RFP 2012_eng

8/6/2019 RFP 2012_eng

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SOLAR DECA THLON EUROPE

REQUEST F OR PROPOSAL 2012

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TABLE OF CONTENTS

1. Introduction

2. Instructions

3. Language

4. Late proposals, modifications and withdrawal of proposals

5. Memorandum of Understanding (MOU)

6. Evaluation and selection process

7. Technical Proposal Format Guide

8. Attachments

A. Reg istration Form for Entry

B . Statement of Work

C . Price Cost Proposal Form

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1. INTRODUCTION

Universities with schools of architecture and engineering are invited to participate in the second

edition of the Solar Decathlon Europe!

The SDE (Solar Decathlon Europe) ORGANIZATION, the Spanish Government, and the U.S.

Department of Energy (DOE) invite your submission to participate in the 2012 Solar Decathlon

Europe , in accordance with the requirements and conditions set forth herein.

The Solar Decathlon Europe is an international compet ition open to all accredited colleges,

universities, and other post-secondary educational institutions. Student teams compete to

des ign, build, and operate highly energy-eff icient, completely solar-powered houses. The entire

Solar Decathlon Europe pro ject encompasses not only the competition, but also the pro ject’s

des ign development, construction, and commissioning phases necessary to participate in the

compet ition. Hence, the competition itse lf is only one of several requirements associated with

participation in the pro ject.

The Solar Decathlon Europe competition will take place in Madrid, Spain, in late spring 2012.

The compet ition will be held for the second time in Europe, as a result of a Memorandum of

Understanding (MOU) signed between the Government of the United States and the

Government of Spain. The Competition has already had four editions in Washington, DC , these

events were held in fall 2002 , 2005 , 2007, and 2009 and the next one will take place in 2011.

The first Solar Decathlon Europe has been held in Madrid in June, 2010. (www.sdeurope.org)

The competition is an excellent opportunity to generate and diffuse knowledge, with consequent

prestige to the participating universities.

Participation will permit the universities to integrate and produce knowledge on sustainable

construction demanded by society with the comfort and quality required. Socially, the

compet ition highlights the possibilities for dissemination and awareness of important aspects for

the environment, such as the responsible use of energy and renewable energy.

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For the student compet itors, the pro ject is designed to increase education about energy-

eff icient building design, and to accelerate solar energy R&D. The compet ition fosters

collaborations among students in the disciplines of architecture, engineering, business and

marketing, and communications at the outset of the ir caree rs to achieve the goal of developing

and demonstrating solar technologies in marketable residential applications. Like the athletic

decathlon, the Solar Decathlon will test proficiency in a wide range of skills. Unlike its athletic

counterpart, however, the Solar Decathlon is a team event, in which the diversity of abilities

comes from the composition of the team rather than a single individual.

The Solar Decathlon is also a public event designed to increase awareness about energy for

residential use . The compet ition demonstrates that a beautifully and well-designed house can

generate enough electricity to meet the needs of a household, including electricity for lighting,

cooking, washing clothes and dishes, powering home and home-off ice electronics, maintaining

a comfortable indoor temperature and air quality. The Solar Decathlon shows Europe and the

world, those clean and plentiful sources of energy—solar ene rgy—can provide the power for

healthy places in which to live, work, and en joy.

To facilitate the participation of the universities, the Organization will provide economic support,

estimated in 100.000 Euros to every participating institution. The available funding is not

expected to cover the entire expense of this pro ject, and as specified in the documents, Fund

Raising and Team Support are a part of the evaluation criteria. This criterion also states that

industry involvement will be considered however, it should be noted that such involvement shall

be collaborative and is not intended to be a lower-tier subcontract.

Specific instructions for participating in the Solar Decathlon Europe are included in this

document. Statement of Work is attached , which describes the work to be performed by

successful offers to this solicitation for participation over the course of the two-year period of

performance. Proposals shall address the criteria described in Evaluation and Selection

Process, and demonstrate a team’s capacity to perform the work described in the statement of

work.

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2. INSTRUCTIONS

In order to maintain all the potential candidates updated of the latest information regarding theSDE 2012, we suggest that all the universities that are studying the possibilities of participating

in the next Solar Decathlon Europe 2012, send an e-mail notifying us of your interest to

[email protected]

This notification is not considered a commitment by any of the parties.

Your proposal must be received no later than 8:00 P.M. (CET), October13,, 2010 to ensure

acceptance. Late proposals may be accepted at the discretion of Solar Decathlon Europe

Organization, see: Late Proposals, Modifications, and Withdrawal of Proposals.

This Request for Proposals (RF P) includes this main document and three attachments,

including instructions for completing a proposal, documents that are required w ith submission of

the proposal, and a statement of work that describes the work to be performed by successful

offers to this solicitation. Please, review the entire document, including the attachments to

respond thoroughly to the solicitation.

