REQUEST FOR PROPOSALS
FOR
A SOLAR POWER PURCHASE AGREEMENT
ISSUED BY
Hopatcong Board of Education
7/26/10
HOPATCONG BOROUGH BOARD OF EDUCATION
NOTICE TO BIDDERS
Take notice sealed proposals will be received by the Hopatcong Borough Board of Education, 2 Windsor Avenue, Hopatcong, NJ 07843 on Thursday September 2, 2010 until 10:00 a.m. prevailing time, at which place the proposals will be publicly opened and read aloud immediately thereafter for the following:
FINANCE, DESIGN, INSTALL, OWN, OPERATE AND MAINTAIN SOLAR POWER SYSTEM(S) AND SELL POWER UNDER A POWER PURCHASE AGREEMENT (PPA) TO THE HOPATCONG BOARD OF EDUCATION
Responses are required to comply with the applicable requirements of P.L. 1975, C 127 (NJAC 17-27), (Mandatory Affirmative Action Language) and (NJAC 12:60-2.1 and 6.1) (Prevailing Wages for Public Works), and with any and all other Federal and New Jersey Statutes not specifically mentioned herein.
Proposals will be opened on Thursday September 2, 2010 at 10:00 a.m. by the Board Secretary. Specifications and/or proposal forms may be obtained by contacting the Hopatcong Borough Board of Education, Mrs. Judith Mancuso (Facilities Department) at 973-770-8829.
Theresa A. Sierchio
Business Administrator/
Board Secretary
Table of Contents
Topic Page
RFP Intent……………………………………………….………….. 4
Primary Objectives…………………………………………………. 5
Forms……………………………………………………………….. 5
Certificates…………………………………………………………...5
Legal Notice………………………………………………………….6
Instructions to Bidders………………………………………….…… 7
Response Costs…………………………………………………….....7
Joint Venture………………………………………………………....8
System Performance…………………………………………………8
Regulations…………………………………………………………...8
Current Electricity Demands…………………………………………8
Response Submittal Requirements…………………………………...8
Evaluation Criteria…………………………………………………..10
RFP Intent
Hopatcong Board of Education (Board) is requesting sealed proposals from qualified firms to finance, design, install, own, operate and maintain solar photovoltaic electric generating systems at the following sites, all of which are located in Hopatcong, N.J. The below listed locations are all shown on the Site Location Map which is part of this RFP:
1. Hopatcong Schools Administration Building, 2 Windsor Ave.
2. Hopatcong High School, 2A Windsor Ave.
3. Tulsa Trail School, 2 Tulsa Trail
4. Hopatcong Schools Maintenance Shed, 2A Tulsa Trail
5. Wayne L. Threlkeld Athletic Center Field House
6. John Auwerda Football Field House, 2A Windsor Ave.
7. Lakeside Blvd Billboard
8. Hudson Maxim School, 452 Lakeside Blvd.
9. Hopatcong Middle School, 1 David Road
10. Durban Avenue School, 616 Durban Ave.
Sites 1-5 above are in close proximity to one another, and to an adjoining 8.3 acre parcel of land owned and/or controlled by the Board (identified on Attachment A1 and A2). When determining how to best serve the electricity needs of these (5) sites bidders are asked to consider the viability of using this parcel of land for the implementation of a ground mounted solar system. The Board has determined that sites (6-10) are located too far away from the subject parcel, and as such would require that standalone systems be installed at each (ground mounted, rooftop or parking canopy systems). Each Bidder shall be responsible to make those determinations and to propose the solution that it feels is in the best interest of the Board. The Board offers the following information that should be helpful in that regard:
1. Hudson Maxim School is in need of a new roof (see Attachment B)
2. The Middle School rear atrium roof is available without repair. The remainder of the roof is in need of replacement. The rear grass area and the fenced in playfield at the rear of the school as shown on Attachment C may be considered for ground mount facilities. The monetary value of the playfield for ground mount usage should be identified separately for informational purposes.
3. The Durban Avenue School has several grass areas and wooded areas which could be considered. They are shown on Attachments D, D1, D2, and D3. The playground equipment located on the grass area as shown on Attachment D3 will require relocation. Additionally, the Durban Avenue School roof is in need of replacement.
4. The Lakeside Blvd. Billboard has adjacent grass areas available as shown on attachment E.
5. The John Auwerda Football Field House as shown on Attachment F, has roof space available for panels.
6. Justifiable removal of trees would be considered by the Board.
The successful bidder or its designee will sell the power produced by these systems to the Board under a fifteen (15) year Power Purchase Agreement (PPA).
