Request for Qualifications

Photovoltaic Solar Systems and Power Purchase Agreement

 

Date Announced: July 16, 2018      Qualifications Submittal Due: August 17, 2018

Questions about RFQ Due: July 27, 2018      See questions asked by vendors and responses below.

 

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SUMMARY

Mount Desert Island High School (MDIHS) is soliciting a Summary of Qualifications related to the installation of photovoltaic (PV) solar panels at the Mount Desert Island High School that will provide approximately 500,000 kWh of electricity annually. Installed systems would be financed through a Power Purchase Agreement (PPA). The MDIHS anticipates that firms would receive Renewable Energy Credits from electrical generation, and the MDIHS would purchase the generated electricity.

1. OVERVIEW

Mount Desert Island High School is accepting qualifications for the installation of photovoltaic (PV) solar panels on the buildings or land currently owned by MDIHS located at 1081 Eagle Lake Road, Bar Harbor, ME 04609, or at an off-site location. The panels will be designed to provide approximately 500,000 kWh of electricity annually. As part of the project, the roof space and/or land would be leased to the developer. The high school is serviced by three-phase power. MDIHS anticipates that firms would receive Renewable Energy Credits from electrical generation, and MDIHS would purchase the generated electricity.

Installed systems would likely be financed through a power purchase agreement. Other financing options may be discussed in the RFQ response by the contractor. The contractor will be responsible for securing all necessary permits and approvals and the associated costs therein for the successful completion of the project in conformance with the Maine State and Bar Harbor Building Codes, and to interconnect the project with Emera Maine. The contractor will also be responsible for all maintenance of installed equipment.

Qualifications packages will be evaluated based on the documentation of the criteria that includes, but is not necessarily limited to or in the order of the following:

  1. The proposal’s responsiveness to the RFQ (format, capabilities, approach, clarity, etc.);
  2. Technical understanding of the project;
  3. Proposed implementation; and
  4. Relevant background and experience of personnel committed to the project.

It is MDIHS’s intent to use this qualification process to select one or more qualified firms to submit a proposal to MDIHS to narrow and define the scope of services that will be performed. The firm selected will be required to:

  • Provide firm pricing based on pre-defined terms provided by MDIHS;
  • Meet MDIHS insurance and bonding requirements;
  • Provide details of the proposed PV installations, including size, locations, and power system information; and
  • Provide a detailed construction schedule.

2. QUALIFICATIONS SUBMITTAL

MDIHS is seeking qualifications for the installation of PV solar panels on the high school buildings and/or land owned by MDIHS or other entities. Qualified firms must be able to demonstrate experience in turnkey design, and building and maintenance of PV systems in similar situations in power purchase agreements. Firms will be expected to integrate school assets, the energy consumption needs of school facilities, solar tax credits, and any other subsidies or grants available to create a cost-effective proposal for consideration.

Interested firms shall submit:

  • Sample agreement with terms and conditions (excluding final purchase price)
  • Description of the type(s) of equipment that would be used at each site (manufacturer, model number, PV array size, etc) along with a list of locations (limited to 6) to include a client name, address, phone number, and email address of a contact person where the firm has used this equipment previously. 
  • List of all of the information the firm would require from the MDIHS to complete price proposals for the facility.
  • References (limit 6 per respondent) of similar projects, preferably from other municipalities within Maine. Include client name, a brief summary of the work, and the name, address, and phone number, and email address of a responsible contact person. Respondents shall verify all contact information is correct at the time of submission. These may be, but are not required to be, the same as the references required above.
  • Qualification data, including firm background, years in business, experience, key staff, and construction capabilities

Questions concerning this RFQ must be submitted in writing via email (questions will not be answered verbally) no later than Friday, July 27, 2018.

Written inquiries should be emailed to:

     Matt Haney, Principal                                           Joe Blotnick, Co-Coordinator

     Mount Desert Island High School                        A Climate to Thrive

     Mhaney@mdirss.org                                              joe@aclimatetothrive.org

Responses will be given by addendum that will be posted to our website no less than 10 days prior to the RFQ due date of Friday, August 17.

