Power System PA - Agenda.docx

Power System PA Solicitation Pre-Bid Conference Agenda/Summary

1. Introduction Summary

a. Purpose of solicitation (00006485_Att A_Sample PA – Pg. 14)

i. This Price Agreement is for the procurement of a complete turnkey battery charger and new battery banks for providing electrical power for ODOT’s microwave and two-way communication network Statewide. ODOT will require installation of new and removal of old power supply systems as well as power supply replacement parts for wireless microwave and two-way communication sites.

ii. Power System parts, equipment, and ancillary equipment.

iii. Installation Services (00006485_Att A_Sample PA – Pg. 14)

1. Installation of power system equipment and associated hardware

2. Installs comply with Zone 4 or equivalent to NEBS earthquake area

3. Provide all wiring for new battery system

4. Provide all wiring up to the main input 48-Volt DC distribution panel(s)

5. Grounds from power system equipment must wire to site single point ground system

6. Provide temporary site power that allows operational comms during install

7. Installs must comply with jurisdictional requirements, NFPA standards, IEEE standards, and industry best practices

8. Proposed work schedules to be submitted and approved by ODOT

9. Must provide all necessary equipment/tooling to complete installs

iv. Removal Services (00006485_Att A_Sample PA – Pg. 14 & 15)

1. Removal of existing power system equipment

2. Removal and disposal/recycling of batteries require certificate of disposal/recycling

3. Certificate of disposal/recycling to be given to ODOT

4. Coordinate removal service schedule with ODOT

5. ODOT to disconnect battery banks from online system and disconnect main online system wires from old battery banks

6. Transport battery banks in compliance with state and federal laws

2. Document Summary and Review – First Portion – 4 Documents (Standard Template Documents)

a. Request for Proposals (RFP) – 00006485_RFP

This document contains all the required information for this RFP Solicitation

i. Introduction – Pg. 4

1. The State of Oregon, acting by and through the Department of Transportation (“ODOT”), is seeking one qualified supplier to provide scalable power systems for wireless microwave and two-way communication sites in accordance with ODOT’s Wireless Communication Section requirements, specifications, and needs per site type, on an “as-needed” basis in response to Purchase Orders “POs” issued under an awarded Price Agreement (“PA”).

2. Initial term of 5 years with option to extend up to max of 10 years

ii. OregonBuys registration is required for proposers (Pg 5 – 1.3)

1. OregonBuys is our online procurement program

2. OregonBuys is where you will find all information regarding this solicitation, including documents, closing dates, purchaser contact information, and where you will also submit your documents for this solicitation

3. When submitting documents to OregonBuys, you must be absolutely sure they are all present as OregonBuys does not have a system that indicates if you are missing any documents required to complete this solicitation. More on this on pg. 12, section 4.5.

iii. Minimum Submission Requirements (Pg. 8 – 3.2 – Absolutely Critical)

1. To be considered for evaluation, Proposal must contain each of the following elements (further detailed in Proposal Requirements section 3.3) which must be submitted through OregonBuys by uploading into the system using the attachments tab.

a. Disclosure Exemption Certification (Attachment B). This is only required if Proposer is claiming exemption from public disclosure and is submitting a redacted version of its Proposal - see section 3.2.1 below for additional information.

b. Proposer Information and Certification Sheet (Attachment C) including Appendix 1 - References

c. Attachment D1 - Mandatory Technical Specifications sheet with Proposer responses

d. Attachment D2 – System Solution Scenarios with Proposer responses

e. Attachment D3 - Proposer’s Performance Guarantee table for large projects

f. Attachment D4 - Proposer Experience/Qualifications/Certifications/Services with Proposer responses

g. Attachment E – Price Proposal (Microsoft Excel format preferred)

iv. Questions/Requests for Clarifications/Requests for Changes (Pg. 11 – 4.3)

1. All inquiries and correspondence regarding this RFP must be submitted in writing via email to the Purchaser identified in OregonBuys for this RFP.

2. Any questions, requests for clarification, or requests for change must be received by the deadline specified in the schedule in RFP section 1.2, and must refer to the specific are of the RFP or attachment being questioned (i.e. page, section, and paragraph number).

v. Proposal Submittal Via OregonBuys (Pg. 12 – 4.5)

1. Proposer is solely responsible for ensuring its Proposal including all required submittal items are submitted through OregonBuys in accordance with the RFP requirements before the Bid Opening Date. Proposals submitted by any other means will be rejected.

2. ODOT is not responsible for any delays by transmission errors or delays, or for any misdelivery for any reason. Additional information may be found in the OregonBuys terms of use.

vi. Proposal Due (Pg. 12 – 4.7)

1. A Proposal (including all required submittal items) must be received in OregonBuys before the Bid Opening Date and time for this RFP specified in OregonBuys.

