Engineering RFP FINAL 10.4.19.pdf

Engineering Services RFP ES-19-02 Page 1 of 51

State of Nevada

Steve Sisolak Colorado River Commission of Nevada Governor

555 E. Washington Avenue, Suite 3100 Las Vegas, NV 89101-1065

Eric Witkoski Executive Director

State of Nevada

Colorado River Commission of Nevada

Request for Proposal: ES-19-02

For

ENGINEERING SERVICES

Release Date: 10/07/2019

Deadline for Submission and Opening Date and Time: 12/9/2019 @ 2:00 PM

Refer to Section 8, RFP Timeline for the complete RFP schedule

For additional information, please contact:

Robert D. Reese, Assistant Director, Engineering and Operations

State of Nevada, Colorado River Commission of Nevada

555 E. Washington Avenue, Suite 3100

Las Vegas, NV 89101-1065

Phone: 702-486-2670

Email address: breese@crc.nv.gov

Refer to Section 9 for instructions on submitting proposals

Engineering Services RFP ES-19-02 Page 2 of 51

VENDOR INFORMATION SHEET FOR RFP ES-19-02

Vendor Must:

A) Provide all requested information in the space provided next to each numbered question. The information provided in Sections V1 through V6 will be used for development of the contract;

B) Type or print responses; and

C) Include this Vendor Information Sheet in Tab III of the Technical Proposal.

V1 Company Name

V2 Street Address

V3 City, State, ZIP

V4 Telephone Number

Area Code: Number: Extension:

V5 Facsimile Number

V6 Toll Free Number

V7

Contact Person for Questions / Contract Negotiations, including address if different than above

Name:

Title:

Address:

Email Address:

V8 Telephone Number for Contact Person

V9 Facsimile Number for Contact Person

V10 Name of Individual Authorized to Bind the Organization

Name: Title:

V11 Signature (Individual must be legally authorized to bind the vendor per NRS 333.337)

Signature: Date:

Engineering Services RFP ES-19-02 Page 3 of 51

TABLE OF CONTENTS

PROJECT OVERVIEW

ACRONYMS / DEFINITIONS

SCOPE OF WORK

COMPANY BACKGROUND AND REFERENCES

COST

FINANCIAL

WRITTEN QUESTIONS AND ANSWERS

RFP TIMELINE

PROPOSAL SUBMISSION INSTRUCTIONS

PROPOSAL EVALUATION AND AWARD PROCESS

TERMS AND CONDITIONS

SUBMISSION CHECKLIST

ATTACHMENT A – CONFIDENTIALITY AND CERTIFICATION OF INDEMNIFICATION

ATTACHMENT B – TECHNICAL PROPOSAL CERTIFICATION OF COMPLIANCE

ATTACHMENT C – VENDOR CERTIFICATIONS

ATTACHMENT D – CONTRACT FORM

ATTACHMENT E – INSURANCE SCHEDULE FOR RFP ES-19-02

ATTACHMENT F – REFERENCE QUESTIONNAIRE

ATTACHMENT G – PROPOSED STAFF RESUME

ATTACHMENT H – STATE OF NEVADA REGISTRATION SUBSTITUTE IRS FORM W-9

ATTACHMENT I – COST SCHEDULE

ATTACHMENT J - COST PROPOSAL CERTIFICATION OF COMPLIANCE

Engineering Services RFP ES-19-02 Page 4 of 51

PROJECT OVERVIEW

The Colorado River Commission of Nevada (CRCNV) is seeking proposals from qualified vendors to provide engineering services on an as needed basis to assist the CRCNV with projects associated with the operation and maintenance of its high-voltage electrical transmission and distribution system. The CRCNV desires to contract with one or more engineering firms for the performance of professional services.

ACRONYMS / DEFINITIONS

For the purposes of this RFP, the following acronyms/definitions will be used:

Acronym Description

Assumption An idea or belief that something will happen or occur without proof. An idea or belief taken for granted without proof of occurrence.

Awarded Vendor The organization/individual that is awarded and has an approved contract with the State of Nevada for the services identified in this RFP.

BOE State of Nevada Board of Examiners

CRCNV Colorado River Commission of Nevada

Confidential

Information

Any information relating to the amount or source of any income, profits, losses or expenditures of a person, including data relating to cost or price submitted in support of a bid or proposal. The term does not include the amount of a bid or proposal. Refer NRS §333.020(5) (b).

Contract Approval

Date

The date the State of Nevada Board of Examiners officially approves and accepts all contract language, terms and conditions as negotiated between the State and the successful vendor.

Contract Award

Date

The date when vendors are notified that a contract has been successfully negotiated, executed and is awaiting approval of the Board of Examiners.

Contractor The company or organization that has an approved contract with the State of

Nevada for services identified in this RFP. The contractor has full responsibility for coordinating and controlling all aspects of the contract, including support to be provided by any subcontractor(s). The contractor will be the sole point of contact with the State relative to contract performance.

Cross Reference A reference from one document/section to another document/section containing related material.

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Evaluation

Committee

An independent committee comprised of a majority of State officers or employees established to evaluate and score proposals submitted in response to the RFP pursuant to NRS §333.335.

Exception A formal objection taken to any statement/requirement identified within the RFP.

Key Personnel Vendor staff responsible for oversight of work during the life of the project and for deliverables, as applicable.

LOI Letter of Intent - notification of the State’s intent to award a contract to a vendor, pending successful negotiations; all information remains confidential until the issuance of the formal notice of award.

