On-Call_Electrical_Engineering_Support_Services.pdf

REQUEST FOR QUALIFICATION # 26-114-S

Consultant Contract

Project Title: On-Call Electrical Engineering Support Services

Table 1: Solicitation Schedule

Solicitation Release July 10, 2026

Pre-Submittal Conference (Non-Mandatory) July 17, 2026, 11:00am

Microsoft Teams Meeting https://teams.microsoft.com/meet/260175279997

744?p=MnQ4es8mA7RPhXjF6e

Meeting ID: 260 175 279 997 744 Passcode: nk2vb9GC

Dial in by phone +1 206-686-8357,,641921660# United States, Seattle Find a local number Phone conference ID: 641 921 660#

Deadline for Questions July 22, 2026, 5:00pm

Response Submission Deadline August 10, 2026, 1:00pm

Interviews if Conducted (estimated) Week of 9/14/26

The City reserves the right to modify this.

Changes will be posted on the City website or as otherwise stated.

https://teams.microsoft.com/meet/260175279997744?p=MnQ4es8mA7RPhXjF6e https://teams.microsoft.com/meet/260175279997744?p=MnQ4es8mA7RPhXjF6e

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://procurement.opengov.com/portal/seattle/projects/279956

Procurement Contact Information

Procurement Contact: Ajla Suta, Contracts and Procurement Advisor, ajla.suta@seattle.gov, (206) 233-7185

Unless authorized by the Procurement Contact, no other City official or employee may speak for the City regarding this solicitation until award is complete. Any Proposer contacting other City officials or employees does so at Proposer’s own risk. The City is not bound by such information.

TABLE OF CONTENTS

1. Procurement Contact Information

2. Purpose and Background

3. Performance Schedule

4. Solicitation Objectives

5. Minimum Qualifications

6. Scope of Work

7. Contract Modifications

8. Procedures and Requirements

9. Selection Process

10. Evaluation Section

11. Award and Contract Execution

12. Response Materials and Submittal

Attachments:

A - Attachment 1 - Consultant Contract with Exhibits

B - Attachment 2 - Insurance Requirements

C - Attachment 3 - Ethics Brochure

D - Attachment 4 - Consultant Questionnaire

E - Attachment 5 - WMBE Inclusion Plan

F - Reference Material - SPU Strategic Business Plan

G - 26-114-S RFQ Package

1. Procurement Contact Information

Procurement Contact: Ajla Suta, Contracts and Procurement Advisor, ajla.suta@seattle.gov, (206) 233-7185

Qualifications are to be submitted through the e-Procurement portal at https://procurement.opengov.com/portal/seattle, no later than 1:00 pm on Monday, August 10, 2026.

Unless authorized by the Procurement Contact, no other City official or employee may speak for the City regarding this solicitation until award is complete. Any Respondent contacting other City officials or employees does so at Respondent’s own risk. The City is not bound by such information.

2. Purpose and Background

Seattle Public Utilities (SPU) is seeking a qualified consultant to provide on-call electrical engineering services supporting electrical safety, building electrification and decarbonization, energy performance compliance, and long-term resilience planning. This contract will provide SPU with the technical expertise needed to address critical electrical safety requirements through arc flash studies, while also advancing SPU’s goals of eliminating fossil-fuel reliance, improving facility performance, and preparing for future building electrification and electric fleet infrastructure.

Through this contract, the Consultant will:

• Support SPU’s efforts to maintain safe electrical systems and comply with OSHA, NFPA, IEEE, and related standards.

• Advance SPU’s decarbonization, electrification, and energy performance goals through engineering analysis, planning, design, and construction.

• Provide high-quality engineering recommendations that support lifecycle planning, resilience, and future electrification needs.

• Deliver accurate, maintainable electrical system models and documentation.

• Support compliance with facility performance goals, citywide climate commitments, and other regulatory programs.

SPU anticipates awarding one (1) on-call contract with an estimated value of $10M - $12M.

3. Performance Schedule

The contract duration is expected to be (5) years. Work Assignments will be developed iteratively over the course of the contract with varying dates for milestones and deliverables depending on the scope. Each work assignment will define the scope, timeline, and deliverables for that specific project. Schedules for each work assignment will be determined based on project needs, regulatory requirements, operational constraints, and facility access considerations. SPU does not guarantee any minimum amount of work under this contract.

4. Solicitation Objectives https://procurement.opengov.com/portal/seattle

The City expects to achieve the following outcomes through this consultant solicitation:

• Contract with a firm to provide on-call expertise that ensures electrical safety, regulatory compliance, and strategic progress toward decarbonization, electrification, and long-term facility resilience,

• Contract with a firm to support SPU in designing and implementing electrification strategies aligned with its Strategic Business Plan.

• Contract with a firm that is committed to the City’s women and minority owned business enterprise

(WMBE) program and submission of an inclusion plan that is innovative and feasible.

• Promote meaningful participation of WMBE firms through thoughtful team structure and subcontracting strategies.

