Many government agencies, schools, non-profits, and businesses are adopting solar energy to cut costs and lower carbon emissions. To find qualified contractors, these organizations often issue a solar RFP (Request for Proposal) for competitive bidding.
Crafting a strong RFP for solar project responses is essential to securing commercial renewable energy contracts. Understanding how the solar RFP process works and optimizing your proposals can increase your chances of winning bids. Read on to learn key strategies for improving your solar RFP success rate.
What is a solar RFP?
A solar RFP announces a solar energy project and solicits proposals from qualified contractors. Government agencies, educational institutions, businesses, and non-profit organizations commonly issue solar RFPs to receive competitive bids for a photovoltaic project. They outline the photovoltaic product or service requirements, bidding process, and contract requirements.
Organizations use the solar RFP process to obtain comparable bids for solar energy installations that meet the project goals. There are a variety of resources available to organizations issuing RFPs for PV arrays, including the American Cities Climate Challenge On-Site Solar Request for Proposals template and the National Renewable Energy Laboratory’s (NREL’s) Writing Solar Requests for Proposals (RFPs): Lessons from NREL’s University PV Implementation Assistance Program.
What information is provided in an RFP for solar projects?
A well-written solar RFP commonly contains the following information to solicit bids from PV contractors:
Solar Project Overview and Purpose
Scope of Work
Solar Procurement Schedule
PV Proposal Requirements
Solar Proposal Evaluation
RFP Attachments
Solar Project Overview and Purpose
This information includes the project summary and goals, including information on the solar project site, annual clean energy production, preferred asset ownership structure (direct ownership vs. a solar power purchase agreement (PPA), project O&M, and solar system monitoring. It will likely specify if it is a rooftop solar system or a ground-mounted array and provide information on the facility load data, electrical service, roof or soil conditions, shading, and solar site limitations.
Scope of Work
This section highlights the solar installation company’s responsibilities and requirements, such as design guidelines, technical requirements, a solar system commissioning plan, project ownership, solar energy output, and roles and responsibilities.
Solar RFP respondents must create a bid that meets all applicable building and electrical code and utility interconnection requirements. GreenLancer can provide solar plan sets and engineering stamps required in the commercial solar permitting process, plus a team of support specialists to help you navigate any AHJ in the country to get your project to PTO.
Solar Procurement Schedule
This section includes project dates and timelines for executing the solar project. The procurement schedule commonly includes receiving solar RFP responses, evaluating project bids, negotiating and signing solar contracts, and the PV installation timeline.
PV Proposal Requirements
RFPs for solar projects commonly include information on the format of proposals and may provide a standard response format to make it easier to compare PV proposals. Solar RFP responses typically contain:
A cover letter
Executive summary
Solar project pricing (price per kW of capacity or kWh of production for solar PPAs)
PV equipment information (solar panels, inverters, mounting systems, battery bank if applicable, and equipment warranties)
Solar equipment standards and panel certifications (including UL 1703 for PV modules and UL 1741 & IEEE 1547 for solar inverters)
Array information (tilt, capacity, and orientation)
Performance characteristics (solar energy production and array shading)
Solar contractor profile, experience, and project team (both in-house expertise and outsourcing expertise such as solar engineering services)
Utility interconnection, solar permitting, and engineering requirements
Some RFPs for solar projects may require supporting local, woman-owned, or minority-owned businesses and using local labor. Also, some projects may include a marketing or community education component, which should be addressed in the solar RFP response.
Evaluation of an RFP for Solar Projects
Organizations commonly disclose how they will evaluate solar proposals and may use a scoring matrix. This allows commercial solar installers to tailor their responses to meet the PV project goals determined by the government agency, business, organization, or institution.
Common criteria include contractor experience, compliance with code requirements, the quality of the technical proposal, cost-effectiveness, and timeliness of the implementation plan schedule. If your solar company doesn’t have in-house solar engineering services or they are beyond capacity, partnering with GreenLancer can help demonstrate your ability to effectively meet solar project permitting and engineering requirements in a timely manner.
Solar RFP Attachments
Organizations often include site photos, maps, plans, roof structural drawings, electrical line drawings of the building, electricity rates, and energy consumption data. In addition, it’s common to provide contract terms and conditions and cost proposal forms.
How to Respond to a Solar RFP
Responding to a solar RFP requires careful planning and a strategic approach to increase your chances of winning the project. Here’s how to craft a strong RFP for solar project response:
Analyze the Solar RFP – Carefully review the document to understand the client’s goals, project scope, and requirements. Identify key deliverables, deadlines, and evaluation criteria.
Research the Issuing Organization – Learn about the organization’s values, sustainability goals, and past solar projects to tailor your response effectively.
Conduct a Site Visit – If possible, visit the RFP solar project site and ask relevant questions to clarify technical specifications, installation challenges, and any site-specific constraints.
Assess Your Capabilities – Determine if your company can meet the solar RFP requirements. Gather the necessary technical data, financials, and team expertise to build a compelling proposal.
Draft a Strong Proposal – Demonstrate a clear understanding of the project's objectives. Highlight your experience, unique strengths, and solutions that align with the client’s needs.
Refine and Get Feedback – Review the draft with your team to ensure clarity, accuracy, and alignment with the RFP for solar project requirements.
Submit Before the Deadline – Finalize your proposal, ensuring it meets all submission guidelines, and deliver it on time to maximize your chances of selection.
How to Structure an RFP for Solar Project Response
Organizing your ideas with clear, concise, and persuasive content is critical. Use graphs, charts, and images to enhance understanding. Although the following guidance can be helpful, refer to the solar RFP for how the organization wants you to structure your response.