At the conclusion of this fifteen (15) year term, the Board will consider purchasing the system(s) at fair market value, entering into another PPA term, removing the system(s), or some other similar end of term option proposed by bidders.
Primary Objectives
The Board’s primary objectives for this initiative are as follows:
· To save money on electricity expenditures
· To achieve long-term price stability for electricity expenditures
· To promote the Board’s “Green” image and concern for the environment
· To maximize the educational and/or vocational attributes of this initiative
Forms
The following forms, which can be found in Appendix A, must be filled out and included with each bidder’s response:
· Proposal Form
· Non Collusion Affidavit
· Affirmative Action Compliance Documents
· Prevailing Wage Compliance Certificate
· Disclosure Statement
Certificates
The following certificates must be included with each firm submitting a proposal’s response:
· A valid New Jersey Business Registration Certificate for each bidder, and if applicable, each subcontractor or joint venture partner
· A valid New Jersey Department of Labor Public Works Contractor Registration Certificate for each bidder, and if applicable, each subcontractor or joint venture partner who would perform on-site work
· A valid New Jersey Department of Property Management and Construction Pre-qualification/Classification Certificate for each bidder, and if applicable, each subcontractor or joint venture partner who would perform on-site work
· A valid and current Certificate of Insurance shall be submitted with the proposal. As a condition of the PPA, the successful respondent will be required to provide appropriate insurances, indemnifying the Hopatcong Board of Education.
LEGAL NOTICE
Sealed proposals to FINANCE, DESIGN, INSTALL, OWN, OPERATE AND MAINTAIN SOLAR POWER SYSTEM(S) AND SELL POWER UNDER A POWER PURCHASE AGREEMENT (PPA) TO THE HOPATCONG BOARD OF EDUCATION will be received by the Board of Education of the Borough of Hopatcong, Hopatcong, New Jersey 07843 on Thursday September 2, 2010, at 10:00 AM prevailing time, at which time and place all proposals will be publicly opened and read. Copies of the specifications and forms may be obtained at the Business Office of the Board of Education, PO Box 1029, Hopatcong, New Jersey, 07843, or telephone (973)770-8829. The Hopatcong Board of Education reserves the right to reject any or all proposals. Firms submitting proposals are required to comply with the requirements of P.L. 1975 C. 127 (NJAC 17-27), (Mandatory Affirmative Action Language) and (NJAC 12:60-2.1 and 6.1) (Prevailing Wages for Public Works), and with any and all other Federal and New Jersey Statutes not specifically mentioned herein.
Theresa A. Sierchio
Business Administrator, Board Secretary
Hopatcong Board of Education
Instructions to Bidders
Bidders are expected to exercise their best professional and independent judgment when analyzing this RFP to determine whether additional clarification is necessary before responding. If so, such clarification should be requested in writing, via email, to . Board personnel will not discuss any aspects of this RFP over the phone. Bidders should submit their response to this RFP according to the following schedule:
EVENT / DATE/TIMEProposal Advertisement / 7/29/10
Pre-Submission Meeting / 8/10/10 10:00AM AT Hopatcong High School Cafeteria
Deadline for Inquiries / 8/22/10
Response to Inquiries / 8/27/10
Proposals Due / 9/2/10 10:00 AM 2 Windsor Ave, Hopatcong N.J.
Note: The above dates are subject to change at the sole discretion of the Board.
Notice of such would be provided via addenda.
Bidders shall submit (1) signed original hardcopy of their response and three copies clearly marked in either an envelope or small box to: Neil Piro, Facilities Supervisor
Street Address: Hopatcong Board of Education – 2 Windsor Ave., Hopatcong, NJ 07843
Mailing Address: Hopatcong Board of Education, PO Box 1029, Hopatcong, NJ 07843
Addenda to RFP – If necessary, supplemental information in addenda form will be provided to all bidders who requested a copy of the RFP. The Board shall not be responsible for failure of any bidder to receive such addenda. All addenda so issued shall become part of the RFP. Addenda will be in writing and shall be mailed, faxed and e-mailed. Engineering type documents and photos identifying locations shall be provided with this RFP (see Attachments A-F). No Representation is made as to the engineering accuracy of these documents. Addenda may only be issued by Mr. Neil S. Piro, Facilities Supervisor for the Board. Addenda withdrawing or postponing this RFP may be issued at any point prior to the submission deadline. Each bidder shall be responsible for ascertaining, prior to submitting a proposal, that it has received all issued addenda.
