HomeMy WebLinkAboutRFP - Photovoltaic Solar ArraysPALM DESERT HOUSING AUTHORITY
73-510 Fred Waring Drive
Palm Desert, California 92260
Telephone: 760-346-0611 Fax: 760-341-6372
Request for Proposals
Palm Village Apartments Carports
73-650 Santa Rosa Way
Palm Desert, CA 92260
Palm Desert Housing Authority
Section 1: Invitation
The Palm Desert Housing Authority is soliciting proposals for the design and
construction of the carport structures and photovoltaic solar arrays at the Palm
Village Apartments.
Four (4) copies of your Proposal shall be submitted and received no later than
2:30 PM on Wednesday, 24 May 2006 in the offices of the City Clerk located at
Palm Desert City Hall, 73-510 Fred Waring Drive, California. Proposals shall be
submitted to the attention of:
Rachelle Klassen
City Clerk
Palm Desert Redevelopment Agency
73-510 Fred Waring Drive
Palm Desert, California 92260
Phone: (760) 346-0611, Ext. 304
Faxed copies of proposals and late proposals will not be accepted. Any questions
regarding the proposal preparation, submission or evaluation may be directed to
Missy Wightman, Project Coordinator, at (760) 346-0611, Ext. 297.
Section 2: Proiect Description
Palm Village Apartments is a residential complex approximately 41,000 square
feet in size and is currently under construction. There are three (3) separate two-
story buildings with a total of thirty-six (36) residential units and common areas.
The following request for proposals is for design and construction services for the
Palm Village Apartments photovoltaic solar arrays (approximately 62 KWDC +/-
5%) and carport structures at 73-650 Santa Rosa Way within the City of Palm
Desert, California. Carport Structures will give shelter to a total of fifty-six (56)
parking spaces or 1.56 spaces per residential unit. These structures have a
specified site placement, but no design.
The Palm Desert Housing Authority extends an invitation to all Design/Build
Contractors to submit proposals to provide design and construction services for
the photovoltaic solar arrays and carport structures at the proposed property.
There will be a total of four (4) carport canopies, with the photovoltaic systems
occupying portions of two (2) of these canopies. The design and installation of the
photovoltaic systems will be integrated into the two (2) carports located closest to
the east and west property lines. Photovoltaic systems will not occupy the
remaining two (2) carports. Appropriate conduits and system component rooms
are in place.
These photovoltaic systems will offset electric needs for three (3) house meters,
as well as nine (9) housing units located in three (3) separate buildings within the
site. All systems qualify for the California Energy Commission's low-income
housing rebates, which includes the systems for the common areas. Carport
structures are to be divided into designated Solar Plots allocated to provide solar
electricity for the individually metered units and common area meters.
The Design/Build Contractor will provide complete turnkey finished system,
including all labor and materials, and any training and education for Palm Desert
City staff or appropriate authorities. Contractor is also required to provide Southern
California Edison utility interconnection agreements, applications, permits,
insurance, performance and payment bond(s), and fulfill the California Energy
Commission's rebate requirements. The Palm Desert Redevelopment Agency will
be the recipient of rebates. All work completed by the Contractor shall be in
accordance with the Palm Desert Housing Authority plans, specifications, and
contract documents. Any areas damaged by contractor during the construction
process shall return area to original state in which it was found.
Section 3: Preliminary Schedule
The tentative project schedule is as follows:
Proposals Due 05/24/06
Award Contract 06/16/06
Notice to Proceed 06/30/06
Construction/ Installation Complete 09/28/06
Section 4: General Proiect Requirements & Specifications
The Redevelopment Agency currently has the Palm Village Apartments under
construction. The carport structures and photovoltaic systems will be constructed
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while the three (3) apartment buildings are constructed under a separate contract.
The Design/Build Contractor will be required to work cooperatively with the
apartment contractor on the same site.
Specific services required of the carport structures and photovoltaic systems
Design/Build Contractor will include:
1) Research and Record Information:
a) The Design/Build Contractor shall perform general research to secure all
the information required to accurately design and build this project. Such
research shall include, but not be limited to: a full inspection of the site to
establish existing conditions, constraints, and limitations; review of the
plans by which the Palm Village Apartments are being constructed; and
direct conversation with the contractor(s) working on the site to ascertain
any information that may impact the work.
