NOTICE TO BIDDERS - RFP- PROCUREMENT and INSTALLATION OF SOLAR ENERGY SYSTEMS

https://www.pauldingcountycommissioners.com/wp-content/uploads/2025/11/RFP-Bid-Solar-Project.pdf

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https://www.pauldingcountycommissioners.com/wp-content/uploads/2025/11/PV-Electrical-McDonald-Pike-8.5.25.pdf

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Paulding County, Ohio

Request for Proposal (RFP)

Procurement and Installation of Solar Energy Systems

1.     Introduction

Paulding County, Ohio (“County”) is soliciting proposals from qualified solar energy developers and EPC contractors to procure and install photovoltaic (PV) solar energy systems at multiple County-owned facilities. Engineering is 30% complete. The drawings we will be providing are not stamped nor ready for construction. The chosen EPC will need to complete the engineering for permitting and construction. These drawings are to get competitive quotes, provide guidance for moving forward, and utility interconnection. Utility interconnection approvals are complete. The selected contractor will be responsible for constructing the systems exactly per the provided design documents while meeting all applicable federal, state, and local requirements, including environmental and safety regulations. The project is funded in part through programs that require compliance with Buy American requirements where applicable.

2.     Project Overview

The County intends to install solar PV systems at the following facilities:

Facility	Address	System Size (kW DC)	Racking Type
Jail	500 E Perry St, Paulding, OH 45879	425	Ground-mount with adjustable Sinclair racking
McDonald Pike Building	451 McDonald Pike, Paulding, OH 45879	70	Ground-mount with adjustable Sinclair racking

Total Aggregate Size: 490 kW DC

Grid Interconnection: AEP Ohio

3.     Scope of Work

3.1 Procurement

• Supply of Tier 1 solar PV modules, inverters, adjustable Sinclair racking (where applicable), wiring, and BOS components.
• Buy American Requirements: All iron, steel, manufactured goods, and construction materials used in the project must be produced in the United States, unless an exception is granted in writing by the County based on approved waivers.
• Maintain documentation to verify country of origin for all applicable materials and equipment.

3.2 Construction & Installation

• Mobilization, site preparation, and installation of PV systems per provided design documents.
• Electrical interconnection to the AEP Ohio utility grid.
• Commissioning and acceptance testing.
• As-built drawings and O&M manuals.

3.3 Permitting & Compliance • NEPA compliance documentation.

• SHPO clearance if applicable.
• EPA & Ohio EPA standards.
• OSHA standards. • NFPA 70 / NEC.
• Local building/electrical codes.
• SWPPP if required.

4.     Warranty Requirements

• PV Modules: 25-year performance warranty (≥80% of nameplate at year 25).
• Inverters: Minimum 10-year warranty, extendable to 20 years.
• Workmanship: Minimum 2-year installation warranty.
• Warranties must be transferable at no cost.
• Include warranty provider info in proposal.

5.     Insurance & Bonding Requirements

• Performance Bond: 100% of contract value.
• Payment Bond: 100% of contract value.
• Insurance Minimums:
  
  • $1M general liability per occurrence / $2M aggregate.
  • $1M workers’ compensation.
  • $1M auto liability.
• Builder’s risk insurance covering materials onsite until final acceptance.
• Proof required before Notice to Proceed.

6.     Proposal Requirements

1. Cover Letter
2. Company Profile
3. Project Team
4. Experience
5. Project Schedule
6. Financial Proposal
7. Warranty & O&M
8. Compliance Statement

7.     Evaluation Criteria

• Experience & Qualifications (30%)
• Cost Competitiveness (30%)
• Project Schedule (20%)
• Regulatory & Environmental Compliance (20%)

8.     Appendices

• Appendix A: 30% drawing
• Appendix B: Buy American compliance checklist

9.          Appendix B – Buy American Compliance Checklist

1. Purpose: Ensure all covered materials are U.S.-produced unless waiver approved.
2. Requirements: All covered products mined, produced, or manufactured in the U.S.
3. Covered Materials: PV modules, racking, inverters, wiring, conduit, fasteners, concrete/rebar, canopies.
4. Proof of Origin: Manufacturer certificate, product description, U.S. location, supporting docs.
5. Waivers: Granted for non-availability, unreasonable cost (>25%), or public interest.
6. Verification: Maintain records for 5 years, County may audit, final payment contingent on approval.
7. Submission Checklist: Product list, certificates, invoices, waivers, compliance summary.

10.            Submission Instructions

Bids will be accepted at the Paulding County Commissioners’ Office, located at 451 McDonald Pike, Suite E, Paulding, OH 45879, or via email to heather@pcohio.us until 9:00 a.m. (local time) on Monday, November 17, 2025. At that time, all received bids will be opened publicly and read aloud. Bids submitted after 9:00 a.m. will be returned unopened.

The Paulding County Board of Commissioners reserves the right to reject every bid/proposal and to waive informalities, irregularities, and errors in the bidding to the extent permitted by law. The County reserves the right to purchase material from the most economical source. Location of material and job site, as well as any other pertinent factors, will be taken into consideration. No bidder may withdraw their bid within 60 days after the actual date of bid opening.

END OF ADVERTISEMENT TO BIDDERS

HEATHER BARNHOUSE, CLERK

BY ORDER BOARD OF

COUNTY COMMISSIONERS

PAULDING COUNTY, OHIO

MIKE WEIBLE

MARK HOLTSBERRY

LISA McCLURE