RFP 25-086-S.pdf

RFP 25-068-S Joint Use Inspection, Make Ready Requirements, and Pole Loading Analysis 1

Eugene Water & Electric Board

REQUEST FOR PROPOSALS

for

Joint Use Inspection, Make Ready Requirements, and Pole Loading Analysis

RFP No.: 25-086-S Closing Date: August 29, 2025 Time: 02:00 PM PT

Description: Eugene Water and Electric Board (EWEB) is requesting proposals from firms able to provide pre/post inspections and make-ready requirements for attachments of joint use involving the Utility’s poles, as well as completing pole loading analyses.

Purchasing Contact: Kristin Kokkeler (541) 685-7107 Kristin.kokkeler@eweb.org

Pre-Proposal Conference: YES - Voluntary Date: August 5, 2025 Time: 10:00 AM Location: Microsoft Teams video conference. RSVP Purchasing Contact at the above email reference to receive and Outlook invitation to the conference.

This is a COMPETITIVE SEALED PROCUREMENT.

ELECTRONIC PROPOSALS SUBMITTED VIA THE OREGONBUYS BID SITE ARE REQUIRED. Emailed submittals will not be accepted.

To ensure your submission is received prior to the closing date and time, it is recommended that you begin the submittal process on the OregonBuys website at least 72-hours prior to the closing date and time listed above.

SINGLE POINT OF CONTACT: There will be only one point of contact for the entire Request for Proposal process. The contact point is the EWEB Purchasing Office, and the contact person is the Purchasing Contact listed above, unless otherwise stated. Any questions or issues that may arise regarding the specifications, bidding process, and/or the award process, shall be directed via email to the Purchasing Contact listed above. EWEB’s official response to any questions or requests will be in writing via the Addendum process.

FOR MORE INFORMATION please refer to Part 1 “Instructions to Proposers”

RFP 25-068-S Joint Use Inspection, Make Ready Requirements, and Pole Loading Analysis 2

TABLE OF CONTENTS

Section Description Page

Legal Advertisement

1 Instructions to Proposers

2 Scope of Work

3 Minimum Qualifications and Requirements

4 Evaluation Process & Contractor Selection

5 Evaluation Criteria

6 Proposal Form

EXHIBITS

Sample Contract

Pole Attachment Agreement

EWEB Permit Procedure

RFP 25-068-S Joint Use Inspection, Make Ready Requirements, and Pole Loading Analysis 3

LEGAL ADVERTISEMENT

RFP #25-086-S

Joint Use Inspection, Make Ready Requirements, and Pole Loading Analysis

The Eugene Water & Electric Board (EWEB) requests proposals from companies interested in providing pre/post inspections and make-ready requirements for attachments of joint use involving the Utility’s poles, as well as completing pole loading analyses.

Proposals shall be submitted on the State of Oregon – OregonBuys website (https://oregonbuys.gov/bso/), before, 02:00 PM PST, August 29, 2025. (Emailed responses will not be accepted.) Proposals will not be accepted after this hour and date.

RFP documents may be obtained by downloading the RFP documents from the State of Oregon's bid site ("OregonBuys"): https://oregonbuys.gov/bso/. (Search for bid #25-086-S. For navigation help, please call 1-855- 800-5046.)

An optional Pre-Proposal Conference will be held at 10:00 AM PST, August 5, 2025, and will be conducted via a Microsoft Teams meeting. See Section 1.6 of the RFP document for details.

All proposals shall be submitted as set forth in Section 1 - Instructions to Proposers. EWEB is not responsible for proposals submitted in any manner, format or to any delivery point other than as required by the Solicitation Document.

No proposal may be withdrawn after the hour set for the opening thereof until the elapse of thirty (30) days from the date and time set for opening.

EWEB reserves the right to waive any or all informalities and irregularities (EWEB Rule 3-0470) and may cancel the Request for Proposals or reject any or all proposals pursuant to EWEB Rule 3-0640.

Date: July 24, 2025

Kristin Kokkeler, Purchasing Contact https://oregonbuys.gov/bso/

RFP 25-068-S Joint Use Inspection, Make Ready Requirements, and Pole Loading Analysis 4

1. INSTRUCTIONS TO PROPOSERS

All proposals and contracts are subject to the provisions and requirements of the Oregon Revised Statutes 279A and 279B and EWEB Public Contracting Rules Divisions 1, 2, 3 and 6.

INFORMATION OF RECORD

The official source of information for this project until the Intent to Award is posted is located at the State of Oregon's bid site, located at: https://oregonbuys.gov/bso/. IT IS THE SOLE RESPONSIBILITY OF THE PROPOSER TO

CHECK THE WEBSITE ON A TIMELY BASIS.

PROPOSAL PREPARATION

1.1 PROPOSAL FORMAT AND COST

Proposals shall be typewritten or prepared in ink and shall be submitted electronically, on the form provided in the Request for Proposals. Proposals shall conform to the requirements of the Request for Proposals. All necessary attachments shall be submitted with the proposal and in the required format.

Proposer is responsible for all costs incurred in connection with its Proposal, including, but not limited to, the costs to prepare and submit the Proposal, costs of samples and other supporting materials, costs to participate in demonstrations, and costs associated with protests.

1.2 PROTEST OF SPECIFICATIONS / REQUIREMENTS

A Proposer who believes that the procurement process is contrary to law, or that the solicitation is unnecessarily restrictive in that specifications limit competition arbitrarily, without reasonably promoting the fulfillment of the procurement needs of EWEB, or that the solicitation document is legally flawed in that it contains terms or conditions that are contrary to law, or that the solicitation improperly specifies a brand name as defined in ORS 279B.200, may submit a protest via email to xxx.xxxx@eweb.org.

