utility room. The adult camp contains 36 dwelling units (six per floor in each building) and the teen camp is designed to house approximately 60 teenagers. The current occupancy rate of the Lodging Facility is approximately 35%. Goals The Pearlstone Center is committed to increased energy conservation and the utilization of renewable energy sources. In an effort to provide additional onsite renewable energy generation, the Pearlstone Center would like to utilize the available 99,000 square foot (9,197 square meters) pasture farm and roof space of the Lodging Center to install Solar Panel PV Power Systems. The ground-mount Solar PV system installed in the pasture farm will feed into the utility grid. It is the Pearlstone Center s intent to setup a capital campaign donation to cover the full cost of system construction. The Pearlstone Center will finance this project as the Outright Owner. The rooftop Solar PV system at the lodge buildings will be tied directly to the incoming power and will be consumed at the lodge buildings. It is understood that the existing roof will require re-shingling before this system is installed. Re-shingling the roof is included in this RFP. Solar Pasture The idea behind the Solar Pasture is to provide a Farm Compatible Solar PV system that can co-exist with grazing sheep located in the pasture area. It is expected that the sheep will consume vegetation on and around the ground-mounted solar panels. Below are some reference weblinks with information regarding this concept

5 III. Scope of Work Solar Pasture Ground Mount Solar PV The scope of services provided by the vendor shall include all tasks, material and components required to design, deliver, install, and commission a Turn-Key Ground Mounted Solar PV Panel System. The proposed system shall be suitable for grazing sheep. The system shall take into account the available pasture farm space. The system shall focus on maximizing power production with efficient operation and minimal maintenance requirements. Project to include developing a short video with educational material which documents the projects process and outcome. Recording shall be provided in digital format. The selected vendor is expected to provide the following services: 1) Design / Planning Phase: a. Assess site topography and geotechnical attributes to estimate costs related to project installation. b. Electrical review of existing infrastructure c. The vendor shall identify the appropriate location for the solar PV inverter equipment and its related components to meet the following criteria: i. Ease of access for maintenance and monitoring ii. Efficient operation iii. Secured hardware and location iv. Compatibility with existing facility infrastructure. d. Design documents, with the following minimum information: i. Timeline / Project schedule ii. System and performance description iii. Equipment details and description (includes manufacturers warranty information) iv. Layout of installation and equipment v. Equipment procurement and installation specifications vi. All engineering associated with structural and mounting details vii. Performance of equipment components and sub-systems viii. Integration of solar PV system with other power sources ix. Electrical grid interconnection requirements x. Storm water management and erosion control management plan xi. Controls, monitoring and instrumentation xii. System performance monitoring device xiii. System commissioning and customer training plan

6 e. Provide as-built drawings, operations and maintenance manuals and parts manuals for the solar PV system prior to installation of solar PV system. f. All required rights, construction permits, environmental permits, fees, approvals, and interconnection agreements from governing agencies and utility companies shall be the responsibility of the vendor. g. Vendor shall identify, complete, and submit all required documentation for applicable rebates and incentives within a timely manner 2) Implementation Phase: a. The vendor will supply all equipment, materials, and labor necessary to install the solar PV system and integrate with other power sources. All costs associated with utility interconnection shall be borne by the awarded Contractor/Vendor. b. All required over-current protection devices shall be included in the system and be accessible for maintenance. c. System switching, and metering equipment shall by accessible for repair, resetting, and for data monitoring retrieval. d. Mounting system shall be either directly anchored into the ground or ballasted on the surface without ground penetration. Mounting system design needs to meet applicable building code requirements with respect to snow, wind, etc. e. Mounting system can be either fixed tilt of single axis tracker. f. Storm water management and erosion control management shall be included in the proposal. g. All lines interconnecting solar arrays to point of interconnection shall be underground. h. The system shall conform to all manufacturers installation manuals. i. Site shall be maintained and kept secure, free of excessive debris and in safe condition during construction. j. The vendor shall ensure all installing subcontractors are familiar with the manufacturers installation guidelines. k. PV modules shall be free of dirt and debris prior to system startup. 3) System Requirements: a. Solar PV system shall be utility grid connected following the local electric utility required design and installation standards for grid-tie and net metering. Vendor will prepare and submit all applications for interconnection with local utility.

