Electric_Transmission_and_Compliance_Consulting_Services.pdf

REQUEST FOR PROPOSAL

2026-RFP-001

ELECTRIC TRANSMISSION AND COMPLIANCE CONSULTING

SERVICES

City of Gallup

110 W Aztec Ave.

Gallup, NM 87305

RELEASE DATE: January 10, 2025

DEADLINE FOR QUESTIONS: February 3, 2025

RESPONSE DEADLINE: February 13, 2025, 2:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

Request For Proposal #2026-RFP-001 Title: Electric Transmission and Compliance Consulting Services https://procurement.opengov.com/portal/gallupnm

City of Gallup

REQUEST FOR PROPOSAL

Electric Transmission and Compliance Consulting Services

I. Advertisement for Proposals II. General Conditions

III. BACKGROUND INFORMATION & SCOPE OF WORK

IV. SCOPE OF SERVICES

V. PROPOSAL EVALUATION

VI. PROPOSAL EVALUATION CRITERIA

VII. Vendor Questionniare/Proposal Submission

Attachments:

A - GALLUP SAMPLE AGREEMENT

1. Advertisement for Proposals

CITY OF GALLUP, NEW MEXICO

Request for Proposals (RFP) NO. 2026-RFP-001

1.1. Public Noltice

Public notice is hereby given that the City of Gallup, New Mexico, is accepting sealed proposals for the following:

Electric Transmission and Compliance Consulting Services

GALLUP, NM

As more particularly set out in the RFP documents, copies of which may be obtained via the City's eProcurement Portal. Copies are also available for viewing

Electronically submitted proposals shall be received via electronic bidding platform before 2:00 pm(LOCAL TIME) on or before Thursday, February 13, 2025 where proposals will be received and recorded by the City of Gallup Purchasing Department via virtual conference/video calls or through other virtual means.

The City of Gallup has transitioned to a new e-Bid/RFP software system powered by OpenGov. All solicitations will be released electronically through OpenGov and responses from proponents must be submitted electronically through this online platform. By using OpenGov, prospective proponents will be provided with all information regarding a bid including addendums and changes to the project requirements. OpenGov is a completely free service for all respondents. Prior to submitting a proposal, respondents are required to set up their free account with OpenGov. Register your company at City's eProcurement Portal. Only ELECTRONICIALLY SUBMITTED PROPOSALS will now be accepted; system will not accept proposals submitted AFTER due date and time.

Dated: 6th day of January 2025

By: Louis Bondaguidi , Mayor

Classified Legal Column:

Gallup Sun, Albuquerque Journal Date: Gallup Sun Publishing Date: Friday-January 10, 2025

2. General Conditions

2.1. PROJECT

The City of Gallup is inviting qualified providers to submit proposals to provide Electric Transmission and

Compliance Consulting Services in Gallup NM.

2.2. ELECTRONIC PROPOSALS

All proposal must be submitted ELECTRONICIALLY via CIty's eProcurement Portal, the City of Gallup’s electronic bid/proposal platform at https://procurement.opengov.com/portal/gallupnm prior to the time specified for the proposal opening. System will not accept proposals submitted after due date and time. Proposal must be submitted using the proposal document forms furnished by the City of

Gallup. Receipt of proposals will be acknowledged and recorded electronically in the Purchasing

Department via virtual means. Meeting information will be posted via the City's eProcurement Portal in the timeline section of this specific solicitation, via addendum or notice posted to the eProcurement

Portal.

2.3. PROPOSAL OPENING DATE AND TIME

Proposla shall be received until Thursday, February 13, 2025 at 5:00 pm local time via the City's eProcurement Portal.

2.4. NON-DISCRIMINATION:

The City of Gallup does not discriminate on the basis of race, color, national origin, sex, religion, age or disability in the employment or provision of services. Contractors shall be in compliance with ADA requirements.

2.5. MODIFICATIONS OR WITHDRAWAL

Proposals deposited with the City may be withdrawn or modified prior to the time set for opening of proposals via the City's eProcurement Portal. Offerors submitting proposals may be afforded an opportunity for discussion and revision after submission and prior to award for the purpose of obtaining best and final offers.

2.6. PROPOSAL OPENING

The opening of proposals shall be conducted in private to maintain the confidentiality of the contents of all proposals. Proposals will remain confidential during the negotiation process.

These documents constitute a “Request for Proposal” or RFP. It is a request for an offer. As such, it allows alternate offers or proposals to be considered and the terms and conditions may be subject to negotiations to reach best and final offers. All information requested for submittal should be included with the offer, and exceptions or alternates clearly noted.

2.7. INQUIRIES

Communications regarding this procurement, including issuance of amendments, may be conducted by electronic means via the City's eProcurement Platform. Electronic submittals of the proposal whether by fax or other electronic means are NOT acceptable; proposals shall ONLY be electronically submitted through the City's eProcurement Platform as previously stated in the General Conditions.

The only approved contact shall be with the above referenced purchasing individual via the Question/Answer process of the City's eProcurement Portal. Offerors making contact with any other City official, evaluation committee member, or other City employee regarding this RFP may be disqualified.

Offerors shall have no claim against the City for failure to obtain information made available by the City which the Offeror could have remedied through the exercise of due diligence.

2.8. AMENDMENTS:

If any questions or responses require revision to the solicitation as originally published, such revisions will be by Formal Addendum only. If the solicitation includes a contact person for technical information, Offerors are cautioned that any oral or written presentations made by this or any person that appear to change materially any portion of the solicitation shall nor be relied upon unless subsequently ratified by a Written Amendment to this solicitation issued by the Purchasing Office. For determination as to whether any representation made requires that an amendment be issued, contact the Purchasing

Office.

2.9. CONFIDENTIALITY

Offerors may request in writing non-disclosure of confidential data. Such data should accompany the proposal and be readily separable from the proposal in order to facilitate eventual public inspection of the non-confidential portion of the data.