May Indicates something that is not mandatory but permissible.

Must Indicates a mandatory requirement. Failure to meet a mandatory requirement may result in the rejection of a proposal as non-responsive.

NAC Nevada Administrative Code –All applicable NAC documentation may be reviewed via the internet at: www.leg.state.nv.us.

NOA Notice of Award – formal notification of the State’s decision to award a contract, pending Board of Examiners’ approval of said contract, any non-confidential information becomes available upon written request.

NRS Nevada Revised Statutes – All applicable NRS documentation may be reviewed via the internet at: www.leg.state.nv.us.

Pacific Time (PT) Unless otherwise stated, all references to time in this RFP and any subsequent contract are understood to be Pacific Time.

Proprietary

Information

Any trade secret or confidential business information that is contained in a bid or proposal submitted on a particular contract. (Refer to NRS 333.020 (5) (a).

Public Records All books and public records of a governmental entity, the contents of which are not otherwise declared by law to be confidential must be open to inspection by any person and may be fully copied or an abstract or memorandum may be prepared from those public books and public records. (Refer to NRS 333.333 and NRS 600A.030 [5]).

Redacted The process of removing confidential or proprietary information from a document prior to release of information to others.

RFP Request for Proposal; a written statement which sets forth the requirements and specifications of a contract to be awarded by competitive selection NRS

§333.020(7).

http://www.leg.state.nv.us/ http://www.leg.state.nv.us/

Engineering Services RFP ES-19-02 Page 6 of 51

Shall Indicates a mandatory requirement. Failure to meet a mandatory requirement

Should Indicates something that is recommended but not mandatory. If the vendor fails to provide recommended information, the State may, at its sole option, ask the vendor to provide the information or evaluate the proposal without the information.

State The State of Nevada and any agency identified herein.

Subcontractor Third party not directly employed by the vendor, who will provide services identified in this RFP. This does not include third parties who provide support or incidental services to the vendor.

Trade Secret Information, including, without limitation, a formula, pattern, compilation, program, device, method, technique, product, system, process, design, prototype, procedure, computer programming instruction or code that: derives independent economic value, actual or potential, from not being generally known to, and not being readily ascertainable by proper means by the public or any other person who can obtain commercial or economic value from its disclosure or use; and is the subject of efforts that are reasonable under the circumstances to maintain its secrecy.

Vendor Organization/individual submitting a proposal in response to this RFP.

Will Indicates a mandatory requirement. Failure to meet a mandatory requirement

2.1 STATE OBSERVED HOLIDAYS

The State observes the holidays noted in the following table. When January 1st, July 4th, November 11th or December 25th falls on Saturday, the preceding Friday is observed as the legal holiday. If these days fall on Sunday, the following Monday is the observed holiday.

Holiday Day Observed

New Year’s Day January 1

Martin Luther King Jr.’s Birthday Third Monday in January

Presidents' Day Third Monday in February

Memorial Day Last Monday in May

Independence Day July 4

Labor Day First Monday in September

Nevada Day Last Friday in October

Veterans' Day November 11

Thanksgiving Day Fourth Thursday in November

Family Day Friday following the Fourth Thursday in November

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Holiday Day Observed

Christmas Day December 25

SCOPE OF WORK

3.1 SERVICES TO BE PERFORMED

The services to be performed by the vendor consist of engineering, drafting, and analysis, as may be required from time to time, for (1) the routine operation and maintenance of a high voltage transmission and distribution system, or (2) the upgrade, repair or extension of a high voltage transmission and distribution system. Categories indicating the types of services that may be requested of the vendor are as follows:

3.1.1 Preparation of fault duty studies, relay coordination studies, load flow studies and other similar type system studies needed to effectively monitor and control the electric system;

3.1.2 Analysis of fault data and relay target data to identify the causes of various relay operations;

3.1.3 Preparation of right-of-way encroachment analysis, including phase-to-phase clearance requirements from planned third party transmission lines;

3.1.4 Preparation of transmission structure re-location designs;

3.1.5 Preparation of designs and specifications for replacement, repair, modification, upgrade or extension projects;

3.1.6 Preparation of spill prevention and counter control plans for substation oil containing equipment;

3.1.7 Preparation of standard operating procedures, preventative maintenance programs, site security reviews and emergency response plans;

3.1.8 Supervisory and data acquisition control system programming; and

3.1.9 Communication system planning and analysis, including preparation of microwave signal interference studies.

The Commission shall authorize the work of the vendor by individual tasks on an as-needed basis. The Commission may utilize the services of the vendor on all, some or none of the various categories of work listed herein.

COMPANY BACKGROUND AND REFERENCES

4.1 PRIMARY VENDOR INFORMATION

4.1.1 Vendors must provide a company profile in the table format below.

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Question Response

Company name:

Ownership (sole proprietor, partnership, etc.):

State of incorporation:

Date of incorporation:

# of years in business:

List of top officers:

Location of company headquarters:

Location(s) of the company offices:

Location(s) of the office that will provide the services described in this RFP:

Number of employees locally with the expertise to support the requirements identified in this RFP:

Number of employees nationally with the expertise to support the requirements in this

RFP:

Location(s) from which employees will be assigned for this project:

4.1.2 Please be advised, pursuant to NRS §80.010, incorporated companies must register with the State of Nevada, Secretary of State’s Office as a foreign corporation before a contract can be executed between the State of Nevada and the awarded vendor, unless specifically exempted by NRS §80.015.

