Request for Proposals Public Improvement Project

Community Renewable Energy Project Solar Electric & Battery Storage

Design-Build

Solicitation No. RFP 20262020 Due Date and Time:

Wednesday, April 15, 2026 @ 2:30pm

NON-MANDATORY PRE-PROPOSAL CONFERENCE

Thursday, March 26, 2026 @ 1:00pm

1820 Roosevelt Blvd., Building 2, Kurt Corey Room, Eugene, OR 97402

CITY OF EUGENE

Central Services Finance Division/Purchasing

500 East 4th Avenue, Suite 303 Eugene, Oregon 97401

The Purchasing Office is closed to the public except by appointment.

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I. REQUEST FOR PROPOSALS

REQUEST FOR PROPOSALS

Solicitation No. RFP 20262020

Notice to Proposers Pursuant to ORS 279B.060 and City of Eugene Administrative Order 44-25-01-F, Public Contracting Rule (City Rule) 137-049-0650 and alternative contracting method 137-049-0670, sealed proposals for Community Renewable Energy Project – Solar Electric & Battery Storage Design Build for the City of Eugene will be accepted by the Purchasing Office until Wednesday, April 15, 2026 @ 2:30pm. Proposals will be opened immediately thereafter on a Microsoft Teams Meeting and a record of proposals received will be made. Proposals will not be accepted after the Request for Proposals (RFP) closing time and date. Proposals shall be valid for ninety (90) days after opening unless otherwise specified in the specifications. This Request for Proposals does not commit the City to pay any costs incurred by any proposer in the submission of a proposal.

Project Description This is a State of Oregon grant-funded Community Renewable Energy Project (CREP) to design, procure, and construct a solar array and battery electric storage system (BESS) on two existing building structures located at the City of Eugene Public Works Maintenance Division and Parks & Open Space Division campus located at 1820 Roosevelt Blvd, Eugene OR.

Solicitation Documents Solicitation documents may be electronically accessed by logging in to OregonBuys. To view solicitations issued by the City of Eugene, navigate to Supplier Activities, select the Open Bids icon, and choose Advanced Search. Then, click Select Organization and select City of Eugene from the list of available entities.

A copy of the solicitation may also be obtained by emailing the Purchasing Analyst shown below.

Proposers are required to submit their proposals through OregonBuys prior to the specified due date and time. Detailed submission instructions are provided by the City of Eugene and must be followed to ensure a successful submission. To request a copy of the submission instructions, please email the Purchasing Analyst. Proposers requiring technical assistance with OregonBuys should contact the Supplier Help Desk at support.oregonbuys@oregon.gov or by phone at 1-855-800-5046.

Emailed submissions will only be accepted if prior written approval has been granted by the Purchasing Analyst.

Pre-Proposal Conference A non-mandatory pre-proposal conference will be held on Thursday, March 26, 2026, at 1:00pm at 1820 Roosevelt Blvd, Eugene, OR 97402 in Building 2, Kurt Corey Room. Statements made by the City’s representatives at the pre-Proposal conference are not binding upon the City unless confirmed by written addendum issued under Section II(6.0) of this RFP.

https://teams.microsoft.com/meet/28576663336916?p=WSF2zUdQypqT16ZS8V https://oregonbuys.gov/bso/ https://www.eugene-or.gov/DocumentCenter/View/68662/OregonBuys-COE-Supplier-Bid-Proposal-Submittal?bidId= mailto:support.oregonbuys@oregon.gov

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Prevailing Wage Rates This solicitation is for a public works project which is subject to ORS 279C.800 to 279C.870. All bidders are required to consult the BOLI publication for Prevailing Wage Rates for Public Works Contracts in Oregon Subject to State PWR Law and all subsequent amendments. The rates in effect are published in BOLI January 5, 2026, Prevailing Wage Rate Book, including February 18, 2026, Amendments. The documents can be accessed at https://www.oregon.gov/boli/employers/Pages/prevailing-wage-rates.aspx.

Employee Drug Testing Program Pursuant to ORS 279C.505(2), all contractors and subcontractors working on public improvement contracts shall demonstrate that an employee drug testing program is in place.

Certificate of Bidder/Contractor Employee Drug Testing Program form shall be submitted with the proposal and with all subcontractor bids during the bidding phase of this project.

Single Point of Contact City of Eugene Purchasing is the issuing office. Address all concerns or questions regarding this solicitation to the Purchasing Analyst identified below. Contacting the Department directly is strictly prohibited.

Dated: March 11, 2026

Michelle Hahn, OPBC Purchasing Analyst mhahn@eugene-or.gov https://www.oregon.gov/boli/employers/Pages/prevailing-wage-rates.aspx mailto:mhahn@eugene-or.gov

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II. INSTRUCTIONS TO PROPOSERS

1.0 STANDARD PROPOSAL FORM

1.1. Proposals shall be submitted with the Standard Proposal Form identical to the form provided by the City. The proposer shall make no alterations or additional stipulations on the Standard Proposal Form nor qualify the proposal in any other manner. Alteration of any part of the Standard Proposal Form content may cause the proposal to be considered non-responsive.

