REQUEST FOR PROPOSALS INSTALLATION OF SOLAR ENERGY SYSTEMS. DUE DATE 2:00 PM October 1, 2015 Dear Sir/Madam:

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1 September 16, 2015 DEPARTMENT OF FINANCE OFFICE OF PURCHASING REQUEST FOR PROPOSALS INSTALLATION OF SOLAR ENERGY SYSTEMS PROJECT NUMBER 3615 DUE DATE 2:00 PM October 1, 2015 Dear Sir/Madam: The Mayor s Energy Task Force Committee (ETFC) of the City of Norwalk is seeking to partner with certified solar installers and to launch a Solarize Norwalk campaign to replicate the successes of similar solar energy efforts and initiatives throughout Connecticut and the United States. The intent this program is to educate Norwalk residents and business owners on the many benefits of solar electricity, help residents and business owners save money, generate clean energy, reduce carbon emissions, create local jobs, and support local economic opportunities. RFP DOCUMENTS are available upon receipt of this invitation (if not attached) over the Internet at Adobe Acrobat reader is required to view this document. If you do not have this software you may down load it from Adobe. Businesses, without fax or Internet access equipment, may contact the Purchasing Department at for any RFP information. Our fax number is All questions must be directed, in writing, to Gerald J. Foley, Purchasing Agent, via , gfoley@norwalkct.org. The deadline for submission of questions is 2:00 pm, September 22, We would appreciate the courtesy of promptly advising us if you do not intend to respond. To properly maintain our records those firms who do not respond may be removed from our vendor records. If, after review of the RFP documents, your firm is interested in performing the services specified, provide the information requested, sign and return the complete document, along with your detailed proposal, to the City of Norwalk Purchasing Department by the due date. Sincerely, Gerald J. Foley Purchasing Agent City of Norwalk Tel Fax gfoley@norwalkct.org Page 1, SolarizeNorwalkPilotProgram_3615

2 SECTION 1 - PROJECT SPECIFICATIONS 1.0 BACKGROUND The following information should be of assistance in developing a proposal. If you have any questions, please contact the Purchasing Office at gfoley@norwalkct.org or The Mayor s Energy Task Force Committee (ETFC) of the City of Norwalk is seeking to partner with one (1) or more solar energy system installers to provide consulting and other services for the design and installation of solar energy systems to launch a Solarize Norwalk campaign to replicate the successes of similar solar energy system efforts and initiatives throughout Connecticut and the United States. The intent this campaign is to educate Norwalk residents and business owners on the many benefits of solar electricity, help residents save money, generate clean energy, reduce carbon emissions, create local jobs, and support local economic opportunities. The purpose of this project is to install solar energy systems in Norwalk, at lower cost than the typical installation. Through the Solarize Norwalk effort the ETFC will coordinate the outreach and educational components of the project in collaboration with the selected system installers. The program shall be marketed to Norwalk residents and businesses. Norwalk residents and business owners will participate in their own individual and business capacities with no endorsement, explicit or implicit, from the City of Norwalk. The goals of the program include: Increased education and awareness of the advantages of solar energy systems; Reduced hard and soft associated with solar energy systems Increase local adoption of solar energy systems. Through the Solarize Norwalk effort the objective is to retain one or more certified and Connecticut eligible installers to provide the site assessment, system design, equipment procurement, and installation services for the Norwalk residents and business owners that elect to participate in the program. The selected firms shall provide a single pricing structure for all participants, based upon the size of the installed system [ex. cost in energy in kilowatts for solar PV system] for the Solarize Norwalk program. The Program will begin during November, 2015 with the initial launch of outreach by the ETFC and shall remain open until April 31, 2016; with the goal of completing all installations in this pilot program on or before June 30, The limited duration of this pilot program is intended to motivate participation. The final program timeline may be changed or extended if agreed upon by the ETFC and the selected installer (s). Page 2, SolarizeNorwalkPilotProgram_3615

