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P.O. Box 519
Abilene, KS 67410
Phone: 785 263-2550
Printable PDF Version
Bid Issue Date:
May 12, 2023
Bid Due Date:
June 6, 2023
City of Abilene
Requests for Proposals/Requests for Bids (“Request for Proposal/Bid” or “RFP/RFB”) are made up of the following documentation which is attached herein:
By signing below, the bidder/proposer (the “Contractor”) hereby declares understanding, agreement and certification of compliance to provide the items and/or services, at the prices quoted, in accordance with all requirements, specifications, terms and provisions of this RFP/RFB. The Contractor further agrees that the language of this RFP/RFB shall govern in the event of a conflict with the Contractor’s submitted response to this RFP/RFB, including all documents appended to the response, unless expressly agreed to by the parties in a final, award contract (the “Response”), as provided for in Section 4 - Additional Terms & Conditions. The Contractor further agrees that upon receipt of an authorized purchase order from the City of Abilene) or when a final, award contract is signed by an authorized official of the City of Abilene (the “City”) and the Contractor (“Award Contract”), a binding contract shall exist between the Contractor and the City.
LEGAL BUSINESS NAME
DBA (if applicable)
STATE OF INCORPORATION
TAX ID INFORMATION (please specify one)
CITY, STATE, ZIP
CONTRACTOR CONTACT INFORMATION
AUTHORIZED INDIVIDUAL OF THE FIRM
NAME & TITLE
SIGNATURE OF AUTHORIZED INDIVIDUAL
Section 1 - Scope of Work provides Contractors a description of the goods/services being purchased under this RFP/RFB. This RFP/RFB, Response, including all documents appended to the response and expressly agreed to by the parties as set out in the Award Contract, any purchase order, and Award Contract, as applicable, will hereafter be collectively referred to as the “Agreement”.
The City intends to contract for solar PV systems to be installed on the roof or nearby ground of multiple buildings:
The selected proposer shall design the system to optimize the cost-effective generation of electricity as determined from avoided utility electric costs at the facility, taking into consideration site conditions including but not limited to, existing electrical demand and load patterns, visual aesthetics, and building structural systems. The solar PV system shall conform to industry best practice; meet the requirements of any utility rules, standards, and interconnection agreements; and meet all applicable national, state, and local electrical, building and safety codes, including fire codes. We require following Code requirements in association with 2018 IBC and 2017 NEC as supplemented and/or amended. Additionally, all requirements from the State Historic Preservation Office if the site is listed on their historic registrar. All equipment components must be UL certified.
The selected Contractor shall be responsible for all design, engineering, and permitting costs including but not limited to: engineering studies and reports, building and construction permits, and insurance.
The selected Contractor shall supply all equipment, materials and labor necessary to install the solar PV system and where appropriate integrate them with the existing building electrical system, complying with the City’s engineering specifications.
The selected Contractor shall secure all necessary and required permits, approvals and utility interconnection agreements. No portion of the work shall commence without the appropriate approval or authorization.
The selected Contractor shall provide regular and periodic written progress reports and updates relating the status the system installation.
The selected Contractor shall be responsible for safeguarding City assets and is responsible for any damage sustained during the installation process and the remainder of the agreement.
The selected Contractor shall be responsible for all costs related to the construction and installation of the solar PV system including but limited to: site clearance and preparation, foundations, duct banks, racks, panels, inverters, wiring, meters, and security features. The selected Contractor racking system for flat ballasted roof mounted systems shall have a sacrificial layer included following the racking systems manufacturers’ recommendation and the roofing manufacturer’s recommendation between racking/ballast and roof. Screws, wiring, and any other material that could puncture the roof shall be cleaned up daily.
The selected Contractor shall supply all required materials and equipment and perform all work required to interconnect the solar PV system to the transmission and distribution system. The selected Contractor will complete all application, study, and testing necessary to complete the interconnection process. The selected Contractor shall provide regular and periodic written progress reports and updates relating the status of the system interconnection. The City reserves the right to review, comment on and request modifications on how the solar PV system interconnects to the site’s distribution system.
The selected Contractor shall provide services related to the start-up and testing of each system in accordance with accepted industry standards and utility agreements. The selected Contractor shall notify the City of the scheduled startup date, so that the City staff may observe and verify the systems’ performance. Inspection will be by Owner or Owner’s representative. The selected Contractor shall be responsible for all costs related to the start-up, testing and commissioning of the solar PV system.
The selected Contractor shall provide remote data acquisition and monitoring equipment for each system that will allow the City to monitor, analyze and display historical and live solar electricity data via a web-based interface. The regularly collected data should include, but not be limited to: Instantaneous electricity generation (kW AC); and accumulated net electricity production (kWh AC).