2. A Proposal received after the Bid Opening Date and time is considered LATE and will NOT be accepted for evaluation.

vii. Proposal Rejection (Pg 13 – 4.9)

viii. Evaluation Process (Pg 13 – 4.10)

1. Round 1 – Scoring of Proposals

2. Round 2 – Interviews

a. However, If ODOT determines that one Proposal/Proposer is the obvious winner after the Round 1 evaluation, ODOT reserves the right to forego Round 2 and immediately begin the award notification and process.

ix. Responsiveness and Responsibility Determination (Pg. 13 – 4.10.1)

1. Each proposal is reviewed to determine if all RFP requirements were met including the Minimum Submission Requirements. If proposal is found to not fulfill the Minimum Submission Requirements it will be found as non-responsive and will be rejected.

x. Award and Negotiation (Pgs. 14 thru 18 – Section 5)

1. If ODOT awards this PA, it will go to the highest ranking Responsible Proposer.

2. If agreement with that Proposer is not reached, ODOT may offer award to the next ranked Proposer and so on until agreement is reached or until ODOT terminates the process.

3. ODOT will notify all Proposers in Writing (usually by posting the notice in OregonBuys) that ODOT intends to award a PA to the selected Proposer(s) subject to successful negotiation of any negotiable provisions.

4. Proposer(s) selected for a PA award under this RFP will be required to submit additional information via email and comply with the following. (ODOT will email the apparent successful Proposer with a request for all required documents.)

a. Insurance

b. W-9 Form

c. Business Registry

d. Responsibility Inquiry

e. Nondiscrimination in Employment

f. Pay Equity Compliance

g. Pay Equity Certification (if proposer employs 50 or more full-time workers)

5. After selection of an apparent successful Proposer, ODOT intends to enter into PA Negotiations with that Proposer.

6. While it may be possible to negotiate some provisions of the final PA, ODOT intends to enter into a PA with the successful Proposer substantially in the form set forth in the attached sample PA. Proposer should review the sample PA and address any concerns regarding terms, conditions, or other provisions through the Questions / Requests for Clarification / Requests for Changes process described in Section 4.3.

7. While not required to make any changes to the terms, conditions, or other provisions in the sample PA, ODOT reserves the right to negotiate anything in the final PA, with the exception of those terms listed below:

a. Choice of law

b. Choice of venue

c. Constitutional requirements

d. Requirements of applicable federal and State law

8. In the event that the parties have not reached mutually agreeable terms within a reasonable time (as determined by ODOT), ODOT may terminate negotiations and commence negotiations with the next highest ranking Proposer.

b. Sample Goods and Services Price Agreement (PA) – 00006485_Att A_Sample PA

1. This document is a sample version of the end result of this solicitation

a. It contains all of our standard contracting template language that covers many items including but not limited to definitions, terms and conditions, representations and warranties, remedies, termination, etc.

b. As stated above, this document is to be negotiated except for the identified items.

2. Exhibit A – Specifications (Pgs. 14 thru 18)

a. Goes into greater detail of the services and equipment we intend to purchase. Since this is a proposal, we’re asking the proposers to supply their solutions (services and products) to fit our power system needs.

c. Disclosure Exemption Certification – 00006485_Att B_Disclosure Exemption

i. Again, this is only required if Proposer is claiming exemption from public disclosure and is submitting a redacted version of its Proposal

d. Proposer Information and Certification Sheet – 00006485_Att C_Proposer Info and Certs

i. Read, fill out, and return.

3. Document Summary and Review – Second Portion – 6 Documents (Technical Q&A and Cost) If you had the chance to read and review the first solicitation, including the last revisions made to the technical documents, you’ll find that the only change made to this solicitation is the formatting of our Mandatory Technical Requirements document. We wanted to make it easier to read and review. Nothing else to these documents have been altered. You’ll also find that these documents are going to be both graded for selection as well as “integrated into the final Price Agreement specifications and be binding on the awarded Proposer”.

Lastly, please pay extra attention in reading the instructions that are in each of the following documents. Most documents require being filled out completely or answered completely even if it requires an N/A response or something similar. Part of being a responsive bidder is also following the instructions on these documents too. If any of these documents are incomplete, the proposer will then be deemed non-responsive and will be rejected. We will review each document and instructions together.

a. Mandatory Technical Requirements and Desirable Items – 00006485_Att D1_Mandatory Technical Requirements

This document is used to determine if proposers have the product or equipment needed to meet or exceed the solutions we’re seeking.

i. Instructions: Proposer must respond to each item below. Any “Yes or No (Y/N)” question in the mandatory requirements section answered with a “No” will result in disqualification from award consideration. All other questions are used for added information gathering and do not result in an automatic disqualification, including Please Explain questions, which may have a Yes or No answer within the explanation.

b. Power System Solution Scenarios – 00006485_Att D2_System Solution Scenarios

This document is used to illustrate the back-up power ability and cost of each proposer’s power system with our given parameters. We modeled both scenarios as close to our real examples and operations of how we intend to use the awarded PA. Granted, we also further simplified the scenarios so we could more accurately measure and grade the results. FYI, generator burn rate chart is at the bottom of that document.