Insert the following in the subject header:

RFP SPECIFICATION PROTEST, RFP #25-086-S

To be considered, protests shall be received no less than 5 business days before the RFP closing date (per

EW-3-0700(2)).

Protest of specifications shall include the reason for protest, any and all evidence and documented factual information that supports Proposer’s protest, and any proposed changes to the requirements. The EWEB Purchasing department shall promptly respond to each written protest, and where appropriate, issue all revisions, substitutions, or clarifications via Addenda to all Proposers. Proposers must exhaust all administrative remedies before seeking judicial review.

1.3 PROPOSER'S PROPOSED TERMS AND CONDITIONS Rule 3-0230(7)(b)

Proposers may include in the Cover Letter of their response, proposed revisions to the contractual terms and conditions in the MS Word Sample Contract (Exhibit 1) and the Scope of Work stated in this RFP document. (Proposer may show proposed changes by using Word Track Changes tool OR providing proposed revisions in cover letter.) Proposers may not protest or make a request to change the entire terms and conditions of the solicitation. For example, you may not seek to replace EWEB’s terms and conditions in whole with your company’s terms and conditions, standard contract, master services agreement, etc.

Terms included with Proposer’s proposal documents will not be considered unless they are listed in the Cover Letter as requested terms to negotiate.

mailto:xxx.xxxx@eweb.org

RFP 25-068-S Joint Use Inspection, Make Ready Requirements, and Pole Loading Analysis 5

EWEB reserves the right to negotiate the proposed terms and/or conditions with Proposer, and either accept or reject the proposed terms and/or conditions. REQUESTS FOR REVISION OF EWEB CONTRACTUAL

TERMS AND CONDITIONS MAY BE MADE AT TIME OF PROPOSAL SUBMISSION. THERE MAY BE NO

OPPORTUNITY TO DO SO AT A LATER DATE.

NO PROPOSED TERMS OR CONDITIONS SHALL BECOME A PART OF THE AWARDED CONTRACT UNLESS

ACCEPTED BY EWEB AND INCORPORATED INTO THE CONTRACT, IN WRITING.

1.4 SIGNATURE ON PROPOSAL

Proposals shall be signed by an authorized representative of the Proposer. Signature on a proposal certifies that the proposal is made without connection with any person, firm or corporation making a proposal for the same goods and/or services and is in all respects fair and made without collusion or fraud. Signature on a proposal also certifies that the Proposer has read, fully understands, and agrees with all solicitation requirements, terms, and conditions. No consideration will be given to any claim resulting from proposing without fully comprehending all requirements of the Request for Proposals.

Proposers shall only enter information within the proposal document where it is requested or required.

Proposers shall NOT make any alterations to the original solicitation document. Any proposal that has been altered may be rejected.

1.5 CANCELLATION, REJECTION, DELAY OF RFP

Pursuant to Rule 3-0640, EWEB may cancel, reject in whole or in any part of any proposals, without liability incurred by EWEB at any time after issuing an RFP, if EWEB believes it is in EWEB’s interest to do so.

1.6 PRE-PROPOSAL CONFERENCE (when applicable) OR RESERVED

A mandatory Pre-Proposal Conference will be held at 10:00 AMPT, August 5, 2025 via Microsoft Teams. The purpose of the conference is to discuss the work to be performed with the prospective Proposers and allow questions regarding the project work. Please RSVP beforehand to the Purchasing Contact at:

kristin.kokkeler@eweb.org.

PROPOSAL SUBMISSION

1.7 PROPOSAL SUBMISSION

(a) OregonBuys Electronic Response

Please be sure to combine all documents into one pdf file before attempting to submit your bid into the OregonBuys bid site.

In order to submit an electronic proposal on the OregonBuys website, Proposer must be registered with OregonBuys and able to submit an electronic proposal. For instructions to register on OregonBuys, visit the following site: OrBuysSupplierRegistrationSteps.pdf (oregon.gov)

If you experience any issues registering, please contact OregonBuys at:

Phone: 1-855-800-5046 Email: support.oregonbuys@das.oregon.gov

When Proposer is submitting their proposal electronically, Proposer should follow the procedures outlined in any of the following:

https://www.oregon.gov/das/ORBuys/Documents/OregonBuys%20Vendor%20Formal%20Solicitation%20R esponse.pdf for electronic submission.

A video presentation on submitting an electronic proposal may be found at: Supplier - Submitting a Quote - Overview (periscopeholdings.com)

Terminology specific to the OregonBuys system may be found at:

mailto:kristin.kokkeler@eweb.org https://www.oregon.gov/das/ORBuys/Documents/OrBuysSupplierRegistrationSteps.pdf mailto:support.oregonbuys@das.oregon.gov https://www.oregon.gov/das/ORBuys/Documents/OregonBuys%20Vendor%20Formal%20Solicitation%20Response.pdf https://www.oregon.gov/das/ORBuys/Documents/OregonBuys%20Vendor%20Formal%20Solicitation%20Response.pdf https://www.periscopeholdings.com/courses/suppliersubmittingaquote/#/lessons/-IJ5uftCSaLqTjitSezQGrNh9dTNGqaA https://www.periscopeholdings.com/courses/suppliersubmittingaquote/#/lessons/-IJ5uftCSaLqTjitSezQGrNh9dTNGqaA

RFP 25-068-S Joint Use Inspection, Make Ready Requirements, and Pole Loading Analysis 6 https://www.oregon.gov/das/ORBuys/Documents/Phase1TerminologyCrosswalk.pdf

Proposals received in a manner other than through the OregonBuys website and/or after the closing date and time will not be considered and will be rejected. EWEB is not responsible for proposals submitted in any manner format or to any delivery point other than as required by the Solicitation document.

