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This Solicitation Is Now Closed
PROGRAM SUMMARY Through its New York Energy $martSM programs, NYSERDA
expects to implement programs that will result in a large number of
customer-sited end-use photovoltaic and wind systems. The goal of
this PON is to select contractors to provide Technical Assistance
(TA) services to ensure that high quality, reliable PV and wind systems
are installed under NYSERDA's end-use PV and wind programs. Contractors
selected through this PON may be requested to evaluate and verify
system designs, installations, and performance, and to provide other
TA services for NYSERDA's end-use PV and wind programs (see Section
II for a more detailed description of services requested). FUNDING Proposals are requested from proposers with experience in the development and implementation, or review of end-use PV or wind systems. See Section II.B. for minimum qualifications. PROPOSAL SUBMISSION Proposers must submit ten (10) copies of the proposal with a completed Proposal Checklist attached to the front of each one. Proposals must be clearly labeled and sent to: Karen Whalen, PON No. 690-02 QUESTIONS? Technical questions should be directed to Jennifer Harvey (518) 862-1090,
ext. 3264, or jlh@nyserda.org). *Late proposals will be returned. Faxed or e-mailed proposals will not be accepted. Proposals will not be accepted at any other NYSERDA location other than the address specified above. I. INTRODUCTION The New York State Energy Research and Development Authority (NYSERDA) is a public-benefit corporation established by the State Legislature in 1975 to address the State's energy and environmental challenges. NYSERDA's principal mission is to develop innovative solutions to some of the State's most difficult energy and environmental problems, but it also engages in peak demand/system reliability efforts and economic development. This Request for Proposals will be the primary vehicle for the solicitation of technical assistance services for NYSERDA's end-use PV and wind programs. B. GOALS OF THIS PON The goal of this PON is to select contractors to provide technical
assistance services to ensure that high quality, reliable PV and wind
systems are installed under NYSERDA's end-use PV and wind programs
as described in Section I. C. Contractors may be requested to evaluate
and verify system designs, installations, and performance, and to
provide other technical assistance services for NYSERDA's end-use
PV and wind programs. NYSERDA seeks contractors that will perform
high quality work promptly and cost-effectively and who can generate
creative solutions to challenges that may arise. Section III contains
a more detailed description of services requested. NYSERDA anticipates offering several programs which will provide financial incentives to offset a portion of the cost of end-use (customer-sited) PV or wind systems in New York. These systems will be installed in the parts of New York State served by New York's investor-owned utilities. The goal of these programs is to foster markets for customer-sited PV and wind systems, expand the base of qualified customer-sited PV and wind installers and servicers, increase familiarity with customer-sited PV and wind technologies and reduce barriers for using customer-sited PV and wind. In order for these programs to be effective, it is imperative that the systems be well-designed, properly-installed, high-quality and reliable. This PON (PON 690-02) is designed to provide independent technical assistance services for PV and wind systems to ensure proper operation and reliability. The types of systems that will be installed under NYSERDA's end-use PV and wind programs include:
The following are the first two end-use PV or wind programs that will be using the Technical Assistance (TA) services requested under this PON: 1) The PV on Buildings Program (PON 691-02) which is anticipated
to be issued in fall 2002. Under this program, projects will be selected
competitively to install PV on buildings in New York. It is anticipated
that the majority of PV systems installed under this program will
range between 15kW and 100kW in size. Services retained under this PON will not be used for NYSERDA programs that have TA contractors, such as the New Construction Program (PON 593-01). II. SERVICES REQUESTED AND MINIMUM QUALIFICATIONS A. SERVICES REQUESTED NYSERDA is seeking assistance from multiple contractors to provide project evaluation and verification technical services in connection with various project applications and financial incentives awarded under NYSERDA's end-use renewables programs. Depending on the value of incentive applications received, approximately $125,000 per year will be allocated for TA services, or a total of $500,000 over the four-year term of the program. The initial contract term for TA services will be for one year with a provision for one-year renewals. It is anticipated that at least two proposers will be selected to provide TA under this program. Proposers may be selected to provide TA for either PV or wind projects or for both PV and wind projects; however, NYSERDA prefers proposers who are qualified to provide TA services for both PV and wind. NYSERDA anticipates selecting sufficient contractors such that at least two contractors are qualified for PV and at least two are qualified for wind. Selected contractors under this PON may participate as installers or customers under NYSERDA's end-use PV and wind programs; however, they will not be permitted to evaluate their own design and installation work. Work will be assigned to selected contractors on an equitable basis depending on their expertise and ability to serve the location in a cost-effective manner. This work will include the tasks listed below. See Attachment B for a sample Statement of Work. The majority of the work under this PON is anticipated to be in Tasks 2 through 4.
