MARCIA A. LECLERC
TOWN OF EAST HARTFORD
740 Main Street
East Hartford, Connecticut 06108
FAX (860) 282-4857
TOWN OF EAST HARTFORD, CT
INVITATION TO BID
RE: R.F.P. – Solar Power and Services (Power Purchase Agreement)
Proposals will be received at the Office of the Purchasing Agent, Town Hall,
740 Main Street, East Hartford, Connecticut, 06108 until Tuesday, August 18, 2020 at
11:00 a.m. at which time they will be publicly opened and recorded.
Information and Specifications are available on the Town of East Hartford bid’s website
The right is reserved to reject any or all bids when such action is deemed to be in the best
interest of the Town of East Hartford, Connecticut
Michelle A. Enman
TOWN OF EAST HARTFORD, CT.
STANDARD INSTRUCTIONS FOR PROPOSAL
1. Sealed proposals will be received by the Purchasing Agent until the date and time
specified on the title sheet. Proposals received later than the date and time specified will not
be considered and will be returned unopened. Proposals will not be accepted via fax or e-
2. All proposals will be opened and recorded and are subject to public inspection. Due to Covid
Restrictions, firms may not be present or be represented at openings.
3. Municipalities are exempt from any sales, excise or federal taxes. Fees must be exclusive of
taxes and will be so construed.
4. The Town of East Hartford reserves the right to reject any or all proposals or any part of any
or all proposals and to waive any informality when such action is in the best interest of the
town and also reserves the right to extend an awarded proposal by mutual consent and negotiate
any terms, conditions and prices if it is in the best interest of the town.
5. Firms should familiarize themselves with the items and/or conditions set forth in the Request
for Proposal specifications. Failure to be informed will not be accepted as an excuse from
fulfillment of the requirements.
6. In case of an error in the extension or addition of prices, the unit price will govern. The Town
will not be subject to any price increases after an award if not part of the original proposal
7. For professional services - a selected town committee will evaluate all responses and make a
recommendation to the Mayor. If deemed necessary by the committee, an interview may be
required as part of the selection process.
8. Please include a corporate resolution with your submittal. Sample formats for
Corporations and Professional Corporations, Limited Liability Company and Partnerships
(including Limited Partnership and Limited Liability Partnership) are attached in this packet.
9. Per Town Ordinance Sec. 10-10 (d): The Town shall not award a bid to any bidder who owes
a delinquent tax to the Town. Bidders certify by virtue of their signature on the bid sheet that
neither the bidder nor any business or corporation in which the bidder owns and interest is
delinquent in tax obligations to the town.
10. The bidding entity is required to provide evidence from the Connecticut Secretary of State that
they are in good standing and qualified to conduct business in the State of Connecticut.
Request for Proposals
EAST HARTFORD SENIOR CENTER
The Town of East Hartford, Connecticut requests Lease proposals for Solar Power and Services (a
Power Purchase Agreement) from Energy Providers at the New Senior Center project, 15 Milbrook
Road, East Hartford, CT based upon the attached Scope of Work prepared by the Owner’s Consultant.
The building is under renovation at this time and will be ready for occupancy in late November 2020.
Each bidder must submit a comprehensive proposal including full responsibility for Finance, Design,
Permitting, Installation, and Maintenance of a roof top Solar installation.
Term: A period of 25 years including all accessories and labor required to maintain a complete and
Capacity: In the range of 100 kWh (AC)
Start of Term: The Owner requests that the system be completed and operational by 12.1.20.
Responses shall indicate the capacity and tentative panel layout of the proposed system.
Proposals shall identify all parties that make up the Offer including finance, design, installation, and
The successful vendor will be required to coordinate the requirements of the Solar Panel system with the
Owner and the design and construction team of Christopher Williams Architects, Newfield Construction,
and their consultants and subcontractors.
Responses should include a production guaranty and a description of the penalty that would apply should
said guaranty not be met.
Responders shall provide a performance guarantee covering removal of the solar panels at end of term or
default by bidder.
The new East Hartford Senior Center is being constructed as an adaptive re-use of a former church. The
19,000 square foot single story building has two large low slope roofs with new EDPM membrane
installed, ready for the solar panel arrays.
The solar panels shall not infringe upon roof drains, skylights, HVAC equipment, plumbing vents, or
other pertinent building elements.
The high-bay volume below each roof will accommodate internal wiring conduit from the panels to the
Offerer’s internal system components.