3 1.1 GENERAL SCOPE OF SERVICES The number of participants and total capacity of the energy systems project is unknown. The intent is to open the Solarize Norwalk program up to all homeowners and business owners located in Norwalk. Since there are three (3) distinct utility service territories in Norwalk, CT the selected solar energy system installers must be able to provide multiple options to all residents and business owners in each of these three utility service areas. The goal of the Solarize Norwalk pilot program is to have a total of fifty (50) solar Photovoltaic (PV) energy systems installations completed by June 30, Proposals should include community wide marketing strategies to promote the Solarize Norwalk campaign, but specific marketing strategies and outreach ideas should also be included to target and appeal to Norwalk residents and businesses. The selected firm shall be required to have sufficient staff available to answer questions and provide an interface to the community at a series of informational meetings and various workshops to be conducted by the ETFC and the successful installers throughout the City. The selected firm shall be expected to provide, at no charge, site assessments and system design proposals for each interested participant on the list to establish each site s suitability for solar, identify the selected system size, and finalize the installation cost for each participant. Such site assessments shall include an analysis of the impact of shading, tilt and orientation on annual energy production, and note any electrical, plumbing, mechanical or structural considerations that may incur costs above and beyond the base pricing schedule for the project. Individual system designs should be aesthetically pleasing, taking into consideration the preferences of a given customer, while minimizing project costs and maximizing solar energy production. The installations shall be carried out by the selected firm in conformance with all applicable laws and codes, interconnection requirements for net-metered installations, Connecticut Installation Requirements, and existing rules and timelines. For each participating structure, the selected firm shall be responsible for securing all required permits, completing and submitting applicable government incentive applications, and scheduling and passing all jurisdictional inspections. The selected firm shall provide guidance and assistance to each participant with completing a netmetering agreement with their utility. The firm shall provide each participant with the information and documentation required to complete all relevant and required forms, applications, etc. The selected installers will also provide each participant appropriate documentation for applying for the Federal Energy Tax Credit. The ETFC shall promote the installer(s) as having been selected to perform turnkey solar energy services. However, the ETFC and the City of Norwalk shall not endorse any installer over another and shall not endorse the selected installer(s). The ETFC and the City of Norwalk are not responsible for the agreements that are entered into by the selected installer(s) and the Home or Business Owner. And the selected installer will waive and release the ETFC and the City of Norwalk from any and all claims and cause of actions arising out of this program and shall expressly hold the ETFC and the City of Norwalk harmless from any liability associated with the installer s services or representations to the Home or Business owners. Page 3, SolarizeNorwalkPilotProgram_3615

4 For a firm to be considered for the engagement, four (4) copies of its proposal must be submitted to the City Purchasing Agent at the address below. The deadline for the submission of proposals is 2:00PM, October 1, City of Norwalk Purchasing Department, Room East Avenue Norwalk CT The anticipated selection schedule is as follows: Advertise RFP September 16, 2015 Deadline for Questions One Week September 22, 2015 RFP Responses: One Week October 1, 2015 RFP Evaluation One Week October 8, 2015 RFP Interviews: One Week October 15, 2015 RFP Recommendation: Same Week October 23, 2015 Common Council Meeting: October 27, 2015 Program information provided to residents and business To be determined Enrollment closes To be determined Installations commence To be determined Installations completed June 30, 2016 The City of Norwalk reserves the right to reject any and all proposals submitted, to request additional information from all proposers, and to negotiate with one or more of the finalists regarding the terms of the engagement. The City intends to select the firm that, in its opinion, best meets the City s needs, not necessarily the firm whose fees are the lowest. 1.2 SERVICES TO BE PROVIDED BY THE INSTALLER(S) In order to participate in the Program, Installers shall provide a competitive dollar per watt ($/W) Purchase Price for solar energy systems as well as financial or alternative volume rebates based on total contracted capacity of solar energy systems (ex. 200 kilowatts of contracted capacity goal achieved results in an additional rebate of $XXX for each Homeowner who completes an installation). For Lease or Purchase Power Agreement (PPA) projects, if offered, the Installer must provide a base dollar per kilowatt-hour ($/kwh, if possible) Lease/PPA Price, as well as financial volume rebates for Homeowners who sign a Lease or PPA for solar energy systems as total installation goals are reached. As such, proposals will not only be evaluated on the Installer s ability to provide the highest quality design and installation services, but also on the ability to deliver competitively discounted pricing with volume rebates for the purchase and financing of systems. The selected Installer(s) will provide no cost / no obligation site assessments (with site visits or desktop analysis, as appropriate, different ownership (or financing) models, and installation services to Home or business owners. Home or business owners with sites that are deemed Page 4, SolarizeNorwalkPilotProgram_3615

