Request for Proposal - Solar Energy Systems Design and Construction

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REQUEST FOR PROPOSALS
SOLAR ENERGY SYSTEMS
DESIGN AND CONSTRUCTION
City of North Pole
125 Snowman Lane
North Pole, AK 99705
907-488-2281
The City of North Pole, hereafter referred to as "City", is requesting proposals for the design and
construction of solar energy systems for multiple municipally owned facilities. The City would
like to invest in renewable energy and save some money on monthly electric bills. The Request
for Proposals (RFP) requests bid prices for design, procuring, delivering, installing, and testing
solar energy systems. A spreadsheet of the 2025 kWh used per location per month is attached.
1. The quoted price shall be a separate dollar amount for material and labor. Each location
should have a list of equipment in the quoted materials, and the number of panels with the
total rated kW of the systems.
2. Each location should have a monthly and annual design kWh based on the average monthly
hours of sunshine provided. If your system or the location has special characteristics that
would make these numbers inaccurate, attach a separate page with your explanation and
math. The ratings shall still be filled out with the numbers provided or the bid will be
considered incomplete.
3. Building locations, kWh per month are the following:
kWh Jan-25 Feb-25 Mar-25 Apr-25 May-25 Jun-25
401 Snowman Ln 84315 95199 82511 89025 83248 88826
2389 Homestead Rd 19547 18687 17747 18474 15550 14634
2000 Peridot St 40764 40334 36615 38065 34995 34269
125 Snowman Ln CH 15246 14673 13029 13503 11603 10468
125 Snowman Ln PD 30012 31302 32635 32217 2467 24898
110 Lewis St 26858 25711 24528 24615 24761 19840
133 Lewis St 15081 12899 14702 16702 8580 6430
961 Shellinger St 83118 82181 78682 85266 77954 89191
110 E 8th Ave 23396 23073 21085 22378 21121 20610
810 Refinery Lp 37373 37488 34588 37973 36599 38341
2696 Mockler Ave 63177 61539 58786 64599 62253 61647
791 Cleanwater Ct 28983 28621 27358 28825 27341 27389
3406 Bellwood St 41809 42990 43458 38708 40313 37085
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kWh Jul-25 Aug-25 Sep-25 Oct-25 Nov-25 Dec-25
401 Snowman Ln 71725 62418 61006 62313 67803 84014
2389 Homestead Rd 13298 13149 12964 13106 14951 16743
2000 Peridot St 24457 18655 17789 19067 24602 39529
125 Snowman Ln CH 11215 12257 10835 10126 8990 10067
125 Snowman Ln PD 24606 25648 25027 22615 23892 26177
110 Lewis St 21035 20738 20770 20912 24034 26467
133 Lewis St 5829 5487 5641 7323 10225 18448
961 Shellinger St 88176 92658 84577 84910 87609 92611
110 E 8th Ave 10408 3980 4452 5662 9920 22665
810 Refinery Lp 15783 1142 1078 1440 9302 36656
2696 Mockler Ave 27232 2894 2912 10388 26528 63553
791 Cleanwater Ct 28118 26816 24942 25425 26926 27116
3406 Bellwood St 37727 37497 40725 38638 39070 46488
Offers made in accordance with the bidding documents must be good and firm for a period of
sixty (60) days from the date of bid opening.
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CONTRACT TERMS
1. CONTRACTUAL RELATIONSHIP. The parties intended that an independent
contractor relationship will be created by this contract. The CITY is interested only in the results
to be achieved as provided in this agreement. The conduct and control of the work will lie solely
with the Contractor. Contractor is not considered to be an agent or employee of the CITY for
any purpose, and the employees of Contractor are not entitled to any benefits that CITY provides
for CITY employees. CITY does not agree to use the Contractor exclusively. Contractor does
not agree to work for CITY exclusively.
2. PERSONNEL, EQUIPMENT AND SUPPLIES. Except as provided in the Scope
of Work, the Contractor represents that it has or will secure at its own expense all
personnel, equipment, and supplies required in performing the work under this contract.
All of the work required hereunder will be performed by the Contractor or under its
supervision. None of the work covered by this Contract shall be subcontracted except
as provided in the Scope of Work.
3. CONTRACTOR QUALIFICATIONS. Contractor warrants that it is fully qualified
and is licensed under all applicable local, state, and federal laws to perform its
obligations under this contract.
