Bid Notice-Municipal Electric Vehicle Master Plan Phase 1.pdf

TOWN OF TRUCKEE

REQUEST FOR PROPOSALS (RFP)

Municipal Electric Vehicle Master Plan Phase 1

Key RFP Dates

RFP Issued: September 25, 2026

Pre-Proposal Meeting: October 14, 2026 at 1:00 PM

RFP Questions: October 22, 2026 at 4:00 PM

Proposal Deadline: October 29, 2026 at 4:00 PM

Interviews (if required): November 2026

Submissions must be received no later than 4:00 PM on October 29, 2026.

Submit via email to truckee@townoftruckee.gov with the RFP Number and Title in the Subject line.

All questions should be sent via e-mail directly to kshifflet@townoftruckee.gov no later than

4:00 PM on October 22, 2026.

mailto:truckee@townoftruckee.

mailto:kshifflet@townoftruckee.gov

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Table of Contents

A. BACKGROUND AND PROJECT DESCRIPTION

B. SCOPE OF WORK

C. SCHEDULE

D. QUESTIONS, CORRECTIONS, AND ADDENDA

E. PROPOSAL SUBMITTAL

F. REVIEW AND SELECTION PROCESS

G. FINALIST INTERVIEWS

H. CONTRACT REQUIREMENTS

ATTACHMENTS

Attachment A: Sample Professional Services Agreement

Attachment B: Phase 1 Conceptual Plans for Town Hall and Corporation Yard from the Truckee Municipal Electric Vehicle Infrastructure Master Plan

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A. BACKGROUND AND PROJECT DESCRIPTION

The Town of Truckee (hereinafter “Town”) recently completed the Truckee Municipal Electric Vehicle Infrastructure Master Plan (MuniEV Plan) in July of 2026. The Town is soliciting proposals from consultants interested in providing professional engineering design and related services associated with Phase 1 of the MuniEV Plan (Project). The scope of work for the Project includes final design, plans, specifications, and estimates (PS&E) for the construction of new electric vehicle charging facilities at the two major Town municipal facilities: Town Hall (10183 Truckee Airport Road) and the Public Service Center (10969 Stevens Lane) based on the recommendations and conceptual layouts for Phase 1 of the Muni EV Plan.

The MuniEV Plan was completed in preparation to meet State requirements and local climate goals and acts as an outline for how the Town can transition its municipal fleet to zero-emission vehicles (ZEVs) and provide employee charging facilities. This plan has determined the most appropriate locations and types of electric vehicle (EV) charging stations needed to meet the Town’s goals and developed a phased approach to building the charging infrastructure. This RFP includes final design and PS&E for Phase 1 of the MuniEV Plan.

The majority of the Town’s Police Department fleet, as well as other Town fleet vehicles, are parked at the Town Hall location. The Town is in the initial stages of converting its fleet to EV, currently owning seventeen EVs and two electric motorcycles, with plans to purchase more. The MuniEV Plan identifies the need for EV charging to support the transition to zero-emissions in the Town’s municipal vehicles and will guide the Town’s capital improvement plan as it relates to EV charging infrastructure. The second site is located at the Public Service Center. EV chargers will be required to support Town fleet vehicles as the Public Works, Facilities, and Transit fleets transition to zero-emissions. In addition to serving the municipal fleet, the Town is including EV chargers that would be accessible to Town employees at both locations.

The entirety of the Muni EV Plan can be found at the following link:

https://townoftruckee.box.com/s/dcnksubwr0ioq1hwteusacwasav3bp04

The MuniEV Plan includes information on existing conditions, phasing, EV charging recommendations, and additional details for the conceptual plan.

B. SCOPE OF WORK

Task 1: Project Management and Coordination The selected Consultant shall coordinate with the Town’s identified representatives to conduct a project kick-off meeting to establish a foundation of common expectations and facilitate regular communication with the Town team to ensure the Project remains on schedule. The Town expects Project Kick-Off to occur by December 2026.

Deliverables

• Agenda, meeting notes, project work plan and schedule, and progress reports.

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Task 2: Existing Conditions/Conceptual Site plan The Consultant shall review the Municipal Electric Vehicle Infrastructure Master Plan to establish a foundation of the Town’s overall plan with the emphasis being on Phase 1 of the EV charging infrastructure improvements for purposes of this project. Phase 1 Conceptual Plans for both the Town Hall and Corporation Yard locations are included as Attachment B and should be used as a reference for design but are considered schematic for proposed EV charging infrastructure. The consultant is responsible for familiarizing themselves with existing conditions. Each site should be analyzed for best possible layout/design as collectively determined by the Town and consultant. If changes are needed to the schematic plan, provide a revised schematic showing alternatives for Town staff to evaluate prior to proceeding with 30% plans. Include a table or narrative describing pros and cons of the alternatives to assist Town staff in the evaluation.

Deliverables

• Conceptual layout plan alternatives (as needed) at the Town Hall and Public Service Center locations for review and comment by the Town.

Task 3: Design Consultant shall design the improvements and prepare the plans, specifications, and estimate in accordance with Town of Truckee Public Improvement and Engineering Standards as well as all other applicable standards to achieve the Project objectives.