4.1.3 The selected vendor, prior to doing business in the State of Nevada, must be appropriately licensed by the Office of the Secretary of State pursuant to NRS

§76. Information regarding the Nevada Business License can be located at http://nvsos.gov. Vendors must provide the following:

Nevada Business License Number:

Legal Entity Name:

Is “Legal Entity Name” the same name as vendor is doing business as?

Yes No

If “No,” provide explanation.

4.1.4 Vendors are cautioned that some services may contain licensing requirement(s).

Vendors shall be proactive in verification of these requirements prior to proposal submittal. Proposals that do not contain the requisite licensure may be deemed non-responsive.

4.1.5 Has the vendor ever been engaged under contract by any State of Nevada agency?

http://nvsos.gov/

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If “Yes,” complete the following table for each State agency for whom the work was performed. Table can be duplicated for each contract being identified.

Name of State agency:

State agency contact name:

Dates when services were performed:

Type of duties performed:

Total dollar value of the contract:

4.1.6 Are you or any of your employees now or have been within the last two (2) years an employee of the State of Nevada, or any of its agencies, departments, or divisions?

If “Yes”, please explain when the employee is planning to render services, while on annual leave, compensatory time, or on their own time?

If you employ (a) any person who is a current employee of an agency of the State of Nevada, or (b) any person who has been an employee of an agency of the State of Nevada within the past two (2) years, and if such person will be performing or producing the services which you will be contracted to provide under this contract, you must disclose the identity of each such person in your response to this RFP, and specify the services that each person will be expected to perform.

4.1.7 Disclosure of any significant prior or ongoing contract failures, contract breaches, civil or criminal litigation in which the vendor has been alleged to be liable or held liable in a matter involving a contract with the State of Nevada or any other governmental entity. Any pending claim or litigation occurring within the past six (6) years which may adversely affect the vendor’s ability to perform or fulfill its obligations if a contract is awarded as a result of this RFP must also be disclosed.

Does any of the above apply to your company?

If “Yes”, please provide the following information. Table can be duplicated for each issue being identified.

Engineering Services RFP ES-19-02 Page 10 of 51

Date of alleged contract failure or breach:

Parties involved:

Description of the contract failure, contract breach, or litigation, including the products or services involved:

Amount in controversy:

Resolution or current status of the dispute:

If the matter has resulted in a court case:

Court Case Number

Status of the litigation:

4.1.8 Vendors must review the insurance requirements specified in Attachment E, Insurance Schedule for RFP ES-19-02. Does your organization currently have or will your organization be able to provide the insurance requirements as specified in Attachment E.

Any exceptions and/or assumptions to the insurance requirements must be identified on Attachment B, Technical Proposal Certification of Compliance with Terms and Conditions of RFP. Exceptions and/or assumptions will be taken into consideration as part of the evaluation process; however, vendors must be specific. If vendors do not specify any exceptions and/or assumptions at time of proposal submission, the State will not consider any additional exceptions and/or assumptions during negotiations.

Upon contract award, the successful vendor must provide the Certificate of

Insurance identifying the coverages as specified in Attachment E, Insurance

Schedule for RFP ES-19-02.

4.1.9 Company background/history and why vendor is qualified to provide the services described in this RFP.

4.1.10 Length of time vendor has been providing services described in this RFP to the public and/or private sector. Please provide a brief description.

4.1.11 Financial information and documentation to be included in Part III, of vendor’s response in accordance with Section 9.4, Confidential Information.

4.1.11.1 Dun and Bradstreet Number

4.1.11.2 Federal Tax Identification Number

4.1.11.3 The last two (2) years and current year interim:

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A. Profit and Loss Statement

B. Balance Statement

4.2 SUBCONTRACTOR INFORMATION

4.2.1 Does this proposal include the use of subcontractors?

If “Yes”, vendors must:

4.2.1.1 Identify specific subcontractors and the specific requirements of this

RFP for which each proposed subcontractor will perform services.

4.2.1.2 If any tasks are to be completed by subcontractor(s), vendors must:

A. Describe the relevant contractual arrangements;

B. Describe how the work of any subcontractor(s) will be supervised, channels of communication will be maintained and compliance with contract terms assured; and

C. Describe your previous experience with subcontractor(s).

4.2.1.3 Vendors must describe the methodology, processes and tools utilized for:

A. Selecting and qualifying appropriate subcontractors for the project/contract;

B. Ensuring subcontractor compliance with the overall performance objectives for the project;

C. Ensuring that subcontractor deliverables meet the quality objectives of the project/contract; and

D. Providing proof of payment to any subcontractor(s) used for this project/contract, if requested by the State. Proposal should include a plan by which, at the State’s request, the State will be notified of such payments.

4.2.1.4 Provide the same information for any proposed subcontractors as requested in Section 4.1, Vendor Information.

4.2.1.5 Business references as specified in Section 4.3, Business References must be provided for any proposed subcontractors.

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4.2.1.6 Vendor shall not allow any subcontractor to commence work until all insurance required of the subcontractor is provided to the vendor.

4.2.1.7 Vendor must notify the using agency of the intended use of any subcontractors not identified within their original proposal and provide the information originally requested in the RFP in Section 4.2, Subcontractor Information. The vendor must receive agency approval prior to subcontractor commencing work.

4.3 BUSINESS REFERENCES

4.3.1 Vendors should provide a minimum of three (3) business references from similar projects performed for private, state and/or large local government clients within the last three (3) years.

