Wind Turbine Monitoring and Maintenance Services Request for Proposal

CITY OF BETHEL
BETHEL, ALASKA
REQUEST FOR PROPOSALS
Wind Turbine Monitoring and Maintenance Services
RFP issued: September 9, 2026
Deadline for Questions/Protests: October 26th
Proposal Due Date, Time and Opening: October 26, 2026 3:00 P.M. Alaska Time
Proposal Opening Place: City Hall, 300 Chief Eddie Hoffman Highway, Bethel, Alaska 99559
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Section 1 - Introduction
A. Objective
The City of Bethel is requesting proposals from qualified firms or businesses to provide remote
monitoring, preventive maintenance, technical support, troubleshooting, and repair services for
the City's Northern Power(R) wind turbine located in Bethel, Alaska. The turbine is identified in
the City's current service agreement as serial number 00078. The City anticipates a contract for
three fiscal years (July 1 to June 30), subject to annual appropriation and the terms of the final
agreement.
The City seeks a qualified contractor that can provide reliable remote turbine monitoring while
also coordinating and performing the hands-on maintenance and repair services necessary to
keep the turbine safe, operational, and available. Proposers shall clearly identify the services
included in their annual fixed price and the rates and expenses that will apply to additional,
emergency, or unscheduled work.
B. Introduction
The City currently contracts for service and monitoring of a Northern Power(R) wind turbine. The
existing arrangement includes 24x7 remote monitoring, fault review and safe resets,
remote/phone support, turbine software and Remote Terminal Unit (RTU) support, and annual
maintenance by a qualified service provider. The City is issuing this solicitation to competitively
procure ongoing monitoring and maintenance services and to establish clear expectations for
service response, reporting, City access to operating information, preventive maintenance, and
repair support.www.cityofbethel.org
C. Background Information
The City of Bethel is a second-class city in which the City Manager is the principal administrator
with full signature authority. The City Manager reports to seven City Council members. The
Council elects the Mayor and Vice-Mayor from among its members. All council member
positions are volunteer positions.
The City of Bethel occupies approximately 44 square miles and is located about 75 miles inland
from the Bering Sea on the Kuskokwim River. Bethel is a regional hub for the Yukon-Kuskokwim
Delta. Access to Bethel is by air and seasonal barge; there is no road connection to the
statewide highway system. Proposers should account for rural Alaska travel, freight, weather,
and logistics when developing their service approach and pricing.
The City's turbine is a Northern Power(R) wind turbine, serial number 00078. Under the City's
current service arrangement, remote monitoring is performed through SmartView(R) or other
turbine monitoring software, and monitoring includes review of turbine operating conditions,
analysis of shutdown faults, clearing faults that may be safely reset, and notification when
intervention is required. The current arrangement also provides remote/phone support and
annual maintenance by a certified service provider.
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The City desires a service model that provides the City with timely information about turbine
condition and performance, prompt notice of shutdowns or developing problems, and a clear
path from remote diagnosis to on-site corrective work. The successful contractor shall
coordinate with designated City staff and shall document monitoring events, maintenance
performed, recommendations, parts needs, software changes, and unresolved conditions.
City staff will provide reasonable access to the turbine site, available operating information,
internet or communications access already maintained by the City, and a designated point of
contact. The successful contractor will be responsible for the technical expertise, monitoring,
service planning, qualified personnel, specialized tools, and documentation necessary to
perform the contracted services.
Tasks include, at a minimum: continuous remote monitoring and fault notification; safe remote
fault reset where appropriate; RTU and turbine software support and updates; remote
technical support; annual preventive maintenance and inspection; troubleshooting and repair
support; written reporting; coordination of parts, consumables, travel, lifts/cranes or other
specialty services when required; and emergency or unscheduled service as authorized by the
City.
Section 2 - Instructions to Respondent
Proposal Contents and Evaluation Criteria
A. Mandatory Elements
The following five items are mandatory elements of the proposal to be submitted by proposers.
These elements will be reviewed and scored by a City employee review committee.
1. Valid Licenses/Certifications and Experience
The Proposer must be able to operate a business within the State of Alaska and City of Bethel. A
City of Bethel business sales tax certificate may be obtained after contract award but must be in
hand prior to commencing work. The Proposer shall demonstrate the requisite technical skill,
turbine-specific expertise, safety qualifications, and experience necessary to monitor, maintain,
troubleshoot, and repair wind turbines. The proposal shall identify any manufacturer, model,
climbing, electrical, controls, or other certifications held by personnel who may perform the
work.