The Town Hall location design includes installing two (2) dual-port medium-output L2 chargers for Police Department fleet use, two (2) dual-port medium-output L2 chargers for Town Hall fleet use, and two (2) dual-port low-output L2 chargers for employee use as well as all necessary foundations, trenching, conduit, wire, subpanels, civil improvements, and appurtenances necessary for operation.

The Public Service Center location design includes installing one (1) dual-port low-output L2 chargers for employee charging, three (3) dual-port medium-output L2 chargers for fleet charging, and two (2) dual-port 50 kW DC chargers for fleet charging as well as all necessary foundations, trenching, conduit, wire, subpanels, civil improvements, and appurtenances necessary for operation.

The MuniEV Plan recommends the use of dual-port chargers as they are often the most cost-effective and space-efficient solution. Proposed chargers will either be pedestal or wall mounted based on design location with each dual-port charger being fed by two separate circuits, one for each charging connector.

It is anticipated at both the Town Hall and Public Service Center locations that all Phase 1 chargers will be powered from the existing site electrical capacity and infrastructure. This will need to be verified during design to confirm available capacity.

Appropriate signage and pavement markings should be provided to clearly identify the designated fleet and employee charging spaces as well as existing utility locations and design of necessary BMPs for construction.

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The Town has a specification template that will be provided to the selected consultant (front end of the specifications). It will be the consultant’s responsibility to provide the specific information for the proposed work.

Deliverables

• 30% preliminary design plans for review and comment by the Town (AutoCAD and PDF format).

• 60% preliminary design plans and specifications for review and comment by the Town (AutoCAD and PDF format).

• 90% final design plans, cost estimate, and specifications for review and comment by the Town (AutoCAD and PDF format).

Task 4: Final Design Consultant to provide a final construction bid ready package.

Deliverables

• 100% final stamped design plans and specifications (AutoCAD and PDF format).

• 100% final cost estimate.

Task 5: Bidding/Construction Support Town staff will manage the construction bidding and administration process; however, the Consultant shall be a resource to the Town by:

• Attending a pre-construction meeting.

• Assisting the Town with the preparation of any additional revisions/plan sheets for addenda during the construction bidding period (if needed).

• During construction, Consultant shall be available to attend meetings or site visits (if needed).

• During construction, Consultant shall aid in the review and response to submittals and RFIs, review of change orders, and any other construction-related services as requested by the Town (if needed).

• Providing the as-built plans in both PDF and AutoCAD format, at the completion of construction.

Deliverables

• General Project coordination

• Plan revisions (if required)

• Response to RFIs/Submittals

• As-built Plans

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C. SCHEDULE

The following represents the tentative schedule for this Request for Proposals. Any changes in the scheduled dates for the Deadline for RFP Questions Submittal or Proposal Submission Deadline will be advertised in the form of an addendum to this RFP. The schedule for the evaluation process and other future dates may be adjusted without notice and at the sole discretion of the Town.

Date Event September 25, 2026 Advertise Request for Proposals October 14, 2026 Pre-Proposal Meeting at 1:00 PM October 22, 2026 RFP Question Submittal Due by 4:00 PM October 29, 2026 Submittals Due by 4:00 PM November 2026 Interviews (if needed) December 2026 Contract Award

D. QUESTIONS, CORRECTIONS, AND ADDENDA

Proposers will be required to submit all questions in writing per the schedule. Staff will prepare written responses. Written answers will be shared with all potential bidders through the Town website https://www.townoftruckee.gov/bids.aspx. Questions should be sent via e-mail directly to kshifflet@townoftruckee.gov. Questions will not be accepted by phone.

If a proposer discovers any ambiguity, conflict, discrepancy, omission, or other error in this RFP, the proposer shall immediately notify the contact person of such error in writing and request clarification or modification of the document. Modifications will be made by addenda as indicated above. If a proposer fails to notify the contact person prior to the date fixed for submission of proposals of a known error in the RFP, or an error that reasonably should have been known, the proposer shall submit a proposal at their own risk, and if the proposer is awarded a contract, they shall not be entitled to additional compensation or time by reason of the error or its subsequent correction.

E. PROPOSAL SUBMITTAL

1. FORM

Proposers must submit one (1) electronic copy of the Proposal and a separate electronic copy of the Cost Proposal as outlined below via email to:

Attn: Town Clerk truckee@TownofTruckee.gov

If an electronic file is too large to submit via email, please provide a link to the file via a file sharing service such as Dropbox or Box. Hard copy and/or faxed submissions will not be accepted. Please ensure you receive a confirmation of submittal receipt within 24 hours https://www.townoftruckee.gov/bids.aspx mailto:kshifflet@townoftruckee.gov mailto:truckee@TownofTruckee.gov mailto:truckee@TownofTruckee.gov

7 | P a g e of submittal. If confirmation is not received, please contact the Town Clerk at KCarpenter@townoftruckee.gov.