2.10. NEGOTIATIONS:

Negotiations may be conducted with all responsible Offerors who submit proposals found to be reasonably likely to be selected for award. Offerors submitting proposals may be afforded an opportunity for discussion and revision after submission and prior to award for the purpose of obtaining best and final offers. After obtaining best and final offers, the award shall be made to the responsible

Offeror(s) whose proposals are most advantageous to the City of Gallup.

Proposals shall be evaluated on the basis of demonstrated competence and qualification for the type of service required, and based on the criteria set forth in the Request for Proposal. For purposes of conducting discussions, proposals may initially be classified as:

A. Acceptable

B. Potentially acceptable, that is, reasonably likely of being made acceptable or;

C. Unacceptable

The review committee will evaluate all proposals, determine the need for, and conduct any negotiations. Negotiations may be conducted to:

A. Promote understanding of the City’s requirements and the Offeror’s proposal.

B. Obtaining best and final offers.

C. Facilitate arrival at a contract that will be most advantageous to the City of Gallup taking into account the factors set forth in the proposal.

The City is under no obligation to conduct any negotiations or discussions with an Offeror.

The City of Gallup’s designee shall negotiate a contract with the Highest Qualified Offeror at compensation determined in writing to be fair and reasonable, taking into account the estimated value of the services and the scope, complexity and nature of the services.

Should the designee be unable to negotiate a satisfactory contract with the Offerors considered to be the most qualified at a price determined to be fair and reasonable, negotiations with that business shall be terminated. Negotiations shall then be undertaken with the second most qualified business. This process shall continue until a satisfactory contract is negotiated with a qualified business or the procurement process is terminated and a new Request for Proposal is initiated.

If the highest ranked Offeror cannot fulfill the conditions as outlined the award will go to the next highest ranked responsible Offeror whose offer was judged responsive.

This request and all attachments will be considered part of the resultant contract and/or purchase order.

2.11. TAXES

The proposal total shall exclude all applicable taxes. The City will pay any taxes due on the contract based upon billing submitted by the contractor, at the applicable tax rate. Taxes shall be shown as a separate amount on any billing or request for payment. The City of Gallup is non-taxable on tangible goods.

2.12. APPROPRIATIONS

The terms of this agreement are contingent upon sufficient monies being made available by the City of Gallup for the performance of this agreement. If sufficient appropriations and authorizations are not made by the City of Gallup, this agreement shall terminate upon written notice being given by the City to the contractor. The City’s decision as to whether sufficient appropriations are available shall be accepted by the contractor and shall be final.

2.13. MANDATORY REQUIREMENTS:

Mandatory requirements may be waived by the evaluation committee if all the otherwise responsive

Offerors failed to comply with the same mandatory requirement and the failure to do so does not otherwise materially affect the procurement. The evaluation committee shall have the right to request subsequent information from the otherwise responsive Offerors.

2.14. SPECIFICATIONS:

If, in the opinion of the evaluation committee a specification is poorly worded or confusing, the evaluation committee may waive the specification for all Offerors, and if points were assigned reduce the total points by the number of points assigned to the specification.

2.15. CONTRACT TERMS AND CONDITIONS

The contract between the City and Offeror will follow the format specified by the City and contain the terms and conditions set forth in this RFP. The contents of this RFP, as revised and/or supplemented, and the successful Offeror’s proposal will be incorporated into the contract. Should an Offeror object to any of the City’s terms and conditions, that offeror must propose specific alternative language that would be acceptable to the City. Offerors must provide a brief discussion of the purpose and impact, if any, of each proposed change followed by the specific proposed alternate wording. General references to the Offeror’s terms and conditions or attempts at complete substitutions are not acceptable to the

City and will result in disqualification of the Offeror’s proposal.

2.16. OFFEROR’S TERMS AND CONDITIONS:

Offerors must submit with the proposal a complete set of any additional terms and conditions which they expect to have included in a contract negotiated with the City. Any additional terms and conditions which may be the subject of negotiation, will be discussed only between the City and the selected Offeror and shall not be deemed an opportunity to amend the Offeror’s proposal.

2.17. PROCUREMENT CODE VIOLATIONS

The Procurement Code imposes civil and criminal penalties for its violation. In addition, the New Mexico

Statutes impose felony penalties for illegal bribes, gratuities, and kick-backs.

2.18. AWARD

The award shall be made to the responsible and responsive Offeror of Offerors whose proposal is most advantageous to the City of Gallup, taking into consideration the evaluation factors set forth in the Request for Proposals.

2.19. PREFERENCES

A preference of the total points used in evaluating the Request for Proposal shall be awarded to a City of Gallup Resident Business in accordance with the City of Gallup Resident Business Ordinance.

A preference of the total points used in evaluating the Request for Proposal shall be awarded to a business that has registered with the State of New Mexico Department of Taxation and Revenue as a resident New Mexico business or Resident New Mexico Veteran’s business, and in any case shall be applied in accordance with the provisions of New Mexico Statute 13-1-21 and 13-1-22 NMSA 1978.

The City of Gallup Resident Business preference, State of New Mexico Resident Business Preference, or State of New Mexico Resident Veteran’s Business will be factored into the Request for Proposal scores where applicable. However, the preferences are not cumulative and no offeror will receive more than one of the applicable preferences.

For information on State of New Mexico resident business or veteran’s resident business bidder’s certification call 505‐827‐0951 or to download applications at:

http://www.tax.newmexico.gov/Businesses/in-state-veteran-preference- certification.aspx

You must submit a copy of your NM Resident Business or Resident Veteran’s Business Certificate with proposal in order to qualify for the New Mexico Residence preference.