Response Costs
All costs incurred in preparation and submission of proposal submission and related documentation will be borne by the bidder, not by the Board.
Joint Venture
Bidders may submit proposals that are based upon a joint venture with one or more partners functioning as a team. When joint venture proposals are submitted, one team member must be designated as the primary bidder. The primary bidder need not meet all RFP requirements individually. Instead, all such requirements shall be met by the team as a whole. The proposal must be submitted by the primary bidder, however, and shall include written consent from all team members that clearly indicates their commitment to perform the tasks for which they have been identified responsible for in the proposal.
System Performance
The PPA shall state the estimated system performance, in terms of kWH of electricity generated annually throughout the term, and shall include provision for in-lieu payments or credits to Hopatcong Board of Education should the system not perform as estimated, within a reasonable variance. Failure of the system to perform beyond 5 years shall be a basis for cancellation of the PPA.
Regulations
Any award resulting from this RFP shall conform to the competitive Public School Contract laws governing New Jersey Public Schools contracting. Bidders are expected to be thoroughly familiar with all applicable statutes, rules and regulations, including those promulgated by the New Jersey Board of Public Utilities.
Current Electricity Demands
Copies of the Board’s electric bills for the twelve (12) month period beginning July 1, 2009 and ending June 30, 2010 are available at the offices of the Hopatcong Board of Education. The billing for all accounts may be picked up in person or sent to the bidder overnight, either alternate is at no charge.
Response Submittal Requirements
Bidders must include the following items in the order presented. Page limits apply where noted. Please number and re-state each sub-heading or question, follow with your response, and number all pages. This improves clarity and makes it easier to evaluate responses. Clearly labeled attachments are acceptable to organize additional documents.
1. Binding Transmittal Letter (4 page maximum)
The response must include a transmittal letter signed by a party authorized to obligate the bidder, or in the case of a joint venture, the primary bidder and all team members, to perform the commitments contained in their response. This letter must clearly identify the bidder/primary bidder, and the contact person to direct future communication to. Additionally, this letter must state that the bidder, or in the case of a joint venture, the primary bidder and all team members, will agree to fully comply with all applicable laws and codes if awarded the contract, and that the bidder/primary bidder agrees to negotiate in good faith to craft a fair and reasonable PPA acceptable to the Board. For simplicity sake, primary bidder will henceforth be referred to as bidder.
2. Qualifications (10 page maximum)
Responses must provide sufficient information to allow the Board to evaluate the bidder’s capability to successfully finance, design, install, own, operate and maintain its proposed solution. The following information is to be included:
· Name of bidder and all team members
· Roles and responsibilities of, and relationship between team members, including an organization chart to illustrate team structure
· Discussion of bidder’s and each team member’s background and experience that demonstrates their qualifications and capability to perform the assigned responsibilities
· Resumes of key employees who will work on the project
· A minimum of three reference which include:
o Customer name and contact information
o Description of system installed
o Role played by bidder, or if applicable, team members
o Year system installed
o System capacity, measure in kW
o Current operation status of the system
3. Technical (10 page maximum)
Responses must include a description of the system(s) proposed, and recommendations for any roof repairs deemed appropriate. To aid the bidder, the Board will make appointments for site visits 8/12/10, 8/16/10, 8/17/10, 8/18/10 and 8/19/10, as well as after the Pre-Submission Meeting scheduled for August 10, 2010. Descriptions are to include, at a minimum, the following:
System Technical Description
Provide a technical description of the systems proposed including the following details:
· Guaranteed power capacity (kW) measured at the inverter input
· Guaranteed minimum power production (kW) of systems
· Guaranteed solar panel degradation rate over a fifteen (15) year period
· Solar panels proposed
· Inverters proposed
· Structural materials
· Balance of system components
· Sketch, illustration or drawing indicating proposed panel locations
· Configuration of panels
· Description of how systems will be secured to ground or rooftops
· Other relevant information helpful to understand the key components of the systems and overall interconnection to existing electric service
Monitoring System Description
Provide a description of the monitoring system to be supplied, which will provide the Board with systems performance data, along with a description of the display apparatus to provide such data. Include the following details:
· Data to be provided
· Date output format