Pv Contract Procedures by vas20779

VIEWS: 10 PAGES: 8

More Info
									Request For Proposal                       03ecf44b-bdce-4b93-9dac-b4c73465886f.doc



1. Introduction:
“Developer X” is seeking a Firm to supply, install, and commission a photovoltaic
(PV) generating system as part of a live-work new construction project for the
Project Name in City name, California. The selected Firm will demonstrate
superior engineering practices, be experienced in the design and commissioning
of similar PV projects, and will demonstrate an implementation approach that can
effectively meet the objectives stated in Section 3 of this RFP.

2. General Site Conditions:
The Project Name development will be located on [for example: 2.5 acres at the
corner of ____ and ___ in ___. ] The project will consist of [for example: 90 units
with an average size of 1230 s.f./unit. The total footprint of the development is
48,990 s.f. ]

The development will include [for example: a mix of five different style units, two
stories and three stories, with various orientations. Each unit’s roof is sloped,
and is expected to be roofed with composite shingles. Two story and three story
buildings will be built side by side. Due to this configuration it is anticipated that
approximately half of the units will have slope and orientation appropriate for PV
installation.]

For the purpose of this RFP assume an unobstructed 4:12 south facing roof.

The Project Name units will receive electricity from [for example: PG&E] and be
individually metered. Units with PV installed will be individually net metered.
Please provide a proposal for [for example: two alternate systems: 0.5-1.0 kW
and 1.0-1.5kW per unit power demand.]


3. Scope of Work:
“Developer X” is seeking a Firm to design and install a PV system that addresses
the following objectives [for example: :

      Minimize the total cost through the cost efficiencies of new construction
       and volume discounts.
      Create the greatest value to developer and homebuyer as compared to
       the original investment.
      Provide a system designed for low maintenance costs, and for reliable
       performance through use of previously demonstrated “tried and true”
       systems.
      Work aesthetically with the overall architecture of the buildings.
      Provide appropriate power and energy output, without exceeding the
       requirements of each unit.
      Provide a warranty for the system.


PV-New Construction Toolkit                                                 Page 1 of 8
Request For Proposal                      03ecf44b-bdce-4b93-9dac-b4c73465886f.doc


      Qualify for and obtain state and utility loans and/or rebates.
      Provide manufacturer's marketing materials and advice to the Developer
       to help market the PV system to potential home buyers.]

This section attempts to describe the complete scope of work to be performed by
the selected firm, and will be the basis for negotiating a final contract with the
firm. Although this text describes “Developer X”’s current thinking for the scope,
it is recognized that how this scope of work is implemented may evolve based on
input from the proposing firms and/or other changes to the development plan.

Detailed System Design: The selected Firm, in coordination with the Developer,
will finalize the number and location of PV systems within the development. The
Firm will be responsible for creating a design that meets “Developer X”’s
objectives, as well as meeting the detailed requirements listed in Attachment 1,
[Section 3.1.1 through 3.2.5 - This references the Consol/ Endecon RFP at
http://www.consol.ws/content.asp?sid=45]. [For example: Crystalline PV
modules] are preferred for this project. A pre-engineered system is also
preferred, however a previously designed and installed system would be
acceptable. The design will address the system mounting configuration, system
type and manufacturer, total system size and weight, power output, energy
output, value of energy generated, location of electrical equipment, power and
energy monitoring equipment. The design will include all materials and
equipment, including wiring diagrams and inverter type, required to result in the
installation of an operating PV system. The design shall address all code, utility
interconnect, utility shut-off, and fire safety issues. Drawings shall include the
dimensions and layout of all equipment.

