Siskiyou County REQUEST FOR PROPOSAL FOR BOX CANYON DAM IMPROVEMENT PROJECT

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1 Siskiyou County REQUEST FOR PROPOSAL FOR BOX CANYON DAM IMPROVEMENT PROJECT RFP Circulation Date 8/16/2018 Proposal Submittal Deadline 12:00 PM 9/27/2018 (530) Ethan Garrett, Manager of General Services Phone: (530) Page 1 of 8

2 Table of Contents 1. SUMMARY CONTRACT AWARD SCHEDULE GENERAL CONDITIONS BACKROUND DESCRIPTION OF PROJECT REQUIREMENTS PROPOSAL CONTENT AND FORMAT REQUIREMENTS SELECTION PROCEDURES AWARD OF CONTRACT.7 9. METHOD OF PAYMENT TIME OF COMPLETION INQUIRIES SUMMARY The hereinafter collectively referred to as County, is requesting proposals from qualified firms to provide services for the preparation of plans, specifications, estimates and construction support as required for the refurbishment and installation of a Vertical Tram System, installation of a new replacement Excitation System, and installation of a new replacement Emergency Generator System. Attachment 1 provides aerial images of the project location. Specifically, the County is requesting proposals for the following services: Vertical Tram System 1. Provide services for the refurbishment and installation of an existing vertical tram system currently in use at the project location or the installation of new replacement vertical tram system; and Excitation System 2. Provide services for the installation of a new replacement excitation system for Box Canyon Hydro Unit 1; and Emergency Generator System 3. Provide services for the installation of a new replacement emergency generator and open transition automatic transfer switch system, to provide emergency power to all existing site systems to include the vertical tram system not currently serviced by emergency power. The term Proposer as used herein shall refer to firms submitting a proposal in response to this Request for Proposals (RFP). The term Consultant is also used to describe the successful Proposer in the context of providing services under a contract resulting from this RFP. The County will select one Consultant for all services requested for the completion of the Box Canyon Improvement Project. An electronic copy of this RFP may be downloaded from BCD Project RFP. Potential Proposers must register with the County to be notified of addenda and other notices. To register, please send an to Ethan Garrett at indicating Box Canyon Dam Improvement Project - Registration in the Page 2 of 8

3 subject field. If you do not receive a reply to this within 24 hours indicating that you have been registered, please call Ethan Garrett at (530) The issuance of this solicitation does not constitute an award commitment on the part of the County, and the County shall not pay for costs incurred in the preparation or submission of proposals. The County reserves the right to reject any or all proposals or portions thereof if the County determines that it is in the best interest of the County to do so. Failure to furnish all information requested or to follow the format requested herein, or the submission of false information, may disqualify the proposer, at the sole discretion of the County. The County may waive any deviation in a proposal. The County s waiver of a deviation shall in no way modify the RFP requirements nor excuse the successful proposer from full compliance with any resultant contract requirements or obligations. Each proposal received will be evaluated on the criteria described herein (Section 7 Selection Procedures). All responses must be sealed, clearly marked PROPOSAL Box Canyon Dam Improvement Project and must include all elements described in the PROPOSAL CONTENT AND FORMAT REQUIREMENTS (Section 6 of this RFP). One (1) original, two (2) copies, and one (1) electronic copy (USB flash drive) of the proposal must be delivered to the following location before the date and time listed in the CONTRACT AWARD SCHEDULE section of this RFP (Section 2). The County will not be responsible for a proposal delivered to a person or location other than that specified herein, and reliance on the postal service or other delivery service will not excuse a late submission. Questions or requests for clarification of this RFP must be submitted in writing only to Ethan Garrett at the address, or below, no later than the date and time listed in the CONTRACT AWARD SCHEDULE section of this RFP. Responses to questions will be published in an addendum after the question submittal deadline has passed. Any addendums will be posted as a Q&A to Project Q&A. The County reserves the right to decline to respond to any questions if, in the County s assessment, the information cannot be obtained and shared with all potential Proposers in a timely manner. Any amendment or addendum to this RFP is valid only if in writing and issued by the TENATIVE CONTRACT AWARD SCHEDULE Issue RFP 8/16/2018 Box Canyon Dam Tours (1) 9/6/2018 Deadline for Submitting Questions 9/13/2018 Deadline for County Written Response to Questions 9/20/2018 Deadline for Proposal Submittal 9/27/2018 Evaluation of Proposals Week of October 1 Interviews/Negotiations Week of October 15 Board of Supervisors approval of selected Consultant 11/13/2018 Notice of Contract Award 11/14/2018 (1) The County plans to conduct a tour of the Box Canyon Dam facility, prospective proposers will be notified two weeks (2) in advance of tour date. Page 3 of 8