(b) REQUIRED PROPOSAL PACKAGE Complete, sign, and return the following documents as RFP response. Failing to include these documents could lead to rejection of Proposal.

• Cover Letter, with:

Contractual Acceptance: Statement accepting ALL terms and conditions contained in this solicitation and the Sample Contract (Exhibit 1). Statement may also include request for negotiation of proposed terms and conditions as allowed per Section 1.4.

Termination for Default: Proposers shall indicate if they have had a contract terminated for default in the last five years. Termination for default is defined as notice to stop performance that was delivered to the Proposer due to the Proposer’s non-performance or poor performance and the issue of performance was either (a) not litigated due to inaction on the part of the Proposer, or (b) litigated and determined that the Proposer was in default.

NOTE: If a Proposer has had a contract terminated for default in this period, then the Proposer shall submit full details including the other party’s name, address and phone number. EWEB will evaluate the facts and may, at its sole discretion, reject the proposal on the grounds of Proposer’s past performance.

• Response to Minimum Qualifications (Section 3)

• Response to All Evaluation Criteria (Section 5)

• Proposal Form (Section 6)

• All posted addenda acknowledged

(c) RESPONSIVENESS / RESPONSIBILTIY A “Responsive” proposal is a proposal that substantially complies with the Request for Proposals instructions and requirements.

A “Responsible” Proposer can demonstrate ability to meet the requirements of the Scope of Work, has the appropriate experience, is legally qualified to do the Work, has the required certifications required, has a satisfactory record of integrity and can meet the other requirements described in

ORS 279B.110(2).

1.8 ADDENDA

Any VERBAL communication cannot and shall not be construed as approval of the acceptability of any deviation to any requirement. All changes to requirements and/or the solicitation documents will be made in the form of Addenda. The Proposer is responsible for ensuring that all Addenda have been downloaded and are acknowledged in their RFP Response.

All Addenda can be obtained electronically at the state of Oregon's bid site ("OregonBuys"):

https://oregonbuys.gov/bso/.

1.9 PROPOSAL MODIFICATION

https://www.oregon.gov/das/ORBuys/Documents/Phase1TerminologyCrosswalk.pdf https://oregonbuys.gov/bso/

RFP 25-068-S Joint Use Inspection, Make Ready Requirements, and Pole Loading Analysis 7

If a Proposer wishes to make modifications to a submitted Proposal, Proposer must do so through OregonBuys prior to the Proposal Due Date and Time stated on the Cover Page for this RFP.

1.10 PROPOSAL WITHDRAWALS:

If a Proposer wishes to withdraw a submitted Proposal, Proposer must do so through OregonBuys, using the “Withdraw Quote” button prior to the Proposal Due Date and Time stated on the Cover Page for this RFP.

1.11 EXCEPTIONS

Any exceptions to the requirements of this solicitation MUST be submitted in accordance with Item 1.3

PROTEST OF SPECIFICATIONS / REQUIREMENTS. Exceptions submitted with your proposal, or in any manner other than the process provided herein, may cause your proposal to be ruled non-Responsive and rejected.

1.12 PROPOSAL OPENING: Unless otherwise provided by Law or Rule, proposals received in response to this

Request for Proposals shall be opened at the scheduled closing date and time at the EWEB Purchasing department located at 4200 Roosevelt Blvd, Eugene, Oregon 97402. Enquiring Proposers shall be informed only of the names of Proposers submitting proposals. No other information shall be available at that time.

Award decisions will NOT be made at the opening.

1.13 ALTERNATE PROPOSALS

Proposers may submit more than one proposal. All proposals must comply with the requirements of the RFP except that additional proposals may incorporate, by reference, repetitive information which is provided in the complete proposal.

1.14 PROPRIETARY DATA/PUBLIC RECORD

This Request for Proposal, together with copies of all documents pertaining to the award of a contract, shall be kept by EWEB and made a part of a file or record which shall be open to public inspection. If a proposal contains any information that is considered a trade secret under ORS 192.345(2), each sheet of such information shall be marked with the following legend:

“This data constitutes a trade secret under ORS 192.345(2), and shall not be disclosed, except in accordance with the Oregon Public Records Law, ORS Chapter 192”.

The Oregon Public Records Law exempts from disclosures only bona fide trade secrets, and the exemption from disclosure applies only "unless the public interest requires disclosure in the particular instance" ORS 192.345(2). Therefore, non-disclosure of documents or any portion of a document submitted as part of a proposal may depend upon official or judicial determinations made pursuant to the Public Records Law. The above restriction may not include cost or price information, which shall be open to public inspection.

1.15 SOCIAL EQUITY

EWEB supports the use of Minority, Women, Emerging Small Businesses (M/W/ESB), local businesses, Disadvantaged Business Enterprises and Qualified Rehabilitation Facilities (QRF). EWEB encourages the awarded offeror to use the following voluntary practices to promote open competitive opportunities for disadvantaged businesses as applicable:

a. Access lists of certified minority, women, emerging small business or disadvantaged business enterprises from the Oregon State Office of Minority, Women and Emerging Small Business (OMWESB) by visiting their website at:

b. Visit the Oregon State Qualified Rehabilitation Facilities Program website to search for Qualified

Rehabilitation Facilities from whom to procure products or services.

