TOWN OF TUNBRIDGE, VERMONT
REQUEST FOR PROPOSALS FOR
SOLAR ARRAY 10.7 KW EXPANSION
Reimbursement-Based Grant
[released 02/14/2025]
I. REQUEST FOR PROPOSALS (“RFP”)
The Town of Tunbridge (“The Town”) is accepting proposals (“Proposals”) from engineering, procurement and construction companies (“EPC Companies”) for turnkey construction of a 10.7 kW (AC) solar array expansion (the “Project”). The new construction will be an addition to an existing 3 kW (AC) solar energy system and will group net meter to two municipal buildings in town. The group net metering Certificate of Public Good was finalized last year.
1. Location – At the location of the existing 3 kW facility at the field adjacent to Town garage located at 64 Recreation Rd, Tunbridge, VT 05077.
2. Site Visit – EPC Companies are encouraged to visit the site on Thursday February 27 at 9:00 AM or, if it cannot make that date, by contacting Kirt Mayland at
contact@example.gov for an alternative date. The expected location will be next to the location of the current 3 kW system although the final exact location will be determined by the Town. As this is a Project expansion, among other things, a site visit will allow the interested EPC Companies to see the existing 3 kW system and associated equipment and infrastructure.
3. Proposals and pricing shall be for a turnkey project - all work necessary to get the Project commissioned with Green Mountain Power and commercial operation, as determined by the Town. Site work and all interconnection work, line extensions, studies etc. must be included in the pricing. In addition, the Town would like to be able to remotely monitor the Project so remote monitoring technology should be included in the pricing. The Project will be owned and operated by the Town and the Town will most likely want to contract with the EPC Company selected for operation and maintenance services if available.
4. Along with the turnkey price to be included in the Proposal Sheet at the end of this RFP, Proposals should also include:
a. An estimated site plan including DC size
b. A breakdown of costs, including a list of all equipment, materials, supplies, management, and labor necessary to install and interconnect the Project including, but not limited to, racking, PV solar panels, inverters, transformers, metering equipment, remote monitoring technology and other required equipment as necessary to provide a turnkey solar array expansion connected to the Green Mountain Power distribution grid.
While not required to be submitted as part of this RFP, Proposals could also include geotechnical/civil engineer surveys, interconnection drawings and associated work and studies, and local or state permitting. EPC Companies should, at their discretion, include the work and any other work they may see as required as additional options to and beyond the work outlined herein at EPC Companies’ option. Work is expected to be completed no later than the end of August 2025.
No mobilization charges will be permitted.
5. The EPC Company should provide references in the Proposal Sheet to this RFP. The Town may also request that an EPC Company demonstrate that it owns or has access to the equipment required to perform this work and the capital or funds to carry out the Project.
6. The EPC Company selected by the Town will work under the direction of the Town of Tunbridge.
7. Funding for the Project comes from a state grant. In accordance with the grant, invoicing shall be for work satisfactorily completed as determined by the Town to be paid as one lump sum after commercial operation or as negotiated with the Town. The EPC Company selected by the Town will promptly submit bills to the Town within one month of the expenses incurred due to state grant reimbursement deadlines, or risk non-payment.
8. Attempts to alter the terms of a proposal or negotiate with the Town in bad faith or to not pursue the Project in a diligent and timely manner following an award shall subject the EPC Company selected by the Town to termination at the Town’s discretion.
9. Nothing in this RFP or any of the responses shall be considered confidential.
10. Interpretation of the wording of this RFP shall be the sole right and responsibility of the Town, and that interpretation shall be final.
11. By responding to this RFP, an EPC company hereby agrees that it will indemnify and hold harmless the Town and its affiliates, consultants, lawyers, employees, agents and subcontractors from and against all losses from claims, demands, payments, suits, actions, recoveries and judgments of every nature and description brought or recovered against the Town by reason of any omission or act of the EPC Company, its agents, employees, subcontractors in connection with this RFP or ensuing work.
II. PROPOSALS DUE DATE
Sealed Proposals, clearly marked “Town of Tunbridge Solar Expansion” on the outside, must be received no later than 2:00pm on Monday, March 10th, 2025, at the following address:
Mariah Cilley, Administrative Assistant
Town of Tunbridge
P.O. Box 6
Tunbridge, Vermont 05077
Proposals shall be opened and publicly read at the Selectboard meeting on Tuesday, March 11th, 2025 at 6:30pm, and awarded by the Town within 14 days. Unsealed, late, or faxed Proposals will not be accepted. Proposals shall be submitted and signed by the EPC Company or his/her authorized representative.
III. GENERAL CONDITIONS The contract, if awarded, will be awarded to the least costly, best qualified, and most responsible EPC Company, at the Town’s discretion. In determining the “least costly, best qualified and most responsible proposer,” in addition to price, the following may be considered:
1. The substantial performance of the proposer in meeting the specifications and other terms and conditions of the solicitation;
2. The ability, capacity and skill of the proposer to provide the services required, and to do so within the time specified;
3. The character, integrity, reputation, experience, financial resources, and performance of the proposer under previous contracts with the municipality and elsewhere.
The Town reserves the right: (1) to accept or reject any or all Proposals in whole or in part and to accept other than the lowest price proposal; (2) to amend, modify, or withdraw this RFP; (3) to require supplemental statements or information from proposers; (4) to extend the deadline for responses to this RFP; (4) to waive or correct any irregularities in Proposals received, after prior notice to the proposers; (5) to negotiate separately with EPC Companies.
The Town's decision shall be final, shall not be subject to review or appeal, and may be based on any criteria in the Town's sole discretion. Any Proposal under this RFP will be contingent and non-binding until (i) all approvals and letters of support are received from applicable local and state regulatory agencies, boards and authorities, and (ii) all other pertinent written documents and contracts are signed by the Town and the chosen EPC Company.
The EPC Company selected by the Town shall be required to supply the Town with a Certificate of Insurance showing liability coverage of no less than $1,000,000, and to list the Town as an additional insured. This does not have to be provided at the time Proposals are submitted. The EPC Company chosen shall be required to either supply the Town with proof of Workers’ Compensation insurance for all or shall sign a waiver form provided by the Town. This does not have to be provided at the time Proposals are submitted.
The Town will issue a Purchase Order and contract to the chosen EPC Company. The EPC Company selected by the Town shall contact DigSafe before work begins.
Questions about this RFP should be directed to Maryann Caron at
contact@example.gov. Other than to arrange a site visit and to ask a question as herein referenced, EPC Companies are prohibited from contacting any Town employee, officer or official concerning this RFP.
