RFP Solar Panel Design, Financial Modeling and Installation

Sound Communities

REQUEST FOR PROPOSALS:
Solar Panel Design, Financial Modeling and Installation 

Sound Communities, Inc. is seeking proposals from experienced solar companies for the design, financial modeling, and installation of photovoltaic systems at two affordable multifamily developments in Norwalk, CT. This RFP outlines the Scope of Work (SOW) and other requirements related to this contract. The goal is to develop a sustainable and cost-effective solar energy solution to reduce electricity costs and decrease carbon footprint.

KEY INFORMATION

RFP RELEASE DATE:           August 7th, 2025

SUBMISSION DEADLINE:  Proposals must be submitted on or before Friday, September 5th, 2025, at 5:00PM EST. Submissions received after the deadline will not be considered. 

SUBMISSION PROCESS:    Proposals must be submitted via email to Sophia Stewart at  sstewart@soundcommunitiesCT.org. 

CONTACT:                          Request for information (RFIs) should be directed in writing via email to sstewart@soundcommunitiesCT.org  with the subject line "RFI - Solar." RFIs must be received by Friday, August 29th, 2025, at 5:00PM EST. Responses to RFIs will be sent via email to the inquiring party, as well as published on the Norwalk Housing Authority website on the "Doing Business" page under "About Us."

I. Invitation to Submit Proposals

Sound Communities, Inc. is soliciting proposals from solar companies to provide design, financial modeling, and installation services at two affordable housing developments in Norwalk, CT. Complete proposals must be submitted via email to Sophia Stewart, Project Coordinator, at sstewart@soundcommunitiesCT.org on or before Friday, September 5th at 5:00PM EST. 

After review of all factors, including qualifications, past performance and bid amounts, Sound Communities reserves the right to reject any or all proposals or any part thereof, to waive defects in same, to waive technicalities, to accept any proposal and to award the contract to the bidder that Sound Communities, in its sole discretion, determines as the most responsible and qualified bidder, which may not necessarily be the lowest bidder.

II. Organizational Overview 

Sound Communities, Inc. is a subsidiary of the Norwalk Housing Authority (NHA) and a 501(c)3 tax-exempt, non-profit organization. The purpose of Sound Communities is to create and preserve affordable and mixed-income housing. Project types include new construction, acquisition-rehab, and redevelopment of public housing. Project financing sources typically include Low Income Housing Tax Credits, Connecticut Department of Housing (DOH), Connecticut Housing Finance Authority (CHFA), and the U.S. Department of Housing and Urban Development (HUD), among others. The Board of Directors of Sound Communities is made up of NHA executive staff. The NHA Board of Commissioners, members of which are appointed by the Mayor of Norwalk, provides additional governance and oversight to Sound Communities. 

III. Project Overview 

Sound Communities is developing two affordable housing projects that are proposed to include photovoltaic (PV) systems. 

1.    Meadow Gardens, 45 Meadow Street, Norwalk 
New construction of eight (8) residential buildings and one (1) community building on a 3.78-acre site. The residential buildings include both two-story and three-story walk-ups that are wood-framed structures with concrete slab-on-grade foundations. Utilities are fully electric and supplied by local utility provider South Norwalk Electric & Water (SNEW). There are 59 total dwelling units, individually metered, with current plans proposing Owner-paid utilities. Each building also has a house meter, however, there are no common areas in the residential buildings--only exterior lighting is hooked up to those house meters. 

The community building is approximately 4,000 sq. ft. and contains offices, a gym, and community space for resident services. There is a standalone elevator in the middle of the site to facilitate access and mobility. The Project has been designed to accommodate structural loading and electrical infrastructure for rooftop PV panels on each building. Construction began in early June 2025, has a 20-month timeline, and is expected to be completed in February 2027. The goal is to have the PV system up and running on Day 1 of operations. 

2.   79 South Main, 79 S. Main Street, Norwalk 
New construction of a 6-over-1 podium building on a 0.56-acre site. The proposed development has community space on the ground floor and 68 dwelling units on the upper floors. There will be two elevators in the building. Current plans propose a fully electric development that is built to Zero Energy Ready Home (ZERH) standards and has rooftop PV panels. SNEW is the utilities provider. The approximate surface area of the rooftop is 6,800 sq. ft. The project is working on getting site plan approval from the City of Norwalk. Construction is expected to begin in Winter 2026. 

IV. Scope of Work

The following Scope of Work is intended to encompass both housing projects - Meadow Gardens and 79 South Main Street. Please note: these projects are on different timelines. 

Phase I: Feasibility and Design 
• Conduct site assessment and feasibility studies for rooftop PV systems on both projects.
• Develop a comprehensive system design, including sizing and placement of panels, electrical schematics, and structural analysis using building plans and renderings. 
• Provide recommendations to the Owner regarding optimal PV design for both projects, taking into account South Norwalk Electric & Water's (SNEW) policies and regulations. 