4 3. GENERAL CONDITIONS 3.1 Prime Responsibility The selected Consultant will be required to assume full responsibility for all services and activities offered in its/their proposal, whether or not provided directly. Further, the County will consider the selected Consultant to be the sole point of contact with regard to contractual matters, including payment of any and all charges resulting from the contract. 3.2 Assurance Any contract awarded under this RFP must be carried out in full compliance with Title VI and VII of the Civil Rights Act of 1964 as amended, and Section 504 of the Rehabilitation Act of 1973 as amended. The Consultant must guarantee that services provided will be performed in compliance with all applicable county, state and federal laws and regulations pertinent to this project. 3.3 Independent Consultant In performance of the work, duties and obligations assumed by the Consultant, it is mutually understood and agreed that the Consultant, including any and all of the Consultant s officers, agents and employees, will at all times be acting and performing in an independent capacity and not as an officer, agent, servant, employee, joint venture, partner or associate of the County. 3.4 Non-Discrimination Siskiyou County prohibits discrimination in employment or in the provision of services because of race, color, religion, religious creed, sex, age, marital status, ancestry, national origin, political affiliation, physical disability or medical condition. This clause does not require the hiring of unqualified persons. 3.5 Costs Costs will be considered in evaluating each proposal. This should not be considered a bid but a cost proposal subject to negotiation. The County reserves the right to negotiate specific terms, conditions, compensation, and provisions on any contracts that may arise from this solicitation. Should the County fail to reach a contract with the selected Proposer; the County will cease negotiations and begin negotiations with the next highest rated Proposer from the proposal evaluation. 3.6 County s Rights Siskiyou County reserves the right to: Request clarification of any submitted information; Set aside a proposal for any irregularity including but not limited to missing information; Excuse a late submittal; Not enter into any contract; Not to select any applicant; Amend or cancel this process at any time; Interview proposers prior to award and request additional information during the interview; Issue a similar RFP in the future; and/or Take any other action it deems to be in its best interest. 3.7 Insurance The insurance requirements are specified in in Article 5 (Obligations of Contractor) of the Contract for Services (Attachment 2) Page 4 of 8

5 3.8 E-Verify System The County of Siskiyou encourages its consultants, subconsultants, and supporting staff to use the US. Citizenship and Immigration Services E-Verify system to verify that employees are eligible to work in the United States. Information about the E-Verify system is available at Non-Proprietary Equipment The equipment proposed for the project shall be Non-Proprietary. It shall comply with the provisions and be in compliance with all known standards for universal serviceability and maintainability set forth in Article 5 (Obligations of Contractor) of the Contract for Services (Attachment 2). 4. BACKGROUND 4.1 Introduction The purpose of this section of the RFP and related documents is to familiarize prospective Proposers with the County, and its requested Box Canyon Dam Improvement Project. A copy of the County s Contract for Services is provided in Attachment 2. Each prospective Proposer is encouraged to fully review all of the terms and conditions and contractual requirements listed in the Contract for Services. 4.2 Project Area Background Lake Siskiyou is located in Northern California just south and west of the City of Mt. Shasta off of W.A Barr Road. There are four tributaries feeding the lake (Cold Creek, Wagon Creek, South Fork of the Sacramento, Scott Camp Creek and Castle Creek). The lake was constructed in the mid 1960 s for the purpose of recreation. The lake when full contains 26,000 acre feet of water at an elevation of The lake is constrained by Box Canyon Dam which is a concrete dam with earth filled embankments; the dam is 209 ft. tall, 175 ft. thick at the base and 360 ft. in length. In 1986, two 2.5 MW hydroelectric power plants were installed in the dam and are currently operated by the. 5. DESCRIPTION OF PROJECT REQUIREMENTS Exhibit A of the Contract for Services (Attachment 2) provides a description of the required services. All services provided by the selected Consultant shall conform to all applicable state and federal regulations. In addition, all subsequent project construction shall be in conformance with the GREENBOOK 2015 EDITION. Conformance will be the responsibility of the Consultant. Including meeting all current and any future Federal Energy Regulatory Commission (FERC) requirements and California Air Resources Board (CARB) clean air standards for all equipment. 6. PROPOSAL CONTENT AND FORMAT REQUIREMENTS Interested Proposers shall submit one (1) original and two (2) copies of their sealed proposal, along with one (1) electronic copy submitted on a USB flash drive, to the following location: Proposals must be delivered in sealed envelopes no later than the date and time listed in the CONTRACT AWARD SCHEDULE, and must be clearly marked PROPOSAL Box Canyon Dam Improvement Project. Each proposal shall be a minimum of 12 point font. An error in the proposal may cause the rejection of that proposal; however, the County may, in its sole discretion, retain the proposal and make certain corrections. In determining if a correction will be made, the County will consider the conformance of the proposal to the format and content required by the RFP. If the proposer s intent is clearly established based on review of the complete proposal submittal, the County may, at its sole option, correct an error based on that established content. The County may also correct obvious clerical errors. The Page 5 of 8