Technical questions may be submitted in writing to [email protected], no later than

October 10th, 2010 .

A complete proposal shall include:

1. A cover letter including a statement of the school’s commitment to participate in the

compet ition, including the acceptance of the proposed Statement of Work or any changes with reason.

Note: any exception must contain suff icient amplification and justification to permit

evaluation. Such exceptions will not, of themselves, automatically cause an offer to be

termed unacceptable. A large number of exceptions or one or more significant exceptions

not providing any obvious benefit to SD Europe ORGANIZATION may, however, result in

re jection of such offer as unacceptable.

2. F ive (5) bound copies of a signed Technical Proposal,

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3. One completed Registration Form For Entry for each School that is part of a team

(Attachment A),

4. One (1) copy of a signed Statement of Work (Attachment B),

5. F ive (5) copies of a signed completed Price Proposal Form (Attachment C).

Multiple teams, formed by more than one school or university, will be allowed to participate.

The Technical Proposal, Price Proposal, Registration Form and Statement of Work are to be

signed by an authorized official of the educational institution. If two or more institutions

collaborate and submit one proposal, an authorized off icial from each institution shall sign the

same documents equally.

Faxed proposals and proposals sent by e-mail will NOT BE ACCEPTED.

The 2012 Solar Decathlon Europe Rules and Regulations document will be available at

http: / / www.sdeurope.org. The 2010 document is the basis for the 2012 competition, though it

will be revised prior to the 2012 event based on lessons learned and technology advancements

at the Solar Decathlon Europe held this year.

This solicitation is for participation in the 2012 Solar Decathlon Europe only.

The proposal should be sent to:

Solar Decathlon Europe Office

Escue la Técnica Superior de Arquitectura de Madrid

Universidad Politécnica de Madrid

Avda. Juan de Herrera, 4

28040 Madrid, SPAIN.

To facilitate handling, please mark the following on the outside of the envelope containing your

proposal or other related information:

SOLAR DECATHLON EUROPE PROPOSAL

To be opened by addressee only

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3. LANGUAGE

The Solar Decathlon is an international competition open to universities all over the continents.

Because of its international character, the event will have two off icial languages, Eng lish and

Spanish, all documentation, communication and diffusion will be made mainly in English.

All official communications sent by the Organization will be made in English.

During the competition, Teams will be requested to do certain activities, like the house public

tours, in Spanish and English. The SDE Organization will encourage Spanish university students

to volunteer to help in this task and will provide assistance in this area during the Competition

period.

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4. LATE PROPOSALS, MODIFICATIONS, AND WITHDRAWAL OF

PROPOSALS

Request for Proposals (RF P), or modifications to them, received from qualified organizations

after the date specified for receipt may be considered, if SDE ORGANIZATION determines

that there is a potential technical or other advantage , as compared to the other offers received.

However, depending on the circumstances surrounding the late submission or modification,

SDE ORGANIZATION may consider a late offer to be an indication of the offeror’s performance

capabilities, resulting in downgrading of the offer by SDE ORGANIZATION evaluators in the

technical evaluation process. Offers may be withdrawn by written notice or te legram (including

mailgram) received at any time be fore se lection notification. Offers may be withdrawn in person

by an authorized representative, if the representative’s identity is made known and the

representative signs a receipt for the offer before selection notification.

In the event that SDE ORGANIZATION is not able to successfully negotiate or sustain a total of

20 selected participants under this RFP, SDE ORGANIZATION reserves the right to re- issue

the solicitation after October 13 th, 2010. In response to a re- issued RFP, SD E

ORGANIZATION will accept and evaluate proposals submitted from institutions that did not

respond to the original RF P. Institutions that submitted proposals under this original solicitation

will be excluded from submitting new or supplemental proposals, however, any prior proposal

that was determined by SDE ORGANIZATION to be in the compet itive range under the original

solicitation, but did not sign a Memorandum of Understanding (MOU) under this RFP, will

undergo further consideration under the re- issued RFP.

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5. MEMORANDUM OF UNDERSTANDING (MOU)

It is the intent of SDE ORGANIZATION to select between 15 to 20 participating universities.

To take part in the competition, the selected universities will be required to sign a Memorandum

of Understanding (MOU) with the Universidad Politécnica de Madrid (UPM) representing the

Spanish Government, that regulates the school participation. SDE ORGANIZATION anticipates

that the schedule for negotiating each MOU shall conclude within six (6) months from the date

of notification of se lection. In the event that SDE ORGANIZATION and the potential participant

cannot complete the MOU negotiation process within this six (6) month period, SDE

ORGANIZATION will make a unilateral decision regarding the selected teams continues

eligibility due to insuff icient time to execute and achieve successful completion of the MOU.