7 b. Vendor is to specify and determine all materials and components required for PV system, including but not limited to: PV modules, mounting system, inverters, combiner boxes, AC disconnects, DC disconnect switches, wiring, and conduit. c. Vendor shall comply with all applicable local building and electrical codes. d. PV modules and inverters must be UL 1703 listed, tested, and certified to IEC and/or IEEE1262. e. System shall comprise of UL listed or recognized components. f. Vendor shall provide monitoring system to be used to verify system performance. g. System shall include a separate power monitoring sensor with wireless communicating capabilities and integration with existing BAS system for monitoring purposes. h. It is the Pearlstone Center s interest to utilize material and/or components manufactured in Israel where ever possible. Vendor to demonstrate this within the proposal if possible. i. Vendor should select and use materials that are considered environmentally preferable and sourced locally as possible. Refer to the USGBC product/material selection guideline. 4) Acceptance Phase Services: 5) Warranty a. Vendor shall provide adequate training, maintenance, and warranty information covering PV modules, equipment and system components, mounting systems, and inverters. b. Vendor is to perform all commissioning tasks as identified in submitted commissioning plan. c. The vendor will establish the initial system output to prove that the system is performing per design. This information will be used to establish a baseline to be used for warranty purposes. d. A commissioning summary report shall be provided once all commissioning is complete and all identified deficiencies have been satisfactorily resolved. a. Vendor will provide a warranty on all installation labor for a minimum of five years from system commissioning, if not already covered by manufacturers warranty. This warranty shall include repair of any damage directly attributed to the PV system installation. b. PV modules shall have a minimum 25-year power warranty with not more than 20% allowable degradation of power over a 25-year period. c. Mounting system shall be warranted free of defects for a minimum of five years.

8 d. Inverters shall be warranted fee of defects for a period of no less than 10 years. Rooftop Solar PV The scope of services provided by the vendor shall include all tasks, material and components required to design, deliver, install, and commission a Turn-Key Rooftop Solar PV Panel Array project. The existing Roof for the Lodging center is approximately 17 years old. The scope of work shall include re-shingling the Lodge Building s roof. The system shall take into account the available lodge center roof space, facility electrical demand and load patterns, and available solar resources. The system shall focus on maximizing power production with efficient operation and minimal maintenance requirements. Project to include developing a short video with educational material which documents the projects process and outcome. Recording shall be provided in digital format. The selected vendor is expected to provide the following services: 1) Design / Planning Phase: a. Structural and roof integrity review for roof installed systems, stamped and sealed by a licensed professional structural engineer b. Electrical review of existing infrastructure, stamped and sealed by a licensed professional electrical engineer c. The vendor shall identify the appropriate location for the solar PV inverter equipment and its related components to meet the following criteria: i. Ease of access for maintenance and monitoring ii. Efficient operation iii. Secured hardware and location iv. Compatibility with existing facility infrastructure. d. Design documents, with the following minimum information: i. Timeline / Project schedule ii. System and performance description iii. Equipment and roofing materials details and description (includes manufacturers warranty information) iv. Layout of installation and equipment v. Equipment procurement and installation specifications vi. All engineering associated with structural and mounting details vii. Performance of equipment components and sub-systems viii. Integration of solar PV system with other power sources ix. Electrical grid interconnection requirements x. Controls, monitoring and instrumentation xi. System performance monitoring device xii. System commissioning and customer training plan