2. DUE DATE

Proposals must be received no later than the date and time listed in the schedule, or as revised by addendum. The proposal due date is subject to change. If the proposal due date is changed, an addendum with the new date will be posted on the Town website https://www.townoftruckee.gov/bids.aspx

3. PROPOSAL FORMAT AND CONTENTS

The proposal should not exceed 15 pages in length (excluding cover letter, proposal cover, cost proposal, table of contents and supplemental information). Supplemental information and appendices should be relevant, brief, and depending on length may not be fully considered by the Town. Proposals shall be considerate of Town review time.

For ease of review and to facilitate evaluation, the proposals for this project should be organized and presented in the order requested as follows:

COVER LETTER

The introductory letter shall be addressed to:

Kevin Shifflet Town of Truckee

10183 Truckee Airport Road Truckee, CA 96161

The letter shall be on Consultant letterhead and include the Consultant’s contact name, mailing address, telephone number, and email address. The letter should reflect the Consultant’s interest in the project and understanding of the services being requested, and it should highlight any special or unique qualities that would distinguish the Consultant firm’s proposal. Identify the prime Consultant and describe any subcontract arrangements. All addenda received must be acknowledged in the cover letter.

SECTION I- ORGANIZATIONAL INFORMATION

Provide specific information concerning the firm in this section, including legal name, address and telephone number and the type of entity. Describe the firm, including the year the firm was established, the location of the office that would be conducting the work, and a statement of the firm’s experience and qualifications in performing similar work. Identify the key personnel who will be assigned to this project, a description of their responsibilities, and the anticipated time that each person will devote to this project. If this is a joint venture, explain the responsibilities of each firm/sub-consultant, the location of each firm, and the key personnel. Within the project team there shall be at least one licensed professional civil engineer and one licensed professional electrical engineer, both licensed in the State of California. There should be a lead or prime Consultant, and a designated project manager.

mailto:KCarpenter@townoftruckee.gov https://www.townoftruckee.gov/bids.aspx

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SECTION II- QUALIFICATIONS AND EXPERIENCE

Provide specific information in this section concerning the firm’s experience in the services specified in this RFP, preferably within the State of California. Please provide Work Examples of at least three comparable projects that the project manager and principal staff worked on within the last five years and include the following.

1. Name of project, brief scope/description, status, cost, and dates that the services were provided.

2. Copies of or links to project deliverables may be provided as attachments to the proposal, but are not required.

References are required. Please provide names, addresses, and telephone numbers of contact persons within three (3) client agencies for whom similar services have been provided. Please include name of project, brief scope/description, current status, consultant cost, and dates that the services were provided (if different from the projects listed in Work Examples section of proposal). References should be able to attest to the firm’s knowledge, quality of work, timeliness, diligence, flexibility, and overall expertise.

SECTION III- PROJECT APPROACH AND WORK SCHEDULE

Provide a description of your general approach to be taken on the project as applied to the circumstances in Truckee. Explain the extent to which your firm can deliver on the proposed Scope of Work and schedule.

This section should describe the Consultant’s approach to management of the work. If sub- Consultants are to be used, provide similar information for each sub-Consultant.

Please provide a Scope of Work summarizing your proposed approach, methodology, and project timeline. The project timeline should be consistent with the schedule outlined in this RFP and contain specific milestones and dates of completion which will be used to set schedules. The Scope of Work should include the tasks listed above in the Scope of Work section. Provide a description of firm's current workload and firm's capacity to meet the proposed work schedule.

SECTION IV- IDENTIFICATION OF SUBCONTRACTORS

Proposers shall identify all subcontractors they intend to use for the proposed scope of work.

For each subcontractor listed, proposers shall indicate (1) what services and deliverables are to be supplied by that subcontractor, and (2) what percentage of the overall scope of work that subcontractor will perform.

SECTION V- ADDITIONAL INFORMATION

Include any other information you believe to be pertinent but not required.

SECTION VI- CONTRACT TERMS

Proposers must include a statement acknowledging their willingness to accept the sample contract terms (Attachment A) or identify specific exceptions to the sample agreement.

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COST PROPOSAL

Cost proposals shall be submitted as a separate document/file, clearly marked with the name of firm, the name and number of this RFP, and identified as “Cost Proposal.”

Provide a preliminary total Consultant team budget broken down by task, deliverable, and consultant/sub consultant. The total Consultant budget is inclusive of all fees and expenses (e.g., travel expenses, printing, reproduction, postage, etc.), which will be generated by the Consultant and any sub-consultants to complete the work described in the scope of work.

Indicate the hourly billing rates for all individuals involved.

The proposal shall clearly state ALL costs associated with the project, broken down by task number and deliverable.

Negotiations may or may not be conducted with proposers; therefore, the proposal submitted should contain the proposer’s most favorable terms and conditions, since the selection and award may be made without discussion with any proposer. It is the intent of the Town to award a contract to the best-qualified firm that demonstrates similar work experience. The successful Consultant must be an Equal Opportunity Employer and be able to contract with state and local public entities within the State of California.