4.3.2 Vendors must provide the following information for every business reference provided by the vendor and/or subcontractor:

The “Company Name” must be the name of the proposing vendor or the vendor’s proposed subcontractor.

Reference #:

Company Name:

Identify role company will have for this RFP project

(Check appropriate role below):

VENDOR SUBCONTRACTOR

Project Name:

Primary Contact Information

Name:

Street Address:

City, State, Zip

Phone, including area code:

Facsimile, including area code:

Email address:

Alternate Contact Information

Name:

Street Address:

City, State, Zip

Phone, including area code:

Facsimile, including area code:

Email address:

Project Information

Brief description of the project/contract and description of services performed, including

Engineering Services RFP ES-19-02 Page 13 of 51 technical environment (i.e., software applications, data communications, etc.) if applicable:

Original Project/Contract Start Date:

Original Project/Contract End Date:

Original Project/Contract Value:

Final Project/Contract Date:

Was project/contract completed in time originally allotted, and if not, why not?

Was project/contract completed within or under the original budget/ cost proposal, and if not, why not?

4.3.3 Vendors must also submit Attachment F, Reference Questionnaire to the business references that are identified in Section 4.3.2.

4.3.4 The company identified as the business references must submit the Reference

Questionnaire directly to the Colorado River Commission of Nevada.

4.3.5 It is the vendor’s responsibility to ensure that completed forms are received by the Colorado River Commission of Nevada on or before the deadline as specified in Section 8, RFP Timeline for inclusion in the evaluation process. Reference

Questionnaires not received, or not complete, may adversely affect the vendor’s score in the evaluation process.

4.3.6 The State reserves the right to contact and verify any and all references listed regarding the quality and degree of satisfaction for such performance.

4.4 VENDOR STAFF RESUMES

A resume must be completed for each proposed key personnel responsible for performance under any contract resulting from this RFP per Attachment G, Proposed Staff Resume.

COST

Vendors must provide detailed fixed prices for all costs associated with the responsibilities and related services. Clearly specify the nature of all expenses anticipated (refer to Attachment I, Cost

Schedule).

FINANCIAL

6.1 PAYMENT

6.1.1 Upon review and acceptance by the State, payments for invoices are normally made within 30 - 45 days of receipt, providing all required information, documents and/or attachments have been received.

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6.1.2 Pursuant to NRS 227.185 and NRS 333.450, the State shall pay claims for supplies, materials, equipment and services purchased under the provisions of this

RFP electronically, unless determined by the State Controller that the electronic payment would cause the payee to suffer undue hardship or extreme inconvenience.

6.1.3 Option 1: Payment tied to specific milestones or deliverables.

Invoices are to be submitted upon completion of contract milestones as agreed to by the CRCNV; the CRCNV’s approval will be upon satisfactory completion as determined by the CRCNV.

6.1.4 Option 2: Payment tied to an hourly rate or on an “as needed basis”.

6.2 BILLING

6.2.1 The State does not issue payment prior to receipt of goods or services.

6.2.2 The vendor must bill the State as outlined in the approved contract and/or payment schedule.

6.2.3 Vendors may propose an alternative payment option; alternative payment options must be listed on Attachment J, Cost Proposal Certification of Compliance with

Terms and Conditions of RFP. Alternative payment options will be considered if deemed in the best interest of the State, project or service solicited herein. The

State does not issue payment prior to receipt of goods or services.

6.2.4 The State presently has a Procurement Card Program that participating State agencies may use to pay for some of their purchases. The Program is issued through a major financial institution and is treated like any other major credit card. Using agencies may desire to use the card as a method of payment. No additional charges or fees shall be imposed for using the card. Please indicate in your proposal response if you will accept

WRITTEN QUESTIONS AND ANSWERS

7.1 FIRST SET OF QUESTIONS AND ANSWERS

7.1.1 In lieu of a pre-proposal conference, the CRCNV will accept questions and/or comments in writing, received either by email or facsimile regarding this RFP.

7.1.2 Questions must reference the identifying RFP number and be addressed to the

State of Nevada, Colorado River Commission of Nevada, Attn: Robert D. Reese, emailed to breese@crc.nv.gov or faxed to 702-856-3617.

7.1.3 The deadline for submitting questions is as specified in Section 8, RFP Timeline.

7.1.4 Vendors must provide their company name, address, phone number, email address, fax number, and contact person when submitting questions.

mailto:srvpurch@purchasing.state.nv.us

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7.1.5 All questions and/or comments will be addressed in writing and responses emailed or faxed to prospective vendors on or about the date specified in Section

8, RFP Timeline.

7.2 SECOND SET OF QUESTIONS AND ANSWERS

Additional questions may be submitted via email by the date specified in Section 8, RFP

Timeline and according to the process identified in Section 7.1.1 through Section 7.1.5.

RFP TIMELINE

The following represents the proposed timeline for this project. All times stated are Pacific Time

(PT). These dates represent a tentative schedule of events. The State reserves the right to modify these dates at any time. The State also reserves the right to forego vendor presentations and select vendor(s) based on the written proposals submitted.