5. Minimum Qualifications

There are no minimum qualifications required in order for a consultant to submit a response to this solicitation.

6. Scope of Work

6.1. Scope of Work

This Scope of Work presents the range of electrical engineering work proposed under this contract.

Arc Flash & Electrical System Assessments

The Consultant shall perform electrical safety and system analysis services to support SPU’s Arc Flash Program.

Services include but are not limited to:

• Conduct field verification and data collection for electrical equipment

• Consult with utility companies to obtain primary maximum available fault current data from the service transformers

• Develop or update as-built one line diagram and maintain electrical system models (ETAP preferred)

• Perform short-circuit, protection and coordination, and arc flash hazard studies

• Prepare stamped arc flash reports, including assumptions, methodology, and results

• Produce and install arc flash labels per SPU label template/standard

• Provide mitigation recommendations, including device trip setting coordination or replacement

• Perform thermographic inspections and issue reports detailing results

Deliverables:

• Arc flash study reports, including assumptions, methodologies, ETAP one line showing fault currents point to point, and calculation results.

• Electrical system model files, supporting data, and coordination curves.

• Arc flash labels and documentation.

• Arc flash mitigation recommendations (equipment coordination or replacement recommendations)

• Thermographic inspections and reports

• As-built one line diagram per COS CAD standards

Building Electrification, Decarbonization & Resilience Engineering

The Consultant shall provide engineering services that support SPU’s transition toward fossil-fuel-free building systems, improved efficiency, building performance mandates, and long-term operational resilience. Services include but are not limited to:

• Conduct mechanical and electrical assessments.

• Develop building electrification studies.

• Develop decarbonization roadmap.

• Perform resilience and redundancy planning/evaluations.

• Coordinate with utilities for service upgrades

• Conduct energy and building performance audits for planning and compliance purposes

• Evaluate EV load evaluation and infrastructure planning.

• Draft new and revise existing one-line diagrams.

• Support electrification/decarbonization projects from options analysis through design and construction phases.

• Provide A & E structural and envelope studies associated with equipment and energy upgrades

• Support building audits and compliance measures for CBPS, BEPS, and other building performance mandates

Deliverables:

• Technical reports

• Drawings and one-line diagrams

• Cost estimates

• Energy modeling outputs

• Implementation recommendations

• Options Analysis, Design and Construction support services

These projects are known or anticipated to require development under a Professional Engineer licensed in

Washington state.

7. Contract Modifications

The City consultant contract is attached (See Attachments Section), Attachment 1.

The City has attached its boilerplate contract terms to allow Respondents to be familiar with boilerplate, and the non-negotiable terms before submitting a proposal. The City may negotiate with the highest ranked apparent successful Respondent. The City cannot modify contract provisions mandated by Federal, State or

City law: Equal Benefits, Audit (Review of Vendor Records), WMBE and EEO, Confidentiality, and Debarment or mutual indemnification. Exceptions to those provisions will be summarily disregarded.

8. Procedures and Requirements

This section details City instructions and requirements for your submittal. The City reserves the right in its sole discretion to reject any Consultant response that fails to comply with the instructions.

8.1. Registration into the City's Procurement Portal

If you have not previously done so, register at: https://procurement.opengov.com/portal/seattle, then subscribe to the City’s Procurement Portal. The Procurement Portal is used by City staff to identify companies for future solicitation lists and check certifications. Women- and minority-owned firms are asked to self-identify their business as such in OpenGov. Registration in the City's Procurement Portal is required to submit a response to this solicitation.

8.2. Pre-Submittal Conference

The City offers an optional pre-submittal conference at the time, date and location on the Timeline. Respondents are highly encouraged to attend but not required to attend to be eligible to submit their qualifications. The meeting answers questions about the solicitation and clarifies issues. This also allows Respondents to raise concerns. Failure to raise concerns over any issues at this opportunity will be a consideration in any protest filed regarding such items known as of this pre-submittal conference.

8.3. Questions

Respondents may submit their questions through the Procurement Portal. Failure to request clarification of any inadequacy, omission, or conflict will not relieve the Consultant of responsibilities under any subsequent contract. It is the responsibility of the interested Consultant to assure they receive responses to questions if any are issued.

8.4. Changes to the RFQ

The City may make changes to this RFQ if, in the sole judgment of the City, the change will not compromise the

City’s objectives in this solicitation. Any change to this RFQ will be made by formal addendum issued by the City, through the Procurement Portal at https://procurement.opengov.com/portal/seattle and shall become part of this RFQ.

8.5. Receiving Addenda and/or Question and Answers

It is the obligation and responsibility of the Consultant to learn of addenda, responses, or notices issued by the

City, through the Procurement Portal. Some third-party services independently post City of Seattle solicitations on their websites. The City does not guarantee that such services have accurately provided all the information published by the City.

All submittals sent to the City may be considered compliant with or without specific confirmation from the

Consultant that any and all addenda was received and incorporated into your response. However, the Project

Manager reserves the right to reject any submittal that does not fully incorporate Addenda that is critical to the project.