3. EVALUATION CRITERIA

The MDIHS will review submitted qualifications and may request a meeting with the firm, either in person or virtually, to determine which firms are best suited to participate in the Request for Proposal process. Firms will be evaluated based on technical understanding of the project, its purpose, and scope. This shall include the evaluation of the proposed solar generation equipment and the scope and assessment of the proposed installation. Qualified firms will be asked to narrow and define the scope of services that will be performed, and to identify the most desirable locations for PV solar panel installation.

4.  RIGHT TO REJECT RFQ PROPOSALS AND WAIVE INFORMALITIES

MDIHS reserves the right to reject any or all RFQ proposals for any reason, to waive any nonmaterial irregularities or information in any RFQ, and to accept or reject any item or combination of items.

Please submit one original, four hard copies, and one digital copy of the RFQ, for a total of six sets. RFQ’s and copies shall be clearly labeled with RFQ title, date, and firm name. Submit by Friday, August 17, 2018 to:

                      Matt Haney, Principal

   Mount Desert Island High School

   1081 Eagle Lake Road

   Bar Harbor, ME 04609

   Mhaney@mdirss.org

RFQ Questions from Vendors

Clarification on RFQ Submittal Requirements (in Bold)

  1. Sample agreement with terms and conditions (excluding final purchase price) - Sample PPA
  2. Description of the type(s) of equipment that would be used at each site (manufacturer, model number, PV array size, etc) along with a list of locations (limited to 6) to include a client name, address, phone number, and email address of a contact person where the firm has used this equipment previously. - This response could be synced with the References in #4 below. The purpose is to share the type of panels, inverters and size of arrays that your company has used in up to six previous applications. This assumes that you would use equipment from the same manufacturers again. If you recommend new equipment or want to update wattage information, you can describe the changes here.  
  3. List of all of the information the firm would require from the MDIHS to complete price proposals for the facility.  - This is your list of requirements for developing a proposal if asked - things like # of meters, service voltage, etc)
  4. References (limit 6 per respondent) of similar projects, preferably from other municipalities within Maine. Include client name, a brief summary of the work, and the name, address, and phone number, and email address of a responsible contact person. Respondents shall verify all contact information is correct at the time of submission. These may be, but are not required to be, the same as the references required above.
  5. Qualification data, including firm background, years in business, experience, key staff, and construction capabilities

 

Responses to questions submitted. (in Bold)

1) Will you specify which rooftops, parking lots and parcels of land will be available for solar panels to be located at 1081 Eagle Lake Rd., or other off-site locations in the RFP?   Yes, in the proposal stage. We will likely look at two options - onsite on rooftops and offsite at another location. The land surrounding the high school is mostly used for other purposes - parking, sports fields etc. 

2) Will you specify rooftop materials in the RFP?   See #3 above - info can be provided later

3) How many utility meters/accounts will be utilizing the kilowatt hours generated by the solar array?   5 meters

4) How many utility meters/accounts are located at the school?  All 5

5) What is the service voltage of the school?  Will be identified in the proposal stage. 

6) Which utility meters experience demand charge billing and will the school entertain options to eliminate the demand charges?   If feasible, yes the High School will consider options.

  • MDI HS 10003098-0 Main Meter            Code M-2 Demand ~ 50,000 kWh monthly
  • MDI HS 10003097-8 Football                 Code M-2 Demand - up to 3,300 kWh monthly
  • MDI HS 10003095-4 Pump                     Code B-1 Non-demand
  • MDI HS 10003096-6 Small                     Code B-1 Non-demand
  • MDI HS 10188392-6 Sodium Lights        Code G-1 Sodium Lights

7) Does MDIHS pay for its Emera Maine electrical accounts, or does the town of Bar Harbor pay for these accounts?   MDIHS pays

8) Will MDIHS insurance and bonding requirements be provided in the RFP?  Yes

9) Please clarify what is specifically meant with the following statement as found in the RFQ description “integrating school assets” in creating a cost effective proposal for consideration.  This means utilizing school structures such as roofs and/or available land for solar. 

10) Please clarify how you would like an “original copy” vs four “hard copy’s” to be presented in the RFQ submission on 8/17/18.   The original has signatures in ink and possibly color diagrams. The copies can be in black & white.