System Installation: The Firm shall be licensed in the State of California to design
and install this type of construction project (contractors License A, B, C10, or
C46). The installation shall be “turn-key,” requiring a minimum of supervision and
project management, include all materials and labor (except where noted below),
and result in a fully commissioned PV system. The selected firm will provide
“Developer X” with an installation schedule, including the permitting process,
delivery of materials, construction, and inspections. The installation will take
place during three phases of construction. (See attached phasing diagram)

System Commissioning, Acceptance Procedures, and Interconnection: The
selected firm shall be responsible for commissioning the system, demonstrating
completion to the General Contractor once construction of the PV system has
been completed, and interconnecting with the utility grid. Commissioning and
Acceptance Procedures will build off the PV System Installation Checklist in
Attachment 2 [This references the Consol/ Endecon RFP at
http://www.consol.ws/content.asp?sid=45 and at
http://www.californiasolarcenter.org/downloads.html ], and will include preparing
the system for operation; cleaning all of the PV panels with water and a
squeegee; measuring the system output; testing each panel to ensure panel
function; scheduling and passing final inspections with permitting agencies and

PV-New Construction Toolkit                                              Page 2 of 8
Request For Proposal                        03ecf44b-bdce-4b93-9dac-b4c73465886f.doc


with the local utility for interconnection; scheduling and passing final inspections
as required by rebate and loan programs; and any other activities required to
result in a fully functional system.

Project Coordination. The selected firm will be responsible for overseeing and
coordinating with the rest of the project team to insure a successful project,
including: the design team, to identify structural and other design impacts; the
mechanical design-builder, to insure that there are no vent pipes or other
obstructions (even minor ones) in the array location or in the sun path; the
electrical design-builder, to install rough electrical inside the structure; the roofing
contractor to flash around the mounting system such that the roof warranty is
maintained; the General Contractor to finalize and schedule the project
acceptance procedures; developer/ leasing agent to distribute marketing
information, customer warranty documentation and basic education for building
occupants.

Apply for and Collect Rebates. The selected firm will be responsible to apply for
rebates from the California Energy Commission, meet all conditions, and to
collect the rebate (preferably as part of final payment for the PV systems).

It is “Developer X”’s intention to have the installation completed over three
phases with completion dates as noted on the phasing diagram.

4. Evaluation Criteria:
“Developer X” will use the following evaluation criteria to select several Firms for
interview. Criteria are listed in order of importance.
[for example:
     Cost
     Project Team -- Qualifications, education and relevant experience of the
        Lead Firm as well as assembled subcontractors. Evaluation will focus on
        qualifications both of the firms, and of key individuals on the team. The
        proposal should describe design ability and design resources (e.g. from
        the manufacturer), as well as capabilities for construction, project control,
        and the full scope of services described above.
     Proposed system description and how the proposed system will meet
        “Developer X”’s objectives. Evaluation will include design approach,
        aesthetics, maintainability, demonstrated performance, warranty and other
        elements. Pre-engineered solutions are preferred.
     Long-term Value - Performance and value of the system to both the
        developer and homebuyer, as compared to the final installed cost.
     Project Management - Project planning, coordination, cost control and
        quality control methods, production facilities, capabilities and techniques
        and ability to complete the project within the schedule provided by the
        Contractor.



PV-New Construction Toolkit                                                  Page 3 of 8
Request For Proposal                                    03ecf44b-bdce-4b93-9dac-b4c73465886f.doc


        Clarity of Submittal and Responsiveness to RFP1
        Any other criteria deemed by “Developer X” to be relevant to the
         selection.]


5. Response Format and Detail:
“Developer X” is seeking responses to this RFP that are detailed, descriptive,
and concise. The outline below is provided as a preferred format, but other
clearly formatted responses will be acceptable as long as they include all the
required information. Responses should be tailored to this RFP. Brevity and
clarity are important considerations in the development of your response. Please
do not include extraneous information. Responses should be organized and easy
to read.

Project Team:
    Business Description: For the Lead Firm, describe your business. The
       description should include information on the company history, office
       location(s), company size and financial stability.

        Firms on the Team: Describe subcontractors or manufacturers that will be
         part of your team. The description of team members should be similar to
         what is outlined in #1 (Business Description). If your Firm does not intend
         to use any subcontractors or sub-consultants, please state so.