8.6. Qualifications Submittal

Responses must be received by the City no later than the date and time in the Timeline, except as revised by

Addenda. The submitter has full responsibility to ensure the response is submitted to the City's Procurement

Portal within the deadline. The Procurement Portal will not allow vendors to upload submissions past the deadline.

A. All pages are to be 8.5 x 11 inch, numbered sequentially and closely follow the requested formats.

B. The City has page limits specified in the submittal instructions section. Any pages that exceed the page limit will be excised from the document for purposes of evaluation.

C. The submitter has full responsibility to ensure the response arrives at the City within the deadline. A response delivered after the deadline may be rejected unless waived as immaterial by the City given specific fact-based circumstances.

8.7. Electronic Submittal

The City requires electronic submittal.

A. Upload your submission to the respective procurement opportunity online at https://procurement.opengov.com/portal/seattle by the submittal deadline. We recommend you give yourself sufficient time and at least ONE (1) day before Closing Time to begin the uploading process and to finalize your submission.

B. Do not embed any documents within your uploaded files, as they will not be accessible or evaluated.

Please see the Attachments section for specifications and attachments.

C. Hyperlinks and URLs to web sites or references to attachments may not be used in documents submitted in response to this solicitation, unless specifically requested in the submittal requirements.

The City is not obligated to evaluate, review, or score any information submitted in the form of a hyperlink or URL.

D. Responses to the solicitation will not be visible to the city until after the solicitation closing time.

E. Uploading large documents may take significant time, depending on the size of the file(s) and your

Internet connection speed.

F. You will receive an email confirmation once you finalize your submission.

G. OpenGov Procurement works with the latest versions of Chrome, Firefox, Microsoft Edge, and Safari for Mac.

H. OpenGov Procurement does not work with the following versions of Internet Explorer, Google Chrome

<54, Microsoft Edge <14, Safari <10.1, and Firefox <47

I. Any risks associated with an electronic submittal are borne by the Proposer.

J. The City uses OpenGov Procurement for accepting and evaluating proposals electronically. For software support, contract OpenGov. Live support is available 4am to 7pm Pacific Time, Monday through Friday, excluding holidays.

o Chat: Click the chat bubble on OpenGov o Phone: (650) 336-7167 o Email: procurement-support@opengov.com o Self-service (available 24/7): OpenGov Help Center (https://opengov.my.site.com/support/s/)

8.8. Respondent Responsibility to Provide Full Response

It is the Respondent's responsibility to respond in a manner that does not require interpretation or clarification by the City. The Respondent is to provide all requested materials, forms and information. The Respondent is to ensure the materials are submitted properly and accurately reflect the Respondent’s qualifications. During scoring and evaluation (prior to interviews if any), the City will rely upon the submitted materials and shall not accept materials from the Respondent after the RFQ deadline; this does not limit the City’s right to consider additional information (such as references that are not provided by the Respondent but are known to the City, or past City experience with the consultant), or to seek clarifications as needed.

8.9. Prohibited Contacts

Respondents shall not interfere in any way to discourage other potential and/or prospective consultants from submitting or considering participation in the submittal process. Prohibited contacts includes but is not limited to any contact, whether direct or indirect (i.e. in writing, by phone, email or other, and by the Respondent or another person acting on behalf of the Respondent) to a likely firm or individual that may discourage or limit competition. If such activity is evidenced to the satisfaction and in sole discretion of the City department, the

Respondent that initiates such contacts may be rejected from the process.

8.10. License and Business Tax Requirements

The Consultant must meet all applicable licensing requirements immediately after contract award or the City may reject the Consultant. Companies must license, report and pay revenue taxes for the Washington State mailto:procurement-support@opengov.com https://procurement.opengov.com/governments/12/projects/111841/builder/create/OpenGov%20Help%20Center https://opengov.my.site.com/support/s/ business License (UBI#) and Seattle Business License, if required by law. Carefully consider those costs before submitting an offer, as the City will not separately pay or reimburse such costs.

Seattle Business Licensing and associated taxes

A. If you have a “physical nexus” in the city, you must obtain a Seattle Business license and pay all taxes due before the Contract can be signed.

B. A “physical nexus” means you have physical presence, such as: a building/facility/employee(s) in

Seattle, you make sales trips into Seattle, your own company drives into Seattle for product deliveries, and/or you conduct service work in Seattle (repair, installation, service, maintenance work, on-site consulting, etc).

C. We provide a Consultant Questionnaire Form in our submittal package items later in this RFP/RFQ, and it will ask you to specify if you have “physical nexus”.

D. All costs for any licenses, permits and Seattle Business License taxes owed shall be borne by the

Consultant and not charged separately to the City.

E. The apparent successful Consultant(s) must immediately obtain the license and ensure all City taxes are current, unless exempted by City Code due to reasons such as no physical nexus. Failure to do so will cause rejection of the submittal.