The selected Contractor(s) shall be responsible for all costs related to system monitoring and reporting including but not limited to: Web-based performance monitoring. The contractor is responsible for at least 5 years of monitoring, but 10 years is preferred.
The term of the Agreement will begin on the date of the signed contract and continue until all deliverables, equipment, and services have been satisfactorily furnished as specified in this Section 1 and the Award Contract.
In evaluating Proposals, the City will consider the Proposers’ qualifications, understanding of the project and proposed solution, experience, references, cost proposal, ability to meet the project deadlines, and overall ability to satisfy the City’s needs. The City may also consider operating, maintenance and supply costs, service response time, performance data, guarantees of materials and equipment and any other such data at the City’s discretion. The City may award a Contract on the basis of initial Proposals received. However, the City reserves the right to request additional information from any or all Proposers, or to enter into contract negotiations with one or more selected Proposers. Therefore, each Proposal submitted should contain the Proposer’s best terms. Without limiting the foregoing, the City may consider the following criteria in evaluating Proposals:
Provide turnkey total cost to perform the work outlined above in your Technical Proposal for pricing based on Kansas law (no prevailing wages).
A. REQUEST FOR PROPOSAL/BID OVERVIEW
The City is issuing this RFP/RFB for the purpose of soliciting bids/proposals in the form of the Contractor’s Response for goods/services. The specific scope of work is described in Section 1 - Scope of Work (the “Scope of Work”). Contractors will execute and submit all Responses in accordance with these general instructions and the applicable provisions of the specifications of the Scope of Work.
The words “must,” “will,” or “shall” as used in this RFP/RFB indicate that a certain feature, component, or action is a mandatory condition. Failure to fulfill mandatory requirements shall make the Proposer’s Proposal/Bid Response to be considered unacceptable and not given consideration for contract award, unless waiver of minor technicality or determination in the City’s best interests to waive the requirement.
The word “Should” as used in this RFP/RFB indicates that a certain feature, component and /or action is desirable, but not mandatory. Meeting or fulfilling desirables is usually given positive consideration in the subjective evaluation.
To aid in the evaluation process, it is required that Responses comply with the directions in Section 3 - Bid/Proposal Response Format. Failure to comply with this bid/proposal response format may be considered Nonresponsive and may result in rejection of the Response. Additionally, the City may determine an otherwise Potentially Responsive Response as Nonresponsive if Contractor has failed to satisfactorily perform in previous City contracts. The Response should be specific and complete in every detail and prepared in a simple and straight-forward manner.
Contractors are expected to examine the entire RFP/RFB, including all specifications, standard provisions, and instructions. Failure to do so will be at the Contractor's risk. Each Contractor shall furnish the information required by the RFP/RFB. Periods of time, stated in number of days, in the Solicitation or in the Contractor’s Response, shall be in calendar days. Propose your best price.
A. All Responses shall be received in the City Manager’s office located at 419 N Broadway St, Abilene, KS by June 6, 2023 at 2:00 pm (Central Standard Time). Responses may be hand-delivered, sent via electronic mail or sent via United States Postal Service to the above-referenced address. Fax Responses will not be accepted. Responses received after the specified time and date will be returned unopened.
B. All Responses shall be valid and constitute an irrevocable offer to contract on the terms and provisions contained herein for 60 days after opening, but the City reserves the right to accept or reject Responses on each item or service separately or, to reject any Responses, to waive informalities or irregularities, and to contract in the best interest of the City.
D. The submission of a Response constitutes the agreement of Contractor that any Award Contract to be drawn as the result of an award herein shall be prepared by the City and shall include at a minimum, all terms and provisions set forth in this RFP/RFB. The submission of a Response shall further constitute the agreement of each Contractor that it will not insist on the use of standard contract agreements, documents, or forms, that it waives any demand for the use of its standard agreements, except as otherwise expressly indicated in a written Response.
E. Anytime the City is closed on days other than scheduled holidays, any opening scheduled for that day will be held on the next normal Business Day at the scheduled time. Any time opening hours of the City are delayed, solicitation openings will be delayed by the same amount of time. It shall be the Contractors’ responsibility for making themselves aware of these situations.
F. Unless otherwise specified, only one price, brand and/or model may be proposed for each item or service in the RFP/RFB. Contractors must determine their single best offering based on the quality specified. Responses not conforming to this requirement will be rejected.