RFP 25-068-S Joint Use Inspection, Make Ready Requirements, and Pole Loading Analysis 8

SCHEDULE OF EVENTS

1.16 The schedule of events set out herein represent Eugene Water & Electric Board’s best estimate of the schedule that will be followed.

Request for Proposal released 7/25/25

Voluntary Pre-Proposal Conference 8/5/25

Last Date for EWEB to receive Protests of Requirements/Specifications/Terms 8/7/25

Last day for EWEB to receive questions from Proposers 8/20/25

Last day EWEB will post Addenda on Bid Site 8/22/25

Closing date (last day to submit proposals to EWEB) 8/29/25

Responses evaluated 9/1/25 – 9/10/25

Interviews / Presentations held TBD

Intent to Award Announcement Posted on Bid Site 9/24/25

Board Approval 10/10/25

Contract Award 10/11/25

RFP 25-068-S Joint Use Inspection, Make Ready Requirements, and Pole Loading Analysis 9

2. SCOPE OF WORK

2.1 BACKGROUND

Eugene Water and Electric Board (EWEB) is requesting proposals from firms able to provide pre/post inspections and make-ready requirements for attachments of joint use involving the Utility’s poles, as well as completing pole loading analyses. Proposers will accurately process attachment permits while promoting efficient communication between EWEB and the attaching party. Changes to the scope of work may take place as the actual contract is established, dependent on capability and capacity for both EWEB and the service provider.

2.2 LENGTH OF CONTRACT.

The contract for this project (“Contract”) will start from the date of award, and will last approximately five

(5) years.

2.3 LOCATION OF WORK

The location of the majority of work to be performed, completed and managed is at Contractor’s business location and in EWEB’s service territory in Lane and Linn Counties, Oregon. All work will be along city streets, county, state and private roads, or on public or private rights-of-way occupied by EWEB facilities. https://www.eweb.org/documents/about-us/eweb-service-territory-map.jpg

EWEB WILL NOT provide workspace for the Contractor. The Contractor must provide its own workspace.

OR, if workspace will be provided on-site, state the conditions.

2.4 SCOPE OF WORK

Services provided shall include but will not be limited to:

A. Pre Inspections

• Collecting existing attachment heights at poles and at mid-spans.

• Verify pole data (height, class, material etc.).

• Record existing pole conditions at proposed attachments.

• Determine make-ready requirements for new attachments.

• Determine if guying is required to support new attachments.

• Input data into the Pole Owner section of the Joint Use Project Spreadsheet.

B. Pole Loading Analysis

• EWEB shall provide conductor (size/type/tension) and pole (class/height/species) details for analysis.

• Transmission poles shall be modeled in O-Calc, SpidaCalc, or PLS-CADD. For Distribution poles a spreadsheet pole loading analysis is also acceptable. EWEB can provide LiDAR for transmission lines if PLS-CADD is being used. This may not be accurate for current conditions and would need to be verified.

• Transmission poles shall be modeled as NESC Grade B construction with medium district loading.

Distribution poles shall be modeled as NESC Grade C construction with medium district loading, except at crossings, where distribution shall also conform to Grade B construction.

• Analysis shall conform to current NESC requirements and evaluate structural loading as well as clearances. Where pole utilization exceeds 90% provide replacement recommendations for corrections (pole class/size, additional anchors/guys, etc.).

• Results shall be submitted as a pdf, EWEB may request the native file format (.pplx, .spida, .xyz, etc.)

C. Make-ready Requirements (if needed) https://www.eweb.org/documents/about-us/eweb-service-territory-map.jpg

RFP 25-068-S Joint Use Inspection, Make Ready Requirements, and Pole Loading Analysis 10

• May be required to prepare construction prints. Prints to be reviewed and finalized by a EWEB staff prior to issuing. (using Designer software)

• Include guying requirements.

• May be required to prepare bill of materials, using EWEB Inventory Sheet, Designer software.

• Determine crew type, size and estimated hours for pre-bill assessment.

• May be required to determine and submit required permitting, and notifications to City of

Eugene, ODOT, Lane County, Railroad, etc.

• Update Pole attachment (PA) and transfer (PT) notices in NJUNS (National Joint Use Notifications

System).

• For pole replacements, verify all comms and streetlights, if applicable, have been transferred to the new pole and the stub is ready to be pulled.

D. Pre-construction meetings (if needed)

• Coordinate meetings with installation contractors, the Utility’s Joint Use Specialist, and others as required.

• Review EWEB pole attachment construction standards, attachment requirements to ensure clearances, guying requirements and anchor placements, and project timelines.

• Exchange project contacts.

E. Post Inspections

• Verify new attachment heights at poles and at mid-spans.

• Verify required clearances were met at poles and mid-spans.

• Verify required guying was installed as called out.

• Report unsatisfactory conditions to designated EWEB staff.

Actual scope of work will vary as needed to meet the EWEB’s objective. EWEB reserves the right to adjust task and scope as needed. A detailed contract scope of work will be developed upon consultant selection.

2.5 REQUIREMENTS

A. Make-Ready Requirements

• Requirements shall conform to EWEB current specifications and NESC requirements.

• Attachments to distribution only poles must conform to NESC Grade C construction with medium loading except as noted.

• Attachments to Poles supporting any of the EWEB’s Transmission System must conform to NESC

Grade B construction with medium loading except as noted.

• Construction documents to be done with software formats that are easily accessible to EWEB including but not limited to .dwg, pdf, docx, or .mxd. Other formats will be considered.

• Final prints to be bundled in .pdf format.

B. Availability

• Provide in response maximum number of days firm will need to begin a pre or post inspection after notification.