The max imum funded amount is €100 ,000 according with the attached calendar and it is

anticipated that costs will be for labor and other direct costs. The funding will be split with

€30 ,000 in De liverable # 2 - Architectural Model and A-V Media Presentation, and €70 ,000 in

Deliverable # 6 – Construction Drawings and Specifications as Bu ilt submission. At the

completion of the Deliverable #2,

SDE ORGANIZATION will make a unilateral decisionregarding whether to keep funding a pro ject. The decision will be made based on technical

merit and responsiveness of the deliverables.

The Memorandum of Understanding (MOU) regulates the school participation in the following

areas:

• Abide to the rules and regulations established for the event

• Release of liability

• General workers’ compensation and employer’s liability insurance

• Indemnification

• Consent to Spain court’s jurisdiction, venue, and governing law

• Relationship of the parties

• The work to be performed

• The period of performance

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• Price, payment, and limitation of payment obligations

• Limitation of price and subcontractor obligations

• Applicable documentation

• Order of precedence

• Rights to proposal data

• Subcontract administration responsibilities

• Key personne l

• Invoices

• Publicity release and public affairs

• Integration• Statement of work

• General terms and conditions for Solar Decathlon

• Inte llectual property provisions

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6. EVALUATION AND SELECTION PROCESS

All proposals received w ill be judged on a competitive basis, in two stages:

Step One—Initial Evaluation:

An initial evaluation will be performed to determine if all required information (i.e., received

from a qualified educational institution, contain all requested documentation, etc.) has

been provided for an acceptable offer. Offertory may be contacted only for clarification

purposes during the initial evaluation. Offertory shall be notified if the ir offer is determined

unacceptable and the reasons for re jection will be provided . Unacceptable offers will be

excluded from further consideration.

Step Two—Discussion, Se lection, Negotiation, and Deliberation:

Proposals found to meet those requirements will be evaluated to determine which teams

have the most promising approach to and potential for building a successful Solar

Decathlon Europe entry. All acceptable offers will be evaluated against the qualitative

merit criteria listed below. Based on this evaluation, SDE ORGANIZATION has the

option,

depending on the specific circumstances of the offers received,

to use one of thefollowing methods of se lection:

(a) Make an individual se lection, conduct negotiations, and make a deliberation;

(b) Conduct parallel negotiations with all offerors and make deliberation (s);

(c) Conduct discussions with all offerors, se lect successful finalists, conduct parallel

negotiations with successful finalists, and then make deliberation (s);

(d) Conduct discussions with all offerors, conduct parallel negotiations with the

finalists, se lect successful finalist(s), and then make deliberation (s);

(e) Se lect successful finalists, conduct successive negotiations, and make successive

se lections and deliberations;

(f) Make no Deliberation (s);

(g) Re-issue the solicitation and consider new proposals from institutions that did not

propose under this original RF P and prior proposals from institutions that were

otherwise rated in the competitive range but were se lected do sign a MOU under

this original RFP.

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EVALUATION CRITERIA FOR SELECTION

The Statement of Work (Attachment B) in this RFP serves as SDE ORGANIZATION’s base line

requirement that must be met by each offeror.

The evaluation criteria establish what SDE ORGANIZATION considers the factors valuable in an

offer. These qualitative merit criteria are performance-based and permit selection of the offer

that provides higher qualitative merit.

(25%) Technical Innovation and Design—the conceptual des ign of the Solar Decathlon entry

addresses aesthetics,

feasibility of the design,

scientific /technical quality,

soundness of the analyses, trade-offs, and design approach. Sustainability is addressed. Advancing

technology of building-integrated photovoltaics (BIPV) is addressed. The selected

components and materials are adequate , and the entry will be a complete ly or

substantially new pro ject. Industrialization and marketability of the prototype are

addressed, and also conditions for sharing of knowledge in clean technology.

Environmental, safety, and health considerations are addressed for the construction and

compet ition phases of the Solar Decathlon Europe , including assembly and disassembly

in Spain. Multidisciplinary teaming (e.g., between design, communications, andengineering disciplines) is strongly encouraged.

(25%) Fund Raising and Team Support—the proposal gives a clear understanding o f the costs

associated with the pro ject and the need for fund raising. Fund raising has been

adequate ly planned. The level of available or obtainable equipment, instrumentation,

and facilities is adequate . Industry involvement in the pro ject is considered.

(25%) Curriculum Integration and Special Considerations—the institution(s) plans to maximize

the educational benefits of the pro ject. The Solar Decathlon pro ject is integrated into

the students’ course work. The Solar Decathlon pro ject incorporates special

considerations that deserve extra merit, such as Research Pro jects (R&D), technical

innovation and creativity, or new ideas that will make the pro ject more likely to succeed.

