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F0"`'�P CITY COUNCIL STAFF REPORT
DATE: January 21, 2015 Unfinished Business
SUBJECT: CITY WIDE SOLAR REQUEST FOR PROPOSAL UPDATE
FROM: David H. Ready, City Manager
BY: Special Projects Coordinator
SUMMARY
The proposed action is to Receive and File the Draft Solar Request For Proposal (RFP)
document with the advisement that the final document availability will be advertised for
January 22, 2015.
RECOMMENDATION:
1. Receive and File Request For Proposal #03-15, Design-Build Services of Solar
Electric Systems.
STAFF ANALYSIS:
With the assistance of Newcomb/Andersen/McCormick (NAM) staff has developed a
comprehensive RFP seeking proposals from firms interested in providing proposals to
Design-Build Solar Electric Systems for fourteen (14) municipal sites within the City.
These sites include the four for which the City received grant funding from South Coast
Air Quality Management District.
The RFP document requests that interested parties provide proposals for all fourteen
(14) sites under two different scenarios: first, Design-Build all sites as a project the City
provides the capital for, and second Design-Build under a Power Purchase Agreement
(PPA) approach where the systems are owned by a third party and the City buys the
power produced with all capital coming from the third party.
The general call for proposals, requested scopes of work as well as site maps are
attached to this report and are shown as drafts. The complete document will include
City Attorney approved Design-Build contracts for both of the above described
Item No. 43 ,
City Council Staff Report
January 21, 2015 Page 2
Solar RFP
scenarios as well as other site specific reference documents for use by the proposers in
preparation of their responses.
The proposed schedule calls for the documents to be advertised on January 22, 2015, a
Pre-Proposal Conference and tours of the facility on February 12, 2015, and deadline
for proposals on March 19, 2015.
FISCAL IMPACT:
Fiscal impact of the projects will not be known until the proposals have been received
and are evaluated.
UgUYT
Allen F. Smoot, Special Projects Coordinator
David H. Ready, ager
Attachment: Portions of Draft RFP
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CITY OF PALM SPRINGS,CA
NOTICE INVITING REQUEST FOR PROPOSALS #03-15
FOR DESIGN-BUILD SERVICES OF SOLAR ELECTRIC SYSTEMS
NOTICE IS HEREBY GIVEN that the City of Palm Springs is requesting proposals("RFP")from
qualified contractors to provide Design-Build Services of fourteen (14) Solar Electric Systems
('the Systems')under terms set forth in this RFP.
SCOPE OF SERVICES: The City intends to hire a Design-Builder to either design and
construct turnkey certain solar PV energy projects for City acquisition upon completion; or
design and construct such projects under private ownership and sell power to the City as further
described in this RFP. The City Council has directed that for this project Proposers submit
alternate proposals for each of the two above stated options. The following is a list of the
individual sites (the Sites') which have been identified as candidates for PV system
installations:
• Animal Shelter
• Convention Center
• Demuth Community Center
• Demuth Park
• Downtown Parking Structure
• Fire Station#1
• Fire Station#3
• Fire Station#4
• James 0.Jessie Desert Highland Unity Center
• Sunrise Plaza Complex
• Tahquitz Creek Golf Course
• Train Station
• Visitor's Center
• Wastewater Treatment Plant
CONTRACTOR LICENSE REQUIREMENTS: The City requires that Respondents possess, at
the time of submission of a Proposal, and at the time of award of the Agreement, and at all
times during construction activities, a current and valid General Contractor's License(B)and an
Electrical Contractor's License (C-10). It shall be acceptable for a Respondent that does not
possess a C-10 License to list a Subcontractor with a C-10 License. A Solar Contractor's
License(C-46) is desired, but is not mandatory.
MANDATORY PRE-PROPOSAL CONFERENCE: Prospective Proposers are REQUIRED to
attend a Pre-Proposal Conference. The Pre-Proposal Conference will be held on Thursday,
February 12, 2015. Participants will meet promptly at 8:00 am at the Palm Springs Pavilion,
405 S. Pavilion Way, Palm Springs CA, 92262, Failure of a Proposer to attend the pre-
proposal conference will result in rejection of any proposal by such Proposer. All sites will be
available for proposers to visit on the day of the Pre-Proposal Conference only. The Sites will
be open from 9:00 am to noon and 1:00 pm to 4:00 pm. A City Representative will be available
at each site to direct Proposers to the electrical rooms;the representatives will not be answering
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questions as all questions must be in-writing and submitted to the Procurement Manager as
called out elsewhere in this document. Please note that due to the multiple sites and the spread
out nature of these sites Proposers may wish to bring more than one team to review the sites to
assure enough time for a thorough review.
OBTAINING RFP DOCUMENTS AND ADDENDA: The RFP documents shall be provided via
electronic link for download to those Contractors that register with the City as a Proposer per the
instructions below. Contractors that download the RFP documents shall be required to create
printed copies at their own expense. No refunds will be made for the printing of RFP Documents
by interested Proposers.
If you are interested in submitting a Proposal you must contact Marina Williams, Procurement
Specialist I, by email at Marina.Williams(o)palmsprinpsca.gov or by phone at (760) 322-8373, to
register as a Proposer for this project with your company name, address, phone, fax, contact
person and e-mail address. Proposers must register with Ms.Williams to obtain the link to
the RFP Documents and to ensure receipt of any addenda issued; failure to register may
result in failure to receive addenda.
EVALUATION OF PROPOSALS AND CITY COUNCIL AWARD OF PROJECT CONTRACT:
This solicitation has been developed as a Request for Proposals ("the RFP"). Accordingly,
firms should take note that multiple factors as identified in the RFP will be considered by the
Evaluation Committee to determine which proposal best meets the requirements set forth in the
RFP document. PRICE ALONE WILL NOT BE THE SOLE DETERMINING CRITERIA. (It is
further noted that the City is a charter city under California law, and it is therefore conducting
this proposal process as a non-competitive bid process. Therefore, state law rules generally
governing formal competitive bid procedures are not applicable to this charter city project) The
City reserves the right to negotiate the terms and conditions of any resulting contract. Final
contract award, if any,will be made by the Palm Springs City Council.
DEADLINE: All proposals must be received in the Procurement and Contracting Office, 3200
E. Tahquitz Canyon Way, Palm Springs, CA, 92262 by-CLOSE OF BUSINESS, THURSDAY,
March 19, 2015. Please note that City Hall closes at 6:00pm local time. Telegraphic and
telephonic Proposals will not be accepted. Reference the RFP document for additional dates
and deadlines. Late proposals will not be accepted and shall be returned unopened.
PROPOSALS TO REMAIN OPEN: The Proposer shall guarantee that all contents of their
proposal shall be valid for a period of 120 calendar days from the due date of proposals.
Craig L. Gladders, C.P.M.
Procurement and Contracting Manager
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CITY OF PALM SPRINGS,CA
REQUEST FOR PROPOSALS #03-15
FOR DESIGN-BUILD SERVICES OF SOLAR ELECTRIC SYSTEMS
Requests for Qualifications and Proposals (RFP #03-15) for Design-Build services of Solar
Electric Systems for the City of Palm Springs, CA, will be received at the Office of Procurement
& Contracting, 3200 East Tahquitz Canyon Way, Palm Springs, California, until Close of
Business, Thursday, March 19, 2015. Please note that City Hall closes at 6:00pm local
time. It is the responsibility of the respondent to see that any proposal sent through the mail, or
by any other delivery method, shall have sufficient time to be received by this specified date and
time. Telegraphic, telephonic, faxed or emaiied proposals will not be accepted. Late proposals
will not be accepted and shall be returned unopened. Failure to register as a Proposer to this
RFP process per the instructions in the Notice Inviting Requests for Proposals(under"Obtaining
RFP Documents") may result in not receiving Addenda or other important information pertaining
to this process.
1. PURPOSE AND SCHEDULE: Through this Request for Qualifications and Proposals
("RFQ/RFP"), the City intends to award a Contract (either a Design Build Contract or Power
Purchase Agreement, at the sole discretion of and determination by the City) for Design and
Construction of certain "Energy Conservation Measures" in the form of solar panels, monitoring
systems, and tracking devices ("Solar PV Systems"). The City seeks highly qualified and
experienced individuals, partnerships, corporations, associations, or professional organizations
("Respondent(s)" or "Firm(s)") to provide engineering, design, procurement, construction
management, installation, construction, training, monitoring, verification, maintenance,
operation, and repair services ("Services") for Solar PV Systems at the following fourteen (14)
sites("Site(s)"), which have been designated as having"high potential"for Solar PV systems:
• Animal Shelter—4575 E. Mesquite Ave., Palm Springs CA 92264
• Convention Center—277 N. Avenida Caballeros, Palm Springs, CA 92262
• Demuth Community Center-3601 E Mesquite Ave, Palm Springs, CA 92264
• Demuth Park—Palm Springs, CA 92264(33'48.509%-116*29.907')
• Downtown Parking Structure—275 S. Indian Canyon Drive, Palm Springs, CA 92262
• Fire Station#1 —277 N. Indian Canyon Drive, Palm Springs, CA 92262
• Fire Station#3—590 E. Racquet Club Road, Palm Springs CA 92262
• Fire Station 94— 1300 S La Verne Way, Palm Springs, CA 92264
• James 0. Jessie Desert Highland Unity Center, 480 Tramview Road, Palm Springs, CA
92262
• Palm Springs Train Station, 63950 Palm Springs Station Road, Palm Springs CA 92262
• Palm Springs Visitor Center—2901 North Palm Canyon Drive, Palm Springs CA 92262
• Sunrise Plaza Complex(Baseball Parking, Library Roof, Community Center Roof) -405
S Pavilion Way, Palm Springs, CA 92262
• Tahquitz Creek Golf Course— 1885 Goldf Club Dr., Palm Springs CA 92264
• Wastewater Treatment Plant—4375 E Mesquite Ave, Palm Springs, CA 92264
Respondents shall perform all appropriate assessments of existing Sites, buildings, and
systems in order to understand local conditions and their implications in terms of system design,
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construction, and operation. Respondents shall propose Solar PV Systems for each Site. If
additional due diligence identifies deficiencies with a Site, Respondents must address this issue
in its statement and proposal and present potential solutions to the City. It is the responsibility of
each Respondent to perform sufficient due diligence to determine what will be required for the
proper implementation of the Solar PV Systems at the Sites.
Two Options To Be Proposed by Proposers. The City Council has directed that Proposers
make two separate optional bids. The City intends to contract with a Firm to either Design-Build
the Project for City acquisition, or to design/build the Project and sell power to the City in order
to implement the Solar PV Systems at the Sites. (1) Under the City acquisition approach, the
Proposer shall propose a bid for the design and construction of the Project. City shall take title
to the Project when the Project is complete. Progress payments will be made as construction
proceeds; (2) Under the City purchase of power approach, the Proposer shall propose a
monetary bid relating to various terms and conditions of the Proposers sale of energy to the
City. Proposers are encouraged to include provisions in the purchase power option relating to
reversion of legal title of ownership to City after a period of years, or consideration of lease
provisions mutually advantageous to both parties.