A. Brand names and specifications referenced in the RFP/RFB are meant to establish a minimum standard of quality, performance or use desired. Unless otherwise noted, Responses on “equals” may be considered provided Contractor clearly identifies the alternate product or service to those specified in the RFP/RFB and furnishes descriptive literature and other proof required by the City to determine that the “equal” being proposed meets the minimum essential specifications.
B. When brand names or specifications are not changed, it is assumed that Contractor’s Response is as specified.
C. Samples, when required by the City, must be furnished free of charge, including freight to and from the City.
A. Except as otherwise provided, prices must be firm and based on the units specified. The proposed price(s) shall include everything necessary for the execution and completion of the Agreement including, but not limited to, furnishing all materials, equipment, management, superintendence, labor and service, except as may be otherwise provided in the Agreement. Prices quoted by the Contractor shall include all freight and/or delivery charges, unless specified otherwise. In the event of a discrepancy between the unit price and the total price, the unit price will govern, and the total price will be adjusted accordingly. Contractor’s submission of a Response guarantees that prices have not been arrived at through collusion with other eligible contractors and without effort to preclude the City from obtaining the lowest possible competitive prices. The proposed price(s) shall not include any allowance for Kansas State sales or use tax.
B. The City will evaluate the total price for the basic requirements with any option(s) exercised at the time of award. Evaluation of option(s) will not obligate the City to exercise the options(s).
C. The City may reject a Response if it is materially unbalanced. A Response is materially unbalanced when it is based on prices significantly less than the cost for some goods/services or is based on prices that are significantly overstated for other goods/services.
D. Please refer to Section 1 - Scope of Work for specific details on requested pricing information.
Upon request by the City and as required by Section 4 - Additional Terms & Conditions, the successful Contractor shall furnish documentation satisfactory to the City which confirms qualification requirements. Any conviction for a criminal or civic offense that indicates a lack of business integrity or business honesty which currently, seriously, and directly affects responsibility as a state contractor, must be disclosed. This includes: (a) conviction of a criminal offense as an incident to obtaining or attempting to obtain a public or private contract or subcontract or in the performance of such contract or subcontract; (b) conviction under state or federal statutes of embezzlement, theft, forgery, bribery, falsification or destruction of records, or receiving stolen property; (c) conviction under state or federal antitrust statutes; and (d) any other offense to be serious and compelling as to affect responsibility as a state contractor.
In addition to the Confidentiality provision in Section 4 - Additional Terms & Conditions, each Contractor understands and agrees that each Response becomes the property of the City, and Contractor waives any right of access to such Response, except as provided for by law. The Kansas Open Records Act (K.S.A. 45-215 et seq.) may require public records be made available for examination by interested parties.
To the extent that the City’s documentation related to the RFP/RFB and Contractor’s Response contain terms, conditions or provisions that may be in conflict or be inconsistent with each other, their order of authority is set out in Paragraph 2 - Incorporation in Section 4 - Additional Terms & Conditions.
The City shall make the award to the Contractor whose Response will be most advantageous to the City, in the City’s sole discretion, with respect to price, conformance to the specifications, quality and other factors as evaluated by the City. The City shall not in any event be required or constrained to award the Award Contract(s) to the Contractor(s) proposing the lowest price(s). The City may award the Award Contract(s) on the basis of initial Response received, without discussion; therefore, each initial Response should contain the Contractor's best terms from a cost and technical standpoint.
A. Bid/Proposal Response Classification: For the purpose of conducting discussions with individual Contractors, if required, Responses will initially be classified as “Potentially Responsive” or “Nonresponsive.” Discussions may be conducted with any or all of the Contractors whose Responses are found “Potentially Responsive.”
Contractors are cautioned that to be considered, any Responses must be Responsive but also compliant with all terms and conditions of this RFP/RFB. Compliance means that the Contractor understands and agrees that this RFP/RFB shall govern in the event of a conflict with the Contractor’s Proposal/Bid Response to this RFP/RFB, unless otherwise agreed in the Award Contract. Therefore, if a Contractor’s Proposal/Bid Response includes its organization’s pre-printed standard contractual requirements, terms and conditions, or license or service agreement, the City’s RFP/RFB will control over any conflicting terms. If a Contractor cannot agree to this, it should expressly indicate its requested or proposed exceptions or modifications to the provisions or requirements of the City’s RFP/RFB, in a written Response.
B. Evaluation Process: The City’s non-exclusive evaluation criteria, if applicable, are listed in the Section 1 - Scope of Work.
Deliver one Response as a single document to the City Manager’s Office. Please structure your Response,
specific to the following outline, clearly identifying each section.
- Additional Terms & Conditions. Contractor shall be required to furnish performance and payment bonds to the City, as specified in Section 4 – Additional Terms and Conditions, if selected for a Contract Award.
