Bid 1. Invitation to Bid - Yupiit Solar Panels RFP (26560971.1)

REQUEST FOR PROPOSAL

YUPIIT SCHOOL DISTRICT

Grid-Tied Solar Photovoltaic System Installation (4 Sites)

Akiachak, Alaska

POSTED: December 5, 2025

PROPOSALS DUE: 1/16/2026 at 12:00 pm (AKT)

1.0 General Information

1.1 Schedule of Events

Invitation To Submit Proposal 12/5/2025

Proposers Conference (Questions) 12/19/2025

Proposals Due 1/19/2026

Notice Of Intent to Award 1/26/2026

Proposed Completion Date 8/15/2026

1.2 Scope of Work

Yupiit School District is accepting sealed bids for four grid-tied solar photovoltaic (PV) systems are proposed to offset utility power purchases at the Akiachak K-12 School, Akiak K-12 School, Tuluksak K-12 School, and the Yupiit School District Office, located along the Kuskokwim River north of Bethel, Alaska. Each system will utilize roof mounted solar arrays to produce power for immediate consumption in the facility, and if approved, to sell excess production the local utility.

A. Project Overview

The Contractor shall design, procure, ship, and install four (4) grid-tied Solar Photovoltaic systems. The systems are to be roof-mounted and designed for immediate power consumption with the ability to sell excess production back to the local utility.

Site Locations:

1. Akiachak K-12 School in Akiachak, AK

2. Akiak K-12 School in Akiak, AK

3. Tuluksak K-12 School in Tuluksak, AK

4. Yupiit School District Office in Akiachak, AK

B. Design & Engineering Specifications

The Contractor is responsible for providing a complete system design that meets the following strict environmental and electrical standards:

• Structural Loads: Mounting systems must be engineered to withstand 110 mph winds and 60 psf snow loads.

• Module Ratings: Solar modules must have a minimum rating of 5400 PA for snow and 4000 PA for wind.

• Electrical Output: System must produce native 208Y VAC (L-L) 3-phase power.

• Temperature Ratings: All outdoor equipment must be rated for temperatures ranging from -40°F to 149°F.

C. Logistics & Mobilization

Given the remote location, the Contractor must execute a comprehensive logistics plan including:

• Transportation: Movement of all materials to the job sites (including barge/air freight logistics specific to the Kuskokwim River area).

• Storage: Secure accountability and storage of materials prior to construction.

• Personnel: Sustainment of installation crew (housing/food) while on-site.

• Waste Management: Proper disposal and removal of all installation waste.

D. Mechanical Installation

• Mounting System: Install a roof-mounted tilt leg support system using manufacturer-derived prefabricated components.

• Conduit: Install Rigid conduit for all below-grade runs, specifically engineered with provisions to handle significant ground movement (frost heaves/permafrost).

• Safety: Ensure all mechanical attachments are demonstrated to support the required wind and snow loads.

E. Electrical Installation

• Optimization: Install systems where each solar panel operates independently (using microinverters or optimizers) to maximize production.

• Protection: Install Module Level Rapid Shut Down (RSD) equipment.

• Environmental Protection: Ensure all outdoor equipment meets NEMA Type 6 / IP67 water and dust ingress ratings.

• Interconnection: Complete UL1741/IEEE1547 compliant grid interconnection for "production to consumption" alignment and grid sell-back.

F. Warranty & Closeout

• Inverters: Provide a base 25-year warranty on inverters (must be standard, not an purchased extension).

• Maintenance: Ensure the design allows for accessible maintenance or replacement of damaged equipment.

1.3 Key Personnel

The following individuals are the YSD’s representatives as specified in the terms of this RFP:

Project Coordinator: Scott Ballard, sballard@yupiit.org

1.4 Questions

Respondents are requested to carefully review this RFP, without delay, for defects and questionable or objectionable materials. Such questions and the response will be provided to all holders of the RFP.