The City will evaluate each response to this RFP as a single package. Also, a site-by-site
evaluation will also be included in the analysis.
Construction Deadline. The City requires that construction be performed and completed by June
of 2016.
Each Site may not have sufficient physical space to offset Site loads with on-site generation;
therefore, the City's primary goal for this Project is to balance potential system sizes as
constrained by the allowable area for installations with the maximum financial benefit to the City.
The Respondent shall take into consideration each Sites' available solar resources; site
electrical switchboard bus ampacity; shading impacts of nearby buildings, structures, or trees;
geotechnical, structural and load constraints; available space; utility interconnection
requirements; ADA accessibility compliance; applicable California state and local ordinances
and codes;budget constraints; storm water prevention; and other relevant factors.
Exhibit 7, "Site Layouts" indicates available space and City preferences for solar installations, as
well as offset targets for system production. The City does not warrant that these locations are
necessarily acceptable for PV installation in terms of structural, civil, or other possible
constraints. These are simply the preferred locations. Respondent may propose systems in
areas not identified as potential locations for solar in Exhibit 7. Respondent shall include the
preliminary design and justification for all alternate locations in their Proposal.
Exhibit 9 "Site Electrical Single Lines," Exhibit 10, "Roofing Structural Drawings," and Exhibit
11, "Geotechnical Reports" provide information regarding each site. Utility Load data for each
site can be found in Exhibit 8 All information is not available for each site.
SCHEDULE:
Notice requesting Proposals posted and issued ..............................................January 22,2015
Mandatory Pre-Proposal Conference ........................................February 12, 2015, 8:00 AM.
Deadline for receipt of Questions..............................................February 26,2015,3:00 P.M.
Deadline for receipt of Proposals................. March 19,2015,-Close of Business(6:OOpm)
Short List!Interviews!, 'if desired by City..........................................................to be determined
Contract awarded by City Council...................................................................... to be determined
Dates above are subject to change.
"KEY"TO RFP EXHIBITS:
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EXHIBIT 1-Signature Authorization Form, including Addenda acknowledgment. *Must be
completed and included with Qualifications&Technical Proposal envelope.
EXHIBIT 2— Non Collusion Affidavit Form. *Must be completed and included with
Qualifications and Technical Proposal envelope.
EXHIBIT 3—Cost Proposal Form. *Must be completed and included in a separately sealed
envelope—do NOT include this with your Technical Proposal.
EXHIBIT 4—Design Build Contract
EXHIBIT 5—Power Purchase Agreement
EXHIBIT 6—Scope of Work and Requirements
EXHIBIT 7—Site Layouts
EXHIBIT 8—Utility Load Data
EXHIBIT 9—Site Electrical Single Lines
EXHIBIT 10—Roof Structural Drawings
EXHIBIT 11 —Geotechnical Reports
2. BACKGROUND: The City of Palm Springs, CA located in the southern California desert
with abundant sunshine desires to harness this natural resource and implement solar electrical
systems where physically appropriate and financially feasible to further enhance our
sustainability efforts and achieve our energy conservation goals and objectives.
3. SCOPE OF WORK, SERVICES,OBJECTIVES AND SPECIFICATIONS:
Generally,the principle responsibilities and scope of work consists of, but is not limited to, 1 Field Code thanoed
• Project Management
• System Design
• System Aesthetics
• Procurement/Construction
• Testing
• Operations and Maintenance
• Production Guarantee
• Training
Details of each of the above tasks are outlined in Exhibit 6, Scope of Work and
Requirements.
CONTRACTOR LICENSE REQUIREMENTS: The City requires that Respondents possess, at
the time of submission of a Proposal and thereafter, a current and valid General Contractor's
License (B) and an Electrical Contractor's License (C-10). It shall be acceptable for a
Respondent that does not possess a C-10 License to list a Subcontractor with a C-10 License.
A Solar Contractor's License(C-46)is desired, but is not mandatory.
4. PROPOSAL REQUIREMENTS:
The firm's proposal should describe the methodology to be used to accomplish each of the
project tasks. The proposal should also describe the work which shall be necessary in order to
satisfactorily complete the task requirements.
Please note: this RFP cannot identify each specific, individual task required to successfully and
completely implement this project. The City of Palm Springs relies on the professionalism and
competence of the selected firm to be knowledgeable of the general areas identified in the
scope of work and to include in its proposal all required tasks and subtasks, personnel
commitments, man-hours, direct and indirect costs, etc. The City of Palm Springs will not
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approve addenda to the selected firm's agreement which do not involve a substantial change
from the general scope of work identified in this RFP.
5. SELECTION PROCESS: This RFP as noted is not a formal competitive bid process.
City in its absolute discretion will consider multiple factors as further noted herein to in selecting
the proposal which best meets the RFP requirements. PRICE ALONE WILL NOT BE THE
SOLE DETERMINING CRITERIA. The City reserves the right to negotiate the terms and
conditions of any resulting contract. Final contract award, if any, will be made by the Palm
Springs City Council. Insurance, surety bonds, and license requirements are required and set
forth in the attached sample design/build and power purchase agreements.
6. PROPOSAL EVALUATION CRITERIA: An Evaluation Committee, using the following
evaluation criteria for this RFP, will evaluate the proposals. Firms are requested to submit their
proposals so that they correspond to and are identified with the following specific evaluation
criteria.
A. Firm, Project Managers/Staff, Experience and Qualifications. (Scoring Weight 10 pts)
Design qualifications of the firm and the staff assigned to manage and provide services
related to the Scope of Work; experience with similar projects, experience coordinating
with and obtaining interconnection agreements from Southern California Edison (SCE)
and rebates through the CPUC CS] Rebate program. The proposal shall include, at the
least,the following components:
• High quality recent reference list in California
• Organizational chart showing key team members and executive team
• Likely subcontractor information
• Design qualifications
• Company financial information
• Company description
B. Understanding the Scope of Work(as outlined In Exhibit 6)(Scoring Weight is 30 pts
total: 10 pts for Approach, and 20 pts for Technical Proposal). Degree of understanding of
the project and familiarity with the project. Proposed approach to the project, including the
expected time commitment of key personnel, technical approach to the project, and the
emphasis placed on project phases. As this Request for Proposals has identified a Scope
of Work, consideration of this factor will focus on identification of "critical issues" to the
project, approaching to resolving critical issues, and other elements relating to the Scope
of Work. The proposal shall include, at the least,the following components:
• Acknowledgment and understanding of design review process
• Acknowledgment and understanding of permits, interconnection process, and
rebates
• Training approach
• Implementation approach
• A quality technical solution appropriately broken down
• Site layouts for each site and site option
• Component cut sheets
• Description of system start-up and commissioning procedures
C. Schedule of Performance. (Scoring Weight 10 pts) Ability to complete the Scope of
Work in accordance with the firm's project schedule. The project schedule must clearly
and concisely present a timeline outlining major milestones leading to completion of the
project. "Critical Issues" identified as part of criteria B above shall be considered in the
schedule. Ability to maintain the Project within the selected time frames. The proposal
shall include, at the least,the following components:
• Realistic schedule reflecting client milestones and constraints in an
appropriate format(preferable MS project)
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• Description of deliverable, accounting for review time
• Description of design timeline
• Description of procuring long-lead time items
D. Proposed System Aesthetics. (Scoring Weight 15 pts). Ability to design and choose PV
panels for their aesthetic properties without hindering performance. It is important to the
City of Palm Springs the Solar PV System aesthetically integrate with the local
neighborhood.The proposal shall include, at the least,the following components:
• Photographs or renderings of proposed systems
• Description discussing how vendor will meet City's aesthetic requirements
E. Local Expertise Demonstrated on the Team. (Scoring Weight 5 pts). City encourages
Proposers to use local capable firms as subcontractors where possible. Firms that qualify
as a Local Business, or employ local sub-consultants, and submit a valid business license
as more fully set forth in Section D.1 below will be considered as a positive factor in the
evaluation committee's review.
F. Total Project Cost. (Scoring Weight 30 pts). The highest value proposal for the Project
will be awarded the maximum cost points available and all other cost proposals will
receive points on a pro-rated basis. Highest value is determined by both system cost and
system output resulting in the greatest net benefit to the City.
PRIOR CITY WORK: If your firm has prior experience working with the City DO NOT assume
this prior work is known to the evaluation committee. All firms are evaluated solely on the
information contained in their proposal, information obtained from references, and presentations
if requested. All proposals must be prepared as if the evaluation committee has no knowledge
of the firm, their qualifications or past projects.
7. PROPOSAL CONTENTS: Firms are requested to format their proposals so that
responses correspond directly to, and are identified with, the specific evaluation criteria stated in
Section 6 above. The proposals must be in an 8 1/2 X 11 format, may be no more than a
total of fifty (!SO) sheets of paper(double sided is �, including a cover letter. NOTE:
Dividers,Attachments included in this RFP that are to be submitted with the proposal, Addenda
acknowledgments and the separately sealed Cost Proposal do NOT count toward the page
limit. Interested firms shall submit EIGHT(8)copies (one marked "Oriainal" plus seven (7)
copies)of both your TechnlcalNVork Proposal and your Cost Proposal by the deadline.
All proposals shall be sealed within one package and be clearly marked, "RFP #03-15,
REQUESTS FOR PROPOSALS FOR DESIGN-BUILD SERVICES FOR SOLAR ELECTRIC
SYSTEMS. Within the sealed proposal package, the Cost Proposal shall be separately sealed
from the TechnicalNVork Proposal.
EACH PROPOSAL PACKAGE MUST INCLUDE TWO (2) SEPARATELY SEALED
ENVELOPES:
ENVELOPE #1, clearly marked "Qualificationsfrechnical Work Proposal", shall include
the following items:
• Completed Signature authorization and Addenda Acknowledgment(see-Exhibit 1)
• If applicable, your specific request for Local Preference (reference Exhibit 1 and check the
appropriate box) and a copy of a valid business license from a jurisdiction in the Coachella
Valley.
• Completed,and notarized, Affidavit of Non-Collusion(see-Exhibit 2)
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• Copy of your current Class B Contractor's license, as well as your(or your subcontractor's)
C-10 Contractor's license, and C-46 Solar Contractor's license, if applicable but not
required.
• Your response to the evaluation Criteria A through F as provided below.
ENVELOPE#2,clearly marked"Cost Proposal",shall include the following item:
• Cost Proposal — provide a cost proposal for EACH OF THE FOURTEEN (14) Solar PV
Systems that include an itemized listing of ALL costs associated with the Project, including
but not limited to all engineering design fees (broken out by task), construction, equipment,
labor, materials and installation. Use the Attached Cost Proposal/Bid Sheet Exhibit 3) to
state the costs of the project. A grand total cost proposal for all fourteen(14)Solar PV
Sites shall be included.
• Do NOT Include Exhibits "1"or"2" in the Cost Proposal envelope. Exhibits "1" and
"2"are to be included in Envelope#1,Qualifications/Technical Work Proposal.
At a minimum, firms must provide the information identified below. All such information shall be
presented in a form that directly corresponds to the numbering scheme identified below.
