RFP Colgate Penstock Rebuild Professional Design Services

RFP Colgate Penstock Rebuild
Professional Design Services
Request for Proposals
Colgate Penstock Rebuild Professional Design Services
Release date
March 18, 2026
Mandatory Pre-Bid Discussion
March 26, 2026
10:00 am PST
Submit Proposals to:
purchasing@yubawater.org
Proposal Submission Deadline:
April 8, 2026
2:00 PM local time
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RFP Colgate Penstock Rebuild
Professional Design Services
Table of Contents
1. REQUEST FOR PROPOSAL .......................................................................................................................... 3
2. SCOPE OF WORK ....................................................................................................................................... 4
3. PROCUREMENT SCHEDULE ....................................................................................................................... 8
4. AGENCY RIGHTS ........................................................................................................................................ 9
5. ADDENDA .................................................................................................................................................. 9
6. QUESTIONS AND CLARIFICATIONS ............................................................................................................ 9
7. CONFLICT OF INTEREST ........................................................................................................................... 10
8. PROPOSAL MINIMUM REQUIREMENTS .................................................................................................. 10
9. SUBMISSION INSTRUCTIONS ................................................................................................................... 12
10. PROTEST PROCUREDURES .................................................................................................................... 12
11. EVALUATION CRITERIA .......................................................................................................................... 12
12. SELECTION PROCESS ............................................................................................................................. 13
13. CONFIDENTIALITY AND PUBLIC RECORDS ............................................................................................. 13
14. NEGOTIATION OF CONTRACT ............................................................................................................... 14
15. FORM OF AGREEMENT ......................................................................................................................... 14
16. INSURANCE REQUIREMENTS ................................................................................................................ 14
17. BONDS ................................................................................................................................................... 15
18. SUBCONSULTANTS ................................................................................................................................ 15
19. OWNERSHIP OF DOCUMENTS .............................................................................................................. 15
20. PAYMENT TERMS .................................................................................................................................. 15
21. CHANGES IN SCOPE ............................................................................................................................... 15
22. COMPLIANCE WITH LAWS..................................................................................................................... 15
23. NON-COLLUSION ................................................................................................................................... 16
24. ENTIRE AGREEMENT ............................................................................................................................. 16
25. RIGHTS IN DATA .................................................................................................................................... 16
ATTACHMENTS: ........................................................................................................................................... 16
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RFP Colgate Penstock Rebuild
Professional Design Services
1. REQUEST FOR PROPOSAL
Yuba County Water Agency, also known as Yuba Water Agency, ("Agency") desires to retain a
qualified firm (Consultant) to provide professional services needed for the Colgate Penstock
Rebuild Project (Project) in Yuba County, CA.
On February 13, 2026, a section of the 14-foot-diameter Colgate Penstock abruptly failed,
resulting in a significant release of water down the hillside above the New Colgate Powerhouse.
The following list includes, but is not limited to, anticipated work required by the Consultant to
complete the Project:
* Project Management
* As-Found Condition Assessment and Reporting
* Design Charrette
* Engineering Design Services
* Post Design Services
* Re-Watering Plan
The Colgate Penstock is part of the Yuba River Development Project that is regulated by the
Federal Energy Regulatory Commission (FERC), FERC Project No. 2246. The water conveyance
system from New Bullards Bar Dam to New Colgate Powerhouse is over 5 miles long, consists of:
* Approxmelty 250 feet of a 15-foot diameter steel penstock from New Bullards Bar Dam
to the Colgate Tunnel inlet portal;
* Approximately 5 miles of tunnel;
* Approximately 0.5 miles of a steel penstock from the Colgate Tunnel outlet portal that
tapers from a 14-foot-diamter pipe to a 12.5-foot-diameter pipe and bifurcates at the
New Colgate Powerhouse to two turbine shutoff valves.
