Request for Proposal - CML 26-007 - Solar Photovoltaic System

COLUMBUS METROPOLITAN LIBRARY
Request for Proposal
Solar Photovoltaic System
Issue Date: April 16, 2026
RFP Number: CML #26-007
Issued by:
Procurement Department
96 S. Grant Ave.
Columbus, OH 43215
Deadline for Submittal:
May 11, 2026
No later than 12:00 NOON ET
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REQUEST FOR PROPOSAL COVER SHEET
The Columbus Metropolitan Library (CML or Library or Owner) is issuing this Request for Proposal (RFP)
for Solar Photovoltaic System. The RFP Identification Number is CML #26-007.
Proposals must be received by the Procurement staff at the Columbus Metropolitan Library via email to
procurement@columbuslibrary.org no later than 12:00 pm on May 11, 2026 ET. Any Proposals
("Proposals") arriving after 12:00 pm will be marked late and will receive no consideration for selection to
provide the specified services. The Library reserves the right to waive any defect or technicality in any
proposal received or to eliminate any firm that submits an incomplete or inadequate proposal or that is not
responsive to the requirements of the RFP.
All questions or requests for clarification must be submitted to in writing via email to
procurement@columbuslibrary.org no later than 5:00 pm, April 30, 2026. All questions will be answered in
the form of an addendum and posted on the "Doing Business With Us" webpage of the Library's website at
www.columbuslibrary.org/doing-business. Library responses will be posted on or before May 4, 2026.
Respondents are responsible for accessing, reviewing, and acknowledging any addenda in accordance with
this RFP prior to submitting a Proposal. CML shall not be held liable for technical or other issues or
obstructions.
The Respondent declares to have read and understood and agrees to be bound by all the instructions,
terms, conditions and specifications of this RFP and agrees to fulfill the requirements of any contract
(Contract) for which it is selected to provide the specified services at the prices proposed.
The Respondent certifies, by signature affixed to this Request for Proposal Cover Sheet, that the
information provided by it in response to the RFP, including certified statements, is accurate and
complete. By submitting a response to this Request for Proposal , the Proposer acknowledges that it
complies with applicable federal, state, and local laws and regulations.
Federal Taxpayer Identification Number (TIN)
Name of Person Signing the Proposal (Please print or type) Title
Proposer Name
Mailing address
City State ZIP
Telephone
Contact Person
E-mail address
Authorized Signature (Original signature or DocuSign accepted)
THIS FORM MUST BE SIGNED AND SUBMITTED WITH THE PROPOSAL.
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INTRODUCTION & REQUIREMENTS
SUMMARY
Columbus Metropolitan Library (CML) is soliciting proposals for one (1) solar
photovoltaic (PV) system to be set on the roof of a select CML owned facility (Project).
The proposal will provide cost and payback analysis for two (2) locations determined by
CML. One site will be selected for installation. The Project consists of designing and
building a turnkey and fully operational behind-the-meter rooftop solar PV system. A
kiosk connected to the data acquisition system will be mounted in each facility to
provide real-time energy production values for public viewing.
CML intends to self-finance and wholly own the PV system. A power purchase
agreement (PPA) is not being considered and proposals of such will not be considered.
The successful respondent will be required to provide operation and maintenance of the
entire solar electric system for one (1) year from start-up of the solar PV system, the
cost of which shall be included in the proposal. Proposers are asked to submit pricing to
provide operation and maintenance of the entire solar electric system for years two (2)
through five (5) of the solar PV system.
Respondents shall have demonstrated experience designing, planning, scheduling,
permitting and constructing complete solar PV systems, have relationships
with/knowledge of local utilities, provide project financial analysis and rebate support,
providing system monitoring and maintenance, and have established onsite safety
standards.
Proposers, either directly or through their subcontractor(s), must be able to provide all
products/services and meet all of the requirements contained in this solicitation and the
successful Proposer (the Contractor) shall remain responsible for Contract
performance, regardless of subcontractor participation in the work ("Work").
PROJECT PARAMETERS
Site Locations
1. Linden - 2223 Cleveland Ave., Columbus, OH 43211
2. Marion-Franklin - 2800 Lockbourne Rd., Columbus, OH 43207
Description of Site: Existing roof plans, site plan, electrical one lines and building
elevations are included as Appendix E.
