Municipal_Service_Center_Microgrid_and_Backup_Power.pdf

REQUEST FOR PROPOSALS/QUALIFICATIONS

MUNICIPAL SERVICE CENTER MICROGRID AND BACKUP POWER

City of Thousand Oaks

2100 Thousand Oaks Blvd

Thousand Oaks, CA 91362

RELEASE DATE: July 18, 2025

DEADLINE FOR QUESTIONS: August 13, 2025

RESPONSE DEADLINE: September 3, 2025, 5:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://procurement.opengov.com/portal/toaks https://procurement.opengov.com/portal/%7bproject.government.code%7d

City of Thousand Oaks

REQUEST FOR PROPOSALS/QUALIFICATIONS

Municipal Service Center Microgrid and Backup Power

I. INTRODUCTION

II. NOTICE

III. DESCRIPTION OF WORK

IV. SCOPE OF WORK

V. PROPOSAL REQUIREMENTS

VI. APPLICABLE STANDARD TERMS

VII. PROPOSAL REVIEW PROCESS

VIII. EVALUATION CRITERIA

IX. VENDOR QUESTIONNAIRE

Attachments:

A - AttachmentA_CI5585_ScopeOfWork

B - AttachmentB_CI5585_VicinityLocationMaps

C - AttachmentC_CI5585_AsBuiltDrawings

D - AttachmentD_CI5585_Utility_PotholingReports

E - AttachmentE_CI5585_GeotechReports

F - AttachmentF_CI5585_ElectricityBills

G - AttachmentG_CI5585_Utility_Solar_IntervalData

H - AttachmentH_GeneralConditions

I - AttachmentI_DesignGuidelines

J - AttachmentJ_CPM_Specifications

K - AttachmentK_SampleAgreement

L - AttachmentL_FEMA_Requirements

M - AttachmentM_Performance_PaymentBonds

Request for Proposals/Qualifications Title: Municipal Service Center Microgrid and Backup Power

N - AttachmentN_CI5585_MSC_GeneratorReplacementDesign

1. INTRODUCTION

1.1. Summary

This project will result in a microgrid integrating an existing solar photovoltaic (PV) system, a new battery energy storage system (BESS), and a new recently designed natural gas generator at the City of

Thousand Oaks Municipal Service Center (MSC). The microgrid shall enable off-grid autonomous operation of the facility as well as utility energy arbitrage and peak demand reduction. The successful proposer (Contractor) shall provide procurement and construction of the generator and switchboard and design and engineering of the BESS, meters, data acquisition systems, electrical infrastructure, controls hardware and software, and monitoring software. Procurement and construction of the BESS, meters, data acquisition systems, electrical infrastructure, controls hardware and software, and monitoring software may later be issued as an amendment to the agreement.

1.2. Background

The City of Thousand Oaks is located in eastern Ventura County and consists of 56 square miles. The City population is approximately 123,000. The City is a general law city operating under the Council/Manager form of government. The City Council is comprised of five members elected by district, with one member serving as Mayor on an annual basis.

1.3. Contact Information

Project Contact:

Kenneth Wang

Senior Energy Analyst

2100 Thousand Oaks Blvd.

Thousand Oaks, CA 91362

Email: kwang@toaks.gov

Phone: (805) 449-2443

Procurement Contact:

Andrew Becker

Purchasing Supervisor

2100 East Thousand Oaks Blvd

Thousand Oaks, CA 91362

Email: abecker@toaks.gov

Phone: (805) 449-2203

Department:

Public Works - Sustainability Division

1.4. Timeline

Release Project Date July 18, 2025 mailto:kwang@toaks.gov tel:(805)449-2443 mailto:abecker@toaks.gov tel:(805)449-2203

Pre-Proposal Meeting (Mandatory) August 6, 2025, 1:00pm

Conejo Room, Municipal Service Center

1993 Rancho Conejo Blvd., Thousand Oaks, CA

91320

(805) 499-2499

Question Submission Deadline August 13, 2025, 5:00pm

Proposal Submission Deadline September 3, 2025, 5:00pm

2. NOTICE

REQUEST FOR PROPOSALS/QUALIFICATIONS (RFP/Q)

Municipal Service Center Microgrid and Backup Power

2.1. Notice

Notice is hereby given that sealed proposals will be received electronically, until Wednesday, September

3, 2025 before 5:00 pm local time, for furnishing all labor, materials and equipment for the following:

Design and construction of a microgrid integrating a new battery energy storage system (BESS), new natural gas generator (based on existing design), and existing solar photovoltaic system at the Municipal

Service Center. Base agreement will only include procurement and construction of generator and design of BESS and microgrid. Procurement and construction of BESS and microgrid may later be issued as an amendment to the agreement.