• Consultant to have staff to handle simultaneous high volume attachment requests at any given time.

C. Past Project Numbers The number of joint use attachment projects will vary depending on the demand placed by the attaching entities. These numbers are expected to increase in the coming years. The chart below provides historical data and does not necessarily represent what the coming demands may be.

RFP 25-068-S Joint Use Inspection, Make Ready Requirements, and Pole Loading Analysis 11

Pole Attachment (PA) Tickets

Year # PA Tickets Total Poles Year over Year Ticket Increase

Year over Year Pole Increase

2019 102 1,629 2020 142 1,021 39.22% -37.32% 2021 145 2047 2.11% 100.49% 2022 234 1,920 61.38% -6.20% 2023 339 3,342 44.87% 74.06% 2024 461 6,068 35.99% 81.57%

Make Ready (MR) Tickets (1 Pole per Ticket)

Year # MR Tickets Year over Year Ticket Increase

2019 6 2020 103 1616.67%

2021 272 164.08% 2022 31 -88.60% 2023 183 490.32% 2024 473 158.47%

RFP 25-068-S Joint Use Inspection, Make Ready Requirements, and Pole Loading Analysis 12

3. MINIMUM QUALIFICATIONS (PASS/FAIL)

Minimum Qualifications (Pass/Fail)

Following are the “Minimum Requirements” that shall be met by all Proposers. Response to this section will be considered on a pass or fail basis. Response to each and all requirements must pass before a proposal will be reviewed and scored by the evaluation team.

Proposers shall respond to each of the Minimum Requirements in writing in a brief and concise manner. (See Submittal section following.) EWEB does not pre-qualify Proposers; your proposal must show that your firm meets the requirements. EWEB will attempt to answer questions or clarify the requirements if needed.

1. Proposer must have been in business providing inspection and analysis services similar to the scope of work described in this RFP document, continuously for at least 5 years.

2. Proposer should not have had a contract terminated for default or breach in the last 10 years. Termination for default is defined as notice to stop performance that was delivered to the Proposer due to the Proposer’s non-performance or poor performance and the issue of performance was either (a) not litigated due to inaction on the part of the Proposer, or (b) litigated and determined that the Proposer was in default.

NOTE: If a Contractor has had a contract terminated for default in this period, then the Contractor shall submit full details including the other party’s name, address and phone number. EWEB will evaluate the facts and may, at its sole discretion, reject the proposal on the grounds of Contractor’s past performance.

3. Proposer must provide client references (including EWEB) for 3 most relevant Joint-Use inspection and analysis contracts within the last 5 years, similar in nature to the requirements specified and required for this proposal, that will indicate quality performance, especially based on quality of deliverables and follow-through.

Submittal of Proposer Qualifications

Please provide the following information on individual pages labeled “Minimum Qualifications”.

1. Company Information:

a. Indicate whether Proposer is a sole proprietor, partnership, LLC, corporation or other (specify).

b. Indicate how many years Proposer has continuously been in business performing testing and inspection work similar to the scope described in this RFP.

2. Indicate whether Proposer has had a contract terminated for default or breach (as described in item A.2 above) in the last 10 years. NOTE: If a Proposer has had a contract terminated for default in this period, then the Proposer shall submit full details, including the other party’s name, address, and phone number. EWEB will evaluate the facts and may, at its sole discretion, reject the proposal on the grounds of Proposer’s past performance.

3. Related Project Experience

Provide client references for 3 most relevant inspection and analysis contracts within the last 5 years, similar in nature to the requirements specified and required for this proposal, that will indicate quality performance, especially based on quality of deliverables and follow-through. Please provide the following for each reference:

a. Name of client

b. Description of project and work provided

c. Order due date & actual completion date

d. Original contracted cost and actual cost at time of Final Completion

RFP 25-068-S Joint Use Inspection, Make Ready Requirements, and Pole Loading Analysis 13

e. Client contact person who is able to attest for Proposer’s performance, including email address, telephone number, and city/state located in. (This person should be notified by Proposer that EWEB may contact him/her for purposes of checking references.)

RFP 25-068-S Joint Use Inspection, Make Ready Requirements, and Pole Loading Analysis 14

4. EVALUATION PROCESS & CONTRACTOR SELECTION

EWEB intends to use a Multi-Tier evaluation process. In Tier One, a Competitive Range of shortlisted finalists are determined by their qualifications/proposed pricing to fulfill the Work. In Tier Two, interviews may subsequently be held to determine final award. Additional detail can be found below.

EWEB reserves the right to forego Tier Two activities altogether if an apparent Finalist is determined.

The total number of points possible for written proposals is 100.

Points are assigned as follows:

Criteria Total Possible Points

Tier One

Minimum Qualifications Pass/No Pass only Project Management 20 Process and Communication 20 Key Staff Experience 20 References From Past Clients 10 Value Added Services 5 Pricing Proposal 25

Tier Two

Interviews “Scores Finalized”

TOTAL POSSIBLE SCORE 100

3.1 Review and Acknowledgment of Defective Proposals

Due to limited resources, EWEB generally will not completely review or analyze proposals that on their faces fail to comply with the minimum mandatory requirements of the solicitation documents nor will EWEB generally investigate the references or qualifications of such proposals. Therefore, EWEB will not acknowledge whether or not an unsuccessful proposal was complete, responsive, responsible, sufficient, or lawful in any respect. This is a public solicitation, the processes and procedures which are established and required by Oregon law and EWEB adopted rules. Proposers are advised to strictly follow the process, procedures, and requirements as set forth in the RFP documents and not anticipate or rely on any opportunity to negotiate, beyond such limitations that are identified herein.