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Description of Desired Solar System: Roof mount ballasted system with no roof
penetrations. The solar PV panel or module type shall be disclosed by the Proposer.
System sizing shall be designed to a nominal 50kW size system.
Inverters shall be Solar Edge brand and linked to CML's existing monitoring account.
Include inverter manufactures extended warranty of 20 years.
The Proposer shall calculate the existing roof's additional structural load allowance and
demonstrate that the proposed solar PV system installation will not exceed the roof
capacity.
The electrical interconnection will occur behind-the-meter. The proposer will work in
conjunction with the local utility provider, for net metering. AEP Ohio at Linden and City
of Columbus Division of Power at Marion-Franklin.
Proposer should coordinate with the roof installer/manufacturer to ensure that the
system to be installed will not adversely affect the roof's warranty. Provide such
assurances in writing.
Roof Installers:
Linden - Chemcote, (614)-792-2683
Marion-Franklin - Chemcote, (614)-792-2683
Electrical Rates: Linden electric generation is currently under contract with Direct
Energy Business through June 2028 billing cycle. Marion-Franklin electricity is supplied
by City of Columbus Division of Power.
When conducting financial analysis, use the current billing rates for the duration of the
contract. For future rates use an energy cost escalation rate of 2.5%. Current electric
bills are included as Appendix F.
Operation & Maintenance: The Proposer shall provide a solar PV system designed for a
30-year expected life span of service.
Prevailing Wage: This Project is subject to the prevailing wage requirements stipulated
by Chapter 4115 Wages And Hours On Public Works of the Ohio Revised Code.
1. Pay prevailing wages in accordance with Ohio Prevailing Wage Law.
2. The Contractor shall submit weekly certified payroll reports to the Authority's
Prevailing Wage Coordinator.
3. Provide all employees with wage notification forms and submit executed copies
to the Authority's Prevailing Wage Coordinator.
4. Otherwise, strictly comply with Ohio's Prevailing Wage Law.
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SCOPE OF WORK
Columbus Metropolitan Library (CML) is soliciting proposals from qualified solar
providers for one (1) solar photovoltaic (PV) system to be set on the roof of a select
CML owned facility (the Project). The proposal will provide cost and payback analysis
for two (2) locations determined by CML. One site will be selected for installation.
The goal of this RFP is to identify a solar partner with the necessary experience to
ensure a fully managed and well-executed process. The successful respondent will
have demonstrated experience financing, designing, planning, scheduling, permitting
and constructing, interconnection of solar PV systems. Proposer is responsible for all
permitting. Respondents must have worked with interconnection regulations, provide
project financial analysis and have established onsite safety standards.
Design Guidelines
Proposer should consider the following guidelines when designing the solar system,
nominally sized at 50 kW.
Roof-Mounted Solar
The proposer shall develop a design for a new solar PV system. It is the responsibility of
the proposer to assess site topography and applicable attributes to estimate costs
related to project installation. Proposer is responsible for securing the electrical and any
other permits necessary to install a ballasted roof-mounted solar PV system.
* Mounting system shall be ballasted on the surface without roof penetration.
Mounting system design needs to meet applicable local building code
requirements with respect to snow, wind, and earthquake load factors, as well as
setbacks.
* The Proposer shall calculate the additional structural load allowance of the
existing roof and demonstrate the proposed solar PV system installation will not
exceed the roof capacity.
* Solar PV arrays azimuth shall be designed to point in a direction and with such
tilt as to maximize kWh performance for the site.
* System layout shall meet local fire department, code and ordinance requirements
for roof access.
* System layout shall take into consideration maintenance access to roof mounted
equipment such as HVAC, condensers, windows, drains, exhaust vents, etc.
Solar PV System Components
Proposals shall provide evidence that the proposed technology and equipment would
meet or exceed all currently applicable and proposed safety and interconnection
standards. All equipment components must be listed or recognized by an appropriate
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safety laboratory (e.g., Underwriter's Laboratory [UL]) and meet existing facility
structural and fire safety requirements.
Solar PV modules shall be a commercial off-the-shelf product, shall be UL listed, and
shall be on the California List of Eligible Photovoltaic Modules
https://solarequipment.energy.ca.gov/Home/Index.