F. The City of Seattle Application for a Business License and additional licensing information can be found this page here: https://www.seattle.gov/city-finance/business-taxes-and-licenses/business-licenses

G. For Questions and Assistance, call the Revenue and Consumer Protection (RCP) office which issues business licenses and enforces licensing requirements. The general e-mail is tax@seattle.gov. The main phone is 206-684-8484.

H. Self-Filing You can pay your license and taxes on-line https://www.filelocal-wa.gov/Default_FileLocal.aspx

I. If a business has extraordinary balances due on their account that would cause undue hardship to the business, the business can contact the License and Tax Administration office at tax@seattle.gov or 206-

684-8484 to request additional assistance.

J. Those holding a City of Seattle Business license may be required to report and pay revenue taxes to the

City. Such costs should be carefully considered by the Consultant prior to submitting your offer. When allowed by City ordinance, the City will have the right to retain amounts due at the conclusion of a contract by withholding from final invoice payments.

8.11. State Business Licensing

Before the contract is signed, you must have a State of Washington business license (a “Unified Business

Identifier” known as a UBI#). If the State of Washington has exempted your business from State licensing (some foreign companies are exempt and sometimes, the State waives licensing because the company has no physical https://www.seattle.gov/city-finance/business-taxes-and-licenses/business-licenses mailto:tax@seattle.gov https://www.filelocal-wa.gov/Default_FileLocal.aspx https://www.filelocal-wa.gov/Default_FileLocal.aspx mailto:tax@seattle.gov presence in the State), then submit proof of that exemption to the City. All costs for any licenses, permits and associated tax payments due to the State because of licensing shall be borne by the Consultant and not charged separately to the City. Instructions to apply for a business license can be found at https://dor.wa.gov/open-business/apply-business-license and the State of Washington Department of Revenue contact help page at https://dor.wa.gov/contact.

8.12. Federal Excise Tax

The City is exempt from Federal Excise Tax.

8.13. No Guaranteed Utilization

The City does not guarantee utilization of any contract(s) awarded through this RFQ process. The solicitation may provide estimates of utilization; such information is for Consultant convenience and not a usage guarantee. The City reserves the right to issue multiple or partial awards, and/or to order work based on City needs. The City may turn to other appropriate contract sources or supplemental contracts to obtain these same or similar services. The City may re-solicit for new additions to the Consultant pool. Use of such supplemental contracts does not limit the right of the City to terminate existing contracts for convenience or cause.

8.14. Expansion Clause

The contract limits expansion of scope and new work not expressly provided for within the RFQ.

Expansion for New Work (work not specified within the original Scope of Work Section of this Agreement, and/or not specified in the original RFQ as intended work for the Agreement) must comply with the following:

(a) New Work is not reasonable to solicit separately; (b) is for reasonable purpose; (c) was not reasonably known by the City or Consultant at time of solicitation or was mentioned as a possibility in the solicitation (i.e. future phases of work, or a change in law); (d) is not significant enough to be regarded as an independent body of work; (e) would not attract a different field of competition; and (f) does not change the identity or purpose of the Agreement.

The City may make exceptions for immaterial changes, emergency or sole source conditions, or other situations required in City opinion. Certain changes are not subject to these limitations, such as additional phases of Work anticipated during solicitation, time extensions, and Work Orders issued on an On-Call contract. Expansion must be mutually agreed and issued by the City through written Addenda. New Work performed before an authorizing Amendment may not be eligible for payment.

The City reserves the right to independently solicit and award any New Work to another firm when deemed appropriate or required by City policy.

8.15. Use of Solicitation by other City Departments

This solicitation is issued for the benefit of Seattle Public Utilities (SPU). Other departments, divisions, or offices within the City may, at their discretion, use the results of this solicitation to establish their own separate contracts with the selected Consultant, provided such use is consistent with the scope and terms of this solicitation. Any contracts issued by other City departments are solely between that department and the

Consultant. SPU is not a party to, and assumes no responsibility or liability for, such contracts.

https://dor.wa.gov/open-business/apply-business-license https://dor.wa.gov/open-business/apply-business-license https://dor.wa.gov/contact

8.16. Effective Dates of Offer

Solicitation responses are valid until the City completes award. Should any Respondent object to this condition, they must object prior to the Q&A deadline in the Timeline.

8.17. Cost of Preparing Submittals

The City is not liable for costs incurred by the Respondent to prepare, submit and present qualifications, interviews and/or demonstrations.

8.18. Readability

The City’s ability to evaluate submissions is influenced by the organization, detail, comprehensive material and readable format of the response.

8.19. Changes or Corrections to Submittal

Prior to the submittal closing date and time established for this RFQ, a Consultant may change or correct its proposal by following the Instructions here: https://opengov.my.site.com/support/s/article/4f4218bf-7da6-

4fc6-b0c3-7eade0776ebe. No change to a submission shall be made after the solicitation closing date and time.

8.20. Errors in Submissions

Respondents are responsible for errors and omissions in their submissions. No error or omission shall diminish the Respondent’s obligations to the City.

