RFP | Fish & Wildlife, Custom Designed Solar-Powered PIT Tag Detection Array

Docusign Envelope ID: 5A1D396C-BC6F-8821-8003-D7B434A2F18A
Colville Confederated Tribes
Fish and Wildlife Department
M E M O R A N D U M
May 28, 2026
To: Whom it May Concern
From: Daryle Palmer, Contract Analyst
Subject: Request For Proposals: Custom Designed Solar-Powered PIT Tag Detection Array
Hello,
We are requesting review and approval to post the RFP- Custom Designed Solar-Powered PIT Tag Detection Array
project. This project is time-sensitives as the Posting date is September 15, 2026.
If you have questions please contact Holly McLellan at (509)634-2110 or by email holly.mclellan@colvilletribes.com
Thank you ,
9/15/2026
o Concur _____________________________________
Fish & Wildlife Director Date
9/15/2026
o Concur_____________________________________
Natural Resources Director Date
9/15/2026
o Concur____________________________________
Office of the Reservation Attorney Date

Docusign Envelope ID: 5A1D396C-BC6F-8821-8003-D7B434A2F18A
Confederated Tribes of the
Colville Reservation
P.O. Box 150, Nespelem, WA 99155 (509) 634-2277
Request For Proposals:
Custom Designed Solar-Powered PIT Tag Detection Array
SECTION 1. GENERAL INFORMATION
1.01 Significant Dates
Posted Date: September 15, 2026
Deadline for Questions: September 28, 2026
Answers Posted: September 29, 2026
Closing Time and Date: October 2, 2026
Bid Opening Date: October 5, 2026
1.02 Description of Proposals Sought:
Design, build, and install one passive integrated transponder (PIT) tag detection array near the mouth of
the Sanpoil River, including a solar power supply and battery storage system appropriately sized to
provide reliable, continuous power to the PIT-tag detection equipment under expected site and seasonal
conditions. See section 3.02 for specifications.
1.03 About the Colville Tribes:
The Confederated Tribes of the Colville Reservation is a Sovereign Nation. Presidential Executive
Order established the Colville Indian Reservation in 1872, with a land base of 1.4 million aces, located
in North Central Washington State. The Tribes' Indian Country now includes various off-reservation
trust land holdings. The Tribes' administrative Headquarters are located at the Colville Indian Agency
Campus, approximately 2 miles south of Nespelem, WA with offices located throughout our reservation.
Tribal business hours are Monday thru Thursday 7:00 and 5:30 p.m. excluding Fridays, Saturdays,
Sundays, Tribal and Federal holidays.
1.04 Response Format:
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Proposals should be prepared simply, providing a straightforward and concise delineation of the
Contractors approach and capabilities necessary to satisfy the criteria listed in Section 3. The proposal
may not be longer than 30 pages, single-spaced with no less than 12-point font. Emphasis in the
proposals should be on completeness, clarity of content, and adherence to the presentation structure
required by this RFP. Contractors that deviate from the required format may be deemed non-responsive.
1.05 Completeness of Proposal
The Contractor must submit a completed Proposal signed by a Contractor representative authorized to
bind the proposing Contractor contractually. The Contractor must identify on the form any exceptions
the Contractor takes to the Tribes RFP, or declare that there are no exceptions taken.
1.06 Response Date and Location
Proposals must be submitted no later than 3:00 p.m., PST, October 2, 2026. Proposals may be sent by
electronic mail. All proposals and accompanying documentation will become the property of the Tribes
and will not be returned. Contractors accept all risk of late delivery of emailed proposal regardless of
fault. Proposals must be directed to Holly McLellan, holly.mclellan@colvilletribes.com.
1.07 Contractor's Cost to Develop Proposals
Costs for developing proposals in response to the RFP are entirely the obligation of the Contractor and
are not be chargeable in any manner to the Tribes-no exceptions.
1.08 Site Visitations
A site visit is not required. By submitting his/her proposal, the Contractor acknowledges that he/she has
satisfied him/herself as to the nature of the work requested.
