Solar Power Purchase Agreement

Transcription

1 Request for Proposal Solar Power Purchase Agreement Cedar Rapids/Linn County Solid Waste Agency 1954 County Home Road Marion, Iowa Issued: September 18, 2015 Proposals Due: 4 pm, October 28, 2015

2 TABLE OF CONTENTS 1. Project Summary Agency Background Agency Goals Project Objective RFP Schedule Manner of Submitting Proposals Statement of Work/Project Scope 5 8. Negotiations and Clarifications Proposal Content and Organization Additional Requirements Selection Criteria Limitation of Liability Agreement Terms and Conditions. 12 ATTACHMENTS Attachment I: Agency property located at 1954 County Home Road, Marion, IA Attachment II: Agency electrical consumption at 1954 County Home Road, Marion, IA CRLCSWA Solar PPA RFP September 2015 Page 2

3 1. Project Summary The Cedar Rapids/Linn County Solid Waste Agency (Agency) is soliciting proposals from qualified vendors sometimes referenced as solar services providers to design, install, own, operate and maintain a ground mounted, utility-interactive photovoltaic electric generating system using a Solar Power Purchase Agreement. The solar array will be located on Agency property at 1954 County Home Road north of Marion, Iowa, in Linn County (Attachment I). The property is served by two utility companies Alliant Energy/Interstate Power and Light Company and Linn County Rural Electric Cooperative. The Agency may or may not choose to purchase the system, depending on the terms offered by/negotiated with the selected vendor. The target date for project completion is spring Agency Background The Agency is an independent, intergovernmental entity governed by a ninemember board of directors. Established in 1994, the Agency provides sustainable waste, recycling and composting programs to the citizens of Linn County and its 17 communities. As a certified Environmental Management System, the Agency continually seeks to reduce its carbon footprint through alternative energy production; the proposed solar array will complement the Agency s landfill gas toenergy plant installed in Agency Goals The Agency board of directors has established the following reasons for hosting a PV system under a Purchase Power Agreement: -to reduce the cost of electricity without the responsibility of PV design, construction, operation & management -to provide predictable/stable electric charges during the next 20 years (FY17- FY37) -to provide as much of the Agency s electrical demand as possible -to generally reduce carbon emissions & dependence on fossil fuels via alternative energy production -to enhance the Agency s Environmental Management System which represents the organization s commitment to sustainability -to provide an example of and information about solar technology to Linn County residents and businesses CRLCSWA Solar PPA RFP September 2015 Page 3

4 4. Project Objective The selected vendor shall provide the design, equipment, materials, manufacturing and any other miscellaneous and professional services necessary to the installation of a ground mounted utility-interactive photovoltaic system. The vendor will own, operate and maintain the PV system for the duration of the contract while selling the solar generated power to the Agency. The Agency may or may not opt to purchase the system, depending on the negotiated terms of the contract. Given the space available for the array and other contributing factors, the system should be capable of producing as much of the Agency s electrical demand as possible. In addition, the array should be sized to take advantage of net metering, taking into consideration current rules and regulations of the Iowa Utilities Board as well as policies of utility companies serving the Agency. 5. RFP Schedule At the discretion of the Agency, the following dates may be subject to change. ACTIVITY DATE RFP issue date September 18, 2015 Deadline for questions Noon, Wed., October 21, 2015 Deadline for proposal submittal 4 pm, Wed., October 28, 2015 Proposal review & evaluation November 2015 Follow-up interviews if needed November 2015 Vendor selection; contract negotiation December 2015 Sealed proposals will not be opened prior to 4 pm Central Time, October 28, 2015, and will be opened by an authorized Agency representative and not in the presence of vendors or individuals not employed by the Agency. 6. Manner of Submitting Proposals One (1) original and four (4) copies of the proposal must be submitted by 4 pm, Wednesday, October 28, Electronic proposals will not be accepted unless accompanied by paper copies. Submit to the following: Karmin McShane, Executive Director Cedar Rapids/Linn County Solid Waste Agency 1954 County Home Road Marion, IA Vendors may only withdraw proposals prior to the submission deadline via written notice, including notice. CRLCSWA Solar PPA RFP September 2015 Page 4