4. INSURANCE REQUIREMENTS. Contractor has secured and agrees to keep
and maintain in full force and effect, at its own expense, the insurance outlined
below. At least 30 days prior to the cancellation, non-renewal or reduction in the
amount of coverage, Contractor shall provide written notice to CITY. The Contractor's
insurance shall be primary and any insurance maintained by the CITY shall be non-
contributory. If the Contractor maintains higher limits than shown below, the CITY shall
be entitled to coverage for the higher limits maintained by the Contractor.
a. Deductibles and Self-Insured Retentions. Any deductibles and self-insured
retentions must be declared to and approved by the CITY. The CITY may require the
Contractor to provide proof of ability to pay losses and related investigations, claim
administration and defense expenses within the retention.
b. Claims-Made Policies. If any of the required policies provide coverage on a
claims-made basis:
1. The Retroactive Date must be declared and must be before the date of the
contract or the beginning of the contract work.
2. Insurance must be maintained and evidence of insurance must be
provided for at least one (1) year after completion of the contract
work.
3. If coverage is canceled or non-renewed, and not replaced with another
claims-made policy form with the Retroactive Date prior to the contract
effective date, the Contractor must purchase "extended reporting"
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coverage for a minimum of one (1) year after completion of the contract
work.
c. Insurance specifics. The Contractor has provided certification of proper
insurance coverage, including certificate(s) of insurance and amendatory
endorsements or copies of the applicable policy language affecting coverage required
in this agreement, to the CITY, attached here in. Failure of CITY to demand such
certificate or other evidence of full compliance with these insurance requirements or
failure of CITY to identify a deficiency from evidence that is provided shall not be
construed as a waiver of the obligation of the Contractor to maintain the insurance
required by this contract.
Contractor agrees to maintain insurance as follows at all times while this contract is in
effect, including during any periods of renewal.
1. Commercial General Liability Insurance. The Contractor must maintain
Commercial General Liability Insurance in an amount it deems reasonably sufficient
to cover any suit that may be brought against the Contractor. This amount must be at
least one million dollars per occurrence, and one million dollars aggregate. This
insurance policy is to contain, or be endorsed to contain, additional insured
status for the CITY, its officers, officials, employees, and volunteers. If Additional
insured status is provided in the form of an endorsement to the Contractor's
insurance, the endorsement shall be at least as broad as ISO Form CG 20 10 11 85 or
both CG 20 10, CG 20 26, CG 20 33, or CG 20 38; and CG 20 37 forms if later
revisions used).
2. Workers Compensation Insurance. If required by Alaska Statute (see Alaska
Statute 23.30), the Contractor must maintain Workers Compensation Insurance to
protect the Contractor from any claims or damages for any bodily or 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 the City 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
an amount reasonably sufficient to cover any injury and illness. If the Contractor is
exempt from Alaska Statutory Requirements, the Contractor must provide
written confirmation of this status in order for the CITY to waive this
requirement. The Contractor grants a waiver of any right to subrogation against
the CITY by virtue of the payment of any loss under such insurance. This
provision applies regardless of whether or not the CITY has received a waiver of
subrogation endorsement from the insurer.
3. Comprehensive Automobile Liability Insurance. The coverage shall include all
owned, hired, and non-owned vehicles of not less than one million dollars per
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occurrence combined single limit coverage for bodily injury and property damage.
5. CHANGES. The CITY may, from time to time, require changes in the scope of
services to be performed under this contract. Such changes, including any increase or
decrease in the amount of the Contractor's compensation, must be mutually agreed
upon in writing before they will be regarded as part of this contract. No claim for
additional services, not specifically provided in this contract, performed or furnished by
the Contractor, will be allowed, nor may the Contractor do any work or furnish any
material not covered by the contract unless the work or material is ordered in writing by
the CITY.
6. NO ASSIGNMENT OR DELEGATION. The Contractor may not assign or delegate
any interest in this contract without the prior written consent of the CITY. Contractor may
assign its rights to any payment under this contract without the prior written consent of CITY;
however, notice of any such assignment or transfer shall be furnished promptly to CITY by
Contractor.
7. TERMINATION FOR CONVENIENCE. The CITY may, by prior written notice,
terminate this agreement at any time, in whole or in part, when it is in the best interest of
the CITY. In the event that this contract is terminated by the CITY for convenience, as
opposed to termination for cause, the CITY is liable only for payment in accordance with
this agreement for work accomplished prior to the effective date of the termination.
