SUNY SB Clean Energy Project- Solar PPA

Overview: This Request for Proposal (RFP) is issued by the State University of New York (herein after referred to as “SUNY”) to solicit proposals for a SUNY SB Clean Energy Project- Solar PPA at the State University of New York at Stony Brook, Stony Brook, NY 11794 services, as herein described and in accordance with SUNY at Stony Brook RFP 2526-049MC and Exhibits A (Standard Contract Clauses), A-1 (Affirmative Action Clauses), Exhibit D (Non-Collusive Bidding Certification), Exhibit M (MWBE Forms), Exhibit N (Subcontracting Form), Exhibit L (Procurement Lobbying Law), if applicable Exhibit SDVOB (Service-Disabled Veteran-Owned Business), Exhibit R (Certification Under Executive Order No.16), Exhibit T (ST-220) Exhibit V (Vendor Responsibility), Exhibit E (EO 177 Certification), Exhibit H (N.Y. State Finance Law §139-l Certification) and if applicable, Exhibit C (Consultant Questionnaire Forms A & B), attached hereto and made part of this proposal. This is needed to begin on or about June 1, 2026. The results of this RFP will be used to award a 25-year contract, with the option to renew for an additional 5-year term, to the Bidder determined to be most qualified. The resultant agreement(s) will be made available University-wide for use by all SUNY campuses and affiliates including Community Colleges, Auxiliary Service Corporations (ASC), and campus foundations through a FOIL request and will not include any information labeled and deemed confidential and/or propriety. Campuses and affiliates are not required to use the contracts. Background: Stony Brook University, part of the State University of New York system, is located 60 miles from New York City on Long Island's North Shore. Our 1,100-acre campus is home to almost 26,000 undergraduate, graduate, and doctoral students and more than 14,500 faculty and staff. Stony Brook University is a comprehensive research-intensive university and a member of the prestigious Association of American Universities (AAU). It consists of 12 schools and colleges and a teaching hospital that provides state-of-the-art healthcare in the Long Island region. The University consists of approximately 4,962,878 square feet of building space and over 16 miles of roadway. Project Background: It is in the Request for Proposal (RFP) Scope under Section 2 – Background Sourcing Event Group 2.2: Scope of Work and Project Specification, Question Text 2.2.1 Scope of Services and Project Description It is in the Request for Proposal (RFP) Scope, Sourcing Event Group 2.2: Scope of Work and Project Specification, Question Text 2.2.1 Appendix A. Appendix C. PPA Minimum Bidder Qualifications It is in the Request for Proposal (RFP) Scope, Group 2.2: Scope of Work and Project Specification, Question Text 2.2.1 Section 3 – Proposal Elements and Requirements Sourcing Event Group 3.2, Question Text 3.1.1 - 3.1.7 Bidder Qualifications/References It is in the Request for Proposal (RFP) Scope, Group 2.2: Scope of Work and Project Specification, Question Text 2.2.1 #14 Proposer References Sourcing Event Group 3.2, Question Text 3.2.1 - 3.2.3 2526-049MC Weighted Technical Evaluation Criteria worth 65% It is in the Request for Proposal (RFP) Scope, Group 2.2: Scope of Work and Project Specification, Question Text 2.2.1 Sourcing Event: Group 5.2: Phase 2 Criteria Evaluation, Question Text 5.2.1-5.2.20 Group 6.1: Phase 3a Criteria -Technical Evaluation, Question Text 6.1.1-6.1.16 Group 7.1: Phase 3b Criteria -Technical Evaluation, Question Text 7.1.1-7.1.18 Criteria Evaluation Criteria Points A Phase 2 Proposer Management and Staff Qualifications and Experience 20% B Phase 3a Technical Evaluation - Appendix A, Plan/Lay-Out, Implementation, Installation, Equip, Production/Performance, Operations & Maintenance 25% C Phase 3b Technical Evaluation – Financing, Monitoring, Communications, Risks. 