5 The Agency reserves the right to withdraw or amend this RFP at any time. The Agency further reserves the right to wave irregularities and informalities in a submitted proposal or in the bidding process, to accept other than the lowest cost proposal and to reject any or all proposals. 7. Statement of Work/Project Scope GENERAL The selected vendor shall design a new ground mounted photovoltaic system at 1954 County Home Road, Marion, Iowa, including identifying the location and assessing its topography and geotechnical attributes. Attachment I depicts Agency-owned property at 1954 County Home Road, Marion, Iowa. Areas considered most likely for solar array location are north of the Resource Recovery Building; the highpoint of the closed landfill cell west of the Main Office building; and farmland west of the landfill cells. However, it will be up to vendors to assess and recommend the best location. Tours of the property may be scheduled with Communications Director Joe Horaney, jhoraney@solidwasteagency.org, , ext The selected vendor shall perform all professional services necessary to install the project such that it is operational and compliant with all applicable standards; building codes; utility interconnection requirements including net energy metering and local/state codes, laws and regulations. The vendor shall identify and be responsible for application and management of any available rebates, incentives or benefits available to the project, except that it shall select from among any mutually exclusive incentives for which the project might qualify in a way reasonably expected to maximize net present value to the Agency. DESIGN & ENGINEERING The vendor shall design/engineer the PV system to maximize solar energy resources, taking into consideration the Agency s electrical demand and load patterns, available solar resources, existing site conditions, proposed future site improvements, and other relevant factors. Attachment II depicts Agency electrical use for FY15 (July 1, 2014 June 30, 2015) Upon request, the Agency will give its electric utilities permission to discuss relevant accounts and rates to prospective vendors. requests to Executive Director Karmin McShane at kmcshane@solidwasteagency.org The vendor shall identify an appropriate location for the solar PV inverter equipment and related components unless micro inverters are used and environmental control systems, if any, which will meet the following criteria: CRLCSWA Solar PPA RFP September 2015 Page 5

6 Ease of maintenance and monitoring Efficient operation Low operating losses Secured location and hardware Compatibility with existing facilities Aesthetics Design documents shall include the following minimum information: Timeline/Project Schedule System description Equipment details and description Selection of key equipment Layout of equipment and installation including perimeter fencing Specifications for equipment procurement and installation Engineering associated with structural and mounting details taking wind speed and soil conditions into consideration Performance of equipment components, and subsystems (Estimated energy delivery for each month of the year and annual total at the delivered voltage) Equipment warranties and guarantees Integration of solar PV system with other power sources Electrical grid interconnection requirements Controls, monitors, and instrumentation Efficiency loss over time System performance monitoring Metering requirements PERMITS & APPROVALS The vendor shall be responsible for securing, at vendor s cost, all permits and approvals from relevant agencies and organizations. The Vendor will secure from governing agencies and the utility company all required rights, permits, approvals, and interconnection agreements at no additional cost to the Agency. The Agency will become the signatory on applications, permits, and utility agreements only where necessary. The selected vendor will complete and submit in a timely manner all documentation required to qualify for available rebates and incentives. INSTALLATION The vendor shall supply all equipment, materials, and labor necessary to install the PV and integration systems. CRLCSWA Solar PPA RFP September 2015 Page 6

7 INTERCONNECTION The vendor shall: Supply and install all equipment required to interconnect the solar PV system to the distribution system of Alliant Energy, REC, or any another utility as appropriate. Fulfill all application, studies, and testing procedures to complete the interconnection process. Pay all costs associated with utility interconnection. COMMISSIONING & ACCEPTANCE TESTING During the start-up, the Agency, and/or its independent engineer/consultant, shall observe and verify each system performance. Required commissioning and acceptance test services include: Definition of performance requirements Starting up the solar PV systems until it achieves performance requirements Conducting performance testing over a consecutive twenty-four (24) hour period or other defined period of time Method of demonstrating that the system meets performance requirements Conducting the successful delivery of power within thirty (30) days following completion of the system and meeting specified benchmark(s) OPERATION & MAINTENANCE MANUALS AND AS-BUILT DRAWINGS The vendor shall: Provide two (2) sets of operation, maintenance, and parts manuals for the solar PV system. The manual shall cover all components, options, and accessories supplied. It shall include maintenance, trouble-shooting, and safety precautions specific to the supplied equipment. It shall also delineate responsibilities of both parties, both during the term of any agreement and after any potential buyout that may be agreed to. Provide two (2) sets of as-built drawings including one (1) on CAD. These requirements shall be delivered prior to acceptance of the solar PV system. MONITORING The vendor shall provide for the following: Monitoring of system performance Equipment and services that will tie the PV system into the Agency s computer network, allowing the Agency to monitor, analyze, and display historical and live solar electricity generation data. The regularly collected data should reflect, but not be limited to, the following: CRLCSWA Solar PPA RFP September 2015 Page 7