8. DEFAULT AND TERMINATION FOR CAUSE. If Contractor fails to perform a
material obligation under this contract, the CITY may consider the Contractor to be in default
(unless caused an event, circumstance, or act of a third party that is beyond Contractor's
reasonable control) and may assert a default claim by giving Contractor a written and detailed
notice of default. The Contractor shall cure the default within the time frame identified in the
notice of default, or, if the default is not curable within the time frame specified, provide a
written cure plan acceptable to the CITY, which shall not be unreasonably withheld. Contractor
will begin implementing the cure plan immediately after receipt of notice that the CITY approves
the plan. The CITY's payment obligations shall be held in abeyance until the default is cured.
If Contractor fails to cure the default, unless otherwise agreed in writing, the CITY may
terminate any unfulfilled portion of this Agreement. In the event of termination for
default, the Parties may agree that the CITY's remedy be limited to recovering from
Contractor all actual, reasonable costs incurred in securing the work described in
Appendix A. The CITY agrees to mitigate damages to the extent required by law, and
to provide Contractor with detailed invoices substantiating the charges.
9. INSPECTION AND RETENTION OF RECORDS. The CITY may inspect, in the
manner and at reasonable times it considers appropriate, all of Contractor's facilities,
records and activities having any relevance to this contract. Contractor shall retain
financial and other records relating to the performance of this contract for a period of six
years, or until the resolution of any audit findings, claims or litigation related to the
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contract.
10. EQUAL EMPLOYMENT OPPORTUNITY. The Contractor will not discriminate
against any employee or applicant for employment because of race, religion, color, sex,
age, disability, familial status, sexual orientation, gender identity, gender expression, or
national origin. Contractor shall include these provisions in any agreement relating to
the work performed under this agreement with contractors or subcontractors.
11. CHOICE OF LAW, JURISDICTION. The Superior Court for the State of Alaska,
Fourth Judicial District at Fairbanks, Alaska shall be the exclusive jurisdiction for any
action of any kind and any nature arising out of or related to this Agreement. Venue for
trial in any action shall be in Fairbanks, Alaska. The laws of the State of Alaska shall
govern the rights and obligations of the parties. Contractor specifically waives any right
or opportunity to request a change of venue for trial pursuant to A.S. 22.10.040.
12. COMPLIANCE WITH LAWS AND REGULATIONS. Contractor shall, at
Contractor's sole cost and expense, comply with all applicable requirements of federal,
state, and local laws, ordinances and regulations now in force, including safety,
environmental, immigration, and security enactments, or which may be subsequently
enacted. Contractor warrants that it has obtained and is in full compliance with all
required licenses, permits, and registrations regulating the conduct of business within
the State of Alaska and the CITY, and shall maintain such compliance during the
effective term of this agreement.
13. PAYMENT OF TAXES AND OBLIGATIONS TO CITY. As a condition of this
contract, the Contractor shall pay all federal, state, and local taxes incurred by the
Contractor and shall require their payment of any subcontractor or any other persons in
the performance of this contract. Contractor shall not be delinquent in the payment of
taxes, or any other obligation, to CITY during the performance of this contract.
Satisfactory performance of this paragraph is a condition precedent to payment by the
CITY under this contract.
14. CONFLICT OF INTEREST. Contractor warrants that no employee or officer of the
CITY has violated the conflict of interest provisions of CITY code regarding this contract.
Contractor also warrants that it has not solicited or received any prohibited action, favor or
benefit from any employee or office of CITY, and that it will not do so as a condition of this
contract. If the Contractor learns of any such conflict of interest, the Contractor shall without
delay inform the appropriate person in the CITY.
15. INDEMNIFICATION. The contractor agrees to defend, indemnify, and hold
harmless CITY, its employees, volunteers, consultants, and insurers, with respect to
any action, claim, or lawsuit arising out of or related to the Contractor's performance of
this contract, without limitation as to the amount of fees, and without limitation as to any
damages, cost or expense resulting from settlement, judgment, or verdict, and includes
the award of any attorneys' fees even if in excess of Alaska Civil Rule 82. This
indemnification agreement applies to the fullest extent permitted by law and is in full
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force and effect whenever and wherever any action, claim, or lawsuit is initiated, filed, or
otherwise brought against CITY relating to this contract. The obligations of Contractor
arise immediately upon actual or constructive notice of any action, claim, or lawsuit.
CITY shall notify Contractor in a timely manner of the need for indemnification, but such
notice is not a condition precedent to Contractor's obligations and is waived where the
Contractor has actual notice.