1.2. All blanks on the Standard Proposal Form shall be filled in electronically, by typewriter or manually, in ink. Mistakes should be crossed out and corrections typed or written in ink and initialed by the party signing the proposal. No erasures are permitted. The omission of any required information or forms may invalidate a proposal.

1.3. Complete sets of RFP documents shall be used in preparing proposals.

2.0 SUBMISSION

2.1 Proposers should submit their proposals through OregonBuys before the due date and time specified. Proposers who need assistance with OregonBuys can contact the Supplier Help Desk at support.oregonbuys@oregon.gov or 1-855-800-5046 or contact the Purchasing Analyst prior to closing.

2.2 Proposer is responsible for submitting their proposal prior to the closing time and date. Late proposals will not be accepted. The City is not responsible for any delays caused by computer/software issues.

2.3 Oral, telephonic, telegraphic, or faxed proposals are invalid and will not be considered. Emailed proposals may be considered if pre-approved by the Purchasing Analyst.

3.0 SOLICITATION CLARIFICATION & CHANGE REQUESTS

Prior to the deadline for submitting a protest, a prospective proposer may request that the City clarify any provision of the solicitation document. The City’s clarification to a proposer, whether orally or in writing, does not change the solicitation document and is not binding on the City unless the City amends the solicitation document by addendum.

3.1 Any requests for clarification regarding any provision of the RFP shall be delivered to the City’s Purchasing Analyst by email, in conformance with City Rule 137-049-0260 not later than eight (8) days prior to the RFP closing date and time.

3.2 Any requests for change of the requirements, specifications or sample contract shall be delivered to the City’s Purchasing Analyst by email, not later than eight (8) days prior to the RFP closing date and time.

3.3 A request for change shall be marked “Contract Provision Request for Change” and include the solicitation number and title along with a statement of the requested change(s) to the contract terms and conditions, including any specifications, together with the reason for the requested change.

3.4 Contents of questions, clarifications, modifications, or substitutions shall include the following, as applicable:

3.4.1 The solicitation number and title

3.4.2 A reference to the page and item being addressed

3.4.3 The reason and any proposed alterations

https://www.eugene-or.gov/DocumentCenter/View/68662 mailto:support.oregonbuys@oregon.gov

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3.5 Proposals containing questions, clarifications, modifications, or substitutions included with the response and not submitted according to these instructions may be considered non-responsive.

4.0 SOLICITATION PROTESTS

A prospective proposer may protest the procurement process or the solicitation document for a contract solicited under 137-049-0670. Pursuant to 137-049-0260(3), before seeking judicial review, a prospective proposer must file a written protest with the City and exhaust all administrative remedies. Protests must be submitted in writing to the City’s Purchasing Manager no less than seven (7) days prior to solicitation closing. The protest must be emailed to Eugene.Purchasing@ci.eugene.or.us, clearly identified as a protest and identifying the solicitation being protested. Faxed protests shall not be accepted.

The Purchasing Manager shall consider the protest if it is timely filed in accordance with City Rule 137-049-0260 and contains the following information: 1) sufficient information to identify the solicitation that is the subject of the protest; 2) the grounds that demonstrate how the procurement process is contrary to law or how the solicitation document is unnecessarily restrictive, is legally flawed or improperly specifies a brand name; 3) evidence or supporting documentation that supports the grounds on which the protest is based; and 4) the relief sought; 5) a statement of the desired changes to the procurement process or the solicitation document that the prospective offeror believes will remedy the conditions upon which the prospective offeror based its protest. The Purchasing Manager shall issue a decision on the protest no fewer than three (3) business days before the solicitation closing, unless a written determination is made by the Purchasing Manager that the public interest requires a shorter time limit.

5.0 OR EQUAL

Whenever a process is designated or a manufacturer's name, brand, or item is designated or described, it shall be understood that the words, “or equal” follow such name, designation, or description, whether in fact they do so or not, unless no substitution is stated in the specifications. To submit a substitution request with the proposal, include detailed specifications, cut sheets, and modifications necessary that would make the proposed item equal to the desired specifications. Review and approval of “or equal” products will be considered both pre- and post-award.

City shall determine, in its sole discretion, whether a product offered is “or equal”. Approval of alternate materials and equipment shall rest solely with the City.

6.0 ADDENDA AND INTERPRETATIONS

6.1 Statements by City staff or its representatives are not binding on City, unless confirmed by written addendum. Addenda will issue and proposers shall receive addenda per City Rule 137-049-0250, and as follows: City will not mail notice of addenda but will publish any addenda on OregonBuys. Proposers should frequently check OregonBuys until closing (i.e., at least once weekly until the week of closing, and at least once daily the week of the closing period).

