Request for Proposals (RFP): Design and Installation of Solar Photovoltaic, Battery Storage, and Electric Vehicle Charger Upgrades at the Wardsboro Firehouse, Town Hall, and Public Library

Issued By: The Town of Wardsboro  

Issue Date: 04/22/2026

Proposals Due: 05/18/2026

Contact for RFP Questions

Michael McConnell, Senior Planner

Windham Regional Commission

139 Main Street

Suite 505                                            Phone: 802-257-4547, ext. 110

Brattleboro, VT 05301                        Email: mgm@windhamregional.org

1.     EXECUTIVE SUMMARY

The Town of Wardsboro (hereinafter “The Town”) is seeking proposals from qualified contractors to design, engineer, procure, install, and commission a solar photovoltaic (PV) system, several battery energy storage systems (BESS), and electric vehicle charging infrastructure (EVSE) at the following town-owned properties:  

  • The Wardsboro Firehouse, located at 49 Main St, Wardsboro, Vermont 05355
  • The Wardsboro Town Hall, located at 99 Main St, Wardsboro Vermont 05355
  • The Wardsboro Public Library, located at 170 Main St, Wardsboro, Vermont 05355

2.     GENERAL SPECIFICATIONS

2.1. OVERVIEW

The content in this RFB is informed by recommendations from several energy audits conducted by Salas O’Brien/Dubois and King. The energy audits provide preliminary details on the sizing and location of PV, BESS, and EVSE systems at the three properties. At a minimum, contractors shall use the recommendations from the attached energy audits as a starting point for their proposals. Copies of these reports can be obtained by emailing mgm@winahdmregional.org.

Bidders shall draft responses to this RFB that consider the full Scope of Work included in the attached appendix. All three buildings have planned thermal envelope upgrades, and the Firehouse is switching from a gas-fired furnace to an air-to-air ducted heat pump /gas hybrid system for central heating purposes. As a result, bidders should anticipate reduced heating/cooling demand in all three buildings and new electrification loads from fuel-switching at the Firehouse. Final system designs will be the responsibility of the contractor, subject to approval from the Town, relevant grant authorities, and permitting offices.

At this time, the Town is prioritizing PV solar projects and battery storage due to the upcoming deadline for the project’s eligibility for the federal Clean Electricity Tax Credit. The Town recognizes this choice comes at the expense of optimal sequencing of improvements, and will evaluate responses to this RFP accordingly. Relevant building information, including electrical and fuel use data, is available upon request. As with the energy audits, this information can be obtained by emailing the Project Manager at mgm@windhamregional.org.

2.2. CONTRACTOR RESPONSIBILITIES 

  • Provide turnkey services from design to closeout, including all labor, equipment, and materials necessary to support the implementation and commissioning of solar PV, EVSE, and BESS upgrades at the Firehouse, Town Hall, and Library.  
  • Review all relevant project documents, including but not limited to:
    • Level II Energy Assessment: Wardsboro Firehouse
    • Level II Energy Assessment: Wardsboro Library
    • Level II Energy Assessment: Wardsboro Library
  • Assist the Town in securing all necessary permits, inspections, and approvals (the Town will be responsible for any permit fees).
  • Assist the Town in accessing any and all rebates or project incentives; provide services and support necessary to ensure the project’s eligibility for federal tax incentive.
  • Coordinate with the Project Manager, Efficiency Vermont, Green Mountain Power, and other selected contractors around all matters related to the design and construction of the measures identified below.
  • Deliver training to relevant municipal staff/representatives at each facility, and provide warranties and O&M documentation at project close out.
  •  

2.3.             SCOPE OF WORK

2.3.1.          FIREHOUSE IMPROVMENTS

·         Solar PV System
  • Design, engineer, and install a 14.75 kW grid-tied, net-metered PV system on the southern roof of the Wardsboro Firehouse.
    • Contractor shall provide structural assessment of roof condition prior to install. 
    • System requirements include:
      • UL-listed modules and inverters meeting State of Vermont and NEC requirements.
      • A remote monitoring system for real-time data tracking.
      • Site-appropriate racking.
  • The Town’s selected contractor shall propose final system sizing, array configuration, and interconnection strategy. Alternative design proposals will be considered, but any deviations from the included Scope of Work should be fully explained and justified in the proposal’s narrative.