Solar PV modules shall have a 25-year limited warranty that modules will generate no
less than 80% of rated output under standard testing conditions (STC). Solar PV
modules that do not satisfy this warranty condition shall be replaced.
System wiring shall be installed in accordance with the provisions of the NEC 2017.
Inverters shall be commercial off-the-shelf product, listed to UL 1741 and IEEE 1547,
and shall be on the California List of Eligible Inverters
https://solarequipment.energy.ca.gov/Home/Index
The inverter(s) shall have at a minimum the following features:
* UL/ETL listed
* Peak efficiency of 96% or higher
* Inverters shall have operational indicators of performance and have built-in data
acquisition and remote monitoring.
The inverter(s) shall be capable of parallel operation with the existing AC power. Each
inverter(s) shall automatically synchronize its output waveform with that of the local
utility upon restoration of power.
System Monitoring
The system must be capable and connected to a monitor in the foyer that will show
building energy consumption and renewable energy production. The system should
display and analyze historical and live solar electricity generation data. Additionally, the
regularly collected data should reflect, but not be limited, to the following:
* Average and accumulated output (daily, monthly and annual kWh/kW and total
kWh)
* Air quality emissions averted (and real world equivalents conversion)
The system meters should be utility grade and tested for accuracy. Meters will be
calibrated if in error by more than 2%.
Code Specifications
All power generation equipment must be UL listed for its designed use. Construction
must comply with current adopted State Building Code, which includes: Ohio Building
Code (OBC 2017), National Electric Code (NEC 2017).
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Proposer Responsibilities
Proposer must meet the following requirements:
* The Proposer shall provide a complete and full functional installation, including
the furnishing, installation, supervision, commissioning, maintenance or repair
and operation of the solar PV system.
* The Proposer shall give notices, file plans, obtain permits and licenses, pay fees
and back charges, and obtain necessary approvals from authorities having
jurisdiction as required to perform work in accordance with all legal requirements
and with Specifications, Drawings, Addenda, and Change Orders. CML shall be
notified in advance of any submissions and be given reasonable opportunity to
review any documents submitted to any third party on behalf of CML.
* Proposer shall be responsible for any tax obligations related to the projects.
* At all times during performance of this contract, until the work is completed and
accepted, the Proposer shall directly superintend the work, and there must be a
NABCEP certified contractor on site when any installation work is being
conducted.
* The Proposer shall be responsible for all damages to persons or property that
occurs as a result of the Proposer's fault or negligence.
* The Proposer shall verify and accept existing roof conditions with CML prior to
installation. CML will review all roof details associated with the solar PV system,
and the manner in which the roofing manufacturer requires those details to be
executed to ensure warranty continuity.
* The Proposer shall at all times keep the work area, including storage areas,
clean and orderly. Any waste, excess material or packaging shall be removed
promptly and disposed or recycled properly.
* The Proposer is responsible for any damages to the existing roof systems and
interior/exterior building systems and finishes and is responsible for the prompt
repair of any damage to these systems, resulting from the work at the project at
no additional cost to CML.
OPERATION AND MAINTENANCE OF SYSTEM
The successful respondent will be required to provide operation and maintenance of the
entire solar electric system for one (1) year from start-up of the solar PV system.
Operations and maintenance services include:
* Cleaning inverter filters, if needed; look over all the solar PV modules, checking
for possible breakage of the module glass; assess and correct any wire
management issues, broken wire ties, and conduit repairs; clear any
accumulated leaf/stick or vegetation debris caught up in the ballasted racking
structures (i.e., clear roof drain paths); correct if any slip sheets are out of place
or missing; spot check solar PV modules are securely fastened onto the
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ballasted racks; and check ballast material (i.e. patio block) for deterioration; and
clean solar PV module glass, if necessary.
* Online monitoring
* The system meters should be tested for accuracy. Meters will be calibrated if in
error by more than 2%.
* Performance monitoring, notification, and troubleshooting - must notify CML of
an outage or decrease in system production.
* Corrective maintenance to mitigate any risk to the system or minimize down time.
* System Performance Reports that compares actual production to predicted
production.
* Preventative maintenance and inspections to identify and fix problems before
they occur, including infrared photography for hot spots, IV curve tracer tests (if
applicable), manufacturer recommended maintenance, hardware torque checks,
and other O&M measures.