20% Criteria A - Phase 2 Proposer Management and Staff Qualifications and Experience 20% Sourcing System Group 5.2: Phase 2 Criteria Evaluation: 2a. (RFP) Scope Part C.1.Team Capabilities, Sourcing System Question Text 5.2.2 2b. (RFP) Scope Part C.2. Project Development Experience, Sourcing System Question Text 5.2.3-5.2.4 2c. (RFP) Scope Part C.3. Financial Information, Sourcing System Question Text 5.2.5-5.2.7 2d. (RFP) Scope Part C.4. PV Supplies and Experience, Sourcing System Question Text 5.2.8 2e. (RFP) Scope Part C.5. Operations & Maintenance Experience, Sourcing System Question Text 5.2.9-5.2.10 2f. (RFP) Scope Part C.6. Maximizing Rebates and Incentives, Sourcing System Question Text 5.2.11 2g. (RFP) Scope Part C.7. Energy Production Assurance, Sourcing System Question Text 5.2.12 2h. (RFP) Scope Part C.8. Permits and Licensing, Sourcing System Question Text 5.2.13 2i. (RFP) Scope Part C.9. Claims, Bankruptcy & Qualification Finding, Sourcing System Question Text 5.2.14-5.2.19 2j. (RFP) Scope Part C.10. Safety, Sourcing System Question Text 5.2.20 Criteria B - Phase 3a Technical Evaluation - Appendix A, Plan/Lay-Out, Implementation, Installation, Equip, Production/Performance, Operations & Maintenance 25% Sourcing System Group 6.1: Phase 3a Criteria -Technical Evaluation 3a1. (RFP) Scope Part E Technical Proposal. 1. Proposed System Overview for Proposed Project Site, Sourcing System Question Text 6.1.2 3a2. (RFP) Scope Part E Technical Proposal. 2. Customized Equipment List for Proposed Project Plan/Layout, Sourcing System Question Text 6.1.3 3a3. (RFP) Scope Part D Proposal Narrative. 1. Implementation and Management Plan, Sourcing System Question Text 6.1.4-6.1.5 3a4. (RFP) Scope Part D Proposal Narrative. 2. Installation Plan, Sourcing System Question Text 6.1.6-6.1.7 3a5. (RFP) Scope Part D. Proposal Narrative 3. PPA - Appendix C, Sourcing System Question Text 6.1.8 3a6. (RFP) Scope Part D. Proposal Narrative 5. Communications Plan, Sourcing System Question Text 6.1.9 3a7. (RFP) Scope Part E. Technical Proposal 3. Proposed Equipment Quality Assurance Plan, Sourcing System Question Text 6.1.10 3a8. (RFP) Scope Part D. Proposal Narrative 8. Operations and Maintenance Plan, Sourcing System Question Text 6.1.11-6.1.15 3a9. (RFP) Scope Part D. Proposal Narrative 9. Decommissioning, Sourcing System Question Text 6.1.16 Criteria C - Phase 3b Technical Evaluation – Financing, Monitoring, Communications, Risks. 20% Sourcing System Group 7.1: Phase 3b Criteria -Technical Evaluation 3b1. (RFP) Scope Part D. Proposal Narrative 6. Financing Plan, Sourcing System Question Text 7.1.2-7.1.6 3b2. (RFP) Scope Part D. Proposal Narrative 12. Monitoring and Data Acquisition System, Sourcing System Question Text 7.1.7-7.1.14 3b3. (RFP) Scope Part D. Proposal Narrative 13. Compatibility with Potential Future BESS, System, Sourcing System Question Text 7.1.15 3b4. (RFP) Scope Part D. Proposal Narrative 4. Risk Management Plan, System, Sourcing System Question Text 7.1.16 3b5. (RFP) Scope Part E. Technical Proposal 4. Monitoring System, Sourcing System Question Text 7.1.17 3b6. (RFP) Scope Part D. Proposal Narrative 7. Production and Payment Forecasts, Sourcing System Question Text 7.1.18 2526-049MC Group 8.1: Cost worth - 35% Cost proposals are submitted in separately from Technical Proposals per the terms of this RFP. No mention of cost should appear in the technical proposal. Failure to adhere to this requirement may result in disqualification. Proposer shall understand that submitted price proposals must include the scope of work and all deliverables as defined in the PPA and as specified in this RFP. It is in the Request for Proposal (RFP) Scope, Sourcing Event Group 2.2: Scope of Work and Project Specification, Question Text 2.2.1 (RFP) Scope PART F. Cost Proposal and Rates (see Appendix B – Pricing Page Submission Form) Item 1. Complete Appendix B: Pricing Page Submission Form and Schedules of Appendix C. • Rates: See (RFP) Scope PART F. Cost Proposal & Rates (see Appendix B– Pricing Page Submission Form) Item 2 • Price Adjustment: See (RFP) Scope PART F. Cost Proposal and Rates (see Appendix B – Pricing Page Submission Form) Item 3. • Interconnection Costs: See (RFP) Scope PART F. Cost Proposal and Rates (see Appendix B – Pricing Page Submission Form) Item 4. • Preparation Costs: See (RFP) Scope PART F. Cost Proposal and Rates (see