Proposals shall be submitted via the City's eProcurement Portal:

https://procurement.opengov.com/portal/toaks

Submissions through the portal will be closed after the scheduled deadline and no proposals will be accepted after that time.

Copies of the Proposal Package may be downloaded from the City's eProcurement Portal. Proposers are required to register with the City prior to downloading solicitation documents from the website and to be eligible to submit a proposal. Registration information is used to notify proposers via e-mail of addenda to procurement actions. You may view summary information about solicitations, but you must be registered at this site and logged in before you can download solicitation documents via the City's eProcurement Portal. When registering please use the following NIGP Codes: 29082, 92534, 91018, 91221, 28504, 28539.

2.2. Mandatory Pre-Proposal Meeting

A mandatory pre-proposal meeting will be held at 1:00 pm on Wednesday, August 6, 2025 in the Conejo

Room, Municipal Service Center 1993 Rancho Conejo Blvd., Thousand Oaks, CA 91320 (805) 499-2499.

Proposers are required to attend the pre-proposal meeting to be eligible to submit a proposal.

If attending the pre-proposal meeting, please RSVP through the City’s e-Procurement Portal.

Proposals will not be opened publicly, and the City will endeavor to keep such confidential until a preferred service provider is recommended. Proposals must be submitted by Proposer's authorized representative.

Proposals must bear original signatures and figures prior to being scanned/uploaded.

Laura B. Maguire, City Clerk

Published: TO Acorn, Friday, July 18, 2025

3. DESCRIPTION OF WORK

3.1. Project Background Information and Purpose

The MSC supports operations and maintenance of the City's infrastructure and contains a facility comprising one main and several smaller buildings. In addition, there are compressed natural gas (CNG), diesel, and gasoline fuel stations and parking areas for Thousand Oaks Transit and municipal fleet vehicles. There are currently two Southern California Edison (SCE) electrical service meters at MSC, one serving the buildings, the other serving the CNG station. Existing and future energy generation and storage systems for the two electrical systems are described as follows:

Buildings

A. Existing solar photovoltaic (PV) carports

B. Existing natural gas generator - powers emergency load panel during power outages

C. As part of this project, the Contractor will procure and construct a new natural gas generator

(based on an existing design) that will replace the generator described in B.

D. As part of this project, the Contractor will design, procure, and construct a BESS. The Contractor will design and install controls to integrate the BESS, solar PV carports, and new natural gas generator into a microgrid.

CNG station

A. Existing BESS

B. This project will not involve the CNG station nor the BESS attached to it.

Under a separate project "ELECTRIC VEHICLE (EV) CHARGING STATIONS AND BATTERY ENERGY STORAGE

SYSTEMS (BESS) at MUNICIPAL SERVICE CENTER (MSC)" not included in the scope of this project, EV chargers, BESS, natural gas generators supporting the EV chargers, and other electrical infrastructure will be designed and built at MSC. Coordination will be required to avoid interference between the two projects and to ensure that both projects are completed successfully. The microgrid that will be designed and built under this project will serve only the buildings, not the CNG station nor the EV chargers (other than one charger for maintenance use).

This project is partially funded by a Federal Emergency Management Agency (FEMA) grant. The

Contractor shall comply with all FEMA grant requirements, including payroll and procurement documentation and the Build America, Buy America Act (BABAA).

3.2. Proposal Information

Proposers should note that the City desires and expects your Proposal to include those tasks and services that you believe may be required to complete the Scope of Work, based on your firm’s expertise and prior experience.

Prepare a proposal to City of Thousand Oaks. The proposal shall address all tasks outlined below, and any additional tasks you believe are necessary, and your approach to accomplishing the same. Include meetings with key officials, stakeholders and expected number of presentations. Include a timeline and a fee proposal that describes the process and key milestones for completing the project on time and within budget.

Reports, memoranda, and other documents furnished under this Scope of Work will be of a quality acceptable to the City. Deliverables must: be of neat appearance, complete, accurate, as error-free as possible, organized and technically and grammatically correct, reflect the incorporation of City and other agency review comments, and be checked to meet all of the contract requirements.

Optional/Additional Scope - The Consultant shall list all other sub-tasks deemed necessary for successful completion of the project. This shall be broken down into sub-tasks, as appropriate, and the Consultant’s fee proposal should reflect the corresponding costs.