2.20. PROTESTS

Any bidder or offeror who is aggrieved in connection with a solicitation or award of a contract may protest to the central purchasing office. The protest must be submitted in writing within seven (7) calendar days after knowledge of the facts or occurrences giving rise thereto. Any protest based on the terms of this Request for Competitive Sealed Bid Proposals will be conclusively deemed waived if an Offeror does not specifically raise and address the protest its bid proposal submitted to the City’s Procurement Office. All Offerors will be conclusively deemed to have knowledge of the facts or occurrences giving rise to a protest respecting an award at the time a contract is awarded by the City to an Offeror or Offeror.

2.21. NOTICE TO OFFERORS

Unnecessarily elaborate responses beyond that sufficient to present a complete and effective response to the solicitations are not desired and may be construed as an indication of the Offeror’s lack of cost consciousness. Unless specifically requested in the solicitation, elaborate art work, corporate brochures, lengthy narratives, expensive paper, specialized binding, and other extraneous presentation materials are neither necessary nor desired.

THE CITY RESERVES THE RIGHT TO REJECT ANY OR ALL PROPOSALS IN WHOLE OR IN PART, TO WAIVE INFORMALITIES OR TECHNICALITIES AT ITS OPTION, AND TO ACCEPT THE PROPOSAL IT DEEMS TO BE

IN THE BEST INTEREST OF THE CITY OF GALLUP.

2.22. NOTICE TO BIDDERS

As of October 5, 2011 applications for Resident New Mexico in-state bidders will no longer be processed through the State Purchasing Division. All resident business and contractors will have to obtain a new preference number with the New Mexico Department of Taxation and Revenue as of January 1, 2012.

It will be the sole responsibility of the Bidders requesting consideration for the New Mexico Resident Business Preference to obtain approval and a certification from the New Mexico Department of Taxation & Revenue prior to the bid opening date. You must furnish a copy of the Resident Business Certificate with each proposal in order to be considered for the in-state preference.

As of July 1, 2012 a New Mexico Resident Veteran’s Business preference number may be obtained from the New Mexico Department Taxation and Revenue Department. In order to be considered for the New Mexico Veteran’s Business preference a copy of the Certificate must be included with each proposal as per Sections 13-1-22 (A) NMSA 1978.

http://www.tax.newmexico.gov/Businesses/in-state-veteran-preference-%20%20%20%20certification.aspx

For additional information please call 505-827-0951, or to download applications log on at:

http://www.tax.newmexico.gov/Businesses/in-state-veteran-preference-certification.aspx http://www.tax.newmexico.gov/Businesses/in-state-veteran-preference-certification.aspx

3. BACKGROUND INFORMATION & SCOPE OF WORK

3.1. SUMMARY

The City of Gallup Electric Department is seeking proposals from qualified firms or individuals to provide Professional Consulting Services related to transmission interconnection, compliance with Western Electricity Coordination Council (WECC) standards, and coordination with utility partners such as Public Service Company of New Mexico (PNM). The selected consultant will assist with the planning, design, and review of interconnection requirements for existing and future transmission projects.

3.2. SCOPE OF SERVICES

PLEASE SEE FOLLOWING SCOPE OF SERVICES SECTION

3.3. SUBCONTRACTS AND OTHER CONTRACTUAL ARRANGEMENTS

The use of subcontracts or other contractual arrangements to provide the requested services is permitted. The City, however, is looking for a single contracting entity that provides a technically and financially capable firm to be fully responsible to the City for all contractual obligations.

All existing or anticipated subcontracting and other arrangements relating to the entity that will contract with the City and to the services to be provided by such entity must be fully and clearly disclosed in proposals and are subject to further clarification by the Offeror, and the review and approval by the City.

3.4. INSURANCE REQUIREMENTS

Contractor shall obtain and maintain throughout the life of this contract the following insurance, at contractor’s expense. Contractor shall provide insurance of the following types and in the amounts stated prior to commencing operations. The City shall be named as additional insured on all policies.

1. Worker’s Compensation: The successful bidder, referred to as the Contractor shall maintain as his expense during the life of the contract, adequate Workman’s Compensation Insurance with agencies licensed to do business in the state of New Mexico, for all employees on the work. In the case any work or portions of work are sublet the Contractor will insure and require the subcontractor similarly provide Workman’s Compensation Insurance for his employees, unless such employees are covered under the Contractor’s coverage. The Contractor, if requested, will provide proof of such coverage, including an endorsement by the insurer that the policy may not be cancelled nor allowed to lapse without a ten (10) day notice thereof first being given to the City.

2. Professional Liability Insurance in the amount of $1,000,000

Other required coverage: The successful bidder, referred to as the Contractor shall maintain at his expense during the life of the contract, such Public Liability and Property Damage Insurance as shall protect him the City and any subcontractor(s) performing work covered by the Contract, for all claims for damages, personal injury, wrongful death as well as claims for property damages which may arise from work covered under this contract, whether such work be performed by himself or by any subcontractor or anyone directly or indirectly employed by either of them.

3. Coverage Required: The kinds and amounts of insurance required are as follows:

a. Commercial General Liability Insurance: A Commercial General Liability insurance policy with combined limits of liability for bodily injury or property damage as follows:

$1,000,000 Per Occurrence $1,000,000 Vehicle & Automotive $1,000,000 Policy Aggregate $1,000,000 Products liability/Completed Operations $1,000,000 Personal and Advertising Injury $ 50,000 Fire Legal $ 5,000 Medical Payments

Said Policy of insurance must include coverage for all operations performed for the City by the Contractor and contractual liability coverage shall specifically insure the hold harmless provisions of this contract (agreement).

b. Automobile Liability Insurance: A comprehensive automobile liability insurance policy with liability limits in amounts not less than $1,000,000 combined single limit of liability for bodily injury, including death, and property damage in any one occurrence. The policy must include coverage for the use of all owned, non-owned, hired automobiles, vehicles and any and all other equipment owned and non-owned, both on and off the work.

c. Worker’s Compensation Insurance:

Worker’s Compensation Insurance policy for the Contractor’s employees, in accordance with the provisions of the Worker’s Compensation Act of the State of New Mexico.

d. Increased Limits: During the life of the Contract (agreement) the City may require the Contractor to increase the maximum limits of any insurance required herein. In the event that the Contractor is so required to increase the limits of such insurance, an appropriate adjustment in the contract amount will be made.