8.21. Withdrawal of Submission

A submittal may be withdrawn at any time through the Procurement portal prior to the closing date or by written request of the submitter.

8.22. Rejection of Submissions

The City may reject any or all submissions with no penalty. The City may waive immaterial defects and minor irregularities in any submitted response.

8.23. Incorporation of RFQ and Respondent Submission in Contract

This RFQ and Respondent’s submission, including promises, warranties, commitments, and representations made in the successful response once accepted by the City, are binding and incorporated by reference in the

City’s contract with the Respondent.

8.24. Independent Contractor

The Consultant works as an independent contractor. The City will provide appropriate contract management, but that does not constitute a supervisory relationship to the Consultant. Consultant workers are prohibited from supervising City employees or from direct supervision by a City employee. Prohibited supervision tasks include conducting a City of Seattle Employee Performance Evaluation, preparing and/or approving a City of

Seattle timesheet, administering employee discipline, and similar supervisory actions.

Contract workers shall not be given City office space unless expressly provided for below, and in no case shall such space be provided for over 36 months without specific authorization from the City.

https://opengov.my.site.com/support/s/article/4f4218bf-7da6-4fc6-b0c3-7eade0776ebe https://opengov.my.site.com/support/s/article/4f4218bf-7da6-4fc6-b0c3-7eade0776ebe

The City will not provide space in City offices for performance of this work. Consultants will perform most work from their own office space or the field.

8.25. Equal Benefits

Seattle Municipal Code Chapter 20.45 (SMC 20.45) requires consideration of whether Consultants provide health and benefits that are the same or equivalent to the domestic partners of employees as to spouses of employees, and of their dependents and family members. The Consultant Questionnaire requested in the

Response Materials and Submittal section includes materials to designate your equal benefits status.

8.26. Women and Minority Subcontracting

The Mayor’s Executive Order and City ordinance require the maximum practicable opportunity for successful participation of minority and women-owned subcontracts. All proposers must agree to SMC Chapter 20.42, and seek meaningful subconsultant opportunities with WMBE firms. The City requires a plan for including minority-and women-owned firms, which becomes a material part of the contract. The Plan must be responsive in the opinion of the City, which means a meaningful and successful search and commitments to include WMBE firms for subcontracting work. The City reserves the right to improve the Plan with the winning Consultant before contract execution. Consultants should use selection methods and strategies sufficiently effective for successful

WMBE participation. At City request, Consultants must furnish evidence such as copies of agreements with

WMBE subconsultants either before contract execution or during contract performance. The winning

Consultant must request written approval for changes to the Inclusion Plan once it is agreed upon. This includes changes to goals, subconsultant awards and efforts.

WMBE firms need not be state certified to meet the City's WMBE definition. The City defines WMBE firms as at least 51% (percent) owned by women and/or minority. To be recognized as a WMBE, register on the City’s

Procurement Portal. Federally funded transportation projects require a Disadvantaged Business Enterprises

(DBE) program; for that program, firms must be certified by the Washington State Office of Minority and Women

Business Enterprises (OMWBE).

8.27. Insurance Requirements

Any special insurance requirements are provided as an Attachment. If attached, provide proof of insurance and additional insured endorsement policy language to the City before Contract execution. The apparent successful

Proposer must promptly provide proof of insurance to the City upon receipt of the notice of intent to award.

Consultants are encouraged to immediately contact their Broker to begin preparation of the required insurance documents, if the Consultant is selected as a finalist. Respondents may elect to provide the requested insurance documents within their Submittal.

8.28. Proprietary Materials

The State of Washington’s Public Records Act (Release/Disclosure of Public Records): Under Washington State

Law (reference RCW Chapter 42.56, the Public Records Act) all materials received or created by the City of

Seattle are considered public records. These records include but are not limited to bid or proposal submittals, agreement documents, contract work product, or other bid material.

https://omwbe.wa.gov/certification https://omwbe.wa.gov/certification

The State of Washington’s Public Records Act requires that public records must be promptly disclosed by the

City upon request unless that RCW or another Washington State statute specifically exempts records from disclosure. Exemptions are narrow and explicit and are listed in Washington State Law (Reference RCW 42.56 and RCW 19.108).

Respondents must be familiar with the Washington State Public Records Act and the limits of record disclosure exemptions. For more information, visit the Washington State Legislature’s website at http://app.leg.wa.gov/rcw/default.aspx?cite=42.56.

If you have any questions about disclosure of the records you submit with your response, contact the

Procurement Contact named in this document.

Marking Your Records Exempt from Disclosure (Protected, Confidential, or Proprietary)

As mentioned above, all City of Seattle offices (“the City”) are required to promptly make public records available upon request. However, under Washington State Law some records or portions of records are considered legally exempt from disclosure and can be withheld. A list and description of records identified as exempt by the Public Records Act can be found in RCW 42.56 and RCW 19.108.

If you believe any of the records you are submitting to the City as part of your bid/proposal or contract work products, are exempt from disclosure you can request that they not be released before you receive notification.