6.2 Any written addendum issued which includes changes, corrections, additions, interpretations, or information, and issued in accordance with City Rule 137-049- 0250(3) shall be binding upon the proposer.

mailto:Eugene.Purchasing@ci.eugene.or.us

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7.0 NONDISCRIMINATION

Submittal of a proposal in response to this RFP evidences proposer’s agreement that, in performing the work called for by this RFP and in securing and supplying materials, proposer has not and will not discriminate against: 1) any person on the basis of race, color, religious creed, political ideas, sex, sexual orientation, source of income, age, marital status, physical or mental handicap, national origin or ancestry unless the reasonable demands of employment are such that they cannot be met by a person with a particular physical or mental handicap; and 2) a subcontractor in the awarding of a subcontract because the subcontractor is a minority, woman, or emerging small business enterprise certified under ORS 200.055, or a business enterprise that is owned or controlled by, or that employs a disable veteran as defined in ORS 408.225.

8.0 PREPARATION OF PROPOSALS

Proposers are expected to examine the specifications, schedules and all instructions. The City is not liable for costs associated with preparation of proposals in response to this RFP.

9.0 EMPLOYEES NOT TO BENEFIT

No employee or elected official of the City shall be permitted to receive any share or part of the contract resulting from this RFP or any benefit that may arise therefrom.

10.0 CITY FURNISHED PROPERTY

No material, labor or facilities will be furnished by City unless otherwise provided for in this

RFP.

11.0 SILENCE OF SPECIFICATIONS

The apparent silence of the specifications as to any detail or to the apparent omission from it of a detailed description concerning any point shall be regarded as meaning that only the best commercial practices are to prevail. All interpretations of these specifications shall be made on the basis of this statement.

It is intended that the Contractor in the selection of components will use material and design practices that are the best available in the industry for the type of operating conditions to which the item(s) will be subjected and at the least meets the minimum standards of performance as specified in this Request. All parts, equipment and accessories shall, at the least, conform in strength, quality of material and workmanship to recognized industry standards and the minimum requirements of this Request

12.0 RESERVED RIGHTS

The City reserves the right:

12.1 To reject any proposal not in compliance with all prescribed public bidding procedures and requirements.

12.2 To reject for good cause any or all proposals upon the City’s written finding that it is in the public interest to do so.

12.3 To reject any and all proposals not meeting or differing from the specifications set forth herein.

12.4 To waive any or all informalities in the proposals submitted.

12.5 To consider the competency and responsibility of proposers in making any awards.

12.6 In the event that two or more proposals are identical in price, fitness, availability and quality, award shall be made in accordance with City Rule 137-046-0300.

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12.7 In the event any proposer or proposers to whom a contract is awarded shall default in executing said formal contract or in furnishing a satisfactory performance bond within the time and manner herein after specified, to re-award the contract to another proposer or proposers.

12.8 To extend the deadline for submitting proposals, in accordance with City Rule 137- 049-0250.

12.9 To negotiate additions or deletions to goods and services requested.

13.0 CONSIDERATION OF PROPOSALS

13.1 Proposals will be opened publicly by the City of Eugene Purchasing Office on a

Microsoft Teams Meeting at the due date and time indicated in the RFP or any extension thereof made by addendum.

13.2 The City intends to award a contract to the responsible proposer submitting the most advantageous proposal, based on evaluation factors contained in the proposal, provided the proposal has been submitted in accordance with the requirements of the RFP documents, and does not exceed the funds available.

13.3 The City shall provide written notice by email of the City’s intent to award the contract. Award shall not be final until the later of the following:

13.3.1 Seven (7) calendar days after the date of the Notice of Intent to Award; or

13.3.2 City provides a written response to all timely filed protest, if any, that denies the protest and affirms the award.

13.3.3 Proposers may protest the intended contract award in accordance with City

Rule 137-049-0450(4).

14.0 CONTRACT AWARD

Submittal of a proposal evidences proposer’s intent to execute and be bound by the terms of the attached contract. The City will enter into contract negotiations as permitted by City Rules regarding any open terms. During negotiations, the City may require any additional information it deems necessary to clarify proposer’s approach and City’s understanding of the requested goods or services. Any changes agreed upon during contract negotiations will become part of the final contract. The negotiations will identify a level of work and associated fees and costs that best represent the goods and services required.

15.0 PUBLIC RECORDS

This RFP and one (1) copy of each original proposal received in response to it, together with copies of all documents pertaining to the award of a contract, shall be kept by the City of Eugene Purchasing Office and made a part of a file or record which shall be open to public inspection. If a proposal contains any information that is considered trade secret under ORS 192.345(2), each sheet of such information must be marked with the following;

“This data constitutes a trade secret under ORS 192.345(2) and shall not be disclosed except in accordance with the Oregon Public Records Law, ORS 192.“

The Oregon Public Records Law exempts from disclosure only bona fide trade secrets, and the exemption from disclosure applies only “unless the public interest requires disclosure in the particular instance.“ ORS 192.345(2). Therefore, non-disclosure of documents or any portion of a document submitted as part of a proposal may depend upon official or judicial determinations made pursuant to the Public Records Law.

The above restrictions may not include cost or price information which must be open to public inspection.

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16.0 PERFORMANCE AND PAYMENT BONDS

In accordance with City Rule 137-049-0460 the successful Proposer shall provide prior to commencement of construction work, a performance bond and payment bond each in a sum equal to the Contract Price or Order Price. The bonds shall be dated concurrent to, or subsequent to, the date of the Contract or Order.