SECTION 2. TERMS AND CONDITIONS
2.01 Questions Regarding the RFP
Requests for interpretation/clarification of this RFP must be emailed to Holly McLellan,
holly.mclellan@colvilletribes.com. Unauthorized contact with other tribal employees or by any
method other than email regarding this RFP may result in disqualification. All oral communications will
be considered unofficial and non-binding on the Tribes.
All questions must be submitted no later than 3:00 p.m., PST, September 28, 2026. All responses will
be posted on the Tribes' web site at: https://www.colvilletribes.com/rfp no later than 4:00 p.m.PST on
the next business day after receipt of the question.
2.02 RFP Amendments
The Tribes reserves the right to request any respondent clarify its proposal or to supply any additional
material deemed necessary to assist in the evaluation of the proposal.
The Tribes reserves the right to change the RFP schedule or issue amendments to the RFP at any time.
The Tribes also reserves the right to cancel or reissue the RFP. All such addenda will become part of the
RFP. It is the Contractor's responsibility to check the Tribes' website for the issuance of any
amendments prior to submitting a proposal response.
2.03 Withdrawal of Proposal
Provided notification is received in writing to the address provided in Section 1.05, proposals may be
withdrawn at any time prior to the proposal response due date and time specified. Proposals cannot be
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changed or withdrawn after the time designated for receipt.
2.04 Rejection of Proposals
The Tribes reserves the right to reject any or all proposals, to waive any minor informalities or
irregularities contained in any proposal, and to accept any proposal deemed to be in the best interest of
the Tribes.
2.05 Proposal Validity Period
Submission of a proposal will signify the Contractor's agreement that its proposal and the content
thereof are valid for 30 days following the proposal response deadline unless otherwise agreed to in
writing by both parties. The proposal may become part of the Contract negotiated between the Colville
Tribes and the successful Contractor.
2.06 Proposal Signatures
An authorized representative of the Contractor must sign proposals, with the Contractor's address and
telephone information provided. Unsigned proposals will not be considered.
2.07 Insurance Requirements
The selected Offeror shall procure and maintain for the duration of its Contract awarded pursuant to this
RFP insurance against claims for injuries or damages to property, which may arise from or in connection
with the performance of the work by the Offeror, his agents, representatives, employees or
subcontractors. The Offeror shall pay the cost of such insurance. Insurance shall meet or exceed the
following unless otherwise approved by the Colville Tribes.
A. Minimum Insurance
1. Commercial General Liability coverage with limits not less than $1,000.000 per
occurrence / $2,000,000 annual aggregate.
2. Stop Gap/Employers Liability coverage with limits not less than $ 1,000,000 per
accident/disease.
3. Business Automobile Liability coverage with limits not less than $1,000,000 per accident
for any auto.
4. Worker's Compensation coverage as required by the Industrial Insurance Laws of the
State of Washington/
B. Self-Insured Retentions
Self-insured retentions must be declared to and approved in writing by the Colville Tribes.
C. Other Provisions
Commercial General Liability policies shall be endorsed to:
1. Include the Colville Tribes, its officials, employees and volunteers as additional insured.
2. Provide that such insurance shall be primary as respects any insurance or self-insurance
maintained by the Colville Tribes.
3. Each insurance policy shall provide that coverage shall not be canceled except after thirty
(30) days written notice has be given to the Colville Tribes.
D. Acceptability of Insurers
Insurance shall be placed with insurers with a rating acceptable to the Colville Tribes.
E. Verification of Coverage
Offeror awarded a contract under this RFP shall furnish the Colville Tribes with certificates of
insurance required herein. The certificates are to be received and approved by the Colville
Tribes before work commences. The Colville Tribes reserves the right to require complete,
certified copies of all required insurance policies at any time.
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F. Subcontractors
Subcontractors hired pursuant to this RFP must provide coverage, which compiles with the
requirements state herein.
2.08 Retainage/Performance Bond
Any contract negotiated in response to this RFP will require either a 25% retainage or a performance
bond. Any contract awarded with a value greater than $100,000 will require a performance bond.
2.09 Ownership of Documents
Any reports, studies, conclusions, and summaries prepared by the Contractor shall become the property
of the Tribes. The Tribes may provide the Contractor with a limited license to use such material.
