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Request for Proposals - Fire Stations Rooftop Solar Copyright 2014 City of Dubuque Consent Items # 11. ITEM TITLE: Request for Proposals - Fire Stations Rooftop Solar SUMMARY: City Manager recommending approval to issue a Request for Proposals for the design and potential installation of solar photovoltaic systems on the City's six fire station rooftops, and approval for the City Manager to execute a contract with a recommended firm should solar construction during Fiscal Year 2017 be recommended, based on the requirement that there be no upfront capital investments. SUGGESTED DISPOSITION: Suggested Disposition: Receive and File; Approve ATTACHMENTS: Description Type RFP for Rooftop Solar on Fire Stations-MVM Memo City Manager Memo Staff Memo Staff Memo Fire Solar RFP Supporting Documentation THE CITY OF Dubuque DUB E i" Masterpiece on the Mississippi 2007.2012.2013 TO: The Honorable Mayor and City Council Members FROM: Michael C. Van Milligen, City Manager SUBJECT: Rooftop Solar on Fire Stations Request for Proposals DATE: September 13, 2016 Sustainable Community Coordinator Cori Burbach recommends City Council approval to issue a Request for Proposals for the design and potential installation of solar photovoltaic systems on the City's six fire station rooftops, and approval for the City Manager to execute a contract with a recommended firm should solar construction during Fiscal Year 2017 be recommended, based on the requirement that there be no upfront capital investments. Any feasible proposals that do require upfront capital investment could be used to prepare a Capital Improvement Plan (CIP) request for Fiscal Year 2018. I concur with the recommendation and respectfully request Mayor and City Council approval. vA/L-A-k— Mic ael C. Van Milligen MCVM:jh Attachment cc: Barry Lindahl, City Attorney Cindy Steinhauser, Assistant City Manager Teri Goodmann, Assistant City Manager Cori Burbach, Sustainable Community Coordinator Rick Steines, Fire Chief David Lyons, Greater Dubuque Development Corp Sustainable Innovation Consultant THE CITY OF Dubuque AII4meric11 a City DUBgkE r Masterpiece on the Mississippi 2007-2012-2013 TO: Michael C. Van Milligen, City Manager FROM: Cori Burbach, Sustainable Community Coordinator DATE: September 13, 2016 SUBJECT: Rooftop Solar on Fire Stations RFP Recommendation INTRODUCTION The purpose of this memo is to recommend issuing the attached RFP for the design and potential installation of solar photovoltaic system(s) on the City's six fire station rooftops. BACKGROUND As part of its efforts to implement the citizen-created Sustainable Dubuque vision, City departments have explored opportunities to improve operations within their own facilities. Smart Energy Use is one of the 12 Sustainable Dubuque principles, and states that "Dubuque is a community that values energy conservation and expanded use of renewable energy as a means to save money and protect the environment." In order to reduce dependence on fossil fuels, reduce utility bills, and reach the community's commitment to reduce greenhouse gases 50% below 2003 levels by 2030, the City has made it a priority to first focus on energy efficiency measures in its own facilities, and then explore opportunities for renewable energy generation. The City considers the following goals when selecting strategies to meet the Sustainable Dubuque vision: 1. Optimization of City owned facilities and property 2. Reduction of costs for operation of City facilities 3. Increased revenue to the City 4. Improved environmental performance of City facilities In 2015, the City participated in the Iowa Economic Development Authority (IEDA) Community Energy Management Program, and energy audits were completed for all six (6) fire stations. In May 2016, the Fire Department signed a contract with Modus Engineering to evaluate those stations and develop an improvement plan for the HVAC and electrical lighting systems. Anticipating that the Department will continue to implement improvements that will improve the efficiency of the facilities, this memo recommends the exploration of the opportunity to installer solar energy systems on the rooftop of some or all of the facilities. DISCUSSION The attached RFP requests proposals from firms to design solar photovoltaic system(s) on the rooftops of fire station(s) throughout the city. It also offers the option for firms to propose solutions that include solar thermal installation (hot water), but does not require it. The RFP consists of two phases. In Phase I, firms are asked to submit detailed recommendations regarding placement of solar arrays on the rooftop of any fire stations it believes there is a reasonable business case to be made for. Recommendations would need to include detailed physical descriptions of the proposed system, information regarding electricity generated, financial costs, environmental benefits, and additional information as