Phase II:  Financial Modeling 
• After Owner provides written approval of the selected system design, develop a proforma financial model for the operations of the PV systems, considering: 
   o Expected environmental and climate conditions, 
   o Peak and average energy generation, 
   o Projected depreciation, 
   o Projected maintenance, 
   o Projected savings on Owner's electric bill during operations, 
   o Renewable Energy Credits and other rebates and incentives, and 
   o Net cost analysis. 
   o Financial Options 

Phase III:  Permitting and Installation 
• After Owner approves the financial model, provide detailed technical drawings and specifications package for the PV system and all necessary equipment and infrastructure at one or both projects, as directed by the Owner. 
• Obtain necessary permits and approvals from local authorities.
• Provide delivery and installation schedule to Owner and General Contractor. 
• Attend an on-site coordination meeting with General Contractor, MEP engineer, and Electrical Subcontractor to discuss logistics and storing materials on site, if necessary. 
• Supply high-quality, certified solar PV panels, inverters, mounting structures, and other necessary equipment.
• Install the complete PV system including, but not limited to, solar panels, snow guards, inverters, mounting structures, wiring, and other system components. 
• Ensure proper integration with the existing electrical infrastructure.
• Perform grid interconnection and system commissioning with relevant utility coordination.
• Conduct thorough testing of the system to ensure proper functionality.

Phase IV: Training and Documentation 
• Provide specifications, user manuals, and warranties for all materials and components.
• Provide documentation, including test reports and as-built drawings. 
• Provide a maintenance and performance monitoring plan.
• Provide training to property management and maintenance personnel.  

All Sound Communities projects must adhere to CHFA, DOH and HUD regulations regarding procurement and prevailing wages. Furthermore, preference will be given to proposals from SBE/MBE/WBE-certified companies.

IMPORTANT:  The Contractor is responsible for: 
• Coordination with utility providers, regulatory authorities and the General Contractor 
• Equipment needed to install PV system
• Insurance coverage for all activities performed under this contract
• Compliance with all safety regulations and industry best practices

V. Evaluation Criteria

Proposals will be evaluated and scored based on the following: 
• Experience and track record with similar solar projects: 25 points 
• Fee Proposal 25 points
• Staff qualifications: 20 points  
• Client References: 20 points
• Complete proposal package with signed attachments 10 points 

Total Possible Points: 100 points 

VI. RFP Submission Requirements 

Complete proposals must be submitted via email to Sophia Stewart, Project Coordinator, at sstewart@soundcommunitiesCT.org on or before Friday, August 29th at 5:00PM EST.                                  

To be scored, a response must include: 

                           a. Proposal Cover Sheet (Exhibit A) 
                           b. Company history 
                           c. Staff qualifications 
                           d. List of similar projects recently completed 
                           e. License and Certifications 
                           f. Debarment Certification (Exhibit B) 
                           g. Fee Proposal (Exhibit C)

Included with this RFP are the following exhibits:
                 • Proposal Cover Sheet (Exhibit A)
                 • Debarment Certification (Exhibit B)
                 • Fee Proposal Sheet (Exhibit C) 
                 • Meadow Gardens Site Plan and 3D Rendering (Exhibit D)
                 • 79 South Main Site Plan and 3D Rendering (Exhibit E)
                 • DOH Supplementary Conditions (Exhibit F)
                 • HUD-4010 Federal Labor Conditions (Exhibit G)
                 • CHRO Contract Compliance Regulations (Exhibit H)

VII. Insurance Requirements

The company and its subcontractors must comply with the insurance requirements of the Project funders, at no additional cost to the Owner/Developer. Insurance coverage must be maintained until completion of the project. 

The company shall furnish evidence of the following forms of insurance from a company with A rating or better in the current edition of Best's Rating Guide. 

• General Liability:  $2,000,000 
• Automobile Liability: $1,000,000 per accident, covering all owned, non-owned, leased or rented motor vehicles
• Workers' Compensation: Statutory 
• Employers' Liability: Bodily Injury by Accident: $1,000,000 
• Bodily Injury by Each Employee: $1,000,000
• Professional Liability: $5,000,000 

All insurance must include the following endorsements: 

Sound Communities, Inc.
c/o The Housing Authority of the City of Norwalk
24 ½ Monroe Street 
Norwalk, CT 06854 

VIII. Other Terms and Conditions

A proposal may be corrected, modified, or withdrawn provided that the correction, modification, or request for withdrawal is made by the respondent in writing and is received prior to the Submission Deadline. After the Submission Deadline, the respondent may not change the proposal fee or any other provision in its proposal in a manner prejudicial to the interests of Sound Communities and/or fair competition. Sound Communities reserves the right to retain submitted proposals and not permit withdrawal for a period of 90 days after the Submission Deadline. 

The respondent certifies by submission of a proposal that it is not a debarred, suspended, or ineligible contractor by any Agency of Federal of State government. No proposal received from a debarred, suspended, or ineligible contractor will qualify for award.

Sound reserves the right to revise, change or terminate a contract awarded pursuant to this RFP at any time for its convenience upon 30 days written notice to the Contractor without prejudice or liability if: 
o Funding is not available. 
o Legal restrictions are placed upon the expenditure of monies for this category of service, or 
o Sound Communities' requirements in good faith change after contract award. 