        Key Personnel: Provide qualifications of the key project personnel,
         especially the Project Manager committed to this project, and the Lead
         Design Engineer. Also identify who will be the Construction Lead and
         describe that individual’s relevant experience. Describe other team
         members and subcontractors who will have a significant role in the project.

        Project Summaries: Provide summaries of at least three similar projects
         that your company (and ideally the proposed team) has completed in the
         past five years, preferably including at least one new construction project.
         These summaries should include information such as the project manager
         name (and role of the proposed project manager if applicable), installation
         subcontractor, the actual budget compared to the engineer’s estimate,
         resulting energy and power generation, etc. Please include the name of
         the customer, the main contact, and a contact phone number. These
         contacts may be used as references.




1
  Although listed low on the list of priorities, a clear and brief submittal insures that the submission will be
read in its entirety. Clarity of the response to this RFP affects all other selection criteria.


PV-New Construction Toolkit                                                                        Page 4 of 8
Request For Proposal                     03ecf44b-bdce-4b93-9dac-b4c73465886f.doc


Proposed System:
    Describe your proposed system in detail, addressing how it will meet
      “Developer X”’s goals and objectives. Provide the preliminary system
      design for a typical unit. Be sure to include, at a minimum, loading
      characteristics (lbs per square foot, or lbs per support leg, etc.), a single
      line diagram of the system, the panel layout, make and model of inverter,
      panel mounting details, and physical layout of electrical equipment such
      as transformers, inverters, etc., with dimensions.
    Provide examples of other projects where the system is installed (even if
      not by the proposing team). If not already provided as a reference, please
      provide contact information for someone who could speak to the reliability
      and maintainability of the installed system.

Electricity and Power Analysis:
    Evaluate the peak kW generating capacity and the annual energy
       generation of the proposed system (per installed unit). To provide
       consistency among responses please provide estimates based upon the
       CEC-certified PTC output of the proposed system (for PV output and
       inverter efficiency) and 1800 equivalent full load hours of annual
       operation. Also evaluate the annual value of the electricity generated
       based upon a flat average rate of $0.17 per kWh.
Cost:
    Provide a cost proposal that details the cost of the system design, PV
       panels, electrical equipment, mounting equipment, installation labor,
       output monitoring equipment, etc. Provide costs on a per unit basis for 10,
       20, and 40 units to demonstrate volume discounts if available. Assume
       systems will be installed on units with the best solar access and
       orientation. Assume all units will be installed in September 2004.
    Cost should include a 5 year system warranty; also provide costs for an
       optional 10 year system warranty, and/or for an annual energy
       performance warranty if available.

Project Management:
    Develop and include in your response an anticipated implementation
       schedule including milestones such as final design, permitting, material
       delivery, inspections, etc.
    Describe project management experience with new construction, including
       managing the other trades.
    Provide a list of subcontractors and the role for each.
    Provide a statement of availability of key staff.

Other Information: Provide warranty information and describe marketing
resources that can be shared with the Developer. Provide any other information
that you feel will help “Developer X” make its selection.

Contractors License: Please provide a copy of your contractor’s license.


PV-New Construction Toolkit                                             Page 5 of 8
Request For Proposal                     03ecf44b-bdce-4b93-9dac-b4c73465886f.doc



Attachments: While keeping in mind the preference for brevity, provide additional
attachments that you feel will demonstrate the capabilities of your firm to help
“Developer X” achieve its goals and objectives through the implementation of the
Scope of Work. These attachments may include, but are not limited to: cost
benefit or life cycle cost analysis for both the developer and homeowner
perspectives; a sample study; safety plans; project planning protocol; QC
procedures; examples of peer review; scheduling protocol; sample drawings,
marketing strategies for PV-equipped live-work lofts, etc. Please be sure to label
all attachments clearly.

PLEASE NOTE: Firms that are selected for the short list may be required to
submit examples of their work for further consideration in making the final
selection, which may include on-site tours of recently completed projects.