Task Date/Time

Deadline for submitting first set of questions 10/14/19 @ 2:00 PM

Answers emailed On or about 10/21/19

Deadline for submitting second set of questions 10/28/19 @ 2:00 PM

Answers emailed On or about 11/04/2019

Deadline for submittal of Reference Questionnaires No later than 4:30 PM on 12/09/2019

Deadline for submission and opening of proposals No later than 2:0 0 PM on 12/09/2019

Evaluation period (approximate time frame) 12/10/2019-12/16/2019

Selection of vendor On or about 12/20/2019

Anticipated CRCNV Commission approval 01/14/2019

Anticipated BOE approval 03/10/2020

Contract start date (contingent upon BOE approval) 04/01/2020

PROPOSAL SUBMISSION INSTRUCTIONS

9.1 GENERAL SUBMISSION INSTRUCTIONS

Vendors’ proposals must be packaged and submitted in counterparts; therefore, vendors must pay close attention to the submission requirements.

If complete responses cannot be provided without referencing confidential information, such confidential information must be provided in accordance with Section 9.4, Part III

Confidential Information. Specific references made to the tab, page, section and/or paragraph where the confidential information can be located must be identified on

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Attachment A, Confidentiality and Certification of Indemnification and comply with the requirements stated in Section 9.6, Confidentiality of Proposals.

The required CDs must contain information as specified in Section 9.5.4.

Detailed instructions on proposal submission and packaging follows and vendors must submit their proposals as identified in the following sections. Proposals and CDs that do not comply with the following requirements may be deemed non-responsive and rejected at the State’s discretion.

9.1.1 All information is to be completed as requested.

9.1.2 Each section within the technical proposal and cost proposal must be separated by clearly marked tabs with the appropriate section number and title as specified.

9.1.3 Although it is a public opening, only the names of the vendors submitting proposals will be announced per NRS 333.335(6). Technical and cost details about proposals submitted will not be disclosed. Assistance for handicapped, blind or hearing-impaired persons who wish to attend the RFP opening is available. If special arrangements are necessary, please notify the Colorado River

Commission of Nevada designee as soon as possible and at least two (2) days in advance of the opening.

9.1.4 If discrepancies are found between two (2) or more copies of the proposal, the master copy will provide the basis for resolving such discrepancies. If one (1) copy of the proposal is not clearly marked “MASTER,” the State may reject the proposal. However, the State may at its sole option, select one (1) copy to be used as the master.

9.1.5 For ease of evaluation, the proposal must be presented in a format that corresponds to and references sections outlined within this RFP and must be presented in the same order. Written responses must be in bold/italics and placed immediately following the applicable RFP question, statement and/or section.

Exceptions/assumptions to this may be considered during the evaluation process.

9.1.6 Proposals are to be prepared in such a way as to provide a straightforward, concise delineation of capabilities to satisfy the requirements of this RFP. Expensive bindings, colored displays, promotional materials, etc., are not necessary or desired. Emphasis should be concentrated on conformance to the RFP instructions, responsiveness to the RFP requirements, and on completeness and clarity of content.

Unnecessarily elaborate responses beyond what is sufficient to present a complete and effective response to this RFP are not desired and may be construed as an indication of the proposer’s lack of environmental and cost consciousness.

Unless specifically requested in this RFP, elaborate artwork, corporate brochures, lengthy narratives, expensive paper, specialized binding, and other extraneous presentation materials are neither necessary nor desired.

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The State of Nevada, in its continuing efforts to reduce solid waste and to further recycling efforts requests that proposals, to the extent possible and practical:

9.1.6.1 Be submitted on recycled paper;

9.1.6.2 Not include pages of unnecessary advertising;

9.1.6.3 Be printed on both sides of each sheet of paper; and

9.1.6.4 Be contained in re-usable binders rather than with spiral or glued bindings.

9.1.7 For purposes of addressing questions concerning this RFP, the sole contact will be the CRCNV as specified on Page 1 of this RFP. Upon issuance of this RFP, other employees and representatives of the agencies identified in the RFP will not answer questions or otherwise discuss the contents of this RFP with any prospective vendors or their representatives. Failure to observe this restriction may result in disqualification of any subsequent proposal per NAC 333.155(3).

This restriction does not preclude discussions between affected parties for the purpose of conducting business unrelated to this procurement.

9.1.8 Any vendor who believes proposal requirements or specifications are unnecessarily restrictive or limit competition may submit a request for administrative review, in writing, to the Colorado River Commission of Nevada.

To be considered, a request for review must be received no later than the deadline for submission of questions.

The Colorado River Commission of Nevada shall promptly respond in writing to each written review request, and where appropriate, issue all revisions, substitutions or clarifications through a written amendment to the RFP.

Administrative review of technical or contractual requirements shall include the reason for the request, supported by factual information, and any proposed changes to the requirements.

9.1.9 If a vendor changes any material RFP language, vendor’s response may be deemed non-responsive per NRS 333.311.

9.2 PART I – TECHNICAL PROPOSAL

9.2.1 The technical proposal must include:

9.2.1.1 One (1) original marked “MASTER”; and

9.2.1.2 Six (6) identical copies.

9.2.2 The Technical Proposal must not include confidential information (refer to

Section 9.4, Part III, Confidential Information) or cost and/or pricing information. Cost and/or pricing information contained in the technical proposal may cause the proposal to be rejected.

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9.2.3 Format and Content

9.2.3.1 Tab I – Title Page

The title page must include the following:

Part I – Technical Proposal

RFP Title: Engineering Services

RFP: ES-19-02

Vendor Name:

Address:

Proposal Opening Date: December 9, 2019

Proposal Opening Time: 2:00 PM

9.2.3.2 Tab II – Table of Contents

An accurate and updated table of contents must be provided.

9.2.3.3 Tab III – Vendor Information Sheet

The vendor information sheet completed with an original signature by an individual authorized to bind the organization must be included in this tab.