3.2 Right of Rejection

Proposers must comply with all of the terms of the RFP, EWEB Rules, and all applicable local, state, and federal laws, administrative rules, and regulations. The Purchasing Contact may reject any proposal that does not comply with all of the material and substantial terms, conditions, and performance requirements of the RFP.

Proposers may not make stipulations or restrict the rights of EWEB. If an Proposer does so, the Purchasing Contact may determine the proposal to be a non-responsive counter-offer and the proposal may be rejected.

The Purchasing Contact may waive minor informalities that:

• do not affect responsiveness, RFP 25-068-S Joint Use Inspection, Make Ready Requirements, and Pole Loading Analysis 15

• are merely a matter of form or format,

• do not change the relative standing or otherwise prejudice other offers,

• do not change the meaning or scope of the RFQ/RFP,

• are trivial, negligible, or immaterial in nature,

• do not reflect a material change in the work, or,

• do not constitute a substantial reservation against a requirement or provision, EWEB reserves the right to refrain from making an award if it determines that to be in its best interest.

A proposal from a debarred or suspended Proposer shall be rejected.

3.3 References

EWEB reserves the right to request and investigate any and all references and the past performance information provided in the proposal with respect to Respondent’s successful performance of similar projects, compliance with specifications and contractual obligations, completion or delivery of a project on schedule, and lawful payment of employees and workers.

EWEB reserves the right to check any and all sources for information and to include sources other than the references provided in the Proposer’s proposal. EWEB may consider information available from any such source including government bodies and regulatory authorities in evaluating respondents, including past experience EWEB has had with the Proposer.

3.4 Responsibility

EWEB reserves the right to investigate and evaluate, at any time prior to award and execution of the Contract, the apparent successful Proposer’s responsibility for performing the Contract, as defined in Rule 3-0500. Submission of a signed proposal shall constitute approval for EWEB to obtain any information EWEB deems necessary to conduct the evaluation. EWEB reserves the right to request additional information or documentation from the successful Proposer prior to award of a contract. Such information may include, but is not limited to, current and recent balance sheets, income statements, cash flow statements, or a performance bond from an acceptable surety. Failure to provide this information will result in the rescission of EWEB’s Intent to Award.

EWEB may postpone the award of the Contract after announcement of the apparent successful Proposer in order to complete its investigation and evaluation. Failure of the apparent successful Proposer to demonstrate responsibility shall render the Proposer non-responsible and shall constitute grounds for rejection of the proposal.

3.5 Clarification of Response

EWEB reserves the right to request clarification of any item in any proposal, or to request additional information necessary to properly evaluate a particular proposal. All requests for clarification and responses shall be in writing.

During the evaluation of Proposals, Proposers must respond to any request for clarification from the Evaluation Committee within 24 hours of request (Monday through Friday). Inability of the Evaluation Committee to reach a Proposer for clarification and/or failure of a Proposer to respond within the time stated may result in rejection of that Proposer’s Proposal.

3.6 Evaluation Process

A multi-tiered process will be used for this RFP. Proposals will be evaluated and shortlisted for up to 3 Proposers or at a natural break in scores. EWEB reserves the right to conduct interviews and/or factory inspections to further refine scores. Proposals will be ranked from highest score to lowest.

Pursuant to Rule 3-0230(14)(d), EWEB may employ methods of Contractor selection that include without limitation:

RFP 25-068-S Joint Use Inspection, Make Ready Requirements, and Pole Loading Analysis 16

(A) An award or awards based solely on the ranking of proposals;

(B) Discussions leading to best and final offers, in which EWEB may not disclose private discussions leading to best and final offers;

(C) Discussions leading to best and final offers, in which EWEB may not disclose information derived from proposals submitted by competing Proposers;

(D) Serial negotiations, beginning with the highest ranked Proposer;

(E) Multiple-tiered competition designed to identify, at each level, a class of Proposers that fall within a competitive range or to otherwise eliminate from consideration a class of lower ranked Proposers;

(G) Any combination of methods described in this section.

3.7 Interviews / Presentations

Should a Multi-tiered process be used, the outcome of the written proposal evaluations in Tier One may result in placement on a short list of finalists. EWEB may invite up to three (3) of the highest-ranked firms (or at a natural break in scoring) to interview / present. Each Proposer’s key persons, as identified by EWEB, shall be prepared to attend the interview within five (5) business days of notification by EWEB, and shall be provided with information regarding what to prepare for.

Upon completion of interviews, points awarded for the written scores will be reviewed and finalized.

4.8 Contractor Selection

If a Contract is awarded, EWEB shall award the Contract to the responsible Proposer whose proposal EWEB determines in writing to be the most advantageous to EWEB based on:

a) The evaluation process and evaluation factors described in this Request for Proposals;

b) Any applicable preferences allowed by EWEB Rules, Division 2; and when applicable,

c) The outcome of any negotiations authorized by this Request for Proposals

If this Request for Proposals specifies or authorizes the award of multiple public contracts, EWEB shall award public contracts to the responsible Proposers who qualify for the award of a Contract under the terms of this Request for Proposals.

The firm with the highest total score as a result of written proposal/pricing scoring AND interview / presentation scoring will be awarded the Contract.

4.9 Notice of Intent to Award

After the completion of the evaluation and final ranking, the Purchasing Contact will issue a written notice of Intent to Award to all Proposers and post on the OregonBuys website. The notice will set out the names and ranks of all Proposers and identify the Contractor selected for award (“Highest Ranked Proposer” or “Finalist”).