The FERC has directed the Agency to separately retain an Independent Forensics Team (IFT) and
develop a Board of Consultants (BOC) to support the Project. The Consultant shall review and
incorporate IFT findings and BOC recommendations and requirements during all phases of the
Project. The Scope of Work and the BOC process, requirements, and schedule are dictated by the
regulations and the FERC, not the Agency, and in case of conflict, the regulatory requirements
shall prevail.
Selection will be based on best value to the Agency. Best value is later described in Section 11-
Evaluation Criteria. Proposers are advised to read all sections of this RFP prior to submitting a
proposal.
Issuance of this RFP does not constitute a commitment by the Agency to award a contract, pay
any costs incurred in the preparation of a proposal, or procure any services.
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RFP Colgate Penstock Rebuild
Professional Design Services
2. SCOPE OF WORK
Each proposer is requested to provide their proposed approach for meeting the following
required scope of work within the limits of the Project. Additionally, each proposer is requested
to provide a milestone schedule to complete the Project. The limits of the Project are defined as
all elements, from the tunnel downstream portal through the upstream flange of the turbine
shutoff valves in the New Colgate Powerhouse, necessary to safely re-water the Colgate Penstock
for return to service.
The Agency is also interested in any variations or enhancements that your firm believes may be
appropriate, with a focus on schedule acceleration to safely return to service.
Project Management
Consultant shall provide a dedicated Project Manager (PM) responsible for overall coordination,
oversight, and successful delivery of all work associated with the Project. The PM will serve as
the primary point of contact between the Consultant team and the Agency and shall be available
to meet face-to-face in Oregon House, CA as least once weekly until successful completion of the
Project.
Additionally, the PM shall be responsible for all aspects of BOC administration. For proposal
purposes, expect the BOC to convene biweekly meetings starting May 2026 through December
2026 and then convene monthly meetings through the end of the Project.
Consultant project management deliverables shall include, but are not limited to:
1. Weekly Meeting Agendas and Notes
2. Design Review Meeting Agendas and Notes
3. Project Management Plan
4. Risk Register
5. BOC Administration and Data Package Documents
a. Meeting Agendas
b. List of specific technical questions to be answered by the BOC
c. List of items to be reviewed and discussed with the BOC
d. A data package that includes the investigations, engineering analyses and reports,
design drawings and specifications to be reviewed by the BOC
e. A discussion of significant events in the investigation or design that have occurred
since the last BOC meeting
f. A list documenting all BOC recommendations, the current status and outcome of
those recommendations, and the BOC report in which the recommendations were
made. A separate list should provide the same tracking information for FERC
comments following review of the BOC report(s)
TASK 1 - As-Found Condition Assessment and Reporting
Conduct a thorough as-found assessment of all pertinent Agency owned assets within the scope
of limits of the Project, and prepare a detailed report(s) citing the following conditions:
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RFP Colgate Penstock Rebuild
Professional Design Services
1. Identify immediate hazards to life, environment, and equipment. These hazards shall be
communicated to the Agency as soon as possible, but no later than 24 hours following
the discovery. For each hazard, initial communication may be by email, followed by a
memorandum with recommended corrective actions.
2. Identify items that are in need of replacement. This includes two categories: 1. All
elements that are required to safely convey water through the Colgate Penstock, once
rebuilt. 2. All other supporting elements that are in need of repair (example: stairways).
3. Identify items that require additional study. These are items that cannot be visibly proven
as in need of replacement or in serviceable condition. Firms should analyze the cost
benefit of study vs. replacement. Minor components whose condition is uncertain should
be replaced if determining their condition requires extensive analysis. Studies should only
be conducted for high cost, long lead items that cannot be clearly identified as serviceable
or replaceable. Studies can be matured throughout the design phases, as needed.
4. Identify items that are fit for service. If items are identified as fit for service, note the
items and clearly call out required start up testing or special conditions.