Contractor hereby agrees to provide or furnish goods and/or services to the City as specified in the Scope of Work and in accordance with these terms and provisions of this Agreement. All of the Contractor's work shall be performed with the highest degree of skill in accordance with applicable laws and generally accepted practices and standards of similar professionals in the industry and completed in accordance with the Agreement. All times provided for in this Agreement, or in any other document executed hereunder, for the performance of any act will be strictly construed, with time being of the essence.
Contractor’s failure to deliver goods and/or services within the time specified in the Scope of Work will be cause for the City to cancel this Agreement, in its sole discretion, and obtain the goods and/or services from another vendor and seek any and all remedies available from Contractor.
These Additional Terms & Conditions are supplemented by additional documents, all of which are incorporated herein by this reference. These documents are as follows and, to the extent that the City’s documentation related to this RFP/RFB and Contractor’s Response contain terms, conditions or provisions that may be in conflict or be inconsistent with each other, their order of authority shall be as follows: (1) the Award Contract; (2) a purchase order, if any; (3) Additional Terms & Conditions; (4) City RFP/RFB Instructions/Procurement Process; (5) City Scope of Work; and (6) Contractor’s Response.
Any notice under this Agreement shall be in writing and be delivered in person or by public or private mail, or by courier service, or by certified mail with return receipt requested, or by electronic mail. All notices shall be addressed to the City at the following address or other addresses as the parties may from time to time direct in writing. Any notice shall be deemed to have been given on the earlier of: (a) actual delivery or refusal to accept delivery, (b) the date of mailing by certified mail, or (c) the day electronic mail delivery is verified.
Abilene, KS 67410
All invoices must contain the City Contract number or purchase order (PO) number, an itemization of materials and services, and a notation of the correct contract pricing.
Attn: Finance Director
PO Box 519
Abilene, KS 67410
Requests for additional compensation will be rejected by the City unless otherwise provided in this Agreement.
Payments shall be due and payable within (30) days after acceptance of such goods or services or after receipt of properly completed invoice, whichever is later.
Upon request, Contractor must provide a record of all items ordered and/or services rendered under the Agreement and/or a “usage” report of services rendered, items ordered, and quantities.
The City may terminate this Agreement, in whole or in part, at any time during an effective term (as provided in the Scope of Work), with or without cause, by written notice to the Contractor. The Contractor shall be paid all amounts due and owing for work performed as of the date of termination. The Contractor shall submit a final claim for payment for actual work performed within ten (10) Business Days of the date of termination. If the Contractor has any property in its possession belonging to the City, the Contractor will account for the same and dispose of it in the manner the City directs. In the event termination of this Agreement stems from a breach by Contractor of any of the provisions of this Agreement, the City reserves the right to terminate this Agreement as set forth above.
Contractor will secure, purchase and maintain, at its own expense, the insurance policies, with the minimum insurance coverages noted, to remain in full force and effect during all periods of use or service covered by the Agreement:
$3,000,000 per occurrence. If Contractor will provide or furnish professional services under this Agreement, then Contractor shall be responsible for purchasing and maintaining applicable professional liability insurance. This insurance shall provide protection against claims arising out of performance of related services and caused by a negligent error, omission or act for which the insured party is legally liable. If such professional services are performed by a subcontractor, and not the contractor itself, then the requirements in this paragraph may be satisfied through the purchasing and maintenance of such insurance by such subcontractor.
To the fullest extent permitted by law, Contractor, including its respective officers, directors, partners, employees, insurers, agents, subcontractors, invitees or others acting under its direction or control (collectively, “Contractor Party”), agrees to defend, indemnify and hold harmless City, City's officers, directors, partners, employees, agents and representatives from and against any and all actual or alleged claims, costs, losses, damages and costs of defense (including but not limited to all fees and charges of engineers, architects, attorneys and other professionals and all courts or arbitration or other dispute resolution costs) of any nature whatsoever, resulting from, arising out of or in consequence of, any action or cause of action in connection with the execution, performance and furnishing of Contractor Party’s commitments, obligations and services under this Agreement including, but not limited to: monies owed by Contractor Party to third parties (including without limitation subcontractors) and/or damage to property or any injuries or death sustained by any person or persons, including any third parties, employees, agents, invitees and the like, caused by the negligent acts or omissions or intentional acts of Contractor Party.
Contractor Party further waives any rights of subrogation against City, City’s officers, directors, partners, employees, insurers, agents or representatives.
The City is exempt from the tax levied by the Kansas Retailers’ Sales Tax Act and the Compensating Tax Act for the reason that KSA 79-3606(b).