4.10 Contract Negotiation

Upon announcement of Intent to Award, EWEB will begin negotiating a Contract with the Highest Ranked Proposer and shall conduct negotiations toward obtaining written agreement on:

a) The Statement of Work;

b) The Contract price as it is affected by negotiating the Statement of Work; and

c) Any other terms and conditions resulting in the final Contract.

A sample contract (Exhibit #1) is attached for Proposer reference.

At any time during discussions or negotiations, EWEB may terminate such discussions or negotiations with the highest-ranked Proposer if it reasonably believes that:

a) The Proposer is not discussing or negotiating in good faith; or

RFP 25-068-S Joint Use Inspection, Make Ready Requirements, and Pole Loading Analysis 17

b) Further discussions or negotiations with the Proposer will not result in the parties agreeing to the terms and conditions of a final Contract in a timely manner.

If EWEB terminates negotiations, EWEB may then commence negotiations with the next highest ranked Proposer and continue the process until EWEB has determined to award the Contract to the Proposer with whom it is currently discussing or negotiating. If negotiations with any Proposer does not result in a Contract within a reasonable amount of time, as determined solely by EWEB, EWEB may reject all proposals and cancel the RFP. Nothing in the rule precludes EWEB from proceeding with a new formal solicitation for the same Work described in the RFP that failed to result in a Contract.

4.11 Protests and Judicial Review of Competitive Bidding and Proposals

Pursuant to Rule 3-0740, a bidder or proposer may protest the award of a public contract or a notice of intent to award a public contract, whichever occurs first, if the bidder or proposer is adversely affected because the bidder or proposer would be eligible to be awarded the public contract in the event that the protest were successful; and the reason for the protest is that all higher ranked proposals are nonresponsive; EWEB has failed to conduct the evaluation of proposals in accordance with the criteria or processes described in the solicitation materials; EWEB has abused its discretion in rejecting the protestor’s proposal or proposal as nonresponsive; or EWEB's evaluation of proposals or EWEB's subsequent determination of award is otherwise in violation of EWEB Rules. The protest process may not be used to protest non-inclusion in the Competitive Range.

Eligible Proposers protesting award shall follow the procedures described herein. Protests that do not follow these procedures will not be considered. This protest procedure constitutes the sole administrative remedy available to Proposers.

a) Protests must be emailed to the Purchasing Contact and received within seven (7) days after the notice of intent to award the Contract has been posted on the bid site. “Protest of RFP XXX-XXX-X” shall be entered in the subject header of the email. The Purchasing Contact will email a reply acknowledging receipt of the notice. EWEB will not consider late protests.

b) All protests must be in writing, signed by the protesting party or an authorized Agent and submitted to the EWEB Purchasing Contact listed on page 1. The protest must state all facts and arguments on which the protesting party is basing on the protest.

c) Only protests stipulating an issue of fact concerning a matter of bias, discrimination or conflict of interest, non-compliance with procedures described in the procurement documents, or EWEB policy shall be considered. Protests based on procedural matters will not be considered.

d) EWEB’s Purchasing Supervisor will review the protest and will email the protesting party a written response within three (3) business days of receipt of the written protest to the email provided in Proposer’s proposal. Any written response may be comprised of a determination of the protest, a notice to the protesting party of the need for additional time in which to evaluate the matter, or other notice to the protesting party.

e) If the Purchasing Supervisor’s determination (response) is adverse to the protester, any further appeal of the Purchasing Supervisor’s determination (response) by the party must be submitted via email to EWEB’s General Manager within three (3) business days of issuance of the Purchasing Supervisor’s determination (response).

f) EWEB’s General Manager will review any appeal of the Purchasing Supervisor’s determination and shall email the protesting party a written response within three (3) business days of receipt of written appeal to the email provided in Proposer’s RFP response,

g) If the determination of the General Manager is adverse to the protesting party’s interest, the protesting party may only appeal to EWEB’s Board of Commissioners by filing an emailed notice of

RFP 25-068-S Joint Use Inspection, Make Ready Requirements, and Pole Loading Analysis 18 appeal to the Board with the General Manager within two (2) business days of issuance of the General Manager’s written determination.

h) The Contract Review Board, in considering the protest, shall review the documentation presented to the Purchasing Supervisor and the General Manager on or before the next regularly scheduled Board Meeting, but in no event shall they be required to review in less than ten (10) business days, and thereafter, base their decision on such material. The Board review will be limited to the evaluation of compliance with EWEB’s policies and procedures, requirements of the RFP and the equal and fair application of EWEB’s contracting rules. The Contract Review Board's determination shall be EWEB's final decision.

An adversely affected or aggrieved Proposer must exhaust all avenues of administrative review procedures and relief before seeking judicial review of EWEB's Contractor selection or Contract award decision.

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4. EVALUATION CRITERIA

Instructions - Include in your proposal package a response to the following questions, listing the question first and the response directly beneath. Failure to respond to one or more questions could lower total score or cause the response to be deemed Non-Responsive and rejected.

5.1 Project Management (20 points possible)

Demonstrate Proposer’s ability to clearly define the desired action to be taken and to perform the tasks and subtasks identified in the Scope of Work.