6 County may also request clarification from a proposer on any item in a proposal that County believes to be in error. Proposals shall provide the following in the order listed: 1. Introductory Letter The introductory letter shall include the Proposer s legal business name, primary contact name, mailing address, telephone number, facsimile number and address. The letter shall address the Proposer s understanding of the project, other experiences with similar projects, and any other information deemed pertinent by the Proposer. Use Attachment 3 Introductory Letter to report this information, or a similarly formatted document. 2. Cost Proposal, Cost Clarifications, Cost Exceptions Provide a cost proposal for the requested services on the Cost Proposal form. We have also included two additional forms for Clarifications and Exceptions. On the Clarification form, the Proposer should clarify the services that will be included with the proposed cost. On the Exceptions form, the Proposer should include any exceptions they have to the requested services. Use Attachment 4 Proposal Form 2 (Cost Proposal) to report this information, or a similarly formatted document. Use Attachment 4 Proposal Form 3 (Clarifications) to report this information, or a similarly formatted document. Use Attachment 4 Proposal Form 4 (Exceptions) to report this information, or a similarly formatted document. 3. Qualifications and Experience Provide list of all project team members along with the following information for each team member: a. Project role/responsibilities; and b. Description of relevant experience (include resumes if available). 4. Organizational Chart Provide an organization chart showing the relationships among all essential personnel, including subconsultants and support staff assigned to the project. Provide the location of the project office, which team members are located at the project office and which will be working remotely. 5. Work Plan and Project Schedule The proposal shall address the requested services listed in this RFP and any other services which the Consultant believes are applicable to the project. Functions carried out by subconsultants should be clearly indicated. The Proposal shall include a Work Plan which clearly identifies the tasks, benchmarks, and time required to complete the services required. 6. Assumptions Provide a list of any and all assumptions related to the Proposer s proposal in this section of the proposal. 7. References Provide contact information for no less than three (3) references, preferably from public agencies. Use Attachment 4 - Proposal Form 5 (References) to report this information, or a similarly formatted document. 8. Exceptions to Contract for Services Terms and Conditions The County is willing to consider but does not commit to making any changes to the terms and conditions listed in the Contract for Services (Attachment 2). Should the proposer wish to take exception to any specific contract terms or conditions, it is to cite the specific section, the specific contract language it takes exception to, and provide acceptable alternative language. Page 6 of 8

7 Should the Proposer wish to propose any changes to the terms and conditions that would result in a lower cost proposal, it should cite the specific section, the specific contract language, acceptable alternative language, and the associated impact on the Proposers proposed costs, and resulting fees for the requested services. 7. SELECTION PROCEDURES After the period has closed for receipt of Proposals, each Proposal received will be opened and examined by the selection committee, and will be evaluated on, but not limited to: Category - Overall knowledge of the requested services 25 - History of past projects of similar nature 20 - Qualifications and Experience 20 - Availability to work on the project 20 - Familiarity with Siskiyou County 15 Points The County will negotiate a specific scope of services cost and schedule with the selected consultant. If an agreement cannot be reached with the first selection, negotiations with the consultant will be terminated and the next second ranked consultant will begin negotiations. 8. AWARD OF CONTRACT Within 60 calendar days after the opening of Proposals, the County will accept one of the Proposals. The acceptance of the Proposal will be by written notice of award, mailed or delivered to the office designated in the Proposal. In the event of failure of the Proposer to sign and return the Contract, the County may award the Contract to the next most qualified Proposer. Such award, if made, will be made within 75 days after the opening of Proposals. 9. METHOD OF PAYMENT Contract payments will be made on the basis of satisfactory performance by the Consultant as determined by the County. Final payment to the Consultant will only be made when the County finds that the work performed by the Consultant is satisfactory and the final work product and documents submitted meet all of the tasks of the contract and is accepted by the County. 10. TIME OF COMPLETION The time of completion of the work to be performed under the Contract for Services is the essence of the Contract. 11. INQUIRIES Proposers are specifically directed not to contact any County personnel, other than the Contact Person indicated below, for any purpose related to this RFP. Unauthorized contact of any County personnel may be cause for rejection of a firm s proposal. All inquiries concerning this RFP should be directed in writing or ed to the following Contact Person: Ethan Garrett Phone: (530) Attachments: 1 PROJECT LOCATION IMAGES 2 SAMPLE CONTRACT FOR SERVICES Page 7 of 8

8 3 INTRODUCTORY LETTER 4 PROPOSAL FORMS 2, 3, 4 AND 5 Page 8 of 8

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