3.3. Phases/Services

At this time, the base agreement is anticipated to only include Phase 1 as described below.

Phase 1:

Permitting, procurement, construction, and commissioning of natural gas generator and switchboard

Design and engineering of BESS and microgrid (meters, data acquisition systems, electrical infrastructure, controls hardware and software, and monitoring software)

Phase 2 described below may be issued as an amendment to the agreement with the Contractor at a later date.

Phase 2:

Permitting, procurement, construction, and commissioning of BESS and microgrid

4. SCOPE OF WORK

4.1. Municipal Service Center Microgrid and Backup Power

Please see the following Attachments:

A. Scope of Work

B. Vicinity and Location Maps

C. As-built Drawings

D. Utility and Potholing Reports

E. Geotech Reports

F. Electricity Bills

G. Utility and Solar Interval Data

H. General Conditions

I. Design Guidelines

J. CPM Specifications

N. CI 5585 MSC Generator Replacement Design

5. PROPOSAL REQUIREMENTS

INSTRUCTION TO PROPOSERS

Each individual or firm (Proposer) submitting a proposal shall meet all of the terms and conditions specified in this Request for Proposal/Qualifications (RFP/Q). By its proposal submittal, the Proposer acknowledges agreement with the acceptance of all provisions of the Request for

Proposal/Qualifications (RFP/Q).

Each Proposal must contain the following:

5.1. Introduction and Cover Letter

Provide a cover letter describing your interest in this Request for Proposal/Qualifications (RFP/Q):

A. Provide the name, address, phone number, fax number, and email address of the contact person.

B. If your firm is subcontracting portions of this work, please indicate the firms with which you will be partnering along with the name, address, phone number, fax number, and email address of the contact person. Indicate the task that will be subcontracted and how the subcontract work will be managed and checked for quality control.

5.2. Explanation of How Proposer Will Perform the Work

Proposer must describe in detail how the requirements of this Request for Proposal/Qualifications

(RFP/Q) will be met, and may provide additional related information with the proposal. The proposal should be presented in a format that corresponds to, and references, the sections outlined in the Scope of Work, and should be presented in the same order. Responses to each section and subsection should be labeled to indicate which item is being addressed. Proposal should be straightforward, concise and provide “layman” explanations of technical terms that are used. Emphasis should be concentrated on conforming to the Request for Proposal/Qualifications (RFP/Q) instructions and responding to the

Request for Proposal/Qualifications (RFP/Q) requirements.

Conceptual Design

Proposer must submit a system conceptual design including the following components as part of their proposal:

A. Site plan

B. Electrical single line diagram

C. Specification sheets for the battery energy storage system (BESS), natural gas generator, microgrid controls software, and monitoring software

Performance Model

Proposer must model the microgrid's ability to perform energy arbitrage and peak demand reduction.

Proposer must include the model output including the following:

A. Without microgrid, for a 12-month period

1. Monthly utility peak demand for all time-of-use periods on which demand charges are based

(kW)

2. Monthly utility peak demand charges ($)

3. Monthly utility energy usage for all time-of-use periods on which energy charges are based

(kWh)

4. Monthly utility energy charges ($)

5. Monthly solar energy usage for all time-of-use periods on which energy charges are based

(kWh)

6. Monthly solar energy export for all time-of-use periods on which energy charges are based

(kWh)

B. With microgrid, for a 12-month period

1. Monthly utility peak demand and savings for all time-of-use periods on which demand charges are based (kW)

2. Monthly utility peak demand charges and savings ($)

3. Monthly utility electricity usage and savings for all time-of-use periods on which energy charges are based (kWh)

4. Monthly utility electricity charges and savings ($)

C. Financial analysis for a 20-year BESS lifetime

1. Annual cash flow

2. Simple payback period

3. Net present value

Assume electricity price escalation of 5% per year, solar panel degradation of 0.5% per year, and discount rate of 3% per year in producing the financial analysis. The solar PV system was activated on

9/8/2022.

If a complete response cannot be provided without referencing supporting documentation, you must provide such documentation with the proposal indicating where the supplemental information can be found.

5.3. Tentative Schedule

Please submit the tentative schedule by phase and tasks to be completed.

5.4. Estimated Hours

Please submit the estimated hours for Proposer staff in performing each phase of the work, including sub-consultants.

5.5. Services and Data

Please identify any services and/or data Proposer needs from the City of Thousand Oaks in order to complete the work.

5.6. Proposer's Qualifications and Background

Proposer must provide proof of qualifications and experience related to the area of proposed services.