5 feasible for a solar energy systems project will have the option to contract with the selected Installer(s) before the Program contract deadline of April 31, The Installer(s) will be the technical expert responsible for assessing individual sites, working with interested Home or business owners to design appropriate systems, and contracting with Home or business owners for installation of solar PV systems. The ETFC recognizes that this discount purchase model may generate a great deal of demand. In order to meet this potential demand, the RFP encourages Installers to co-apply as needed and submit one joint proposal based on this partnership with an agreed upon price and service delivery model. Installers may determine their preferred method of allocating or sharing program leads, whether via geographic distribution, alternating allocation, etc. 1.3 INSTALLER(S) QUALIFICATION REQUIREMENTS In order for an Installer to be eligible to submit a proposal, the Installer must: Demonstrate that they have conducted a minimum of 25 successful installations of Solar Energy Systems in the State of Connecticut, as either a prime or subcontractor. Be designated as an Eligible Installer under the Connecticut Green Bank Incentive Program. Submit proof of such eligibility with your proposal submission. Have key project staff members that are North American Board of Certified Energy Practitioner (NABCEP) certified. Hold, at a minimum, General Contractors Licenses issued from the State of Connecticut and have (on staff or available as a subcontractor) a State of Connecticut registered Architect or Professional Engineer. Provide written warranties for all installations and offer equipment that carries warranties (at least 20 years for solar panels, 10 years for inverters, and 2 years for workmanship) Submit a proposal that meets the threshold review criteria outlined in Section 1.19 below in order to be considered complete. Provide a complete proposal submission by the proposal due date. 1.4 SERVICES TO BE PROVIDED BY ETFC The Mayor s Energy Task Force Committee (ETFC) shall provide support of the program to the successful installers. The ETFC shall provide coordination between the selected Firm(s) and the selected participants, including timely response to any inquiries concerning the program. The ETFC will be reasonably available for meetings between the successful installers and the program participants. The selected installers shall deliver informational meetings and educational workshops ranging from solar energy basics to the technical nuts & bolts, incentives & tax credits, and financing options. These workshops shall provide residents and business owners with answers to Page 5, SolarizeNorwalkPilotProgram_3615

6 basic questions about solar and help those in attendance understand: their energy consumption, site suitability for solar, eligibility for incentives and tax credits, how solar will impact their bill, and other energy improvements to consider. The selected firm will be responsible for managing marketing and coordinating with the ETFC on community outreach efforts. 1.5 FORMAT OF PROPOSALS All responses to this RFP must be in sealed envelopes and marked with the RFP reference title, the RFP number, and due date and time. The Candidate s name and address must appear on the envelope. Proposals should put forth full, accurate, and complete information as required by this request. In addition to the Proposal Response Form, the proposal should include: Proposers should create their submissions in 8½ x 11 document size using a minimum 12 point font size. Proposals being submitted for one solar energy technology shall not exceed 20 pages and overall proposals submitted shall not exceed 35 pages. [Note: pages, appendices or other documentation exceeding the page limit may be discarded.] Proposals shall be in accordance with the requirements stipulated in this request, and will be evaluated and scored based on the following weighted criteria: Section One Cover Letter (Letter of Introduction): Section One shall be a signed cover letter (letter of introduction) stating the highlights, key features and distinguishing points of the Organization s proposal submission. Such document shall include the name and address of the organization submitting the proposal, together with the name, address and telephone numbers of the contact person who will be authorized to make representations for the organization, the organization s federal tax identification number, its energy installation certification information and a list of local subcontractors, if any. The cover letter shall include a statement that the proposal submission is valid for a period of ninety (90) calendar days after receipt by the City. Section Two Table of Contents: Section Two shall be a detailed Table of contents and shall include a detailed outline of the proposal submission document identified by sequential page numbers and by section reference number and section title information as described herein. Section Three Proposing Organization s Profile: Section Three shall include: Description of the Organization(s), including company size, financial stability, location, capacity for work, and access to various supply chains. Highlight relevant experience, skills and capabilities necessary to undertake this Program, including, but not limited to, demonstrated experience. Provide references for at least ten (10) of its equivalent projects. Page 6, SolarizeNorwalkPilotProgram_3615

7 Describe Organization s ratio of part time to full time employees. Describe Organization s employment practices (including apprenticeship and mentoring) as well as corporate sustainability activities. Provide a description of Organization s health and safety record and practices Please describe the demonstrated experience of your Organization s in the development, designing and installation of residential (and commercial) solar energy systems. Please describe how your experience on previous projects relates to this Program. Capacity: Firms must demonstrate that they have the capacity to complete the program within the allotted timeframe and have conducted a minimum of twenty (25) successful installations of Solar PV systems in the State of Connecticut, as either a prime or subcontractor within the last three (3) years. Licensing: Please describe the licensing and certifications held by your Organization in general and specifically those licenses or certificates held by your proposed key project team members. Provide name, contact information, and contractor license numbers for all subcontractors that your Organization intends to employ using existing business relationships for the Program. (Ex. solar-installation, roofing, or electrical subcontractors). Any other licenses or certifications required by the State of Connecticut Please include the total number of residential and business solar installations that your Organization has successfully completed over the past three (3) years, along with the average residential and business (commercial) system size (kw) installed. Please provide details regarding average number of systems per week that Installer or subcontractors have installed over the past three (3) years, for standard installations (ex. those with no additional roofing work / panel upgrades / structural reinforcement / tree trimming / etc.) Section Four Qualifications of the project team: Section four shall identify the key project team members by name and position, and provide a detailed overview of their qualifications and experience. And if applicable, provide the names, addresses, contact information, and contract or license numbers for all specified subcontractors the firm intends to employ for the project. Provide a detailed overview of your firm s marketing strategy as it relates to providing assistance to promote the Solarize Norwalk campaign and to educate the residents and business owners at the proposed informational meetings, workshops, events and any additional marketing and other community outreach opportunities. Include any ideas or suggestions for community outreach and marketing directed specifically towards residents and business owners. Page 7, SolarizeNorwalkPilotProgram_3615