2. Cover Letter
A signed cover letter (1-2 pages) on company letterhead stating the proposer's understanding
of the work to be done, commitment to perform the work during the contract period, why the
firm believes it is best qualified, and a statement that the proposal is a firm and irrevocable
offer for the period stated in this RFP.
3. Safety Program and Technical Qualifications
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Submit a description of the respondent's safety program and applicable technician
qualifications. Identify procedures and certifications used for tower climbing, fall protection,
lockout/tagout, electrical work, rescue, and other turbine service hazards, as applicable.
Identify the firm's experience with Northern Power Systems equipment or explain how the firm
will obtain the technical access, software rights, parts, documentation, and qualified personnel
needed to service the City's turbine.
4. Standard Contracts
Submit a copy of all standard service agreements, monitoring agreements, engagement letters,
and contract templates the Proposer would request the City to execute for the work described
herein. Clearly identify any proprietary software, license, data-access, intellectual-property,
limitation-of-liability, venue, indemnification, or automatic-renewal terms proposed by the
Proposer.
5. Litigation
Provide information on the nature, magnitude, and outcome of all litigation and judicial or
quasi-judicial proceedings for the previous five years where a court or administrative agency
has ruled for or against you or your firm/organization in any matter related to you or your
firm/organization's professional activities. The City reserves the right to conduct additional
research concerning any Proposer. Write, "None" for this tab if this section does not apply to
your firm.
B. Proposal Contents / Evaluation
1. Understanding (10 pts.)
Cover Letter/Statement of Interest (not more than two pages). Introduce your firm/organization
and summarize key elements of the proposal to express your understanding of the proposal.
The letter must stipulate that the proposal price will be valid for a period of at least sixty (60)
days after the close of this RFP. An individual authorized to bind the Proposer must sign the
letter.
2. Proposer Qualifications and Services (40 pts.)
a. Describe the experience of your firm/organization in providing remote wind turbine
monitoring, preventive maintenance, troubleshooting, and repair services. Document at
least five years' experience by the Proposer with contracts similar in nature, or explain
equivalent experience that demonstrates the ability to perform the work.
b. Complete Signature and Verification Page (Attachment B).
c. Proposer Profile and History: (not more than one page). Provide a brief background of
the firm/organization. Describe the firm/organization's mission and basic philosophies as
they relate to the services under consideration. Provide the names, titles, and areas of
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responsibilities of the owners/partners.
d. Project Team
1) Designate the person to serve as your project manager and list the full names
and functional titles of all key personnel who will be part of the project.
2) Provide brief biographical information identifying the project manager's and key
personnel's technical background, certifications, work history, and past responsibilities
serving in similar turbine monitoring, maintenance, controls, electrical, mechanical, or
field-service roles.
e. Subcontractors. Provide a list of any proposed subcontractors the proposing
firm/organization may use under the terms of this contract. Identify the work each
subcontractor will perform, qualifications, location, and how the Proposer will ensure
response and performance requirements are met.
f. Client-Facing Monitoring and Reporting Tools: Describe and demonstrate, if available, any
dashboard, portal, automated alert system, or other client-facing tool the City could use to
monitor turbine operations and performance. Identify the information provided, reporting
and alert capabilities, user access, technical requirements, and all associated costs. If no
client-facing tool is available, explain how the City will be kept informed of turbine status and
service activity.
g. City Responsibilities: Describe the duties, access, communications, equipment, utilities,
internet connectivity, staff assistance, lifts/cranes, or other support the City must provide for
the Proposer to fulfill its assignments. Clearly distinguish included services from City-
provided or separately billed items.
3. Relevant Turbine Service Record (20 pts)
Provide at least three (3) descriptions of wind turbine monitoring, maintenance, or repair
engagements completed for other clients in the past five years. Preference will be given to
projects involving Northern Power Systems equipment, remote/rural sites, cold-climate
operation, municipal or utility clients, and combined remote monitoring plus field maintenance.
Include the following minimum information for each project:
a. Client/Community Name and State
b. Client contact name, phone number, and email (client may be contacted by City for
verification)
c. Project description, including turbine manufacturer/model, number of turbines, remote
monitoring services, maintenance responsibilities, and contract duration.
d. Results and service performance, including examples of fault response, preventive
maintenance, repairs, uptime/availability improvements, or other measurable outcomes,
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if available.
A comparable rotating-equipment monitoring and maintenance contract may be substituted for
one of the three descriptions if the Proposer demonstrates that the experience is directly
relevant to the City's turbine.