Each Proposer shall be skilled and regularly engaged in the general class or type of work called for in this

Request for Proposal/Qualifications (RFP/Q). The Proposer’s experience shall be set forth and submitted, as follows:

A. Company ownership. If incorporated, the state in which the company is incorporated and the date of incorporation.

B. Location of company offices.

C. Location of officer servicing any California accounts.

D. Number of employees both locally and nationally.

E. Locations from which employees will be assigned.

F. Name, address, email address, and telephone number of the Proposer’s point of contact for this project.

G. Company background/history and why Proposer is qualified to provide the services described in this Request for Proposal/Qualifications (RFP/Q)

H. Length of time Proposer has been providing services described in this RFP/Q. Please provide a brief description.

I. Resumes for key staff to be responsible for performance of any contract resulting from this

Request for Proposal/Qualifications (RFP/Q).

J. Licenses and registrations that the company currently holds. The City has determined that proposers must have a Class A license, Class C-10 license (either directly or through a subcontractor), and a California-licensed Professional Engineer (PE) in Electrical Engineering to be eligible for award of this Contract.

5.7. Negative History

Proposer must include in their Proposal a complete disclosure of any alleged significant prior or ongoing contract failures, any civil or criminal litigation or investigation pending which involves the Proposer or in which the Proposer has been judged guilty or liable within the last 5 years.

If there is no information to disclose then, Proposer must affirmatively state there is no negative history.

Failure to comply with the terms of this provision will disqualify any proposal. The City reserves the right to reject any Proposal based upon the Proposer’s prior history with the City or with any other party, which documents, without limitation, unsatisfactory performance, adversarial or contentious demeanor, significant failures to meet contract milestones or other contractual failures.

5.8. Client References

A minimum of three references from similar projects performed (references from local government clients are preferred) within the last three years years must be provided. Information provided shall include:

A. Client name, client Project Manager, address, telephone number, and email address. If client is not a local government, please indicate the type of business.

B. Type of service provided to client.

C. Project description.

D. Project dates (starting and ending).

E. Staff assigned to that project.

F. Discuss final outcome.

5.9. Compensation

Proposal must list Maximum Payment in a not to exceed amount, as well as providing a breakdown of cost to complete the work including, but not limited to, hourly rates, reimbursables and maximum anticipated cost.

5.10. Demonstrated Competence and Professional Qualifications

Services for professional architectural, landscape architectural, engineering, environmental, land surveying, or construction project management shall be on the basis of demonstrated competence and on the professional qualifications necessary for the satisfactory performance of the services required.

5.11. Prevailing Wage and Apprenticeship

The work described herein may be a “public work”, as defined in Labor Code Section 1771, thus obligating

Contractor/Consultant and subcontractor to pay prevailing wages under the California Labor Code.

Contractor/Consultant and subcontractor agrees to indemnify, defend and hold City harmless from any claim that prevailing wages should have been paid, and shall be liable for the payment of the same and any penalties thereon. It is the responsibility of the Proposer to be familiar with the California Labor Code, and failure or neglect of the Proposer to understand the California Labor Code shall in no way relieve him from any obligations.

Labor Code section 1777.5 requires the use of qualified apprentices by all trades, regardless of the dollar amount of their portion of the work, on public works contracts over $30,000. Apprentices shall be used at no less than the ratio required by law, and shall be paid at the prevailing wage for apprentices in the trade for which they are registered. It is Contractor/Consultant’s sole responsibility to ensure that they and their subcontractors comply with the specific requirements of section

This project is eligible for clean energy tax benefits to the City under the Direct Pay/Elective Pay provision of the Inflation Reduction Act (https://www.irs.gov/credits-deductions/elective-pay-and-transferability).

In order for the City to be eligible for full benefits (30% of project plus 10% energy communities bonus), the IRA prevailing wage and apprenticeship requirements must be met. The prevailing wage requirements of the IRA are that "all laborers and mechanics employed by the taxpayer (or any contractor or subcontractor) on the construction, alteration, or repair of a qualified facility, project, property, or equipment (hereafter referred to as facility) are paid wages at rates that are not less than the prevailing rates determined by the Department of Labor in accordance with subchapter IV of chapter 31 of title 40 of the U.S. Code (the Davis-Bacon Act) for the type of work performed in the geographic area of the facility." The apprenticeship requirements include three components — a labor hours requirement, a ratio requirement, and a participation requirement. Under the labor hours requirement, 15% of the total labor hours performed in the construction, alteration, or repair of the facility are performed by qualified apprentices from a registered apprenticeship program. Under the ratio requirement, the taxpayer must ensure that the applicable ratio of apprentices to journeyworkers established by the registered apprenticeship program are met for apprentices working on the facility each day. Under the participation requirement, any taxpayer (or contractor or subcontractor) that employs 4 or more laborers or mechanics in the construction, alteration, or repair of the facility must also hire at least one qualified apprentice.