SECTION A: PROJECT FIRM,MANAGERISTAFF EXPERIENCE AND QUALIFICATIONS
Al. State your firm's complete name, type of firm (individual, partnership, corporation or
other), telephone number, FAX number, contact person and E-mail address. If a corporation,
indicate the state the corporation was organized under.
A2. State the name and title of the firm's principal officer with the authority to bind your
company in a contractual agreement.
A3. Describe your firm's background and qualifications in the type of effort that this project
will require, specifically identifying experience with the design, engineering, testing, acquiring,
constructing, installing and monitoring of solar electric systems, as well as obtaining SCE
interconnection agreements and rebates through the CPUC CSI Rebate program. Provide at
least three(3) references for the firm, including project description, contact name, and current
phone number, for projects of similar size and scope as define herein. Please note the
requirement for Performance and Payment Bonds, and your firm's financial strength and
ability to bond for the project. Also, we draw your attention to the Insurance
Requirements as more fully described in the sample Contracts (see Exhibits 4 and 5).
Any exceptions to the Insurance Requirements MUST be provided in your Proposal
A4. The prospective contractor shall designate by name the Design and Construction Project
Manager(s) to be assigned to this project. The person responsible for the design shall be a
licensed Professional Engineer (PE) registered with the state of California. Substitutions of the
Project Manager(s) by the successful contractor will not be allowed without prior consent of the
City of Palm Springs. Provide detailed qualifications, including resume, of the Project
Manager(s) that will be assigned to the Project. Provide at least three (3) references for the
Project Manager(s) including project description, contact name, and current phone number, for
the projects of similar size and scope as defined herein.
A5. Name and list specific and relevant project experience for the key staff/team members
(including resumes)assigned to the Project.
A.6 Indicate the name of any sub-consultant firms that will be utilized to make up your team.
Describe each sub-consultant's background and specific expertise that they bring to this project.
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SECTION B: UNDERSTANDING THE SCOPE OF WORK
B1. Without reciting the information regarding the Project verbatim as contained in this RFP,
convey an understanding of the intent of the Project and an understanding of the City's
expectations upon implementation of the Project. Provide a separate project understanding for
each Site.
B2. Identify "key" or "critical" issues that may be encountered on the project based on the
firn's prior experience; provide steps to be taken to ensure the issues do not affect the
successful delivery of the Project.
B3. Discuss coordinating CPUC CSI Rebates, SCE interconnection agreements, and Net
Energy Metering Aggregation requirements.
B4. Provide a detailed technical scope of work for EACH SYSTEM SITE identifying all tasks
and sub-tasks required to successfully implement all phases of the project. The outline of tasks
and subtasks must be thorough and complete, and will be used as the scope of work included in
the selected firm's contract.
B5. Provide a detailed example schedule outline key milestones and procurement of long
lead time items
Special Note: The detailed technical scope of work outline must be identical to the outline of
tasks and sub-tasks on the Cost Proposal for EACH SYSTEM SITE (submitted in a separate
sealed envelope as per instructions above). This is to ensure that the final agreed upon contract
has a scope of work and payment schedule which correlate to one another.
SECTION C: PERFORMANCE OF SCHEDULE
CA Provide a thorough project schedule for EACH FACILITY/SITE identifying all the tasks
and sub-tasks identified in the detailed scope of work submitted with the Proposal, showing a
schedule to deliver the Project in consideration of all reasonable and expected timeframes. The
schedule should include all phases of the project, including construction support. For purposes
of consistency between schedules, firms shall assume that a Notice to Proceed will be
issued June 1",2015.
SECTION D:SYSTEM AESTHETICS
D.1 It is an important goal for the City of Palm Springs to make sure the Solar PV Systems
are aesthetically pleasing to the eyes of the public. This will limit opposition from the public
regarding the aesthetic nature of solar system structures. It is up to the respondents' discretion
on how this is to be presented in the RFP. It may be desirable for Design Builders to provide two
pricing options for certain sites: one option with pricing for a standard solar system and one
option with pricing for a more expensive but more aesthetically pleasing solar system. This will
enable the City to realize the cost of pursuing more aesthetically pleasing solar systems. Those
sites the City determines aesthetics as a priority are outlined in Exhibit 7. Design Builders shall
provide artistic renderings and/or example photography of aesthetically pleasing solar systems.
SECTION E: LOCAL EXPERTISE DEMONSTRATED ON THE TEAM
E.1 The term "Local Business" is defined as a vendor, contractor, or consultant who has a valid
physical business address located within the Coachella Valley, at least six months prior to bid or
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proposal opening date, from which the vendor, contractor, or consultant operates or performs
business on a day-to-day basis, and holds a valid business license by a jurisdiction located in
the Coachella Valley. "Coachella Valley' is defined as the area between the Salton Sea on the
south, the San Jacinto and Santa Rosa Mountains on the west, and the Little San Bernardino
Mountains on the east and north. For the purposes of this definition, "Coachella Valley"includes
the cities of Beaumont and Banning and the unincorporated areas between Banning and the
City of Palm Springs. Post office boxes are not verifiable and shall not be used for the purpose
of establishing such physical address.
The Proposer should to the extent reasonably practicable solicit applications for employment
and proposals for subcontractors and sub-consultants for work associated with the proposed
contract from local residents and firms as opportunities occur and hire qualified local residents
and firms whenever feasible.
In order for a business to be eligible to claim the preference, the business MUST reguest the
preference In the Solicitation response(see-Exhibit 1)and provide a copy of Its current
business license (or of those it employs for this proiect) from a iurisdiction in the
Coachella Valley with its proposal.
E.2 List all team members with local expertise. Clearly define their role in the overall project.
SECTION F: TOTAL PROJECT COST
F.1 The cost proposal shall be completed as Exhibit 3. Failure to use the Cost Proposal
form Attachment"C" provided by the City WILL be cause for rejection of a proposal. Do NOT
include Exhibit 1 and 2 in the Cost Proposal, Envelope #2. Exhibit 1 and 2 are to be
included in Envelope#1, "Qualifcations/TechnicalNVork Proposal".
6. GENERAL AND SPECIAL CONDITIONS:
DEADLINE FOR SUBMISSION OF PROPOSALS: Proposals shall be submitted to the City of
Palm Springs, Office of Procurement and Contracting by Close of Business, Thursday,
March 19, 2015. Proposers should note that City Hall closes at 6:00pm local time. Proof of
receipt before the deadline is a City of Palm Springs, Office of Procurement and Contracting
time/date stamp. It is the responsibility of the firms replying to this RFP to see that any proposal
sent through the mail, or via any other delivery method, shall have sufficient time to be received
by the Procurement Office prior to the proposal due date and time. Proposals shall be
clearly marked and identified and must be submitted to:
City of Palm Springs
Procurement and Contracting Department
3200 E.Tahquitz Canyon Way
Palm Springs,CA 92262
Attn: Craig Gladders, C.P.M.,Procurement&Contracting Manager
QUESTIONS: Firms, their representatives, agents or anyone else acting on their behalf are
specifically directed NOT to contact any city employee, commission member, committee
member, council member, or other agency employee or associate for any purpose related to
this RFP other than as directed below. Contact with anyone other than as directed below
WILL be cause for rejection of a proposal.
Any questions, technical or otherwise, pertaining to this RFP must be submitted IN WRITING
and directed ONLY to:
RFP#03-15
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Craig L. Gladdens, C.P.M.
Procurement&Contracting Manager
3200 East Tahquitz Canyon Way
Palm Springs, CA 92262
via FAX (760)323-8238
or via EMAIL: Craig.Gladders(&Dalmsprinasca.gov
Interpretations or clarifications considered necessary in response to such questions will be
addressed by formal Addenda to the RFP. The deadline for all questions is 3:00 P.M., Local
Time.26'"of Februarv.2015.
FORM OF AGREEMENT: The successful firm will be required to enter into a contractual
agreement, inclusive of insurance requirements, with the City of Palm Springs in accordance
with the Design Build Contract or Power Purchase Agreement—both provided as Exhibits 4&
5 respectively. Please note that the Exhibits are intentionally not complete in the attached
sample contract documents. These exhibits will be negotiated with the successful firm, and will
appear in the final Design Build Contract or Power Purchase Agreement executed between the
parties.
Failure or refusal to enter into an Agreement as herein provided or to conform to any of the
stipulated requirements in connection therewith shall be just cause for an annulment of the
award. If the highest ranked Proposer refuses or fails to execute the Agreement, or
negotiations are not successful, or the agreement is terminated, the City may, at its sole
discretion, enter negotiations with and award the Contract to the second highest ranked
Proposer, and so on.
AWARD OF CONTRACT: The City will determine in its discretion which Proposer is best
qualified to receive award of the contract. Award of the contract by the City Council will occur
after the evaluation committee completes its evaluation and make its recommendation to the
City Council. The decision of the City Council will be final.
INSURANCE AND BONDS. It is recommended that Proposers have their insurance provider
bonding agent review the insurance provisions BEFORE they submit their proposal.
PUBLIC RECORD: All documents submitted in response to this solicitation will become the
property of the City of Palm Springs and are subject to the California Code Section 6250 et seq.,
commonly known as the Public Records Act. Information contained in the documents, or any
other materials associated with the solicitation, pursuant to CA Government Code 6255 during
the negotiation process, may be made public after the City's negotiations are completed, and
staff has recommended to the City Council the award of a contract to a specific firm, but before
final action is taken by the City Council to award the contract.
Although the California Public Records Act ("CPRA") recognizes that certain confidential trade
secret information may be protected from disclosure, the City may not be in a position to
establish that the information submitted in a proposal is a trade secret. If a request is made for
information marked"Confidential," "Trade Secret," Proprietary,"or any other similar designation,
the City will provide the party submitting such information with reasonable notice to allow the
party to seek protection from disclosure by a court of competent jurisdiction.
If a submitting party contends that a portion of the proposal is confidential even under the
CPRA, the party: 1) must clearly label each document and/or page deemed a confidential
document 2) the legal rationale supporting such contention including specific references to
applicable provisions of the Public Records laws of the State 3) must actively defend against
any request for disclosure of information which the party has determined should not be
released, and 4) must indemnify and hold harmless the City from any loss, claim or suit,
including attorneys' fees, brought by a person challenging the City's refusal to release the
RFP#03-15
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documents. The City will not, under any circumstances, incur any expenses, or be responsible
for any damages or losses incurred by a party submitting a proposal or any other person or
entity, because of the release of such information. The City will not return the original or any
copies of the proposal or other information or documents submitted to the City as part of this
RFP process. NOTE THAT THE CITY MAY NOT RECOGNIZE PROPOSALS WHERE ALL
OF THE INFORMATION,VIA A BLANKET STATEMENT,IS SUBMITTED AS PROPRIETARY
INFORMATION OR A TRADE SECRET. SUCH PROPOSALS MAY BE FOUND NOW
RESPONSIVE.
COST RELATED TO PROPOSAL PREPARATION: The City will NOT be responsible for any
costs incurred by any firm responding to this RFP in the preparation of their proposal or
participation in any presentation if requested, or any other aspects of the entire RFP process.
COMPLIANCE WITH LAW. Proposer warrants that all Services rendered shall be performed in
accordance with all applicable federal, state, and local laws, statutes, ordinances lawful orders,
rules, and regulations.
