Project Q&A

Questions from bidders and response from project sponsors

  1. Can you bid as a consortium, or with partners?
    Yes.

  2. Can you propose power purchase agreements?
    Yes.

  3. To clarify the RFP document, should RFQ responses be submitted electronically and/or in hard copy, and if so, to where?
    By May 22, 2020, 2pm EST, please email info@matinicussolar.org with your responses to the Request for Qualification. Please also mail three hard copies to 17 South Road, Matinicus, Maine 04851, with a postmark of May 22, 2020.

  4. To clarify the timeline in the RFP document, what are the current milestones and timing between items?
    Please see an updated timeline with some typos corrected at https://matinicussolar.org/rfp-milestone-dates.

  5. What documentation do you need at the RFQ and bidding stage to qualify under this type of bidding structure, particularly for bids as a consortium? Is the only required content for the RFQ due on May 22, 2020 is stated in Section 13.0 (Company Qualifications, Licenses, & Experience) of the RFP?
    Respondents to this RFQ, responding as a sole entity, or as a consortium, are required to demonstrate qualifications in designing, installing, operating and financing similar scale facilities. This can be done in a narrative letter, with any relevant supporting documentation included. Readability and conciseness are appreciated. Please see Appendix B in the RFP for a cover letter template. For group bids, separate qualifications should be submitted for each party which is part of a consortium bid, with reference to the common consortium name for identification purposes.

  6. In the provided interval data, please confirm each column represents one of the three diesel generators currently powering the island.
    The data shows output from either one or two of the three generators running. The data logger recorded output of the main breaker, not individual units.

  7. Confirm that RFP respondents should assume the existing diesel generator plant has operated over the period defined by the interval data at the power factor indicated in the diesel generator nameplate photo.
    Yes, that’s correct.

  8. Can the existing generators, fuels tanks, and Matinicus Youngs Point Road be identified on the site map? Is there a distribution map and can the point of interconnection be identified?
    See this map for those landmarks. The point of interconnection is at the pole beside the current generating facility.

  9. Is the RFP respondent able to assume part of the forested area east of the wetland can be cleared for ground-mount solar? And has the island procured a geotechnical analysis of this area? We are concerned about building on/near the wetland.
    There is no geotechnical analysis of the area. Setbacks from the wetland area are per Land Use Planning Commission rules and can be found at https://www.maine.gov/dacf/lupc/index.shtml. Section 3.1 lists that portions of the protected property other than the intertidal area and wetlands or marshes may be used for energy generation and transmission, and to consult with Maine LUPC.

  10. Is an electrical one-line and/or photos of the diesel generator plant and any nearby power infrastructure available?
    There is no 1-line diagram available for the transmission and distribution network on the island. Please see the bottom of this page for photos. There are two of the 471 units.

  11. RFP states that the island has a community of 30, year-round. Are these 30 homes? They also state that there are 130 meters installed on the island, can we get details on what systems/structures the meters are connected to. Need to get a better understanding of the ‘loads’ on the distribution system. Provide example or real utility bills that outline the cost of energy produced.
    The community of 30 refers to the number of people, not homes. Our guess is that roughly 15 homes are occupied year-round. Meters are connected to homes and workshops. There are no major commercial loads other than the telephone company, which is the only known major user of electric heat.

  12. In the RFP “Base Proposal: Sub Station, Generator and Control Upgrades” are requested. Can you please provide electrical schematics, details, spec sheets etc., on the current existing equipment of the island’s electrical distribution system? Also details regarding main distribution gear, powerplant structures, etc.? Is there currently any control/management infrastructure in place to manage the use of the generators? If so, we also need the details on that system. This is necessary to determine feasibility of the ESS being able to integrate with their electrical systems and if upgrades or changes are required.
    There is no 1-line diagram available for the transmission and distribution network on the island. Photos can provide more information on the step up transformers and generators. The control system for the current plant is analog/mechanical relay. The new system should be considered as a ‘stand alone’ system. A protection scheme that allows the pre-existing system to remain as a layer of redundancy, activated either manually or automatically, would be beneficial, but otherwise each system should operate autonomously.