9 e. Provide as-built drawings, operations and maintenance manuals and parts manuals for the solar PV system prior to installation of solar PV system. f. All required rights, permits, fees, approvals, and interconnection agreements from governing agencies and utility companies shall be the responsibility of the vendor. g. Vendor shall identify, complete, and submit all required documentation for applicable rebates and incentives within a timely manner 2) Implementation Phase: a. The vendor will supply all equipment, materials, and labor necessary to install the solar PV system and integrate with other power sources. All costs associated with utility interconnection shall be borne by the awarded Contractor/Vendor. b. Scope of work shall include replacing the existing Roof shingles. The installation of the work needs to be closely coordinated with the owner so as not to interrupt the on going business operations of the Lodges buildings occupants. c. All required over-current protection devices shall be included in the system and be accessible for maintenance. d. System switching, and metering equipment shall by accessible for repair, resetting, and for data monitoring retrieval. e. The system shall maintain roof and structural integrity. Loading impact of the array, wind, snow, etc. shall be determined by the vendor during the design phase. f. The system shall conform to all manufacturers installation manuals. g. Site shall be maintained and kept secure, free of excessive debris and in safe condition during construction. h. The vendor shall ensure all installing subcontractors are familiar with the manufacturers installation guidelines. i. PV modules shall be free of dirt and debris prior to system startup. 3) System Requirements: a. Solar PV system shall be utility grid connected following the local electric utility required design and installation standards for grid-tie and net metering. Vendor will prepare and submit all applications for interconnection with local utility. b. Vendor is to specify and determine all materials and components required for PV system, including but not limited to: PV modules, mounting system, inverters, combiner boxes, AC disconnects, DC disconnect switches, wiring, and conduit.

10 c. PV systems components shall minimize roof penetrations for roof mounted systems. d. Vendor shall comply with all applicable local building and electrical codes. e. PV modules and inverters must be UL 1703 listed, tested, and certified to IEC and/or IEEE1262. f. System shall comprise of UL listed or recognized components. g. Vendor shall provide monitoring system to be used to verify system performance. h. System shall include a separate power monitoring sensor with wireless communicating capabilities and integration with existing BAS system for monitoring purposes. i. It is the Pearlstone Center s interest to utilize material and/or components manufactured in Israel where ever possible. Vendor to demonstrate this within the proposal if possible. j. Vendor should select and use materials that are considered environmentally preferable and sourced locally as possible. Refer to the USGBC product/material selection guideline. 4) Acceptance Phase Services: 5) Warranty a. Vendor shall provide adequate training, maintenance, and warranty information covering PV modules, equipment and system components, mounting systems, and inverters. b. Vendor is to perform all commissioning tasks as identified in submitted commissioning plan. c. The vendor will establish the initial system output to prove that the system is performing per design. This information will be used to establish a baseline to be used for warranty purposes. d. A commissioning summary report shall be provided once all commissioning is complete and all identified deficiencies have been satisfactorily resolved. a. Vendor will provide a warranty on all installation labor for a minimum of five years from system commissioning, if not already covered by manufacturers warranty. This warranty shall include repair of any roof leaks and/or damage directly attributed to the PV system installation. b. PV modules shall have a minimum 25-year power warranty with not more than 20% allowable degradation of power over a 25-year period. c. Roofing shingles should carry a 40 year manufacturer s warranty d. Mounting system shall be warranted free of defects for a minimum of five years.

11 e. Inverters shall be warranted fee of defects for a period of no less than 10 years. IV. Proposal Requirements The following proposal requirements are listed as a guide for the format of the written proposal submission: 1) Cover Letter Cover letter is to include a brief description of the firm, including legal name, address, telephone number, and address. It should provide any special features of the proposal. Cover letter should be signed by an authoritative representative of the firm. 2) Contractor References List five of more comparable grid connected PV projects installed over the last five years. Provide the roles your organization performed for each project. Each reference shall include: a. Location b. Date Installed c. Customer contact information d. PV system installed e. Project cost and power generation summary 3) System Design Experience a. Describe experience with the design of Solar PV Systems. b. Provide sample construction drawing set for a completed Ground-mounted and Rooftop PV system. 4) Project Construction Experience a. Describe experience in the construction of PV. b. Detail the number of distinct projects performed. c. Describe implementation of PV construction standards and other safety measures. 5) Project Team Profile Provide the following information: a. Resumes of personnel who will be directly involved with the development of the proposed system. b. Team leader identification for the entire proposal. c. Identification of each entity, subcontractor, or firm that is involved with the proposal and their project role. d. List of subcontractors to be used to do the work 6) Statement of Work Provide a detailed description on how the scope of services will be met. Include any planned deviations from the scope of work and explain why.