The main Electrical Room is in a partial basement area.
The building will have a new gas-fired generator to be coordinated into the system.
The Offerer may submit their proposal in any format they wish, provided the key terms of the offer are
The Offer should indicate any initial or ongoing costs to the Owner other than payment for the electricity
The Offer shall indicate the size and capacity of the proposed solar panel array and the anticipated power
output. The roof areas labled #1 and #3 are available to the Offerer.
The Offer shall indicate the anticipated payment schedule based upon a power rate expressed per KwH.
The Offer shall include a Draft Power Purchase Agreement contract for Owner’s legal review clearly
identifying the legal name of the entity entering into the PPA.
The Offerer shall provide all work required to coordinate and execute documents with all permitting
authorities and utility companies.
The Offerer shall provide any company background information deemed relevant to the Town’s bid
Firms must maintain a physical place of business within 75 Miles of East Hartford, CT.
Responses to this RFP should be mailed via USPS, Fed Ex or UPS to Michelle Enman, Purchasing Agent,
Town of East Hartford, Purchasing Department, 740 Main Street, East Hartford, CT 06108 no later than
11:00 a.m. on Tuesday, August 18, 2020. Due to Covid restrictions, Drop-off proposals will not be
accepted. Please include one (1) original, three (3) copies and one (1) electronic copy.
Please direct any questions to Michelle Enman, Purchasing Agent at firstname.lastname@example.org
End of RFP
TOWN OF EAST HARTFORD, CONNECTICUT
INDEMNIFICATION AND INSURANCE REQUIREMENTS
CONSTRUCTION, PROFESSIONAL OR LABOR SERVICE
NOTE: CERTIFICATE OF INSURANCE WILL ONLY BE REQUIRED OF THE AWARDED BIDDER
THE AWARDED BIDDER WILL BE REQUIRED TO AGREE TO THE FOLLOWING
To the fullest extent permitted by law, THE AWARDED BIDDER agrees on behalf of itself and its
successors and assigns, covenants and agrees at its sole cost and expense, to protect, defend, indemnify,
release and hold the Town of East Hartford, its agents, servants, officials, employees, volunteers and
members of its boards and commissions (Collectively the “Town of East Hartford”), harmless from and
against any and all Losses (defined below) imposed upon or incurred by or asserted against the Town
of East Hartford by reason of bodily injury, personal injury, death, or property damage of whatsoever
kind or nature, to any individuals or parties (including, but not limited to the Town of East Hartford,
the Awarded Bidder, or any other third party) arising out of or resulting from, or alleged to arise out of
or arise from Awarded Bidder’s performance of its work under the contract, but only to the extent such
Losses are attributable to the negligent or intentional act, error or omission of the Awarded Bidder or
any person or organization employed or engaged by Awarded Bidder to perform all or any part of the
contract. The term “Losses” includes any losses, damages, costs, fees, expenses, claims, suits,
judgments, awards, liabilities (including, but not limited to, strict liabilities), obligations, debts, fines,
penalties, charges, amounts paid in settlement, foreseeable and unforeseeable consequential damages,
litigation costs, attorneys’ fees, expert’s fees, and investigation costs, of whatever kind or nature, and
whether or not incurred in connection with any judicial or administrative proceedings, actions, claims,
suits, judgments or awards.
Upon written request by the Town of East Hartford, the Awarded Bidder shall defend and provide legal
representation to the Town of East Hartford with respect to any of the matters referenced above.
Notwithstanding the foregoing, the Town of East Hartford may, in its sole and absolute discretion,
engage its own attorneys and other professionals to defend or assist it with respect to such matters and,
at the option of the Town of East Hartford, its attorneys shall control the resolution of such matters.
Upon demand, the Awarded Bidder shall pay or, in the sole and absolute discretion of the Town of East
Hartford, reimburse, the Town of East Hartford for the payment of reasonable fees and disbursements
of attorneys and other professionals in connection with this contract.
THE TOWN OF EAST HARTFORD WILL NOT AGREE TO INDEMNIFY THE AWARDED
BIDDER; SUBCONTRACTOR(S); OR INDEPENDENT CONTRACTOR
1. GENERAL REQUIREMENTS
The AWARDED BIDDER shall be responsible for maintaining insurance coverage in force for the life
of this contract of the kinds and adequate amounts to secure all of the AWARDED BIDDERS’s
obligations under this contract with an insurance company(ies) with an AM Best Rating of A-VII or