LICENSES. PERMITS, FEES, AND ASSESSMENTS. Proposer represents and warrants to
City that it will obtain all licenses, permits, qualifications, and approvals of whatever nature that
are legally required to practice its profession and perform the Work and Services requested in
this RFP. Proposer represents and warrants to City that Proposer shall, at its sole cost and
expense, keep in effect at all times during the term of the Agreement if so awarded, any license,
permit, qualification, or approval that is legally required for Proposer to perform the Work and
Services under the Agreement if so awarded. Proposer shall have the sole obligation to pay for
any fees, assessments, and taxes, plus applicable penalties and interest, which may be
imposed by law and arise from or are necessary for the Proposer's performance of the Work
and Services required under the Agreement if so awarded. Proposer shall indemnify, defend,
and hold harmless City against any such fees, assessments, taxes penalties, or interest levied,
assessed,or imposed against City to the fullest extent permitted by law.
BUSINESS LICENSE: The selected firm will be required to be licensed in accordance with the
City of Palm Springs Business License Ordinance, Municipal Code Chapter 3.40 through 3.96,
entitled"Business Tax".
INVESTIGATIONS: The City reserves the right to make such investigations as it deems
necessary to determine the ability of the fines responding to this RFP to perform the Work and
the firm shall furnish to the City all such information and data for this purpose as the City may
request. The City reserves the right to reject any proposal if the evidence submitted by or
investigation of such fine fails to satisfy the City that such firm is properly qualified to carry out
the obligations of the Contract and to complete the Work contemplated therein.
NONCOLLUSION: The undersigned, by submission of this Proposal Form, hereby declares
that this Proposal is made without collusion with any other business making any other Proposal,
or which otherwise would make a Proposal. Proposer must execute an Affidavit of Non-
Collusion provided as Exhibit 2 in the RFP and include it with their proposal.
PROPOSALS TO REMAIN OPEN: The Proposer shall guarantee that all contents of their
proposal shall be valid for a period of 120 calendar days from the due date of proposals.
SIGNED PROPOSAL AND EXCEPTIONS: Submission of a signed proposal will be interpreted
to mean that the firm responding to this RFP has hereby agreed to all the terms and conditions
set forth in all of the sheets which make up this Request for Proposals, and any attached
sample agreement. Exceptions to any of the language in either the RFP documents or
attached sample agreement, including the insurance requirements, must be included in the
proposal and clearly defined. Exceptions to the City's RFP document or standard boilerplate
RFP#03-15
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language, insurance requirements, terms or conditions may be considered in the evaluation
process; however,the City makes no guarantee that any exceptions will be approved.
RFP#03-15
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EXHIBIT 6
SCOPE OF WORK AND REQUIREMENTS
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Contents
1.0 PROJECT MANAGEMENT..............................................................................................4
2.0 PROJECT SCHEDULE....................................................................................................4
3.0 SUBMITTALS.................................................................................................................. 5
4.0 Solar Incentives............................................................................................................... 5
5.0 SYSTEM DESIGN ...........................................................................................................6
5.1 Design Review Process/Phases...................................................................................6
5.1.1 Schematic Design .................................................................................................6
5.1.2 Design Development.............................................................................................6
5.1.3 Construction Documents.......................................................................................6
5.2. Design-Builders' License Classification........................................................................7
5.3. Design Submittals ........................................................................................................7
5.5. Technical Requirements...............................................................................................7
5.5.1 General Considerations.........................................................................................7
5.5.2 Electrical Design Standards ..................................................................................7
5.5.3 Modules ................................................................................................................8
5.5.4 Inverters................................................................................................................ 8
5.5.5 Mounting Systems.................................................................................................9
5.5.6 Corrosion Control................................................................................................ 10
5.5.7 Roofing requirements.......................................................................................... 10
5.5.8 Ancillary Equipment and Infrastructure for Ground Mount Systems..................... 11
5.5.9 Lightning and Surge Protection ........................................................................... 11
5.5.10 Storm Water Pollution Prevention Plan (SWPPP)................................................. 11
5.5.11 Wiring and Cabling Runs..................................................................................... 11
5.5.12 Meters................................................................................................................. 12
5.5.13 Shade Structure Lighting..................................................................................... 13
5.5.14 Monitoring System, DAS, and Reporting ............................................................. 13
5.5.15 Warranties........................................................................................................... 14
5.5.16 Other Considerations .......................................................................................... 14
5.5.17 Permits and Approvals........................................................................................ 14
5.5.18 Interconnection.................................................................................................... 15
5.5.19 Production Modeling............................................................................................ 15
5.5.20 Shading............................................................................................................... 15
6.0 PROCUREMENT/CONSTRUCTION ............................................................................. 16
6.1. Scope of Supply......................................................................................................... 16
6.2. Materials and Equipment............................................................................................ 16
6.3. Quality Assurance and Quality Control....................................................................... 16
7.0 TESTING....................................................................................................................... 17
7.1. Acceptance Testing.................................................................................................... 17
7.2. System Startup........................................................................................................... 18
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7.3. Proving Period (30 days)............................................................................................ 18
8.0 OPERATIONS AND MAINTENANCE............................................................................ 19
8.1. Preventative Maintenance.......................................................................................... 19
8.2. Troubleshooting, Inspection and Additional Repairs...................................................20
8.3. Customer Service Support .........................................................................................20
8.4. Major Component Maintenance and Repair...............................................................20
8.5. Other System Services............................................................................................... 21
9.0 PRODUCTION GUARANTEE........................................................................................21
10.0 TRAINING .....................................................................................................................22
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1.0 PROJECT MANAGEMENT
Design-Builder shall assign a Project Manager from their firm upon execution of the Agreement
and receipt of Notice to Proceed. The Project Manager shall manage all design, procurement,
construction, and commissioning phases of the Project. The construction of PV systems shall be
accomplished by Design-Builder with an on-site construction management team. The Project
Manager shall ensure that all contract, schedule, and reporting requirements of the Project are
met and shall be the primary point of contact for the City.
2.0 PROJECT SCHEDULE
A Project Schedule is to be prepared and submitted to the City within 14 days of Agreement
execution. The City will review and approve the Project Schedule prior to the initiation of work.
Updates shall be submitted every other week, though the City may allow less frequent updates
at their discretion. The submittal shall be a Critical Path Method (CPM) schedule describing all
Project activities, dependencies, and sequencing of tasks. In particular, Design-Builder shall
include City review of submittals on the Critical Path. The Project Schedule shall describe all
elements of project design, equipment procurement, construction and commissioning, and shall
be submitted in electronic format (MS Project or Primavera 136). Adobe Acrobat is not
acceptable. The schedule shall also reflect the requirement that construction activities must be
coordinated to minimize impacts on normal operations at each site, including ongoing
construction activities.
Sufficient information shall be shown on the Project Schedule to enable proper control and
monitoring of the Work. The Project Schedule shall show the intended time for starting and
completing each activity; the duration of each activity; submittal and approval times; design;
delivery of materials, equipment and software; all testing; and other significant items related to
the progress of the Work. The Project Schedule shall include a CPM network diagram of
sufficient detail to show how Mandatory Milestones are intended to be met. If a schedule
submitted by Design-Builder includes changes affecting the achievement of Mandatory
Milestones, Design-Builder should clearly identify and justify those changes.
Design-Builder is encouraged to phase the Work in a way that supports efficient and effective
delivery of design and build services. The following Mandatory Milestones shall be reflected in
the schedule and where applicable, represents the dates upon which each milestone is to be
achieved for all sites in the Agreement.
Mandatory Milestones
Mandatory Milestone Date
Agreement Executed/NTP TBD
Construction Documents Approved —All Sites TBD
Substantial Completion —All Sites TBD
Final Completion —All Sites TBD
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3.0 SUBMITTALS
Design-Builder shall provide the following submittals as part of the performance of the Work.
The cost of developing and providing submittals shall be included in the Project price.
Agreement Submittals
I. System Design 5.0
a. System Design Documentation At each design milestone 5.1
At Construction Documents
b. Warranties milestone 5.5.15
At Construction Documents
c. Testing Plan milestone 7
At Construction Documents
d. Training Plan milestone 10
At Construction Documents
e. Power production modeling milestone
II. Procurements and Construction 6.0
a.Quality Assurance /Quality Control 30 days before commencement of
(QA/QC) Plan construction 6.3
b. As-built Documentation After completion of Proving Period 6.1
III. Testing 7.0
a. Acceptance Test Results After Acceptance Test 7.1
b. Startup Test Results After Startup Test 7.2
Continually throughout Proving
c. Monitoring Data (Proving Period) Period 7.3
d. Proving Period Report 30 days after System Startup 7.3
IV. Training 10.0
a. Training Materials 30 days before Training Session 10.0
b. Monitoring Manual 30 days before Training Session 5.5.14
c. Operations & Maintenance
Manual 30 days before Training Session 8.5
4.0 Solar Incentives
On behalf of the City, Design-Builder shall prepare and submit to the applicable agencies all
applications and documentation necessary for all available energy production incentives (e.g.,
CSI, SGIP, etc.). This shall include actions necessary to ensure compliance with the SCE's net
metering program and all interconnection agreements and related documents for the City
participation and utilization of the benefits of that program. Contractor shall attend all site
verification visits conducted by the applicable public utility or Governmental Authority and shall
assist the City in satisfying the requirements of the Rebate Program. Design-Builder shall be
responsible for providing updated documentation to Rebate Program administrators throughout
the project, as required by rules of the relevant Rebate Programs. All incentives shall be paid to
the City and used to offset the cost of the project.
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5.0 SYSTEM DESIGN
5.1 Design Review Process/Phases
The City will review and approve design documentation based on the requirements in this RFP.
Additional documents may be requested by the City as needed. The precise organization and
format of the design submittals shall be agreed upon by Design-Builder, and the City prior to the
first design submission. The City will review all submittals, provide written comments, and
conduct Design Review Meetings for each stage of the process. Design-Builder shall provide
additional detail, as required, at each successive stage of the Design Review. Design-Builder
shall not order equipment and materials until Schematic Design submittals have been approved.
Design-Builder shall not begin construction until Construction Documents have been approved
and all required permits have been obtained. The City will formally approve, in writing, each
phase of the design and is the sole arbiter of whether each phase of the design has been
completed. The Design-Builder shall not enter a subsequent design phase without the approval
of the City.
Design-Builder shall be held solely responsible for obtaining approvals from the City, including
revising designs as necessary until they are given approval by the City and all other required
entities and organizations. A description of requirements for each design phase is provided
below. System design shall comply with all applicable laws, statutes, ordinances, codes, rules,
and regulations for construction projects of jurisdictions with authority over the City. Design-
Builder is responsible for providing designs approved by the appropriate professional engineers
registered in the State of California. System designs must take into account City aesthetic
issues and not conflict with any current City operations.
5.1.1 Schematic Design
Design-Builder shall prepare Schematic Design documents consisting of drawings and other
documents illustrating the scale and relationship of Project components, including but not limited
to, schematic design studies, site utilization plans. PV array layouts, a shading analysis,
electrical single-line diagrams, equipment lists and bills of material, and equipment cut sheets or
specifications.