16. OWNERSHIP OF DOCUMENTS. All designs, drawings, specifications, notes,
artwork, and other work developed in the performance of this contract become the sole
property of the CITY and may be used by the CITY for any other purpose without
additional compensation to the Contractor. The Contractor agrees not to assert any
rights and not to establish any claim under the design patent or copyright laws. The
Contractor, for a period of three years after final payment under this contract, agrees to
furnish and provide access to all retained materials at the request of the CITY. Unless
otherwise directed by the CITY, the Contractor may retain copies of all the materials.
17. IDENTIFICATION OF DOCUMENTS. All reports, maps, and other documents
completed as a part of this contract, other than documents exclusively for internal use
within the CITY, shall carry a CITY notation or logo as directed by the CITY.
18. APPLICABILITY OF ALASKA PUBLIC RECORDS ACT. Contractor
acknowledges and understands that the CITY is subject to the Alaska Public Records
Act (AS 40.25.120) and that all documents received, owned or controlled by the CITY in
relation to this Contract must be made available for the public to inspect upon request,
unless an exception applies. It is Contractor's sole responsibility to clearly identify any
documents Contractor believes are exempt from disclosure under the Public Records
Act by clearly marking such documents "Confidential." Should the CITY receive a
request for records under the Public Records Act applicable to any document marked
"Confidential" by Contractor, the CITY will notify Contractor as soon as practicable prior
to making any disclosure. Contractor acknowledges it has five (5) calendar days after
receipt of notice to notify the CITY of its objection to any disclosure, and to file any
action with any competent court Contractor deems necessary in order to protect its
interests. Should Contractor fail to notify the CITY of its objection or to file suit,
Contractor shall hold the CITY harmless of any damages incurred by Contractor as a
result of the CITY disclosing any of Contractor's documents in the CITY's possession.
Additionally, Contractor may not promise confidentiality to any third party on behalf of
the CITY, without first obtaining express written approval by the CITY.
19. FISCAL FUNDING. The parties acknowledge that the municipality is legally
prohibited from encumbering funds that have not been duly appropriated, pursuant to
CITY Charter 6.5. Funding for this agreement beyond the fiscal year is therefore
subject to an appropriation of funds by, and at the sole discretion of, the City Council.
The parties acknowledge and understand that in the event the City Council fails to
appropriate sufficient funds for this agreement, the agreement will automatically
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terminate without penalty or further municipal liability, on December 31 of the current
fiscal year.
20. ENTIRE AGREEMENT. This Agreement, including all appendices and exhibits,
constitutes the entire agreement of the Parties regarding the subject matter of the
agreement and supersedes all previous agreements, proposals, and understandings,
whether written or oral, relating to this subject matter.
21. SEVERABILITY. If a court of competent jurisdiction renders any part of this
agreement invalid or unenforceable, that part will be severed and the remainder of this
agreement will continue in full force and effect.
22. WAIVER. Failure or delay by the CITY to exercise a right or power under this
agreement will not be a waiver of the right or power. For a waiver of a right or power to
be effective, it must be in a writing signed by the CITY. An effective waiver of a right or
power will not be construed as either a future or continuing waiver of that same right or
power, or the waiver of any other right or power.
23. Acceptance of Bids. The City reserves the right to reject any or all bids, to
waive any informalities in the procedures, or to cancel the solicitation if it is in the best
interest of the City. The City shall have the right to reject any bid from a bidder
determined by the City, at its discretion, to be not responsible or not qualified to perform
the bid specifications. A determination that a bidder is not responsible may be made
solely on the basis of previous failure to perform properly or to complete contracts.
If any Addenda are issued pertaining to the bidding documents and subject Addenda are not
acknowledged on the Bid Form, the bid will be considered non-responsive. The Bid Form
provides a space for acknowledgement of receipt of Addenda.
Telegraphic or electronic bids will not be accepted.
All bids shall be made on the forms provided by the City or copy thereof and shall be
signed by the bidder with signature in full. Each bid shall be enclosed in a separate
sealed envelope and clearly marked Solar Energy Systems Design and Construction
2026. All bids shall be received by the City Clerk's office by 02:00pm Thursday April
30th, 2026. No bids shall be accepted after this time.
Any bidder may withdraw, modify, or correct his/her bid after it has been deposited with
the City. Such requests for withdrawal, modifications, or correction must be received by
the City in writing or by electronic telecommunication before the time set for opening
bids. The original bid, as modified by such written or electronic telecommunications will
be considered as the bid submitted by the bidder; provided that written confirmation of
any telegraphic withdrawal, modification, or correction over the signature of the bidder is
placed in the mail and postmarked prior to the time set for the bid opening or hand
delivered to the North Pole City Hall and signed and dated by an official representative
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of the City. The City expressly reserves the right to reject any and all bids and to not
award the proposed agreement, if it is in the City's best interest.