17.0 PUBLIC WORKS BOND

Before starting work on a project, a contractor or subcontractor, unless exempt under ORS 279C.800 to 279C.870, shall file with the Construction Contractors Board a Public Works bond in the amount of $30,000 with a corporate surety authorized to do business in the state of Oregon. Before starting work on a contract for a public works project, the contractor shall provide the City with a written statement certifying contractor and any subcontractor have filed a public works bond as required above.

18.0 RESPONSIBLE BIDDER DETERMINATION

All public entities that award public improvement contracts must complete a Responsible Bidder Determination Form as mandated by ORS 279C.375. To make a determination of whether the bidder meets the standards of responsibility, the City will check the list created by the Construction Contractors Board under ORS 701.227 for bidders who are not qualified to hold a public improvement contract. For bidders not listed, the City will then consider whether the bidder:

a) Has available the appropriate financial, material, equipment, Facility, and personnel resources and expertise, or the ability to obtain the resources and expertise, necessary to meet all contractual responsibilities.

b) Holds current licenses that businesses or service professionals operating in this state must hold in order to undertake or perform the work specified in the contract.

c) Is covered by liability insurance and other insurance in amounts required in solicitation documents.

d) Qualifies as a carrier-insured employer or a self-insured employer under ORS 656.407or has elected coverage under ORS 656.128.

e) Has disclosed the bidder’s first-tier subcontractors in accordance with ORSS 279C.370.

f) Has a satisfactory record of performance.

g) Has a satisfactory record of integrity.

h) Is qualified legally to contract with the contracting agency.

i) If applicable, bidders with a contract valued at $500,000 or more and that have 50 or more employees possess a certificate that the Oregon Department of Administrative Services issued under Section 2 of the 2015 Act. (Wage Law Certificate)

j) Has supplied all necessary information in connection with the inquiry concerning responsibility.

https://www.oregon.gov/das/procurement/pages/payequity.aspx

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19.0 DRUG TESTING CERTIFICATION

According to ORS 279C.505(2), the Proposer must demonstrate that it has established a drug testing program for its employees and subcontractors.

20.0 FIRST-TIER SUBCONTRACTOR DISCLOSURE

According to ORS 279C.370, the Proposer must disclose the following information about any subcontract either in its Proposal submission or within 2 hours after RFP closing:

1. The subcontractor’s name,

2. The category of work that the subcontractor would be performing, and

3. The dollar value of the subcontract.

If the Proposer will not be using any subcontractors that are subject to the above disclosure requirements, the Proposer is required to indicate that in the Proposal.

21.0 PREVAILING WAGE RATE

This solicitation is for a public works project which is subject to ORS 279C.800 to 279C.870.

All bidders are required to consult the BOLI publication for Prevailing Wage Rates for Public Works Contracts in Oregon Subject to State PWR Law and all subsequent amendments. The rates in effect are published in BOLI January 5, 2026, Prevailing Wage Rate Book including all amendments on February 18, 2026. The documents can be accessed at

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III. SUSTAINABILITY & SOCIAL EQUITY

The City is interested in products and services that have a reduced impact on human health and the environment and that more fully support communities and economies when compared to competing products and services serving the same purpose. For more information regarding sustainability in procurement and related City policy and plans, please refer to the City’s Sustainable Purchasing website at http://www.eugene-or.gov/sustainpurch. The awarded Proposer will be expected to support the City’s goals by implementing the following strategies where applicable.

1.0 WASTE REDUCTION

Pursuant to City Zero Waste efforts, the City aims to prevent waste where possible. In order to increase efficient use of resources, the awarded Proposer shall adhere to the following items as applicable.

1.1 Unnecessary packaging for goods, beyond packaging compliance or practical safe shipping methods, shall be reduced. Proposer to ship goods utilizing one or more of the following methods:

1.1.1 Ship products in reusable, refillable, or returnable containers. For example, reusable trays or totes, which can be stored and returned;

1.1.2 Minimal packaging material used inside containers. This includes eliminating or reducing the amount of non-recyclable bubble wrap, foam pellets or other like material;

1.1.3 Eliminate non-essential parts of packaging, such as individual wrapping of components;

1.1.4 Use packaging made with recycled content, biodegradable, and/or non-toxic materials.

1.1.5 No point of purchase material or promotional literature.

1.2 The awarded Proposer is to duplex all paper materials that are prepared for the City under the contract, whether such materials are printed or copied, except when impracticable to do so due to the nature of the product being produced.

1.3 Contractor is expected to prevent, reduce, recycle or otherwise divert waste generated from the provision of services procured by the City. City may request information about diversion tactics utilized and quantities of waste materials diverted.

2.0 IDLING REDUCTION

In the interest of reducing air and noise pollution and promoting energy conservation, all gasoline and diesel-powered vehicles and equipment shall be idled only as necessary to perform the required duties, including delivery, and for the essential function(s) of the equipment. A driver of a vehicle must turn off the engine upon stopping at the destination and must not cause or allow an engine to idle at any location for more than 20 seconds. This idling policy applies except in the following situations:

2.1 The health and safety of employees, sub-contractors or public is compromised in turning off the vehicle.

2.2 The engine is required to power auxiliary equipment (e.g. hoist, lift platforms, hydraulic tools, inverters, compactors, medical equipment, specialized public safety radio communication and computer systems, etc.)