Termination for Cause and for Convenience 
Sound may terminate this contract in whole, or from time to time in part, for Sound's convenience or the failure of the Consultant to fulfill the contract obligations (cause/default). Sound shall terminate by delivering to the Consultant written notice of termination specifying the nature, extent, and effective date of termination. Upon receipt of the notice, the Consultant shall: (1) immediately discontinue all services affected (unless the notice directs otherwise), and (2) deliver to Sound all information, reports, papers, and other materials accumulated or generated in performing the contract, whether completed or in process. If the termination is for the convenience of Sound Communities, Sound shall be liable only for payment for services rendered before the effective date of the termination.
 
If the termination is due to failure of the Contractor to fulfill its obligations under the contract (cause/default), Sound may (1) require the Contract to deliver to it, in the manner and to the extent directed by Sound, any work described in the Notice of Termination; (2) take over the work and prosecute the same to completion by contractor of otherwise, and the Contractor shall be liable for any additional cost incurred by Sound; and (3) withhold any payment to the Contractor, for the purpose of set-off or partial payment, as the case may be, of amounts owned by Sound and the contractor. In the event of termination for cause/default, Sound will be liable to the Contractor for reasonable costs incurred by the Contractor before the effective date of the termination. Any dispute shall be decided by the Contracting Officer. 

Hold Harmless 
The successful respondent agrees that it shall indemnify and hold harmless Sound from and against any and all claims for injury, loss of life, or damage to or loss of property caused or alleged to be caused by acts or omissions of the successful respondent, its employees, and invites on or about the premises and which arise out of the successful respondent's performance or failure to perform as specified in the agreement. 

Official, Agent and Employees of Sound Not Personally Liable
It is agreed by and between the parties hereto that in no event shall any official, officer, employee, or agent of Sound Communities or the Norwalk Housing Authority in any way be personally liable or responsible for any convent or agreement herein contained whether expressed or implied, nor for any statement, representation or warranty made herein or in any connection with this agreement. 

Change Orders
Sound Communities reserves the right to increase or decrease this contract, if required, regarding service, frequencies of the service and type of service, with mutual consent of the Contractor. 

Non-Performance
In the event the Contractor does not fulfill its obligations under the terms and conditions of the contract, Sound Communities may purchase equivalent services on the open market. 

Force Majeure
Neither the Contractor nor Sound shall be held liable for non-performance under the terms and conditions to the contract due, but not limited, to government restriction, strike, flood, fire or unforeseen catastrophe beyond either party's control. Each party shall notify the other of any situation that may prevent performance under the terms and conditions of the contract. 

Debarred/Suspended
The Respondent certifies by submission of a proposal that it is not a debarred, suspended, or ineligible contractor by any Agency of Federal of State government. No proposal received from a debarred, suspended, or ineligible contractor will qualify for an award.

Exhibit A
PROPOSAL COVER SHEET

Company Name:
Company Address:
Proposal Contact Person:
Phone:                                                          Email: 

Company Diversity Metrics

Company Ownership

Percentage of company owners and/or executive management who identify as:

%  Black/African American 
%  Native American 
%  Asian 
%  Latino/Hispanic 
%  Women

NOTE: Percentage of full and part-time employees who identify as: 

Company Employees

%  Black/African American 
%  Native American 
%  Asian 
%  Latino/Hispanic 
%  Women

NOTE: Percentages will not total 100%. Informed estimates are acceptable.

W/MBE Certification Number (if applicable, not required):

Verification Statement
The undersigned proposer hereby states that by completing and submitting this form s/he is verifying that all information provided in this proposal is, to the best of his/her knowledge, true and accurate, and agrees that if NHA discovers any information herein is false, that shall entitle NHA to not consider nor make award or to cancel any award with the undersigned party. 

Signed:                                                              Date:

Exhibit B

DEBARMENT CERTIFICATION

The undersigned, a Respondent of the Request for Proposal (RFP) issued by Sound Communities, Inc. hereby certifies on behalf of itself and each member of Respondent's team, as follows: 

In accordance with HUD 24 CFR 85.35, Respondent certifies that neither Respondent nor any member of the Respondent's team is debarred or suspended or is otherwise excluded from or ineligible for participation in Federal Assistance programs under Executive Order 12549 "Debarment and Suspension."

 Signed:                                                      Date:
Print Name:
Title:
Company Name:

Exhibit C
FEE PROPOSAL 

Company Name: 
Proposal Date:

Phase I: Feasibility and Design 

Meadow Gardens Project   Cost: $___ Turnaround Time: ___ weeks 
79 S Main Project             Cost: $___ Turnaround Time: ___ weeks

Phase II:  Financial Modeling 

Meadow Gardens Project   Cost: $___ Turnaround Time: ___ weeks 
79 S Main Project             Cost: $___ Turnaround Time: ___ weeks

Phase III:  Permitting and Installation   and    Phase IV: Training and Documentation (Combined)

Meadow Gardens Project: Describe how cost is determined. Include ALL fees that Owner will be responsible for.

 79 S Main Project: Describe how cost is determined.  Include ALL fees that Owner will be responsible for.