(25%) Organization and Project Planning—the proposal gives a clear understanding of all the

activities involved in the pro ject.

The activities are planned and organized adequately to

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ensure successful completion. The organization chart and timeline exhibit good

planning. How and who will make decisions and how conflicts will be resolved are

adequate ly addressed. How the house will be transported to the competition,

assembled and disassembled is addressed.

OTHER CONSIDERATIONS

F inally, other factors such as geographic and technology diversity will be considered for the

benefit of the program.

These evaluation criteria are listed in order of importance. Technical reviewers will base their

conclusions only on information contained in the proposals. It cannot be assumed that

reviewers are acquainted with the institutions or key individuals or any of the ir prior work or

accomplishments.

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7. TECHNICAL PROPOSAL FORMAT GUIDE

The following are necessary elements of your proposal, which is limited to 20 pages, including

any diagrams, charts, or appendices.

a. Cover Page

The cover page shall include the signature of an authorized off icial of each participating

institution. The Cover Page will be not counted as part of the 20-page maximum

b. Table of Contents

• Introduction

The introduction or summary should be presented first and should provide a brief overview

of your entire proposal.

• Main objectives of the team

This section should describe the main ob jectives of the team, the strateg ies that will be

used to achieve them, and their relationship with the main goals of the Solar Decathlon

Europe competition is addressed.

• Technical innovation and design

This section should provide a clear technical discussion of design considerations, a

proposed approach to technological advancements in BIPV , innovative solutions,

industrialization and marketability of the prototype , and trade-offs for your building and

associated energy systems, as well as the scientific /technical analyses of the proposed

des ign,

including selected components and materials.

This section should also addresssafety aspects of the pro ject, particularly during the construction, assembly and disassembly

phases, and the environmental impacts of the pro ject.

• Fund raising and team support

This section should provide a clear understanding of the costs associated with the pro ject

and the need for fund raising, how that fund raising is planned, and whether there are

available or obtainable equipment, instrumentation, and facilities.

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• Curriculum integration and special considerations

This section should describe how the school(s) plans to max imize the educational benefits

of the pro ject and how the solar decathlon pro ject will be integrated into the students’

course work. This section should include any other considerations that may make your

team especially suited for participation in this compet ition. It will be positively valued the

participation in the proposal of students from different schools: architecture, engineering, as

we ll as, specialists in communication and business.

• Organization and project planning

This section should provide a clear discussion of all of the activities involved in the pro ject,

as we ll as their planned implementation and organization to ensure successful complet ion.

Issues and opportunities associated with the multidisciplinary aspects of the pro ject (e.g., in

the case where d ifferent departments or institutions are involved) should be described .

• Conclusions

This section should justify, based on the presentations of the other sections, your team’s

se lection for participation in the Solar Decathlon and the merit to receive €100,000, to be

used to support the completion of the deliverables.

• Appendices

As appropriate , include supplemental information such as resumes of team members,

letters of support, and tables of supporting data.

General notes for proposal preparation:

Note that these are recommendations,

provided with the intent to make the preparation processeasier for the proposing institutions, and the review process for the evaluation pane l. The

evaluation criteria are keyed to the Proposal Format Guide .

While the appearance of a proposal is important, the emphasis should be placed on the content

and the proposal organization. With good logic, proper Eng lish or Spanish sentences, and

correctly spelled words, the reviewers can quickly understand your discussion and avoid any

misunderstandings.

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Proposals should be clean, bound copies reproduced clearly from an original. A cover printed

on thick cover stock is preferred, as is spiral, or similar binding. A4 (or letter type), 11 point

font size, and single- line spacing should be used. Top, bottom, and side margins should be

2,5cm (one inch) excluding headers, footers, and page numbers. Main headings should be in

all uppercase letters and boldfaced. Subheadings should be in initial caps (first letter of each

word capitalized) and boldfaced. Third-level headings should be avoided . All units of measure

should be given in International System of Units (SI) or Imperial Style values . All artwork should

be clean and legible.

The Registration form (Attachment A), the Statement of Work (Attachment B), and the Price

Proposal Form (Attachment C) will be not counted as part of the 20-page maximum. These

forms should not be in the bound proposal.