  13. Can you please provide more details regarding transmission and distribution requirements? a. Is the expectation that we are simply interconnecting with the existing system? b. Is it actually a 480V distribution system or is it stepped up from 480v to a 13KV (or a similar voltage) for distribution, then stepped back down to 240v/120v for the residences/structures? (If all distribution is 480v this is likely the cause of the line losses). c. Is the 6-month load data presented in the RFP all at 480V? Will need the most up-to-date energy production data. Is this data available for each meter?
    a. Expectations are that the output from the new system will interconnect through a protected disconnect switch with the old system at the step-up transformer at the current generating facility.
    b. Distribution voltage is stepped up from 480V to a roughly sub-3000V distribution voltage, then down to 240/120 for structures/residences.
    c. Generators all produce 480V output.

  14. We are assuming that the microgrid design, including a new generator will replace existing generators. Please let us know if this is not the case. Does Matinicus want a PPA structure for the generator? Can we get spec sheets or more detailed information on the generators currently installed?
    The intention is to keep the existing generators as backup to the new solar+storage+generator systems.
    We are open to various financing options for the new generator, including a PPA structure.
    We do not intend to remove the existing setup. We do not have any paperwork on the generators currently installed.

  15. Can you please provide clarification on what is meant by “fixed shape” for solar?
    The system owner and PPA provider provide a predetermined quantity of energy delivered over a predetermined period of time.

  16. Are you able to provide the reports that present the “high interval usage and production data”?
    Beyond the data logger information posted on this project website, those reports are not available as the system is not computerized.

  17. “The contractor shall use project components that are or are made of materials or finishes that are to last a minimum of 40 years.” Please verify that this just applies to enclosure materials (4X Stainless Steel)
    All exterior structural members supporting solar modules should be galvanized steel. Racking posts, top chords and brackets hot-dipped to ASTM A123 standard and exposed purlins pre-galvanized to a minimum G115 standard. Module hardware should be stainless steel.

  18. The BESS size identified in the RFP is greater than or equal to 1000 kWh or 12 hours. What base discharge rate of kW to each 12 hour window was used to size the 1000kWh size requested in the RFP? Is the requested 1000 kWh requirement size based on the anticipated 10-year End of Life (EOL) for the battery or does the requested 1000 kWh size reflect the size of the battery preferred at the beginning of the battery life (BOL)? Reference: Page 1 of RFP
    1000kWh was provided as a baseline for which to meet based on modeling of loads equivalent to 30 full-time residents. It is the hope that a stable grid and power supply would encourage residents to stay, residents that have left to return, or new residents to arrive. Storage should be modular, over-sized, or capable of adjusting to new loads to allow for new loads to come online over the lifetime of the project.

  19. When does MPEC expect the system to be operational? Reference: Revised Milestone Dates – Identifies 11/17/2020 as the date to issue full notice to proceed. Currently, standard lead time for an energy storage system of this size is approximately 6 months after receipt of order, plus approximately 30-60 days to integrate into the battery enabled micro-grid; prior to shipment to the site.
    We do not currently have a hard operational date. This will be finalized before contracts are signed, and will depend on proposals, as well as global and local circumstances.

  20. Section 4.0 of the RFP states: “Contractor shall use project components that are or are made of materials or finishes that are to last a minimum of 40 years.” Can we take exemption from this request for BESS, PV modules and inverters that are not designed, engineered, or made to last 40 years? Unless otherwise required, we will offer the “standard” manufacturer’s warranty for BESS, PV modules, inverters, and generator. Reference: Page 8, Section 4.0 of RFP.
    This standard is primarily for exposed components that are critical in the support of the solar array, protection of the storage facility, and the useful life of the generator. It is not assumed that the power electronics will last 40 years.