i. Proposer must provide a power system supply solution for each of the two fictional scenarios listed below. For purposes of evaluation, the solution for each scenario must be in the form of a quote; however, the quotes are not to be considered actual quotes that can be accepted by ODOT. Each solution/quote must include a grand total price. These totals will be used in Proposal scoring – see each scenario and Attachment F for more information on scoring.

ii. All item pricing included in the solutions/quotes must also appear in Proposer’s Attachment E – Price Proposal submission.

iii. A “solution” means a power system that includes all components required to make the system function as intended. The proposed solution/quote for each scenario must include, at a minimum, an equipment list with brand name and general description of the equipment used in the solution, a simple sketch or diagram of rack equipment layout, all services included, and costs. (For example: consultation, implementation, setup, monitoring, adequate site access equipment, etc.) Products in a solution may be offered from a third party, but in the final awarded PA, the awarded Contractor is responsible for all warranties.

iv. Each solution/quote must not exceed ten double-sided pages in length and must be labeled “System Solution-Large” or “System Solution-Small”. Each solution/quote must include an answer to the question posed at the end of the scenario. These answers will be used in Proposal scoring – see each scenario Attachment F for more information on scoring. General marketing materials will not be accepted and may result in disqualification from award consideration at ODOT’s sole discretion.

c. Performance Guarantee Requirements – 00006485_Att D3_Performance Guarantee Requirements

The purpose of this document is to determine the life expectancy of the battery banks used in the System Solution Scenario – Large. With the possibility of various types or sizes of lithium batteries used per the different scenarios, we are most interested in the capacity lifespan of the batteries used for our larger systems. We have created both tables that extend to the 20 year mark, but we also understand that the proposed batteries may not have a 20 year life at the indicated usage rate. Please fill out as many rows as you can. This document does not require the chart to be completely filled out past the 10 year mark.

i. Instructions: Proposer shall fill in Table B with the parameters from the proposed battery bank from Attachment D2 – Project Scenario 1: Power System Solution – Large, following the example of Table A. Calculate the Guaranteed Stack Capacity at the timed intervals with the following parameters: the power system’s battery will be sole source of power with a 48 amp continuous draw once a month for a 24 hour period. Include an explanation of how the capacity values were determined. The Time-Based Energy Capacity Guarantee table is intended to be included in the successful Proposer’s awarded Price Agreement, and will be binding on the proposed battery banks identified in the “Project Scenario 1: Power System Solution – Large” sample.

ii. The percentage listed at the 10 year (120 month) mark in Table B will be used in Proposal scoring – see Attachment F – Power Systems RFP - Scoring Criteria.

d. Experience, Qualifications, Certifications, and Services – 00006485_Att D4_Exp Qual Cert Serv This document is used to simply learn as much as we can about your company. It is not graded, but we do require every box be filled out with a response, even if it’s an N/A response. Again, this could possibly result in a rejection due to being deemed Responsive or Non-Responsive if not filled out all the way.

i. Instructions: Proposer must provide a written response to each of the sections below as instructed. (Acceptable written responses can include n/a responses or responses describing what is not provided or possessed.) Written responses can be included on this sheet or attached separately. If responses are on separate attachments, each item must be specifically labeled with Attachment D4 and the number of the item.

e. Price Proposal – 00006485_Att E_ Price Proposal

This document will show us some of what your products and services will cost. This is the starting point of knowing what to anticipate in terms of cost. More than anything, if there is a product discount listed, it’s to verify what discount would be applied over the life of the contract. Same with services, meaning identifying what services are provided and what they cost (not meaning identifying discount on services).

i. Provide pricing for the proposed sample products and solutions in each category. Bidder can list all pricing and information here or submit a separate document labeled "Price Proposal" with the same or greater information. Percentage of discount will apply to all future products in each category. Percentage of discount will remain firm and fixed for the entire contract term.

ii. Power Supply Products – Charger/Rectifiers:

1. Proposer agrees to offer any ancillary equipment needed to support the Charger/Rectifiers listed below.

iii. Power Supply Products – Battery Banks:

1. Proposer agrees to offer any ancillary equipment needed to support the Battery Banks listed below.

iv. Services:

1. Instructions: Proposer must submit a price for each of the services offered as described in Exhbit D-4, Part 3. Proposer will indicate "Not Offered" for any unavailable services. Proposer will indicate "No Cost" for services that are included.

f. Scoring Criteria – 00006485_Att F_Scoring Criteria

This document shows how we will be grading the responses. All scores are quantitative.

i. There are a total of 265 points. Points will be calculated to the second decimal point (ex. 123.45). For additional detail on scoring, see the sections in attachments D1, D2, and D3 that are identified in the far left column.