4. Cost (30 pts)
Submit a complete rate schedule for all employees and subcontractors available to perform the
work. Pricing shall clearly identify annual monitoring fees, annual preventive maintenance fees,
software/RTU support, maintenance kits or consumables, hourly rates for unscheduled or
emergency work, travel time, airfare, lodging, per diem, freight/shipping, parts markup, and
any charges for cranes, lifts, specialty contractors, communications, data usage, or other
excluded items. Each rate sheet shall state its effective period.
Directions: Apply your rate sheet to the service scenario below. Fill in the cost fields in the
table and calculate the total estimated cost your company would charge for the listed
services. This scenario is for proposal comparison only and does not guarantee quantities of
work.
Assume the City owns one Northern Power(R) wind turbine, serial number 00078, in Bethel,
Alaska. The City requires continuous remote monitoring, annual preventive maintenance, and
access to qualified technical support. Bethel is not connected to the Alaska road system. Travel
is generally by commercial air from Anchorage and may be affected by weather.
Provide pricing for one year of routine service plus the representative unscheduled support
activities listed below. Separately identify any assumptions, exclusions, or third-party costs.
Rate / Price Quantity Activity
Annual fixed fee 1 yr. 24x7 remote monitoring, fault analysis/notification, safe remote
resets, and routine monitoring reports.
Annual fixed fee 1 yr. RTU/turbine software support and updates included in proposed
service plan.
Annual fixed fee 1 visit Annual preventive maintenance visit, excluding separately identified
parts/consumables and travel.
$/hr. 4 hrs. Remote technical troubleshooting/support for an unscheduled
turbine shutdown.
$/hr. + travel 16 hrs. On-site technician labor for an unscheduled two-day repair visit in
Bethel.
Actual/allowance 1 trip Round-trip travel, lodging, per diem, local transportation, and other
travel expenses for the representative unscheduled visit.
Total estimated cost: $__________
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Proposal Submission
All proposals are due and must be received by the City on or before the date specified on the
front cover of this RFP. Each Respondent must submit one (1) proposal in hard copy form or by
email.
A. Hard Copy Submissions
Hard copy submissions will not be accepted.
B. Electronic Submissions
Proposals may be submitted by email. Proposals submitted electronically must be in either MS
Word format or PDF format and sent by email to Purchasing Agent at
purchasingagent@cityofbethel.net. The subject line of the email must read: Wind Turbine
Monitoring and Maintenance RFP. The City is not responsible for incomplete transmissions or
unsuccessful delivery by electronic means. The City will send an acknowledgment receipt of the
proposal.purchasingagent@cityofbethel.net
Proposal Terms
A. Questions or Clarifications
All questions regarding this RFP shall be submitted via email. Emailed questions and inquiries
will be accepted from prospective Respondents in accordance with the terms and conditions of
this RFP.
All questions shall be submitted by email to the purchasing agent at
purchasingagent@cityofbethel.net on or before the date and time deadline shown on the cover
sheet of this RFP. In the Subject line, please put "Wind Turbine Monitoring and Maintenance
RFP."purchasingagent@cityofbethel.net
B. Protests
Protests regarding any alleged improprieties or ambiguities in this request for proposals
document must be filed with the purchasing agent no later than the date and time shown on
cover page of this RFP. Information on how to file a protest can be found in section 4.20.270 of
the Bethel Municipal Code. The Code may be found on the City's website:
www.cityofbethel.org.
C. Addenda
All interpretations or corrections, as well as any additional RFP provisions that the City may
decide to include, will be made into an official addendum and posted on the City's website:
www.cityofbethel.org for all parties to download.
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It shall be the Respondent's responsibility to ensure that they have received all addenda before
submitting a proposal. Any addendum issued by the City shall become part of the RFP.
Each Respondent must, in its proposal, acknowledge receipt of all City addenda published, but
the failure of a Respondent to receive or acknowledge receipt of any addenda shall not relieve a
Respondent of the responsibility for complying with the terms thereof.
The City will be bound by written addenda, not by oral responses to inquiries.
D. Conflict of Interest
All City of Bethel employees and Bethel City Council members adhere to and follow a Conflict of
Interest Policy prohibiting them from directly or indirectly participating in procurement of a
contract, if the city employee or council member knows, or should reasonably know that:
1. The city employee or council member or any member of the city employee's family has
a financial interest pertaining to the anticipated contract.
2. Any other person, business, or organization with whom the city employee or council
member or any member of their immediate family is negotiating or has an
arrangement concerning prospective employment is involved in the procurement.
Violation of this policy by any Respondent is automatic grounds for disqualification of a
proposal and/or a breach of contract.