Appendix B – Pricing Page Submission Form) Item 5. • Prevailing Wage: See (RFP) Scope PART F. Cost Proposal and Rates (see Appendix B – Pricing Page Submission Form) Item 6. The NYS prevailing wage rate schedule is PRC# 2025013554 and is included in these specifications. • Pricing: See (RFP) Scope PART F. Cost Proposal and Rates (see Appendix B – Pricing Page Submission Form) Item 7. • Quote Hold: See (RFP) Scope PART F. Cost Proposal and Rates (see Appendix B – Pricing Page Submission Form) Item 8. • Tax Exempt: See (RFP) Scope PART F. Cost Proposal and Rates (see Appendix B – Pricing Page Submission Form) Item 9. • Travel Costs: See (RFP) Scope PART F. Cost Proposal and Rates (see Appendix B – Pricing Page Submission Form) Item 10. • Downstream Prohibition: See (RFP) Scope PART F. Cost Proposal and Rates (see Appendix B – Pricing Page Submission Form) Item 11. Key Events Non-mandatory Bidder’s Conference & Site Visit January 15, 2026 at 11:00 AM (E.S.T.) Bidders Questions Due January 23, 2026, at COB (5:00 PM E.S.T.) Proposals Due Date and Time (Any proposal received after the deadline will not be permitted by the Sourcing System) February 5, 2026, at 3:00PM (E.S.T.) Also, in the Request for Proposal (RFP) Scope, Sourcing Event Group 2.2: Scope of Work and Project Specification, Question Text 2.2.1 (RFP) Scope, Section 8 SUNY reserves the right, in its sole discretion, to modify the above schedule. Bidders will be notified via an amendment of any changes in a timely manner. RESTRICTED PERIOD: In accordance with the requirements of New York State Finance Law Sections 139j and 139k (“Lobbying Law”), the RESTRICTED PERIOD for this procurement is now in effect. Therefore, all communications regarding this procurement must be handled through Stony Brook University’s “Designated Contacts” ONLY. See Exhibit L for additional information. Please see below for the DESIGNATED CONTACT. Also see (RFP) Scope Section 9 Restrictive Period. Also, in the Request for Proposal (RFP) Scope, Sourcing Event Group 2.2: Scope of Work and Project Specification, Question Text 2.2.1 (RFP) Scope, Section 9 Acceptance of Bid Content: The contents of the Proposal and the Proposer’s response to this RFP shall become contractual obligations if a contract ensues. Failure of the Proposer to accept these obligations may result in the rejection of the Proposer’s Proposal. Any additional vendor terms that are attached or referenced with a Proposal shall not be considered part of the Proposal but shall be deemed included for informational purposes only. See (RFP) Scope Section 6 Miscellaneous. Item C Bidder Questions: See (RFP) Scope, Section 10 Proposer Questions DESIGNATED CONTACT: John Mastromarino Contracts Officer contact@example.gov or Jill McCahill Assistant Director of Strategic Sourcing contact@example.gov Pre-Bid Conference and Site Visit: The Non-mandatory Pre-Bid Conference and Site Visit is scheduled for January 15,2026 at 11:00 In The Procurement Office Conference Room A. Located at: Stony Brook University (SUNY), Procurement Office, 1512 Development Drive, Building 17, Research & Support Service, Stony Brook, NY 11794-6000 If applicable, Bidder's are responsible to measure and verify all dimensions at the time of the site visit and advise SUNY of any discrepancies to specifications provided by SUNY prior to bid submittal. The Non-mandatory Pre-Bid Conference and Site Visit is for the benefit to assist bidders with questions and concerns. There is also a question period available. Bid Opening: SUNY reserves the right to not hold a public bid opening or at any time to postpone or cancel a scheduled bid opening. In the event a public bid opening is scheduled, Bidders will be notified. If a public bid opening is not held, the University will release the names of the companies that submitted a bid proposal to those who submitted a bid. See (RFP) Scope, Section 11 Proposal Opening Method of Award: Evaluation Process: This RFP is part of a competitive procurement process designed to serve the best interests of the State University of New York and the People of the State of New York. It is also designed to provide