RFP No 2026007 Juvenile Fish Monitoring Services.pdf

Biological Services – Juvenile Fish Monitoring RFP No. 2026007 Northern WASCO PUD

Informal Request for Proposal No. 2026007

For

JUVENILE FISH MONITORING SERVICES

Issued Date:

September 30, 2026

Optional Preproposal Conference:

October 20, 2026 @ 9:00 AM PST

Proposals Due:

October 29, 2026 @ 4:00 PM PST

The District’s Single Contact Person for this RFP is:

Sandra Chidiac, Purchasing Manager

Phone: (541) 394-3014

Email: sandra-chidiac@nwascopud.org

Submit Proposals Electronically through OregonBuys Only via:

https://oregonbuys.gov/bso/

This Request for Proposals (RFP) does not commit Northern Wasco County People’s Utility District, “the District” to award a contract or pay any costs incurred in the preparation of a proposal responsive to this request. The District reserves the right to accept all or part of any proposal or to cancel in part or in its entirety this Request for Proposals. The District further reserves the right to accept the proposal that it considers to be in the best interest of the District.

https://oregonbuys.gov/bso/

1. INTRODUCTION

This Informal Request for Proposals issued by Northern Wasco County People's Utility District is to solicit Juvenile Fish Monitoring Services.

2. KEY DATES/TIMELINE

The following table outlines the anticipated solicitation timeline:

Milestone Date

RFP / ITB Release September 30, 2026

Optional Preproposal

Conference

October 20, 2026 @ 9:00 AM PST

Microsoft Teams meeting

Join:

https://teams.microsoft.com/meet/278414430333191?p=bKKRt6qz9ynsi7BlQx

Meeting ID: 278 414 430 333 191

Passcode: fC9kj3t3

Need help? | System reference

Dial in by phone

+1 929-329-2852,,947766599# United States, New York City

Find a local number

Phone conference ID: 947 766 599#

Last Day to Submit

Questions/Clarifications

October 22, 2026 BY 9:00 AM PST

Answers to Questions on or before

October 26, 2026

Proposals Due October 29, 2026 BY 4:00 PM PST

Interviews at the

Discretion of the

District

TBD

Recommendation of award

11/19/2026

Contract Executed 12/02/2026

Project Start Date January 1, 2027

*Proposals submitted past the stated due date/time will not be considered for award.

https://teams.microsoft.com/meet/278414430333191?p=bKKRt6qz9ynsi7BlQx https://aka.ms/JoinTeamsMeeting?omkt=en-US https://teams.microsoft.com/l/meetup-join/19%3ameeting_MDMyMzdjZjMtY2QxYS00MjljLWJkMGMtNGJjMzYyMjI0YmE2%40thread.v2/0?context=%7b%22Tid%22%3a%22a78bfeed-019a-4f4e-ac89-0ba820742172%22%2c%22Oid%22%3a%2299fabd5d-5bbf-44ee-9b2e-44e249259c37%22%7d tel:+19293292852,,947766599 https://dialin.teams.cloud.microsoft/294c6386-1435-4442-9e77-7e457028f919?id=947766599

3. PROJECT OVERVIEW

The District owns and operates the Dalles Dam North Fishway Project, which is a small hydroelectric facility associated with, yet separate, from the US Army Corps of Engineers

(USACE) Project at The Dalles Dam. The Federal Energy Regulatory Commission (FERC) license for the facility requires Juvenile fish monitoring and reporting services at “The Dalles

Dam North Fishway Facility” which is located on the Columbia River in Klickitat County, Washington. The juvenile fish monitoring will take place at a dedicated sampling location maintained by the District on the north side of The Dalles Dam.

4. SCOPE OF WORK

The Dalles Dam North Fishway Project – Juvenile Fish Monitoring and Reporting

Objective: The objective of this project is to monitor and report on juvenile fish conditions following passage through the penstock intake screening structure at the North Fishway

Hydroelectric Project.

The District has conducted fish bypass monitoring at the North Shore Fishway Hydroelectric

Project at The Dalles Dam since project start up in spring of 1991. Evaluation is based on direct examination of sampled smolts passing through the vertical screen bypass system consistently for one 24-hour period, once per week, April through July, annually.