2.10 Hold Harmless
The Contractor shall hold harmless, defend, and indemnify the Tribes and the Tribes officers, agents,
and employees against any liability that may be imposed upon them by reason of the Contractor's failure
to provide worker's compensation coverage or liability coverage.
2.11 Limitations on Costs and Expenses
The Contractor's cost proposal may not include: any costs that can be described as overhead, including
secretarial, clerical, or file management work; on-line research services charges (in-house photocopying;
unnecessary express mail/overnight courier mailings); or for developing invoices for the Tribes.
2.12 Dispute Resolution and Venue
The Tribes will require the selected Contractor to expressly consent to the jurisdiction of the Colville
Tribal Court for any and all disputes that may arise from the Tribes engagement of the Contractor's
services, including the application of tribal law.
2.13 Appropriated Funds
Any contract awarded pursuant to this RFP is subject the Tribes' appropriation and budgetary process,
which operates on a fiscal year from October 1 to September 30. Any required payments under the
contract are contingent on the availability of funds in the tribal treasury. As funds are appropriated
yearly any contract awarded would be for the remainder of the fiscal year, at which time it would be
renewable on a yearly basis.
2.14 Indian Preference
Indian preference applies to any award of contract pursuant to this RFP and the Contractor shall comply
with all applicable Indian preference requirements set forth in Chapter 10-1, the Colville Tribal
Employment Rights Ordinance (TERO), and Chapter 10-3, Indian Preference in Contracting. The tribal
code is available at https://www.cct-cbc.com/current-code/.
2.15 Debarment
Selected Contractor must sign a Certification Regarding Debarment and Suspension (See Attachment
B).
2.16 Contract
The selected Offeror will be required to enter into the Colville Tribes' standard form contract which will
include a "no assignment" provision indicating that the Contract may not be assigned without written
consent of the Tribes. Any increase in contract price following execution of the contract requires a
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written modification to the term to continue.
SECTION 3. REQUESTED SERVICES
3.01 Duration of Services
The Tribes anticipates the service for Task 1 for this work to be finalized by February 28, 2027 and
Task 2 by August 31, 2027. However, if the work extends beyond this period, and as stated in Section
2.13, any agreement would be year-to-year and require an agreed-upon modification to the term to
continue.
3.02 Scope of Work
The Tribe seeks proposals for the design, build, and install of a custom full duplex PIT tag detection
array for monitoring the movement of tagged salmonids in the Sanpoil River, Washington State at
48.064051, -118.669961. The river is approximately 100 ft wide at this location. The system should
include two antenna systems (upstream and downstream design to detect movement direction).
The system must be designed for reliable operation under the site's expected range of river flows (100-
400 cfs), seasonal environmental conditions, and debris loading. The contractor will work with the
Tribe's project lead to evaluate site conditions and develop a final array configuration that maximizes
detection efficiency while minimizing impacts to fish passage and normal river operations. The
completed system shall provide reliable PIT-tag detection, timestamped data recording, and secure data
storage/retrieval. The scope shall include site assessment and system design including: supply and
assembly of antennas, PIT-tag readers, cables, junctions, job box, mounting hardware, and associated
infrastructure; installation and anchoring of the array; electrical and communications integration.
The contractor shall conduct system testing and calibration to verify antenna performance and detection
efficiency throughout the designated monitoring area and commission the completed PIT-tag detection
system. The contractor shall provide recommendations for antenna placement and orientation, power
requirements, data management, and protection of equipment from debris, flooding, vandalism, and
other site-specific hazards. The system should be designed to maintain high detection efficiency while
allowing for routine inspection, maintenance, debris removal, and adjustment if required. The contractor
shall provide wiring and connection diagrams, operating and maintenance instructions, recommended
inspection schedules, and training for Tribes personnel responsible for operating and maintaining the
array. The proposal should identify any assumptions regarding site conditions, anticipated limitations,
required infrastructure, and optional components or capabilities that would improve system reliability or
data quality.
The PIT-tag detection system shall be powered by a solar energy system sized to provide reliable,
continuous operation under the expected environmental and seasonal conditions at the monitoring site.