To do so you must complete the City Non-Disclosure Request Form (“the Form”) provided by the City (see page

4 on the Consultant Questionnaire) and very clearly and specifically identify each record and the exemption(s) that may apply. (If you are awarded a City contract, the same exemption designation will carry forward to the contract records.)

The City will not withhold materials from disclosure simply because you mark them with a document header or footer, page stamp, or a generic statement that a document is non-disclosable, exempt, confidential, proprietary, or protected. Do not identify an entire page as exempt unless each sentence is within the exemption scope; instead, identify paragraphs or sentences that meet the specific exemption criteria you cite on the Form.

Only the specific records or portions of records properly listed on the Form will be protected and withheld for notice. All other records will be considered fully disclosable upon request.

If the City receives a public disclosure request for any records you have properly and specifically listed on the

Form, the City will notify you in writing of the request and will postpone disclosure. While it is not a legal obligation, the City, as a courtesy, will allow you up to ten business days to file a court injunction to prevent the

City from releasing the records (reference RCW 42.56.540). If you fail to obtain a Court order within the ten days, the City may release the documents.

The City will not assert an exemption from disclosure on your behalf. If you believe a record(s) is exempt from disclosure you are obligated to clearly identify it as such on the Form and submit it with your solicitation. Should a public record request be submitted to Purchasing for that record(s), you can then seek an injunction under

RCW 42.56 to prevent release. By submitting a bid document, the bidder acknowledges this obligation; the proposer also acknowledges that the City will have no obligation or liability to the proposer if the records are disclosed.

Requesting Disclosure of Public Records http://app.leg.wa.gov/rcw/default.aspx?cite=42.56

The City asks bidders and their companies to refrain from requesting public disclosure of bids until an intention to award is announced. This measure is intended to protect the integrity of the solicitation process particularly during the evaluation and selection process or in the event of a cancellation or re-solicitation. With this preference stated, the City will continue to be responsive to all requests for disclosure of public records as required by State Law. If you do wish to make a request for records, visit https://www.seattle.gov/public-records/public-records-request-center.

8.29. Ethics Code

Familiarize yourself with the City Ethics code: http://www.seattle.gov/ethics/etpub/et_home.htm. For an in-depth explanation of the City’s Ethics Code for Contractors, Vendors, Customers and Clients, visit:

http://www.seattle.gov/ethics/etpub/faqcontractorexplan.htm. Any questions should be addressed to Seattle

Ethics and Elections Commission at 206-684-8500.

No Gifts and Gratuities.

Consultants shall not directly or indirectly offer anything (such as retainers, loans, entertainment, favors, gifts, tickets, trips, bonuses, donations, special discounts, work, or meals) to any City employee, volunteer or official, if it is intended or may appear to a reasonable person to be intended to obtain or give special consideration to the Consultant. An example of this is giving sporting event tickets to a City employee who is also on the evaluation team of a solicitation to which you submitted or intend to submit. The definition of what a “benefit” would be is broad and could include not only awarding a contract but also the administration of the contract or evaluating contract performance. The rule works both ways, as it also prohibits City employees from soliciting items from Consultants.

Involvement of Current and Former City Employees.

The Consultant Questionnaire within your submittal documents prompts you to disclose any current or former

City employees, official or volunteer that is working or assisting on solicitation of City business or on completion of an awarded contract. Update that information during the contract.

Contract Workers with over 1,000 Hours.

The Ethics Code applies to Consultant workers that perform over 1,000 cumulative hours on any City contract during any 12-month period. Any such employee must abide by the City Ethics Code. The Consultant is to be aware and familiar with the Ethics Code accordingly.

No Conflict of Interest.

Consultant (including officer, director, trustee, partner or employee) must not have a business interest or a close family or domestic relationship with any City official, officer or employee who was, is, or will be involved in selection, negotiation, drafting, signing, administration or evaluating Consultant performance. The City shall make sole determination as to compliance.

Campaign Contributions (Initiative Measure No. 122)

Elected officials and candidates are prohibited from accepting or soliciting campaign contributions from anyone having at least $250,000 in contracts with the City in the last two years or who has paid at least $5,000 in the last 12 months to lobby the City. See Initiative 122, or call the Ethics Director with questions.

https://www.seattle.gov/public-records/public-records-request-center https://www.seattle.gov/public-records/public-records-request-center http://www.seattle.gov/ethics/etpub/et_home.htm http://www.seattle.gov/ethics/etpub/faqcontractorexplan.htm

8.30. Background Checks and Immigrant Status

The City may require background checks for the Consultant, as well as some or all of their employees and contracted workers who may perform work under this Agreement. The City reserves the right to require such background checks at any time. The City has strict policies regarding the use of background checks, criminal checks, and immigrant status for contract workers. The policies are incorporated into this Agreement and available for viewing on-line at http://www.seattle.gov/purchasing-and-contracting/social-equity/background-checks.