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8. ATTACHMENTS

A. Reg istration Form for Entry

B . Statement of Work

C . Price Cost Proposal Form

Please, remember:

If your University is interested and considering participating in the Solar Decathlon Europe 2012

in Madrid, please notify us at:

[email protected]

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ATTACHMENT A

REGISTRATION FORM

FOR ENTRY - SOLAR DECATHLON EUROPE 2012

(Please Type)

SCHOOL NAME ___________________________________________

SCHOOL INITIALS (3) ___________________________________________

SCH OOL ADDRESS ___________________________________________

CITY , STATE, ZIPCODE ___________________________________________

COUNTRY ___________________________________________

PHONE NUMBER ___________________________________________

E-MAIL ADDRESS ___________________________________________

KEY FACULTY CONTACT ___________________________________________

WORK ADDRESS ___________________________________________

CITY,

STATE,

ZIPCODE ___________________________________________

PHONE NUMBER __________________________________________

CELL PHONE ___________________________________________

E-MAIL ADDRESS ___________________________________________

KEY STUDENT CONTACT ___________________________________________

PHONE NUMBER ___________________________________________

CELL PHONE ___________________________________________

E-MAIL ADDRESS ___________________________________________

LIST OTHER PARTICIPATING SCHOOLS IF APPLICABLE:

____________________________________________________________________________

TEAM NAME: _______________________________________________________________

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ATTACHMENT B

STATEMENT OF WORK - SOLAR DECATHLON EUROPE 2012

(Please print)

Date: October13th, 2010

Background

The Solar Decathlon is an international colleg iate compet ition in which Student teams compete

to design, build, and operate highly energy-eff icient, grid connected, net-mete red, completely

solar-powered houses that incorporate building-integrated photovoltaics (BIPV). Solar

Decathlon houses are nominally 75 ,00m2 (800-square-foot) modular structures. No basements

are allowed, and the house must not disturb the ground on which it s its. The energy source for

the house will be limited to only the renewable energy incident upon the specified space that

the house will occupy during the competition.

The Solar Decathlon Europe 2012 will take place in Madrid,

Spain.

Previous events were he ldin fall 2002, 2005, and 2007 , and 2009. The 2010 Solar Decathlon Rules and Regulations

document, which is the basis for the 2012 competition, will be revised prior to the 2012 event

based on lessons learned and technology advancement from the other recent Solar Decathlon

events.

Whereas the competition will be held in spring 2012, each team is required to produce a

number of pro ject deliverables associated with pro ject fund-raising, building design and

mode ling, and materials specification, acquisition, and construction processes.

Objectives

To generate knowledge on the industrialization and sustainability of the homes, bringing about

suitable scientific benefits, as we ll as, the dissemination of the knowledge.

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To make both students and general public aware of the environmental and sustainability issues,

especially in the responsible use of energy and natural resources, promoting the use of the

renewable energies.

To maximize the publicity of the event by tak ing advantage of the competition´ s characteristics

and potential to achieve the maximum media coverage and social diffusion.

Scope of work

In addition to the compet ition, the pro ject encompasses the solar home’s design development,

construction, and commissioning phases necessary to participate in the competition.

Project Deliverables

During the period of performance, teams are required to submit the following deliverables:

• Business and Fund-Raising Plan: Early in the development of their Solar Decathlon

Europe pro jects, teams are required to submit plans that describe their overall pro ject,

including a pro jected budget and fund-raising plan. The plan should include a

description of each team’s interactions with other departments involved in fund raising

(e.g., the school’s development off ice), identify key sponsors, and describe the means

by which these sponsors may be reached.

• Drawings and Project Manuals: On three separate occasions (des ign development,

construction and as built), teams shall submit drawings and pro ject manuals

documenting the house and its components. The compet ition organizers use the

drawings and pro ject manuals to determine constructability, system operational

parameters and requirements, potential for industrialization, Rules and Regulations

compliance, and code and design standards compliance.

• Energy Analysis Reports and Simulation Input Report: The Energy Analysis Reports

(schematic and comprehensive) shall summarize the results of computer simulations

created by teams to inform the design process and pro ject the energy performance of

the ir houses after the designs are complete . The Simulation Input Reports provide

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information that a building scientist would need to develop a detailed computer model of

the house and its systems.

• Web Site URL: Teams develop Web sites as a means of communicating their

experiences in the pro ject with the general public. Submission of Web sites that meet

usability, des ign, coding, and content standards is required on at least two occasions.

Initially, Web site URLs are submitted, and compet ition organizers provide feedback

regarding compliance w ith compet ition requirements. Approximately six weeks later, the

Web sites must meet minimum requirements. Organizers continue to work with teams

until the final deadline for Web sites at the beginning of the 2012 event. Each team

will be required to link the ir Web site to the Solar Decathlon Europe Web site .

• Market Viability Report and Detailed Cost Estimates: The Market Viability Report shall

summarize the results of the analyses done by teams to determine the potential for

market viability of the ir houses. The Detailed Cost Estimates specify all development

and construction costs in a standard format.

• Preliminary audiovisual and scale architectural model for Workshop: At the Pre-EventWorkshop in 2011, there will be exhibited a scale architectural model and a preliminary

audiovisual of every participant pro ject. Deliverable should be a month prior to the

Workshop.