B. MINIMUM QUALIFICATIONS Proposers should be familiar with National Electric Code, New York
State interconnection requirements, and other codes or requirements
relevant to installing PV and wind systems in New York. Proposers
must be willing to become certified to install PV and/or wind systems
by the National American Board of Certified Energy Practitioners (NABCEP)
or equivalent body within a reasonable time, as agreed to by NYSERDA
and the contractor, when such certification becomes available in New
York. III. CONTRACTOR RESPONSIBILITIES Contractors selected under this PON will be responsible for completing various tasks as requested by NYSERDA. As TA services are required under NYSERDA's end-use PV and wind programs, NYSERDA will ask selected contractors to prepare a Work Plan and budget that describes the technical assistance work that will be performed. All tasks that will be performed will be clearly defined in the Work Plan. The selected contractors shall be required to:
IV. COMPENSATION V. PROPOSAL REQUIREMENTS Total length of proposals, excluding appendices, may not exceed 15 pages. Proposers will not be reimbursed by NYSERDA for any costs associated with the preparation of their proposals. Proposals may be either single or double sided, but a page is considered one side of an 8-1/2" x 11" piece of paper. The font size shall not be smaller than 10 point. To facilitate comparison of proposals, proposers must submit proposals in a format that corresponds to the following outline: PON 690-02 Proposal Check List PON 690-02 Proposal Checklist: The checklist must be attached to all ten copies of the proposal (see Attachment A). Section 1. Introduction: (maximum 2 pages) In this section, proposers must summarize their understanding of NYSERDA's requirements, the general approach to fulfilling them, and why NYSERDA should select the proposer. Proposers should indicate whether they are applying to provide technical services for PV, wind, or both PV and wind. Proposers should provide a summary description of the proposer and the services that can be offered under this PON. Section 2. Staffing Plan: In order for NYSERDA to verify availability and flexibility of staff to perform effectively under this contract, proposers must provide a staffing plan including full time equivalents (FTEs) available for completing the identified tasks and deliverables (a "full-time equivalent" or "FTE" is a unit of measurement representing the commitment of personnel resources equal to one person working full-time for one year). Include a detailed organizational chart identifying personnel that would be working on this project and their title classifications. Include a clear description of each key person's responsibilities in executing the proposed tasks, including any subcontractors. Proposers may also propose to commit a fraction of one FTE if they desire. Proposers must address their ability to provide services throughout the service territories of New York's investor-owned utilities (most areas of New York State except Long Island). Include a listing of the proposer team's offices from which services will be provided and the services to be provided from each office. If the proposer does not have offices within New York State, a description of the proposer's ability to economically and quickly perform work in the State must be included. The impact of travel costs for out-of-state proposers must be addressed. Proposers must address their ability and strategy to respond to NYSERDA's needs under short notice and in a reasonable amount of time. Indicate estimated response times for Tasks 2 through 4 in the Statement of Work (See Attachment B) Section 3. Corporate Qualifications, Qualifications of Key Personnel and References to Similar Projects: 3.1. Corporate Qualifications and Qualifications of Key Personnel:Summarize the qualifications of the proposing team. Identify the key personnel that will be working on the project and include their title classification. Identify the individual who will be the main contact to NYSERDA. This