8 Section Five A. Sustainability Practices: Provide documentation listing the city and state of participants, including: manufacturers, installers, and any other partners in the project. Describe the major sustainable attributes of proposer s business practices, as well as that of other partners. B. Local Providers: Provide documentation of Connecticut-based employees, consultants, or subcontractors. Provide information about your firm or your subcontractor s involvement with the Connecticut area, including professional or volunteer organization memberships and past work in the area. Section Six Section Employment Practices: Section Six shall provide information about employment practices, including wages, benefits, apprenticeships and mentoring programs Solarize Norwalk values quality training programs. Provide information about your firm s participation in training and certification programs, as well as any innovative training models that you have deployed, or intend to implement for this program. Provide information of how your firm can generate clean jobs locally and to help keep labor costs minimal Section Seven Scope of Services and Proposed Schedule: Section Seven provides a detailed scope of service addressing the requirements set forth in this RFP document. Address all necessary work tasks in narrative form and prepare a project schedule showing the timeline for completion of the work. Begin your proposed schedule with the receipt of the list of participants. Describe in detail how the proposing firm will handle the influx of enrollees and maintain quality control early in the program, as well as the process for initial contact with participants. Provide details outlining the process and number of site assessments to be performed each week and customer service control measures that will be taken throughout the duration of the program. Include an overview of how you intend to provide regular updates to the Solarize Norwalk team. Describe in detail your customer service control measures after the installation. Of specific concern is how your firm handles issues once a system has been installed. Include an overview of how you intend to provide regular updates to the Solarize Norwalk team. Describe how the proposing firm will establish and maintain quality control through the project work, as well as process for permitting and inspections. Provide details outlining the number and system size per week that your firm or subcontractors are capable of installing, and what factors are accounted for in these estimates. Provide information about the minimum and maximum system size for solar energy systems to be installed. Include the manufacturer and/or models of modules, inverters, racking equipment, and various mounting options, and BOS equipment. Include details about manufacturer s equipment warranties, applicable labor and roof Page 8, SolarizeNorwalkPilotProgram_3615

9 penetration warranties, as well as the system monitoring capability provided by the firm or by equipment manufacturers. Describe any educational opportunities available or access to online real-time data available that could be added to the Solarize Norwalk project website. For the solar energy system installations, we are interested in hearing how and what data might be collected to build a dataset on the impact of these systems on energy production, carbon emission reduction and cost savings. Describe any program enhancements your firm is offering, as a component of your Solarize Norwalk proposal submission, that will directly benefit the residents or business owners of Norwalk Section Eight Pricing Overview: Section Eight provide a proposed pricing schedule based on the anticipated total capacity of participation in the project. Pricing schedules should conform to the format outlined in Exhibit A. Pricing must include site assessment, all materials, equipment (manufacturer spec sheets), labor, transportation, permits, warranties (manufacturer or in-house), and services required to assess the proposed site and design and install the systems in accordance with applicable laws and codes, interconnection requirements, State, and utility installation requirements. Additional services and features not stipulated by these requirements, such as extended warrantees, maintenance contracts or ancillary monitoring equipment, may be listed and priced separately. Please describe all financing options Installer will offer Homeowners and Business Owners. Include details on credit score requirements, interest rates, terms, and conditions for the various financing product options. Please add a statement confirming that Homeowner and Businesses are not required to use Installers financing options and may opt to pursue loans with other financial institutions for a direct purchase Outline what Installers current average installation cost for direct purchased residential and commercial systems in the Program Area. Please provide cost information for both Purchased PV systems ($/W) and Lease/PPA ($/kwh) systems as applicable. Outline the discounted Purchase Price, the discounted Lease/PPA Price (if offered), and the additional financial incentive based on Program installation capacity milestones that you will provide for the Program on the Pricing Proposal. Financial incentive for Program installation capacity milestones can include, though is not limited to, a rebate, gift card, or other financial incentive not limited to, a rebate, gift card, or other financial incentive. If offered, the Lease/PPA price should assume the Homeowner or Business owner is putting no money down for a system that will produce 90 percent of optimal production, and should be presented on a $/kwh basis if possible. For third-party ownership offerings that are a fixed monthly payment (ex. $/month), the payment should be translated into a $/kwh price for means of comparison. Please include the Lease/PPA term (in years), and any annual rate escalator (%), if applicable. Page 9, SolarizeNorwalkPilotProgram_3615