9. Selection Process

9.1. Initial Screening

The City will review responses for responsiveness and responsibility. Those found responsive and responsible based on an initial review shall proceed to Step 2. Equal Benefits, Minimum Qualifications, an Inclusion Plan (if applicable), satisfactory financial responsibility and other elements are screened in this Step. A significant failure to perform on past City projects may also be considered in determining the responsibility of a firm.

9.2. Qualification Evaluation

Qualifications shall be evaluated using the evaluation criteria in the Evaluation Section.

9.3. Interviews

The City may interview top ranked firms that are considered to be the most competitive. If interviews are conducted, rankings of firms shall be determined by the City, using the combined results of interviews and submittals. Consultants invited to interview are to bring the assigned key person(s) named by the Consultant in the Proposal, and may bring other key personnel named in the Proposal. The Consultant shall not bring individuals who do not work for the Consultant or are not on the project team without advance authorization by the Procurement Contact. If interviews are conducted, they will be worth the points listed in the Proposal

Evaluation section.

9.4. References

The City may contact one or more references. The City may use references named or not named by the Proposer.

The City may also consider the results of performance evaluations issued by the City on past projects.

9.5. Selection

The City shall select the highest ranked Proposer(s) for award, including written proposal and the interview (if applicable). The City reserves the right to make a final selection based on the combined results and/or the overall consensus of the Consultant Evaluation Committee.

9.6. Contract Negotiations

The City may negotiate elements of the proposal as required to best meet the needs of the City, with the apparent successful Proposer. The City may negotiate any aspect of the proposal or the solicitation. The City does not intend to negotiate the base contract, which has been attached (See Attachments).

9.7. Right to Award to next ranked Consultant

http://www.seattle.gov/purchasing-and-contracting/social-equity/background-checks http://www.seattle.gov/purchasing-and-contracting/social-equity/background-checks

If a contract is executed resulting from this solicitation and is terminated within 90-days, the City may return to the solicitation process to award to the next highest ranked responsive Consultant by mutual agreement with such Consultant. New awards thereafter are also extended this right.

9.8. Repeat of Evaluation

If no Consultant is selected at the conclusion of all the steps, the City may return to any step in the process to repeat the evaluation with those proposals active at that step. The City shall then sequentially step through all remaining steps as if conducting a new evaluation process. The City reserves the right to terminate the process if no proposals meet its requirements.

10. Evaluation Section

The City will evaluate submittals using the criteria below. Responses will be evaluated, scored and ranked.

No. Evaluation Criteria Scoring Method Weight (Points)

1. Technical Expertise & Approach - Page limit 10

Describe the firm’s technical expertise and approach across the following scope areas:

1. Arc Flash & Equipment Studies

• Provide 1-3 recent projects (within 5 years) performing arc flash, coordination, and short-circuit studies for utility, industrial, or critical facilities.

o Scope, facility type, key team members, challenges, and resolutions o Approach to procuring utility fault current and equipment data

• Describe methodology and experience using ETAP software for arc flash studies and labeling.

o Provide at least 1 sample ETAP model output or screenshot.

o Provide summary of data collection and field verification procedures, including key validation steps to ensure no assumptions are made and all data and inputs are based on real-world information.

o Examples of arc flash study outputs and a concise explanation of the QA/QC process used to verify model accuracy and label correctness

• Describe workflow for developing and validating one-line diagrams, including:

o How field conditions are captured and documented for drawing input o Tools used and an example of addressing unexpected field conditions

0-10 Points 35 (35% of Total)

2. Thermographic Inspections

Provide:

• Summary of inspection process and validation steps

• Sample thermographic report with thermal images, visual images for comparisons, identified anomalies, and recommended corrective actions

3. Electrification, Decarbonization &

Resilience Planning

Describe:

• Process for evaluating electrical and mechanical upgrades supporting building electrification

• Steps used to assess loads, capacity constraints, and equipment compatibility

• Approach to evaluating mechanical system impacts (heat pump sizing, ventilation needs, distribution system changes)

• One sample performance-focused electrification analysis

• 1-3 completed projects (within the last 5 years) demonstrating electrification, decarbonization, resilience, or related infrastructure planning, including scope, timeline, objectives, key qualified staff, and major technical tasks performed.

Include system types and performance improvements (e.g., GHG emissions and EUI reduction, building controls sequence of operations, zero/low-cost measures)

2. Quality Assurance, Document Control and

Coordination - Page limit 4

1. Describe the firm’s internal QA/QC procedures for ensuring accuracy and consistency of deliverables. Provide:

• A summary of the QA/QC review process

• Examples of the types of QA/QC tools used, such as templates, standard forms, or checklists

• At least one example of a QA/QC issue that was identified and how it was resolved

2. Describe the firm’s document control and coordination procedures. Provide:

• Standard naming conventions, versioning practices, and revision control protocols. Examples of coordination workflows for multi-disciplinary reviews or concurrent contributors.