5.1.2 Design Development
Design Development documents shall consist of elevations, cross sections, and other drawings
and documents necessary to depict the design of the Project. This submittal shall include
architectural, structural, geotechnical, mechanical and electrical design documents and
equipment specifications to illustrate the size, character, and quality of the Project and
demonstrate that it meets the performance specifications defined in this RFP. The Design
Development documents shall represent 100% of the intended scope for the Project.
5.1.3 Construction Documents
Design-Builder shall prepare Construction Documents (CDs) depicting the detailed construction
requirements of the Project. CDs shall conform to all applicable governmental, regulatory, and
code requirements, and all pertinent federal, state, and local permitting agencies. The CDs shall
show the work to be done, as well as the materials, workmanship, finishes, and equipment
required for the Project. CDs shall comply with and illustrate methods to achieve the
performance specifications of this RFP. CDs shall be stamped by the engineer of record and
any other required engineering disciplines.
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5.2. Design-Builders' License Classification
In accordance with the provisions of California Public Contract Code §3300, the City requires
that Respondents possess, at the time of submission of a Proposal, at the time of award of the
Agreement and at all time during construction activities, a General Contractor License (B) and
Electrical Contractor License (C-10). It shall be acceptable for a Respondent that does not
possess a C-10 License to list a Subcontractor with a C-10 License. A Solar Contractor License
(C-46) is desired in addition, but not mandatory.
5.3. Design Submittals
Design-Builder shall prepare a comprehensive submittal package for each phase of the Work
that will be reviewed and approved by the City. Each submittal package shall include, at a
minimum, the required elements that convey in sufficient detail for each phase of the design, the
necessary documentation as follows:
• Site Layout Drawings
• Construction Specifications (trenching, mounting, etc.)
• Equipment Layout Drawings
• Detailed Drawings
• Fire Access Lane Details (For the parking lot.)
• Single-Line Diagrams
• Network Connection Diagrams
• Architectural Drawings
• Mechanical Drawings
• Geotechnical Drawings
• Manufacturer's Cut Sheets
• Equipment Specifications
• Data Acquisition System (DAS) Specifications, Cut Sheets, and Data Specifications
Design-Builder shall include adequate time for City review and approval of submittals, as well as
re-submittals and re-reviews. Minimum City review time shall be ten (10) days from the date of
receipt of each submittal package during each phase of the Design Review.
5.5. Technical Requirements
5.5.1 General Considerations
All documentation and components furnished by Design-Builder shall be developed, designed,
and/or fabricated using high quality design, materials, and workmanship meeting the
requirements of the City and all applicable industry codes and standards. Reference is made in
these specifications to various standards under which the Work is to be performed or tested.
The installations shall comply with at least, but not limited to, the latest approved versions of the
International Building Code (IBC), National Electrical Code (NEC), Southern California Edison
(SCE) Interconnection Requirements, and all other federal, state, and local jurisdictions having
authority.
5.5.2 Electrical Design Standards
The design, products, and installation shall comply with at least, but not limited to, the following
electrical industry standards, wherever applicable:
• Electronic Industries Association (EIA) Standard 569
• Illumination Engineering Society of North America (IESNA) Lighting Standards 22
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• Institute of Electrical and Electronics Engineers (IEEE) Standards
• National Electrical Manufacturers Association (NEMA)
• National Electric Code (NEC)
• Insulated Power Cable Engineers Association (IPCEA)
• Certified Ballast Manufacturers Association (CBMA)
• Underwriters Laboratories, Inc. (UL)
• National Fire Protection Association (NFPA)
• Pacific Gas and Electric Utility Requirements
• American National Standards Institute (ANSI)
• Occupational Health and Safety Administration (OSHA)
• American Disabilities Act (ADA)
• American Society for Testing and Materials (ASTM)
• National Electrical Contractors Association (NECA)
• National Electrical Testing Association (NETA)
• International Building Code (IBC)
• All other Authorities Having Jurisdiction
5.5.3 Modules
In addition to the above, the PV modules proposed by Design-Builder shall comply with at least,
but not limited to, the following:
• IEEE 1262 "Recommended Practice for Qualifications of Photovoltaic Modules".
• Modules shall be new, undamaged, fully warranted without defect.
• Modules shall comply with the State of California S61 Guidelines for Eligibility, listed at:
hftp://www.gosolarcalifornia.org/equipment/pv_modules,php
• Modules shall have minimum maintenance requirements and high reliability, have a
minimum 25-year design life, and be designed for normal, unattended operation.
• Acceptable mounting methods for unframed modules shall be provided by the
manufacturer. Bolted and similar connections shall be non-corrosive and include locking
devices designed to prevent twisting over the 25-year design life of the PV system.
• If PV modules using hazardous materials are to be provided, then the environmental
impact of the hazardous material usage must be disclosed, including any special
maintenance requirements and proper disposal/recycling of the modules at the end of
their useful life.
5.5.4 Inverters
In addition to the above, inverters proposed by Design-Builder must comply with at least, but not
limited to the following:
• Inverters shall be suitable for grid interconnection and shall be compliant with all SCE
interconnection requirements.
• Inverters shall comply with the State of California SB1 Guidelines for Eligibility, listed at:
http://www..qosolarcalifornia.org/equipment/inverters.php
• IEEE 929-2000—"Recommended Practice for Utility Interface of Photovoltaic Systems".
• Inverters must automatically reset and resume normal operation after a power limiting
operation.
• The inverter shall be capable of continuous operation into a system with voltage
variation of plus or minus 10% of nominal. The inverter shall operate in an ambient
temperature range of -20°C to +50°C.
• Inverters shall include all necessary self-protective features and self-diagnostic features
to protect the inverter from damage (in the event of component failure or from
parameters beyond normal operating range due to internal or external causes). The self
protective features shall not allow the inverters to be operated in a manner which may be 23
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unsafe or damaging.
• Inverters shall be true sine wave high frequency PWM with galvanic isolation.
• Inverters shall be sized to provide maximum power point tracking for voltage and current
range expected from PV array for temperatures and solar insolation conditions expected
for Project conditions.
• Inverters shall be capable of adjusting to "sun splash"from all possible combinations of
cloud fringe effects without interruption of electrical production.
• Isolation transformers shall be provided.
• Inverters shall be UL 1741 and IEEE 1547 compliant.
• Inverters shall have a THD < 5%.
• Enclosures shall be rated NEMA 3R within an appropriate shelter.
• Power factor shall be 0.99 or higher.
• Inverter selection shall take into account anticipated noise levels produced and minimize
interference with City activities.
• Inverters shall have a minimum efficiency, based on the device's power rating, meeting
the following specifications:
Inverter Efficienty Requirements
Inverter Power Rating
Range Minimum Efficient
1000+ kW 96%
500-999 kW 97%
250-499 kW 96.8%
100-249 kW 95.8%
50-99 kW 94.5%
0-49 kW 93.5%
5.5.5 Mounting Systems
The mounting systems shall be designed and installed such that the PV modules may be fixed
or tracking, with reliable components, proven in similar projects, and shall be designed to resist
dead load, live load, corrosion UV degradation, wind loads, and seismic loads appropriate to the
geographic area over the expected 25-year lifetime. The Design-Builder's design shall
sufficiently respond to the design requirements imposed by Federal, State, and local
jurisdictions in effect at the time of Agreement execution and any pending code decisions
affecting the design shall be identified during Schematic Design. Design-Builder shall conduct
an analysis, and submit evidence thereof, including calculations, of each structure affected by
the performance of the scope described herein, and all attachments and amendments. The
analysis shall demonstrate that existing structures are not compromised or adversely impacted
by the installation of PV, equipment, or other activity related to this scope. Mounting systems
must also meet the following requirements at a minimum:
• All structural components, including array structures, shall be designed in a manner
commensurate with attaining a minimum 25-year design life. Particular attention shall be
given to the prevention of corrosion at the connections between dissimilar metals.
• Thermal loads caused by fluctuations of component and ambient temperatures shall be
accounted for in the design and selection of mounting systems such that neither the
mounting system nor the surface on which it is mounted shall degrade or be damaged
over time.
• Each PV module mounting system must be certified by the module manufacturer as (1)
an acceptable mounting system that shall not void the module warranty, and (2) that it
conforms to the module manufacturer's mounting parameters. 24
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• Final coating and paint colors shall be reviewed and approved by the City during Design
Review.
• Painting or other coatings must not interfere with the grounding and bonding of the array.
5.5.6 Corrosion Control
• Each PV system and associated components must be designed and selected to
withstand the environmental conditions of the site (e.g., temperatures, winds, rain,
flooding, etc.) to which they will be exposed.
• Particular attention shall be given to the prevention of corrosion at the connections
between dissimilar metals.
• A Corrosion control plan must be submitted by Design-Builder during the Design Review
process for City approval which will include at a minimum the analysis of the corrosion
risk and mitigation measures.
5.5.7 Roofing requirements
The installation of PV modules, inverters and other equipment shall provide adequate room for
access and maintenance of existing equipment on the building roofs. A minimum of three feet of
clearance will be provided between PV equipment and existing mechanical equipment and other
equipment mounted on the roof. A minimum of four feet of clearance shall be provided between
PV equipment and the edge of the roof. Clearance guidelines of the local fire marshal shall be
followed. The installation of solar systems must comply with the State Fire Marshal Solar
Photovoltaic Installation Guideline. The PV equipment shall not be installed in a way that
obstructs air flow into or out of building systems or equipment.
Proposed roof top mounted systems may be standing seam attachment or penetrating systems
and must meet or exceed the following requirements:
• Systems shall not exceed the ability of the existing structure to support the entire solar
system and withstand increased wind uplift and seismic loads. The capability of the
existing structure to support proposed solar systems shall be verified by Design-Builder
prior to design approval.
• All racking systems shall allow for the City staff to perform roof inspection, cleaning, and
maintenance operations with minimal obstructions from the racking; maintenance
activities include, but are not limited to, leak identification, or repair once the solar
system is installed.
• Roof penetrations, if part of the mounting solution, shall be kept to a minimum.
• Design-Builder shall perform all work so that existing roof warranties shall not be voided,
reduced, or otherwise negatively impacted.
• No work shall compromise roof drainage, cause damming or standing water or cause
excessive soil build-up.
• All materials and/or sealants must be chemically compatible.
• Thermal movement that causes scuffing to the roof must be mitigated as part of the
mounting solution.
• All penetrations shall be waterproofed.
• Detail(s) for the sealing of any roof penetrations shall be approved in writing to the City,
as well as the manufacturer of the existing roofing system, as part of system design
review and approval — prior to Design-Builder proceeding with work. The City will make
available the roofing manufacturer for each building for consultation with Design-Builder
as part of the design process.
• All roofing work shall be performed by a licensed roofing contractor who is certified by
the roofing materials manufacturer for the specific materials or systems comprising each
roof upon which a solar system will be installed. The roofing contractor shall also be
safety prequalified by the City.
• As part of the design submittals, Design-Builder shall include signed certificates from the
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roofing manufacturer stating:
• The roofing contractor is certified installer of Complete Roofing System.
