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.