However, there is a statutory exception for a facility that has a maximum net output of less than one megawatt of electrical energy (as measured in alternating current), which may be eligible for the increased credit amount without satisfying the prevailing wage and apprenticeship requirements. The one-megawatt exception may also apply to qualified projects under Section 48 (of the Internal Revenue Code, "Energy Credit") with a maximum net output of less than one megawatt of thermal energy; and to energy storage technology under section 48E with a capacity of less than one-megawatt. It is the expectation of the City that the project be eligible for the full 30% (or 30% + 10% with energy communities bonus) of available tax credit. Thus the determination of any exceptions to apprenticeship requirements is at the risk of the contractor.

5.12. Any Other Information

Please submit any other information which would assist City in making this contract award decision.

https://www.irs.gov/credits-deductions/elective-pay-and-transferability

6. APPLICABLE STANDARD TERMS

6.1. Acceptance Period

Unless otherwise specified herein, the Proposal is firm for a period of 90 days.

6.2. Addenda Acknowledgment

Each Proposal shall include specific acknowledgment of receipt of all addenda issued during the solicitation period. Failure to so acknowledge may result in the Proposal being rejected as not responsive.

Each addendum must be acknowledged via the City's eProcurement Portal.

6.3. Authorized Signatures

Every Proposal must be signed by the person or persons legally authorized to bind the Proposer to a contract for the execution of the work. Upon request of the City, any agent submitting a Proposal on behalf of a Proposer shall provide a current power of attorney certifying the agent’s authority to bind the

Proposer. If an individual makes the Proposal, their name, signature, and post office address must be shown. If a firm or partnership makes the Proposal, the name and post office address of the firm or partnership and the signature of at least one of the general partners must be shown. If a corporation makes the Proposal, the Proposal shall show the name of the state under the laws of which the corporation is chartered, the name and post office address of the corporation and the title of the person signing on behalf of the corporation. Upon request of the City, the corporation shall provide a certified copy of the bylaws or resolution of the board of directors showing the authority of the officer signing the proposal to execute contracts on behalf of the corporation.

6.4. Proposals Retention

City reserves the right to retain all Proposals for a period of 90 days for examination and comparison.

6.5. Business License

The selected Proposer and any sub-contractors/sub-consultants must have a valid City of Thousand Oaks

Business License prior to execution of the contract. Additional information regarding the City’s Business

License program may be obtained by going to the following website:

https://toaks.gov/businesslicenses

6.6. Cancellation Of Solicitation

The City of Thousand Oaks may cancel this solicitation at any time.

6.7. Compliance With Laws

The Proposal shall comply with current federal, state, and other laws relative thereto.

https://toaks.gov/businesslicenses

6.8. Solicitation Documents, Examination Of

It is the responsibility of the Proposer to carefully and thoroughly examine the documents contained in this Request for Proposal/Qualifications (RFP/Q). Proposer shall satisfy themselves as to the character, quantity, and quality of work to be performed and materials, labor, supervision or equipment necessary to perform the work as specified by this Request for Proposal/Qualifications (RFP/Q). The failure or neglect of the Proposer to examine the Request for Proposal/Qualifications (RFP/Q). Documents shall in no way relieve them from any obligations with respect to this solicitation. The submission of a proposal shall constitute an acknowledgment upon which the City may rely that the Proposer has thoroughly examined and is familiar with the Request for Proposal/Qualifications (RFP/Q) and the project. No claim will be allowed for additional compensation that is based upon a lack of knowledge of any solicitation document.

6.9. Cost Of Proposal

The City is not liable for any costs incurred by Proposers before entering into a formal contract. Costs of developing the proposals or any other such expenses incurred by the Proposer in responding to the

Request for Proposal/Qualifications (RFP/Q) are entirely the responsibility of the Proposer, and shall not be reimbursed in any manner by the City.

6.10. Definition Of Terms

For the purposes of this RFP/Q, the following definitions apply:

A. City of Thousand Oaks and City. City of Thousand Oaks and City are used interchangeably and are synonymous with one another.