• The manufacturer's Technical Representative is qualified and authorized to
approve project.
• Project Plans and specs meet the requirements of the warranty of the Complete
Roofing System for the specified period.
• Existing warranty incorporates the new roofing work and flashing work.
• Any damage to roofing material during installation of solar systems must be remedied by
Design-Builder.
• The installation of PV modules, inverters and other equipment on building roofs will be
designed to minimize visibility of the equipment from the ground.
5.5.8 Ancillary Equipment and Infrastructure for Ground Mount Systems
Design-Builder will be responsible for incorporating the following elements in the design and
construction of the System:
• Fencing for ground mount solar systems: the site shall be surrounded by a fence to
prevent students and vandals from gaining access the site. The fence shall be a ten (10)
foot high chain link fence with a one (1) foot high top guard with three strands of nine-
gage barbed wire. All new fences installed as part of this project shall be finished to
match existing fencing at the site.
• At least two gates shall be installed to enable site access for trucks.
• Access to water (from the main site) for maintenance (module cleaning) purposes, as
determined adequate by Design-Builder.
• Access to low voltage (120V) AC power (from the main site) to power maintenance
equipment and miscellaneous equipment.
• Design-Builder shall install and ensure activation of security cameras on site, connected
to the site's security system, in collaboration with the City (ground mount only).
• Design-Builder will be responsible for installing an acceptable surface cover material
under and around the modules and throughout the site that provides appropriate weed
control, erosion and dust management (ground mount only).
• Design-Builder will be responsible for creating an access road to the any ground mount
system for maintenance and fire access purposes. The access road shall be passable
under all weather conditions.
• Design-Builder shall include safety equipment (electrical equipment, signage, etc)
5.5.9 Lightning and Surge Protection
• Design-Builder shall utilize lightning arrestors to protect appropriate equipment from
lightning strikes.
• Design-Builder shall utilize surge suppressors to protect the appropriate equipment from
electrical surges.
5.5.10 Storm Water Pollution Prevention Plan (SWPPP)
Design-Builder will be responsible for creating and executing a SWPPP that meets the Califonia
State regulations. The SWPPP should contain a site map(s) which shows the construction site
perimeter, existing and proposed buildings, lots, roadways, storm water collection and discharge
points, general topography both before and after construction, and drainage patterns across the
project.
5.5.11 Wiring and Cabling Runs
• Design-Builder shall layout and install all AC conductors in conduit.
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• Conduit buried underground shall be suitable for the application and compliant with all
applicable codes. PVC shall be constructed of a virgin homopolymer PVC compound
and be manufactured according to NEMA and UL specifications. All PVC conduit feeders
shall contain a copper grounding conductor sized per NEC requirements and continuity
shall be maintained throughout conduit runs and pullboxes. A tracing/caution tape must
be installed in the trench over all buried conduit. Minimum size shall be W. Underground
conduit buried under roadways or swales shall be one slack slurry encased.
• Conduit installed on building roofs shall not be installed near roof edges or parapets to
reduce visibility. Any conduit penetrations through roof surfaces shall not be made within
five (5) feet of the roof edge to reduce visibility. If conduit is installed on the exterior face
of any building, it shall be painted to match the existing building color. In all cases, the
visible impact of conduit runs shall be minimized and the design and placement of
conduit shall be reviewed and approved by the City as part of Design Review.
• Electro-metallic tubing (EMT) shall be used in indoor, above grade locations and where
conduit needs to be protected from damage. EMT shall not be installed underground,
outdoors, or embedded in concrete. EMT shall be cold-rolled zinc coated steel and be
manufactured to UL and ANSI standards. Fittings shall be watertight and malleable
gripping ring compression type. Pressure cast material for nuts of compression ring type
fittings and set-screw type connections are not acceptable.
• Galvanized Rigid Conduit (GRC) shall be used where exposed to weather or where
subject to physical damage in exposed areas. GRC shall be continuous hot-dipped
galvanized manufactured per UL and ANSI requirements. Rigid aluminum conduit is not
acceptable. Conduit bodies for use with steel conduit, rigid or flexible, shall be
manufactured per UL requirements and shall be cast metal with gasketed closures.
Fittings for GRC conduit shall be malleable iron or forged steel with cadmium or zinc
coating. Union couplings for joining rigid conduit at intermediate runs shall be of the
same material as the conduit. Couplings shall be threaded concrete-tight to permit
completing conduit runs when neither conduit can be turned and to permit breaking the
conduit run at the union. Set screw connectors are not acceptable.
• Minimum conduit size shall be W.
• All conduits, boxes, enclosures, etc. shall be secured per NEC 690 requirements.
• All conductors shall be insulated copper rated for 600V or 1000V, maximum. DC
conductors shall be USE-2 600V UL Listed Sunlight resistant wire. Exception are
acceptable but must be highlighted in Design Builders proposal.
• All items shall be U.L. listed and shall bear the U.L. label.
• All spare conduits shall be cleaned, mandrelled, and provided with a pullwire. Spare
conduits shall be required for security cameras for ground mount systems.
• All feeders and branch circuits shall be sized to minimize voltage drop and losses and
shall be in compliance with NEC requirements.
• Design-Builder shall furnish, install, and connect combiners and recombiners as
necessary to complete the System. Enclosures for combiners and recombiners shall be
NEMA 4 or 4X rated.
• All systems, conduit, boxes, components, etc. shall be grounded and bonded per NEC
requirements.
• Design-Builder will be responsible for locating, identifying and protecting existing
underground utilities conduits, piping, substructures, etc. and ensuring that no damage is
inflicted upon existing infrastructure.
5.5.12 Meters
• Design-Builder shall supply and install SCE approved a Net Generation Output Meter
(NGOM) for each PV system.
• Generation Meters shall use Internet Protocol (IP) communication and shall not require a
custom network for connection.
• Generation Meters shall have the capability to store metered data (including 27
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instantaneous kW, kWh, voltage, current, and phase information) in fifteen (15) minute
intervals and retain such information for at least seven (7) days.
5.5.13 Shade Structure Lighting
Installation of canopy PV systems in parking lots and parking structures shall include the
removal of existing security light poles, foundations, and fixtures that are no longer effective and
the installation of new security high efficiency lighting. Lighting shall be LED lighting or other
similar energy efficient lighting system. New parking lot fixtures shall be installed to provide
parking lot illumination compliant with IESNA requirements or recommendations for illumination
and safety and a minimum horizontal illuminance of one (1) foot-candle shall be maintained at
ground level with a uniformity ratio (maximum to minimum) of 15:1. Photocell controls shall be
used in conjunction with a lighting control system for all exterior lighting and energize lighting
when ambient lighting levels fall below two (2) foot-candles measured horizontally at ground
level. Lighting shall also be permitted to operate manually without regards to photocell input.
Replacement parking lot lighting shall be served from an existing parking lot lighting circuit and
any existing circuits and existing control function shall be maintained, or if replaced, done so at
the approval of the City. The new lighting is required to illuminate the entire parking area
affected by the removal of existing lights, notjust the area under the PV modules.
Shade structures installed in locations other than parking lots and parking structures (e.g.,
student lunch areas, along athletic fields) will not require lighting.
5.5.14 Monitoring System, DAS, and Reporting
Design-Builder shall design, build, activate and ensure proper functioning of Data Acquisition
Systems (DAS) that enable the City to track the performance of the PV Systems as well as
environmental conditions through an online web-enabled graphical user interface and
information displays. Design-Builder shall provide equipment to connect the DAS via existing
Wi-Fi network or cellular data network at all locations. The means of data connection will be
determined during design. The City will pay for the cost of cellular data service if needed, but
not for the modem or other equipment need to connect to the cellular network.
The DAS(s) shall provide access to at least the following data:
• Instantaneous AC system output (kW)
• PV System production (kWh) over pre-defined intervals that may be user configured
• AC and DC voltage
• Horizontal and in-plane irradiance (at least two (2) sensors for each, at different
positions in the array)
• Ambient and back-of-cell temperature (at least two (2) sensors for each, at different
positions in the array)
• Inverter status flags and general system status information
• System availability
• Site Load information. Available load data shall be collected by the solar monitoring
solution as part of the DAS.
Environmental data (temperatures, wind speed, and irradiance) shall be collected via an
individual weather station installed for each system at the City.
Data collected by the DAS shall be presented in an online web interface, accessible from any
computer through the Internet with appropriate security (e.g., password controlled access). The
user interface shall allow visualization of the data at least in the following increments: 15
minutes, hour, day, week, month, and year. The interface shall access data recorded in a server
that may be stored on-site or remotely with unfettered access by the City for the life of the 28
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Project. The online interface shall enable users to export all available data in Excel or ASCII
comma-separated format for further analysis and data shall be downloadable in at least 15
minute intervals for daily, weekly, monthly and annual production.
The Monitoring system shall enable City staff to diagnose potential problems and perform
remediating action. The monitoring system shall provide alerts when the system is not
functioning within acceptable operating parameters. These parameters shall be defined during
the design phase of the Project and specified in the DAS design document.
Additionally, Design-Builder shall provide the following reports for the life of the Project:
• Monthly Production report shall be available online to the City personnel.
• Annual Performance report shall be sent electronically to the City personnel.
• System performance data shall be made available electronically to the City in a format
and at a frequency to be determined during the Design Review process.
• Additional reports shall be made available to the City to assist the City in reconciling
system output with utility bills and the production guarantee, as determined in the Design
Review process.
A Monitoring Manual shall be provided to the City in printed or on-line form that describes how
to use the monitoring system, including the export of data and the creation of custom reports.
5.5.15 Warranties
Design-Builder shall provide a comprehensive one-year warranty on all system components
against defects in materials and workmanship under normal application, installation, and use
and service conditions.
Additionally, the following minimum warranties are required:
• PV Modules: The PV modules are to be warranted against degradation of power output
of greater than 10% of the original minimum rated power in the first ten (10) years and
greater than 20% in the first twenty (20) years of operation.
• Inverter: The inverter shall carry an extended warranty of at least twenty (20) years.
• Meters: At minimum, meters shall have a one (1) year warranty.
• Mounting system: twenty (20) year warranty, covering at least structural integrity and
corrosion.
• Balance of system components: the remainder of system components shall carry
manufacturer warranties conform to industry standards.
All work performed by Design-Builder must not render void, violate, or otherwise jeopardize any
preexisting City facility or building warranties or the warranties of system components.
5.5,16 Other Considerations
• All Balance of Systems (wiring, components, conduits, and connections) must be suited
for conditions for which they are to be installed.
• Local DC and AC disconnects shall be located in accessible locations near inverters.
• Outdoor enclosures shall be rated NEMA 3R, NEMA 4, or NEMA 4X.
5.5.17 Permits and Approvals
Design-Builder shall produce required documentation in sufficient detail to obtain all regulatory
approvals requested for design, construction and operation of the system, including but not
limited to all federal, state, and local permits. Securing all approvals, all permits and paying all 29
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fees shall be the sole responsibility of Design-Builder. To that end, Respondent shall provide a
design that is acceptable to the state, county, and local authorities having jurisdiction over this
project. The proposed design shall be suitable for construction under the guidelines and
regulations in effect at the time the Agreement is executed. The City will not accept
responsibility for cost increases or delays resulting from inaccurate interpretation of existing
codes and standards.