10 Price Contingencies (Adders): It is understood that features of certain installations will result in higher costs. Installers must outline specific electrical, mechanical, structural, equipment, site, or labor features that will result in greater costs on the Pricing Form. If installation pricing will vary by system size, please include small system adder (suggested at <3kW) and large system reduction (suggested at >10kW). Installers must also identify all adders as an itemized summary on Homeowner and Business owner proposals throughout the Program. In addition, Installers must identify a maximum Purchase Price or Lease/PPA Price associated with more complicated installations and understand that an individual project price cannot exceed the base price plus the additional price. Adders should be listed as a $/watt cost for Purchased projects, and a $/kwh cost (if possible) for Leased/PPA projects. If applicable, Installers may also list an adder as a flat cost for purchased projects. Installers will be responsible for identifying individual projects that trigger additional pricing and will itemize adders on a Home or business owner s proposal for transparency System Specifications: The Program is interested in high quality as well as cost competitive equipment. Identify system specifications for equipment that will be used for projects going through the Program, including equipment manufacturers, models (ex. module wattages, efficiencies), and warranties for modules, inverters, racking, meters, and data acquisition systems, if applicable. Please include details in your proposal about applicable labor and roof penetration warranties as well. Production guarantees in addition to product warranties are encouraged. Maintenance and Repair: Provide information regarding ongoing maintenance and repair throughout the life of the system, including who the provider(s) will be and provisions for continuation if the provider ceases operations Home and Business Owner Proposals: All proposals provided to Home and Business owners shall itemize the cost of each technology option if more than one is offered (example: midefficiency vs. high efficiency modules or central inverter vs. micro-inverters) and any adders that may be needed to complete a participant s project. Levelized costs of electricity (LCOEs) in $/kwh shall be provided for each equipment & finance combination, to allow for directly comparable evaluation of options by each Home and Business Owner. Applicable state and federal incentives should also be included on individual Home and Business owner s quotes. Proposal for sites that are not feasible for solar PV: Outline the process by which your Organization will handle leads that do not have feasible sites for solar energy System. Sample Proposals: Please provide a sample proposal for two (2) homes system installations. For each sample home, please provide a system proposal for each financing method being offered (cash purchase, loan, Lease/PPA), that reflects turnkey system pricing. For each proposal, please include a sample customer contract tailored to the Program including a description of Installers terms of payment, process and timeline, from initial deposit to final payment. The EFTC evaluation committee will review the Sample Proposals and may use these proposal prices to determine the scoring for the pricing criteria Page 10, SolarizeNorwalkPilotProgram_3615

11 Pricing should be presented as price per-kilowatt of installed capacity, before any eligible Connecticut incentives or state and federal tax credits. Final pricing for the program will be determined once installers selection is made. The proposer should include any financing options that the firm can make available to participants Section Nine Appendix, Supporting Information: Section Nine should contain include any supporting information, such as resumes, references or other data that will support your firm as the best proposer for the project It is Solarize Norwalk s goal to support the local solar industry. Therefore bonus points may be awarded for proposals that use and promote American-made or manufactured equipment 1.6 PRIME PROPOSER RESPONSIBILITY Firm submitting proposals to this RFP may utilize the services of subcontractors. If subcontractors are planned to be used, this should be clearly explained in the proposal. The prime proposer will be responsible for the entire contract performance whether or not subcontractor is to perform. All corporate information required in this RFP must be included for each proposed subcontractor. The proposal must also include copies of any agreements to be executed between the prime proposer and any subcontractors in the event of contract award. Under this RFP, the City of Norwalk retains the right to approve all subcontractors. 1.7 KEY PERSONNEL The personnel and commitments identified on any proposer s proposal will be considered essential to the work to be performed under this RFP. Prior to diverting any of the specified individuals to other programs or changing the level of effort of the specified individuals, the proposer must notify the City of Norwalk Fourteen (14) days in advance and will be required to submit justification, including proposed substitutions, in sufficient detail, to permit evaluation of the impact on the project. The proposer will make no deviation without the prior written consent of the City of Norwalk. Replacement of personnel will be with personnel or equal ability and qualifications. Any employee of the proposer, who in the sole opinion of the City of Norwalk is unacceptable, shall be removed from the project pursuant to the request of City of Norwalk. The proposer will have Fourteen (14) Days to fill the vacancy with another employee of acceptable technical experience and skills subject to the written approval of the City of Norwalk. The City shall have the right to reject or terminate any of the staff provided by the proposer with 24-hour notice, and the proposer shall be able to provide immediate, temporary replacement and within 40 days, provide permanent replacement. Page 11, SolarizeNorwalkPilotProgram_3615