  21. NFPA 855 requires a 10’ clearance around the Li-Ion battery equipment and at least 100’ separation distance from fuel tanks. Are we able to install an enclosed system near the existing generator shed and able to use and have reasonable access to the existing fuel supply line from the fuel storage battery to the generator shed? Reference: USDA grant application filed by MPEC 12/14/2015 included a 200 kWh battery storage system that was to be located in the municipal garage adjacent to the generator shed. See page 11 of USDA grant application, including Figure 7 – Google Earth aerial image of proposed site.
    We expect this to be the case.

  22. Has Matinicus Plantation requested and obtained the advisory ruling from the State of Maine’s Land Use Planning Commission (LUPC) to clarify the permitting, if any, required for Matinicus’ Renewable Power Project? Page 3 of 4 Reference: Page 15 of USDA grant application dated 12/14/2015 – “Matinicus Plantation will seek an advisory ruling from LUPC regarding required permitting and will apply for any permits necessary prior to awarding of funding to minimize delays in starting the project.”
    This process will be started by mid-June.

  23. IF an advisory ruling from the LUPC does not currently exist, will Matinicus Plantation Electric Company seek an advisory ruling from LUPC regarding required permitting AND apply for any permits necessary prior to issuing full notice to proceed to minimize delays in commencement of construction for the project?
    As noted above, Matinicus Plantation will seek an advisory ruling starting in mid-June. Permitting should be the responsibility of the developer, and should act as the representative of landowners in these matters. We expect local and state permitting to be minimal. The Maine Public Utilities Commission will need to be involved if there is a significant rate change.

  24. Will Matinicus Plantation, the Maine Coast Heritage Trust, or property owners adjoining the proposed site object to the removal of trees and existing vegetation OR require remediation that includes replanting species of tree seedlings similar to the trees removed to clear and create the site for the proposed ground mounted solar array and related equipment?
    MCHT did not put any restrictions on tree cutting in the transfer of the land to Matinicus. Replanting of some kind of ground cover for erosion control would be required but would be limited to broadcast seeding and cover with hay/straw. Most of the tree cover is mature spruce forest based onage of trees, limited soil depth and other factors. Current abuters are aware of this and are unlikely to object to what is essentially a clean up of a fire hazard.

  25. Will MPEC provide high speed internet service to the proposed system?
    Yes, high speed internet can be provided.

  26. Will MPEC consider an operating lease rather than PPA for the BESS and generators used for this project and a PPA for the energy produced from the Solar system; operating lease terms will coincide with the term of the PPA?
    Yes, this arrangement would be considered.

  27. Will MPEC commit to purchasing all energy produced from the solar array during the life of the agreement, including energy diverted or curtailed if the solar system produces energy in excess of the amount needed for current load and battery storage is full?
    Our preference is to avoid committing to purchasing all power generated, but would consider it based on total price and other factors.

  28. What covenants and restrictions currently exist or will be created to ensure residents and rate payers do not defect from Matinicus’ electrical grid by installing micro-grids on their property? Reference: Page 7 of MPEC’s USDA grant application dated 12/14/2015 states: “Due to the recent rate increase, some wealthier residents have begun to discuss installing their own generators or solar PV systems, and going off grid. This is a decision that could have a severe impact on the community.”
    We do not allow any grid-tied systems because the back flow could damage our infrastructure.

  29. Why is MPEC currently requesting proposals for a 300 kW solar array that is three times larger than the 100 kW solar array, and 1000 kWh of energy storage, five times larger than the 200 kWh energy storage system that was described in MPEC’s USDA grant application dated 12/14/2015? References: Page 10 of MPEC’s USDA grant application dated 12/14/2015- 100 kW solar array was “sized to match the island’s peak summer load”; page 11 refers to the energy storage and BMS; page 18 states the 100 kW solar array and 200 kwH battery system will offset approximately 45% of the island’s total annual electrical consumption.
    After reviewing previous grant applications with our solar consultant, we realized the previously designs were undersized. We had also intended to minimize the amount of funding requested in the 2015 application.

