Key aspects of RFP

2. Accurate description of request from proposer.
It is important to clearly specify that the RFP is a purchase of energy, therefore, the proposer is responsible for designing, building, operating and maintaining.

3. Mandatory Walk-through. It is essential that the proposers come on site to see first hand what systems they must address. These pool projects are retrofit projects. The contractors cannot bid properly if they do not come onto the site and see what they need to deal with. If you don’t require this, they could bid low and then fail to perform. They could then go back to the city and demand to re-negotiate based on what they could claim is negligence on the part of the customer (ie, the customer was negligent in not giving them all of the info they needed to bid properly). This has happened. To avoid this, all bidders must come to the site before they can be qualified to bid. And make it clear to them that this is their opportunity to get the information they need to properly bid.

We recommend that all proposers be required to come on site to view the facilities prior to the bid.

There are many ways to accomplish this, including a mandatory walk through at a specific time. Or each one can be brought in on an appointment basis. It can be worked out to suit individual needs. The important thing is to be fair to all parties and make sure that they see the site before they bid.

The best analogy is your own home: No prudent homeowner would ever accept a bid from a contractor to remodel his/her home without that contractor having actually visited the home first.

When bidders get on site, let them know that this is their only opportunity to inspect the proposed installations, ask questions and get answers. Make sure that everyone present has access to the questions and answers. You can post transcripts if you are using a website or notify by email transcript of these questions and answers.

If it is not possible to enforce this requirement (procurement practice or guidelines), an alternative is to include it in the evaluation criteria and give it so many points (full points if they show and zero it they don’t) that non-attendance will result in them not being selected.

4. Set standards for the equipment, and let the contractor propose a system that meets the standard.

Good standards to reference might include the 1997 Uniform Solar Energy Code and the revelvant local Plumbing code, based on the 1993 Uniform Plumbing Code.

5. Procedures for monitoring and verification. The minimal specifications for the type of equipment to install for monitoring as well as the maintenance on the equipment (ie, regular calibrations) should be stated. It should be specified where the equipment shall be located and that access to it should be permitted for monitoring only. Trust but verify.

6. Minimal acceptable payments for the solar generated energy. Specifying a guaranteed minimum savings of at least 10% (or some other acceptable hurdle) under the prevailing gas prices corrected for boiler efficiency, would be useful in pre-qualifying proposals.

7. Specify the minimal life of the system and the terms for turning the system over to the user at the end of the contracting period.

At the end of the contracting period. ( the time when the contractor has recovered his costs plus his profit and then turns the system over to you), a number of issues arise. These include how the transfer will occur and associated transfer fees, what training might be required, and ongoing warranty.

8. Bonding requirements.

A bond should be required to cover a minimal amount to remove each system if the project becomes problematic for the ESCO and it seeks to abandon it.

9. Requirements for Minority/ Women Owned Businesses if required.