3.5. Response Format and Organization

A. Number of Responses/Copies

1. Offerors shall provide one (1) electronically submitted copy via solicitation online platform at: https://procurement.opengov.com/portal/gallupnm

B. Proposal Format

1. The proposal shall be limited in format and length; length of the proposal shall be limited to a maximum of twenty-five (25) numbered pages. If there are any question as to format requirements contact the Purchasing Director at purch@gallupnm.gov for clarification, prior to submittal of the proposal.

a. Material excluded from the twenty-five (25) page maximum count is limited to:

b. Front cover (photos with captions on inside cover allowed)

c. Divider pages (blank except for title information)

d. Back cover (photos with captions on inside of back cover allowed)

e. Tables of Contents page (two-page maximum)

f. Letter of Transmittal

g. Resumes

h. Certificate(s) of insurance

i. Copy of New Mexico Resident Preference Certificate (if applicable)

j. Current I.R.S. W-9 Form

k. Cost Proposal (Separate File)

C. Submit Responses to the PROPOSAL EVALUATION CRITERIA (Section 6) and organized in the same order as follows:

1. Firm History and Experience: Provide a brief overview of your company, highlight your history, core values, and areas of specialization relevant to the project at hand. Examples of proven experience in managing utility pole joint-use attachments and being well-versed in industry standards and regulations

2. Capacity and Capability to Provide Service: Demonstrate the capacity and capability to perform/provide the work and/or services including any specialized services requested and the proposed approach to the tasks described in the SCOPE OF SERVICES.

3. Past Record of Performance/References: References from previous clients to highlight any feedback or testimonials that show case your ability to deliver value and meet their requirements effectively.

4. Qualifications of Key Personnel: Provide a brief overview of key personnel, introduce the key individuals who will be involved in the project, include their roles, qualifications, and relevant experience.

5. Cost: Provide cost proposal in a separate file.

3.6. Oral Presentations

If oral presentations are determined to be necessary, a 60-minute time allotment will be available for each presenting firm – 40 minutes for the presentation and up to twenty minutes for a question and answer period. Offeror’s should be prepared to speak to the following issues during the course of their presentation:

Key Personnel and Roles - Evaluation shall be based on personnel qualifications and professional skills of key individuals.

Pertinent Experience of the Firm - Evaluation shall be based on related projects presented as previous work of the firm.

Grasp of Project Requirements - Evaluation shall be based on firm's approach, analysis and understanding of services required.

At the conclusion of all interviews, each member shall freshly rate each interviewee in accordance with the criteria and standards stated.

4. SCOPE OF SERVICES

4.1. Electric Transmission and Compliance Consulting Services

1. Introduction

The City of Gallup Electric Department is seeking proposals from qualified firms or individuals to provide Professional Consulting Services related to transmission interconnection, compliance with Western Electricity Coordinating Council (WECC) standards, and coordination with Public Service Company of New Mexico (PNM). The selected consultant will assist with the planning, scheduling, design, and review of interconnection requirements for existing and future transmission projects.

The City of Gallup operates as a municipal electric utility and requires expert guidance for navigating the regulatory and technical requirements of regional transmission projects. This includes interfacing with WECC, ensuring alignment with PNM interconnection policies, scheduling energy with Western Area Power Administration (WAPA) under the city's existing contracts, and complying with reliability standards

The goal is to ensure the effective, reliable, and cost-efficient operation and development of the utility's transmission infrastructure.

2. Purpose of RFP

The purpose of this Request for Proposal (RFP) is to identify and hire a professional consulting firm or individual with proven expertise in transmission planning, engineering, and operations to support The City of Gallup Electric Department in modernizing the transmission network, increasing system reliability, meeting regulatory compliance requirements, etc.

The selected consultant will provide strategic and technical advisory services for four years and assist in fulfilling the following specific tasks:

• Power supply strategies, including planning, scheduling, and procurement

• Contract negotiations and Transmission arrangements

• Transmission system modeling and analysis

• Long-term transmission planning

• Load forecasting and capacity analysis

• Renewable energy integration

• Regulatory and compliance support

• Risk assessment and mitigation strategies

3. Scope of Work

The selected consultant will be responsible for the following tasks:

3.1. Power Supply Advisory Services

The Contractor will provide expert guidance to the city on the development and execution of strategies related to power supply. This includes, but is not limited to:

• Power supply planning and strategy development.

• Scheduling of power supply resources to optimize cost-efficiency and reliability.

• Procurement of power supply, including market analysis, identification of suitable suppliers, and negotiation of power purchase agreements (PPAs).

• Evaluation of alternative power supply options, including renewable energy sources, to align with the city’s goals and regulatory requirements.

3.2. Transmission Advisory Services

The Contractor will support the city in transmission arrangements and contract negotiations, including:

• Assisting in the identification and assessment of transmission needs.

• Negotiating and reviewing transmission agreements, including the terms and conditions related to capacity, pricing, and scheduling.

• Providing advice on transmission planning, including infrastructure development and upgrades, to meet future power demand.

• Ensuring alignment with the city’s long-term energy strategy.

3.3 Compliance Advisory Services

The Contractor will assist the city in meeting its obligations under transmission agreements and other regulatory requirements, including:

• Supporting the city in compliance with the transmission agreements, including ensuring proper forecasting, resource management, and reliability reporting.