The successful Contractor shall independently provide all labor, supervision, equipment, materials, transportation, permits, and incidentals necessary to perform the services described below.

Monitoring and Reporting Services

1. Apply for and acquire all necessary permits for and prior to collection and researching purposes (Appendix 1).

2. Sample fish in the District’s fish bypass and sampling facility for one 24-hour period, once per week, ideally on a consistent weekday, throughout the monitoring season, April through July (Appendix 2).

3. Anesthetize fish prior to handling and measuring.

4. Identify fish type by species.

5. Record descaling, injury, disease and mortality incidence by species.

6. Collect length and condition data.

7. Return sampled fish from recovery tank to bypass system.

8. For each sampling event: record river, powerhouse, and spill flows in kcfs; record forebay elevation (ft) and river temperature (F).

9. Conduct data analysis and verification as needed to ensure accurate data.

10. Compare actual take to permitted take as defined in the Biological Opinion.

11. Generate weekly summaries and an annual report to be filed with regulatory agency.

12. Coordinate USACE dam access requests, and other preparation as needed.

13. Conduct post-season inspections of facilities and ct with PUD staff or agency personnel on fish related issues.

14. Represent the District at the Fish Passage Operation and Maintenance (FPOM) Group as needed.

5. CONTRACT TERM

The term of any resultant agreement if awarded shall be for the initial period of three (3) years commencing on or about January 1, 2027 and continuing through December 31, 2029. If it is deemed to be of mutual benefit to both parties, the District and the Vendor may agree to extend the Agreement for one (1) additional one-year (1) renewal period by a written amendment to this

Agreement executed by both parties.

6. CONTRACT VALUE

The resulting Contract shall be for a Not-to-Exceed (NTE) three (3) year’s total based on the

Contractor's proposed annual rates and actual services (annual rates x 3 years = NTE) satisfactorily performed and accepted by the District.

The Contractor shall not exceed the authorized Contract amount without prior written approval from the District. The District shall have no obligation to compensate the

Contractor for services performed in excess of the authorized Contract amount unless specifically approved through a written Contract amendment executed by both parties.

Nothing in this RFP or any resulting Contract shall be construed as a guarantee of any minimum amount of work, compensation, or revenue. The District reserves the right to increase, decrease, suspend, or terminate services based upon project needs, funding availability, operational requirements, or regulatory requirements.

Annual Pricing and Escalation

Pricing proposed by the Contractor shall remain firm for the initial twelve (12) months of the agreement. The Contractor may submit a written request for a rate adjustment to the District not less than ninety (90) calendar days prior to the expiration of the initial twelve (12) months. Any request for a rate adjustment shall include supporting documentation substantiating the basis for the requested increase.

Any approved rate(s) adjustment shall take effect on the first of the month following the rate increase but will not retroactively compensate unbilled services at the new rate and will be limited to the lesser of:

a. The annual percentage increase in the Consumer Price Index for All Urban Consumers

(CPI-U), U.S. City Average, All Items, as published by the U.S. Bureau of Labor Statistics for the most recently available twelve (12) month period; or

b. Three percent (3%).

Rate adjustments are not automatic and shall be subject to review and approval by the

District. Any approved adjustment shall become effective only through a written Contract amendment executed by both parties.

7. PROPOSAL CONTENT SUMMARY

Each proposal, must meet all of the following to be considered for acceptance by the District:

1. Provide a copy of the Contractor’s cost and payment schedule.

2. Outline the Contractor’s relevant experience in the last three years.

3. Provide a list of previous client(s) that may be used as references.

4. Include the name, address, and telephone number of the primary person from the

Contractor who will coordinate the construction services with the District.

5. Provide name and email address of primary contact on this submission.

6. See Evaluation Criteria below and include necessary items to determine scoring and evaluation of Contractor.

Evaluation Criteria

1. Experience and Qualifications

Qualifications of proposed project team members:

• Qualifications to perform work in applicable discipline(s).

• Knowledge of technical criteria and administrative requirements for projects of similar scope.

• Current and projected workload of each proposed project personnel and proportion of time available for this contract.

• Resume and qualifications of each proposed project team member.

2. Contractor Experience and Pricing

Qualification of Contractor:

• Qualifications to perform work in applicable disciplines.

• Past performance in completing projects of similar size and scope.