• Updated Project Information for Workshop: At the Pre-Event Workshop in 2011 ,

each team will have the opportunity to participate in 20-minute sessions with various

Solar Decathlon Organizers. Prior to the Workshop, the Organizers will request updated

pro ject information that is intended to make the Workshop sessions more productive.

(Date for the Workshop will be announced to the selected Teams in November 2010).

• Stamped or signed Structural Drawings and Calculations: Organization requires that

the team’s structural drawings and calculations are stamped or signed by a licensed

architect or enginee r. Without possession of these stamped or signed deliverables, the

Organization will not permit the house to be assembled in Madrid.

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• Project Summaries: The Pro ject Summaries each consist of a narrative and team

information. The narrative is the story of the pro ject to date , in narrative form. Pro jects

are works-in-progress; after the first pro ject narrative submission, teams should update

previous information. The team information section shall describe how each team is

organized and approximately how many students, faculty, and others (e.g. sponsors,

volunteers, and family members) are involved in the pro ject.

• Project Financial Summaries: These summaries are due on two occasions. The first

de liverable summarizes the “income” and costs of the pro ject at the time of the 2012

event. The second deliverable, due post event, shall include the same information as

the first deliverable, but it should be more accurate. The second deliverable also

includes a report about the actual implementation and results of the Business and

Fund-Raising P lan.

• Dinner Party Menu: Teams shall submit a proposed menu in preparation for the

cooking contest activity. The menu will be evaluated by the organizers prior to the

compet ition.

• Site Operations Plan: Th is P lan shall include descriptions of the team's Assembly and

D isassembly plan, transportation plan to and from the Event, and the necessary

equipment and personnel that will be on site .

• Comprehensive Safety Plan: This Plan shall identify the haza rds of the activities and

state the related controls to mitigate risk to the lowest reasonable level.

• Fire Life-Safety Plan: This Plan shall indicate the location of fire extinguishers, how

egress will be made from the unit, and who will be responsible for life-safety during the

Event.

Electronic Reporting Requirements for Report De liverables will be included in the 2012 Rules

and Regulations.

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Event Participation

Teams shall participate in the Solar Decathlon Europe compet ition and all other elements of the

Solar Decathlon Europe event. The expected range of dates is within May-June 2010 , and

exact dates will be determined closer to the event. Preliminary calendar is:

• Spring, 2012: House assembly and inspections ( approx. 10 days)

• Spring 2012: F inish work and commissioning (one day)

• Spring 2012: Opening ceremonies (one day)

• Spring 2012: The competition and public tours (approx. 10 days)

• Spring 2012: C losing ceremonies (one day) • Spring 2012: House disassembly (approx. 4 days)

Review meetings

A calendar and means for review meetings during the period of performance will be included in

the 2012 Rules and Regulations. Extraordinary meetings may be arranged with individual teams

at various times throughout the period of performance.

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Schedule of deliverables

PHASE 1 – Set Up Date (tentative)

# 1 Universities Request of Proposal October 13th, 2010

PHASE 2 - Design Developmet

# 2 Design Development Drawings and Project Manual PENDING

Schematic Ene rgy Analysis ReportTeam Web Site URLPreliminary Market V iability ReportBusiness and Fund-Raising Plan

# 3 Archi

tectura

l Model

and

A-V

Medi

a Presen

tation

PENDING

Updated Pro ject Information for WorkshopTeam Web Site Linked to Solar Decathlon S ite

# 4 Construction Drawings and Project Manual PENDING

Stamped Structural Drawings and CalculationsPro ject Summary #1

PHASE 3 – Constructive Development

# 5 Updated Construction Drawings and Project Manual PENDING

F inal Market Viability ReportDetailed Cost EstimateComprehensive Energy Analysis ReportSimulation Input ReportPro ject Financial Summary D inner Party MenuPro ject Summary #2

#6 Site Operations Plan PENDING

Safety PlanF ire Life-Safety Plan

PHASE 5 – Closure

#7 Construction Drawings and Specifications As Built PENDING

Updated Detailed Cost EstimateUpdated Simulation Input ReportUpdated Pro ject F inancial Summary Pro ject Summary #3