  30. Is MPEC willing to consider alternative sized solar, energy storage, generator and micro-grid controls that are economically and optimally sized to match beginning of life energy consumption and mitigate the annual service fees associated with this project to stay within MPEC’s historical annual operating budget? Page 4 of 4 Reference: The MPEC Customer survey clearly indicates support for this project if consumer rates decrease, NOT increase. To make sure annual PPA fees do not increase MPEC’s historical annual operating expenses and cause rates to increase, the size of the solar array, energy storage, microgrid and generator should be optimally sized to ensure the solar and energy storage components are not substantially oversized, leading to higher costs/fees.
    Yes.

  31. Has MPEC, the Island Institute, and/or Matinicus Isle Board of Assessors filed applications that are currently pending for federal grants and/or loans available from the USDA or any other federal, state or private sources (such as foundations, community development commissions, etc.) to financially support this project and ensure the annual service fees associated with this project to stay within MPEC’s historical annual operating budget?
    Yes. Matinicus Plantation Electric Company applied for the USDA High Energy Cost Grant that was due on April 27, 2020.

  32. Is MPEC, the Island Institute, and/or Matinicus Isle Board of Assessors willing to file applications, PRIOR to issuing full notice to proceed, for federal grants and/or loans available from the USDA or other federal, state or private sources (such as foundations, community development commissions, etc.) to financially support this project to: (1) minimize delays in commencement of construction for the project, and (2) ensure the annual service fees associated with this project do not materially increase MPEC’s historical annual operating expense?
    Yes. Matinicus Plantation Electric Company will continue to seek out a variety of funding sources for this project.

  33. The RFP is requesting a fixed price PPA PV + BESS $/MWh proposal, but requests that the respondent provide PV + BESS + Gen system. Clarify that the $/MWh PPA rate is for delivered energy, regardless of source.
    Yes, the $/MWh rate requested is regardless of the source.

  34. Can you please confirm that the $/MWh PPA rate requested is for electricity delivered to the grid and NOT individual customers? Due to very high historical grid loss, cost per customer delivered kWh will be higher.
    The PPA rate is solely for electricity delivered to the grid, not customers.

  35. Electricity pricing on the island includes a fuel surcharge for diesel cost above $1/G. Is it reasonable for the RFP response to similarly include a pass through for fuel costs so that risk continues to be with customers?
    This would likely be the case.

  36. What kind of customer metering is used? How often and by what method is it read?
    We use digital as well as some analog meters. Meters are read monthly.

  37. Who does O and M on existing generators? Will they continue to service them as a manual backup?
    Gary Peabody is the operator and will continue to maintain the current system.

  38. Can you please provide a 1-line diagram of the existing grid, inclusive of existing generation and distribution lines?
    There is no 1-line diagram available for the transmission and distribution network on the island.

  39. Was the 2015 USDA grant not received? Received but not implemented?
    No, MPEC was not awarded the 2015 USDA grant.

  40. If MPEC is a tax liable entity, would they consider a lease instead of a PPA?
    MPEC is not a tax liable entity.

  41. Are there any exceptional materials or warranty considerations as a result of being very coastal, or is this up to the bidder?
    Section 4.0 of the RFP outlines technical codes required. Galvanized steel is ideal for marine environments, with minimum standard ASTM G115 galvanization.

  42. If selected, what is the approval process like? Will the winning bidder also be required to gain approval from citizen’s groups, Board of Assessors, etc?
    Approval of the taxpayers, rate payers, residents of Matinicus will be handled by the Board of Assessors who are also the managing board of the power company. An article for discussion of the proposed system is included in the Warrant for the Annual Town Meeting to be held June 19, 2020. Discussion of the various grant requests have been held every year we have applied for these grants and no opposition, organized or not, has been noted.

  43. What type of internet access is available? Which, if any, cell carriers provide service?
    Speeds up to 100Mbps are available. TDS is the provider. There is not reliable cell service.

  44. Is the 245,000 kWh annual use figure based on customer metering or generation?
    245,000 kWh is the billable metered usage.