• Assisting with the preparation and submission of resource and reliability reports to transmission providers, regulatory bodies, and other oversight entities.

• Monitoring and advising on changes in regulatory requirements and ensuring that the city’s compliance strategies are adjusted accordingly.

• Providing guidance on best practices to maintain transmission system reliability, and preparing for audits or reviews by relevant authorities.

3.4. Transmission Planning Support

• Support the preparation of long-term transmission development plans, incorporating evolving generation mixes, load growth, and technological advancements.

• Provide recommendations on upgrades, new infrastructure, and operational improvements to optimize system performance.

3.5. Renewable Energy Integration and Scheduling

• Provide WAPA with Gallup's Hydro Schedules with the City's existing contracts.

• Analyze the impact of renewable energy sources (solar, wind, storage, etc.) on the transmission network and recommend modifications for efficient integration.

• Assess grid resilience and ensure reliability during periods of high renewable energy penetration.

3.6. Reporting and Documentation

• Prepare comprehensive reports on transmission system performance, analysis findings, and strategic recommendations.

• Provide regular progress reports and updates to key stakeholders within The City of Gallup Electric Department.

4. Questions and Clarifications

Any questions regarding this RFP must be submitted through Open Gov, responses to questions will be posted on the Open Gov platform.

5. Confidentiality

The consultant must maintain the confidentiality of all proprietary, sensitive, and confidential information provided during the course of the project.

6. Conclusion

We look forward to receiving your proposal and working with a qualified consultant to support our transmission planning and infrastructure needs.

5. PROPOSAL EVALUATION

5.1. Evaluation

Offerors submitting proposals may be afforded the opportunity for discussion and revision of proposals. Revisions may be permitted after submissions of proposals and prior to award for the purpose of obtaining best and final offers. Negotiations may be conducted with responsible

Offerors who submit proposals found to be reasonably likely to be selected for award.

5.2. Shortlisting

A maximum total of 100 points are possible 108 points with application of City of Gallup or State of New Mexico Resident Business preference, and up to 110 points with Application of the State of New Mexico Resident Veterans Business Preference in scoring each proposal. The Selection Committee will evaluate the proposals and may develop a shortlist of the top ranked respondents. The evaluation criteria to be used by the Selection Committee and the corresponding point values for each criterion are listed below.

5.3. Scoring

Utilizing the materials provided by the Purchasing Section, and the criteria outlined within the request for qualification or proposal, each committee member will complete the evaluation form included in the materials. This evaluation shall be completed prior to a committee discussion meeting scheduled by the Procurement Manager.

At the committee meeting, the Procurement Manager will poll members of the committee to provide any comments relative to the proposals that influenced their scores, and whether to seek clarification from Offerors.

Following discussion by the members, each member shall review their scores, may make any changes and confirm point totals on the evaluation forms. The committee will submit their evaluation forms to the Procurement Manager who will compile and total all scores. Scoring make take place over several rounds. Based upon the results of scoring, the committee will determine whether interviews will be conducted, whether to solicit Best and Final Offers from the top respondents, or both. Interviews will be conducted if:

A majority of the members present at the meeting determine whether interviews are in the best interest of the City.

Should the committee elect to conduct interviews, the top respondents may be interviewed. The Purchasing staff will coordinate the interviews with each interviewee as to the time, date and place the committee will conduct interviews and the time allowed for each presentation. The Committee members may question each interviewee during or after its presentation. Interviews will be closed to any persons not representing the interviewee. At the conclusion of all interviews, each member shall freshly rate each interviewee in accordance with the criteria and standards stated. The City is under no obligation to conduct interviews with any Offeror.

Only the final combined committee score for each firm shall be available for public inspection after award of the contract. Individual committee members score sheets and rankings shall be confidential.

5.4. Best and Final Offers from Finalists

Shortlist offerors may be asked to submit revisions to their proposals for the purpose of obtaining best and final offers. Best and Final offers may include an opportunity to revise prices or clarify their proposal.

5.5. Oral Presentation Agenda

If oral presentations are determined to be necessary, a 60-minute time allotment will be available for each presenting firm – 40 minutes for the presentation and up to twenty minutes for a question and answer period. Offeror’s should be prepared to speak to the following issues during the course of their presentation:

Key Personnel and Roles - Evaluation shall be based on personnel qualifications and professional skills of key individuals.

Pertinent Experience of the Firm - Evaluation shall be based on related projects presented as previous work of the firm.

Grasp of Project Requirements - Evaluation shall be based on firm's approach, analysis and understanding of services required.

At the conclusion of all interviews, each member shall freshly rate each interviewee in accordance with the criteria and standards stated.

5.6. Application of State of New Mexico Resident Business or Resident Veterans Business Preference

A. Pursuant to Section 13-1-21(C) (2), NMSA 1978. When a public body makes a purchase using a formal request for proposals process.

1. If the contract is awarded based on a percent-based system, a resident business shall be awarded the equivalent of (8) eight percent of the total possible points to be awarded based on the resident business possessing a valid resident business certificate. A resident

Veteran’s business may be awarded up to a (10) ten percent preference of the total possible points.

2. The City’s RFP award process is based on a point system with 100 points possible. With the in-state preference applied, 108 points will be possible; with the resident Veteran’s preference applied a maximum of 110 points are possible.

B. Pursuant to Section 13-1-21 (D), NMSA 1978. When a joint bid or joint proposal is submitted by both resident and nonresident businesses, the resident business preference provided pursuant to Subsection B or C of this section shall be reduced in proportion to the percentage of the contract, based on the dollar amount of the goods or services provided under the contract, that will be performed by a nonresident business as specified in the joint bid or proposal.