described in Section 3.0 of the attached RFP. The City will not pay firms to respond to Phase I of the RFP. It is anticipated that the City will act based on those recommendations. Any proposals that do not require an upfront capital investment by the City could be initiated approximately sixty (60) days after the award of contract with the successful firm. Any feasible proposals that do require upfront capital investment could be used to prepare a Capital Improvements Plan (CIP) request for Fiscal Year 2018, which begins July 1 , 2017. Schedule: The schedule for the RFP is as follows: RFP Issuance Date: September 20, 2016 Visits to fire stations available (must September 29, 2016 schedule in advance) RFP Closing Date: 2:00 pm, October 20, 2016 Review of Phase I proposals, resulting in November 1 , 2016 recommendation to City Manager regarding a firm with whom to negotiate a contract for Phase II installation: Initiation of Installation Contract Within 60 days of signed contract Selection Process: The Selection Committee that will review the responses to the RFP will be as follows: 1 . Rick Steines, Fire Chief 2. Cori Burbach, Sustainable Community Coordinator 3. John Klosterman, Public Works Director 4. Jenny Larson, Budget Director 5. Barry Lindahl, City Attorney 6. Bob Schiesl, Assistant City Engineer 7. Steve Brown, Project Manager 2 BUDGETIMPACT There is currently no money budgeted for solar installation at any fire station. Any proposals that do not require an upfront capital investment could be implemented in FY2017. Any feasible proposals that do require upfront capital investment would be used to prepare a Capital Improvements Plan (CIP) request for FY2018. RECOMMENDATION I respectfully request City Council approval to issue the attached RFP. I further request approval that the City Manager be approved to execute a contract with a recommended firm, should solar construction during FY2017 be recommended, based on the requirement that there be no upfront capital investments required. cc: Rick Steines, Fire Chief John Klosterman, Public Works Jennifer Larson, Budget Director Barry Lindahl, City Attorney Bob Schiesl, Assistant City Engineer Steve Brown, Project Manager Todd Carr, Building Services Manager 3 City of Dubuque Iowa Fire Department Request for Proposal September 20, 2016 Rooftop Solar on Fire Stations 1.0 Introduction The City of Dubuque, Iowa (hereafter referred to as the City) is soliciting competitive sealed proposals from qualified professional firms to design and install solar photovoltaic system(s) on the rooftop of fire station(s) throughout the city. The City may also consider proposals that include solar thermal installations (hot water). There are two phases expected in the response to this RFP: Phase 1 . First, responding firms should submit recommendations for solar arrays to be placed on the rooftops of any and/or all of the six existing fire stations. Recommendations should be made for any and/or all fire stations for which the firm believes there is a reasonable business case to be made, based on existing utility usage data and projected ROI. The City will not pay firms to respond to Phase I of the RFP. Phase 2. Second, it is anticipated that the City will act on the recommendations described above. Any proposals that do not require an upfront capital investment by the City could be initiated approximately sixty (60) days after the award of contract with the successful firm. Any feasible proposals that do require upfront capital investment could be used to prepare a Capital Improvements Plan (CIP) request for Fiscal Year 2018, which begins July 1 , 2017. 2.0 Background In 2006 and every year since, the City of Dubuque has made sustainability one of its top priorities. The citizen-created definition of sustainability is, "a community's ability to meet the environmental, economic, and social equity needs of today without reducing the ability of future generations to meet their needs." Sustainable Dubuque is a holistic approach to making the community more sustainable. The model involves a three-part approach that addresses: Environmental/Ecological Integrity, Economic Prosperity, and Social/Cultural Vibrancy. Smart Energy Use is one of the 12 Sustainable Dubuque principles, and states that "Dubuque is a community that values energy conservation and expanded use of renewable energy as a means to save money and protect the environment." In order to reduce dependence on fossil fuels, reduce utility bills, and reach the community's commitment to reduce greenhouse gases 50% below 2003 levels by 2030, the City has made it a priority to first focus on energy efficiency measures in its own facilities, and then explore opportunities for renewable energy generation. The City considers the following goals when selecting strategies to meet the Sustainable Dubuque vision: 1 . Optimization of City owned facilities and property 2. Reduction of costs for operation of City facilities 3. Increased