9.2.3.4 Tab IV – State Documents

The State documents tab must include the following:

A. The signature page from all amendments with an original signature by an individual authorized to bind the organization.

B. Attachment A – Confidentiality and Certification of

Indemnification with an original signature by an individual authorized to bind the organization.

C. Attachment C – Vendor Certifications with an original signature by an individual authorized to bind the organization.

D. Attachment J – Certification Regarding Lobbying with an original signature by an individual authorized to bind the organization.

E. Copies of any vendor licensing agreements and/or hardware and software maintenance agreements.

F. Copies of applicable certifications and/or licenses.

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9.2.3.5 Tab V – Attachment B, Technical Proposal Certification of

Compliance with Terms and Conditions of RFP

A. Attachment B with an original signature by an individual authorized to bind the organization must be included in this tab.

B. If the exception and/or assumption require a change in the terms or wording of any section of the RFP, the contract, or any incorporated documents, vendors must provide the specific language that is being proposed on Attachment B.

C. Only technical exceptions and/or assumptions should be identified on Attachment B.

D. The State will not accept additional exceptions and/or assumptions if submitted after the proposal submission deadline. If vendors do not specify any exceptions and/or assumptions in detail at time of proposal submission, the State will not consider any additional exceptions and/or assumptions during negotiations.

9.2.3.6 Tab VI – Scope of Work

Vendors must place their written response(s) in bold/italics immediately following the applicable RFP question, statement and/or section.

9.2.3.7 Tab VII – Section 4 – Company Background and References

Vendors must place their written response(s) in bold/italics immediately following the applicable RFP question, statement and/or section. This section must also include the requested information in

Section 4.2, Subcontractor Information, if applicable.

9.2.3.8 Tab VIII – Attachment G – Proposed Staff Resumes(s)

Vendors must include all proposed staff resumes per Section 4.4, Vendor Staff Resumes in this section. This section should also include any subcontractor proposed staff resumes, if applicable.

9.2.3.9 Tax IX – Other Informational Material

Vendors must include any other applicable reference material in this section clearly cross referenced with the proposal.

9.3 PART II – COST PROPOSAL

9.3.1 The cost proposal must include:

Engineering Services RFP ES-19-02 Page 20 of 51

9.3.1.1 One (1) original marked “MASTER”; and

9.3.1.2 Six (6) identical copies.

9.3.2 The Cost Proposal must not be marked “confidential”. Only information that is deemed proprietary per NRS 333.020(5)(a) may be marked as “confidential”.

9.3.3 Format and Content

9.3.3.1 Tab I – Title Page

Part II – Cost Proposal

RFP: ES-19-02

Vendor Name:

Address:

9.3.3.2 Tab II – Cost Proposal

Vendor’s response for the cost proposal must be included in this tab.

9.3.3.3 Tab III – Attachment I, Cost Proposal Certification of Compliance with Terms and Conditions of RFP

A. Attachment I with an original signature by an individual authorized to bind the organization must be included in this tab.

B. In order for any cost exceptions and/or assumptions to be considered, vendors must provide the specific language that is being proposed in Attachment I.

C. Only cost exceptions and/or assumptions should be identified on Attachment I.

D. Do not restate the technical exceptions and/or assumptions on this form.

E. The State will not accept additional exceptions and/or assumptions if submitted after the proposal submission deadline. If vendors do not specify any exceptions and/or assumptions in detail at time of proposal submission, the State will not consider any additional exceptions and/or assumptions during negotiations.

Engineering Services RFP ES-19-02 Page 21 of 51

9.4 PART III – CONFIDENTIAL INFORMATION

9.4.1 The confidential information proposal must include:

9.4.1.1 One (1) original marked “MASTER”; and

9.4.1.2 One (1) identical copy.

9.4.2 Format and Content

9.4.2.1 Tab I – Title Page

Part III – Confidential Information

RFP: ES-19-02

Vendor Name:

Address:

9.4.2.2 Tab II - Confidential Technical Information

A. Vendors only need to submit information in Tab II if the proposal includes any confidential technical information

(Refer to Attachment A, Confidentiality and Certification of

Indemnification).

B. Vendors must cross reference back to the technical proposal sections, as applicable.

9.4.2.3 Tab III – Confidential Financial Information

Vendors must place the information requested in Section 4.1.11 in this tab

9.5 CONFIDENTIALITY OF PROPOSALS

9.5.1 As a potential contractor of a public entity, vendors are advised that full disclosure is required by law.

9.5.2 Vendors are required to submit written documentation in accordance with

Attachment A, Confidentiality and Certification of Indemnification demonstrating the material within the proposal marked “confidential” conforms to NRS §333.333, which states “Only specific parts of the proposal may be labeled a “trade secret” as defined in NRS §600A.030(5)”. Not conforming to

Engineering Services RFP ES-19-02 Page 22 of 51 these requirements will cause your proposal to be deemed non-compliant and will not be accepted by the State of Nevada.

9.5.3 Vendors acknowledge that material not marked as “confidential” will become public record upon contract award.

9.5.4 The required CDs must contain the following:

9.5.4.1 One (1) “Master” CD with an exact duplicate of the technical and cost proposal contents only.

A. The electronic files must follow the format and content section for the technical and cost proposal.

B. The CD must be packaged in a case and clearly labeled as follows:

Master CD

RFP No: ES-19-02

Vendor Name:

Contents: Part I – Technical Proposal

Part II – Cost Proposal

Part III – Confidential Technical

9.5.4.2 One (1) “Public Records CD” which must include the technical and cost proposal contents to be used for public records requests.