2) Submittals to City:
a) At each submittal to the City for plan check, the Design/Build contractor
shall submit the following:
i) Four (4) sets of plans
(1) Three (3) to Planning/ Building and Safety
(2) One (1) to Project Manager/Coordinator
ii) Four (4) sets of specifications
(1) Three (3) to Planning/ Building and Safety
(2) One (1) to Project Manager/Coordinator
iii) One (1) estimate at each submittal to Project Manager/Coordinator
b) Each submittal shall incorporate all previous red lines and plan check
comments. The design drawings should be as complete, accurate, and
error -free as possible before plan checking is considered in order to reduce
the number of plan checks required and related costs for the City.
c) The Design/Build Contractor shall, at no additional cost to the City, correct
errors, omissions, and unworkable and/or improper design/drafting on the
original drawings, which are discovered subsequent to the completion of the
plan checking process.
d) The Design/Build Contractor shall directly submit to each utility company a
preliminary and a final set of plans that provide the location of its facilities
that will need to be adjusted to grade.
3) Labor:
a) Any contract entered into pursuant to this notice will incorporate the
provisions of the State Labor Code. Compliance with the prevailing wage
rate requirements and apprenticeship employment standards established
by the State Director of Industrial Relations will be required. Discrimination
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in employment practices on the basis of race, color, national origin
ancestry, sex, age or religion is prohibited. A copy of the Department of
Industrial Relations Special Prevailing Wage Determination for this project
is included in the Plans, Specification and Contract Documents. In the
absence of a special prevailing wage determination, general prevailing
wage determinations can be obtained by accessing the Department of
Industrial Relations website at:
www.dir.ca.qov/DLSR/statisticsresearch.html, or by contacting the District
Office at 464 West Fourth Street, Room 348, San Bernardino, CA 92401,
telephone (909) 383-4334.
In accordance with United States of America Davis -Bacon Act for Federally
Assisted Construction, the successful bidder shall not pay less than the
prevailing Federal wage determination of the U.S. Department of Labor
Wage and Hour Division. A copy of said wage rates can be obtained by
accessing the United States Department of Housing and Urban
Development Labor Relations website at
http://frwebgate.access. gpo. gov/cgi-bin/getdoc.coi?dbname=Davis-
Bacon&docid=CA20030028.
Pursuant to Section 1770 et. seq., of the California Labor Code, the
successful bidder shall pay not less than the prevailing rate of per diem
wages as determined by the Director of the California Department of
Industrial Relations.
In the event of any monetary difference between the above required federal
and state wage rates whichever is higher shall be paid by the successful
bidder.
4) Site Preparation:
a) The site has been prepared for the designated solar systems with the
appropriate conduits and system component rooms in place.
b) Inverters are to be housed in pre -determined inverter rooms located in each
of the three (3) buildings, and connected by conduits from carport structures
to these locations. These locations and runs can be seen for reference
drawings/plans as available from Owner's Representative. The
Design/Build contractor will be responsible for field verification of all
information contained in these documents. Any discrepancies shall
immediately be brought to the attention of the Owner's Representative.
5) Design/Build Carport Structures:
a) Provide shelter for fifty three (53) regular parking spaces, two (2) regular
vehicle fully accessible handicap parking spaces, and one (1) van sized
fully accessible handicap parking space for a total of fifty six (56) parking
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spaces. Reference shall be made to the existing set of plans for placement
of these spaces.
b) Design/Build for the efficient integration of solar modules for a total of nine
(9) individually metered low-income housing units located throughout the
three (3) buildings located on the site.
c) Design/Build for the efficient integration of solar modules for the common
areas of this facility to be run through three (3) meters, one located in each
of the three (3) buildings located at the site.
6) Carport Structure Details:
a) Cantilevered design
b) Provide nine (9'-0") feet of clearance to bottom of structure from top of slab
of buildings A & B
c) Metal construction/ materials
d) Completely finished and weather proofed
e) Support columns size and spacing shall be determined by the Design/Build
Contractor
f) Fully engineered as required by the City of Palm Desert.
g) Carport structures should be raked at least five (5) degrees upwards
towards the center of the drive
h) Carports without solar panels should be of like design
i) Consideration will be given for overall carport structure, innovation, and
design
7) All Photovoltaic Systems Shall Include the Following:
a) Turnkey furnished.
b) Provide complete installations for all photovoltaic systems and components,
which fit the description determined by the City of Palm Desert Housing
Authority, complete with all engineering and permitting that is required.
c) Obtain field reviews, utility maps, and records for the project area to locate
all surface utilities that are impacted by the project. The Design/Build
Contractor shall assist the City with the coordination of any utility relocation,
which may be required.
d) Provide complete system drawings including single line and whole site
photovoltaic systems, using polycrystalline or monocrystalline photovoltaic
modules, electrical map indicating carport solar plots, and corresponding
meters being served.
e) Photovoltaic systems should be designed and oriented to produce
maximum system performance while providing adequate shading for
vehicles.
f) Provide California Energy Commissions rebate administration for low-
income housing units, which qualify for the additional rebates.
g) Provide required warranty and support for photovoltaic systems installed in
California and obtaining rebates from the California Energy Commissions.