2.3 Vehicle/equipment manufacturer requires additional idle time for warm up or cool down for efficient and proper mechanical or functional operation of the unit.

http://www.eugene-or.gov/sustainpurch

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3.0 ENVIRONMENTALLY PREFERRED PRODUCTS

3.1 To promote and encourage environmentally sustainable practices for companies doing business with the City, the City requests vendors under City contract use environmentally preferable products in production of City work products.

3.2 The awarded Proposer should use environmentally preferable materials that meet performance requirements wherever practical in the fulfillment of this agreement.

Environmentally preferable products and services have characteristics that include but are not limited to the following:

• Energy Efficient

• Reusable or upgradeable

• Recyclable

• Contain post-consumer recycled materials

• Produce fewer polluting by-products and/or safety hazards during manufacture, use or disposal, and/or

• Are certified by an independent accredited third-party program such as EcoLogo or ENERGY STAR.

3.3 The City desires the use of post-consumer recycled content, chlorine-free paper to encourage environmentally preferable practices for City business wherever practical in the fulfillment of the scope of work.

4.0 SOCIAL EQUITY

Economic prosperity through diversity and collaboration is fundamental to the Equity in Contracting program. Part of Eugene’s City Council Vision states that we will “Encourage a strong, sustainable and vibrant economy, fully utilizing our educational and cultural assets, so that every person has an opportunity to achieve financial security.” The program aims to reduce barriers for local, small, minority and women-owned businesses to leverage all that our community has to offer, strengthening the business community as a whole.

The City supports the utilization of Minority, Women, Emerging Small Businesses (M/W/ESB), local businesses, Disadvantaged Business Enterprises and Oregon Forward Contractors (OFC) at both a prime and subcontracting and/or supply chain level. The City encourages eligible suppliers to gain certification and encourages the awarded proposer to use the following voluntary practices to promote open competitive opportunities for disadvantaged businesses in the fulfillment of the scope of work:

a. Access lists of certified minority, women, emerging small business or disadvantaged business enterprises from the Certification Office of Business Inclusion and Diversity (COBID) by visiting their website at:

https://oregon4biz.diversitysoftware.com/FrontEnd/SearchCertifiedDirectory.asp?XID=23 15&TN=oregon4biz to find certified businesses from whom to procure products or services.

b. Visit the Oregon State Oregon Forward Program website at http://ofp.dasapp.oregon.gov/ to search for Oregon Forward Program contractors from whom to procure products or services.

https://oregon4biz.diversitysoftware.com/FrontEnd/SearchCertifiedDirectory.asp?XID=2315&TN=oregon4biz https://oregon4biz.diversitysoftware.com/FrontEnd/SearchCertifiedDirectory.asp?XID=2315&TN=oregon4biz http://ofp.dasapp.oregon.gov/

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IV. ANTICIPATED PROPOSAL SCHEDULE

The following is the anticipated schedule for submission and review of Proposals and award of the desired contract. This schedule is subject to change by the City in its sole discretion. Any change to the Proposal submittal deadline will be made by an addendum to the RFP.

ACTIVITY DATE

Request for Proposals issued ................................................................... March 11, 2026

Non-Mandatory Pre-proposal Meeting ................................ March 26, 2026 @ 1:00pm

Last date to request solicitation clarification or change…………April 7, 2026, by 4:00 PM

Last date to protest solicitation…………………...……...………..April 8, 2026, by 4:00 PM

Proposals due no later than………...……....…...............……April 15, 2026, at 2:30 PM

Notice of Intent to Award……………………………..…………...no later than May 15, 2026

The City reserves the right to delay any of the dates set forth above, if it is determined to be in the best public interest to do so. The contract shall become effective upon execution by the City.

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V. REQUIREMENTS / SPECIFICATIONS

BACKGROUND

The goal of this project is to design and construct a resilient on-site combined solar and battery storage system to support facility operations during a power outage, offset operating costs, enhance sustainability, and support the City of Eugene’s Climate Action Plan 2.0 goals of reducing emissions that contribute to climate change.

The system should provide power to the local utility grid system when operating normally. When required during an emergency event, the system must island itself from the grid system and continue to provide power to the location. Funding for the complete scope has been authorized by the City of Eugene and includes grant funding from Oregon Department of Energy in the amount of $1,000,000.

PROJECT DESCRIPTION

This is a State of Oregon grant-funded Community Renewable Energy Project (CREP) to design, procure, and construct a solar array and battery electric storage system (BESS) on two existing building structures located at the City of Eugene Public Works Maintenance Division and Parks & Open Space Division campus located at 1820 Roosevelt Blvd, Eugene OR.

The selected Proposer will act to provide preliminary and detailed engineering for the sizing and permitting of the solar array and BESS, integrate the system with the existing campus power distribution system, liaise with the local utility (EWEB) regarding interconnection agreements and requirements, procure project materials, manage the construction/installation of the system components, and perform post-installation performance testing.