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ATTACHMENT C

S C H OO L N AM E

S C H OO L ADD R E S S

P H O N E NU M B E R

E S T IMATE D BUDGE T

1.- DIRE C T MATE R IAL S

RAW MAT E R IAL S

PUR C HA S ED MAT E R IAL S AN D P AR T S

PUR C HA S ED S E RV IC E S

PUR C HA S ED E QU IPME NT S

VA T 16%

TOTAL DIRE C T MATE R IAL S % DE L TOTAL

2.- MATE R IAL OVE RHEAD% E S T IMAT ED RAT E * TOTAL D IR EC T C OS T S

VA T 16%

TOTAL MATE R IAL OVER HEAD % DE L TOTAL

3.- DIRE C T L ABORE S T IMATE D HO UR S HOU R L Y RATE E S TIMATE D C OS TS

P RO F E S S OR S AN D R E S E AC HE R S

GR ANT ED S TUD ENT S

LABOUR E R S

AD MIN I S T RAT IVE S

TOTAL D IRE C T L ABOR S % DE L TOTAL

4.- LABOR OVE RHEAD&FR INGE BENE F ITS

OH RATE x BAS E E S TIMATE D C OS TS

P RO F E S S OR S AN D R E S E AC HE R S

GR ANT ED S TUD ENT S

LABOUR E R S

AD MIN I S T RAT IVE S

TOTAL LABOR OVE RHEAD AND FR INGE B ENEF ITS % DE L TOTAL

5.- LOWE R - TIE R S UBCONTRAC TOR S

VA T 16%

TOTAL LOWE R - T IE S UBCONTR AC TOR S % DE L TOTAL

6.- CONS UL TANTS

VA T 16%

TOTAL CONSUL TANTS % DE L TOTAL

S C H OO L N AM E

P R I C E / C O S T P R O P O S AL F O R M

S U MM AR Y B UD G E T . D E S C R I P T I O N O F C O S T E L E M E N T S (p a g e 1 )

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26

7.- OTHER D IR E CT COS TS

G E NE R AL AN D AD MINIS T R A T IV E E XPE NS E S

IND IR E C T E X PE NS E S

S E C UR IT Y

MO D E L

C O MMUNIC AT IO N

TOTAL OTHE R D IRE C T COS TS % D E L T O T A L

8.- TRAVE L S AND COS TS FOR F INAL PHA S E IN MADR ID

TE AM ME MBE R S UN IT C O S T E S T IMA TE D C O S T S

T R AV E L AN D T R AN S P O R T

L O DG ING

E XPE NS E S A L L O W A NC E

MIS C E L L AN E O US E XPE NS E S

VA T 16%

TOTAL TRAVE L S AND COS TS FOR F INAL PHA S E IN MADR ID % D E L T O T A L

9.- AS S EMB LY , TRANS POR T , DIS A S S EMBL Y PROC E S S E S D IS A S S E MB L Y IN O R IG IN

T R AN S P O R T A ND C R A NE S

AS S E MB L Y IN MAD R ID

D IS S AE MB L Y IN MAD R ID

T R AN S P O R T

VA T 16%

TOTAL A S S EMB LY , TRANS POR T , D IS AS S EMB L Y PROC E S S E S % D E L T O T A L

10 .- INSURANC E POL IC IE S

L IA B IL IT Y INS U R AN C E

T R AN S P O R T IN S UR AN C E

AC C IDE N T INS UR AN C E

ME D IC AL INS U R AN C E

T AXE S

TOTAL INS URANC E POL IC IE S % D E L T O T A L

T O T AL P R I C E / C O S T E S T I M AT E D

N a me , Address , Phone a nd e-ma il of s igna tory

S U MM AR Y B UD G E T . D E S C R I P T I O N O F C O S T E L E M E N T S (p a g e 2 )

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Budget preparation instructions

Provide complete,

current,

and accurate cost or pricing.

A pro ject summary budget is requiredaccording with attached price cost proposal form, in order to ensure that all information provided

in the Price / Cost Proposal is complete and accurate and includes the necessary detailed

documentation to allow SDE Organization to perform the required review and evaluations in a

timely and e ff icient manner. It will be necessary to demonstrate that the university knows about

how much funds they will need to guarantee the development of the pro ject and the

participation in the Solar Decathlon Europe Competition.

1.- Direct Materials: Direct materials are normally purchased parts,

purchased items or services (e.g., we lding, minor fabrication etc.), raw materials, standard commercial

items, interdivisional transfers at other than cost, etc. All direct materials should be

identified separate ly on an attached sheet with the quantity, unit price, and total amount

provided . Further, price / cost proposal should indicate whether the unit price for each

direct material item was determined and documented using written vendor quotes,

catalog prices, prior invoices, engineering or shop estimates, or some other method

with an explanation provided . Provide supporting documentation (cost or pricing data)

such as the written vendor quotes, copies of the catalog page indicating the price, or

prior invoices for all direct material items.

2.- Material Overhead: If accounting system includes material overhead, propose such

indirect costs in this area. Indicate the rate(s) used and provide an appropriate

explanation.

3.- Direct Labor: Direct labor should indicate the hours, hourly rate , and total for each

individual or category of labor proposed.