• Demonstration of experience in providing similar services to governmental agencies.

• Proposal Form – Pricing and Fees Competitiveness

3. Availability and Commitment of Resources

• Resource Availability

Demonstration of the Contractor’s ability to commit the resources required to complete the project within the established time frames, including responsiveness to specific project technical requirements.

The evaluation criteria and their respective weights are as follows:

Proposal Content Summary 0-10 Points

Firm’s Qualifications and Experience 0-20 Points

Assigned Staff’s Experience and Resumes 0-20 Points

Availability and Commitment of Resources 0-20 Points

Proposal Form - Pricing and fees competitiveness 0-20 Points

Exceptions to Agreement/Insurance/Indemnification etc. 0-10 Points

***Total Points*** ***100 ***

Interview if Applicable at the Discretion of the District 0-50 Points

Maximum Points ***150***

8. EVALUATION PROCESS

District staff will evaluate all the proposals based on the criteria listed above and on cost competitiveness. The District’s staff may also request clarifications or additional information, if needed. A selection may be based on the cost alone or any combination of the Evaluation

Criteria, references and interviews.

Once a submittal is selected, the District will determine if they desire to enter into negotiations for a final Contract with the most competitive and qualified proposer(s). Final project related matters will be negotiated during this period to the satisfaction of the District. Contractor shall provide certificates of insurance listing NWCPUD as additionally insured on liability coverages, except professional liability if included, with respect to activities performed under the contract.

Any entity responding to this solicitation shall do so at its sole expense.

This solicitation is being conducted pursuant to procedures set forth in the District’s

Administrative Regulations, the Oregon Revised Statutes, Chapter 279B Public Contracting -

Public Procurements; and OAR 137-047.

The District reserves the right to reject any or all proposals/bids and to waive any informality or technicality in any proposal/bid in the interest of the District. All submissions become public records unless labeled ‘confidential’ or a Trade Secret exemption under Oregon’s Public Records

Laws, ORS 192.345(2) or ORS 192.355(4).

Disqualification

Factors, such as, but not limited to, any of the following, may disqualify proposers/bidders without further consideration:

• Evidence of collusion, directly or indirectly, among contractors in regard to the amount, terms or conditions of this invitation to bid.

• Any attempt to improperly influence any member of the evaluation team.

• Existence of any lawsuit, unresolved contractual claim or dispute between contractor and the District.

• Evidence of incorrect information submitted as part of the proposal/bid.

• Evidence of the contractor’s inability to successfully complete the responsibilities and obligations described in this solicitation.

• Contractor’s default under any previous agreement with the District.

Disqualification following Notice of Intent to Award

Proposer failing to return the signed agreement with all exhibits, attachments and a Certificate of

Insurance (COI) at the prescribed limits within the allotted time shall be disqualified from award consideration and the District reserves the right to award to the next qualified proposer.

9. RFP INFORMATION

1. RFP can be accessed on OregonBuys and District’s website and must be submitted electronically, through OregonBuys website only at:

Oregon Buys Link: https://oregonbuys.gov/bso/

District’s website Link: RFPs/ITBs (Proposals/Bids) – Northern Wasco County

Peoples Utility District

All submittals shall be in the form and format specified in this RFP. Submittals which do not include all the information as specified, or which deviate from the proposed format and content as specified, may be deemed “non-responsive” and eliminated from further consideration.

2. EMAILED, FAXED, OR PHYSICALLY MAILED/DELIVERED PROPOSALS

WILL NOT BE ACCEPTED.

PROPOSALS DELIVERED OUT OF COMPLIANCE OF THE INSTRUCTED

METHOD ABOVE WILL BE REJECTED AND RETURNED TO THE PROPOSER

UNOPENED. It is the Proposer’s sole responsibility to ensure that his/her proposal, inclusive of any or all addenda, is submitted timely.

3. Proposals should be prepared simply and economically, providing a straightforward, concise description of capabilities to satisfy the requirements of the RFP. Emphasis should be placed on completeness and clarity of content.

4. Proposals may be withdrawn or amended at any time prior to the closing date and time of this RFP.

https://oregonbuys.gov/bso/ https://www.nwascopud.org/operations-safety/rfps-itbs-proposals-bids/ https://www.nwascopud.org/operations-safety/rfps-itbs-proposals-bids/

5. The District reserves the right to waive minor irregularities and technicalities and to reject any and all Request for Proposals.