all Bidders with a fair and even opportunity to have their products and services considered. SUNY will conduct a comprehensive review of each responsive bid submitted in accordance with the terms of this RFP. Proposals will be evaluated on the basis of “best value” by an evaluation committee comprised of SUNY representatives, and shall be conducted in the following steps: Administrative Review: Each Proposal received by the due date and time will be screened for completeness and conformance of submission in accordance with requirements for Proposal submission in accordance with this RFP. Any Proposal that fails to conform with the terms and requirements of the RFP will not be considered further. Each Proposal remaining after Administrative Review will advance to the Evaluation Committee to review responses for a determination of whether the Proposer has met the Minimum Mandatory Proposer qualifications and experience set forth in this RFP. Proposals will be accepted only from Proposers meeting the minimum mandatory qualifications set forth herein. Any Proposer proposal that does not meet all of SUNY’s Mandatory Minimum Proposer Qualifications shall be deemed non-responsive and will not be considered further. Minimum Bidder Qualifications Review: The information provided in the Proposal will be used to determine if the Proposal meets the proposer qualifications and experience. SUNY reserves the right to contact client references to validate information and required experience. The Proposer is solely responsible for providing information for client that are readily available to be contacted and will respond to questions. If SUNY is unable to contact a client, the Proposer will be provided an opportunity, with a deadline, to assist in obtaining cooperation from those clients that have not responded. If review of response and reference checks result in a determination that the Proposer does not meet required Proposer qualifications, the Proposal will be deemed non-responsive and will not be considered further. Technical Evaluation: Each Proposal remaining after the Minimum Mandatory Proposer Qualifications and Experience Review will advance for review, evaluation and scoring by the Evaluation Committee. A Proposer’s technical evaluation score will be the average of the Evaluation Committee members’ scores. The technical evaluation score equates to 65 points out of a total 100 points assigned for this RFP. The technical review committee will give a tentative score for: Weighted Technical Evaluation Criteria Phase 2 Proposer Management and Staff Qualifications and Experience Phase 3a Technical Evaluation- Appendix A, Plan/Lay-Out, Implementation, Installation, Equip, Production/Performance, Operations & Maintenance. Phase 3b Technical Evaluation – Financing, Monitoring, Communications, Risks. The technical criteria will be evaluated and scored by SUNY Stony Brook on a scale of 1-5, with 5 being the highest using the following proportion tool: Scale-Key 1=20% 2=40% 3=60% 4=80% 5=100% The Proposal will be evaluated on how well it demonstrates that the Proposer has sufficient technical qualifications, experience and capability necessary to effectuate the requirements and objectives set forth in this RFP. The Evaluation Committee will not see any cost information until the technical evaluation is complete. Diversity Practices Each proposal remaining after Administrative Review will advance for review and independent evaluation and scoring of their Diversity Practices Questionnaire by a SUNY MWBE representative. Cost Evaluation: The Cost Proposals of each bid remaining after the Technical Evaluation will be independently evaluated and scored by the designated contract officer. The Proposer that provides the lowest cost per kW will receive the highest cost evaluation score in cost portion of the evaluation. See Cost Evaluation in the Request for Proposal (RFP) Scope, Sourcing Event Group 2.2: Scope of Work and Project Specification, Question Text 2.2.1 (RFP) Scope Selection: Proposals will be evaluated on the basis of “best value” by an evaluation committee comprised of SUNY representatives, utilizing an evaluation methodology that considers the following factors: Evaluation Criteria Points Phase 1 Administrative Review– Compliance with Proposal Elements and Requirements. Scope and Project Specification. Pass/Fail Minimum Mandatory Proposer Management and Staff Qualifications and Experience with Project Pass/Fail Weighted Technical Evaluation Criteria Phase 2 Proposer Management and Staff Qualifications and Experience 20% Phase 3a Technical Evaluation - Appendix A, Plan/Lay-Out, Implementation, Installation, Equip, Production/Performance, Operations & Maintenance. 