12 1.8 AVAILABILITY OF FUNDS The contract award under this RFP may be contingent upon the availability of funds to the ETFC for this project. In the event that funds are not available, any contract resulting from this RFP may become void and of no force and effect. 1.9 PAYMENT The proposer shall bill the residents and or business owners directly TERMINATION FOR DEFAULT OR FOR THE CONVENIENCE OF THE CONTRACTING AGENCY Performance under this contract resulting from this RFP may be terminated by the City of Norwalk whenever; The proposer, in the sole opinion of the City, is in default in the performance of the contract and shall fail to correct such default within the period specified by the contracting officer in a notice specifying default; or the contracting officer shall determine that termination is the the best interest of the City of Norwalk. Termination will be effected by delivery to the proposer of a notice to terminate, stating the date upon which the termination becomes effective. Upon receipt of the notice to terminate, the proposer shall: Stop all work Assign to the City of Norwalk all rights, title and interest in the work being developed; Deliver forthwith to the City of Norwalk all completed work and work in progress; Preserve and protect, until delivery to the City, all material plans, and documents related to this contract which, if the contract had been completed, would have been furnished to the City of Norwalk or necessary to the completion of the work NEGOTIATED CHANGES In the event negotiated changes occur after the awarding of the contract, the same pricing policies called for in the original contract will remain in effect CONTRACT AGREEMENT The selected proposer will be required to agree to and sign a formal written contract between the City of Norwalk and the proposer, prepared by the Law Department of the City of Norwalk. A sample Independent Contractor for Consulting Services contract form, is provided at the end of this section to illustrate the type of contract the City will use to contract for these consulting services RIGHT OF SET-OFF The undersigned bidder hereby authorizes the City to set off against monies payable hereunder Page 12, SolarizeNorwalkPilotProgram_3615

13 by the City to the bidder, an amount equal to any unpaid real and personal property taxes and assessments (the collection of which is not barred by the State of Limitations), owing by the bidder to the City, including all interest and lien charges in connection with such paid taxes REQUESTS FOR INFORMATION Any requests for clarification or additional information regarding the consulting specifications are to be submitted in writing to the Purchasing Department, Room 103, 125 East Avenue, Norwalk CT , via fax to (203) , via to and must be received no later than the time and date noted herein in order to be considered. If any substantive requests for information are received and responded to by the City of Norwalk, an addendum to this RFP will be issued PROPOSAL SUBMISSION DEADLINE An original and four (4) copies of your proposal in a sealed package clearly marked with RFP No on the outside must be received in the City of Norwalk Purchasing Department, room 103, 125 East Avenue Norwalk CT no later than the time and date noted herein. Whether the proposal is delivered by hand or mail or commercial express service, the Respondent shall be responsible for actual delivery of the proposal to the City of Norwalk Proposals received after the deadline will not be considered. All proposals become the property of the City of Norwalk DURATION OF PROPOSALS & RESULTING PROGRAM AWARD Proposals will remain in effect for a period of ninety (90) days from the deadline for submission of the proposal ACCEPTANCE OF RFP CONTENT Provisions of this RFP and the contents of the successful response will be used to establish final contractual obligations. The City retains the option of canceling the award if the successful Respondent fails to accept such obligations. The City and the successful Respondent shall enter into a written contract for the work to be performed. It is understood that this RFP and the Respondent s proposal shall be attached and included by reference in a contract signed by the City and the successful Respondent CRITERIA FOR EVALUATING PROPOSALS The ETFC shall be responsible for reviewing the proposals received and will further evaluate them, using the following criteria. The EFTC reserves its rights to examine any other criteria and take the same under consideration and to reject any firm or proposals despite its compliance with these criteria if it determines that to do so would be in its best interests. Threshold Requirements: Applications must meet a threshold review before they will be provided to the evaluation committee. To meet the threshold review, proposals must include the following: Page 13, SolarizeNorwalkPilotProgram_3615

14 Installer has demonstrated significant experience in stalling residential and commercial PV systems;completed (and, where appropriate, signed) all applicable materials A Purchase Price option (presented as a $/watt price) and corresponding financial incentive(s), along with clear pricing ($/kwh for Lease/PPAs) and terms and conditions (including length in years, and escalator, if applicable) for any additional financing options being offered. The proposed Purchase Price to Home and Business owners must be discounted off the current installation cost in the Program area; Identify any project price adders and the range of any price escalators ; A template copy of a direct purchase contract as well as any necessary agreements (loan, lease or PPA) for any additional financing options offered, specifying the terms and conditions; Identification of third-party partners that enable the additional financing options (Loan or Lease/PPA); and Installer has submitted sample proposals based on the example homes provided in the RFP. Once an Installer proposal passes the ETFC s threshold review based on the requirements listed in this RFP, the ETFC evaluation committee shall evaluate the proposals based on the following criteria: Overall quality and value: overall quality of proposal and specified equipment; Experience: degree of Organization s experience and proficiency in the scope of work, including demonstrated experience in developing, designing and installing residential and commercial solar PV systems and managing community based solarization programs. In addition, experience of Organization s team (if applying in partnership with other companies). Implementation: ability to provide timely, quality customer service and installations within the geographic scope of Program. Total years in business and financial stability of firm. References and recommendations from previous or existing clients Price structure: quality and simplicity of pricing proposal for both Purchase ($/kw) and any additional financing option(s) along with their corresponding financial incentive (s). In addition, the value offered by the proposed equipment, price adders, price escalators, and contract terms and conditions will be considered. Page 14, SolarizeNorwalkPilotProgram_3615