Questions or comments should be sent no later than 10 calendar days prior to the deadline for submission of proposals. All questions must be in writing. Protests based on any omission or errors, or the content of the RFP will be disallowed if not made known prior to the deadline for proposals.

Questions regarding this proposal will be handled by:

Scott Ballard, sballard@yupiit.org

The Yupiit School District assumes no responsibility for any interpretation or representations made by any of its officers, agents, or employees unless interpretations or representations are incorporated in a written addendum to the RFP.

2.0 RULES GOVERNING COMPETITION

This RFP is governed by YSD BP/AR 3311, which are available at https://boardpolicyonline.com/?b=yupiit

2.1 Pre-Proposal

Respondents should carefully examine the entire RFP and any addenda thereto. Respondents should become fully aware of the nature of the services requested and the conditions likely to be encountered in performing the services.

2.2 Proposal Development

2.2.1 Confidentiality

The content of proposals will be kept confidential until the selection of the contractors is made public through a Notice of Intent to Award. All materials submitted in response to this RFP will become the property of YSD. One copy shall be retained for the official files of the office of capital projects and major maintenance and will become public record after announcement of the successful proposers. YSD will not return proposals to the proposers. YSD reserves the right to reject any or all proposals.

2.2.2 Proposal Submission Process

Proposals are to be prepared in such a way as to provide a straightforward, concise delineation of the proposer's capabilities to satisfy the requirements of the RFP. Emphasis should be concentrated on conformance to RFP instructions, responsiveness to RFP requirements, and on completeness and clarity of content.

This solicitation does not commit YSD to select any respondent for the requested services. All costs associated with the respondents’ preparations and submission shall be the responsibility of the proposer.

All proposals must be signed. A proposal may be signed by the proposer or by an agent only if the agent is an officer or a corporate representative authorized to sign contracts on the proposer's behalf, a member of a partnership, or is properly authorized by a power of attorney or equivalent document. The name and title of the individual(s) signing the proposal must be clearly shown immediately below the signature.

Proposals must be received no later than the date and time specified in Section 1.1. Proposals not received by the date and time specified will not be considered.

Yupiit School District shall not under any circumstances be liable for any costs incurred by the Supplier in proposal preparation, including in the event of the rejection of all proposals.

3.0 SUBMISSION OF PROPOSALS

Sealed bids will be accepted at the YSD Office. Sealed bids shall be addressed to:

Yupiit School District

Director Maintenance

ATTN: Scott Ballard

PO Box 51190

Akiachak, AK 99551

Bids will be accepted until 12:00PM (AKST) on Monday, January 19, 2026. All bids will be publicly opened on that date. Bid review and notice of award shall occur within 7 days of the bid opening date.

Due to non-constant plane service to Akiachak. Please plan to submit to USPS Priority/Express Mail at least seven (7) days prior bid opening date, this is not a guarantee that it will make it to the village on time.

Proposals submitted by means of facsimile transfer or electronic transfer shall be deemed non-responsive and rejected.

4.0 EVALUATION OF PROPOSALS

Bid instructions and scoring procedures are found in the attached Appendix 1.

The term of the Contract(s) shall be for a period determined to complete the scope of work.

In selecting the Supplier, YSD will take into consideration: price; past performance; deviations from proposed contract terms; and the overall best value. Proposals must clearly show the freight delivery fee.

A Proposal will likely not be selected by YSD when:

1. The Potential Supplier has failed to perform satisfactorily on a previous contract with YSD or in the YSD’s opinion, is not in a position to perform the contract.

2. The proposal materially changes the price calculations method of Price Index.

3. In YSD’s sole determination, the Potential Supplier makes other material changes in the specifications or terms and conditions of the Request for Proposals.

4. The Potential Supplier proposes an “all or nothing” type of proposal wherein the award of one area at a given price is contingent upon the award of both areas. Such a proposal is unacceptable and, by submitting prices for each area, potential supplier accepts that YSD has the right, at its sole option, to award a contract for each individual area, independently using a potential supplier's bid price for said individual area.