A. This CD must not contain any confidential or proprietary

B. The electronic files must follow the format and content section for the redacted versions of the technical and cost proposal.

C. All electronic files must be saved in “PDF” format.

D. The CD must be packaged in a case and clearly labeled as follows:

Public Records CD

RFP No: ES-19-02

Vendor Name:

Contents: Part I – Technical Proposal for Public Records Request

Part II – Cost Proposal for Public Records Request

9.5.5 It is the vendor’s responsibility to act in protection of the labeled information and agree to defend and indemnify the State of Nevada for honoring such designation.

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9.5.6 Failure to label any information that is released by the State shall constitute a complete waiver of any and all claims for damages caused by release of said

9.6 PROPOSAL PACKAGING

9.6.1 If the separately sealed technical and cost proposals as well as confidential technical information and financial documentation, marked as required, are enclosed in another container for mailing purposes, the outermost container must fully describe the contents of the package and be clearly marked as follows.

9.6.2 Vendors are encouraged to utilize the copy/paste feature of word processing software to replicate these labels for ease and accuracy of proposal packaging.

Robert D. Reese

555 E. Washington Avenue, Suite 3100

Las Vegas, NV 89101-1065

RFP: ES-19-02

PROPOSAL OPENING DATE: December 9, 2019

PROPOSAL OPENING TIME: 2:00 PM

FOR: Engineering Services

VENDOR’S NAME:

9.6.3 Proposals must be received at the address referenced below no later than the date and time specified in Section 8, RFP Timeline. Proposals that do not arrive by proposal opening time and date will not be accepted. Vendors may submit their proposal any time prior to the above stated deadline.

9.6.4 The State will not be held responsible for proposal envelopes mishandled as a result of the envelope not being properly prepared.

9.6.5 Email, facsimile, or telephone proposals will NOT be considered; however, at the

State’s discretion, the proposal may be submitted all or in part on electronic media, as requested within the RFP document. Proposal may be modified by email, facsimile, or written notice provided such notice is received prior to the opening of the proposals.

9.6.6 The technical proposal shall be submitted to the State in a sealed package and be clearly marked as follows:

555 E. Washington Avenue, Suite 3100

Las Vegas, NV 89101-1065

RFP: ES-19-02

PROPOSAL COMPONENT: PART I - TECHNICAL

PROPOSAL OPENING DATE: December 9, 2019

Engineering Services RFP ES-19-02 Page 24 of 51

PROPOSAL OPENING TIME: 2:00 PM

9.6.7 The cost proposal shall be submitted to the State in a sealed package and be clearly marked as follows:

555 E. Washington Avenue, Suite 3100

Las Vegas, NV 89101-1065

RFP: ES-19-02

PROPOSAL COMPONENT: PART II - COST

PROPOSAL OPENING DATE: December 9, 2019

PROPOSAL OPENING TIME: 2:00 PM

9.6.8 Confidential information shall be submitted to the State in a sealed package and be clearly marked as follows:

555 E. Washington Avenue, Suite 3100

Las Vegas, NV 89101-1065

RFP: ES-19-02

PROPOSAL COMPONENT: PART III – CONFIDENTIAL

INFORMATION

PROPOSAL OPENING DATE: December 9, 2019

PROPOSAL OPENING TIME: 2:00 PM

9.6.9 The CDs shall be submitted to the State in a sealed package and be clearly marked as follows:

555 E. Washington Avenue, Suite 3100

Las Vegas, NV 89101-1065

RFP: ES-19-02

PROPOSAL COMPONENT: CDs

PROPOSAL OPENING DATE: December 9, 2019

PROPOSAL OPENING TIME: 2:00 PM

Engineering Services RFP ES-19-02 Page 25 of 51

PROPOSAL EVALUATION AND AWARD PROCESS

10.1 Proposals shall be consistently evaluated and scored in accordance with NRS §333.335(3) based upon the following criteria:

10.1.1 Demonstrated competence

10.1.2 Experience in performance of comparable engagements

10.1.3 Conformance with the terms of this RFP

10.1.4 Expertise and availability of key personnel

10.1.5 Cost

10.1.6 Presentations

10.1.6.1 Following the evaluation and scoring process specified above, the

State may require vendors to make a presentation of their proposal to the evaluation committee or other State staff, as applicable.

10.1.6.2 The State, at its option, may limit participation in vendor presentations up to the four (4) highest ranking vendors.

10.1.6.3 The State reserves the right to forego vendor presentations and select vendor(s) based on the written proposals submitted.

Note: Financial stability will be scored on a pass/fail basis.

Proposals shall be kept confidential until a contract is awarded.

10.2 The evaluation committee may also contact the references provided in response to the

Section identified as Company Background and References; contact any vendor to clarify any response; contact any current users of a vendor’s services; solicit information from any available source concerning any aspect of a proposal; and seek and review any other information deemed pertinent to the evaluation process. The evaluation committee shall not be obligated to accept the lowest priced proposal, but shall make an award in the best interests of the State of Nevada NRS § 333.335(5)

10.3 Each vendor must include in its proposal a complete disclosure of any alleged significant prior or ongoing contract failures, contract breaches, any civil or criminal litigation or investigations pending which involves the vendor or in which the vendor has been judged guilty or liable. Failure to comply with the terms of this provision may disqualify any proposal. The State reserves the right to reject any proposal based upon the vendor’s prior history with the State or with any other party, which documents, without limitation, unsatisfactory performance, adversarial or contentious demeanor, significant failure(s) to meet contract milestones or other contractual failures. See generally, NRS §333.335.

