RFP 26-052-Q Electric Vehicle Infrastructure Study.pdf

RFP 26-052-Q / Electric Vehicle Infrastructure Study 1

Eugene Water & Electric Board

REQUEST FOR PROPOSALS

for

Electric Vehicle Infrastructure Study

A&E

RFP No.: 26-052-Q Closing Date: April 27, 2026 Time: 02:00 PM PT

Description: EWEB requests proposals from engineering consulting firms interested in providing engineering and design services for review and design of EWEB’s expanded electric vehicle (EV) charging infrastructure to support the long-term electrification of its light-duty fleet.

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

Pre-Proposal Conference: YES- Voluntary Date: April 3, 2026 Time: 11:00 AM PST Microsoft Teams video conference. RSVP Purchasing Contact at the above email reference to receive an 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, the bidding process, and/or the award process shall be directed 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” mailto:kristin.kokkeler@eweb.org

RFP 26-052-Q / Electric Vehicle Infrastructure Study 2

TABLE OF CONTENTS

Section Description

Legal Advertisement

1 Instructions to Proposers

2 Scope of Work

3 Minimum Qualifications and Requirements

4 Evaluation Process & Proposer Selection

5 Evaluation Criteria

6 Proposal Form

ATTACHMENTS

A

B

State of Oregon Department of Energy Sample Performance Agreement Community Renewable Energy Grant Program – 2025 Program Report

EXHIBITS

Sample Contract

RFP 26-052-Q / Electric Vehicle Infrastructure Study 3

LEGAL ADVERTISEMENT

RFP #26-052-Q

Electric Vehicle Infrastructure Study

The Eugene Water & Electric Board (EWEB) requests proposals from engineering consulting firms interested in providing engineering and design services for review and design of EWEB’s expanded electric vehicle (EV) charging infrastructure to support the long-term electrification of its light-duty fleet.

Proposals shall be submitted on the State of Oregon – OregonBuys website (https://oregonbuys.gov/bso/), before, 2:00 PM PT, April 27, 2026. (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/. (On OregonBuys home page, search for bid #26-052-Q. For navigation help, please call 1-855-800-5046.)

An option Pre-Proposal Conference will be held at 11:00 AM PST, April 3, 2026 via Microsoft Teams. The purpose of the conference is to discuss the work to be performed with the prospective Proposers and allow them to ask questions regarding the project work. Please RSVP beforehand to the Purchasing Contact at:

kristin.kokkeler@eweb.org.

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: March 26, 2026

Kristin Kokkeler, Purchasing Contact https://oregonbuys.gov/bso/ mailto:kristin.kokkeler@eweb.org

RFP 26-052-Q / Electric Vehicle Infrastructure Study 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, per Section 1.8 below. 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 CONFORMANCE TO SOLICITATION REQUIREMENTS

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.

1.3 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 #26-052-Q

To be considered, protests shall be received no less than 5 business days before close (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.

1.4 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 Sample Contract (Exhibit 1) and the Scope of Work included 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 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 26-052-Q / Electric Vehicle Infrastructure Study 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.

1.5 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.

1.6 CANCELLATION, REJECTION, DELAY OF RFP

Pursuant to Rule 3-0640, EWEB may cancel, reject in whole or in any part any proposals, if EWEB determines it is in the best interest of EWEB to do so.

1.7 PRE-PROPOSAL CONFERENCE

An optional Pre-Proposal Conference will be held at 11:00 AM PST, April 3, 2026 via Microsoft Teams. The purpose of the conference is to discuss the work to be performed with the prospective Proposers and allow them to ask questions concerning the project. Please RSVP beforehand to the Purchasing Contact at:

kristin.kokkeler@eweb.org.

1.8 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:

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

RFP 26-052-Q / Electric Vehicle Infrastructure Study 6 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 Sheet, 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.

• Proposal Form (Section 6)

• Response to Minimum Requirements (Section 3)

• Response to All Evaluation Criteria (Section 5)

• All Addenda Acknowledged

IMPORTANT NOTE RE PRICING – DO NOT submit pricing proposal with your submission. All Proposers should be prepared to submit their pricing within 24 hours of formal invitation to submit pricing, shortly after shortlist notification.)

(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).

1.9 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. Proposer may sign each issued Addendum and include with response or acknowledge in the space provided on the Proposal Form.

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

https://oregonbuys.gov/bso/.

https://oregonbuys.gov/bso/

RFP 26-052-Q / Electric Vehicle Infrastructure Study 7

1.10 PROPOSAL MODIFICATION

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.