SUBMITTAL AGREEMENT

1. Submittal Acknowledgement – Submittal of a proposal shall be deemed a representation and certification by the proposer that it:

a. Has carefully read and fully understands the information that was provided by the Town to serve as the basis for submittal of the proposal.

b. Has the capability to successfully undertake and complete the responsibilities and obligations of the submitted proposal.

c. Represents that all information contained in the proposal is true and correct.

d. Did not, in any way, collude; conspire to agree, directly or indirectly, with any person, firm, corporation, or other proposer regarding the amount, terms, or conditions of this proposal.

e. Acknowledges that the Town has the right to make any inquiry it deems appropriate to substantiate or supplement information supplied by the proposer and proposer hereby grants the Town permission to make these inquiries, and to provide any and all related documentation in a timely manner.

f. Understands that all proposals, whether selected or rejected, shall become the property of the Town of Truckee.

2. Rights of the Town of Truckee- This RFP does not commit the Town to enter into a contract, nor does it obligate the Town to pay for any costs incurred for the preparation and submission of proposals or in anticipation of a contract. The Town reserves the right to:

a. Make the selection based on its sole discretion.

b. Reject any or all proposals in whole or in part.

c. Issue subsequent RFPs.

d. Postpone opening for its own convenience.

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e. Remedy technical errors in the RFP process.

f. Approve or disapprove use of subcontractors.

g. Negotiate with any, all, or none of the proposers.

h. Accept other than the lowest proposal.

i. Waive informalities and irregularities in the proposals; and/or

j. Enter into an agreement with another proposer in the event the originally selected proposer defaults or fails to execute an agreement with the Town.

k. The Town anticipates working with a single firm or Consultant team but reserves the right to bifurcate the scope of work based on proposals received.

3. Disqualifications- Factors such as, but not limited to, any of the following may be considered just cause to disqualify a proposal without further consideration:

a. Proposals submitted after the submittal deadline.

b. Evidence of collusion, directly or indirectly, among proposers regarding the amount, terms, or conditions of the proposal.

c. Any attempt to improperly influence any member of the evaluation team.

d. Existence of any lawsuit, unresolved contractual claim, or dispute between proposer and the Town.

e. Evidence of incorrect information submitted as part of the proposal.

f. Evidence of proposer’s inability to successfully complete the responsibilities and obligations, of the proposal; and

g. Proposer’s default under any previous agreement with the Town, which results in termination of the Agreement.

F. REVIEW AND SELECTION PROCESS

1. All proposals received by the specified deadline will be reviewed by the Town for content, including but not limited to related experience and professional qualifications of the proposing firms.

2. All proposals will be evaluated by a designated Selection Committee (Committee). The Committee may be composed of Town staff and other parties that may have expertise or experience in the services described herein.

3. The Committee will conduct a qualifications-based selection process, based principally on the quality of each proposal, the qualifications of the proposer, and its responsiveness to this RFP. The Committee will review the submittals and will rank the proposers. The evaluation of the proposals shall be within the sole judgement and discretion of the Committee. The Committee members will read the proposals separately then convene to discuss and review the written proposals. Each member of the selection panel will then evaluate each proposal using the criteria below. A list of top-ranked proposals will be developed based upon the totals of each Committee member’s score for each proposal.

4. Proposals will be evaluated and ranked based on the following Evaluation Criteria:

a. Professional qualifications of the proposed project team members, especially the project manager, civil engineer, and electrical engineer, and adequacy in terms of

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b. The extent to which the firm’s proposal addresses the key technical areas of importance and tasks listed in the scope of work and demonstrates a thorough understanding of the scope of the project. Specifically, applicant's understanding of the project requirements, technical competency to address all project elements, and originality and thoughtfulness of proposed approach to achieving completion of the project described in the RFP. (Up to 30 points)

c. Applicant’s demonstrated ability to prepare plans of this type and scale. (Up to 20 points)

d. Applicant’s provision of past projects and applicable references that demonstrate similar projects that were completed on time and within budget and those that lead to implementation of EV infrastructure projects. (Up to 30 points).

5. The Town may, during the evaluation process, request from any proposer additional information which the Town deems necessary to determine the proposer’s ability to meet the project requirements. If such information is requested, the proposer shall be permitted three (3) business days to submit the information requested.

6. All firms responding to this RFP will be notified of their selection or non-selection after the evaluation committee has completed the selection process.

7. The firm selected by the Selection Committee will be recommended to the Town Council for this project, but the Council is not bound to accept the recommendation or award the project to the recommended firm.

8. The successful Consultant must be an Equal Opportunity Employer and be able to contract with state and local public entities within the State of California.

G. FINALIST INTERVIEWS

The top-ranked candidates may be invited to interview with the Town after the submission deadline.

Top candidate interviews are anticipated to be held virtually. The interview process may be waived altogether at the Town’s sole discretion.

H. CONTRACT REQUIREMENTS

The selected Consultant will be required to sign a contract for professional services provided by the Town of Truckee. Prior to contract execution and initiation of work on the project, the Consultant shall meet the Town’s indemnification requirements as well as insurance coverage requirements, including specified limits for general liability, professional liability, automotive liability, and workers compensation insurance.