15 1.19 INSURANCE COVERAGE REQUIREMENTS The City of Norwalk is requiring insurance coverage as listed below for this work. Note: The term "Contractor" shall also include their respective agents, representatives, employees or subcontractors; and the term "City of Norwalk (hereinafter called the "City") shall include their respective officers, agents, officials, employees, volunteers, boards and commissions. Note: The term "City of Norwalk" or "City" is to be taken to mean "City of Norwalk and the Norwalk Board of Education when the project includes work for the Board of Education. At least five days before the Contract is executed and prior to commencement of work there under the Contractor will be required to file with the Corporation Counsel a certificate of insurance, executed by an authorized representative of the insurance company satisfactory to the Corporation Counsel and in an acceptable form. The policy shall name the City of Norwalk as an Additional Insured and state that, with respect to the award, the Contractor carries insurance in accordance with the following requirements: INSURANCE RIDER The Contractor shall provide and maintain insurance coverage related to its services in connection with the Project in compliance with the following requirements. The insurance required shall be written for not less than the scope and limits of insurance specified hereunder, or required by applicable federal, state and/or municipal law, regulation or requirement, whichever coverage requirement is greater. It is agreed and understood that the scope and limits of insurance specified hereunder are minimum requirements and shall in no way limit or preclude the City from requiring additional limits and coverage to be provided under the Contractor's policies. ALL POLICIES SHALL INCLUDE A WAIVER OF SUBROGATION. A. Minimum Scope and Limits of Insurance: Workers' Compensation insurance: With respect to all operations the Contractor performs, it shall carry workers' compensation insurance in accordance with the requirements of the laws of the State of Connecticut, and employer's liability limits of One Hundred Thousand Dollars ($100,000.00) coverage for each accident, One Hundred Thousand Dollars ($100,000.00) coverage for each employee by disease, Five Hundred Thousand ($500,000.00) policy limit coverage for disease. Commercial General Liability: With respect to all operations the Contractor performs it shall carry Commercial General Liability insurance providing for a total limit of One Million Dollars ($1,000,000.00) coverage per occurrence for all damages arising out of bodily injury, personal injury, property damage, products/completed operations, and contractual liability coverage for the indemnification obligations arising under this contract. Each annual aggregate limit shall not be less than Two Million Dollars ($2,000,000.00). Page 15, SolarizeNorwalkPilotProgram_3615

16 Automobile Liability: With respect to each owned, non-owned, or hired vehicles the Contractor shall carry Automobile Liability insurance providing One Million Dollars ($1,000,000.00) coverage per accident for bodily injury and property damage. If the contractor is a Hazardous Waste Hauler (trucker) or responsible for the removal of hazardous materials, then Automobile Liability in the amount of $5,000, combined single limit is required. Environmental Liability: If applicable, based on the Contractor's Scope of Work, the Contractor is required to provide environmental and remediation insurance in the amount of $10,000, per claim limit and $10,000, aggregate limit. If a deductible applies, state the per claim/aggregate deductible amount. Errors and Omissions/Professional Liability: With respect to any damage caused by an error, omission or any negligent or wrongful act of the Contractor or any subcontractor or subconsultant in connection with any professional services performed under this Agreement the Contractor shall carry One Million Dollars ($1,000,000.00) coverage per claim. "Tail" Coverage: If any of the required liability insurance is on a "claims-made" basis, "tail" coverage will be required at the completion of the Project for a duration of twenty-four (24) months, or the maximum time period reasonably available in the marketplace. Contractor shall furnish certification of "tail" coverage as described or continuous "claims-made" liability coverage for twenty-four (24) months following Project completion. Continuous "claims made" coverage will be acceptable in lieu of "tail" coverage provided its retroactive date is on or before the effective date of this Agreement. If continuous "claims made" coverage is used, Contractor shall be required to keep the coverage in effect for a duration of not less than twenty-four (24) months from the date of final completion of the Project. Acceptability of Insurers: The Contractor's policies shall be written by insurance companies licensed to do business in the State of Connecticut, with an AM Best rating of A-VII, or otherwise acceptable to the City. Additionally, all carriers are subject to approval by the City of Norwalk and/or the Norwalk Board of Education, as appropriate. Subcontractors: The Contractor shall require all subcontractors to provide the same "minimum scope and limits of insurance" as required herein, with the exception of Errors and Omissions/Professional Liability insurance, unless Errors and Omissions/Professional Liability insurance is applicable to the Work performed by the subcontractor. All Certificates of Insurance shall be provided to the City's Corporation Counsel as required herein. Aggregate Limits: Any aggregate limits must be declared to and be approved by the City. It is agreed that the Contractor shall notify the City whenever fifty percent (50%) of the aggregate limits are eroded during the required coverage period. If the aggregate limit is eroded for the full limit, the Contractor agrees to reinstate or purchase additional limits to meet the minimum limit requirements stated herein. Any premium for such shall be paid by the Contractor. Deductibles and Self-Insured Retentions: Any deductible or self-insured retention must be declared to and approved by the City. All deductibles or self-insured retentions are the sole Page 16, SolarizeNorwalkPilotProgram_3615