12 7) Digital Recording / Education Material Pricing to include developing a short video with educational material which documents the projects process and outcome. 8) Proposed System Description Include a proposed system description to include all material and components, as well as expected annual kwh production and estimated payback period for each system. Include separate description and analysis for the Ground-Mounted and Rooftop Solar PV Systems. 9) Pricing Provide pricing for a turnkey (design/build) system. Pricing should include taxes, permits, and other fees associated with the system s design, equipment and installation. Pricing shall include all applicable incentives, rebates and/or grants available to the Pearlstone Center. WE ARE TAX EXEMPT 10) Schedule Provide proposed schedule for completion of the project within a 12-month time frame. Schedule shall include all project milestones. 11) Employment practices - Describe the extent to which the solar installation company has demonstrated efforts to provide full-time sustainable employment opportunities to residents from marginalized and underemployed communities. a. Reference specific Human Resources and Workforce Development policies and practices that promote equity in hiring and advancement within the company (i.e. inclusive hiring networks, partnerships with workforce development centers, compliance with Equal Opportunity Commission guidelines, training benchmarks for advancement). b. Detail wage levels at 90 days for non-supervisory solar installer/technicians and elaborate on the employer-paid benefits provided and the employer-paid subsidy percentage (i.e. health insurance, dental insurance, vision insurance, pension, other retirement benefits, benefits for dependents). c. Indicate whether all employees utilized under this contract shall be classified as employees, rather than independent contractors or temporary workers, and the extent to which full-time hours are provided. 12) Provide proof of insurance for the constructor and all subcontractors. A COI will be required before the work begins that names Pearlstone and The Associated as additional insureds. 13) Include a performance bond as an alternate price.

13 V. Selection Criteria The contract will be awarded to the responsive and responsible bidder whose proposal best meets the requirements and criteria set forth in this RFP. Proposals will be evaluated based on the following categories: Pricing and payback analysis Vendor experience & qualifications Vendor s ability / agreement to install a Solar Pasture with sheep present Proposed system, including quality & performance Vendor s ability to utilize Components or Systems manufactured in Israel Proposed warranty & quality control Vendor s ability to demonstrate the use of socially responsible employment practices

14 A. Exhibit A Utility Bills The following table contains the electricity consumption (kwh) of the Lodging Center from January 2017 through December Month kwh Cost Jan-17 22,428 $2, Feb-17 21,146 $2, Mar-17 21,676 $2, Apr-17 6,456 $ May-17 5,317 $ Jun-17 7,158 $ Jul-17 7,972 $1, Aug-17 4,449 $ Sep-17 3,089 $ Oct-17 5,444 $ Nov-17 18,270 $2, Dec-17 43,160 $4, TOTALS 166,565 $ 20,947

15 B. Exhibit B Pasture Farm Diagram

16 The diagram above depicts the dimensions of the Pasture Farm area that will utilize a ground-mount solar PV system. A pedestrian lane dividing the two areas above in half will be approximately wide. The overall available area for Solar PV will be approximately 90,000 SF. Below are the approximate lengths of the fence lines bordering the animal pasture: South 380 West 260 North 430 East 230

17 C. Exhibit C Supporting Drawings 1. CE.1 Original Site Development Plan 2. A0.2 Floor Layout Construction Drawing 3. A0.3 Site Plan 4. A2.1C Adult Camp Roof Plans 5. A2.4A Teen Camp Roof Plan 6. A4.1 Adult Camp Elevations 7. A4-4 Teen Camp Elevations 8. E4.1 Adult / Teen Camp Electrical Riser Diagram

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