B. Contractor/Consultant. Same as Successful Proposer.

C. Review Committee. An independent committee established by the City to review, evaluate, and score the proposals, and to recommend award of the proposal determined by the committee to be in the best interest of the City.

D. May/Should. Indicates something that is not mandatory. Failure to do what “may" or "should" be done will not result in rejection of your proposal.

E. Must/Shall. Indicates a mandatory requirement. A proposal that fails to meet a mandatory requirement may be deemed non-responsive and not be considered for award.

F. Proposer. The person or firm making the offer.

G. Proposal and/or Statement of Qualifications. The offer presented by the Proposer.

H. RFP/Q. Acronym for Request For Proposals / Request for Qualifications.

I. Submittal Deadline. The date and time on or before all proposals must be submitted.

J. Successful Proposer. The person, contractor, or firm to whom the award is made.

6.11. Disqualification Of Proposer

If there is reason to believe that collusion exists among the Proposers, the City may refuse to consider any

Proposal from participants in such collusion. No person, firm, or corporation under the same or different name, shall make, file, or be interested in more than one Proposal for the same work unless an alternate

Proposal is called for. A person, firm, or corporation who has submitted a sub-Proposal to a Proposer, or who has quoted prices on materials to a Proposer, is not thereby disqualified from submitting a sub-

Proposal or quoting prices to other Proposers. Reasonable ground for believing that any Proposer is interested in more than one Proposal for the same work will cause the rejection of all Proposals for the work in which a Proposer is interested. If there is reason to believe that collusion exists among the

Proposers, the City of Thousand Oaks may refuse to consider all Proposals from participants in such collusion. Proposers shall submit as part of their Proposal documents the completed Non-Collusion

Affidavit provided herein.

6.12. Documents To Be Returned With Proposal or Statement of Qualifications

Failure to completely execute and submit the required documents before Submittal Deadline may render a proposal non-responsive. The documents that must be returned by the Submittal deadline are listed in the "Vendor Questionnaire" section.

6.13. Execution Of Agreement

The Successful Proposer will be required to execute an agreement in the form attached to this Request for Proposal/Qualifications (RFP/Q) and comply with all requirements of said Agreement. In case of failure of the Successful Proposer to execute and return the contract and all required documents within the time allowed, the City may, at its option, consider that the Proposer has abandoned the contract, in which case the Proposal Security Bond, if one was required, shall be forfeited by the Proposer and become the property of the City.

6.14. Conflict Of Interest

Proposer covenants that it presently has no interest, and shall not acquire any interest, direct or indirect, financial or otherwise, which would conflict in any manner or degree with the performance of the services hereunder. Contractor certifies that to the best of his knowledge, no one who has or will have any financial interest under this contract is an officer or employee of the City of Thousand Oaks.

6.15. Questions And Comments

Questions and comments regarding this solicitation must be submitted in writing via the City's eProcurement Portal before Wednesday, August 13, 2025. Any response will be answered in the Question and Answer section of the project and/or in a form of an addendum and will be sent as promptly as is practical to all parties registered with the City pursuant to the Registration Section set out below. All such addenda shall become a part of the Request for Proposal/Qualifications (RFP/Q). Any prospective

Proposer who obtained the Request for Proposal/Qualifications (RFP/Q) from anyone other than the City is responsible for registering with the City to receive subsequent Addenda.

6.16. Submittal

Required delivery method for submitting proposals is electronically via the City's eProcurement Portal.

The Proposal will not be opened publicly, and the City will endeavor to keep such confidential until a preferred service provider is recommended. Proposals must bear original signatures and figures prior to being scanned/uploaded. If no document can be identified as bearing original signatures, Proposer's proposal may be rejected at the discretion of the City.

6.17. Proposal Deadline

Proposals shall not be accepted after Wednesday, September 3, 2025 at 5:00 pm. The City reserves the right to extend the Submittal Deadline when it is in the best interest of the City.

6.18. Registration

Proposers are required to register with the City prior to downloading documents from the website and to be eligible to submit a Proposal. This information is used to notify Proposers via e-mail of addenda to procurement actions. You may view summary information about solicitations but you must be registered at this site and logged in before you can download solicitation documents:

https://procurement.opengov.com/portal/toaks

Proposer, when registering please identify NIGP Codes: 29082, 92534, 91018, 91221, 28504, 28539.

Additional codes can be added based on the products or services your business provides. Those needing assistance registering at the website may contact Grace Ng, Assistant Analyst, (805) 449-2239; e-mail:

gng@toaks.gov or Andrew Becker, Purchasing Supervisor, (805) 449-2203, email: abecker@toaks.gov.