2.3.2.          Battery Energy Storage Systems (BESS)

  • Install two BESS at the Firehouse and Town Hall. The Town is not pursuing battery storage at the Library.
    • For the Library, the BESS shall consist of two 13.5 kWh battery units.
    • For the Firehouse, the BESS shall consist of two 13.5 kWh battery units.
  • Systems shall:
    • Be UL-listed and comply with all relevant safety codes.
    • Integrate with solar PV (at the Firehouse) and building electrical loads.
    • Include islanding capability for backup power during outages.
    • Provide monitoring and controls accessible to Town staff.

2.3.3.          Electric Vehicle Supply Equipment (EVSE)

  • Install two Level 2 charging stations at the Library. The Town is not pursuing EV chargers for the Firehouse or Town Hall. Chargers shall include:
    • ADA-compliant installation and signage.
    • Integrated load management features.
    • Networked capability for monitoring and remote management.
  • Contractor shall propose make/model options and evaluate the Library’s electrical capacity to support the implementation of the desired charging stations.  

2.4.             Deliverables

  • Approved/finalized design drawings and stamped engineering plans.
  • Final equipment specifications
  • All required permits, approvals, and interconnection agreements.
  • Installed and commissioned systems meeting above outlined system requirements
  • As-built drawings, O&M manuals, and training for Town/facility staff in operation and basic maintenance.
  • All warranty documentation.

3.     Submission Requirements

The Town will not be responsible for any expenses incurred during the preparation or submittal of responses to this RFP. All proposals become the property of the Town upon submission. At a minimum, submissions in response to this RFP must contain the following sections and answer the questions outlined below.

3.1.             Contractor Information

Include the name of the firm, the business address, a primary contact, and an email and phone number for the primary contact.

3.2.             Qualifications and Staffing

  • List three references for governmental or non-profit clients you have worked with on similar projects in the recent past. Include the client’s name, location, contact information, and provide brief project scopes/summaries (no more than 3 sentences for each summary).
  • Identify staff from your firm that will take part in this project and provide résumés or bios. If applicable, also provide résumés or bios for any subcontractors who will work on the project.   

3.3.             Technical Proposal and Work Plan

Bidders shall provide a narrative that articulates an understanding of the project scope, goals, and requirements, and outlines the firm’s approach to completing the work as described. The Technical Approach and Work Plan must address the following items:

  • Site Assessment & Preliminary Design: Provide a site analysis and preliminary system design recommendations for solar, BESS, and EVSE. Include relevant system details and performance metrics (detailed performance metrics and equipment specs are requested below. Use this section to emphasize highlights.) Bidders should supply drawings, 3D models, or other visualizations to supplement written descriptions. Fully explain any alternative recommendation from this RFP’s Scope of Work. Acknowledge any limitations or assumptions your preliminary design makes.
  • Engineering & Project Coordination: Explain your firm’s approach to engineering the described systems. Please outline any calculations your firm will use to engineer each of the SOW measures and any initial results of those calculations. How will your firm refine the preliminary design proposal requested by this RFP? What information will you need from other selected contractors/the Town? How will your firm use the attached information from the Town’s energy audits and fuel/electricity bills to inform your proposal?
  • Electrical Upgrades: Propose an approach to evaluating the need for electrical infrastructure upgrades, and if relevant, the implementation of these upgrades.
  • Work Plan & Schedule: Outline a project schedule with descriptions of each major phase/milestone. Identify how your firm’s proposed schedule will comply with the deadlines identified in this RFP and allow the Town to take advantage of federal tax credits.
  • Operations & Safety: Describe the commissioning process and training your firm will provide to Town staff. Describe safety procedures your firm will take during construction. 

3.4.             Equipment Specifications

Bidders shall provide details on the equipment that will be used for the proposed solar PV, BESS, and EVSE measures. Equipment specifications should be Bidders should include the following requested information:

  • Solar PV Systems:
    • Panels: make/model, rated power, performance rating, temperature coefficient, degradation rate, certifications, and warranty length.
    • Inverters: make/model, AC rating (kW), CEC efficiency, warranty length.
    • Monitoring Platform: portal/app features and data access for Town/facility staff.
    • Performance Measures: expected annual generation and other key features.
  • Battery Energy Storage System
    • Manufacturer, model, and all certifications.  
    • Useable capacity (kWh), power rating (kW), round-trip efficiency, and all certifications.
    • Software features/monitoring platform.
  • Electric Vehicle Supply Equipment
    • Make/model and power ratings (kW) for each charger.
    • ADA compliance description.
    • Software features.