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ATTACHMENTS

Attachment A: Sample Town of Truckee Professional Services Agreement

Attachment B: Phase 1 Conceptual Plans for Town Hall and Corporation Yard from the Truckee Municipal Electric Vehicle Infrastructure Master Plan

Municipal Electric Vehicle

Master Plan Phase 1

ATTACHMENT A:

Sample Agreement

Attachment A

PROFESSIONAL SERVICES AGREEMENT

1. PARTIES AND DATE

This Agreement is made and entered into this _____ day of ________, 20___, by and between the Town of Truckee, a municipal corporation, organized under the laws of the State of California, with its principal place of business at 10183 Truckee Airport Rd., Truckee, California, 96161 (“Town”) and [INSERT NAME OF COMPANY], a [INSERT TYPE OF BUSINESS; I.E., CORPORATION (INCLUDE STATE OF INCORPORATION), LIMITED LIABILITY COMPANY, SOLE PROPRIETORSHIP, ETC.], with its principal place of business at [INSERT ADDRESS] (“Consultant”). Town and Consultant are sometimes individually referred to herein as “Party” and collectively as “Parties.”

2. RECITALS

2.1 Consultant.

Consultant desires to perform and assume responsibility for the provision of certain professional services required by the Town on the terms and conditions set forth in this Agreement. Consultant represents that it is experienced in providing professional consulting services to public clients, is licensed in the State of California, and is familiar with the plans of Town.

2.2 Project.

Town desires to engage Consultant to render such professional services for the Municipal Electric Vehicle Master Plan Phase 1, C2509 project (“Project”) as set forth in this Agreement.

3. TERMS

3.1 Scope of Services and Term.

3.1.1 General Scope of Services. Consultant promises and agrees to furnish to the Town all labor, materials, tools, equipment, services, and incidental and customary work necessary to fully and adequately supply the professional consulting services necessary for the Project (“Services”). The Services are more particularly described in Exhibit “A” attached hereto and incorporated herein by reference. All Services shall be subject to, and performed in accordance with, this Agreement, the exhibits attached hereto and incorporated herein by reference, and all applicable local, state and federal laws, rules and regulations.

3.1.2 Term. The term of this Agreement shall be from [INSERT DATE] to [INSERT DATE], unless earlier terminated as provided herein. Consultant shall complete the Services within the term of this Agreement, and shall meet any other established schedules and deadlines.

3.2 Responsibilities of Consultant.

3.2.1 Independent Contractor; Control and Payment of Subordinates. The Services shall be performed by Consultant or under its supervision. Consultant will determine the means, methods and details of performing the Services subject to the requirements of this Agreement. Town retains Consultant on an independent contractor basis and not as an employee. Consultant retains the right to perform similar or different services for others during the term of this Agreement. Any additional personnel performing the Services under this

Town of Truckee

[***INSERT NAME OF PERSON OR FIRM***]

Professional Services Agreement for design of the Town’s Municipal Electric Vehicle Master Plan Phase 1

[***INSERT DATE***]

Agreement on behalf of Consultant shall also not be employees of Town and shall at all times be under Consultant's exclusive direction and control. Neither Town, nor any of its officials, officers, directors, employees or agents shall have control over the conduct of Consultant or any of Consultant's officers, employees, or agents, except as set forth in this Agreement. Consultant shall pay all wages, salaries, and other amounts due such personnel in connection with their performance of Services under this Agreement and as required by law. Consultant shall be responsible for all reports and obligations respecting such additional personnel, including, but not limited to: social security taxes, income tax withholding, unemployment insurance, disability insurance, and workers’ compensation insurance.

3.2.2 Schedule of Services. Consultant shall perform the Services expeditiously, within the term of this Agreement, and in accordance with the Schedule of Services set forth in Exhibit “B” attached hereto and incorporated herein by reference. Consultant represents that it has the professional and technical personnel required to perform the Services in conformance with such conditions. In order to facilitate Consultant's conformance with the Schedule, Town shall respond to Consultant's submittals in a timely manner. Upon request of Town, Consultant shall provide a more detailed schedule of anticipated performance to meet the Schedule of Services.

3.2.3 Conformance to Applicable Requirements. All work prepared by Consultant shall be subject to the approval of Town.

3.2.4 Substitution of Key Personnel. Consultant has represented to Town that certain key personnel will perform and coordinate the Services under this Agreement. Should one or more of such personnel become unavailable, Consultant may substitute other personnel of at least equal competence upon written approval of Town. In the event that Town and Consultant cannot agree as to the substitution of key personnel, Town shall be entitled to terminate this Agreement for cause. As discussed below, any personnel who fail or refuse to perform the Services in a manner acceptable to the Town, or who are determined by the Town to be uncooperative, incompetent, a threat to the adequate or timely completion of the Project or a threat to the safety of persons or property, shall be promptly removed from the Project by the Consultant at the request of the Town. The key personnel for performance of this Agreement are as follows: [INSERT NAME AND TITLE].

3.2.5 Town's Representative. The Town hereby designates Kevin Shifflet, Assistant Civil Engineer, or his/her designee, to act as its representative in all matters pertaining to the administration and performance of this Agreement (“Town's Representative”). Town's Representative shall have the power to act on behalf of the Town for review and approval of all products submitted by Consultant but not the authority to enlarge the Scope of Work or change the total compensation due to Consultant under this Agreement. The Town Manager shall be authorized to act on Town's behalf and to execute all necessary documents which enlarge the Scope of Work or change the Consultant's total compensation subject to the provisions contained in Section 3.3 of this Agreement. Consultant shall not accept direction or orders from any person other than the Town Manager, Town's Representative or his/her designee.