C. Please respond to "vendor questionnaire" to complete the following table if submitting a joint proposal:

Firm Name, Location Of Resident Business

Work to be Performed

% of Work Performed Compared to Total Contract Cost

Firm Name, Location Of Non-Resident Businesses

Work to be Performed

% of Work Performed Compared to Total Contract Cost

Points shall be distributed by the percent of work identified above calculated as follows:

Example: 35% of work will be performed by the certified resident business: 35% of 5 points = 1.75 points.

6. PROPOSAL EVALUATION CRITERIA

The proposal will be evaluated based on the following criteria:

No. Evaluation Criteria Scoring Method Weight (Points)

1. Firm History and Experience

A brief description of the firm, including history, qualifications, and expertise in transmission planning and consulting services.

Points Based 20 (18.2% of Total)

2. Capacity and Capability to Provide Services

A detailed description of the approach the firm will take to fulfill the tasks outlined in the scope of work, including any specific tools or models used for analysis.

Points Based 20 (18.2% of Total)

3. Past Record of Performance/References

Examples of similar projects completed, including references and contact information. Positive feedback from previous clients, particularly those in the utility sector.

Points Based 20 (18.2% of Total)

4. Qualifications of Key Personnel

Resumes of key personnel who will be assigned to the project, highlighting relevant experience in transmission systems and utility consulting.

Points Based 10 (9.1% of Total)

5. Cost

Reasonableness and competitiveness of the cost proposal.

Points Based 30 (27.3% of Total)

6. Local Vendor

Local/NM Resident/Veterans/ Native American

Preference (Total Possible)

Points Based 10 (9.1% of Total)

7. Vendor Questionniare/Proposal Submission

7.1. Upload COST proposal only*

Only upload COST proposal

Technical proposal will be uploaded in a separate entry (question).

*Response required

7.2. Upload TECHNICAL proposals only *

Only upload TECHNICAL proposal

Cost proposal will be uploaded via a separate Vendor Question.

*Response required

7.3. Acknowledgement *

Proposer acknowledges having read and agreed to all Terms and Conditions contained in the RFP.

☐ Please confirm

*Response required

7.4. New Mexico Residence preference

You must submit a copy of your NM Resident Business or Resident Veteran’s Business Certificate with proposal in order to qualify for the New Mexico Residence preference.

7.5. Offeror confirmation of City's Right to reject proposals* THE CITY RESERVES THE RIGHT TO REJECT ANY OR ALL PROPOSALS IN WHOLE OR IN PART, TO WAIVE

INFORMALITIES OR TECHNICALITIES AT ITS OPTION, AND TO ACCEPT THE PROPOSAL IT DEEMS TO BE

IN THE BEST INTEREST OF THE CITY OF GALLUP.

☐ Please confirm

*Response required

7.6. References *

The Offeror should provide a list of clients, preferably in the public sector, provided the same or similar type service. The reference list should include current clients for which similar services have been provided within the past three (3) years and provide a contact person, telephone number and email address. The City reserves the right to contact clients for reference checks.

*Response required

7.7. Offeror confirmtion of City's Right to contact references * The City reserves the right to contact any references whether listed or not; or make any investigation as deemed necessary

☐ Please confirm

*Response required

7.8. Joint Proposal

If you are submitting a joint proposal you are required to download the below documents, complete, and upload.

If this is not a Joint Proposal please skip this question.

• gallup_joint_proposal.docx

7.9. LETTER OF TRANSMITTAL *

Please download the below documents, complete, and upload.

• GALLUP_LETTER_OF_TRANSMITTA...

*Response required

7.10. CONFLICT OF INTEREST AND DEBARMENT/SUSPENSION CERTIFICATION *

Do you have a conflict of interest or have been debarred/suspended as described below?:

If you answer yes you will be required to answer a follow up question.

CONFLICT OF INTEREST As utilized herein, the term “Vendor” shall mean that entity submitting a proposal to City of Gallup in response to the above referenced bids/request for proposals. The authorized Person, Firm and/or Corporation states that to the best of his/her belief and knowledge: No employee or City Council member of the City of Gallup (or close relative), with the exception of the person(s) identified below, has a direct or indirect financial interest in the Vendor or in the proposed transaction. Vendor neither employs, nor is negotiating to employ, any City of Gallup employee, City

Council member or close relative, with the exception of the person(s) identified below. Vendor did not participate, directly or indirectly, in the preparation of specifications upon which the quote or offer is made. If the Vendor is a New Mexico State Legislator or if a New Mexico State Legislator holds a controlling interest in Vendor, please identify the legislator: List below the name(s) of any City of Gallup employee, City Council member or close relative who now or within the preceding 12 months (1) works for the Vendor; (2) has an ownership interest in the Vendor (other than as an owner of less than 1% of

Vendor’s stock, if Vendor is a publicly traded corporation); (3) is a partner, officer, director, trustee or consultant to the Vendor; (4) has received grant, travel, honoraria or other similar support from Vendor;

or (5) has a right to receive royalties from the vendor. DEBARMENT/SUSPENSION STATUS The Vendor certifies that it is not suspended, debarred or ineligible from entering into contracts with the Federal

Government, or any State agency or local public body, or in receipt of a notice or proposed debarment from any Federal or State agency or local public body. The vendor agrees to provide immediate notice to