Solicitations may be downloaded by vendors who have registered online at the City’s Purchasing website.

A Proposer who fails to register with the City as outlined above shall be deemed non-responsive and not be considered for award.

6.19. Proposal or Statement of Qualifications Modifications

Any Proposer who wishes to make modifications to a proposal already received by the City must withdraw their proposal via the City's eProcurement Portal in order to make the modifications. All modifications must be properly initialed by Proposer’s authorized representative, executed, and submitted in accordance with the terms and conditions of this solicitation. It is the responsibility of the Proposer to ensure that a modified or withdrawn Proposal is resubmitted before the Submittal Deadline.

6.20. Proposal or Statement of Qualifications Withdrawal

A Proposer may withdraw their Proposal, without prejudice prior to the time specified for the proposal opening, via the City's eProcurement Portal.

6.21. Proprietary Information

The original copy of each Proposal shall be retained for official files and will become public record after the award of a contract unless the Proposal or specific parts of the Proposal can be shown to be exempt by law. Each Proposer may clearly label part of a Proposal as "CONFIDENTIAL" if the Proposer thereby agrees to indemnify and defend the City for honoring such a designation. The failure to so label any information that is released by the City shall constitute a complete waiver of all claims for damages caused https://procurement.opengov.com/portal/toaks https://procurement.opengov.com/portal/toaks mailto:gng@toaks.gov mailto:abecker@toaks.gov by any release of the information. If a public records request for labeled information is received by the

City, the City will notify the Proposer of the request and delay access to the material until seven working days after notification to the Proposer. Within that time delay, it will be the duty of the Proposer to act in protection of its labeled information. Failure to so act shall constitute a complete waiver.

6.22. Levine Act Compliance

California Government Code section 84308 (Levine Act) prohibits any Thousand Oaks City Council member from participating in any action related to a contract, agreement, or franchise agreement

(excluding labor or competitively bid contracts) if the Council member receives a campaign contribution totaling more than $500 (aggregated) from the party to the contract, agreement or franchise agreement, their agents, or any financially interested participant who actively supports or opposes the matter within the previous twelve (12) months. Council members must also disclose any eligible campaign contribution received on the record of the proceeding.

Council members are prohibited from accepting, soliciting, or directing a campaign contribution of more than $500 (aggregated) from a party, their agent/representative, or a financially interested participant during a proceeding and for 12 months following the date a final decision is made. In addition, a party, their agent/representative, or a financially interested participant is prohibited from contributing more than $500 (aggregated) to a Council member during a proceeding and for 12 months following the date a final decision is made.

The Levine Act also requires parties to certain contracts, agreements, or franchise agreements to disclose any campaign contribution over $500 (aggregated) within the preceding twelve (12) months by the party to the agreement, contract, or franchise agreement and their agents. The Levine Act does not apply to competitively bid, labor, or personal employment contracts.

All proposals must include completion of the Levine Act Disclosure Form.

7. PROPOSAL REVIEW PROCESS

7.1. Proposal Review and Award Schedule

The following is an outline of the anticipated schedule for Proposal review and contract award:

Issued RFP/Q: Friday, July 18, 2025

Proposals Submittal Deadline: Wednesday, September 3, 2025

Complete proposal evaluation: Wed. September 17, 2025

Conduct finalist interviews: Thu., September 25, 2025

Complete contract negotiations: Mon., October 6, 2025

Proposer & Award Agreement: Tue., November 4, 2025

Execute contract: Mon., November 10, 2025

Begin work: Wed., November 19, 2025

Complete Phase 1 (generator construction and microgrid design): Tue., June 30, 2026

Complete Phase 2 (microgrid construction): Tue., August 31, 2027

7.2. Proposal Opening/Rejection/Waiver

All Proposals and/or Statement of Qualifications, irrespective of irregularities or informalities, will be opened at the time stipulated in the Request for Proposal/Qualifications (RFP/Q) document. This is not a public opening. A tally of the names will be performed and may be released upon request. No other information will be released.

The City of Thousand Oaks reserves the right to postpone the Submittal Deadline and opening of

Proposal any time before the date and time announced in the Request for Proposal/Qualifications (RFP/Q) or subsequent addenda.

City also reserves the right to waive non-substantial irregularities in any Proposal, to reject any or all

Proposals, to reject or delete one part of a Proposal and accept the other, except to the extent that

Proposals are qualified by specific limitations.