SCOPE OF SUPPLY

1. Inclusions

a. Preliminary and detailed engineering to size the solar array and BESS.

b. Calculations and engineering drawings sufficient to obtain necessary project permits.

This should include necessary structural calculations required by code with regards to additional gravity load on the roof structure.

c. Project schedule and weekly updates.

d. All engineering, design, materials, labor, and equipment for total project completion including permit fees, bonds, and insurance.

• A structural engineering analysis will be provided by Owner. Provide any necessary structural modifications to complete the project.

• Engineer-validated seismic design and compliance for the racking and battery enclosure anchors. All structural, racking, and mounting designs must be stamped by a Professional Engineer licensed in the State of Oregon.

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• The system must be designed for 100mph wind gusts and local snow loads per Oregon Structural Specialty Code.

• Design must include industry-standard corrosion protection for exposed metal components (ex.: anodized aluminum or hot-dipped galvanized steel).

e. Direct contracting or subcontracting of construction/installation personnel, including all necessary disciplines. (mechanical, electrical, specialty, etc.)

f. On-site supervision/management of construction personnel during the installation phase.

g. QA/QC, startup, checkout, and commissioning services to validate installation and performance of the system.

h. Operator/owner training for installed system.

i. Operations & Maintenance manual delivered to Owner.

j. Warranty of the installed system:

• 5-Year Workmanship.

• 25-Year Power Guarantee: Panels must produce at least 80% of their original rating for 25 years.

• 10-Year Inverter Warranty.

k. Manufacturer warranty of all supplied and installed equipment.

l. All ‘last-mile’ communication hardware, including the modem, gateway, routers, and internal network cabling required to connect the PV inverters and BESS to the City’s interface.

2. Exclusions (owner-supplied)

a. Access to the work site, including security access badges.

b. Parking and laydown space.

c. Decision approval rights for RFIs, change orders, scope or contract deviations.

d. Owner will supply relevant utility data (meter readings etc.) to successful bidder.

e. Owner will supply a single persistent high-speed Ethernet drop (RJ45 port) or an equivalent cellular signal at the project site for data transmission.

f. Owner will provide structural engineering analysis and calculations for the buildings where equipment will be installed for any necessary structural modifications or reinforcement.

SCOPE OF WORK

1. Technical requirements

a. The awardee shall serve as the sole point of contact and be fully responsible for the selection, procurement, and integration of all system components (including PV modules, inverters, racking, and BESS). The awardee must ensure all hardware and software components function as a single, seamless, and high-performance integrated system. The City will not manage individual equipment vendors.

b. The solar array and BESS were preliminarily sized for the application and approval of the CREP grant.

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c. System rating basis: Unless otherwise noted, all references to PV panel capacity (kW DC) shall be based on Standard Test Conditions (STC). However, the total system must be designed to deliver a minimum of 120kW AC at the point of interconnection. Proposers must account for all DC-to-AC conversion losses, soiling, and thermal degradation in their production modeling.

• System Power Rating (kW) - 120 (AC).

• Storage Energy Capacity (kW) - 440 kWh usable energy with a minimum

110kW continuous discharge rating.

• System Technologies - Solar, Energy Storage, Microgrid technologies.

• Estimated Electrical Production (kWh/yr) - 175,700 (pending final design).

• Operational Use: Installation of a 120kW solar PV system which will generate

175,700 kWh annually, and a 440kW energy storage system for the owner.

d. Operational Logic and Controls: provide and describe the control strategy for the

BESS, including how will the system balance peak load reduction (daily savings) with the need to maintain reserve for Emergency Resiliency (islanding).

e. A remotely accessible Data Acquisition System and Monitoring portal. The Owner prefers a web-based system that does not include any downloaded, installed, or locally hosted applications or components for use. The system must be brand agnostic and capable of integrating data from both the PV inverters and the BESS.

At a minimum, the portal must provide:

• Real-time Visibility: Accessible via any standard web browser with unique login credentials for City staff.

• Historical Data: Storage of at least 15-minute interval data for a minimum of 10 years.

• Automated Alerts: Email or SMS notifications for system faults, safety triggers, or performance drops below a set threshold.

• The portal must display a live Power Flow Diagram.

f. Modules are to be installed by the contractor upon receipt of appropriate authorization. Once installed, the modules should be independent from existing City infrastructure and not require additional investment from the City’s IT Department for compatible hardware/software.

g. Final project design must coordinate with the City's IT Department to ensure all communication hardware meets municipal cybersecurity standards. If a cellular solution is proposed, final selectee shall be responsible for all data service fees for the first 5 years of operation.

h. Modules must be UL listed and comply with IEC 61215.

i. Panels must have a corrosion-resistant monolithic structure suitable for marine environments, high-impact tempered glass, and anodized aluminum frames.

j. All equipment provided and installed must be factory-new (not used/refurbished).

k. Inverter:

• Minimum 95% peak efficiency.

• Total current harmonics less than 5%

• Must be UL 1741 listed.