6. Minimum Qualifications:
In order to qualify for the interview, the Firm must demonstrate the following
minimum requirements.
     Have sufficient staff and resources to meet the requirements of the
       contract including redundancy of qualified personnel such that key
       persons can be readily replaced (with “Developer X”’s pre-approval) in the
       event of illness, employee changes, or other reasons.
     Demonstrate financial stability.
     If resources outside your firm are to be used, select only qualified sub
       consultants who have extensive experience with the type of work that they
       will perform in this project.
     The selected Firm’s Team must be insured with a minimum of
       $1,000,000.00 General Liability and a minimum of $1,000,000.00
       professional liability insurance.
     Licensing as appropriate to the scope of work.


7. General Information:
One original and TWO copies of your Proposal should be forwarded to the
following address no later than 12:00 noon, on Date, 200_. Questions regarding
your response to this request should be directed to __________ at (telephone #).

Please address your Proposals to:

      Developer’s Contact Person
      telephone #
      ”Developer X”
      Address




PV-New Construction Toolkit                                             Page 6 of 8
Request For Proposal                       03ecf44b-bdce-4b93-9dac-b4c73465886f.doc



The respondent is solely responsible for the costs incurred in preparing its
response. “Developer X” will provide no compensation for such costs.

“Developer X” reserves the right to reject any or all responses for any reason, to
withhold consideration of incomplete responses, to waive informalities or minor
irregularities, or request additional information of the responders at its discretion,
and reserves the right to terminate the solicitation and/or evaluation process at
any time.

Acceptance of a Proposal or other material during the selection process does not
constitute a contract and does not obligate “Developer X” to award funds.
“Developer X” also reserves the right to reject any or all responses without
penalty and to act in the best interest of “Developer X” as may be required.


8. Schedule:
The following schedule is tentative and non-binding.

       RFP Released Date 1
       Proposals Due Date 2
       Evaluation of Responses Date 3
       Notification of Short listed Firms Date 4
       Oral Interviews Date 5
       Final Evaluation Date 6


9. Instructions to bidders
Competency of Bidders
All bidders and their subcontractors shall be licensed at the time of the bid date
by the Contractors State License Board of the State of California to perform the
work herein described, if such work lawfully requires such licensing.

Examination of Bid Documents and Site Inspection –
   A. Before preparing his Proposal the bidder shall carefully examine the
      drawings, read the specifications and other bid documents. He/she shall
      be prepared to accomplish the work within the existing limitations and
      shall include in his Bid a sum to cover the cost of all items included in the
      project.
   B. Failure or neglect to follow this procedure shall not relieve the bidder of
      his/her responsibilities nor entitle him/her to additional compensation for
      work overlooked and not included in his/her bid.




PV-New Construction Toolkit                                                 Page 7 of 8
Request For Proposal                     03ecf44b-bdce-4b93-9dac-b4c73465886f.doc


Errors in Bid Documents
Should a bidder find discrepancies in or omissions from the drawings or
specifications, or should he/she be in doubt as to their meaning, he/she shall at
once notify “Developer X” and, should it be found necessary, a written Addendum
will be sent to all bidders. “Developer X” will not be responsible for any oral
instructions.

Changes to Bid Documents
All Addenda will be mailed to each party holding bid documents, although it shall
be the bidder's responsibility to make inquiry as to the Addenda issued. All such
Addenda shall become part of the contract documents and all bidders shall be
bound by such Addenda whether or not received by them.

Subcontractors
   A. Each portion of the work shall be performed by an organization
      knowledgeable and experienced in that particular field.
   B. No part of the contract or of the subcontracts shall be assigned,
      transferred to or sublet without the written consent of “Developer X”.
   C. If the bidder fails to specify a subcontractor for any portion of the work,
      he/she shall be deemed to have agreed to perform such portion
      himself/herself. He/she shall not be permitted to subcontract that part of
      the work except in cases of public emergency or necessity, and then only
      after the finding of the awarding authority has been publicly recorded.




PV-New Construction Toolkit                                             Page 8 of 8

								
To top