For July’s event, we were joined by Kevin Richardson, ASGA Senior Director, and Katie Brown, Rangeland Scientist and Manager at Holistic Energy Solutions, LLC. Katie covered what a Request for Proposals (RFP) entails, what a solar grazier needs to know, and what solar companies are looking for. She also discussed key elements needed for responding to RFPs. Following Katie’s presentation, we opened the meeting for an open discussion, where Katie was able to answer questions about the RFP process.

During Katie’s presentation, she covered why are RFPs important for solar grazing and their critical evolution in how solar companies contract with graziers. As RFPs become more common in the solar grazing industry, solar companies are moving from informal arrangements to structured contracting processes. RFPs often lead to Master Service Agreements (MSAs) that enable long-term relationships across multiple sites. To give graziers a competitive advantage for responding to RFPs, they should formulate well-prepared responses.

To help graziers prepare responses for RFPs, Katie covered the key components of a solar grazing RFP. First, RFPs contain a project overview, offering basic information about the site location, size, and contacts. Additionally, the period of service, or a specified timeframe for vegetation management, is identified. RFPs should lay out in detail the vegetation management tasks and performance standards, meaning the total acreage and expected treatment methods to fulfil the specific requirements for vegetation height maintenance. Legal requirements, such as insurance specifications, safety protocols, and compliance documentation, as well as special management areas, are also identified. Finally, a RFP will include a response deadline that a grazier must meet for proposal submission.

After specifying what is included in an RFP, Katie identified key characteristics of successful respondents. These include knowledge of the specific site’s vegetation challenges and management needs, the ability to adapt to changing site conditions, and clear communication skills. Additionally, respondents should know how to calculate sufficient sheep numbers, determine the proper equipment needed, and what human resources are needed to fulfill contract requirements. Respondents can use self-reporting systems to track and document their vegetation management activities to show they are in compliance with site requirements. Finally, respondents need to set realistic promises that can actually be delivered based on available resources.

Katie also covered current limitations of solar grazing RFPs, which can be improved upon as the industry continues to develop. For example, many RFPs lack critical details about site conditions, fencing, or water access and fail to include information about site history, seed mixes, or special management areas. Additionally, the current state of solar grazing RFPs are largely relationship-driven, rather than publicly advertised. Some RFPs contain unrealistic requirements for vegetation height standards that are impossible to maintain. As the industry evolves, the standardized approaches to RFPs are still developing.

Tips on how to create a standout proposal were covered. This included visiting the site before submitting your proposal, asking clarifying questions, and preparing a management plan for grazing rotations and supplemental treatments. Graziers should clearly outline their resources, experience, and management approach, while offering constructive alternatives to unrealistic specifications. Additionally, graziers should outline how they’ll track and communicate progress throughout the contract. If possible, long-term contracts can provide valuable possibilities after an initial trial period.

After creating a proposal, graziers should understand situations that warrant negotiation before accepting the contract terms. These include unrealistic vegetation standards, unclear performance metrics, inadequate time frames, restrictive equipment requirements, and permit-driven requirements. Additionally, graziers should attempt to gain understanding on any missing site information.

Finally, Katie covered business benefits of a well-crafted RFP response. Identifying clear expectations and demonstrating business acumen can help a grazier stand out when replying to a RFP. Regional advantages and a competitive edge can leverage local knowledge and set oneself apart from other vegetation management contractors. By doing so, there is a potential for multi-year contracts and streamlined contracting for multiple sites with the same company.