individual should be experienced in client relations and project development. The description of the main contact's expertise should highlight these abilities, including qualifications and experience in providing services. If subcontractors are intended to be a part of the proposer's team, include information about the subcontractor as well. Identify the key personnel that will be working on the project. Include their title classification that can be matched to the personnel rates in Section 5.1. Include a one- or two- page resume that highlights recent, relevant experience of the personnel who will be directly involved in providing the technical services. If additional pages are provided, only the first two pages of each resume will be evaluated. In this section, include information on the proposer's familiarity and knowledge of the National Electric Code, New York State interconnection requirements, and other codes or requirements relevant to installing PV and wind systems in New York. Include a description of relevant training courses that members of the team have taken and indicate plans for future training. 3.2. References to similar projects: Each proposer should include a description of relevant projects completed by the proposing team. The project descriptions should specify the level of involvement of the proposer, the results of the project budget, actual cost, and total hours for each work product and identification of responsible staff. Include customer contact names and phone numbers for these projects and list the key personnel from Section 3 who worked on the project. The project descriptions shall not exceed a total of 10 pages. Proposers should provide a list, including contract numbers, of past or current NYSERDA projects that they are involved with. 3.3 Financial Disclosure: The proposer must disclose any financial interest in any product or service which may conflict with conflict with the objectivity of the technical service provided to NYSERDA and its customers. Selected contractors under this PON may participate as installers or customers under NYSERDA's end-use PV and wind programs; however, they will not be permitted to evaluate their own design and installation work. Please describe all of your product, manufacturer, or service-related affiliations and your intentions, if any, of participating as an installer in NYSERDA's end-use PV and wind programs described in Section 1.C.. If any affiliations exist, you must provide a statement verifying these affiliations do not conflict with or appear to conflict with the objectivity of providing services to NYSERDA and its customers. Non-disclosure of any affiliation can result in the termination of a contract, if awarded. These affiliations may assist customers in the implementation of recommended projects, however, it is also important to NYSERDA and its customers to be aware of the contractor's affiliations before a Technical Assistance project is initiated. Examples of such affiliations include, but are not limited to: a manufacturer's representative of energy-consuming or energy-efficient equipment, financial interest in equipment that potentially may be specified or recommended in a Technical Assistance report, ability to provide construction services, or affiliation with or service provider to an energy service or similar company providing services in New York State. 3.4 Liability Insurance/Bonding: Include information on the liability insurance coverage and/or bonding which the proposer carries applicable to work performed under this program. Section 4. Statement of Work A sample Statement of Work (SOW) is located in Attachment B. The
SOW will be the contractual document that specifies the responsibilities
of the selected contractors.
Section 5. Cost Proposal 5.1 Direct Personnel Costs: Provide a list of billing rates, in the format below, for all applicable positions listed in Sections 2 and 3.
5.2 Multiplier (Including Profit/Fixed Fee): Provide the multiplier
(overhead rate) that will be applied to the direct personnel costs.
5.4 Cost Estimate Examples: Provide tables indicating the estimated costs to perform Tasks 2 and 4 of the Statement of Work (located in Attachment B). Include one table for each of the following examples for which you are applying to provide services: a) typical 2.5kW residential PV system without storage, b) 50kW roof-mounted PV system, and c) 10kW grid-tied wind system. The table should be in the following format:
VI. PROPOSAL EVALUATION AND CONTRACTOR SELECTION A. CONTRACTOR SELECTION Proposals submitted for this PON will be reviewed and assigned scores based on the criteria highlighted in Section VI. B, "Proposal Evaluation." The number of proposers selected for contracts will be determined by the number of contractors required to efficiently and effectively provide comprehensive technical services on a statewide basis. This number cannot be determined until all proposals are received and reviewed. NYSERDA reserves the right to contract with fewer contractors than stated as an anticipated minimum in the event that there is insufficient response to this PON or in the event that the services can be more efficiently provided by fewer contractors. NYSERDA, through its Technical Evaluation Panel, will review each proposal and may contact selected references to determine whether an proposer has the necessary technical resources to successfully provide services requested through this PON. NYSERDA will negotiate contracts for services in fulfillment of the needs of this PON on the basis of demonstrated competence and qualifications. Contract negotiations may include the selected proposer's fee schedules to ensure the work is accomplished at fair and reasonable rates. These contracts will not guarantee any specific amount of work. The amount of work assigned to each contractor will depend on their particular experience, ability to efficiently serve the geographic area of each project, the amount of work requested, the contractor's performance on previous Work Plans, and the ability of the contractor to provide high quality, cost effective, and timely services. NYSERDA reserves the right to reallocate funding among the proposers selected at the end of the first year and any subsequent contracted year. NYSERDA also reserves the right to negotiate among finalists to assure statewide services are being met and to assure access to specific expertise required for the work. B. PROPOSAL EVALUATION NYSERDA will review each proposal and contact selected references
to determine whether the proposer has the necessary technical experience,
qualifications and resources to successfully provide the requested
services for NYSERDA. Proposed contract costs of each qualified proposer
will be reviewed and the proposer that offers the best value technically
and financially will be selected using the criteria below.
2. Qualifications, Experience, and Staffing Plan
4. Cost Criteria
Evaluation may also be based on any other programmatic and/or management factors deemed appropriate by NYSERDA. VII. GENERAL CONDITIONS Proprietary Information - Careful consideration should be given before confidential information is submitted to NYSERDA as part of your proposal. Review should include whether it is critical for evaluating a proposal, and whether general, non-confidential information, may be adequate for review purposes. The NYS Freedom of Information Law, Public Officers law, Article 6, provides for public access to information NYSERDA possesses. Public Officers Law, Section 87(d)(2) provides for exceptions to disclosure for records or portions thereof that "are trade secrets or are submitted to an agency by a commercial enterprise or derived from information obtained from a commercial enterprise and which if disclosed would cause substantial injury to the competitive position of the subject enterprise." Information submitted to NYSERDA that the proposer wishes to have treated as proprietary, and confidential trade secret information, should be identified and labeled "Confidential" or "Proprietary" on each page at the time of disclosure. This information should include a written request to except it from disclosure, including a written statement of the reasons why the information should be excepted. See Public Officers Law, Section 89(5) and the procedures set forth in 21 NYCRR Part 501. Omnibus Procurement Act of 1992 - It is the policy of New York State to maximize opportunities for the participation of New York State business enterprises, including minority- and women-owned business enterprises, as bidders, subcontractors, and suppliers on its procurement Agreements. Information on the availability of New York subcontractors and suppliers is available from:
A directory of certified minority- and women-owned business enterprises is available from:
CONTRACT AWARD - NYSERDA may request additional data or material to support proposals. NYSERDA will use the attached Sample Agreement to contract successful proposals. Proposals should not be excessively long, or submitted in an elaborate format that includes expensive binders or graphics. LIMITATIONS - This solicitation does not commit NYSERDA to award a contract, pay any costs incurred in preparing a proposal, or to procure or contract for services or supplies. NYSERDA reserves the right to accept or reject any or all proposals received, to negotiate with all qualified sources, or to cancel in part or in its entirety the solicitation when it is in NYSERDA's best interest. DISCLOSURE REQUIREMENT - The proposer shall disclose any indictment for an alleged felony, or any conviction for a felony within the past five years, under the laws of the United States or any State or territory of the United States, and shall describe circumstances for each. When a proposer is an association, partnership, corporation, or other organization, this disclosure requirement includes the organization and its officers, partners, and directors or members of any similarly governing body. If an indictment or conviction should come to the attention of NYSERDA after the award of a contract, NYSERDA may exercise its stop-work right pending further investigation, or terminate the agreement; the contractor may be subject to penalties for violation of any law which may apply in the particular circumstances. ATTACHMENTS Attachment A - Proposal Checklist |
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