The contractor shall determine the appropriate solar panel capacity, battery storage, charge controller,
and associated electrical components based on the power requirements of the detection equipment and
site conditions. The system shall be designed to maintain operation during periods of reduced solar
availability and shall include appropriate weatherproofing and protection for all electrical components.
The design, build and delivery of all parts to the Colville Tribes FW office, must be completed by
February 28, 2027.
After the location has been agreed upon by Tribal staff and the contractor, tribal staff will begin the
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permitting process. Once the permits for the project have been fully approved, the install portion of the
work (including testing of the system and training of staff) will be completed, with an anticipated end
date of August 31, 2027.
3.03 Required Information
The Contractor's Proposal must include the following:
A. Title Page. Show Request For Proposal (RFP) subject, name of Contractor, address, telephone and
fax numbers, name of contact person and date of submission. (See Attachment A.)
B. Transmittal Letter. A one- or two-page summary stating the Contractor's understanding of the work
to be done and making a positive commitment to perform the work.
C. Table of Contents. A clear identification of the material by section and page number.
D. Profile of the Contractor. Include location of the Contractor's office(s), number of partners,
associates, and other professional staff. Describe the range of activities performed by your Contractor.
E. Approach. Provide a clear description of the Contractor's anticipated approach for providing these
services.
F. Contractor Organization and Management. Show the team proposed for the work identified, including
the identification of persons assigned to individual tasks, and, if applicable, the function and
responsibilities for major subcontractors.
G. Statement of Qualifications.
(1) Experience of Contractor: Provide a statement of the Contractor's experience in designing, building,
and installing PIT tag detection arrays.
(2) Experience/Qualifications of Assigned Professionals: Provide resumes for the individuals who would
likely be assigned to this work including education, licensing information, background
accomplishments, relevant continuing professional education and any other pertinent information for
each of the key personnel to work on the project. Offerors must include a statement in the proposal to
the effect that "the key personnel assigned to this project as described in this proposal will not be
removed from the audit without prior approval of the Tribes' Contract Officer Representative."
H. Current Assignments. Provide a statement concerning the Contractor's ability to devote sufficient
time and resources to this type of work in relation to existing or anticipated assignments of the
Contractor.
I. Disclosure of Potential Conflicts of Interest. Provide a statement regarding any potential conflict of
interest issues the Contractor might have or encounter in providing these services to the Colville Tribes.
J. Detailed Cost Proposal. Provide a detailed statement of any and all costs for providing these services.
This statement must include proposed hourly rates for all persons employed by or contracting with the
Contractor to provide the work described herein, as well as rates for travel and other expenses when
travel is necessary.
SECTION 4. PROPOSAL EVALUATION
4.01 Evaluation Procedures
A Selection Committee will evaluate proposals. The selection will consider how well the Contractor's
proposal meets the needs of the Tribes as described in the Contractor's response to each requirement
listed in Section 3.03. In evaluating the proposals, the Tribes will use a criteria evaluation process.
Evaluations will be based on criteria as outlined in Section 4.02. All proposals will be evaluated using
the same criteria and weighting. Any proposal that does not contain each element described in this RFP,
fully completed, initialed or executed, as appropriate, may be judged to be incomplete and may not be
considered further.
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4.02 Scoring and Evaluation Factors
The evaluation factors reflect a wide range of considerations. While cost is important, other factors are
also significant. Consequently, the Tribes may select a contract other than the one providing the lowest
cost solution. The objective is to choose the entity capable of providing reliable and effective services
within a reasonable budget.
An award will be made to a responsible Indian Offeror if its proposed price is within 10% of the lowest
non-Indian Offeror's Proposal Price and the Indian Offeror provides documentation of having the
expertise and experience necessary to satisfactorily complete the work required.
Evaluation will be based on the following criteria:
1) Responsiveness of the proposal in clearly stating an understanding of the work to be performed.