4.- Labor Overhead and Fringe Benefits: If accounting system includes labor overhead,

propose such indirect costs in this area. Indicate the rate(s) used and provide an

appropriate explanation. If fringe benefits are not included in direct labor and are not a

portion of the labor overhead, identify fringe benefits in this area and provide the same

type of information concerning fringe benefits as required for labor overhead.

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28

5.- Lower-tier Subcontractors: Identify each proposed lower-tier subcontractor and

obtain a cost proposal containing the same information and in the same format from

each proposed lower-tier subcontractor.

6.- Consultants: Identify each proposed consultant and the estimated budget of their

services.

7.- Other Direct Costs: Include any direct costs not covered by one of the other cost

elements in this area. A detailed list of each cost item including description, and

estimated budget is required. An example of this type of costs could be general and

administrative expenses, indirect expenses, security activities and services, cost of

mode ls, communications costs etc.

8.- Travels and costs for final phase in Madrid. The travels costs will be , for some

universities, an important chapter of the ir budget. It must be defined the number of

team members and the unit cost estimated of travels, transports, expenses

allowance, lodging accommodations and miscellaneous expenses.

9.- Assembly, transports, and disassembly processes. According with the prototype

des igned by the universities, it will be necessary an important amount for the

transportation to Madrid, including trucks, cranes , scaffoldings, assembly and

disassembly processes.

10.- Insurance Policies: According with the MOU (Memorandum of Understanding) that

will be signed between the SCHOOL and the UNIVERSIDAD POLITÉCNICA DE

MADRI

D,

“

the ir r espe c

t i v

e o ff

i c

e r s ,

d ir e c

to r s ,

e m

p l o y ees ,

a gents ,

c

ont r a c

to r s ,

sub c ont r a c to r s , a nd r ep r esent a t i v es ( the “ Re l e a sed P a r t i es ” ) f r o m a n y a nd a ll c l a i m s ,

l osses , e x penses , a nd de m a nds , i n c l ud i ng those r esu l t i ng f r o m i n j u r y o r de a th to a n y

pe r son o r d a m a ge to a n y p r ope r t y , a ri s i ng f r o m the SC HO OL's wo r k on o r p a r t i c i p a t i on

i n the E v ent o r a n y a c t i v i t i es i n c i dent a l the r eto .

I n a dd i t i on , be f o r e the c o mm en c e m ent o f the So l a r De c a th l on Eu r ope , the SCHOOL

sh a ll se c u r e f r o m e a c h o f the SCHOOL’s p a r t i c i p a nts p ri o r to the p a r t i c i p a nt’s

c o mm en c e m ent o f a c t i v i t i es r e l a ted to the So l a r De c a th l on , a s i gned w ri tten “ Re l e a se

8/6/2019 RFP 2012_eng


a nd W a i v e r o f Li a b ili t y --Assu m pt i on o f R i s k a nd I nde m n i t y Ag r ee m ent ” ( “ P a r t i c i p a nt’s

Re l e a se ” ), th a t r e l e a ses the Re l e a sed P a r t i es f r o m a n y a nd a ll c l a i m s , l osses ,

e x penses , a nd de m a nds , i n c l ud i ng those r esu l t i ng f r o m i n j u r y o r de a th to a n y pe r son o r

d a m a ge to a n y p r ope r t y , a ri s i ng f r o m the p a r t i c i p a nt’s wo r k on o r p a r t i c i p a t i on i n the

E v ent o r a n y a c t i v i t i es i n c i dent a l the r eto . The SCHOOL sh a ll sub m i t the s i gned f o r m s to

UN I VERS I DAD POLI TÉCN I CA DE MADR I D f o r a ll o f i ts p a r t i c i p a nts upon the

a cc ept a n c e o f the SCHOOL’s p r opos a l , to be f u ll y supp l e m ented p ri o r to the

c o mm en c e m ent o f t r a v e l to the E v ent , a nd w ill r et a i n the o ri g i n a l s o f su c h s i gned

r e l e a ses f o r a pe ri od o f th r ee ( 3 ) y e a r s , a nd w ill m ak e the m a v a il a b l e to UN I VERS I DAD

POL I TÉCN I CA DE MADR I D upon r equest .

The SCHOOL w a rr a nts th a t e a c h P a r t i c i p a nt’s Re l e a se th a t i s sub m i tted i s v a li d a nd

en f o r c e a b l e a nd the SCHOOL w ill de f end a nd ho l d h a r m l ess the Re l e a sed P a r t i es f o r

a n y c l a i m s a nd li a b ili t i es a ri s i ng f r o m i ts p a r t i c i p a nt’s i n v o l v e m ent i n the E v ent ” .

Liability Insurance costs, transport insurance, acc idents and medical insurances, must

be included in the estimated budget of the pro ject.

RFP 2012_eng

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