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2. Construction Management

a. Provide dedicated onsite supervision and coordination of trades and subcontractors.

Responsibilities will include contract administration, regular work observations, quality control, site security, enforcement of the site safety plan, as well as coordinating any impacts with Owner.

3. Field Quality Control

a. 24-Hour Test: The system must run for a full day in parallel with EWEB-supplied power.

b. The test must be scheduled 2 weeks in advance, with Owner attendance.

c. Post-test report delivered to owner with a written summary of all programmed values and setpoints.

4. Completion Checklist

a. Provide to owner substantial completion documentation, as well as a completion checklist.

5. Checkout/Commissioning

a. Provide to owner equipment checkout and commissioning services. This service may be performed by a specialty or dedicated commissioning team, provided by selectee.

b. Factory-authorized representative present on-site for a minimum of one (1) person-day to ensure accurate programming and function of the BESS.

6. Performance standard/guarantees

a. Provide monitoring and support services to ensure that guaranteed savings are achieved throughout the term of the agreement.

b. Year 1 Production Guarantee: Proposer shall guarantee a minimum annual energy output (e.g., 175,700 kWh), weather-adjusted using a standard Performance Ratio.

c. BESS Capacity & Efficiency Guarantee:

• Capacity: Guarantee the BESS delivers 440 kWh of usable energy at the time of substantial completion (verified by a full discharge test).

• Efficiency: Guarantee a Round-Trip Efficiency (RTE) of no less than 85%.

• System Availability (Uptime): Guarantee the system is "online and available"

98% of the year.

Resilience Verification: Final acceptance is contingent upon a successful full-load islanding test where the system carries the building's critical loads for a minimum of 2 hours without grid support.

7. Deliverables

a. 10%, 50%, and 90% engineering design reviews.

b. Preliminary and final project cost estimates.

c. Engineering calculations for system sizing.

d. Engineering drawings at a level sufficient for permitting (IFP).

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e. Local utility (EWEB) Permission to Operate letter.

f. Startup, checkout, and commissioning records and documentation.

g. Owner training and operating and maintenance (O&M) manuals.

h. Installed equipment warrantees.

i. Weekly project progress reports to Owner.

j. Construction and commissioning schedule (Gantt chart preferred).

k. Contract administration documents as required.

l. Substantial completion summary document.

m. Commissioning and performance evaluation report that includes technical data and results from the BESS capacity test, solar output verification, and an islanding test.

n. Executed performance guarantee statement.

o. Letter of design certification.

8. Project Schedule/Timeline

a. Project has a firm timeline, with the State of Oregon CREP grant administrators requiring construction start no later than September 21, 2026, and the system be fully constructed and online no later than January 25, 2028.

b. Anticipated start of preliminary design phase: April/May 2026.

c. Anticipated start of construction: August 2026.

9. Project Administration

a. RFIs/Change orders will be routed to Owner for review and approval.

b. Weekly schedule and work progress updates.

c. Contact list for project personnel.

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VI. EVALUATION CRITERIA / SUBMITTAL REQUIREMENTS

Evaluation Criteria Evaluation of the written response portion to the RFP will be based on a point system. The possible point values are listed by each evaluation category. A committee will review the responses and assign points for each category. See SECTION VII. PROPOSAL EVALUATION PROCEDURES for a summary of the evaluation process.

The written responses may be used to establish a Competitive Range of Proposers for further evaluation. Items will be scored up to the maximum point value indicated below.

Required Submittals

• Standard Proposal Form

• Written Proposal

• Evidence of Responsibility Form

• Contractor’s Representations and Warranties Certification

• Certificate of Contractor Employee Drug Testing Program

• First Tier Subcontractor Disclosure Form

Proposals must be submitted in accordance with the submission requirements listed in SECTION II, INSTRUCTIONS TO PROPOSERS. Proposals must contain all the information requested in the submittal categories below. A completeness check will be conducted for each proposal. A complete submittal will deem the proposer a ‘Responsive Proposer’ to be further evaluated for possible award.

Category Possible Points

1) Firm and Project Team Qualifications 30 points

a. Provide a brief overview of the primary firm’s qualifications; identify key individuals comprising the team assigned to this project and what specific role each will have in completing the work, including a description of their qualifications and one-page resume.

b. Provide names and qualifications of any outside consultants, contractors and associates that will be subcontracted to assist on this project.

c. Provide your experience as it relates to the Requirements and Specifications as outlined in Section V.

d. Describe your team’s familiarity and experience with working within the constraints of the state and local rules, design standards, and permitting that are applicable to this project.

2) Project Understanding and Approach 30 Points

a. Given the information provided within this RFP, explain your understanding of the project and describe your approach to carrying out the scope of work. Discuss key project elements, opportunities and constraints including any potential adjustments that may enhance efficiency in the design, construction, or use of the finished project.