E. Inducement
All City of Bethel employees and Council Members adhere to and follow the Conflict of
Inducements Policy that prohibits gratuities or offers of employment in connection with a
decision, approval, disapproval, or recommendation regarding any matter which affects the City
or which the City is negotiating. Any attempt by a Respondent to violate this policy is automatic
grounds for disqualification of a proposal.
F. Non-Collusion
Evidence of collusion or other anticompetitive practices among Respondents shall be grounds
for disqualification.
G. Debarment
Submission of a Proposal in response to this RFP is certification that the Respondent is not
currently debarred, suspended, proposed for debarment, and/or declared ineligible or
voluntarily excluded from participation in any transaction by any State or Federal departments
or agency. Submission is also agreement that the City will be notified of any changes in this
status.
H. Local Preference
This Request for Proposals is eligible for local bidder preference as outlined in the Bethel
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Municipal Code (BMC), 4.20.060. Respondents claiming the preference for scoring purposes
must expressly state so in their proposal and must demonstrate full compliance with all of the
requirements set out in BMC 4.20.060.
I. Good Standing
According to the Bethel Municipal Code 4.20.070: "No procurement contract may be awarded
to a person, group, organization, or other entity that is delinquent in the payment or collection
of sales taxes, fees, charges, penalties, interest, or other amounts that are due and owing, or
otherwise obligated to the City, which is not remedied within ten (10) business days of notice to
the contractor." See Bethel Municipal Code on City website (www.cityofbethel.org).
J. Non-Discrimination
The City will not contract with any persons or entities that discriminate against employees or
applicants for any reason other than those related to job performance. All prospective
Respondents will comply with all Federal, State, and local laws and policies that prohibit
discrimination in the workplace. The City will not discriminate because of race, creed, religion,
color, national origin, ancestry, sex, sexual orientation, gender identity, age, marital status,
change in marital status, pregnancy, parenthood, disability status, genetic information, political
affiliation or status as a disabled veteran.
K. Withdrawal or Correction of Proposals
Proposals may be withdrawn by written notice prior to the submittal deadline. Corrections may
be made to proposals submitted if prior to the submittal deadline.
L. One Proposal Accepted
The City will only accept one (1) Proposal per Respondent, including its subsidiaries, affiliated
companies, organizations, or franchises.
M. Proposal Terms and Requirements
Proposals must be submitted by an official authorized to bind the Respondent. Fee structures
submitted with the Proposal must be valid for the first year of the contract. In succeeding years,
revised fee structures will be allowed only as provided in the final agreement and accepted by
the City.
N. Contract
Respondents selected to do business with the City of Bethel may be required to execute the
City's standard Professional Services Agreement with the City (a sample agreement is included
with this RFP as Attachment C). Those who wish to submit a proposal to the City are required
to carefully review the Professional Services Agreement. Respondents should specifically note
that the insurance requirements under a City contract are listed in the sample contract. Any
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requests to revise, amend, or change the language of either the Professional Services
Agreement or the insurance requirements must be stated in writing in the proposal.
O. Contract Commencement
Commencement of a contract shall not begin until all necessary documents are received and
reviewed; and all City approvals have been completed, including City Council approval.
Commencement of a contract without these requirements will be at the Respondent's sole risk
and not compensated by the City.
P. Insurance Requirements
The contractor shall purchase from and maintain in a company or companies lawfully
authorized to do business in the State of Alaska as admitted insurers or surplus lines insurers
approved by BETHEL, such insurance as will protect the contractor from claims set forth below
and others, which may arise out of or as a result from the contractor's operations under this
contract, whether such operations are by the contractor or by a subcontractor or by anyone
directly or indirectly employed by any of them, or by anyone for whose acts any of them may
be liable. Restrictions, conditions, or exclusions contained in the insurance policies shall not
reduce the obligations of the contractor under this contract.
1. Claims under worker's compensation, employer's liability, disability benefits, and other
similar employee benefit acts which are applicable to the work to be performed under
this contract.
Claims for damages because of bodily injury, mental anguish, sickness, disease or death of
any person other than the contractor's employees.
Claims for damages insured by usual personal injury liability insurance coverage which are
sustained (1) by a person as a result of an offense directly or indirectly related to the
employment of such person by the contractor, or (2) by any other person or entity.
Claims for damages, other than to the product supplied, or to the services
performed, itself because of damage to or destruction of tangible property,
including loss of use resulting therefrom.
Claims for damages because of bodily injury, including death of a person,
or damage to property arising out of the ownership, maintenance, or use
of any motor vehicle.
Claims involving the contractor's contractual obligations and assumption of liability under
this contract.
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