City of Gallup’s Purchasing Department in the event of being suspended, debarred or declared ineligible by any department or agency of the Federal government, or any agency of local public body of the State of New Mexico, or upon receipt of a notice of proposed debarment that is received after the submission https://government-project.s3.us-west-2.amazonaws.com/70192/049852e3-271c-4859-b4a8-0bc252cc6f1e_gallup_joint_proposal.docx?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4NHCDP7N2%2F20250110%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20250110T150000Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjEL%2F%2F%2F%2F%2F%2F%2F%2F%2F%2F%2FwEaCXVzLXdlc3QtMiJGMEQCIBp47xZaJ3zZkF0QcT5hZ9aC3%2FSN2DnCNHP7OZp5a26NAiA%2FVEf1U8C1CRzQ0HX%2Fuc9mA3wQWXTqTfBiTk697OHkZyqMBQio%2F%2F%2F%2F%2F%2F%2F%2F%2F%2F8BEAIaDDg5MjM2NDY4NzY3MiIMBmNi0hUPQE3ixxmCKuAEaDGeF4Bu9LogYMsFna2GF3e2GZwK4zBYcKlHMLeMnZAnkjsQ7GH%2FhB6kGwGoC9dt%2BvISRl7DFFxIC7t6thkOcfRzUcv3ekyy8XZJvrb6nMn47Ug3JRv9hofSfOQ2fXLdz8uuXLBf11RIHpWnGN4wj3RLoxnXXl4nGnf24ZihWTdwIAxuzwlyUNhx1E1SbkhfKIOb7BRpqTSzgHd%2FDI9cLHopmX%2F06z69F74QVZz2VUJwHDqGbuVGDcuVZQcCJDeC0Pn4yoks32jeIeKEBHD3ryOQKh9JZsIRlmPc6tuVk0p9Z0KmC0Vg%2BTk%2B0c4oU93FZ5Zeu%2Bnxsg9HtK%2BnJRRY7IZr7yX406d1Ctxbr1d2p%2BG3dVwds0CYLN5dTr%2Ba8oodt5glVfE5lJ%2BGPR9BozUlwoTlkG6PG0ygfs5MhOqzdXn01CuMxf0VhHZe%2Bm2qWGHk25NRMVtfyy%2BrQkOrH%2BoMhdKTT0XXLDO7UXbqvkuP04FIDQziKxmWbouvjsuHHq73UOYyOSJ4j0H7lTGu287equhk5%2F9NzkuV6S2UR%2Flbe2UujB%2BMfDQXXarBx%2B2nheGFHdfXEKRDMUO1cNfmEZQQY7boXS0gJZJuptmrqF8FtmGqlWfcvvid%2FdtqUzEbl19NSQIGcg9XDxGyYlgPq74uXoOLjG4M9rP1UCDJqoXSoY2uQuwU%2FNSLjE7wBzQLpflQWWYF9YPegYt%2BKeuTC%2Fat20wi%2BXkSnLYalkeedBgcnWhrFtAPzA1IZZYwEOQ6gBi26MtluhWUTmmNNXettu2eIqOWaWiC%2BxlCRUaiM4FpqcwwuumEvAY6nAHdWdBRDiKvTFcDEg3qO8x3rqlR0EcmAKvi5yMOrWCt2vGApBsIOdlUFapaoI3h5twNvGzXQVAIumFcsr7qzenzf2DpqjIx3xpPjcdyd2Qm8nDVo3lLb5mkQbPC1YlzQXY1FmsV0b6O%2FrAovHWLs1QfKQ4jS%2BACzyPZL9URXy1SiXiU454ufumh8HmJRq7YoMM3jXdNgJaty9a9W%2FU%3D&X-Amz-Signature=d127a89c35b8c31a612401ae6efe269195f454947abd5e02f6fd12135b3de2f4&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22gallup_joint_proposal.docx%22&x-id=GetObject https://government-project.s3.us-west-2.amazonaws.com/70192/7fc407bb-1d9e-46c7-adca-e9bbe1afb3d2_GALLUP_LETTER_OF_TRANSMITTAL.pdf?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4NHCDP7N2%2F20250110%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20250110T150000Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjEL%2F%2F%2F%2F%2F%2F%2F%2F%2F%2F%2FwEaCXVzLXdlc3QtMiJGMEQCIBp47xZaJ3zZkF0QcT5hZ9aC3%2FSN2DnCNHP7OZp5a26NAiA%2FVEf1U8C1CRzQ0HX%2Fuc9mA3wQWXTqTfBiTk697OHkZyqMBQio%2F%2F%2F%2F%2F%2F%2F%2F%2F%2F8BEAIaDDg5MjM2NDY4NzY3MiIMBmNi0hUPQE3ixxmCKuAEaDGeF4Bu9LogYMsFna2GF3e2GZwK4zBYcKlHMLeMnZAnkjsQ7GH%2FhB6kGwGoC9dt%2BvISRl7DFFxIC7t6thkOcfRzUcv3ekyy8XZJvrb6nMn47Ug3JRv9hofSfOQ2fXLdz8uuXLBf11RIHpWnGN4wj3RLoxnXXl4nGnf24ZihWTdwIAxuzwlyUNhx1E1SbkhfKIOb7BRpqTSzgHd%2FDI9cLHopmX%2F06z69F74QVZz2VUJwHDqGbuVGDcuVZQcCJDeC0Pn4yoks32jeIeKEBHD3ryOQKh9JZsIRlmPc6tuVk0p9Z0KmC0Vg%2BTk%2B0c4oU93FZ5Zeu%2Bnxsg9HtK%2BnJRRY7IZr7yX406d1Ctxbr1d2p%2BG3dVwds0CYLN5dTr%2Ba8oodt5glVfE5lJ%2BGPR9BozUlwoTlkG6PG0ygfs5MhOqzdXn01CuMxf0VhHZe%2Bm2qWGHk25NRMVtfyy%2BrQkOrH%2BoMhdKTT0XXLDO7UXbqvkuP04FIDQziKxmWbouvjsuHHq73UOYyOSJ4j0H7lTGu287equhk5%2F9NzkuV6S2UR%2Flbe2UujB%2BMfDQXXarBx%2B2nheGFHdfXEKRDMUO1cNfmEZQQY7boXS0gJZJuptmrqF8FtmGqlWfcvvid%2FdtqUzEbl19NSQIGcg9XDxGyYlgPq74uXoOLjG4M9rP1UCDJqoXSoY2uQuwU%2FNSLjE7wBzQLpflQWWYF9YPegYt%2BKeuTC%2Fat20wi%2BXkSnLYalkeedBgcnWhrFtAPzA1IZZYwEOQ6gBi26MtluhWUTmmNNXettu2eIqOWaWiC%2BxlCRUaiM4FpqcwwuumEvAY6nAHdWdBRDiKvTFcDEg3qO8x3rqlR0EcmAKvi5yMOrWCt2vGApBsIOdlUFapaoI3h5twNvGzXQVAIumFcsr7qzenzf2DpqjIx3xpPjcdyd2Qm8nDVo3lLb5mkQbPC1YlzQXY1FmsV0b6O%2FrAovHWLs1QfKQ4jS%2BACzyPZL9URXy1SiXiU454ufumh8HmJRq7YoMM3jXdNgJaty9a9W%2FU%3D&X-Amz-Signature=4e5f30e9e50e512bc8b97cca7e072b1298251537020a9140978537f753f92a5b&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22GALLUP_LETTER_OF_TRANSMITTAL.pdf%22&x-id=GetObject of the quote or offer but prior to the award of the purchase order or contract. CERTIFICATION The undersigned hereby certifies that he/she has read the above CONFLICT OF INTEREST and