DOCUMENTATION
The successful Proposer shall supply CML a digital set and two (2) hard copies of all
Component Product Data/Specification Sheets and Component Operation and
Maintenance manuals. The information shall be sufficient to evaluate and ensure
appropriate O&M is being completed over the life of the system. Examples of
components include solar PV modules, conduit, inverter, AC and DC disconnects, etc.
Project as-built drawings including detail locations of all components shall be submitted
within 30 days of system start-up.
WARRANTIES
The solar provider's standard system warranty coverage should cover modules,
inverter, racking and workmanship.
* Modules: 25-Year Power Output will generate no less than 80% of rated output
under standard testing conditions (STC). 10-Year Workmanship Limited
Warranty.
* Inverter: 20-Year Limited Warranty.
* Racking: 10-Year Limited Warranty.
* Workmanship: 1 Year Limited Warranty.
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PROPOSAL SUBMISSION INSTRUCTIONS
By submitting a Proposal, the Proposer acknowledges that they have reviewed and will
comply with all specifications and attachments included in the proposal documents. No
allowance may be made for any error or negligence of the Proposer.
PROPOSAL SUBMISSION REQUIREMENTS
1. Proposals must present a straightforward, concise description of the Proposer's
capabilities and provide sufficient information to demonstrate their ability to perform
all requirements of this RFP.
2. Proposals should prioritize adherence to RFP instructions, responsiveness to
requirements, completeness, and clarity, while minimizing extraneous marketing
materials.
3. All costs associated with preparing the Proposal are the sole responsibility of the
Proposer and may not be charged to the Library.
4. The Proposer must address all requirements in the RFP. All Proposals must be
emailed to procurement@columbuslibrary.org with the Proposal Identification
Number CML #26-007, the title, and the Proposer's name in both the email subject
line and file names.
5. Each Proposer must submit both a Technical Proposal and a Cost Proposal,
provided as two separate files, one for the Technical Proposal and one for the Cost
Proposal.
a) The Technical Proposal file must be clearly marked "CML #26-007 - Technical
Proposal".
b) The Cost Proposal package must be clearly marked "CML #26-007 - Cost
Proposal".
IMPORTANT: Technical Proposals must not contain cost or pricing information.
Technical Proposal Requirements:
To facilitate the comparison of Proposals, Technical Proposals shall be organized
into the following marked or tabbed sections:
1. Table of Contents listing all sections.
2. Optional - Executive-level summary of the proposed solution(s)
3. Cover Letter - The Proposer shall submit a cover letter on company letterhead
that includes the following:
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a) The signature of an individual authorized to legally bind the Proposer to the
scope of work and financial obligations outlined in the Proposal.
b) A statement confirming the Proposal will remain valid for 90 days.
c) A brief summary of the Proposal and the Proposer's qualifications to meet the
requirements of this RFP, including:
i) The names of individuals involved in preparing the Proposal and their
relationship with the Proposer.
ii) The name, address, and telephone number of the primary contact for
Proposal related inquiries.

4. Project Management, Staffing, and Firm Qualifications:
a) Statement of Firm Qualifications: Each Proposal shall include a Statement
of Firm Qualifications that describes the Proposer's experience, capabilities,
and organizational background. At a minimum, this section must include the
following:
i) A summary of the Proposer's qualifications, core competencies, and
specific capabilities relevant to the requested services, including a
description of products and services offered.
ii) A brief overview of the company, including its history, number of years in
business, ownership structure (public or private), size and organizational
composition, and approximate number of customers served.
iii) A description of the Proposer's geographic areas of operation, relevant
professional affiliations, and any alliances or strategic partnerships.
b) Project Overview ("Work Plan"): The Work Plan shall provide a detailed
explanation of how the Proposer will deliver all aspects of the Project. It must
clearly describe the approach for providing each required service identified in
this RFP, including, but not limited to, the Scope of Services.
c) Description of Services and Staffing ("Staffing Plan") and Equipment:
The Proposer shall submit a description of its proposed staffing and/or
equipment plan for the CML project. At a minimum, this section must include
the following:
i) A summary of the proposed project team, identifying each team member
assigned to the project, their role (by location, as applicable), and a brief
description of relevant experience, certifications, skills, and abilities.
ii) Disclosure of any publicly available adverse information within the five (5)
years preceding the Proposal due date, including, but not limited to,
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