  45. Who owns solar curtailment risk due to efficiency gains, population loss, other sources of load reduction or changes in load shape? ~$40,000 kWh annual load reduction since 2009 cited in project RFP indicates this is a real risk for a solar system designed for last year’s load.
    See above in #27 and #28.

  46. Is the coop open to changing electric rates (for example TOU) or other load shaping strategies if they help to minimize curtailment or optimize ESS sizing? Are there any large consumers of power on the island who might have loads that are shapeable (easier to do with 3 or 4 large customers than 75 residential ones).
    The only large electricity consumer on the island is the phone company, as they are the only known user of electric heat. We are open to developing time of use rates after the system is operational to take advantage of as much of the generated power as possible, but we have not yet explored this option in detail.

  47. How many copies of the proposal should be submitted? Would you like hard copies and/or electronic copies?
    Please submit three hard copies as well as an electronic copy.

  48. What is the required content for the proposal due on July 31st? Is this outlined in the RFP and if so, can you provide the RFP page numbers and/or sections which state the proposal content requirements?
    Please refer to Section 11.0 of the RFP, and ensure that all issues alluded to in the RFP are addressed. We appreciate readability and conciseness in proposals.

  49. At what voltage is the power distributed on the island? What is the KVA rating, condition and the age of any existing generator step up transformer(s)? Can detail be provided about the existing metering at the power station and submetering; i.e. quantity, model, age, condition etc. Are system one-lines drawings and site distribution drawing available for review? Does the distribution system have voltage regulators and/or power factor correction equipment and if yes, could you provide equipment information?
    See above.

  50. Where is the measurement location of the amperage interval data provided with the RFP; i.e. gross generator output or net power station output?
    See above.

  51. What is the voltage for the amp measurement noted in the RFP figure 4?
    See above.

  52. Are any historical power factor measurements available?
    See above.

  53. It is clear that the RFP is requesting new tier-4 diesel generators. Optionally, can the existing diesel generators be overhauled if determined to be feasible and economical or can refurbished generators be provided as a reduced cost option? Is all existing generation going to be removed or could it be used as supplemental or backup?
    The current system shall remain as a stand-alone backup and not be compromised.

  54. Is the referenced 245,000 kwh/yr a gross generation value or the sum of all the submeters? In other words, does this value include all the system losses? Are there any municipal building loads or streetlighting that are also provided in this parasitic loss?
    245,000 kWh is the billable metered usage.

  55. Are there internet communications and/or cell reception available at the project site?
    High speed internet is available. There is very little cell reception.

  56. Are the two MPEC employees available to be trained to support the operations of the new project?
    Yes.

  57. Are there any project grants that MPEC has obtained that could be transferred to the bidder to support the project to be more cost effective?
    MPEC applied for a USDA High Energy Cost grant on April 27, and will be pursuing a range of funding options.

  58. Can you please provide detailed site dimensions, restrictions and covenants? Detailed, dimensioned site drawings are not available. The only restrictions/covenants are those imposed by the Maine Land Use Planning Commision, available at https://www.maine.gov/dacf/lupc/laws_rules/index.shtml. See also this document.

  59. Can you please provide pictures of the following: a. Generator Step Up Transformer(s) overall and nameplate(s) b. Switchgear overall and pictures of nameplate c. Diesels overall pictures and nameplate(s)
    Please see the bottom of this page for photos. There are two of the 471 units.

  60. How do we learn more about a potential site visit? Will you be posting that information on the project website?
    Please see the email sent to bidders on May 29, 2020.

  61. Can additional data be provided to quantify the power station parasitic losses?
    Please see results of this study from 2015. MPEC meters all loads, including street lighting and the outlets we provide on the wharf for use by the Sunbeam (a health services and telemedicine vessel) and fishermen.

  62. Can you provide a copy of Matinicus Plantation Electric Company’s (MPEC) application for the USDA High Energy Cost Grant that was due on April 27, 2020? What size system did MPEC apply for in the grant application?
    Please see this application.

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