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10.4 Clarification discussions may, at the State’s sole option, be conducted with vendors who submit proposals determined to be acceptable and competitive NAC §333.165. Vendors shall be accorded fair and equal treatment with respect to any opportunity for discussion and/or written revisions of proposals. Such revisions may be permitted after submissions and prior to award for the purpose of obtaining best and final offers. In conducting discussions, there shall be no disclosure of any information derived from proposals submitted by competing vendors.

10.5 A Notification of Intent to Award shall be issued in accordance with NAC §333.170. Any award is contingent upon the successful negotiation of final contract terms and upon approval of the Board of Examiners, when required. Negotiations shall be confidential and not subject to disclosure to competing vendors unless and until an agreement is reached.

If contract negotiations cannot be concluded successfully, the State upon written notice to all vendors may negotiate a contract with the next highest scoring vendor or withdraw the

RFP.

10.6 Any contract resulting from this RFP shall not be effective unless and until approved by the Nevada State Board of Examiners (NRS 333.700).

TERMS AND CONDITIONS

11.1 PROCUREMENT AND PROPOSAL TERMS AND CONDITIONS

The information in this section does not need to be returned with the vendor’s proposal.

However, if vendors have any exceptions and/or assumptions to any of the terms and conditions in this section, they MUST identify in detail their exceptions and/or assumptions on Attachment B, Technical Proposal Certification of Compliance. In order for any exceptions and/or assumptions to be considered they MUST be documented in Attachment

B. The State will not accept additional exceptions and/or assumptions if submitted after the proposal submission deadline.

11.1.1 This procurement is being conducted in accordance with NRS chapter 333 and

NAC chapter 333.

11.1.2 The State reserves the right to alter, amend, or modify any provisions of this

RFP, or to withdraw this RFP, at any time prior to the award of a contract pursuant hereto, if it is in the best interest of the State to do so.

11.1.3 The State reserves the right to waive informalities and minor irregularities in proposals received.

11.1.4 The failure to separately package and clearly mark Part III – which contains confidential information, trade secrets and/or proprietary information, shall constitute a complete waiver of any and all claims for damages caused by release of the information by the State.

11.1.5 Proposals must include any and all proposed terms and conditions, including, without limitation, written warranties, maintenance/service agreements, license

Engineering Services RFP ES-19-02 Page 27 of 51 agreements and lease purchase agreements. The omission of these documents renders a proposal non-responsive.

11.1.6 The State reserves the right to reject any or all proposals received prior to contract award (NRS §333.350).

11.1.7 The State reserves the right to limit the Scope of Work prior to award, if deemed in the best interest of the State per NRS 333.350(1).

11.1.8 The State shall not be obligated to accept the lowest priced proposal but will make an award in the best interests of the State of Nevada after all factors have been evaluated (NRS §333.335).

11.1.9 Any irregularities or lack of clarity in the RFP should be brought to the attention of Robert D. Reese as soon as possible so that corrective addenda may be furnished to prospective vendors.

11.1.10 Descriptions on how any and all services and/or equipment will be used to meet the requirements of this RFP shall be given, in detail, along with any additional informational documents that are appropriately marked.

11.1.11 Alterations, modifications or variations to a proposal may not be considered unless authorized by the RFP or by addendum or amendment.

11.1.12 Proposals which appear unrealistic in the terms of technical commitments, lack of technical competence, or are indicative of failure to comprehend the complexity and risk of this contract, may be rejected.

11.1.13 Proposals from employees of the State of Nevada will be considered in as much as they do not conflict with the State Administrative Manual, NRS Chapter

§281 and NRS Chapter §284.

11.1.14 Proposals may be withdrawn by written or facsimile notice received prior to the proposal opening time. Withdrawals received after the proposal opening time will not be considered except as authorized by NRS §333.350(3).

11.1.15 Prices offered by vendors in their proposals are an irrevocable offer for the term of the contract and any contract extensions. The awarded vendor agrees to provide the purchased services at the costs, rates and fees as set forth in their proposal in response to this RFP. No other costs, rates or fees shall be payable to the awarded vendor for implementation of their proposal.

11.1.16 The State is not liable for any costs incurred by vendors prior to entering into a formal contract. Costs of developing the proposals or any other such expenses incurred by the vendor in responding to the RFP, are entirely the responsibility of the vendor, and shall not be reimbursed in any manner by the State.

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11.1.17 Proposals submitted per proposal submission requirements become the property of the State, selection or rejection does not affect this right; proposals will be returned only at the State’s option and at the vendor’s request and expense. The masters of the technical proposal, confidential technical proposal, cost proposal and confidential financial information of each response shall be retained for official files.

11.1.18 The Nevada Attorney General will not render any type of legal opinion regarding this transaction.

11.1.19 Any unsuccessful vendor may file an appeal in strict compliance with NRS

333.370 and chapter 333 of the NAC.

11.1.20 NRS 333.290 grants a preference to materials and supplies that can be supplied from a “charitable, reformatory or penal institution of the State” that produces such goods or services through the labor of inmates. The Administrator reserves the right to secure these goods, materials or supplies from any such eligible institution, if they can be secured of equal quality and at prices not higher than those of the lowest acceptable bid received in response to this solicitation. In addition, NRS 333.410 grants a preference to commodities or services that institutions of the State are prepared to supply through the labor of inmates.