revenue to the City 4. Improved environmental performance of City facilities Fire Stations The City operates six fire stations: Headquarters 11 W 9 St Station 2 2180 John F Kennedy Rd Station 3 3155 Central Ave Station 4 1697 University Ave Station 5 689 S Grandview Ave Station 6 1500 Rhomberg Ave In May 2016, the Fire Department solicited competitive proposals from qualified professional consulting firms to determine interest and capabilities to evaluate and develop an improvement plan for the HVAC and Electrical Lighting Systems in six city fire stations. The City desires to improve the efficiency, functionality, and maintenance of both HVAC and electrical lighting systems in all six fire stations. The consultant will evaluate and document the current conditions of the HVAC and lighting systems for each of the six City Fire Stations and present a proposed five (5) year capital improvement plan to prioritize improvements based on cost savings, system life expectancy, energy efficiency and return on investment. This long-term plan is anticipated to improve the energy efficiency of the facilities. 3.0 Scope of Work The City of Dubuque is soliciting proposals from qualified vendors to design and install solar photovoltaic system(s) on the rooftop of fire station(s) throughout the city. Recommendations regarding sizing of potential arrays should be made based on current utility usage data. The City recognizes that solar may not be a feasible opportunity at all six fire stations. Responding firms should make proposals only for the stations for which the firm believes there is a reasonable business case to be made, based on existing utility usage data and projected ROI. The City may also consider proposals that include solar thermal installations (hot water). Phase 1. Design Recommendations Firm should submit to the City design proposals for rooftop photovoltaic systems on the station(s) where it believes solar is a sustainable investment. The City will not pay firms to respond to Phase I of the RFP. a. Proposal Requirements. The following documents are required to be submitted as part of the proposal. 1 . A letter of transmittal, summarizing the vendor's proposal on the vendor's letterhead stationary, signed by an officer of the vendor or designated agent empowered to bind the vendor in a contract offer. The proposal should explicitly state which station(s) the proposal relates to, and include the following information: a. General system design details and equipment to be used, including size and weight of each proposed panel, method for attachment/installation on roof, and any shade/other concerns b. Size of system c. Average kWh of the proposed system per building d. Percentage of grid-produced electricity the system will offset e. Per unit cost of each panel f. Probable labor rates g. Payback comparison and probable return on investment calculations h. Description of any available real-time monitoring systems or programs i. Probable future maintenance costs j. Construction time frame k. Any warranty on the system 1. Vendor's customer support policies m. List of subcontractors to be used on the project n. Essential terms of a contract, including, but not limited to who would own the assets and optimal contract period o. Analysis of emission reductions/environmental benefits p. Any other perceived value that you feel your firm/proposal may provide If any of the above descriptions are contingent on the City initiating multiple station projects as part of one collective contract (versus individual "stand alone" projects), please provide detailed information on the requirements of that collective package. 2. A minimum of three references from companies or agencies for which you provided similar services. Include all necessary contact information for the company and the representative who will be providing the reference. Also include the dates and location services were provided. 3. A detailed financing/pricing summary for the solar photovoltaic system being proposed. The pricing summary should be separated by equipment and installation cost at a minimum, and should include any possible power purchase agreement or leasing options. 4. Profile of the firm, including a detailed description of your company, its location the services performed, and the personnel who would be assigned to the project. Also, include how long the company has been performing those services, the number of people the company employs, as well as any pertinent safety training. b. Interviews. The City reserves the right to conduct interviews with individual firms if additional information is required to further assess the proposals. c. Electricity Usage Data & Facility Specifications. Twenty-four months of data pertaining to past electricity rates and usage for all facilities is available. Requests for this data, as well as other questions regarding facility specifications should be directed to Fire Chief Rick Steines at rsteines(c)cityofdubug