8 o System performance o System availability o Average and accumulated output o Capacity factor o Degradation o Cost avoidance The vendor shall also provide an application for Apple & Samsung handheld devices to conduct all of the above. The data acquisition system shall be designed for turnkey, remote operation. Data shall be internet-based and not require a dedicated, 24-7 personal computer. WARRANTIES AND GUARANTEES Should the Agency opt to purchase the PV system, identify warranties and guarantees that would be transferred to the Agency. OPERATION AND MAINTENANCE The vendor shall perform all required maintenance, including cleaning and snow removal as well as warranty repair work and equipment replacement including, but not limited to, inverter replacement (if necessary) in order to keep the system operational and performing to production guarantees. REMOVAL The vendor shall bear the sole responsibility of removing the PV system at the end of the twenty (20) year service term should the Agency at its sole discretion opt not to purchase the PV system or extend the agreement. OPERATION & MAINTENANCE REQUIREMENTS As owner of the PV system, the vendor shall have a complete onsite operation and maintenance service program that includes comprehensive safety components. Should the Agency opt to purchase the system and contract for operation & maintenance services, the vendor shall provide O & M services under a separate agreement. 8. Negotiations and Clarifications It is the vendor s responsibility to seek clarification of any ambiguities or other issues regarding this RFP that are not fully understood. Questions regarding this RFP must be submitted in writing to Karmin McShane at kmcshane@solidwasteagency.org. No phone calls, please. The deadline for questions is noon, Wednesday, October 21, All questions and Agency responses as well as any addendums to this RFP will be posted on the Agency website CRLCSWA Solar PPA RFP September 2015 Page 8

9 The Agency reserves the right to award a contract based on initial proposal(s) received without engaging in discussions or negotiations with vendor(s). Accordingly, vendor(s) should submit their initial offer(s) on the most favorable terms possible to the Agency. The Agency may, but is not obligated to, seek clarification of a proposal. The Agency may, but is not obligated to, conduct negotiations with one or more vendors whose proposal(s) are competitive or may best meet the needs of the Agency. 9. Proposal Content & Organization To facilitate review and evaluation by the Agency, vendors must submit information in the order (A-S) listed below. Additional information deemed pertinent may be included as appendices that are referenced in the vendor proposal. A. Official company name and business address B. Name, address, telephone number and address of the vendor s point of contact C. Number of years vendor has been in business under the present business name D. A description of vendor s business experience, qualifications and capabilities including a summary of the vendor s commercial-grid connected PV experience. E. Number of employees F. Target customers (residential, commercial, industrial, government, etc.) G. Name, titles, roles and resumes of staff that will be directly involved in the project H. Identification of each entity, sub-contractor, person or firm involved in the proposal and their role/responsibility, e.g. design, installation, permitting, equipment supply by component, operations and maintenance, finance/investment I. List of known conflicts of interest, if any J. List of three clients for whom vendor has provided similar services including name, address and phone number of a contact person for each client K. List of ground mounted commercial PV systems installed by vendor L. Average commercial grid-connected PV system size installed by vendor during the past five years M. Total commercial MW of grid-connected PV systems installed under a Power Purchase Agreement N. Experience with local government projects, if any O. Description of safety program & safety record for past three years CRLCSWA Solar PPA RFP September 2015 Page 9