1.11 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.

1.12 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.

1.13 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.

1.14 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.

1.15 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.

1.16 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: https://www.oregon.gov/ohcs/homeownership/pages/mwesb.aspx

b. Visit the Oregon State Qualified Rehabilitation Facilities Program website to search for Qualified Rehabilitation Facilities from whom to procure products or services.

https://www.oregon.gov/ohcs/homeownership/pages/mwesb.aspx

RFP 26-052-Q / Electric Vehicle Infrastructure Study 8

SCHEDULE OF EVENTS

1.17 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 3/26/26

Voluntary Pre-Proposal Conference 4/3/26

Last Date for EWEB to receive Protest of Requirements/Specifications 4/8/26

Last day for EWEB to receive questions from Proposers 4/19/26

Last day EWEB will post Addenda on Bid Site 4/20/26

Closing date (last day to submit proposals to EWEB) 4/27/26

Responses evaluated 4/27/26 – 4/29/26

Optional interviews / Presentations held TBD

Pricing evaluated 5/1/26

Intent to Award announcement Posted on Bid Site 5/4/26

Board approval May 5, 2026

Contract award TBD

ANTICIPATED PROJECT SCHEDULE:

Final C-REP submission to ODOE. 10/2/26

RFP 26-052-Q / Electric Vehicle Infrastructure Study 9

2. SCOPE OF WORK

2.1 BACKGROUND /OBJECTIVES

EWEB is initiating a project to review and design expanded electric vehicle (EV) charging infrastructure to support the long-term electrification of its light-duty fleet. This project will assess existing site conditions, validate initial concepts, and develop design & construction documents. This planning project will be participating in the State of Oregon Department of Energy Community Renewable Energy Grant Program

(ODOE C-REP).

2.2 LENGTH OF CONTRACT

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

(9) months.

2.3 LOCATION OF WORK

The location the work is to be performed, completed and managed is at Consultant’s business location and 4200 Roosevelt Blvd., Eugene, Oregon.

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

2.4 ENGINEERS ESTIMATE

The EWEB estimate for this project is $250,000.

2.5 SCOPE OF WORK

a. General

Consultant performance is based on deliverable products and outcomes (“Deliverables”). The selected Proposer and EWEB will negotiate the final description of work tasks and Deliverables, within the scope of what is advertised here, for inclusion in the Contract.

b. Scope of Work

• Provide planning, engineering, and design services to support EWEB’s long-term electrification of its light-duty fleet, in alignment with EWEB’s operational needs, renewable energy goals, and 10-year electrification plan.

• Develop project plan and design documents for expanded EV charging capacity at EWEB’s Roosevelt Operations Center.

• Provide supporting documents and reports written to EWEB’s specifications and/or the Oregon Department of Energy’s C-REP Project Plan for a community renewable energy planning project.

• Review opportunities for expansion and/or reconfiguration of the existing, on-site 75kW PV system.

c. Description of Task Orders Task 1: Project Initiation and Administration The Contractor shall:

• Establish the project team, roles, and responsibilities

• Coordinate with identified project partners

• Confirm project scope, schedule, and compliance with the six-month completion

• requirement (or approved alternative timeline)

• Develop and maintain a project management and document control process

• Compile required administrative information for submission

• Planning Cost Documentation o Itemized list of all costs o Identification of all funding sources o Supporting documentation (invoices, receipts, canceled checks, financing documents)

RFP 26-052-Q / Electric Vehicle Infrastructure Study 10

Task 2: Project Completion Verification The Contractor shall:

• Verify that all planning activities are completed in accordance with the Performance Agreement

• Document any deviations or approved amendments

• Establish and document the official Project Completion Date

Task 3: Stakeholder Consultation and Engagement The Contractor shall:

• Identify and engage the following stakeholder groups:

o Members of qualifying communities o Businesses located within the project service area o Electric utilities serving the project area o Other relevant regional stakeholders

• Develop and implement a stakeholder outreach strategy

• Conduct consultations using appropriate methods (e.g., meetings, workshops, surveys, interviews)

• Document:

o Participating organizations and individuals o Stakeholder group classifications o Methods and frequency of engagement

• Demonstrate how stakeholder input informed project planning

• Identify any stakeholder groups not consulted and provide justification and/or future engagement plans

Task 4: Site Suitability Assessment The Contractor shall:

• Identify and evaluate proposed project site(s)

• Assess site suitability, including:

o Physical and environmental conditions o Land use and zoning considerations o Utility access and interconnection feasibility

• Document findings and provide a determination of site viability

Task 5: Project Design and Technical Description The Contractor shall:

• Develop a detailed project concept and system design

• Identify:

o Equipment types and quantities o System configuration o Integration with existing infrastructure

• Define additional infrastructure or construction requirements

• Coordinate with technical consultants as necessary

Task 6: Renewable Energy System Analysis (If Applicable) For renewable energy generation projects, the Contractor shall:

• Provide technical specifications of selected technology

• Determine total system capacity (kW)

• Estimate projected annual energy generation (kWh or Btu)

• Conduct and document a renewable resource assessment, including:

o Data sources o Methodologies

RFP 26-052-Q / Electric Vehicle Infrastructure Study 11 o Key assumptions

Task 7: Energy Storage System Analysis (If Applicable) For energy storage components, the Contractor shall:

• Provide technical specifications of selected technology

• Define storage capacity (kW)

• Estimate projected annual energy delivery (kWh)

• Identify system backup duration

• Define operational use cases

Task 8: Project Management Plan The Contractor shall:

• Develop a preliminary construction plan

• Prepare a project schedule with key milestones

• Define roles and responsibilities for:

o Planning o Construction o System commissioning/start-up

• Describe project governance and oversight structure

• Document community resilience components, if applicable

Task 9: Project Budget The Contractor shall:

• Develop a total estimated project cost

• Prepare a detailed, itemized cost breakdown including:

o Equipment o Labor o Design and engineering o Permitting and interconnection o Contingencies

• Ensure consistency between total cost and itemized budget

Task 10: Documentation and Appendix The Contractor shall:

• Compile all supporting documentation, including:

o Planning studies and reports o Site assessments o Technical analyses o Design documents

• Organize all materials into a structured appendix

• Ensure documentation supports all elements of the Project Plan

Task 11: Project Plan Preparation and Submission The Contractor shall:

• Within six (6) months of ODOE PA agreement execution, the Contractor shall prepare and file the comprehensive Project Plan using the Agency provided template.

• Ensure all required sections are complete and compliant

• Conduct internal quality assurance review

• Submit the final Project Plan and all required attachments in accordance with Agency

Instructions

RFP 26-052-Q / Electric Vehicle Infrastructure Study 12

Task 12: Final Review and Closeout The Contractor shall:

• Address Agency comments and revise deliverables as required

• Ensure all Scope requirements have been satisfied

• Support final acceptance of the Project Plan

RFP 26-052-Q / Electric Vehicle Infrastructure Study 13

3. MINIMUM REQUIREMENTS (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 engineering/design services for projects similar in scope and nature to the requirements specified in Section 2 Scope of Work, continuously for at least 5 years. Proposer will provide client references for at least 3 of these contracts within the last 5 years.

2. Preparation of work products shall be completed or overseen by an engineer(s) of the appropriate discipline licensed with the Oregon State Board of Examiners for Engineering and Land Surveying.

3. Proposer shall provide references for 3 clients ordering engineering services in the past 5 years similar in nature to the requirements specified and required for this proposal.

4. Sub-Consultants - Proposer must also provide background information of any proposed key sub-consultants under this Contract, if awarded, including city/state of office location, a description of at least 3 projects that sub-consultant worked on with Proposer in the last 5 years, and 3 client references.

5. Proposer should not have had a contract terminated for default or breach in the last 5 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.

Submittal for Minimum Requirements

Please provide the following information on separate pages labeled “Minimum Requirements”.

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.

c. Indicate the number of years Proposer has had experience providing engineering services comparable to that required by the Contract documents.

2. Preparation of work products shall be completed or overseen by an engineer(s) of the appropriate discipline licensed with the Oregon State Board of Examiners for Engineering and Land Surveying. Please provide specific information supporting this requirement.

3. Client References - Proposer shall provide references for 3 clients ordering engineering services in the past 5 years similar in nature to the requirements specified and required for this proposal. EWEB references may also be submitted but please list in addition to the other 3 projects. For each client reference, the following

RFP 26-052-Q / Electric Vehicle Infrastructure Study 14 information shall be provided:

a. Name of client

b. Description of services furnished

c. Order due date & actual completion date

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

e. Client contact person who can 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.)