ue.org. Phase 2. Solarinstallation It is anticipated that the City will act on the recommendations described above. Upon reviewing the proposed designs in Phase 1 , the City Manager will be authorized to negotiate a contract with the successful bidder. Any proposals that do not require an upfront capital investment by the City could be initiated approximately sixty (60) days after the award of contract with the successful firm. Any feasible proposals that do require upfront capital investment could be used to prepare a Capital Improvements Plan (CIP) request for Fiscal Year 2018, which begins July 1 , 2017. The selected vendor will be responsible for completing and submitting all required and necessary paperwork related to utility company interconnection agreements and incentives. The vendor will also be responsible for complying with and submitting all required state and municipal permits. 4.0 Certificate of Insurance The firm selected for Phase 2 will be required to meet the City's insurance requirements for contractors (Insurance Schedule B — Appendix A) 5.0 Schedule RFP Issuance Date: September 20, 2016 Visits to fire stations available (must September 29, 2016 schedule in advance) RFP Closing Date: 2:00 pm, October 20, 2016 Review of Phase I proposals, resulting in November 1 , 2016 recommendation to City Manager regarding a firm with whom to negotiate a contract for Phase II installation: Initiation of Installation Contract Within 60 days of signed contract 6.0 City Resources & Questions Regarding the RFP Requests for utility data for the fire stations, energy audits, and questions regarding facility specifications should be directed to Fire Chief Rick Steines at rsteines(acityofdubuaue.org. Any questions or requests must be received on or before 5:00 on Friday, October 7, 2016. When submitting a request, please include the appropriate Consultant contact information and the text "Rooftop Solar on Fire Stations" in the email subject line. Visits to fire stations are available on Thursday, September 29, and must be scheduled in advance by contacting Chief Steines. Contact information is as follows: Rick Steines City of Dubuque Fire Chief 11 West 9th Street Dubuque, IA 52001 Phone (563) 589-4160 E-mail: rsteines@cityofdubuque.org 7.0 Proposal Requirements Before submitting a proposal, each Proposer shall make all investigations and examinations necessary to ascertain site conditions and requirements affecting the full performance of the contract and to verify any representations made by the City upon which the Proposer will rely. • Submittal Deadline: October 20, 2016 on or before 2:00 p.m. (Local Time) • Mailing/Delivery Address: City of Dubuque Fire Department c/o Rick Steines 11 West 9th Street Dubuque, Iowa 52001 • Submittals: Proposal: One (1) hardcopy and one electronic (.pdf) copy shall be provided. No faxed or e-mail proposals will be accepted. The proposal must be a document of not more than twenty (20) numbered 8 '/ x 11 inch pages. Any proposals exceeding twenty (20) numbered pages may not be considered. Proposals are to contain a statement indicating the period during which the proposal will remain valid. A period of not less than sixty (60) calendar days from the proposal closing date is required. Each Proposer assumes full responsibility for delivery and deposit of the completed proposal package on or before the deadline. Any proposals received after the submittal deadline will not be considered, and will be returned unopened to the Proposer. The City of Dubuque will not be responsible for any loss or delay with respect to delivery of the proposals. The City of Dubuque is not liable for any cost incurred by any Proposer prior to the execution of an agreement or contract. Nor shall the City of Dubuque be liable for any costs incurred by the firms in responding to this RFP and those not specified in any contract. All results from this project will remain the property of the City of Dubuque. EVALUATION CRITERIA Proposals will be screened to ensure that they meet the minimum requirements of the proposal format. A selection committee of City of Dubuque personnel will review qualifying proposals and make a recommendation to the City Manager. The following criteria are among those that will be used to initially evaluate submitted proposals. 1. The proposed project team's level of professional competence and a proven track. 2. The proposed project teams' experience working together on similar projects. 3. The quality of the proposal based on the: • Demonstrated understanding of the City's overall objectives; • Demonstrated expertise in completing similar projects; • Knowledge of the assessment areas; • Ability to commit personnel to this project; • Level of interest; • Proposed schedule; • Creativity and problem solving ability; • Ability to demonstrate initiative and motivation; and • Local economic impact. 4. The proposal provides the best return on investment and highest environmental impact.