10. REQUEST FOR CLARIFICATION/INFORMATION

Request for Clarification or information (questions) must be submitted via OregonBuys only by the date/time stated “Key Dates/Timelines” section of this RFP.

To be considered, request(s) must be in writing and received by the date listed on the RFP Key

Dates/Timeline for “Last Day to Submit Questions/Clarifications”.

All addenda so issued shall become part of the contract documents. Under no circumstances may the Proposer contact staff, administrators, members of the evaluation team, the using departments/divisions, or members of the Board. If a prior relationship exists between Proposer and District, Proposer may only discuss matters for which the Proposer is contracted. Failure to comply with this provision may deem Proposer’s proposal non-responsive. The District shall not be held responsible for oral interpretations.

11. DISTRICT’S SINGLE CONTACT

The District’s Single Contact Person for this RFP is:

Sandra Chidiac, Purchasing Manager

Phone: (541) 394-3014

Email: sandra-chidiac@nwascopud.org

12. ADDENDA ACKNOWLEDGEMENT

(1) The District reserves the right to make changes to this solicitation and the resulting Contract, by written Addenda, prior to the Proposal/Bid Opening Date. Addenda will be advertised on the

OregonBuys System. The District is not responsible for a Proposers failure to receive notice of

Addenda if such are advertised in the foregoing manner. Addenda shall only be issued by the

District and upon issuance are incorporated into this solicitation and/or the resulting Contract.

If any Addenda are issued in connection with this solicitation, Proposer must acknowledge that

Proposer has received and duly considered such Addenda, and has completed the blanks on the

PROPOSAL FORM – PRICING AND FEES identifying all Addenda issued and acknowledging and agreeing to the terms of all such Addenda as those terms revise the terms, conditions, Plans and Specifications of this solicitation.

ADDENDA, EXHIBIT(s) AND ATTACHMENTS: Solicitation including all Addenda and most attachments, are posted on OregonBuys as part of the solicitation document and will not be mailed to prospective Proposers. Proposers without access to OregonBuys may contact the

Purchaser/Single Point of Contact listed on the cover of this solicitation.

ADDENDA: Addenda (“Amendments” in OregonBuys) are incorporated with the original solicitation as an attachment and can be viewed and downloaded by registered suppliers.

Proposers should consult the OregonBuys System regularly until the Bid Opening Date to avoid missing any Addenda.

Interested parties who have registered their company on OregonBuys are responsible for maintaining and updating correct company information. The District assumes no responsibility for the content of the interested parties’ information on OregonBuys.

END OF SECTION

APPENDIX 1

Permitting and Reporting Requirements

The following is a list of reports and permit applications that will be prepared and filed by the

Contractor for the District and due dates for submission to the respective agencies.

1. Scientific Collection Permit Fee: $117.00 (estimate), Due Date: January 31 (or sooner)

Washington Department of Fish and Wildlife

600 Capital Way North

Olympia, WA 98501-1091

Description: This is a permit to collect salmonids and resident fish species for research purposes. A summary of current year collections and a request for next year’s permit, payment of the fee, and cover letter, are mailed together.

2. Endangered Species Act Biological Opinion, Section 7 Fee: none, Due Date: January 31

National Marine Fisheries Service

Protected Resources Division

C/o Blane Bellerud

1201 NE Lloyd Blvd, Suite 1100

Portland, OR 97232

Description: On December 19, 2011, the National Marine Fisheries Service signed a

Section 7(a)(2) Biological Opinion and Magnuson-Stevens Fishery Conservation and

Management Act Essential Fish Habitat (EFH) Consultation. The PUD sampling will be done under this permit and the annual report will satisfy annual reporting requirements.

3. Annual Report of Salmonid Smolt Sampling Fee: none, Due Date: January 31

Secretary

Federal Energy Regulatory Commission

888 First Street, N.E.

Washington, DC 20246

These annual reports will satisfy the Owner’s annual reporting requirements.

APPENDIX 2

Juvenile Fish Sampling Protocol at The Dalles Fishway Facility

Per its FERC license, NWCPUD is required to assess the efficacy and safety of the screening system that bypasses fish from the penstock at The Dalles Fishway Hydroelectric Project. In

2022, a new sampling system was completed to 1) reduce injuries that were occurring to juvenile fish associated with the old fish sampling facility and 2) reduce the safety risk to personnel in the event of a unit load rejection.