• A description of how workload fluctuations were managed during peak demand periods

0-10 Points 15 (15% of Total)

3. Experience & Qualifications - Page limit 4

1. Qualifications:

• Describe why your Team is the right fit for this contract

• Describe Team experience and qualifications, including sub-consultants

• Name key personnel and describe their experience and qualifications

• Provide resumes for key personnel.

No more than 2 pages per resume.

Resumes are not included in the total page count.

2. Describe the firm’s relevant project experience by providing 1–3 recent (within the last 5 years) completed projects. For each project, include:

• Project scope and facility type

• Key staff who worked on each project and their roles

• Outcomes or measurable results

(e.g., project delivered on schedule, improved system reliability, successful implementation of recommendations)

0-10 Points 20 (20% of Total)

4. Strategic & Operational Alignment with SPU

Objectives - Page limit 2

1. Describe the firm’s understanding of SPU’s objectives related to regulatory compliance, electrification, operational continuity, and infrastructure resilience. Using SPU’s Strategic

Business Plan as a reference, provide:

• A brief description of how the firm interprets SPU’s overarching strategic goals as they relate to this contract.

• Examples of how this understanding will inform and shape the firm’s technical approach and decision making under this contract.

2. Describe how the firm incorporates operational constraints, critical infrastructure needs, and regulatory considerations into project execution. Provide:

• A description of the processes used to identify and mitigate operational impacts (e.g., outage coordination, sequencing of work, etc.)

• At least one example from a recent project (completed within the last 5 years) demonstrating how operational or regulatory considerations influenced recommendations, scheduling, or decision-making

5. WMBE Inclusion Plan - No page limit

Respondent shall complete the WMBE

Inclusion Plan. Points are awarded for responses that evidence:

• Responsible good faith efforts

• Meaningful and attainable self-set aspirational goals, which are consistent with Consultant Team strategy.

• WMBE firms integrated into the team and within core work

• WMBE firms integrated within value-added work opportunities

• Evidence of strong past performance using effective models

• Evidence of effective mentoring, training, or capacity-building

Expected contract core services include:

• Arc flash and electrical system assessments, modeling, and safety documentation.

• Engineering support for building electrification, decarbonization, and resilience planning.

• Technical deliverables such as reports, drawings, cost estimates, and modeling outputs prepared under a Washington-licensed

Professional Engineer.

11. Award and Contract Execution

The Procurement Contact will provide timely notice of an intent to award to all Consultants responding to the

Solicitation.

11.1. Protests

Interested parties that wish to protest any aspect of this RFQ selection process shall provide written notice to the Procurement Contact. Note the City shall notify Federal Transit Administration if protesting a solicitation for contracts with FTA funds.

11.2. Limited Debriefs

The City issues results and award decisions to all Respondents. The City provides debriefing on a limited basis for the purpose of allowing respondents to understand how they may improve in future solicitation opportunities.

11.3. Instructions to the Apparently Successful Consultant(s)

The Apparently Successful Consultant(s) will receive an Intent to Award Letter from the Procurement Contact after award decisions are made by the City. The Letter will include instructions for final submittals due prior to execution of the contract.

Once the City has finalized and issued the contract for signature, the Consultant must execute the contract and provide all requested documents within ten (10) business days. This includes attaining a Seattle Business

License, payment of associated taxes due, and providing proof of insurance. If the Consultant fails to execute the contract with all documents within the ten (10) day time frame, the City may cancel the award and proceed to the next ranked Consultant, or cancel or reissue this solicitation. Cancellation of an award for failure to execute the Contract as attached may disqualify the firm from future solicitations for this same work.

11.4. Checklist of Requirements Prior to Award

The Consultant(s) should anticipate the Letter will require at least the following. Consultants are encouraged to prepare these documents when possible, to eliminate risks of late compliance.

• Seattle Business License is current and all taxes due have been paid.

• State of Washington Business License.

• Evidence of Insurance (if required)

• Special Licenses (if any)

• Form W-9 if a new Consultant for the City

11.5. Insurance Requirements for Award

Proof of insurance is required, see Attachments for Insurance Transmittal Form.

12. Response Materials and Submittal

Prepare your response as follows. Use the following format and provide all attachments. Failure to provide all information below on proper forms and in the order requested, may cause the City to reject your response. Items marked with an asterisk require a response.

1. Statement of Qualifications*

*Response required

2. Consultant Inclusion Plan*

Please download the below documents, complete, and upload.

• WMBE_Inclusion_Plan.docx

*Response required https://government-project.s3.us-west-2.amazonaws.com/279956/537d68ca-4cb6-4516-93e6-8cada0cf68cb_WMBE_Inclusion_Plan.docx

3. Consultant Questionnaire *

Please download the below document, complete, and upload.

Provide information to the extent this information is available. If your response is incomplete or requires further description, the City may request additional information within a specified deadline, or may determine the missing information is immaterial.

• Consultant_Questionnaire_Ov...

*Response required https://government-project.s3.us-west-2.amazonaws.com/279956/15b4406f-ea20-418d-8f90-868cf27494b5_Consultant_Questionnaire_Over_%2471K.docx