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h) Provide project manager or lead contact person for a single point of contact
for the current building contractor. Integration and assistance between the
two is important in the construction of the carport structure and photovoltaic
systems installation.
i) Provide installation and construction schedule for phases of installation
including milestones and payment schedules.
j) Describe and provide photovoltaic system monitoring which might be
available which will help the city in quantifying its efforts to reduce energy
consumption.
k) Provide projected output and amount of time in return on investment for all
systems installed.
I) Provide cleaning and maintenance contact, service contract, and estimate if
any is offered.
8) Apartment Complex Electrical Data:
a) The complex receives 230 Volt, 3-phase electrical service.
b) The housing units and common areas have single-phase 110/220 volt.
c) Each housing unit has 100 amp service panel
(1) 3,000 watts (ac) (+/- 5%) for each unit, total nine (9) units
d) House meters on Buildings A & B have 100 amp service panels
(1) 4,500 watts (ac) (+/- 5%) each, total two (2) meters for common
areas
e) House meter on Building C has 200 amp service panel
(1) 13,500 watts (ac) (+/- 5%), one (1) meter for common areas
9) Project Schedule:
a) Work will be performed during the calendar year of 2006 and be completed
within ninety (90) calendar days from issuance of Notice to Proceed. The
initial construction of the carport structure work is to be done within sixty
(60) calendar days to allow for continued progress of work on the main
parking lot. The remaining thirty (30) calendar days should be designated to
construct the photovoltaic solar arrays and any final items of completion. It
is important to construct the carport structure in a timely manner to allow
work under other contracts to move forward.
10)Project Requirements:
a) Special conditions: Field verify all existing conditions before submitting
bids, and notify the Palm Desert Housing Authority of any discrepancies.
The submission of a bid shall be taken as evidence that such examinations
have been made and difficulties, if any, noted. Later claims for labor, work,
materials, or equipment required for any difficulties encountered, which
could have been foreseen, shall not be recognized. The contractor at no
additional expense to the Owner shall properly address all such difficulties.
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b) Regulations, Codes, Permits and Inspections: Perform all work specified
herein in conformance with applicable regulation and codes of the various
departments of the local and state authorities, including any seismic
requirements. If any work specified herein conflicts in any way with any
such regulation or code, the Contractor shall notify the Owner of same,
before submission of bids.
c) Workmanship: All work is to be installed by competent trades people in
their respective fields. At all times, the installation is to be under the
supervision of a supervisor who is thoroughly familiar with all portions of the
installation. All work is to be accomplished in a finished and workmanlike
manner in accordance with acceptable best standards of trade.
d) Coordination: Coordinate all work with the Owner and Owner's separate
contractors in order to avoid delays in proper installation and completion of
work. The Contractor shall endure any cost for extra work or materials
resulting from the lack of coordination of work performed.
e) Cutting, Patching, Repairing: Perform all cutting, chipping, drilling,
patching, and repairing necessary for the proper installation of all work as
specified herein. Replace or repair all materials to their original appearance
and condition. All repairs shall be made acceptable to the Owner's
Representative.
f) Protection of Property and Work: Restore to its original condition, without
additional cost, any of the adjacent property that becomes damaged due to
installation of the work or negligence of the Contractor.
g)
Protect work at all times from danger of breakage, dirt, foreign materials,
etc., and replace or repair all work so damaged. Use every precaution to
protect the work of others and be responsible for all damage to other work
Cleaning: Keep the premises free from accumulation of waste materials or
debris caused by the execution of the work. At the completion of the work
each day, remove all surplus materials, tools, etc., and leave the premises
"broom clean".
h) Tests and Adjustments: Perform all tests as specified and/or as required
under rules and regulations of authorities having jurisdiction.
i) Discovery of Non -Functioning Equipment: The Contractor shall notify
the Owner whenever existing equipment, fixtures, controls, devices, etc. are
found to be in need of repair. The Owner shall then determine authorization
of repair work to be done.