Sampling is required to be performed regularly for 24 hours each week from April 1 through July

31, annually. The following protocol describes the sampling process and additional training will be provided once contract is awarded.

Permits preparation:

Prior to sampling, NWCPUD or its designee must be in possession of a Scientific Collection

Permit from the Washington State Department of Fish and Wildlife. Instructions for acquiring the permit and the forms can be found on the WDFW website at:

https://wdfw.wa.gov/licenses/environmental/scientific-collection.

The appropriate form must be completed approximately 60d in advance of issuance and include a list of those individuals (and their qualifications) who are authorized to handle fish. Note that an

Annual Report documenting activities from the prior sampling year must be submitted no later than 60 days after the permit expiration for a new permit to be issued. This report is an excel spreadsheet, the template for which is also on the website above. The annual fee for the permit is currently $117 (estimated), paid to Washington Department of Fish and Wildlife.

Sampling overview:

1. Wet the screen - Before sampling, wet/water up the lower end of the fish screen and partially fill the collection tank with auxiliary flow from the grey plastic pipe that is visible on the outside of the flume. Turn the red flange located about half-way down the flume, to the open position. This process can be hastened by opening the flanges to two garden hoses located near the inflow to the collection tank. “Booster” flow to the hoses can be increased by turning on the switch located at the electrical box.

2. Place Vertical Plates in Collection Tank - Make sure the three vertical plates in the collection tank are in place. These are used to dissipate velocity for collected fish. The plate nearest the screen outflow is welded in place and cannot be moved. The middle vertical plate should be all the way down to the bottom of the tank and the third plate stays approximately 6 inches up from the bottom.

3. Close netting around Collection Tank - Pull closed, the white netting that surrounds the collection tank so fish cannot jump out while sampling is occurring.

4. Lift Leakage Gate - NWCPUD staff will also lift a gate that is located downstream of the switch gate that is used to stop leakage to the screen when it is not in use. This gate is locked in place and the key is in a plastic “tough box” below the switch gate.

https://wdfw.wa.gov/licenses/environmental/scientific-collection

5. Water-Up Fish Screen - NWCPUD staff are responsible for initiating flow to the fish screen by opening the switch gate to switch flow from the bypass pipe to the screen/sampling facility. Ideal flow conditions over the screen are achieved with 7/10 ft depth over the discharge weir gate and 3/10 ft as measured in the flume of the fish screen.

(The switch gate can be opened with the metal hand crank, or a drill can be attached to it to hasten the process.)

6. Wait for 24 hours – Each weekly sample will last for as close to 24 hours as logistically possible. Monitor the collection tank for debris build up and flow conditions during the sampling period via the security camera using the Wisenet-WaveSync application.

NWCPUD IT staff must set-up and provide access to approved users. Excessive or large pieces of debris can harm fish in the collection tank and must be removed during the sampling period.

7. De-Water Fish Screen – NWCPUD will close the switch gate and the leakage gate to de-water the screen.

8. Lower Water Level in Collection Tank – This is accomplished by opening (lifting) the drain valve located between the collection tank and the recovery tank. Lower water level to about 6 inches. Vertical plates may need to be manipulated.

9. Fill Recovery Tank and Sampling Trough – with auxiliary water from hoses. Remove debris as necessary.

10. Add MS-222 to Sampling Trough and Collection Tank – at a rate of approximately

10ml at a time until fish are visibly sedated to point where capture and handling of fish is relatively easy. MS-222 is stored in the cabinet behind the collection tank along with other necessary/helpful tools (nets, measuring boards, fish ID card, etc.)

11. Process Fish – Net fish from the collection tank in small batches and move them to sampling trough for individual processing. Measure lengths of all salmonids and lamprey and assess their condition. Count non-salmonids (no lengths necessary). Record data on printed data sheet which indicates variables to note e.g., clipped, yearling, mort, etc.

Move from processing area to recovery tank via the white PVC pipe/shoot supplied with auxiliary water.

12. Release Fish – to the bypass system after approximately 30 minutes or when fish appear lively and active again. Open drain valve from recovery tank to bypass system.