Responses should address the following:

• Profile information for key contacts

• Staff training and certifications, provide assurance of knowledge of NESC and safe work practice

• Project tracking methods

• Verification of capacity to handle the work, how long to process approximately 500 ap and post inspections per year. Approximately 42 Pole Attachment (PA) applications a month

• Verification of capacity to handle the work, how long to process approximately 473 make ready tickets per year. Approximately 42 Pole Attachment (PA) applications a month

• Average number of pole applications currently processed each month

5.2 Process and Communication (20 points possible)

Demonstrate Proposer’s ability to clearly define the desired action to be taken and to perform the tasks and subtasks identified in the Scope of Work. The response should include the proposed schedule for delivery of major task milestones and indicate management approach to be utilized when addressing key issues of the project.

• Describe your typical process and timeline from start to finish for a simple attachment request

• Provide sample status reports and deliverables

• Pole loading reports

• Pre/post inspections, specific notes for EWEB

• Method information is communicated

• Sample of a final report submittal

• Explain how you handle incomplete or inaccurate permit applications, work requests, etc.

• Describe elements of the work that will be done remotely

• Explain your preferred process for downloading and uploading data

5.3 Key Staff Experience (20 points possible)

Demonstrate Proposer’s team qualifications and experience relating to the requested services. References listed, or other documented references may be used by EWEB during the evaluation of this criterion.

Response should address the following:

• Extent of principal involvement;

• Names of key members who will or likely will be performing the work on [these/this] project(s) and their responsibilities; tenure with company and number of years in this segment of business.

• Description of experience using teams on similar or related projects; specifically years active in joint use (including time prior to your company); pole loading review and specific software competencies;

other software used and

• Project Manager's experience with similar projects and interdisciplinary teams.

• Percent of time each key person will be working on EWEB’s project.

• Provide the Table of Contents for your safety manual, record of OSHA reportable injuries for the last 3 years and time lost claims for the last 2 years.

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5.4 References from Past Clients (10 points possible)

Provide a description of the three (3) most relevant projects completed within the last five (5) years that most closely resemble the project that is being described in this solicitation. These references must be from electric utilities with at least one from Oregon. Proposers shall provide the following for each project:

1) Name / city /state of the client.

2) Client Representative: Provide name, email, phone

2) Contract number or other information available to identify the contract.

3) Complete description of work performed.

EWEB will contact the client references listed in 5.3 above. Please ensure your client representatives are still available at the contact email and phone provided and that they are willing to speak to EWEB regarding your past project(s).

5.5 Value Added Services (5 possible points)

These items are not currently in the scope of work, but may be considered in the future.

• Perform cost estimates for Make Ready

• Assist EWEB in updating Joint Use contracts, standards and guidelines

• Create and track NESC violations within NJUNS

Please submit any additional services that may support or enhance the current scope.

5.6 Pricing Proposals (25 points possible)

Please note: All fees/costs must be identified in the proposal.

• Provide a billing rate schedule for employees and equipment by work category with mobilization costs embedded

• Provide hourly rate, estimated hours, and total cost in the chart below

Hourly Rate Estimated

Hours TOTAL Cost

Permit Processing without Make Ready $ $

Permit Processing with minor Make Ready (no pole replacement

Pole Loading Review (QA/QC someone else's work)

Street-side Pole Inspections $ 8 $

Restricted Access Pole Inspections $ 8 $

Pole Loading Design and Analysis $ $

Percentage of the cost that is typical for administrative and managerial functions: %

*Please include pricing for any additional services mentioned in Section 5.5 (not scored)

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Total points for cost will be determined according to the following formula:

A = Total Possible points = xx L = Lowest cost proposed X = Cost being scored B = Awarded Score

Formula: "L" divided by "X" times "A" = "B"

Example: If A = 50 Points, L = $50,000; X = $75,000; then: $50,000 / $75,000 x 25 = 16.7 points

RFP 25-068-S Joint Use Inspection, Make Ready Requirements, and Pole Loading Analysis 22

6. PROPOSAL FORM

Proposals should be prepared and organized in a clear and concise manner and must include all information required by this RFP. Separate and clearly identify all sections and include a Table of Contents. Headers and titles should be used to identify required information.

A. PROPOSAL PACKAGE

RETURN THE FOLLOWING WITH YOUR RFP RESPONSE, PER SECTION 1.8(B).

(Failing to include these documents could lead to rejection of Proposal.)

Place a check in front of each item indicating inclusion in your response)

COVER SHEET, with introduction of firm and the following:

o Contractual Acceptance: Statement accepting ALL terms and conditions contained in this solicitation. Statement may include request for negotiation of proposed terms and conditions as allowed per Section 1.8(B).

o Termination for Default: Proposers shall indicate if they have had a contract terminated for default in the last five years. Termination for default is defined as notice to stop performance that was delivered to the Proposer due to the Proposer’s non-performance or poor performance and the issue of performance was either (a) not litigated due to inaction on the part of the Proposer, or (b) litigated and determined that the Proposer was in default.

NOTE: If a Proposer has had a contract terminated for default in this period, then the Proposer shall submit full details including the other party’s name, address and phone number. EWEB will evaluate the facts and may, at its sole discretion, reject the proposal on the grounds of Proposer’s past performance.

RESPONSE TO MINIMUM QUALFICATIONS per Section 3 RESPONSE TO ALL EVALUATION CRITERIA listed in Section 5 PROPOSAL FORM – This Section 6

ALL POSTED ADDENDA ACKNOWLEDGED

ALL DOCUMENTS COMBINED INTO ONE PDF FILE

B. ACKNOWLEDGMENT OF RECEIPT OF ADDENDA TO RFP DOCUMENTS:

Proposer acknowledges all Addenda and agrees to be bound by their contents.

Circle each RFP Addendum received: 1, 2, 3, 4, 5, 6, 7, 8, 9, 10

Check if not applicable or no Addenda were received: ____

C. MWESB…