VILLAGE OF MONTOUR FALLS REQUEST FOR PROPOSAL

BID INFORMATION

Bid Number: RFP 2-25 NYSERDA CEC Solar Arrays Design-Build

Bid Description: Village of Montour Design - Build Construction Services for an approximately 100kW Solar Array, Solar Array Service Agreement, and Solar decommissioning plan at the end of the Solar Panel effective life.

Project Number: 234388

RFP Contact: Emily Byers, Village Clerk; clerk@villageofmontourfalls.com

The Village of Montour is soliciting and accepting proposals from interested and qualified firms for providing design-build construction services for the NYSERDA CEC Solar Arrays (hereafter referred to as the PROJECT) in accordance with sound and currently accepted scientific standards and engineering practices. The funding source of this project is supplied in part through the New York State Energy Research and Development Authority (NYSERDA) Clean Energy Communities (CEC) program.

Sealed proposals will be accepted at the Village of Montour physically located at 408 West Main Street, Montour Falls, NY 14865 or by mail at P.O. Box 812 Montour Falls, NY 14865, on or before Monday, July 21, 2025, at 12pm, at which time the proposals will be opened publicly and read aloud.

Additional Proposal information may be obtained by emailing Emily Byers at clerk@villageofmontourfalls.com. All questions must be submitted by Monday, July 7, 2025. Answers will be provided by Monday, July 14, 2025. All questions and answers will be placed on the Village homepage for vendor review.

The Village of Montour reserves the right to reject any or all proposals and to waive any or all informalities or irregularities in any proposal. The Village reserves the right to award as it deems in the best interest of the Village of Montour. No proposal may be withdrawn after opening.

PROJECT INFORMATION

A. Scope: In accordance with the terms and conditions of the Contracts, the Design-Build Contractor (DBC) shall perform the work of this project for the Village of Montour as described below.

The DBC shall comply with all general and special Federal, State, municipal and local laws, ordinances, permitting, rules and regulations, and New York State Executive Orders in effect during the contract term, if any, that may in any way affect the performance of this project.

The Design-Build Team is responsible for providing all design and construction services required for the project inclusive of, but not limited to, the following: architectural, electrical, structural, mechanical, plumbing, and any other required specialty. The selected contractor will also provide a service and maintenance agreement for a minimum five years and a solar decommissioning plan.

B. Location: This project is located at 270 North Seneca Street, Montour Falls, NY 14865

C. Project Description: Village of Montour Design Build Contract for an approximately 100 kW Solar Photovoltaic Arrays at the Pump House as part of the New York State Energy Research and Development Authority (NYSERDA) Clean Energy Communities program. The village will select the desired concept and work with the selected Design-Build Contractor to finalize the design. The Village will oversee completion of the solar array construction. The Solar installer will also include a minimum five year maintenance cost and a solar decommission plan. All project components must be completed in compliance with local and state regulations.

D. Schedule

Please provide your anticipated schedule for the following:

• Kickoff – Scoping Meeting
• 30% Design Review
• 100% Design Review and Pre-Construction Meeting
• Permitting
• Construction
• As-Built Drawings
• Decommissioning Plan

E. General Requirements

• Land leases and power purchase agreements where the solar array(s) is owned by a third party are not eligible.
• The project shall have a Total Solar Resource Fraction (TSFR) of no less than 70 as per the approved Shading Report submitted with the NY-Sun Application.
• The project must participate in the NY-Sun program. The DB Contractor is to submit the application.
• Collaborate with the Clean Energy Coordinator to provide data to complete the Metrics Workbook reflecting the design and specifications of the Solar Array(s) to be constructed.
• Prevailing Wages are required on this project.

F. Description of Services

1. Executive Goals and Objectives: The Design-Build Contractor will discuss with the Village ideas concerning factors that will contribute to the final project. This discussion will include present and future solar array usage, budget, schedule, review and approval process, key areas of concern, and any other pertinent issues.
2. Project Concepts: The Design-Build Contractor will develop concepts to include: design and installation of solar photovoltaic array. The Design-Build Contractor will present the concepts to the village board and public to include estimated costs, schedule, and other pertinent information, listing the pros and cons of each concept.
3. Final Design: Based on the approved concept, the Design-Build Contractor will prepare final electronic, and hardcopy plans to be used for solar photovoltaic array construction and for team coordination.
4. Project Documents: The Design-Build Contractor will prepare the Construction Documents to be issued in final form in PDF and AutoCAD formats for the village's use.

These documents will include, but are not limited to: Cover Sheet, Specifications, Standards and Schedules, Architectural Plans, Electrical Plans, Structural Plans, Mechanical Plans, Plumbing Plans, and any other required specialty.

The Design-Build Contractor will meet with the client to review the Construction Documents for approval. This will occur before the submission for permit. The Design-Build Contractor will complete a Permit Set of documents showing all required information necessary to obtain a building permit in the Village of Montour. Provide the required number of signed and sealed plans required by the Village of Montour. Provide a final set of “For Construction” documents incorporating all Permit and Client comments and changes.

E. Service and Maintenance Agreement: The contractor will provide a minimum five year service and maintenance agreement to the village.

F. Decommissioning Plan: The contractor will develop a decommissioning plan with the village to include the cost, estimated useful life end date, and decommissioning process.