4. Sub-Consultants - Provide names of any proposed key sub-consultants under this Contract, if awarded, city/state of office location, and describe at least 3 projects that sub-consultant worked on with Proposer in the last 5 years. For each project, provide references with the same information (a through e) required in item 4 above.

RFP 26-052-Q / Electric Vehicle Infrastructure Study 15

4. EVALUATION PROCESS & PROPOSER SELECTION

EWEB intends to use a Qualifications Based Selection (QBS) process appropriate for A&E projects. A Multi-Step Evaluation Process will be used to determine scores and final rankings. The following is a high-level view of the process:

STEP ONE: Minimum Requirements responses will be reviewed for a Pass / No Pass assessment. Proposals that earn a Pass assessment will move forward to Step Two.

STEP TWO: Written proposals are evaluated, and preliminary scores are ascertained. Up to 3 of the most qualified Proposers will be included on the shortlist and interviews / presentations may be utilized. (These are optional to EWEB.) Pricing will NOT be evaluated during this step.

STEP THREE: At the completion of Step Two, EWEB will release scoring and rankings of the qualified Proposers.

Proposers may elect to withdraw from further consideration at this point. Pricing information for all remaining candidates will be reviewed and added to the final scores and a Finalist will be selected for negotiation of a contract.

The total possible number of points are as follows:

Criteria Possible Points

Step One - Minimum Requirements Pass / No Pass only

Step Two - Qualifications Each Sub-total Initial Evaluation

Project Experience 25 Project Approach 20 Project Team Qualifications 20 Project Management Strategy 20 85

Interviews (Optional to EWEB) “Scores Finalized”

Step Three - Pricing 15

TOTAL POSSIBLE POINTS 100

4.1 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.

4.2 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

RFP 26-052-Q / Electric Vehicle Infrastructure Study 16 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 a Proposer does so, the Purchasing Contact may determine the proposal to be a non-Responsive counteroffer and the proposal may be rejected.

The Purchasing Contact may waive minor informalities that:

• do not affect Responsiveness

• 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

• 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.

4.3 References

EWEB reserves the right to 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.

4.4 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.

4.5 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.

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4.6 Evaluation Process

STEP ONE

Proposer responses to Minimum Requirements (Section 3) will be reviewed and evaluated on a Pass/No

Pass basis. Those proposals that Pass will move forward for a review of written responses.

STEP TWO

Qualifications

Proposals will be evaluated and shortlisted for up to 3 Proposers or at a natural break in scoring. Proposals will be ranked from highest score to lowest. EWEB reserves the right to conduct interviews to further refine scores or to move forward to Step Three at this point.

Interviews / Presentations In Step Two, the outcome of the written proposal evaluations may result in placement on a shortlist of finalists. EWEB may invite up to three (3) of the highest-ranked firms to interview / present. Each Proposer’s representatives, 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.

The points awarded for the written proposals will be re-evaluated in light of interview responses and scores may be revised and updated.

STEP THREE

Pricing Evaluated

Upon completion of the written evaluation and any optional interviews, EWEB will begin Step 3 and will forward a Shortlist Notification to all participating Proposers, stating the evaluation scores and rank for each shortlisted Proposer. At this point in the RFP process, any of the shortlisted Proposers will be permitted to withdraw from the solicitation process and consideration for award.

EWEB will request a pricing proposal for the scope of work related to the project. PROPOSERS SHOULD BE

PREPARED TO EMAIL PRICING PROPOSALS TO THE PURCHASING CONTACT WITHIN 24 HOURS.

4.7 Notice of Intent to Award

After the completion of the evaluation and rankings, the Purchasing Contact will issue a written notice of Intent to Award to all shortlisted Proposer and post on the OregonBuys bid site. The notice will set out the names and ranks of the Proposers and identify the highest ranked Proposer selected for award (“Finalist”).

4.8 Contract Negotiation

EWEB will begin negotiating a Contract with the Finalist and will direct 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 reasonably related to those expressly authorized for negotiation in

Section 1.4 of this Request for Proposal.

A sample contract (Exhibit 1) and its related Attachment A Standard Terms and Conditions 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

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

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If EWEB terminates negotiations, EWEB may then commence negotiations with the next highest ranked Proposer (the new “Finalist”) 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 do 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.

4.9 Proposer Selection

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

4.10 Ties Among Proposers

Pursuant to Rule 4-0230, If determines after the ranking of potential firms, that two or more of them are equally qualified, EWEB may select a candidate through any process that the utility believes will result in the best value for EWEB taking into account the scope, complexity and nature of the Work. The process shall instill public confidence through ethical and fair dealing, honesty and good faith on the part of EWEB and Proposers and shall protect the integrity of the Public contracting process.