5.5,18 Interconnection
Design-Builder is responsible for obtaining all necessary SCE interconnection approvals for
each PV system being installed. Design-Builder must comply with all interconnection
requirements, such as CPUC Rule 21 for the SCE service territory. Design-Builder is
responsible for the proper planning and scheduling of interconnection approvals and any
potential interconnection study. Systems installed as part of this project will take advantage of
Net Energy Metering (NEM). Design-Builder shall be responsible for ensuring the system design
and interconnection qualifies for NEM.
5.5.19 Production Modeling
Production modeling of the PV systems shall be performed using PVSYST or equivalent
modeling software using TMY3 weather data for the Sacramento Executive Airport. The
simulations shall accurately simulate energy production for proposed system layouts, sizes, and
orientation. It is critical that PV production models are accurate with all methodology and
assumptions described. The City will independently verify production models and utilize
simulation results for economic evaluations. Design-Builder shall be responsible for updating the
production models each time sufficient changes are made to the proposed system designs that
will impact production.
5.5.20 Shading
Design-Builder shall adhere to the following requirements in order to avoid excessive shading
on modules. For any object near an array that is higher than the lowest point of that array by
height H, Design-Builder shall locate the array farther from the object than:
• 3H to the North of the object
• 3H to the East or West of the object
• 3H to any non-cardinal direction of the object
Any Respondent whose system design does not adhere to these rules shall perform a shading
analysis justifying the basis for their design, including any proposed tree removal, and
explaining why shading does not create an adverse performance and/or economic impact.
Any trees that are in the footprint of systems to be installed by the Design-Builder shall be
removed by the Design-Builder at their expense, subject to the approval of the City. A tree shall
be considered to be in the footprint of a system if its canopy would extend over any part of the
system, including structural components or modules. The City will remove or prune, at its
discretion, trees planted outside of the work area that shade PV systems (at present time or in
the foreseeable future), provided the Design-Builder identifies these trees during the design
process.
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6.0 PROCUREMENT/CONSTRUCTION
6.1. Scope of Supply
Design-Builder shall provide all necessary labor, materials, equipment, and services required to
install complete integrated turnkey PV systems. Design-Builder shall supply all solar modules,
mounting equipment, inverters, AC and DC disconnect switches, metering, related wiring,
monitoring equipment, and all ancillary equipment necessary to install the PV system and
interconnect it to the City electrical distribution system. The PV system installations shall comply
with all contract requirements, technical specifications, approved design documents, and
applicable regulatory codes and requirements. Design-Builder shall submit As-Built Construction
Drawings in hard copy with four (4) sets and an electronic copy in DWG format on compact disc
to the City after completion of the Proving Period for each system at each site.
6.2. Materials and Equipment
Materials and equipment incorporated in the Work shall be new and suitable for the use
intended. No material or equipment shall be used for any purpose other than that for which it is
designed, specified or indicated.
Design-Builder shall use means necessary to protect the materials and equipment before,
during and after installation. Design-Builder shall promptly replace lost or damaged materials
and equipment with equal, or City-approved, replacements, or repair them, at no additional cost
to the City.
6.3. Quality Assurance and Quality Control
Design-Builder shall implement a Quality Assurance /Quality Control (QA/QC) plan for
construction activities on City sites. At least 30 days prior to the planned commencement of
construction, Design-Builder shall submit a copy of the QA/QC Plan for review and approval by
the City.
To ensure the highest quality of the installation, Design-Builder shall:
• Implement policies and procedures to ensure proper oversight of construction work,
verification of adherence to construction documents and contractual requirements, and
rapid identification and mitigation of issues and risks.
• Utilize best practice methods for communicating progress, performing work according to
the approved Project schedule, and completing the Project on-time.
• Keep the Site clean and orderly throughout the duration of construction. All trash and
rubbish shall be disposed of off-site by licensed waste disposal companies and in
accordance with applicable Law.
• Provide equipment marking, as well as labeling and signage for the Project that shall be
removed after Project completion.
• Fully comply with all applicable notification, safety and Work rules (including City safety
standards) when working on or near City facilities.
• Route all electrical collection system wiring and conduits in a neat and orderly fashion
and in accordance with all applicable code requirements. All cable terminations,
excluding module-to-module and module-to-cable harness connections, shall be
permanently labeled.
• Provide all temporary road and warning signs, flagmen or equipment as required to
safely execute the Work. Street sweeping services shall also be provided as required to
keep any dirt, soil, mud, etc. off of roads.
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7.0 TESTING
Following completion of construction, Design-Builder shall provide the following services related
to startup and performance testing of the PV systems:
• Acceptance Testing
• System Startup
• Proving Period
A detailed Testing Plan covering each of the phases above shall be submitted and approved by
the City prior to substantial completion of construction. A detailed description of each phase is
provided below.
7.1. Acceptance Testing
Design-Builder shall perform a complete acceptance test for each PV System. The acceptance
test procedures include component tests as well as other standard tests, inspections, safety and
quality checks. All testing and commissioning shall be conducted in accordance with the
manufacturer's specifications.
The section of the Testing Plan that covers Acceptance Testing shall be equivalent or superior
to the CEC (California Energy Commission) "Guide to Photovoltaic (PV) System Design and
Installation", Section 4 and shall cover at least the following:
• Detailed test methods, including sample calculations and reference to standards as
required or applicable, and list of tested equipment.
• Pre-test checklist to ensure readiness and any safety measures are in-place.
• Details of all necessary adjustments, balancing, required equipment isolation or
configuration, test equipment and instruments, calibration, and personnel needed.
• Acceptance Criteria: For each test phase, specifically indicate what is considered an
acceptable test result.
The Acceptance Testing section of the Testing Plan shall include (but not be limited to) the
following tests.
• String-level testing for all PV strings.
• Inverter testing for all inverters. The inverters shall be commissioned on-site by a
qualified technician and shall confirm that the inverter can be operated locally per
specification and that automatic operations such as wake-up and sleep routines, power
tracking and fault detection responses occur as specified.
• Testing of all sensors of the DAS.
• Testing of the Data Presentation interface of the DAS.
After Design-Builder conducts all Acceptance Testing based on the Testing Plan approved by
the City prior to substantial completion, Design-Builder shall submit a detailed Acceptance Test
Report to the City for review.
The Acceptance Test Report shall document the results of the tests conducted following the
Testing Plan, and include additional information such as the date and time each test was
performed. It shall also make reference to any problem and deficiencies found during testing. If
there was troubleshooting done, the Report shall describe the troubleshooting methods and
strategy. Design-Builder shall be responsible for providing the labor and equipment necessary
to troubleshoot the System.
3:1
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7.2, System Startup
Following City approval of the Acceptance Test Report, Design-Builder shall conduct tests over
twenty-four (24) hours and at a time resolution of fifteen (15) minutes, recording the following
data:
• Average AC output (kW)
• Average DC output (kW)
• Hourly PV system production (kWh)
• AC and DC voltage
• Horizontal and in-plane irradiance
• Ambient and cell temperature
• Inverter status flags and general system status information
These data points shall be presented in a manner that best depicts the actual performance of
the system for City review and approval and shall be submitted as part of the Startup Test
Report.
7.3. Proving Period (30 days)
Upon completion of Acceptance Testing and System Startup, and approval by the City, Design-
Builder shall monitor the system during a thirty (30) day Proving Period prior to final acceptance
by the City. This includes monitoring system output and ensuring the correct functioning of
system components over this time. The values for the following data shall be acquired every
fifteen (15) minutes over thirty (30) days:
• AC system output (kW)
• PV system production (kWh)
• AC and DC voltage
• Horizontal and in-plane irradiance
• Ambient and cell temperature
• Inverter status flags and general system status information
• System availability
Design-Builder shall utilize calibrated test instruments and the DAS and monitoring system to
collect the test data described above, which shall be made available to the City for access
throughout the Proving Period. Design-Builder shall determine through analysis of data from the
Proving Period whether the PV system delivers the expected production as determined by the
final approved design (i.e., Construction Documents). Actual production shall be compared
against expected production using actual weather data and other system inputs (such as
module cell temperature factor, module mismatch, inverter efficiency, and wiring losses) for
calculating expected production. The production figures for all meters, whether existing or
installed by or on behalf of the IOU or by or on behalf of the Respondent, shall be correlated
during this test to verify their accuracy in measuring system production.
All data and reports required in Section 2.4.5.14 shall be fully functional and available to the City
at the commencement of the Proving Period. Data and reporting requirements are included in
the testing scope of the Proving Period and deficiencies in these areas (including missing data,
inaccurate reports, and other issues that make validation of system performance inconclusive)
shall be grounds for denying approval of the Proving Period Report.
If the PV system does not perform to design specifications, diagnostic testing shall be
performed by Design-Builder, deficiencies shall be identified with proposed corrective actions
submitted to the City, and the Proving Period test repeated. Design-Builder shall be responsible
for providing the labor and equipment necessary to troubleshoot the system. The Proving Period 33
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Report shall be submitted after the successful completion of this phase. The Project will not be
approved for final payment until the Proving Period output matches or exceeds proposed
performance.
8.0 OPERATIONS AND MAINTENANCE
Design-Builder shall offer Operations and Maintenance services for twenty (20) years with their
Proposal. The City reserves the right to not execute the Operations and Maintenance services
agreement. In offering such services, Design-Builder shall perform all necessary preventive and
corrective maintenance, which includes routine maintenance adjustments, replacements, and
electrical panel/transformer/ inverter cleaning (interior and exterior) with supporting
documentation delivered to the City after the Work has been performed. Maintenance by
Design-Builder shall ensure that all warranties, particularly inverter warranties, are preserved.
The frequency and timing of panel wash-downs shall be determined by Design-Builder based on
system monitoring data. Environmental sensors such as pyranometers shall be tested and
recalibrated at least once a year.
Design-Builder shall perform the following maintenance services, at a minimum, as described in
the following sections:
8.1. Preventative Maintenance
Preventive Maintenance shall be performed at least annually and include:
• System testing (voltage/amperage)
• System visual inspection and necessary corrections:
• Inspect for stolen, broken or damaged PV modules, record damage and location.
Report to the City and wait for the City to authorize a course of action.
• Inspect PV wiring for loose connections and wire condition. Resolve issues as
needed or report larger issues to the City.
• Inspect for wires in contact with the structure or hanging loose from racking and
resolve issues as needed.
• Check mechanical attachment of the PV modules to the racking and resolve
issue as needed.
• Check attachment of racking components to each other and the structure and
resolve issue as needed.
• Verify proper system grounding is in place from panels to the inverter and resolve
issue as needed.
• Check conduits and raceways for proper anchorage to structures and resolve
issue as needed.
• Inspect all metallic parts for corrosion and resolve issue as needed.
• Check combiner boxes for proper fuse sizes and continuity and resolve issue as
needed.
• Inspect all wiring connections for signs of poor contact at terminals (burning,
discoloration, etc) and resolve issue as needed.