5. YSD reserves the right to reject any and all proposals, to waive deviations from the RFP and to waive any informality in proposals received whenever such rejections or waiver is in the best interest of YSD, and unless otherwise specified by the Potential Supplier, to accept any items in the Proposal.

5.0 SELECTION AND AWARD PROCESS

5.1 Ranking of Proposals

The intent of YSD is to make the award based on qualifications presented in the written proposals.

5.2 Award of Contract

Award under this RFP is anticipated to be announced within 15 calendar days of the submission date, although all offers must be complete and irrevocable for 120 days following the submission date.

YSD reserves the right to award a contract solely on the basis of written proposals and reserves the right to award a contract to the successful respondent without further communication.

Selection and execution of any contract will be accomplished in accordance with policies and procedures of the YSD. A contract or any subsequent agreement resulting from this RFP is not valid until executed by YSD Superintendent or designee.

5.3 Right to Reject

YSD may accept or reject any or all proposals.

YSD reserves the right to not award the proposed agreement according to the best interests of the district.

5.4 Right to Negotiate an Expanded Scope of Work

In the event additional funding becomes available, YSD may elect to amend their contract with any successful respondent(s) and renegotiate an expanded scope of work.

6.0 INSURANCE REQUIREMENTS

The chosen Contractor shall provide, as a minimum, the following insurance: YSD must be named as an additional insured as respects their interest in this project, except for Professional Liability Insurance and Workers Compensation insurance. Proof of the following insurance is required prior to contract signatures.

6.1 Commercial General Liability Insurance

The Contractor must maintain Commercial General Liability Insurance in an amount sufficient to cover any suit that may be brought against the Contractor. This amount must be at least one million dollars ($1,000,000.00) per occurrence, and aggregate. The Contractor must assume all insurable risks and bear any loss or injury to property or persons occasioned by neglect or accident during the terms of this contract, except for sole negligence on the part of YSD.

6.2 Professional Liability Insurance

The Contractor must maintain Professional Liability Insurance in an amount not less than one million dollars ($1,000,000) aggregate and up to the maximum coverage in place at the signing of a contract under this RFP. Said insurance will be to protect the Contractor from any claims or damages for any error, omission, or negligent act of the Contractor, the Contractor’s firm, employees, or subcontractors (which results in a financial loss to YSD).

6.3 Workers Compensation Insurance

The Contractor must maintain Workers Compensation Insurance to protect the Contractor from any claims or damages for any personal injury or death which may arise from services performed under this contract. This requirement applies to the Contractor’s firm, the Contractor’s subcontractors and assignees, and anyone directly or indirectly employed to perform work under this contract. The Contractor must notify YSD, as well as the State Division of Workers Compensation immediately when changes in the Contractor’s business operation affect the Contractor’s insurance status. Statutory limits apply to Workers Compensation Insurance. The policy must include employer’s liability coverage of one hundred thousand dollars ($100,000.00) per injury, and five hundred thousand dollars ($500,000.00) policy limits.

6.4 Vehicle Insurance

The coverage shall include all owned, hired, and non-owned vehicles to a one million dollar ($1,000,000.00) combined single limit coverage.

Each policy shall be endorsed to waive all rights of subrogation against YSD by reason of any payment made for claims under the above coverage, except Workers Compensation and Professional Liability.

7.0 PROTESTS

The protest period for this RFP will correspond to the provisions of 4 AAC 31.065(c) and YSD AR 3311. Protests shall be executed in accordance with YSD administrative procedure.

8.0 OTHER PROVISIONS

8.1 Affirmative Action/Equal Opportunity

YSD is an affirmative action/equal opportunity employer. YSD and all contractors, vendors, and suppliers are required to comply with all pertinent Federal and State laws relating to equal opportunity in contracting and procurement activities.