24. Notice of Intent to Award and Notice of Award. Award of the contract is at the
sole discretion of the North Pole City Council. Upon authorization of the bid, the bidder
will be sent a Notice of Intent to Award. The bidder will have ten (10) business days to
submit the following TWO (2) items:
1. Certificate of Insurance
2. City of North Pole Business License
Failure to submit these items may lead to award of the contract to another bidder.
Upon acceptance of the Certificate of Insurance and City of North Pole Business
License, the bidder will receive a Notice of Award for signature.
25. SUPPLEMENTAL DOCUMENTS.
A. City of North Pole Business License
City of North Pole Business License applications can be obtained at the North Pole City
Hall or on the City's website at http://www.northpolealaska.com/ in the Doing Business
pull-down menu.
B. Certificate of Insurance
Insurance Requirements
Prior to starting work, the Contractor shall purchase and maintain at its expense
commercial general liability and other insurance as set forth below from a responsible
insurer authorized to do business in the state where the Project is located and having
an A.M. Best rating of at least A VII. Contractor shall furnish satisfactory evidence to the
Owner that the Contractor has complied with the requirements in the form of an
insurance certificates and Owner reserves the right, upon written request, to receive
and review all Contractor insurance policies and endorsements in effect during the
duration of this contract and for any duration thereafter for which coverage is required
as set forth below.
All policies shall be written on an occurrence basis, shall (except Workers
Compensation) include the Owner, Architect, Construction Manager, General
Contractor, and the architects, directors, officers, representatives, agents, and
employees of such parties as additional insureds and Contractors' policies shall be
primary over any insurance or self-insurance program of any such party. Contractor
shall ensure that its subcontractors, at a minimum carry insurance equivalent to the
coverages set forth below. The insurance required shall be written for not less than any
limits of liability stated in this Contract, in the Contract Documents or as required by law,
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whichever is greater. Contractor's liability is not limited to the minimum amounts of
insurance coverage required. The Contractor is solely responsible for determining
whether additional coverage or greater limits are required to protect its interests from
hazards or claims in excess of the specified minimum insurance. Where special or
unusual hazards peculiar to this project are foreseeable, the Contractor shall take such
steps as are necessary to insure it against such hazards.
If Contractor has any self-insured retention or deductible under any of the following
minimum required coverages, Contractor must identify on the Certificate of Insurance
the nature and amount of such self-insured retention or deductible and provide
satisfactory evidence of financial responsibility for such obligations. All deductibles and
self-insured retentions will be Contractor's sole responsibility.
Commercial General Liability: Contractor will maintain commercial general liability
insurance covering all operations by or on behalf of Contractor on an occurrence basis
against claims for personal injury, bodily injury, death and property damage (including
loss of use). Such insurance will have these minimum limits and coverage:
A. Minimum limits
* $1,000,000 each occurrence
* $1,000,000 personal & adv injury
* $2,000,000 general aggregate
* $2,000,000 products and completed operations aggregate
B. Coverages
1. The policy shall be written on ISO form CG 00 01 12 07 or equivalent.
2. Contractual Liability Coverage shall be as provided in CG 00 01 12 07. The
policy shall be free from any endorsement or language limiting contractual
liability coverage beyond the limitations of CG 00 01 12 07.
3. The policy shall be free from ISO endorsements CG 22 94, CG 22 95 or any
equivalent endorsement or language.
4. They policy shall provide for severability of interests.
5. The policy shall be free from ISO endorsement CG 21 42 or CG 21 43 or any
similar endorsement limiting or excluding coverage for Explosion, Collapse
and Underground exposures.
6. The general aggregate shall apply on a "per project" basis.
7. The policy shall provide for a specific waiver of subrogation in favor of the
additional insured parties.
8. The policy shall contain additional insured endorsement CG 20 10 04 13 and
CG 20 37 04 13 or equivalent as approved by Owner.
9. The policy shall be written to provide coverage on a primary and non-
contributory basis.
Automobile Liability: Contractor will maintain business auto liability insurance
covering liability arising out of any auto (including owned, hired, and non-owned autos).
A. Minimum Limits
Request for Proposals Solar Energy Systems Design and Construction April 16, 2026