Request for Proposals
TOWN OF RHINEBECK AND VILLAGE OF RHINEBECK
REQUEST FOR PROPOSALS (RFP) FOR MAINTENANCE OF TOWN AND VILLAGE SHARED SOLAR GENERATION FACILITIES
REQUEST FOR PROPOSAL
The Town of Rhinebeck and Village of Rhinebeck are seeking proposals for professional consulting services for the calendar year 2022 (with the possibility of renewal thereafter) to assist the Town Board and Village Trustees and other Town and Village employees and officials in the performance of maintenance services for the Town and Village shared solar generation installations.
RELEVANT INFORMATION CONCERNING THE SHARED SOLAR INSTALLATION
The Town of Rhinebeck and Village of Rhinebeck currently share the following photvoltaic electricity generation facilities:
1. Roof of Village Hall at 76 East Market Street, Rhinebeck, NY
2. Roof of Town Hall at 80 East Market Street, Rhinebeck, NY
3. Roof of Town of Rhinebeck Highway Department Garage, 119 Rhinecliff Road, Rhinebeck, NY
4. Town of Rhinebeck Transfer Station, 376 Stone Church Road, Rhinebeck, NY
5. Bath House at Thompson-Mazzarella Park, 42 Traver Lane, Rhinebeck, NY
SCOPE OF SERVICES
The Town and Village request that the selected consultant provide the following services for the facilities listed above:
1. Monitor all PV systems
2. Detect early indications of low performance with alert notification and analysis to minimize false alarms
3. Quantify and locate potential photovoltaic plant issues
4. Analyze alerts, alarms, and faults to determine root cause of issues
5. Identify production loss issues and provide plans to investigate and resolve issues
6. Inspect electrical and mechanical equipment for failures or issues
7. Inspect modules and racking to identify damages
8. Document conditions with representative photos
9. Identify issues and recommend corrective action plans and required repairs
10. Ensure equipment reliability and validity of OEM warranties
11. Perform manufacturer specified preventative maintenance on equipment
12. Comprehensive troubleshooting and repair of PV systems
13. Management of OEM claims either in or out of warranty
14. Maintain records of performance, problems, service, and repairs
15. Prepare and distribute quarterly system reports
TERlVIS
1. The selected consultant will be required to execute an Agreement for Professional Services with the Village and Town.
2. Insurance. The proposal shall certify that the proposer is prepared to provide for the policies of liability and professional liability insurance.
EXPERIENCE AND QUALIFICATIONS:
Responses to this request shall provide the following information:
• A brief description of the firm's professional qualifications
• A brief history of the firm's experience in connection with other similar work
• A clear comprehensive description of the services the Proposer believes will be required to meet the needs of the Town and Village and a description of the Proposer's plans for providing them.
• A brief statement of any special qualifications the Proposer may have in connection with this work.
• The names and resumes of all persons including sub-consultants the Proposer expects to be principally responsible for this work for this contract.
• A brief compilation of comparable professional services in which the Proposer has provided to other municipalities including, specifically, the experience of persons who will be assigned to this project.
• The location of the office or offices from which the firm would expect to offer services to the Town.
• Reservation of Rights: The Town and Village reserve the right to amend, modify or withdraw this request at any time, to require additional information from any proposer, to waive any noncompliance with this request, to meet with the selected proposers prior to the designation of a best qualified proposer, to accept or reject any proposal, to enter into negotiations with any proposer designated best qualified in order to determined satisfactory terms and conditions of a final contact, and to end such negotiations, at its discretion, and to discretion, and to designate and commence negotiations with an alternate best qualified proposer. The Town reserves unlimited discretion to accept or reject any and all proposals and to award a contract for any or all of the services described above, as if, and when deems appropriate, in such form as shall be determined by the Town in its discretion.
BASIS OF COMPENSATION
The proposal shall include a description of the proposed method of compensation including identification of all hourly rates for staff, reimbursables and sub-consultant mark-ups for each of the designated categories of Scope of Work. Quotations shall include the start-up fees and annual fees requested. Inspections of the sites listed above will be scheduled at a later date. Please call or write the Town of Rhinebeck Clerk at 80 East Market Street, Rhinebeck, New York 12572; 845-876-3409. Please note it is not the intent of the Town to select a term solely on the basis of compensation, but to negotiate a method of compensation with the proposer that best satisfies the mutual needs of the Town and Village and the proposer.
LIST OF REFERENCES AND POTENTIAL CONFLICTS
1. A minimum of three (3) references from municipal clients shall be provided, preferably for comparable Town consulting services performed within the last five (5) years.
2. Any potential conflicts of interest relating to other clients, contracts or property interests must be disclosed.
EVALUATION OF PROPOSALS
The Town and Village will evaluate firms based upon their experience and statements of qualifications to perform all categories of Scope of Work outlined in the RFP and the Town and Village reserve the right to reject any and all proposals. Selected firms may be asked to participate in an interview with the Town Supervisor, Village Mayor, Town Board members, Village Trustees and/or other Town and Village officials.
Proposals should include any startup fee and the annual fee requested. Inspections of the sites listed above will be scheduled at a later date. Please call or write the Town of Rhinebeck Clerk at 845-876-3409 or the Village of Rhinebeck Clerk at 845-876-7015, state your interest and arrange for an inspection tour. Send or drop off proposals at either location.
Proposals are due by 4:00 PM December 15, 2021.