8.2 Taxes

It is not anticipated that Contractor providing services under contracts identified in this RFP will be subject to local sales tax. Taxing determinations in the Contractor’s home jurisdiction are the responsibility of the successful Contractor.

8.3 Contract Holder

The selected Contractor will enter into a contract directly with YSD.

Appendix 1:

Bid Evaluation Rubric: Yupiit School District Solar PV Project

Total Possible Points: 100

The following is a comprehensive scoring rubric to evaluate contractor bids based on the "Planned Scope of Work" (Sections 1–6) and the "Basis for Selecting Successful Proposals" outlined in the RFP.

I. Technical Design & Engineering (25 Points)

Focus: Scope Section 2 (Design & Engineering Specifications)

Criteria	Key Requirements from RFP	Points
Environmental Engineering	Design meets strict load requirements: 110 mph wind and 60 psf snow loads.	10
Equipment Ratings	Solar modules meet min. rating of 5400 PA (snow) and 4000 PA (wind). Outdoor equipment rated for -40°F to 149°F.	5
Electrical Output	Design produces native 208Y VAC (L-L) 3-phase power.	5
Grid Compatibility	System designed for immediate consumption with capability to sell excess to local utility (interconnection compliant).	5

II. Logistics & Mobilization Strategy (20 Points)

Focus: Scope Section 3 (Logistics & Mobilization)

Criteria	Key Requirements from RFP	Points
Freight & Transport	Detailed plan for barge/air freight to the Kuskokwim River area.	5
Crew Sustainment	Clear plan for housing and food for the installation crew while on-site.	5
Material Storage	Strategy for secure accountability and storage of materials prior to construction.	5
Waste Management	Plan for proper disposal and removal of all installation waste.	5

III. Installation Methodology (20 Points)

Focus: Scope Sections 4 & 5 (Mechanical & Electrical Installation)

Criteria	Key Requirements from RFP	Points
Sub-Surface Engineering	Rigid conduit specified for below-grade runs with engineering for frost heaves/permafrost movement.	5
Panel Optimization	Utilization of microinverters or optimizers for independent panel operation.	5
Safety & Protection	Inclusion of Module Level Rapid Shut Down (RSD) and NEMA Type 6 / IP67 ratings for outdoor gear.	5
Mounting System	Roof-mounted tilt leg support using manufacturer-derived prefabricated components.	5

IV. Warranty & Maintenance (10 Points)

Focus: Scope Section 6 (Warranty & Closeout)

Criteria	Key Requirements from RFP	Points
Inverter Warranty	Proof of base 25-year warranty on inverters (must be standard, not a purchased extension).	5
Maintenance Design	Design allows for accessible maintenance or replacement of damaged equipment.	5

V. Qualifications & Past Performance (10 Points)

Focus: Bid Award Criteria

Criteria	Key Requirements from RFP	Points
Experience	Bidder ability, capacity, skill, and efficiency to perform work similar in character.	5
Resources	Bidder financial resources that affect performance ability.	5

VI. Price & Value (15 Points)

Focus: Bid Award Criteria

Criteria	Key Requirements from RFP	Points
Total Cost	Competitiveness of the total bid price (Awarded to lowest responsible bidder).	10
Transparency	Proposal clearly shows freight delivery fees and does not materially change price calculation methods.	5

Disqualification Triggers (Pass/Fail)

If any of the following occur, the bid may be rejected immediately:

• Late Submission: Received after 12:00 PM (AKT) on Monday, January 19, 2026.

• Wrong Format: Submitted via facsimile or electronic transfer (must be sealed/physical).

• "All or Nothing" Contingency: Supplier proposes an "all or nothing" bid contingent on awarding all four sites (District reserves right to award sites individually).

• Non-Responsive: Failure to adhere to "strict" environmental standards (e.g., wind/snow loads).

Tie-Breaker Condition

• Local Preference: If bids are within 5% of being equal, preference may be given to local businesses operating within the Yupiit School District.