As part of the procedure for choosing between two or more equally qualified candidates, EWEB may follow the procedure set forth in Rule 3-0300, (Preferences for Oregon Goods and Services; Nonresident bidders to select the firm) and may choose to give a reference to a local potential firm.

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 Non- Responsive; 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 Non-Responsive; 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 received within seven (7) days after issuance of the notice of intent to award the Contract on the bid site. “Protest of RFP (insert #)” 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 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.

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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 or mail, the protesting party a written response within three (3) business days of receipt of written appeal to the email/postal address 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 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.

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

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5. 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 Company Experience (25 points possible)

a. For each project submitted in the Section 3 Minimum Requirements, question #1, please discuss the following:

o Summary of the approach used for the project o Discuss any lessons learned o Original start date and original completion time o Actual start date and actual completion time o If project was late, please discuss the reasons o Original contracted cost for the project o Actual cost o If actual exceeded contracted cost, discuss reasons

Points will be awarded based on project similarity to required services under this contract and successful completion of project within the required time and budget.

5.2 Project Approach (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. 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.

Points will be awarded based on a clear demonstration of ability to meet the deadline while accounting for unanticipated delays. Points will also be awarded for a complete project timeline that indicates the critical path and tasks that require EWEB personnel to complete.

5.3 Project Team Qualifications (20 points possible)

In this section, Proposer will demonstrate their proposed 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.

a. Provide an organization chart of the team assembled for this project. Identify the key staff members who will, or likely will, be performing the work and their responsibilities, such as Project Manager, independent consultant, subject matter experts, and supporting staff.

b. Discuss proposed Project Manager's experience with similar projects to EWEB’s.

c. For each team member listed:

• Describe their expertise and how it will contribute to EWEB’s project

• Estimate the extent of their involvement on the project and discuss other projects that they will likely have on their plate at the same time they are working on EWEB’s project.

• Discuss your approach in assigning staff to tasks, including experience levels vs types of tasks.

• Address potential workload issues of the team that may impact EWEB’s projects, and potential competing priorities between team members.

• Attach resumes for each key member

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5.4 Project Management Strategy (20 points possible)

Demonstrate capability to complete the requested services. Response must list:

• An explanation describing how the company can accommodate varying levels of work assigned under this Contract, including any limitations.

• An explanation describing how the company can accommodate project locations anywhere in the area described in this solicitation.

• Current or projected assignments and location of key members, and whether these assignments may conflict with the key members’ ability to respond to these projects;

• Internal procedures and/or policies related to work quality and cost control;

• Management and organizational structure;

5.5 Pricing Proposals (15 points possible) REVIEWED IN STEP 3 ONLY

IMPORTANT NOTE: DO NOT SEND PRICING AT THIS TIME OR INCLUDE LEADING INFORMATION

INDICATING PRICING IN YOUR WRITTEN PROPOSAL, SUCH AS ESTIMATED HOURS FOR TASKS OR HOURLY RATES. Once the shortlist is announced, your firm will formally be invited to submit pricing and will have 24 hours to email pricing to purchasing contact. Failure to submit on-time could lead to deduction of points or proposal rejection.

In order to prepare your pricing proposal for future submission, the following information is provided.

Prepare your pricing proposal as follows:

PREPARE YOUR PRICING PROPOSAL AS FOLLOWS:

1. Provide a schedule of hourly rates for each labor classification performing the services, and for potential additional points, the name of the individual who will perform them for this project. Provide a detailed paragraph of qualifications/requirements for each classification title.

2. Provide estimated hours for each Task Order, each sub-task, and which labor classification will be utilized for each.

3. Provide a breakdown and total not-to-exceed dollar amount for all anticipated expenses to be reimbursed by EWEB during the term of the Contract. Estimate travel expenses using the United States General Services Administration rates found at the link below. Include transportation, lodging, meals etc. (Please note that expenses will be reimbursed at cost and no mark-up shall apply. Sub-consultant mark-up of 4% may be applied to direct labor costs only.) Travel Resources | GSA

4. Provide sub-totals for each Task Order. Total sub-totals for Task Orders and expenses to calculate a

Not-to-Exceed Total for the project.

5. Financial Component of Price - Points for the financial cost will be determined according to the following formula:

A =…