25% Phase 3b Technical Evaluation – Financing, Monitoring, Communications, Risks. 20% Weighted Technical Specifications Total (Total Technical Proposal) 65% Phase 4 Cost Proposal Total Cost (Cost Proposal) 35% Total for Technical and Cost 100% As stated above, the technical criteria above will be evaluated and scored by the University on a scale of 1-5, with 5 being the highest using the following proportion tool: Scale-Key 1=20% 2=40% 3=60% 4=80% 5=100% SUNY Stony Brook will calculate the sum of the results from cost evaluation plus the results from Technical evaluation to come up with the composite score for each Proposal (the “Composite Score”). THE AWARD WILL GO TO THE BIDDER WHO SCORES THE HIGHEST COMPOSITE SCORE OF THE TWO (2) CATEGORIES. The Proposer earning the highest Composite Score will be selected to contract with SUNY and will be notified of tentative award by SUNY. Tentative award of the contract shall consist of written notice of the contract award by SUNY to the Selected Proposer, who shall thereupon be obligated to execute a formal contract. SUNY contracts may be subject to approval by the NYS Attorney General and the Office of the State Comptroller. SUNY reserves the right to award no contract pursuant to this RFP. Finalist Review: In accordance with Section 163(9) of the New York State Finance Law, prior to making a contract award each contracting agency shall make a determination of responsibility of the proposed contractor as discussed under Vendor Responsibility. In accordance with the terms of the PPA, SUNY will conduct a review of vendor responsibility for the Proposer earning the highest final composite score, and all applicable proposed subcontractors/subconsultants. SUNY will consider any information that raises issues concerning the vendor’s and subcontractors/subconsultants’ responsibility, with consideration given to its relevance to the scope of work. The review will include factors such as financial and organizational capacity, legal authority, integrity and previous contract performance. See the Request for Proposal (RFP) Scope, Sourcing Event Group 2.2: Scope of Work and Project Specification, Question Text 2.2.1 (RFP) Scope Section 5 – Post Sélections A. PPA - Appendix C B. Approval and Permits C. Rebates and Incentives See the Request for Proposal (RFP) Scope, Sourcing Event Group 2.2: Scope of Work and Project Specification, Question Text 2.2.1 (RFP) Scope Section 6 – Miscellaneous A. Cost Proposal Submission Instructions B. Diversity Practices C. Acceptance of Proposal Content D. Proposer/Contractor Responsibility Reserved Rights: SUNY reserves the right to: 1. Reject any and all proposals received in response to this RFP, make a contract award in whole or in part. 2. Make no contract award. 3. Reject any or all portions of any proposal, to negotiate terms and conditions consistent with this RFP and to make an award for any or all remaining portions. 4. Withdraw the RFP at any time, at SUNY’s sole discretion. 5. Disqualify any Bidder whose conduct or proposal fails to conform to the requirements of the RFP. 6. Use proposal information obtained through site visits, management interviews and the state’s investigation of a Bidder’s qualifications, experience ability or financial standing, and any material or information submitted by the Bidder in response to SUNY’s request for clarifying information, in the course of evaluation and/or selection under the RFP. 7. Prior to the bid opening, amend the RFP specifications to correct errors of oversights, or to supply additional information, as it becomes available. 