13. Clean Screen and Tank - as necessary with auxiliary flow and brushes.

Reporting

A weekly sample report is emailed to the following entities: NWCPUD, USACE, FCA, PSMFC and NOAA Fisheries. A final/annual report must be sent to the permitting agency, Washington

DFW, and other entities that the District requests.

Section 1 of the weekly sampling report includes general comments and anything notable about the sample. Topics may include but are not limited to:

• Length of sample time (generally 24 hours)

• Number of fish mortalities and potential cause(s) of death

• Functioning of the screen, operational issues/comments

• River condition statistics and comments

For Section 2 of the weekly sampling report (as shown below), the appropriate data can be found at the links provided.

River Flow, Powerhouse/Generation Flow, Spill and Forebay Level can be found at the following link:

https://pweb.crohms.org/dd/nwdp/project_hourly/webexec/rep?r=tda&ago=0

River Temperature can be found at this link:

https://waterdata.usgs.gov/monitoring-location/USGS-14105700/#dataTypeId=continuous-00010--

2036961807&period=P7D&showFieldMeasurements=true

“% of River” is calculated as a percent of spill flow/river flow.

As noted in more detail in the “Permits Section”, an annual report summarizing the data in the weekly reports must be submitted to WDFW within 60d of the permit expiration. Any deviations to normal sampling protocol and coordination with FPOM or its members should also be documented in the annual report.

Agency Coordination

The Fish Passage Operations and Maintenance (FPOM) group is an entity that cooperates, and coordinates issues associated with implementing the USACOE’s annually issued Fish Operation

Plan at its four lower Snake River and four lower Columbia River dams. The group is comprised of operators and fish biologists from USACE, BPA, BOR, USFWS, NMFS, WA and OR State

Fish and Wildlife Agencies, among others and including a representative of NWCPUD. Any deviation from normal sampling protocol at NWCPUD’s facility should be approved by NMFS and presented to the larger FPOM group.

https://pweb.crohms.org/dd/nwdp/project_hourly/webexec/rep?r=tda&ago=0 https://waterdata.usgs.gov/monitoring-location/USGS-14105700/#dataTypeId=continuous-00010--2036961807&period=P7D&showFieldMeasurements=true https://waterdata.usgs.gov/monitoring-location/USGS-14105700/#dataTypeId=continuous-00010--2036961807&period=P7D&showFieldMeasurements=true

APPENDIX 3

PROPOSAL FORM – PRICING AND FEES

1. All pricing provided under this Appendix 3 shall constitute full compensation for all labor, supervision, materials, equipment, tools, mobilization, transportation, permits, overhead, profit, insurance, taxes, incidentals, and all other costs necessary to complete the Work in accordance with this Agreement unless specifically identified otherwise.

2. These rates are to be used for all invoices provided to the District, and work that is authorized to proceed on a T&M basis.

3. Contractor shall provide receipts for materials for them to be considered reimbursable:

a. Direct Expenses itemized and billed at cost.

b. All materials itemized and billed at cost.

4. The billing rates for labor shown below are inclusive of all wages and salaries, payroll taxes and insurance, employee benefits, small tools (initial value less than $1,000) and consumables, overhead, and profit.

Table 1: Labor Rates

Classification Standard Time Billable

Hourly Rate

Prevailing Wage Billable

Hourly Rate

Table 2: Fees and Expenses

Description QTY Units Unit Rate Total

ADDENDA ACKNOWLEDGEMENT

By Proposer's Signature below it ACKNOWLEDGES, AGREES and CERTIFIES TO THE

FOLLOWING:

If any Addenda are issued in connection with this solicitation, Proposer has received and duly considered such Addenda and has completed the blanks below identifying all Addenda issued and acknowledging and agreeing to the terms of all such Addenda as those terms revise the terms, conditions, specifications of this RFP.

ADDENDA: No. to No. inclusive.

PROPOSING FIRMS/INDIVIDUAL’S NAME:

PRINT NAME OF DULY AUTHORIZED REPRESENTATIVE:

SIGNATURE OF PROPOSER’S DULY AUTHORIZED REPRESENTATIVE:

DATE: _______________________________

APPENDIX 4

SAMPLE AGREEMENT

See Posted Sample Agreement