3.5.             Equipment Warranties

Bidders shall provide a complete summary of the warranties for all equipment proposed for the project.

3.6.             Cost Proposal

Responses to this RFP must include a detailed cost proposal with itemized pricing for design/engineering, permitting, equipment, installation/labor, commissioning, and O&M training. Please provide additional financial analysis, including the payback period of the proposed systems (if applicable)

If applicable, include separate line items for electrical service upgrades.  In addition to federal tax credits, indicate other available incentives or rebates, and factor these into the cost proposal.  

3.7.             Licenses & Certifications

Contractors should include copies of the following licenses and certifications:

·         State of Vermont Electrical Contractor License

  • NABCEP PV Installation Professional Certification
  • NABCEP Energy Storage Installation Professional Certification
  • Electric Vehicle Infrastructure Training Program Certification

4.     Additional Requirements

Before beginning any work, the selected contractor shall obtain insurance coverage that meets the requirements of the Standard State Provisions for Contracts and Grants. This coverage includes:

  • Workers Compensation: The contractor shall carry workers’ compensation insurance in accordance with the laws of the State of Vermont. The Town will accept an out-of-state employer’s workers’ compensation coverage while operating in Vermont provided that the insurance carrier is licensed to write insurance in Vermont and an amendatory endorsement is added to the policy adding the Town for coverage purposes. Otherwise, the contractor shall secure a Vermont workers’ compensation policy.
  • General Liability and Property Damage: The contractor shall carry general liability insurance having all major divisions of coverage including, but not limited to:
    • Premises – Operations
    • Products and Completed Operations Personal Injury Liability
    • Contractual Liability
  • The policy shall be on an occurrence form and limits shall not be less than:
    • $1,000,000 Each Occurrence
    • $2,000,000 General Aggregate
    • $1,000,000 Products/Completed Operations Aggregate
    • $1,000,000 Personal & Advertising Injury
  • Additional Insured: The General Liability and Property Damage coverages required by this RFP shall list the Town of Wardsboro as an Additional Insured. If the project involves construction, or the transport of persons or hazardous materials, then the required Automotive Liability coverage shall include the Town of Wardsboro as an Additional Insured. Coverage shall be primary and non-contributory with any other insurance and self-insurance.
  • Notice of Cancellation or Change: There shall be no cancellation, change, potential exhaustion of aggregate limits or non-renewal of insurance coverage(s) without thirty (30) days written prior written notice to the Town.

5.     Additional Requirements

Contactors shall review and agree to the provisions outlined in Appendix F, including but not limited to: Section 10 (“False Claims Act”); Section 11 (“Whistleblower Protections”); Section 12 (“Location of State Data”); Section 14 (“Fair Employment Practices and Americans with Disabilities Act”); Section 16 (“Taxes Due the State”); Section 18 (“Child Support”); Section 20 (“No Gifts or Gratuities”); Section 22 (“Certification Regarding Debarment”); Section 30 (“State Facilities”); and Section 32.A (“Certification Regarding Use of State Funds”).

Before being awarded a contract, the bidder shall apply for registration with the Vermont Secretary of State’s Office to do business in the State of Vermont, if not already so registered.

6.     Evaluation Criteria

The Town will evaluate response to this RFP according to the following metrics:

  • Experience and Qualifications (10%)
  • Quality of Feedback from References (10%)
  • Technical Proposal (25%)
  • Equipment Specifications (15%)
  • Cost-Effectiveness (20%)
  • Project Schedule & Timeliness (20%)

7.     Timeline for Proposal Submission

RFP Issued: 04/22/2026

Site Visits: The Town will host site visits at the Library and Firehouse on 05/07/2026. Please RSVP with Michael McConnell at mgm@windhamregional.org.

Responses Due: 05/18/2026

Final Selection: Bid selection will take place at a regular meeting of the Wardsboro Selectboard at 06/09/2026.