PROPOSAL DETAILS and REQUIREMENTS

Proposals must include:

• Title Page – Legal name of the proposer, address, telephone number, year firm was established, type of firm, and date of submittal
• Purpose – Brief statement of the proposer's philosophy, interests, and goals for the project.
• Firm – Brief description of the firm including the proposed Project Manager, proposed Project Principal, support team and sub-consultants.
• Similar Projects – List at least three similar or comparable projects completed by the Consultant firm for non-profit organizations and public agencies with project contact information. Include resumes of all project team members.
• Scope of Work and Strategy – Briefly outlines the consultant's proposed methodology and strategy. The scope of work should be divided into various phases proposed to accomplish the project, with itemization of tasks required to accomplish the proposed scope and proposed deliverables for each task. Include estimated number of meetings and estimated number of hours needed for each task.
• Cost Effectiveness – The Contractor's submission should include proposed compensation and billing rates and terms and include an estimate for reimbursable expenses. State any exclusions, assumptions, or qualifications to the proposal.
• Expenses – State any exclusions, assumptions, or qualifications to the proposal. Negotiation on fee structure may be part of the selection process.
• Financial Stability – Statement regarding firm's ability to meet cash flow needs and maintain service levels and deliverables schedule if payment cycle is 60 days behind performance of service.
• Schedule – Proposed schedule for completion of tasks identified. References with Project Administrator Firms should have extensive references, deliverables timeline.
• Proof of insurance - Commercial general liability insurance for bodily injury liability, including death, and property damage liability, incurred in connection with the performance of this Agreement, with minimum limits of $1,000,000 in respect of claims arising out of personal injury or sickness or death of any one person, $1,000,000 in respect of claims arising out of personal injury, sickness or death in any one accident or disaster, and $1,000,000 in respect of claims arising out of property damage in any one accident or disaster; and Workers Compensation, Employers Liability, and Disability Benefits as required by New York State.
• One copy in hardcover and PDF

Project Name & RFP Number must be included on ALL documentation

This project is funded in part by a grant from the NYSERDA Clean Energy Communities program. All bids must be completed in compliance with the NYSERDA CEC and the NYSERDA's Code of Conduct for Contractors, Consultants, and Vendors.

Although there is no MWBE goal requirement on this project, The Village of Montour has been and will continue to be an equal opportunity organization. All qualified Minority and Women-Owned Business Enterprise (MWBE) suppliers, contractors and/or businesses will be afforded equal opportunity without discrimination because of race, religion, national origin, sex, age, disability, sexual preference or Vietnam Era Veterans status.

Information on the availability of New York State subcontractors and suppliers is available from:

NYS Department of Economic Development
Division for Small Business
625 Broadway
Albany, New York 12207

Telephone: 518-292-5200

Fax: 518-292-5884

http://www.esd.ny.gov

A directory of certified minority and women-owned business enterprises is available from:

NYS Department of Economic Development
Division of Minority and Women's Business Development
625 Broadway
Albany, New York 12207

Telephone: 518-292-5200

Fax: 518-292-5803

http://www.empire.state.ny.us

The Contractor and all Subcontractors must have a written sexual harassment prevention policy addressing sexual harassment in the workplace and must provide annual sexual harassment training to all employees.

NOTICE TO CONTRACTORS, SUBCONTRACTORS, SUPPLIERS AND VENDORS

This project is funded in part by a grant from the NYSERDA Clean Energy Communities program. All bids must be completed in compliance with the NYSERDA CEC. All contracts and subcontracts for the project are subject to the terms of the State of New York Contract for Grants (SNYCG) -- Standard Terms and Conditions, which can be found online at https://grantsmanagement.ny.gov/state-agency-resources, Appendix A (A), Attachment A-1 (A1) and Attachment A-2 (A2), attached hereto. If any other funding sources are involved in the project, the grantee is responsible for compliance with the program requirements for those funding sources.

Note particularly the following requirements:

• The State's right to review and approve every subcontract in excess of $100,000. SNYCG III (B)(2)
• The requirement that subcontracts contain provisions specifying (1) that work accord with the terms of the State of New York Contract for Grants, (2) that nothing in the subcontract will impair the rights of the State under the State of New York Contract for Grants, and (3) that nothing in the subcontract, nor under the State of New York

Contract for Grants creates any contractual relationship between the subcontractor and the State. SNYCG III (B)(2)

• Contractor's responsibility to submit vendor responsibility information to the State, including a Vendor Responsibility Questionnaire for subcontracts that equal or exceed $100,000. SNYCG III (B)(4)
• Non-discrimination requirements A(5) and A1(F)
• Equal Opportunity provisions, including a requirement that the following provisions be included in construction subcontracts in excess of $25,000:
  • The Contractor will not discriminate against employees or applicants for employment because of race, creed, color, national origin, sex, age, disability or marital status;
  • The Contractor will make and document its conscientious and active efforts to employ and utilize minority group members and women in its work force on State contracts;
  • The Contractor will undertake or continue existing programs of affirmative action to ensure that minority group members and women are afforded equal employment opportunities without discrimination. Affirmative action will mean recruitment, employment, job assignment, promotion, upgrading, demotion, transfer, layoff, or termination and rates of pay or other forms of compensation;
  • At the request of the State, the Contractor will request each employment agency, labor union, or authorized representative of workers with which it has a collective bargaining or other agreement or understanding, to furnish a written statement that such employment agency, labor union or representative will not discriminate on the basis of race, creed, color, national origin, sex, age, disability or marital status and that such union or representative will affirmatively cooperate in the implementation of the Contractor's obligations herein; and
  • The Contractor will state, in all solicitations or advertisements for employees, that, in the performance of the State contract, all qualified applicants will be afforded equal employment opportunities without discrimination because of race, creed, color, national origin, sex, age, disability or marital status. A(12) and A1(F)
• Wages and Hours Provisions A(6)
• New York State business requirement A(20)
• Worker's Compensation and Disability Benefits Insurance coverage SNYCG III (I) (L), A (4), A1(E)