17 responsibility of the Contractor to pay and/or to indemnify. Notice of Cancellation or Nonrenewal: Each insurance policy required shall be endorsed to state that coverage shall not be suspended, voided or cancelled before the expiration date except after thirty (30) days prior written notice by certified mail, return receipt requested, has been given to the City. Notwithstanding this requirement, the Contractor is primarily responsible for providing such written notice to the CITY thirty (30) days prior to any policy change or cancellation that would result in a change of the amount or type of coverage provided. In the event of any such change the Contractor shall provide comparable substitute coverage so that there is no lapse in applicable coverage or reduction in the amount of coverage available to the CITY related to the Contractor s services. Waiver of Governmental Immunity: Unless requested otherwise by the City, the Contractor and its insurer shall waive governmental immunity as defense and shall not use the defense of governmental immunity in the adjustment of claims or in the defense of any suit brought against the City. Additional Insured: The liability insurance coverage, except Errors and Omissions, Professional Liability, or Workers' Compensation, if included, required for the performance of the Project shall include the City as an Additional Insured with respect to the Contractor's activities to be performed under this Agreement. Coverage shall be primary and noncontributory with any other insurance and self-insurance. Certificate of Insurance: As evidence of the insurance coverage required by this Agreement, the Contractor shall furnish Certificate(s) of Insurance to Corporation Counsel's Office prior to the Contractor's commencement of services under this Agreement. The Certificate(s) will specify all parties who are endorsed on the policy as an Additional Insured (or Loss Payees). The Certificates and endorsements for each insurance policy are to be signed by a person authorized by the insurer to bind coverage on its behalf. Renewals of expiring Certificates shall be filed thirty (30) days prior to expiration. The City reserves the right to require complete, certified copies of all required policies at any time. All insurance documents required should be mailed to the City of Norwalk, Corporation Counsel, P. O. Box 798, Norwalk, Connecticut Waiver of requirements: The Corporation Counsel may vary these insurance requirements at Corporation Counsel's sole discretion if Corporation Counsel determines that the City's interests will be adequately protected by the provision of different types or other amounts of coverage. Page 17, SolarizeNorwalkPilotProgram_3615

18 1.20 Note: The following document is a sample agreement of the City s standard solar energy program agreement produced by the City of Norwalk s Corporation Counsel. Please be advised that the substantive terms and requirements outlined therein may be revised only with the approval of Norwalk s Corporation Counsel. Additionally, the terms of the final contract may vary at the City s option and, this sample agreement has been included to provide you with the general contract terms and conditions typically utilized by the City in solar energy program agreements AGREEMENT BETWEEN CITY OF NORWALK AND This Agreement is entered into as of, 2015 by and between the CITY OF NORWALK, CONNECTICUT, a municipality located within Fairfield County, Connecticut acting by its Energy and Environmental Task Force (the City ), and (the Company) (the City and the Company, each a Party, or collectively, the Parties ). WHEREAS, the City, in connection with the Mayor s Energy and Environmental Task Force, is undertaking a program (the Program ) for the purpose of providing information and resources for renewable energy options and facilitating the installation of solar photovoltaic systems for residents and small business owners within the city limits of Norwalk, Connecticut (the Community ); WHEREAS, the Parties desire to enter into this Agreement for the purpose of, among other things, working together in the interest of the Program in order to increase the use of solar photovoltaic systems by residents and small business owners in the Community through a combination of outreach, education, and facilitation of the installation of solar photovoltaic installations; NOW THEREFORE, in consideration of the mutual covenants contained in this Agreement and other valuable and good consideration, the Parties agree as follows: Section 1. Program Scope. The Program includes the coordination by the Parties in connection with the (i) outreach, education, and public relations activities regarding residential photovoltaic solar electric systems ( Systems and each a System ); (ii) customer acquisition activities; and (iii) reporting by Company to City of solar adoption by the Community customers acquired through the Program ( Program Participants ). Section 2. Term. The initial term of this Agreement shall commence upon the date first written above and shall continue for a period of six (6) months (the Term ), unless sooner terminated pursuant to the provisions hereof. Either Party may terminate this Agreement without cause by providing written notice to the other Party at least thirty (30) days before termination becomes effective. Page 18, SolarizeNorwalkPilotProgram_3615