Executive Summary
The executive summary is a critical component of your solar RFP response, serving as the first impression and a concise overview of your proposal. To craft a compelling executive summary:
Highlight Your Company’s Strengths: Begin by briefly introducing your company, emphasizing your expertise, experience, and unique selling points that make you the best choice for the project. Mention any relevant awards, solar certifications, or recognitions that add credibility.
Align with Solar RFP Requirements: Clearly state how your proposal meets or exceeds the requirements outlined in the RFP. Address the key objectives and desired outcomes of the project, demonstrating that you understand the client's needs.
Emphasize Value Proposition: Summarize the main benefits and value you offer, such as cost savings, innovative technology, superior service, or sustainability. This should answer the question of why the client should choose you over competitors.
Project Understanding and Approach
To demonstrate a clear understanding of the project and outline your approach:
Solar Project Goals and Challenges: Explain your understanding of the project’s goals, desired outcomes, and any specific challenges that may arise. Show that you have considered the context and constraints of the project, such as location, budget, timeline, and regulatory requirements.
Proposed Methodologies: Outline the methodologies you will use to achieve the project’s goals. This could include your approach to site assessment, system design, installation, and maintenance. Highlight any innovative or efficient methods you employ.
Technologies and Strategies: Describe the specific technologies and strategies you will implement. This might include the types of solar panels, inverters, mounting systems, and monitoring solutions you plan to use. Explain why these choices are suitable for the project and how they will contribute to its success.
Detailed Work Plan
A detailed work plan provides a roadmap for project execution, demonstrating your preparedness and reliability for fulfilling the solar RFP:
Step-by-Step Plan: Break down the project into distinct phases, such as planning, procurement, installation, and commissioning. Provide a clear description of each phase and the tasks involved.
Timelines and Milestones: Include a project timeline with key milestones and deadlines. This will help the client understand the schedule and set clear expectations for project progression.
Deliverables: Specify the deliverables for each phase, such as design documents, progress reports, and final installation checks. Ensure these align with the client’s requirements and the RFP specifications.
Qualifications and Experience
Showcasing your qualifications to fulfill the solar RFP and experience builds trust and demonstrates your capability to deliver:
Relevant Experience: Highlight past projects that are similar in scope and complexity. Provide case studies or examples that showcase successful outcomes and client satisfaction.
Team Bios: Include resumes and bios of key team members who will be working on the project. Emphasize their relevant experience, expertise, and roles within your company. This reassures the client that skilled solar energy professionals will handle their project.
Financial Proposal
The financial proposal should be transparent, detailed, and justifiable:
Cost Breakdown: Provide a detailed breakdown of all costs associated with the project, including equipment, labor, permits, and any other expenses. Ensure that the costs are itemized and explained clearly.
Value Justification: Justify the costs by explaining the value you offer. This could include the quality of materials, advanced technology, efficient processes, and any additional services such as maintenance and support. Highlight any potential long-term savings or benefits to the client.
Risk Management
Effectively addressing risk in an RFP for solar project responses showcases your ability to plan ahead and manage uncertainties.
Potential Risks: Identify key risks that could affect the solar project, including supply chain disruptions, weather-related delays, permitting challenges, or regulatory changes.
Mitigation Strategies: Clearly outline your approach to minimizing these risks in your solar RFP response. Strategies may include securing alternative suppliers, implementing contingency plans, maintaining flexible project timelines, and conducting regular risk assessments.
Demonstrating Reliability: A well-thought-out risk management plan reassures the client that your company is prepared to navigate challenges, ensuring project success.
Compliance and Certifications
Ensuring compliance and showcasing relevant certifications adds to your credibility in a solar RFP:
Legal and Technical Compliance: Detail how your proposal complies with all legal, technical, and safety standards. This might include local building codes, electrical standards, and environmental regulations.
Certifications: Provide copies or descriptions of relevant solar installer certifications, such as NABCEP (North American Board of Certified Energy Practitioners) certifications, ISO standards, or other industry-recognized credentials. These demonstrate your commitment to quality and professional standards.
How are solar RFPs evaluated?
Organizations often use a point system to evaluate solar RFP responses, which commonly include:
Cost-effectiveness of the solar project
Technical approach
Implementation schedule
Qualifications and experience of solar installation company and team member experience
How to Win an RFP for a Solar Project
Securing a contract through an RFP for a solar project starts with a well-crafted, detailed response. Success begins with a thorough understanding of the project's scope, objectives, and site conditions. Conduct a solar feasibility analysis and an on-site solar survey to gather essential data.
Tailor Your Response – Customize your solar RFP submission with site-specific details, photos, and graphics that align with project requirements. Address site limitations and showcase how your proposal meets the client’s energy goals.
Highlight Expertise – Demonstrate your solar company's qualifications by showcasing past projects, team experience, professional certifications, and references. Prove your ability to handle design, permitting, installation, and ongoing maintenance.
Provide Key Documentation – Include technical details such as system design, site modifications, solar equipment specifications, warranties, and estimated energy output. Keep your response clear, concise, and relevant.
Set a Realistic Timeline – Develop a project timeline that aligns with the solar RFP specifications, ensuring feasibility and efficiency.
Meet the Deadline – Submit your response on time with all necessary documents to maximize your chances of winning the project.
One of the best ways to manage and meet solar project timelines is to avoid permitting and interconnection delays. GreenLancer solar permitting and engineering services ensure a seamless permitting and interconnection process with a platform built specifically to streamline your workflow.