3.2.6 Consultant's Representative. Consultant hereby designates [INSERT

Professional Services Agreement for design of the Town’s Municipal Electric Vehicle Master Plan Phase 1

NAME AND TITLE], or his/her designee, to act as its representative for the performance of this Agreement (“Consultant's Representative”). Consultant's Representative shall have full authority to represent and act on behalf of the Consultant for all purposes under this Agreement. The Consultant's Representative shall supervise and direct the Services, using his/her best skill and attention, and shall be responsible for all means, methods, techniques, sequences, and procedures and for the satisfactory coordination of all portions of the Services under this Agreement.

3.2.7 Coordination of Services. Consultant agrees to work closely with Town staff in the performance of Services and shall be available to Town's staff, consultants and other staff at all reasonable times.

3.2.8 Standard of Care; Performance of Employees. Consultant shall perform all Services under this Agreement in a skillful and competent manner, consistent with the standards generally recognized as being employed by professionals in the same discipline in the State of California. Consultant represents and maintains that it is skilled in the professional calling necessary to perform the Services. Consultant warrants that all employees and subconsultants shall have sufficient skill and experience to perform the Services assigned to them. Finally, Consultant represents that it, its employees and subconsultants have all licenses, permits, qualifications and approvals of whatever nature that are legally required to perform the Services, and that such licenses and approvals shall be maintained throughout the term of this Agreement.

As provided for in the indemnification provisions of this Agreement, Consultant shall perform, at its own cost and expense and without reimbursement from the Town, any services necessary to correct errors or omissions which are caused by the Consultant's failure to comply with the standard of care provided for herein. Any employee of the Consultant or its sub-consultants who is determined by the Town to be uncooperative, incompetent, a threat to the adequate or timely completion of the Project, a threat to the safety of persons or property, or any employee who fails or refuses to perform the Services in a manner acceptable to the Town, shall be promptly removed from the Project by the Consultant and shall not be re-employed to perform any of the Services or to work on the Project.

3.2.9 Laws and Regulations. Consultant shall keep itself fully informed of and in compliance with all local, state and federal laws, rules and regulations in any manner affecting the performance of the Project or the Services, including all Cal/OSHA requirements, and shall give all notices required by law. Consultant shall be liable for all violations of such laws and regulations in connection with Services. If Consultant performs any work knowing it to be contrary to such laws, rules and regulations, Consultant shall be solely responsible for all costs arising therefrom. Consultant shall defend, indemnify and hold Town, its officials, directors, officers, employees, agents, and volunteers free and harmless, pursuant to the indemnification provisions of this Agreement, from any claim or liability arising out of any failure or alleged failure to comply with such laws, rules or regulations.

3.2.10 Insurance.

3.2.10.1 Time for Compliance. Consultant shall not commence work under this Agreement until it has provided evidence satisfactory to the Town that it has secured

Professional Services Agreement for design of the Town’s Municipal Electric Vehicle Master Plan Phase 1 all insurance required under this section. In addition, Consultant shall not allow any subconsultant to commence work on any subcontract until it has either: (i) provided evidence satisfactory to the Town that the subconsultant has secured all insurance required under this section; or (ii) procured insurance covering each subconsultant to the same extent as Consultant.

3.2.10.2 Types of Insurance Required. As a condition precedent to the effectiveness of this Agreement for work to be performed hereunder, and without limiting the indemnity provisions of the Agreement, the Consultant, in partial performance of its obligations under such Agreement, shall procure and maintain in full force and effect during the term of the Agreement the following policies of insurance. If the existing policies do not meet the insurance requirements set forth herein, Consultant agrees to amend, supplement or endorse the policies to do so. If Consultant maintains higher limits than the specified minimum limits, Town requires and shall be entitled to coverage for the higher limits maintained by Consultant.

(A) Commercial General Liability: Commercial General Liability

Insurance which affords coverage at least as broad as Insurance Services Office “occurrence” form CG 0001, or the exact equivalent, and shall be no less than $1,000,000 per occurrence and no less than $2,000,000 in the general aggregate. Defense costs shall be paid in addition to the limits. The policy shall contain no endorsements or provisions limiting coverage for (1) contractual liability; (2) cross liability exclusion for claims or suits by one insured against another; or (3) contain any other exclusion contrary to the Agreement.

(B) Automobile Liability Insurance: Automobile Liability Insurance with coverage at least as broad as Insurance Services Office Form CA 0001 covering “Any Auto” (Symbol 1), or the exact equivalent, covering bodily injury and property damage for all activities shall be in an amount of not less than $1,000,000 combined limit for each occurrence.

(C) Workers’ Compensation: Workers' Compensation Insurance, as required by the State of California and Employer's Liability Insurance with a limit of not less than $1,000,000 per accident for bodily injury and disease.

(D) Professional Liability: Professional Liability insurance with minimum limits of $1,000,000. Covered professional services shall delete any exclusions that may potentially affect the work to be performed (for example, any exclusions relating to lead, asbestos, pollution, testing, underground storage tanks, laboratory analysis, soil work, etc.). If coverage is written on a claims-made basis, the retroactive date shall precede the effective date of the initial Agreement and continuous coverage will be maintained or an extended reporting period will be exercised for a period of at least three (3) years from termination or expiration of this Agreement.

