Request for Proposals
Design & Installation of Solar Panels on Pavilion Roof December 2025
Request for Proposals (RFP):
Black Rock Forest is seeking to engage a qualified solar PV (solar) provider to design and install a roof-mounted solar photovoltaic project at 231 Reservoir Road, Cornwall, NY (details described below in Project Scope).
This project is funded in part by a grant from the Zoos, Botanical Gardens & Aquaria (ZBGA) Capital Grant Program, funded through an appropriation from the New York State Budget and administered by the New York State Office of Parks, Recreation and Historic Preservation (OPRHP). All applicants are subject to the terms of the State of New York Contract for Grants — Standard Terms and Conditions, which can be found online at https://grantsmanagement.ny.gov/state-agency-resources
Copies of the RFP documents may be obtained through this website or by email request to office.manager@blackrockforest.org.
Proposals are due on January 9, 2026 by 5:00 pm EST.
All questions must be directed to Matthew Brady at mbrady@blackrockforest.org
Instructions:
Black Rock Forest is a non-profit organization with a mission to advance scientific understanding of the natural world through research, education, and conservation programs. The organization maintains a 3,920-acre forest and a scientific field station in the Hudson Highlands, in Cornwall, New York. The pavilion is located adjacent to the main campus and science center.
Project Scope
Provide and install and set up new roof-mounted solar panels, new inverters, and all wiring, connectors, racking, grounding, and ancillary equipment required for a complete and functional PV system on a pavilion. The work will also include applying for all available NYSERDA rebates and discounts which should be deducted in the final project cost. Maximum total cost of $50,000.
Solar System Components
- Latest-generation, high-efficiency solar panels are required with a minimum of 420-W panels. Applicants shall specify panel model, wattage, and efficiency rating. Panels should meet or exceed current industry standards for high-efficiency modules.
- All system components must be UL certified and compliant with applicable electrical and building codes.
- Warranties including at least 25-Year Power Output & 10 Workmanship Limited Warranty; inverter and racking at least 5-year limited warranty
- Panel design is sized to maximize output for the roof area.
- Design must be a complaint with local building codes and state regulations. Applicants will be required to provide drawings for review by local building department and state contracting office.
Installation Surfaces
- The pavilion is an A-frame 16 x 25’6” structure with a 10/12 pitch roof.
- Both roof surfaces shall be utilized and maximized for solar panel coverage.
- Roofing material is asphalt shingles; contractors must ensure all mounting and flashing methods are appropriate for this material.
- Panels will be flush mounted on the roof and mounted using water-tight penetrations and appropriate flashing.
- Fasteners will be centered on rafters so they aren’t seen from the inside, exposed roof paneling.
Electrical Integration
- Provide and install one (1) 120-volt exterior outlet with weatherproof in-use cover on an existing pavilion post.
- Contractor is responsible for all interconnection work between panels, inverter(s), and the utility grid, including required disconnects.
- Utilize the existing underground conduit to run electrical lines from the pavilion to the Science Center basement, where the inverter and associated equipment will be installed.
- Inverter must comply with regulations for grid-tied installations.
Site and Building Constraints
- Vehicle and equipment access is restricted: no vehicles or heavy equipment may enter the lawn areas due to underground utilities and septic lines.
- Contractors may only bring vehicles within 50 feet of the pavilion.
- All work must minimize disturbance to surrounding natural areas.
- Access to the site is via a 0.75 mile single lane gravel road with limited access to large trucks.
- From start to finish, onsite construction must be complete within 30 days.
Applicant Qualifications
- Five or more years of experience
- Experience installing roof-top solar arrays
- Positive references for similar projects
- Ability to adhere to the schedule
Selection criteria
The selection criteria are as follows:
- Design (25 points)-The proposal addresses the existing needs of Black Rock Forest and the utility services.
- Selected Technology (25 points)-the components selected for use in the proposal are state-of-the-art and are reliable, with appropriate warranties.
- Contractor(s) Experience and Established Record (30 points)- The prime contractor and any sub-contractors have appropriate knowledge, skill, and experience with this type of installation. The contractors have a history of satisfied customers and are not subject to customer complaints and/or litigation for business failures.
- Price and Economic Value (20 points)- Price alone will not be the overriding factoring selecting the contractor. Maximization of incentive programs and cost benefit will also be considered in evaluating price.
- Bonus Points (Up to 10 points)-Design and installation costs that are donated to Black Rock Forest by the contractor to reduce the overall cost will be eligible for up to 10 bonus points.
Site Visit
Prospective applicants may come to the site to visit by appointment only before January 2, 2026.
235 Reservoir Road, Cornwall, NY 12518. RSVP to office.manager@blackrockforest.org
Proposal
Each application shall include:
- Completed Cover Page and Acknowledgement
- Certificate of insurance showing evidence of the following minimum coverage:
- Worker’s Compensation – statutory limits
- General Liability – $1 million
- Professional Liability – $1 million
- Contact information for 1 -3 references for similar projects
Due date:
Proposals are due on Jan 9, 2026 by 5:00 pm EST.
Proposals may be submitted via email to office.manager@blackrockforest.org
Or mailed to:
Black Rock Forest
Attn: SOLAR PROPOSAL
65 Reservoir Road
Cornwall, NY 12518
Acceptance of proposals: Black Rock Forest reserves the right to reject any and/or all proposals.
Questions: Any questions about the RFP should be directed to Matthew Brady at mbrady@blackrockforest.org by Dec 26, 2025. Questions and answers will be provided to all applicants of record before the due date.
Schedule: From start to finish, onsite construction must be complete within 30 days. Construction must be completed before May 2026.
Grant Acknowledgement:
This project is funded in part by a grant from the Zoos, Botanical Gardens & Aquaria (ZBGA) Capital Grant Program, funded through an appropriation from the New York State Budget and administered by the New York State Office of Parks, Recreation and Historic Preservation (OPRHP). All applicants are subject to the terms of the State of New York Contract for Grants — Standard Terms and Conditions, which can be found online at https://grantsmanagement.ny.gov/state-agency-resources
Contractual information
The contract term will be one year from the start. Once a contract is executed and approved, Black Rock Forest has the right to cancel it, for cause or convenience, on 30 days written notice, and agrees to pay the company for charges incurred in the performance of the agreement up to the time of cancellation. Both parties must approve changes in schedule in writing.
Insurance requirements
Workers’ Compensation Insurance and Disability Insurance to include:
In accordance with Sections 57 and 220(8) of the Workers’ Compensation Law, State Parks requires annual proof of both Workers’ Compensation Insurance and Disability Insurance. The following are the only acceptable means of proof (please note that ACORD forms are not acceptable proof of coverage):
Disability Benefits:
- CE-200: Certificate of Attestation of Exemption from NYS Workers’ Compensation and/or Disability Benefits Insurance coverage; or
- DB-120.1: Certificate of Disability Benefits Insurance; or
- DB-155: Certificate of Disability Benefits Self-Insurance.
Workers’ Compensation:
- CE-200: Certificate of Attestation of Exemption from NYS Workers’ Compensation and/or Disability Benefits Insurance Coverage; or
- C-105.2(9-07): Certificate of Workers’ Compensation Insurance; note: the State Insurance Fund provides its own version of this form, the U-26.3; or
- SI-12: Certificate of Workers’ Compensation Self-Insurance.
Insurance coverage shall be provided only by an insurance carrier rated A-Class VII or better throughout the term of this permit. Such carrier shall be duly licensed in the State of New York.
Attachments and Forms: