01 - TDFW Sluice Gate Motor & Controls Replacement RFP~1.pdf

REQUEST FOR PROPOSAL

Issued: 12/19/2024

Qualified organizations are invited to submit an electronic copy of the proposal that meets the requirements described herein no later than January 30, 2025, by 2:00 p.m. PST to the following email address:

purchasing@nwascopud.org

OR

Hardcopy documents can also be submitted to:

SLUICE GATE MOTOR AND CONTROLS

ATTN: PURCHASING DEPARTMENT

NORTHERN WASCO COUNTY PEOPLE’S UTILITY DISTRICT

2345 RIVER ROAD

THE DALLES, OR 97058

This Request for Proposal (RFP) does not commit Northern Wasco County People’s Utility District, “the District” to award a contract or pay any costs incurred in the preparation of a proposal responsive to this request. The District reserves the right to accept all or part of any proposal or to cancel in part or in its entirety this Request for Proposals. The District further reserves the right to accept the proposal that it considers to be in the best interest of the District.

Summary

Northern Wasco County People's Utility District (hereinafter called "District") issues this Request for

Proposals soliciting Sluice Gate Motor and Controls.

Timeline The following table outlines the expected solicitation and selection timeline:

Milestone Date

RFP Release 12/19/2025

Mandatory Site Visit 1/8/2025 @ 10:00 am

Respondents Questions Due 1/17/2025

Answers to Respondents Questions on or before 1/22/2025

Proposals due 1/30/2025 @ 2:00 pm

Contract Executed 2/6/2025

Project Description and Scope of Work

The work associated with the Project is located in or near the towns of The Dalles, Dufur, and Tygh

Valley within Wasco County, Oregon.

The Scope of Work may include but is not limited to:

Furnish and install two replacement motors and controls that maintains functionality with the existing

Sluice Gate. The motors and controls will need to be installed one at a time to always maintain one operational motor. Startup and Commissioning will need to happen for each unit.

Proposal Contents Summary

In summary, each Proposal must meet all of the following to be considered for acceptance by the

District:

1. Provide a copy of the Contractor’s cost and specifications for the proposed unit.

2. Confirm design compatibility of proposed system as specified in Exhibit A and the site walk.

3. Confirmation that vendor will agree to the terms outlined in Exhibit B without modification.

4. Outline the Contractor’s relevant experience in the last two years.

5. Provide a list of previous clients that may be used as references.

6. Include the name, address, and telephone number of the primary person from the Contractor who will coordinate the construction services with the District.

7. Provide name and email address of primary contact on this submission.

Evaluation Process

District staff will evaluate all the proposals based on the criteria listed above and on cost competitiveness. The District’s staff may also request clarifications or additional information, if needed.

A selection may be based on the cost alone or any combination of the Evaluation Criteria, references and interviews. The District’s Contract Review Board will review staff’s selection and make the determination whether to authorize staff to execute the contract with the selected bidder.

The District reserves the right to reject any or all bids and to waive any informality or technicality in any bid in the interest of the District. All submissions become public records unless labeled ‘confidential’ or a Trade Secret exemption under Oregon’s Public Records Laws, ORS 192.345(2) or ORS 192.355(4).

Disqualification

Factors, such as, but not limited to, any of the following, may disqualify bids without further consideration:

• Evidence of collusion, directly or indirectly, among contractors in regard to the amount, terms or conditions of this invitation to bid;

• Any attempt to improperly influence any member of the evaluation team;

• Existence of any lawsuit, unresolved contractual claim or dispute between contractor and the

District;

• Evidence of incorrect information submitted as part of the bid;

• Evidence of the contractor’s inability to successfully complete the responsibilities and obligations described in the invitation to bid; and

• Contractor’s default under any previous agreement with the District.

Submission

Submit questions via email to:

purchasing@nwascopud.org

NWCPUD will not host a mandatory site walk on 1/8/2025 at 10:00 am. Email derrick-mauritson@nwascopud.org no later than 1/6/2025 for instructions and required information to get on site. Since this project is located in USACE facilities, all workers must be US citizens and have valid identification.

The District may reject any or all submissions if the District deems doing so would be in the public’s interest.

Once a submittal is selected, the District will determine if they desire to enter into negotiations for a final Contract with the most competitive and qualified bidder. Final project related matters will be negotiated during this period to the satisfaction of the District. Contractor shall provide certificates of insurance listing NWCPUD as additionally insured on liability coverages, except professional liability if included, with respect to activities performed under the contract.

Any entity responding to this solicitation shall do so at its sole expense.

This solicitation is being conducted pursuant to procedures set forth in the District’s Procurement

Policies; the Oregon Revised Statutes, Chapter 279B Public Contracting - Public Procurements; and OAR

137-047. Bidders must be active and in good standing with Oregon CCB to be considered.