3.2.10.3 Endorsements. Required insurance policies shall not be in compliance if they include any limiting provision or endorsement that has not been submitted to the Town for approval.

(A) The policy or policies of insurance required by Section 3.2.10.2(A), Commercial General Liability and 3.2.10.2(B), Automobile Liability Insurance shall be endorsed

Professional Services Agreement for design of the Town’s Municipal Electric Vehicle Master Plan Phase 1 to provide the following:

(1) Additional Insured: Consultant agrees to endorse the third party general liability coverage required herein to include as additional insureds Town, its officials, officers, employees and agents, using standard ISO endorsement No. CG 2010 with an edition date of 2010, or such other edition date as may be acceptable to Town.

Consultant also agrees to require all contractors, subcontractors, and anyone else involved in any way with the Project contemplated by this Agreement to do likewise.

(2) Consultant shall provide immediate written notice if (1) any of the required insurance policies is terminated; (2) the limits of any of the required policies are reduced; (3) or the deductible or self insured retention is increased.

(B) The policy or policies of insurance required by Section 3.2.10.2(D)

Professional Liability, shall be endorsed to provide the following:

(1) Consultant shall provide immediate written notice if (1) any of the required insurance policies is terminated; (2) the limits of any of the

(C) The policy or policies of insurance required by Section 3.2.10.2(C), Workers' Compensation, shall be endorsed to provide the following:

(1) Waiver of Subrogation: A waiver of subrogation stating that the insurer waives all rights of subrogation against the indemnified parties.

(2) Consultant shall provide immediate written notice if (1) any of the required insurance policies is terminated; (2) the limits of any of the

3.2.10.4 Primary and Non-Contributing Insurance. All insurance coverages shall be primary and any other insurance, deductible, or self-insurance maintained by the indemnified parties shall not contribute with this primary insurance. Policies shall contain or be endorsed to contain such provisions.

3.2.10.5 Waiver of Subrogation. Required insurance coverages shall not prohibit Consultant from waiving the right of subrogation prior to a loss. Consultant shall waive all subrogation rights against the indemnified parties. Policies shall contain or be endorsed to contain such provisions.

Professional Services Agreement for design of the Town’s Municipal Electric Vehicle Master Plan Phase 1

3.2.10.6 Deductible. Any deductible or self-insured retention must be approved in writing by the Town and shall protect the indemnified parties in the same manner and to the same extent as they would have been protected had the policy or policies not contained a deductible or self-insured retention.

3.2.10.7 Evidence of Insurance. The Consultant, concurrently with the execution of the Agreement, and as a condition precedent to the effectiveness thereof, shall deliver either certified copies of the required policies, or original certificates and endorsements on forms approved by the Town. The certificates and endorsements for each insurance policy shall be signed by a person authorized by that insurer to bind coverage on its behalf. At least fifteen

(15) days prior to the expiration of any such policy, evidence of insurance showing that such insurance coverage has been renewed or extended shall be filed with the Town. If such coverage is cancelled or reduced, Consultant shall, within ten (10) days after receipt of written notice of such cancellation or reduction of coverage, file with the Town evidence of insurance showing that the required insurance has been reinstated or has been provided through another insurance company or companies.

3.2.10.8 Failure to Maintain Coverage. Consultant agrees to

suspend and cease all operations hereunder during such period of time as the required insurance coverage is not in effect and evidence of insurance has not been furnished to the Town. The Town shall have the right to withhold any payment due Consultant until Consultant has fully complied with the insurance provisions of this Agreement. In the event that the Consultant's operations are suspended for failure to maintain required insurance coverage, the Consultant shall not be entitled to an extension of time for completion of the Services because of production lost during suspension.

3.2.10.9 Acceptability of Insurers. Each such policy shall be from a company or companies with a current A.M. Best's rating of no less than A:VII and authorized to do business in the State of California, or otherwise allowed to place insurance through surplus line brokers under applicable provisions of the California Insurance Code or any federal law.

3.2.10.10 Insurance for Subconsultants. All subconsultants shall be included as additional insureds under the Consultant's policies, or the Consultant shall be responsible for causing subconsultants to purchase the appropriate insurance in compliance with the terms of these Insurance Requirements, including adding the Town as an Additional Insured to the subconsultant's policies. Consultant shall provide to Town satisfactory evidence as required under Section 3.2.10.1 of this Agreement.

3.2.11 Safety. Consultant shall execute and maintain its work so as to avoid injury or damage to any person or property. In carrying out its Services, the Consultant shall at all times be in compliance with all applicable local, state and federal laws, rules and regulations, and shall exercise all necessary precautions for the safety of employees appropriate to the nature of the work and the conditions under which the work is to be performed. Safety precautions, where applicable, shall include, but shall not be limited to: (A) adequate life protection and life saving equipment and procedures; (B) instructions in accident prevention for all employees and subconsultants, such as safe walkways, scaffolds, fall protection ladders, bridges, gang planks, Professional Services Agreement for design of the Town’s Municipal Electric Vehicle Master Plan Phase 1 confined space procedures, trenching and shoring, equipment and other safety devices, equipment and wearing apparel as are necessary or lawfully required to prevent accidents or injuries; and (C) adequate facilities for the proper inspection and maintenance of all safety measures.