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b. Provide a proposed project schedule that includes major project milestones. For each milestone, show the projected completion date (expressed as number of weeks following contract execution). The proposed project schedule is to include the following milestones:

o Contract execution o Final project design o Equipment procurement o Notice of Proceed with construction o Mechanical completion o System commissioning o Permission to operate/place in service o Training

c. Performance Guarantee Commitment. Describe your approach to the Performance

Guarantee Statement. Provide a sample of how your firm will guarantee the annual solar output (175,700 kWh) and BESS operational availability. Specifically address how you will handle weather-adjusted performance ratios.

d. Commissioning and Testing Strategy. Provide a preliminary plan for the 4-hour full-load islanding test and the BESS capacity verification test. Describe the equipment and data acquisition tools you will use to prove the system meets the 440-kWh usable capacity at rated discharge power and 85% Round-Trip Efficiency before final acceptance.

3) Proposed Project Cost 25 Points Project cost will be a component of the scoring criteria and subject to final contract negotiations upon award to the successful proposer. Provide proposed design and construction budget, including a detailed breakdown of costs.

4) Project Experience and References 15 Points

Provide at least three project samples comparable to the requested services in this RFP by your firm within the last 5-7 years. At least two (2) of the samples provided should include Battery Energy Storage Systems (BESS). Where applicable, include a list of similar projects completed on behalf of other government agencies. Sample work products are encouraged.

For sample projects:

• Describe the sample project’s relevance to the services included in this solicitation.

• Include a brief description of the project type, cost, location, size, duration, year of completion, and objectives; tasks performed by the Proposer to fulfill project objectives; the project budget; and whether the project’s schedule and budget were met.

• Indicate which member(s) of your proposed team worked on the project and in what capacity.

• Provide contact information for the project’s client to be contacted as a reference check. Include contact name, title, phone number, company or entity name, and their relation to the sample project.

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Category Possible Points

Firm and Project Team Qualifications 30 Project Understanding and Approach 30 Proposed Project Cost 25 Project Experience and References 15

Written Proposal Total Points Possible: 100 Points

The agent responsible for the solicitation may contact Proposers for clarification of Proposals;

however, no additions, deletions or substitutions may be made to Proposals that cannot be termed as clarifications. Proposer’s responses to questions should restate the question and provide the clarification requested.

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VII. PROPOSAL EVALUATION PROCEDURES

A. DETERMINING RESPONSIVENESS OF WRITTEN PROPOSALS

Each proposal submitted in response to this RFP that conforms in all material respects with the requirements set forth in the solicitation documents and all requirements of the Oregon Public Contracting Code and City of Eugene Public Contracting Regulations shall be deemed a “responsive proposal”. The City will notify any proposers who submitted a non-responsive proposal to inform them that it did not meet the requirements and will therefore not be considered for contract Award.

B. EVALUATION OF WRITTEN PROPOSALS

The City will evaluate each responsive proposal according to the criteria described in this RFP on a point system.

Evaluation of all written proposals may result in the establishment of a competitive range from which the final selection will be made. As provided for in 137-049-0390, the City may award to the highest ranked proposer at any tier.

C. COMPETITIVE RANGE, DISCUSSIONS, & NEGOTIATIONS

Pursuant to 137-047-0262, the City may establish a competitive range after evaluating all responsive proposals in accordance with the evaluation criteria set forth in the RFP. After evaluation of all proposals in accordance with the criteria set forth in the RFP, the City may determine and rank the proposers in the competitive range.

After determination of the competitive range the City may either: Provide written notice to all proposers of its intent to award the contract to the highest-ranked proposer in the competitive range; or engage in discussions with proposers in the competitive range and accept revised proposals from them and following such discussions and receipt and evaluation of revised proposals, conduct negotiations with the proposers in the competitive range.

Notice of Competitive Range. The City shall provide written notice to all proposers identifying proposers in the competitive range. The City provides an opportunity for proposers excluded from the competitive range to protest the City’s evaluation and determination of the competitive range in accordance with Rule 137-047-0720.

Competitive Range Discussions and Revised Proposals. The City may choose to enter into discussions with proposers in the competitive range as outlined in 137-047-0262(2).

D. SELECTION PROCESS AND NOTICE OF INTENT TO AWARD

Notice of the intent to award will only be given to the competitive range proposers. Final award will depend upon the execution of an acceptable contract and delivery of performance bond and evidence of insurance, if required, and may be withdrawn by the City at any time prior to execution of the contract by the City.

Proposers in the competitive range may protest the City’s intent to award in accordance with Rule 137-047-0740.

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VIII. FORMS TO SUBMIT WITH PROPOSAL

STANDARD PROPOSAL FORM

Solicitation No. RFP 20262020

I, the undersigned, and authorized representative of (Company Name) certify the following:

Acknowledgement of terms, conditions and specifications

1. The proposer represents that proposer is properly licensed and adequately experienced, equipped, organized and financed to furnish and deliver the equipment specified and perform the services required.

2. The proposer has carefully checked the figures entered in the form, has carefully reviewed for accuracy all statements in this proposal and attachments, and agrees that the City will not be responsible for any errors or omissions of the proposer in preparing this proposal. The proposer agrees that this proposal may not be revoked or withdrawn for ninety (90) calendar days after the date on which proposals are received.

3. Contract Execution; Insurance. The Proposer agrees that it will, within ten…