DEBARMENT/SUSPENSION Status requirements and that he/she understands and will comply with these requirements. The undersigned further certifies that they have the authority to certify compliance for the vendor named and that the information contained in this document is true and accurate to the best of their knowledge.

☐ Yes

☐ No

*Response required

When equals "Yes"

7.10.1. Conflict of Interest and Debarrment/Suspension follow up * Please provide details of the conflict of interest and/or Debarrment/Suspension here:

*Response required

7.11. Campaign Contribution Disclosure Form*

The prospective contractor must disclose whether they, a family member or a representative of the prospective contractor has made a campaign contribution to an applicable public official of the City of

Gallup or the State of New Mexico during the two years prior to the date on which the contractor submits a proposal or, in the case of a sole source or small purchase contract, the two years prior to the date the contractor signs the contract, if the aggregate total of contributions given by the prospective contractor, a family member or a representative of the prospective contractor to the public official exceeds two hundred and fifty dollars ($250) over the two year period.

THIS FORM MUST BE FILED BY ANY PROSPECTIVE CONTRACTOR WHETHER OR NOT THEY, THEIR FAMILY

MEMBER, OR THEIR REPRESENTATIVE HAS MADE ANY CONTRIBUTIONS SUBJECT TO DISCLOSURE.

The following definitions apply:

“Applicable public official” means a person elected to an office or a person appointed to complete a term of an elected office, which has the authority to award or influence the award of the contract for which the prospective contractor is submitting a competitive sealed proposal or who has the authority to negotiate a sole source or small purchase contract that may be awarded without submission of a sealed competitive proposal.

“Campaign Contribution” means a gift, subscription, loan, advance or deposit of money or other thing of value, including the estimated value of an in-kind contribution, that is made to or received by an applicable public official or any person authorized to raise, collect or expend contributions on that official’s behalf for the purpose of electing the official to either statewide or local office. “Campaign

Contribution” includes the payment of a debt incurred in an election campaign, but does not include the value of services provided without compensation or unreimbursed travel or other personal expenses of individuals who volunteer a portion or all of their time on behalf of a candidate or political committee, nor does it include the administrative or solicitation expenses of a political committee that are paid by an organization that sponsors the committee.

“Contract” means any agreement for the procurement of items of tangible personal property, services, professional services, or construction.

“Family member” means spouse, father, mother, child, father-in-law, mother-in-law, daughter-in-law or son-in-law.

“Pendency of the procurement process” means the time period commencing with the public notice of the request for proposals and ending with the award of the contract or the cancellation of the request for proposals.

“Person” means any corporation, partnership, individual, joint venture, association or any other private legal entity.

“Prospective contractor” means a person who is subject to the competitive sealed proposal process set forth in the Procurement Code or is not required to submit a competitive sealed proposal because that person qualifies for a sole source or a small purchase contract.

“Representative of a prospective contractor” means an officer or director of a 21 corporation, a member or manager of a limited liability corporation, a partner of a partnership or a trustee of a trust of the prospective contractor.

☐ Yes

☐ No

*Response required

When equals "Yes"

7.11.1. Disclosure of Contributions*

Contribution Made By:

Relation to Prospective Contractor:

Name of Applicable Public Official:

Date Contribution(s) Made:

Amount(s) of Contribution(s)

Nature of Contribution(s)

Purpose of Contribution(s)

--OR—

NO CONTRIBUTIONS IN THE AGGREGATE TOTAL OVER TWO HUNDRED FIFTY DOLLARS ($250) WERE

MADE to an applicable public official by me, a family member or representation

*Response required

7.12. Exceptions to Specifications*

Do you take exception to any of the specifications, or terms and conditions in this solicitation? If you answer YES you will be asked to answer a follow up question.

EXCEPTIONS TO SPECIFICATIONS CITY OF GALLUP PURCHASING FORMAL BID NO. 2317 IN THE INTEREST

OF FAIRNESS AND SOUND BUSINESS PRACTICE, IT IS MANDATORY THAT YOU STATE ANY EXCEPTIONS

TAKEN BY YOU TO OUR SPECIFICATIONS. IF YOUR BID DOES NOT MEET ALL OF OUR SPECIFICATIONS, YOU MUST SO STATE ON THE SPACES PROVIDED BELOW. ATTACH ADDITIONAL PAGES AS NECESSARY.

☐ Yes

☐ No

*Response required

When equals "Yes"

7.12.1. Exceptions to Specifications follow up *

Please detail the exceptions to the specifications here:

*Response required

7.13. Additional Information

Plesae add any other pertinent information you would like the City to consider…