3.3 Fees and Payments.

3.3.1 Compensation. Consultant shall receive compensation, including authorized reimbursements, for all Services rendered under this Agreement at the rates set forth in Exhibit "C" attached hereto and incorporated herein by reference. The total compensation shall not exceed [INSERT AMOUNT WRITTEN OUT] ($[INSERT NUMBER]) without written approval of the Town Council or Town Manager as applicable. Extra Work may be authorized, as described below, and if authorized, will be compensated at the rates and manner set forth in this Agreement.

3.3.2 Payment of Compensation. Consultant shall submit to Town a monthly invoice which indicates work completed and hours of Services rendered by Consultant. The invoice shall describe the amount of Services provided since the initial commencement date, or since the start of the subsequent billing periods, as appropriate, through the date of the invoice.

Town shall, within 30 days of receiving such invoice, review the invoice and pay all non-disputed and approved charges thereon. If the Town disputes any of Consultant's fees, the Town shall give written notice to Consultant within thirty (30) days of receipt of an invoice of any disputed fees set forth therein.

3.3.3 Reimbursement for Expenses. Consultant shall not be reimbursed for any expenses unless authorized in writing by Town, or included in Exhibit "C" of this Agreement.

3.3.4 Extra Work. At any time during the term of this Agreement, Town may request that Consultant perform Extra Work. As used herein, "Extra Work" means any work which is determined by Town to be necessary for the proper completion of the Project, but which the Parties did not reasonably anticipate would be necessary at the execution of this Agreement.

Consultant shall not perform, nor be compensated for, Extra Work without written authorization from the Town.

3.4 Accounting Records.

3.4.1 Maintenance and Inspection. Consultant shall maintain complete and accurate records with respect to all costs and expenses incurred under this Agreement. All such records shall be clearly identifiable. Consultant shall allow a representative of Town during normal business hours to examine, audit, and make transcripts or copies of such records and any other documents created pursuant to this Agreement. Consultant shall allow inspection of all work, data, documents, proceedings, and activities related to the Agreement for a period of three (3) years from the date of final payment under this Agreement.

3.5 General Provisions.

3.5.1 Termination of Agreement.

3.5.1.1 Grounds for Termination. Town may, by written notice to

Professional Services Agreement for design of the Town’s Municipal Electric Vehicle Master Plan Phase 1

Consultant, terminate the whole or any part of this Agreement at any time and without cause by giving written notice to Consultant of such termination, and specifying the effective date thereof, at least seven (7) days before the effective date of such termination. Upon termination, Consultant shall be compensated only for those services which have been adequately rendered to Town, and Consultant shall be entitled to no further compensation. Consultant may not terminate this Agreement except in the case of a breach by Town of the terms of this Agreement, which remain uncured 30 days after Consultant provides the Town with written notice specifying the alleged breach.

3.5.1.2 Effect of Termination. If this Agreement is terminated as provided herein, Town may require Consultant to provide all finished or unfinished Documents and Data and other information of any kind prepared by Consultant in connection with the performance of Services under this Agreement. Consultant shall be required to provide such document and other information within fifteen (15) days of the request.

3.5.1.3 Additional Services. In the event this Agreement is

terminated in whole or in part as provided herein, Town may procure, upon such terms and in such manner as it may determine appropriate, services similar to those terminated.

3.5.2 Delivery of Notices. All notices permitted or required under this Agreement shall be given to the respective parties at the following address, or at such other address as the respective parties may provide in writing for this purpose:

Consultant: [INSERT BUSINESS NAME]

[INSERT STREET ADDRESS]

[INSERT TOWN STATE ZIP]

ATTN: [INSERT NAME AND TITLE]

Town: Town of Truckee 10183 Truckee Airport Road Truckee, CA 96161 ATTN: Town Manager

Such notice shall be deemed made when personally delivered or when mailed, forty-eight

(48) hours after deposit in the U.S. Mail, first class postage prepaid and addressed to the party at its applicable address. Actual notice shall be deemed adequate notice on the date actual notice occurred, regardless of the method of service.

3.5.3 Ownership of Materials and Confidentiality.

3.5.3.1 Documents & Data; Licensing of Intellectual Property. This Agreement creates a non-exclusive and perpetual license for Town to copy, use, modify, reuse, or sublicense any and all copyrights, designs, and other intellectual property embodied in plans, specifications, studies, drawings, estimates, and other documents or works of authorship fixed in any tangible medium of expression, including but not limited to, physical drawings or data magnetically or otherwise recorded on computer diskettes, which are prepared or caused to be

Professional Services Agreement for design of the Town’s Municipal Electric Vehicle Master Plan Phase 1 prepared by Consultant under this Agreement (“Documents & Data”). Consultant shall require all subconsultants to agree in writing that Town is granted a non-exclusive and perpetual license for any Documents & Data the subconsultant prepares under this Agreement.