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j)
Utility Rebates: Southern California Edison and the state offers rebates for
properties this project contains. The Contractor shall coordinate actual
materials selection with the utility and state to ensure rebate incentive
eligibility. Rebates shall be payable to the Palm Desert Redevelopment
Agency.
k) Guarantee: The Contractor shall guarantee this work and make good
without cost to the Owner any defects in equipment, materials, or
workmanship which may develop within the period of one (1) year from the
recorded date of completion and acceptance thereof. The Contractor shall
provide assistance in trouble -shooting any problems that develop in relation
to the retrofit work. The guarantee shall cover all costs of the material and
labor to repair all work and bring the installation to satisfactory operation as
determined by the Owner. Include specific material warranties as provided
by manufacturer.
11)Bonds:
a) The Design/Build Contractor will be required to provide a Payment Bond
and a Faithful Performance Bond, each in an amount equal to one -hundred
(100%) percent of the contract price.
12)Contract Documents:
a) The form of the Design/Build contract to be executed by the Design/Build
contractor and the Palm Desert Housing Authority is attached to this RFP.
The requirements contained therein are hereby made a part of this request
for proposals.
Section 5: Proposal
Four (4) copies of the Proposal are to be submitted in response to this RFP.
Proposals failing to provide sufficient information and assurances of performance
to accurately assess each category of the required services and failing to comply
with requirements and conditions of the RFP will not be given further
consideration. The proposal shall be in the form of Attachment 1, Bid Schedule,
with such supporting pages as may be required.
1. A statement of qualifications applicable to this project including the names,
qualifications, proposed duties of the Design/Build Contractor including any
Subcontractors to be assigned this project, a listing of recent similar projects
completed within the past two (2) years including the names, titles, addresses,
and telephone numbers of the appropriate persons whom the Owner could
contact.
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2. A statement indicating that the Design/Build contractor has visited the site and
familiarized him/herself with all of the existing conditions that may impact the
work. The name and title of the individual who visited the site are to be
included in the proposal.
3. A schedule identifying all pertinent tasks, the time required to complete each
task, and the tentative completion date of each task.
4. An itemized cost breakdown for the work described herein, as well as a
proposed cost to benefit assessment of proposed photovoltaic solar arrays
system including all components.
5. Clear, concise, and complete plans including but not limited to:
Site Plan
Elevations and/ or Perspectives (preprinted brochures or literature for
prefabricated carport structures are acceptable)
Lighting/ Electrical Plan
Material Specifications
Section 6: Selection Process
The proposal submitted by the Design/Build Contractor is required to include all
items contained in the RFP with respect to the services to be provided for the
project, scope of work described, and information to be included in the proposal.
Upon review of the proposals, the city may interview the highest ranked
Design/Build Contractor. The final ranking will be on the basis of points assigned
to each of the following criteria:
1. Proposed Design of Carport Structure/Photovoltaic Solar Arrays including
both form and function (35 points available)
2. Lump Sum Amount Bid for the Work (30 points available)
3. Firm History, Experience, and Qualifications (20 points available),
including Demonstrated Record of Success on Previous Projects within the
Coachella Valley within the Past Three (3) Years
4. Design/Build Contractor's Proposed Cost to Benefit Assessment of
Proposed Photovoltaic Solar Arrays System Including All Components (15
points available)
A committee will review each proposal and evaluate them based upon the criteria
described above, and will rank the proposals based upon a weighted scoring
system. The committee will recommend to the Palm Desert Housing Authority that
the top -ranked, responsive proposal from a responsible bidder be awarded the
Design/Build Contract.
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Section 7: Compensation
This work is to be performed for a "Lump Sum Amount." The Design/Build
Contractor shall invoice the Authority monthly on a percent complete basis. The
Authority will retain ten (10%) percent of each progress payment as security for
completion of the balance of the work.
Section 8: Right to Reiect All Proposals
The Palm Desert Housing Authority reserves the right to reject any or all submitted
proposals and no representation is made that any contract will be awarded
pursuant to this RFP. All costs incurred in the preparation of the proposal, in the
submission of additional information and/or in any other aspect of the proposal
prior to the award of a written contract will be borne by the respondent. The Owner
will provide only the staff assistance and documentation specifically referred to
herein, and will not be responsible for any other cost or obligation that may be
incurred by the respondent. All proposals submitted to the Palm Desert Housing
Authority shall become the property of the Palm Desert Housing
Authority.
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