8. Request certified and non-certified audited financial statements for up to the past three (3) completed fiscal years and/or other appropriate supplementation including, but not limited to, interim financial statements and credit reports. 9. Request references and contact any or all references and perform other related due diligence. 10. Adjust or correct cost or cost figures with the concurrence of the Bidder if mathematical or typographical errors exist. 11. Waive requirements or amend this RFP upon notification to all Bidders. Mandatory requirements may be eliminated if unmet by all Bidders. 12. Negotiate with Bidders responding to this RFP within the requirements necessary to serve the best interests of SUNY. 13. Begin contract negotiations with another Bidder in order to serve the best interests of SUNY should contract negotiations with the Successful Bidder be unsuccessful within a time frame acceptable to SUNY. 14. Require clarifications from Bidders for purposes of assuring a full understanding of responsiveness, and permit revisions from all Bidders determined to be susceptible to contract award prior to award. Proposal Submission and Format See the Request for Proposal (RFP) Scope, Sourcing Event Group 2.2: Scope of Work and Project Specification, Question Text 2.2.1 (RFP) Scope, Section 3 Items below are located by Groups in Jagger/WolfMart Sourcing Event 2526-049MC General Insurance and Automobile Insurance Requirements Group 9.1: Insurance Requirements & Appendix C (PPA) Other Proposal Requirements Group 10.1: Other Terms Exhibits and Forms includes but no limited to. Group 11.1: Exhibits and Forms Procurement Lobbying Act – State Finance Law §§ 139-j and 139-k Non-Collusive Bidding Certification Executive Order 177 (EO 177) New York State Finance Law § 139-l Certification Compliance with NYS Consulting Services Reporting Requirements Diversity Requirements Group 12.1: Diversity Requirements Subcontracting Group 13.1: Subcontractor Requirements Vendor Responsibility Group 14.1: Vendor Responsibility Requirement Executive Order 162 (EO 162) (If applicable) Executive Order 162 requires state contractors to disclose data on the gender, race, ethnicity, job title, and salary of employees performing work on state contracts. Bidder agrees to submit Workforce Utilization Report (Form 7557-110) and to require the same information to be submitted by any of their subcontractors on the state contract, in such format as shall be required by SUNY on a monthly basis for all construction contracts and quarterly basis for all other contracts during the term of the contract. Empire State Development has provided specific details on this requirement at https://esd.ny.gov/doing-business-ny/mwbe/mwbe-executive-order-162. Also, in the Request for Proposal (RFP) Scope, Sourcing Event Group 2.2: Scope of Work and Project Specification, Question Text 2.2.1 (RFP) Scope, Section 7 See the Request for Proposal (RFP) Scope, Sourcing Event Group 2.2: Scope of Work and Project Specification, Question Text 2.2.1 (RFP) Scope Section 12- General Contract Term & Conditions A-Standard Terms. B-Extraneous Terms See the Request for Proposal (RFP) Scope, Sourcing Event Group 2.2: Scope of Work and Project Specification, Question Text 2.2.1 (RFP) Scope Section 13- Compliance Section 14- Debriefing Section 15- Award Protest Section 16- Contract Term Section 17- Changes in Law Section 18- Parking and other Regulations of the University Section 19- Report of Contract Purchases Section 20- Recycle Clause Section 21- Payment Terms Section 22- Custom Clearance Section 23- Early Pay Discount Section 24- Date/Time Warranty Other Miscellaneous: A. Failure of contractor to familiarize him/herself with each separate location will not relieve contractor from responsibilities under the resulting contract award. B. Security of contractor’s material and equipment shall be the responsibility of the contractor. Jaggaer Supplier Registration See the Request for Proposal (RFP) Scope, Sourcing Event Group 2.2: Scope of Work and Project Specification, Question Text 2.2.1 (RFP) Scope, Section 3