The City reserves the right to reject the Proposal of any Proposer who previously failed to perform adequately for the City or any other governmental agency. The City expressly reserves the right to reject the Proposal of any Proposer who is in default on the payment of taxes, licenses or other monies due the

City of Thousand Oaks.

7.3. PROPOSAL REVIEW PROCESS AND AWARD OF CONTRACT

The Proposal will be evaluated by a review committee of City staff using a two-stage selection process described below.

The Committee will evaluate all Proposals and/or Statement of Qualifications received in accordance with the EVALUATION CRITERIA. The City reserves the right to establish weight factors that will be applied to the criteria depending upon order of importance. The criteria, however, are not listed in any order of preference. Weight factors and evaluation scores will not be released. The City is not obligated to accept the lowest Proposal, but will make an award in the best interests of the City after all factors have been evaluated.

7.4. Phase 1 – Written Proposal Review/Finalist Candidates Selection.

The City reserves the right to further negotiate the proposed work scope and/or method and amount of compensation.

The Review committee may also contact and evaluate the Proposer's and subcontractor's references;

contact any Proposer to clarify any response; contact any current users of a Proposer’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.

Discussions may, at the City’s sole option, be conducted with responsible Proposers who submit proposals determined to be reasonably susceptible of being selected for an award. Discussions may be for the purpose of clarification to assure full understanding of, and responsiveness to, the solicitation requirements. Proposers shall be accorded fair and equal treatment with respect to any opportunity for discussion and written revision of proposals. Revisions may be permitted after submissions and before award for obtaining best and final proposals. In conducting discussions, the City will not disclose information derived from proposals submitted by competing Proposers.

7.5. Phase 2 - Oral Presentations/Interviews and Consultant Selection

Finalist candidates will be invited to make a presentation to the Review Committee and answer questions about their proposal. The purpose of this second phase is two-fold: to present the project and to clarify and resolve any outstanding questions or issues about the proposal.

Contract award will be based on a combination of factors that represent the best overall value for completing the work as determined by City, including: the written proposal criteria described above;

results of background and reference checks; results from the interviews and presentation phase; and proposed compensation.

A Notification of Intent to Award may be sent to any Proposer selected. Award is contingent upon the successful negotiation of final contract terms. Negotiations shall be confidential and not subject to disclosure to competing Proposers unless an agreement is reached. If contract negotiations cannot be concluded successfully, the City in its sole discretion may negotiate a contract with another Proposer or withdraw the RFP/Q.

https://procurement.opengov.com/portal/toaks/projects/146090/document?section=1320517

8. EVALUATION CRITERIA

A. Project understanding and approach

B. Quality, clarity, responsiveness, conformance with the terms of this RFP/Q, and overall impression of proposal

C. Qualifications and availability of key persons to be assigned to the contract resulting from this solicitation

D. Subcontractor qualifications

E. Past experiences with the City

F. Relevant experience (past similar scope and size projects)

G. Creativity and innovation

H. Reasonableness of completion schedule and hours dedicated to completion of each task

I. Reasonableness of time schedule responding to as-needed services

J. Reasonableness of cost and compensation submittal

K. Proximity of company offices to City

L. Client references

9. VENDOR QUESTIONNAIRE

The following forms are included with the RFP/Q and must be submitted with the proposal document on or before the Submittal Deadline

9.1. NON-COLLUSION AFFIDAVIT FORM*

Please download the below documents, complete, and upload. The form can be downloaded and uploaded under the project page where it says VENDOR QUESTIONNAIRE on the project website on the

City's e-procurement portal.

• Non-Collusion_Affidavit_For...

*Response required

9.2. AGREEMENT WITH CONTRACT TERMS*

Please download the below documents, complete, and upload.

• CI5585_Form_AgreementWithCo...

*Response required

9.3. BUILD AMERICA BUY AMERICA CERTIFICATION*

Please download the below documents, complete, and upload.

• CI5585_Form_BuildAmericaBuy...

*Response required

9.4. CALIFORNIA AIR RESOURCES BOARD CERTIFICATION*

Please download the below documents, complete, and upload.

• CI5585_Form_CaliforniaAirRe...

*Response required

9.5. IRA DIRECT PAY ACKNOWLEDGEMENT*

Please download the below documents, complete, and upload.

• CI5585_Form_IRA_DirectPayAc...

*Response required

9.6. PUBLIC WORKS CONTRACTOR DIR REGISTRATION CERTIFICATION*

Please download the below documents, complete, and upload.

• CI5585_Form_PublicWorksCont...

*Response required https://procurement.opengov.com/portal/toaks/projects/146090/document?section=1320508 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