• Inspect disconnects for proper operation and resolve issues as needed.
• Survey entire jobsite for debris or obstructions and resolve issues as needed.
• Inspect fasteners for proper torque and corrosion and resolve issues as needed.
• Inspect inverter pad for cracking or settling and resolve issues as needed.
• Inspect electrical hardware for proper warning and rating labeling and resolve
issues as needed.
• Review as built documentation as needed. 34
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• Inspect alignment of arrays and racking to identify settling foundations or loose
attachments and resolve issues as needed or report issues to the City.
• Inspect operation of tracking hinges, pivots, motors and actuators if present and
resolve issues as needed.
• Check for proper operation and reporting of monitoring hardware and resolve
issues as needed.
• Inspect sealed electrical components for condensation buildup and resolve
issues as needed.
• Inspect wiring and hardware for signs of damage from vandalism or animal
damage and resolve issues as needed.
• Routine system maintenance to include correction of loose electrical connections,
ground connections, replacement of defective modules found during testing, other minor
maintenance repair work.
• Panel cleaning, at a frequency to be determined by the ongoing monitoring of the
system, but not less often than twice a year.
• Routine DAS maintenance to include sensor calibration and data integrity check.
8.2. Troubleshooting, Inspection and Additional Repairs
• Dispatch of field service resources within two business days of notification (via
automated or manual means) for repairs as necessary to maintain system performance.
• Any corrective action required to restore the system to fully operational status shall be
completed within 24 hours of the service resources arriving on-site.
• Major system repairs, not to include mid-voltage switchgear or transformers.
8.3. Customer Service Support
• Support telephone line made available to City staff to answer questions or report issues.
• Support line shall be staffed during operational hours from 8 am —6 pm California
Standard Time. During times outside of this operational period, an urgent call shall be
able to be routed to a supervisor for immediate action.
8.4. Major Component Maintenance and Repair
• Inverter repair and component replacement and refurbishment as required in the event
of inverter failure.
• Inverter inspection and regular servicing as required under inverter manufacturer's
warranty specifications. Those include but are not limited to the following annually:
• Check appearance/cleanliness of the cabinet, ventilation system and all exposed
surfaces.
• Inspect, clean/replace air filter elements
• Check for corrosion on all terminals, cables and enclosure.
• Check all fuses.
• Perform a complete visual inspection of all internally mounted equipment
including subassemblies, wiring harnesses, contactors, power supplies and all
major components.
• Check condition of all the AC and DC surge suppressors.
• Torque terminals and all fasteners in electrical power connections.
• Check the operation of all safety devices (E-stop, door switches).
• Record all operating voltages and current readings via the front display panel.
• Record all inspections completed.
• Inform inverter manufacturer of all deficiencies identified.
• Oversee inverter manufacturer performance of In-Warranty replacement of failed 3
inverter components.
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• Customer advocacy with vendors.
8.5. Other System Services
• O&M Manuals — Design-Builder shall provide three (3) copies of O&M Manuals. Updated
editions of O&M Manuals shall be sent electronically to the City as they become
available.
• Management of long term service and warranty agreements, ongoing.
• Design-Builder shall log all maintenance calls and document all maintenance activities.
These activities shall be presented in a report, which is to be submitted to the City on a
minimum monthly basis.
O&M services shall be priced separately from the design and construction of the PV system.
Design-Builder shall submit a detailed description of their O&M services, detailing the activities
and the intervals at which they will be performed, with their Proposal.
9.0 PRODUCTION GUARANTEE
Design-Builder shall offer a twenty (20) year Production Guarantee with their Proposal. The City
reserves the right to not execute the Production Guarantee. The Production Guarantee
obligates Design-Builder to compensate the City for the cost of utility electricity purchases that
the City would not have incurred had the PV System performed at least at the 95% level of
performance. Compensation shall be based on the cost of electricity to the City after the system
has been installed (accounting for any rate switching) and any lost incentive revenue.
Guaranteed annual output shall be decreased by 0.5% per year after the first year to account for
expected PV module degradation. Determinations of under-performance (i.e., the amount of
kWh below the 95% guaranteed output level), if any, shall be made every two and a half years.
Any kWh output in excess of the required 95% level during any year shall not be carried forward
in any way, nor shall it entitle Design-Builder to any payments for over production.
Guaranteed output levels shall be adjusted as part of the Construction Document Phase of
design to account for any changes in the proposed system design. Annual guaranteed output
levels shall be normalized to account for variance between actual weather conditions and those
assumed in the output modeling used as the basis for the Production Guarantee; the
methodology to adjust production to account for weather variance shall be described in the
Respondent's proposal. In addition to accounting for weather variance, downward adjustments
in expected performance may be permitted in the following cases:
1. There is any failure of the System to perform caused by legislative, administrative or
executive action, regulation, order or requisition of any federal, state or local
government, local utility or public utilities commission;
2. There is an event of Force Majeure as defined in the Agreement executed between the
City and Design-Builder;
3. An act of vandalism results in reduced system performance; or
4. There are changes related to the Site, or buildings at or near the Site, without the prior
written approval of Design-Builder, that can be reasonably expected to reduce solar PV
performance.
In cases 1-4 above, Design-Builder shall develop and submit for approval an estimate of the lost
kWh output attributable to these causes and the performance requirement for the applicable
year shall be adjusted accordingly.
Downward adjustments in the guaranteed output level may not be made for reasons of 38
21
equipment underperformance, malfunction, or failure, whether or not the equipment is under
warranty.
10.0 TRAINING
The Respondent shall provide twelve (12) hours of on-site training for City personnel in all
aspects of operation, routine maintenance, and safety of the PV systems, DAS, and monitoring
solution.
At a minimum, training topics shall include the following:
• PV system safety, including shut-down procedures
• PV module maintenance and troubleshooting
• Structural elements maintenance and repair guidelines
• Inverter overview and maintenance procedures
• Calibration and adjustment procedures for the inverters and tracking systems (if any)
• Solar panel replacement
• DAS and monitoring solution, including standard and custom reporting
Design-Builder shall submit a proposed Training Plan during the design process for approval
and provide all training materials and manuals to support on-site training in advance of
scheduled training sessions (see schedule of submittals in Section 2.2.3, "Submittals"). The on-
site portion of the training program shall be scheduled to take place at the jobsite at a time
agreeable to both the City and Design-Builder.
37
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EXHIBIT 7
Site Layouts
38
ANIMAL SHELTER
�„ •' - • ., n.. � Av' «ti."s.. ..mat+
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"OVA 0
• I .l.A
i., 1 � I - � e • nb.
'",, .e ; ',INX�� {'nro• ., t * `'fit.
y
� T
e
Account Service Number 39538298
Rate GS-2
Customer Account Number
Meter Number 259000-024515
Address 4575 E. MESQUITE AVE
City/zip PALM SPRINGS 92264
Annual kWh 646,102
PV TypeMaximum Site Demand (kW) GROUND, maybe CARPORT184
PV Type GROUND, maybe CARPORT
NOTES: Parking area may also be utilized as a possible location for a carport PV system if load or
aesthetic demands it.This location requires aesthetic consideration.A portion of the site is in an old
retention basin which may require fill if the area is utilized. Existing conduits and pull boxes in the north
side of the parking area are available for utilization.
2 39
CONVENTION CENTER
Ilil
oic
Now
yy
�.
Account Service Number 3-027-4201-50& 3-027-4201-24
Rate TGS3-CPP (both)
Meter Number V349N-008048 &V349N-002792 respectively
Address 277 N. Avenida Caballeros
City/Zip PALM SPRINGS 92262
Annual kWh 1,145,853 and 1,091,374 respectively
PV Type ROOF
NOTES: Both meters are located at the same POC.This location requires aesthetic consideration Roof
mounted systems may not protrude over the parapet.A low tilt solar installation may be preferable.
3 40
DEEMMUTH COMMUNITY CENTER
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Account Service Number 3-035-5527-94
Rate GS-2
Customer Account Number 2-32-751-1200
Meter Number 259000-004702
Address 3601 E MESQUITE AVE
City/Zip PALM SPRINGS 92264
Annual kWh 113,270
PV Type ROOF
NOTES:This location requires aesthetic consideration.Area to the east is Demuth Park.A low tilt solar
installation may be preferable. Shading from the trees to the west may be an issue.
4 41
DEMUTH PARK
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Account Service Number 3-021-6491-21
Rate GS-2
Customer Account Number 2-24-660-9226&others listed in Exhibit"C"
Meter Number 259000-002406&others listed in Exhibit "C"
Address 330 48.509', -1160 29.907'
City/Zip PALM SPRINGS 92262
Annual kWh 62,178
PV Type CARPORT
NOTES: Primary location for the system is the center parking area of the park. Although, other areas
may be considered. This location requires aesthetic consideration.This location can be considered for
Net Energy Metering Aggregation (NEMA). See the utility data exhibit for additional meters and load
information. Solar vendors should identify a preferred interconnection point during the site walk.
5 42
1]MIR
CITY WIDE SOLAR UPDATE
•Feasibility: In early 2014 Newcomb/Andersen/McCormick
(NAM) was hired by the City to conduct a feasibility study
of 25 sites to determine those that might be viable for
Photovoltaic (PV) installations.
*Results: In June of 2014 the findings of the feasibility stud
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were presented to the City Council; there were ten viable sites.
(Animal Shelter, Convention Center, Demuth Community Center,
Demuth Park, Downtown Parking Structure, Fire Stations 1 &4, Sunrise
Plaza, Wastewater Treatment Plant)
•RFP: On June 18, 2014 the City Council authorized NAM to
Proceed with the development of a Request For Proposal (RFP)
Document to install PV on the ten sites.
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•Rebates: In June of 2014 the City Council authorized the City's
participation in the SCE SCI Solar Rebate program. $60,000 in
deposits were authorized by City Council to hold rebate funding
of $1.8 million for the projects. SCE has accepted those
applications.
*SCAQMD Grant Sites: In November of 2014 the City Council
Authorized NAM to add the four SCAQMD grant funded sites to
the RFP document. (James O. Jessie Desert Highlands Unity Center,
Fire Sta. #3, Train Station, Visitor Center)
*Additional Rebates: The four SCAQMD sites were submitted
to SCE for CSI rebates and those have just been accepted
subject to a deposit for $6250 to hold $146,591 in additional
rebates.
•What is Being Sought: The RFP document that has been
developed seeks Design/Build proposals from qualified firms.
Specifically the firms are asked to provide proposals for two
approaches:
•Quotes to design/build PV systems for the fourteen sites
under the scenario that the City would provide the capital
investment and own & operate the systems.
•Quotes to design/build PV systems for original ten sites
under the scenario that a third party would own & operate
the systems and the City would buy power at a discounted
rate.
*City Ownership Costs: The first approach of City ownership
was estimated in the feasibility study for the initial ten (10)
sites at $12.5 million. The additional grant funded sites were
estimated at $1.175 million.
*Third Party ownership: The Second approach of third party
ownership it was estimated that the City would pay
$0.13/kwh; a potential savings of $2.1 million over 25 years.
*Timing: The RFP will be advertised tomorrow with proposals
due March 19.2015