(0-15)
2) Reasonableness of overall time estimates as well as the time estimates for each major section of
the work to be performed (0-5)
3) Qualifications and experience of Offeror (0-20)
4) Size and structure of Contractor and ability to maintain continuity of work (0-5)
5) Experience of Offeror in advising clients on the feasibility and desirability designing and
building full duplex PIT tag arrays (0-20)
6) Qualifications and experience of staff to be assigned. Education, position in the Contractor, and
years and types of experience will be considered (0-10)
7) Cost (0-10)
8) TERO (0-15) as follows:
(A) Tier 1: 100% Colville Business Enterprise (15)
(B) Tier 2: Colville Family Business Enterprise (12)
(C) Tier 3: Colville Business Enterprise (9)
(D) Tier 4: Indian Business Enterprise (6)
(E) Tier 5: Indian owned business not certified by the Colville Tribes (5)
Maximum Points: (100)
4.03 In-Person Discussion Sessions
One or more Offerors who have scored well on the evaluation may be invited by the Tribes, without cost
to the tribes, to a discussion with the Colville Business Council, the managers of relevant tribal
programs, and others invited to the Session to provide the Offeror the opportunity to demonstrate its
services, to discuss its approach/methodologies, implementation process, schedule, staffing and other
applicable professional services. The Discussion Session will be informal, as the Tribe is not interested
in a sales presentation by Offeror but rather an interactive discussion with the CBC; it is important that
those key personnel identified by the Offeror to be assigned to the project will fully participate in the
presentation and discuss.
4.04 Final Selection
The Selection Committee will formulate their recommendation for award of the Contract, which will be
forwarded to the Colville Business Council for formal acceptance.
4.05 Contract Award and Execution
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The Tribes reserves the right to make an award without further discussion of the proposals submitted.
Therefore, proposals should be initially submitted on the most favorable terms the Contractor can offer.
This should not be interpreted to prohibit either party from proposing additional contract terms and
conditions during negotiations of the final document.
The RFP document and the successful Contractor's/Offeror's proposal response, as amended by
agreement between the Tribes and the Contractor/Offeror, including e-mail or written correspondence
relative to the RFP, may become part of the Contract between the Tribes and the successful
Contractor/Offeror. Additionally, the Colville Tribes may verify the Contractor's/Offeror's
representations appearing in the proposal. Failure of the Contractor/Offeror to perform as represented
may result in elimination of the Contractor/Offeror from competition or in Contract cancellation or
termination.
The apparent successful Contractor/Offeror will be expected to enter into a contract with the Tribes. If a
contract is not entered into with a reasonable time after selecting the proposal, the Tribes may elect to
cancel the award or award the Contract to the next highest ranked Offeror. The Tribes shall not be bound
or in any way obligated until both parties have executed a contract. No party may incur any chargeable
costs prior to the execution of a final contract.
After opening and ranking, an award may be made on the basis of the proposals initially submitted,
without discussion, clarification or modification, or, the Tribes may discuss with the selected Contractor
offers for cost reduction and other elements of the Contractor's proposal. If the Tribes determines that it
is unable to reach a contract satisfactory to the Tribes with the selected Contractor, then the Tribes will
terminate discussions with the selected Contractor and proceed to the next Contractor in order of
selection ranking until a contract is reached or the Tribe has rejected all proposals. The Tribes will not
disclose any information derived from the proposals submitted from competing offers in conducting
such discussions.
The Tribes reserves the right to award a contract for all or any portion of the requirements proposed by
reason of this request, award multiple Contracts, or to reject any and all proposals if deemed to be in the
best interests of the Tribes and to re-solicit for proposals, or to reject any and all proposals if deemed to
be in the best interests of the Tribes and to temporarily or permanently abandon the procurement.
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ATTACHMENT A:
PROPOSAL COVER PAGE
Sanpoil River PIT Tag Array System
Company Name_________________________________________ Date______________
Address__________________________________________________________________
Contact Person and Title:_____________________________________________________
Telephone Number_________________________ Fax Number_____________________
Email address________________________________________
Length of time in business_______________________________________
Gross revenue for the prior fiscal year (in US dollars). ______________________________
Total number of similar clients served in similar capacity____________________________
TOTAL ESTIMATED PRICE OF SERVICES (Attach detailed budget if necessary)
Cost of Services (Anticipated Total Hours x Rate) __________________
Overhead costs (describe) ___________________
Necessary travel ___________________
TERO Fees ___________________
Other (describe) ___________________
Total Price $ _________________
Authorized Offeror Signature____________________________________________
Telephone_______________________________
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