10 P. Proposed system equipment including module type, inverters, monitoring and data acquisition systems Q. Schedule: Provide timeline/gantt chart that includes all project components such as permitting, installation, commissioning, start-up, etc. R. Preliminary drawings: 1) Site layout designating access, parking, temporary facilities, etc. 2) One-line diagram consistent with proposed design. S. Pricing for the following (use table format as shown below): 1) Cost per kwh under a 20-year PPA with an annual (percentage) escalator 2) Cost per kwh under a 20-year PPA without an annual (percentage) escalator 3) Annual cost for operation and maintenance (O & M) of the system should Agency opt to purchase system Assumptions used to calculate pricing and benefits should acknowledge nonresidential rates/tariffs charged the Agency; projected energy price increases; system energy production; effect of solar renewable energy certificates; state/federal renewable energy tax credits and any other incentives available to the vendor such as accelerated depreciation. 20-Year PPA Pricing (FY17-FY37) 1)Cost per kwh (with % annual escalator) 2)Cost per kwh (with no annual escalator) $ $ $ 3)Annual O & M cost (should the Agency choose to purchase solar array) 1) Assumptions: 2) Assumptions: 3)Assumptions: 10. Additional Requirements If awarded the contract, vendor must provide a signed Hold Harmless Agreement and a Certificate of Insurance showing minimum liability coverage of $1,000,000 for any one person; $1,000,000 for any one accident, $1,000,000 for property damage and $1,000,000 of general liability insurance. The vendor will be required to name the Cedar Rapids Linn County Solid Waste Agency and its officers and employees as an additional insured. The successful vendor will be required to carry and maintain, during the term of the agreement, worker s compensation and employer s liability insurance that meet the requirements of the State of Iowa for all employees performing the services described in the Agreement. CRLCSWA Solar PPA RFP September 2015 Page 10

11 Subcontractors must be pre-approved, in writing, by the Agency prior to any work. Vendor shall require subcontractor(s) to carry and maintain the same worker s compensation and employer s liability insurance required of the vendor. The Agency reserves the right to cancel the awarded contract if vendor is unable to provide required services as described in this RFP within the time frame stipulated in the agreement. 11. Selection Criteria A responsible vendor is one who in the opinion of the Agency possesses the skill, ability, integrity, financial and other resources necessary for the completion of the services described in this RFP. Proposals from responsible vendors will be evaluated on the criteria listed below which appear in no particular order of importance. Ability to meet mandatory requirements The competence to perform the services as reflected by past experience in providing the services outlined in this RFP Understanding of the needs and requirements of the Agency Total cost to the Agency for required service Overall package and financial benefit to the Agency Experience, reputation, organization, skills and overall qualifications of the vendor, vendor s staff, partners and sub-contractors assigned to the project Content, quality and completeness of the proposal Demonstrated knowledge of public entities Electricity offset/saved A defensible savings analysis Schedule Monitoring system PPA options Interviews (if conducted) References These criteria will be weighed in any manner deemed appropriate by the Agency and the contract will be awarded to the vendor whose proposal is in the best interest of the Agency. The Agency may interview any or all of the vendors to determine each vendor s commitment to the proposed relationship and the quality of services offered. However, the Agency reserves the right to enter into a contract without further evaluation. Therefore, it is important that proposals be as complete as possible. CRLCSWA Solar PPA RFP September 2015 Page 11

12 The Agency reserves the right to accept a proposal other than the lowest priced proposal or to reject, in whole or in part, any or all proposals for any reason. 12. Limitation of Liability Issuance of this RFP and any actions taken hereunder shall not create a duty on the part of the Agency to pay any costs incurred by vendor in connection with, or resulting from, this RFP. This includes, but is not limited to, the preparation or submission of proposal, or responses to inquiries from the Agency related to this RFP or vendor s proposal; or anticipation of a contract or otherwise with respect to this RFP or vendor s proposal. 13. Agreement Terms and Conditions The terms of the final written agreement executed between the Agency and the successful vendor will be drawn principally from this RFP, the terms and conditions set forth in the vendor s proposal and accepted by the Agency, and other conditions, responsibilities and specifications provided by the Agency. The acceptance of any proposal is conditioned upon the negotiation of a mutually acceptable agreement. The agreement shall contain the PPA as well as lease/easement for Agency property access (both for construction and maintenance), buy-out options, REC sales (if not included in the PPA), process for determining monetary damages for failure to perform, etc. If an acceptable agreement is not reached within sixty (60) days of vendor selection, the Agency reserves the right to disqualify the vendor and re-evaluate the remaining proposals. CRLCSWA Solar PPA RFP September 2015 Page 12

13 ATTACHMENT I Agency property at 1954 County Home Road, Marion, IA [black dashes indicate property boundary]

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15 ATTACHMENT II FY15 Electrical Consumption at 1954 County Home Road, Marion, IA

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