ITEMS: Contractor warrants that prices charged to the City are based on Contractor’s current catalog or market prices of commercial items sold in substantial quantities to the general public and prices charged do not exceed those charged by Contractor to other customers purchasing the same item in like or comparable quantities.
Contractor will ensure that all personnel it provides to the City will be thoroughly instructed by their supervisors as to the required duties and methods of performance. Contractor agrees that its personnel will receive close and continuing first-line supervision, will maintain a courteous and respectful attitude toward City employees and third parties and will not solicit nor request gratuities while on City premises.
To the extent that Contractor or its personnel provide direct, on-premises services under this Agreement, Contractor shall conduct appropriate reference and federal, state and county of residence criminal background checks in advance on all personnel who are expected to come onto the City premises in connection with this Agreement, including all individuals that Contractor employs, contracts or sub-contracts with to perform services under this Agreement. As a result of Contractor’s background and reference checks, Contractor shall exclude from direct, on-premises participation in the performance of services under this Agreement, any personnel convicted of a criminal or civic offense that indicates a lack of business integrity or business honesty that currently, seriously, and directly affects the performance of services under this Agreement or otherwise poses a safety or security risk. This includes, but is not limited to, any personnel convicted (a) of a criminal offense as an incident to obtaining or attempting to obtain a public or private contract or subcontract or in the performance of such contract or subcontract; (b) under state or federal statutes of embezzlement, theft, forgery, bribery, falsification or destruction of records, or receiving stolen property; (c) under state or federal antitrust statutes; or (d) of any other offense to be serious and compelling as to affect performance of services under this Agreement.
Contractor agrees to abide by all applicable federal or state laws, rules, ordinances and regulations related to performance of services under this Agreement, including, but not limited to, the Fair Credit Reporting Act (“FCRA”), the Fair and Accurate Credit Transaction Act (“FACTA”), the Family Educational Rights and Privacy Act of 1974 (“FERPA”), the EU General Data Protection Regulation (“GDPR”), and any equal opportunity laws rules, ordinances and regulations related to its duties under this paragraph. Failure to comply with this paragraph shall constitute an event of default under this Agreement, and any resulting fines or damages will be the sole responsibility of Contractor.
Contractor will ensure that all personnel who perform services under this Agreement are appropriately licensed or certified and in good- standing, as applicable, and that such personnel are duly qualified to perform the services under this Agreement. As necessary, Contractor must train its personnel to meet all legal and industry requirements, qualifications, and standards.
ASSURANCES). Except as otherwise provided herein, in addition to the acts and deeds recited herein and contemplated to be performed, executed and/or delivered by the parties, the parties hereby agree to perform, execute and/or deliver or cause to be performed, executed and/or delivered any and all such further acts, deeds and assurances as any party hereto may reasonably require to consummate the transaction contemplated hereunder.
Contractor agrees, notwithstanding the existence of any dispute between the parties, insofar as possible under the terms of the Agreement to be entered into, each party will continue to perform the obligations required of it during the continuation of any such dispute, unless enjoined or prohibited by any court.
Contractor warrants and represents that all the goods and materials delivered herein are free and clear of all liens, claims or encumbrances of any kind.
Contractor shall give all notices required by law and comply with all applicable federal, state, and local laws, ordinances, rules, and regulations relating to the conduct of the work and as required in the related industry. The Contractor shall be liable for all violations of the law in connection with work furnished by the Contractor, including the Contractor's subcontractors, if any.
To the extent applicable, the contractor shall abide by the requirements of 41 CFR 60-1.4(a), 60- 300.5(a), and 60-741.5(a). These regulations prohibit discrimination against qualified individuals based on their status as protected veterans or individuals with disabilities, and prohibit discrimination against all individuals based on their race, color, religion, sex, sexual orientation, gender identity, or national origin. Moreover, these regulations require that covered prime contractors and subcontractors take affirmative action to employ and advance in employment individuals without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or veteran status.
term or provision of this Agreement or the application thereof to any person(s) or circumstances is held invalid, such invalidity shall not affect other terms or provisions that can be given effect without the invalid term or provision; to this end the terms and provisions of this Agreement are declared severable. This Agreement constitutes the entire Agreement between the parties with respect to the matter addressed herein. No change thereto shall be valid unless communicated in writing in the agreed manner and signed by the City and the Contractor.
List of Accounts and Addresses to be Analyzed
2103 S Washington WTRWL, Abilene, KS 67410
100 N Elm St, Abilene, KS 67410 (Sr Center)
209 NW 4th, Abilene, KS 67410 (Library)