Consultant deliverables shall include, but are not limited to:
1. Condition Assessment Inspection Plan
2. Safety Plan
3. Immediate Hazard Identification Memorandum(s), as needed
4. As-Found Condition Assessment Report
5. Class 4 Rough Order of Magnitude Opinion of Probable Construction Costs
TASK 2 - Design Charrette
Plan, organize, and facilitate a collaborative design charrette to support the project's early-stage
visioning and conceptual development. Activities include coordinating pre-work sessions with
stakeholders, preparing charrette materials (agendas, maps, constraints, criteria and design
prompts), and leading a structured, multi-day, in-person workshop. During the charrette, the
facilitator will guide participants through brainstorming, sketching, problem-solving, and
prioritization exercises aimed at generating shared design concepts and identifying key
opportunities and constraints. Following the session, the facilitator will compile and deliver a
summary document capturing major themes, preliminary design ideas, decisions made, and
recommended next steps. An Opinion of Probable Construction Costs shall be prepared for
planning purposes.
Consultant deliverables shall include, but are not limited to:
1. Meeting Agenda(s)
2. Charrette Workshop Materials
3. Meeting Notes
4. Charrette Summary Report
5. Class 3 Budgetary Opinion of Probable Construction Costs
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RFP Colgate Penstock Rebuild
Professional Design Services
TASK 3 - Engineering Design Services
While utilizing information and deliverables from Task 1, Task 2, the IFT Report, and the BOC
feedback, Consultant shall design a completed and restored Colgate Penstock. This Project will
utilize a standard 30%-60%-90% design review format with in-person design review meetings at
each stage. A final "Approved for construction" (AFC) submittal shall be prepared and submitted
to FERC for review and approval. All aspects of the design will be reviewed by the BOC.
All final AFC drawings, designs, and supporting documents shall be signed and stamped/sealed
in accordance with the most recent California Business & Professions Code, Professional
Engineers Act. The Engineer of Record (EOR) shall stamp and sign all drawing revisions as required
by the Professional Engineers Act, or as required by the Agency or one of its regulators, starting
with Revision 0, and submit them for recording. Revision 0 shall be titled "APPROVED FOR
CONSTRUCTION."
The design must include all elements of the project including all items requiring replacement such
as, but not limited to:
1. Geologic and geotechnical design for site stabilization
2. Footings, saddles, and thrust blocks geotechnical and structural design
3. Penstock hydraulic and structural design
4. Penstock civil, mechanical, and electrical design
5. Penstock coupler design
6. Civil road and staging area design
Consultant design deliverables shall include, but are not limited to:
1. 30% Design Submittal
a. Draft Design Criteria Memorandum (DCM)
b. Drawing List
c. Drawings
d. Technical Specifications (Table of Contents)
e. Basis of Design Report
f. Permitting Project Description
g. Updated Class 3 Budgetary Opinion of Probable Construction Costs
2. 60% Design Submittal
a. Final DCM
b. Updated Drawing List
c. Drawings
d. Technical Specifications
e. Procurement and Fabrication Strategy
f. Bill of Materials
g. Basis of Design Report
h. Permitting Project Description
i. Class 3 Budgetary Opinion of Probable Construction Costs
j. 30% Design Review Comment Tracking and Change Log
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RFP Colgate Penstock Rebuild
Professional Design Services
3. 90% Design Submittal
a. Updated Drawing List
b. Drawings
c. Procurement and Technical Specifications
d. Procurement and Fabrication Strategy
e. Bill of Materials
f. Basis of Design Report with Final DCM
g. Permitting Project Description
h. Draft QCIP
i. Draft TCEAP
j. Draft Start-Up and Testing Plan
k. Class 3 Budgetary Opinion of Probable Construction Costs
l. 60% Design Review Comment Tracking and Change Log
4. AFC Submittal
a. Drawing List
b. Drawings
c. Procurement and Technical Specifications
d. Procurement and Fabrication Strategy
e. Bill of Materials
f. Final Basis of Design Report with Final DCM
g. Permitting Project Description
h. QCIP
i. TCEAP
j. Start-Up and Testing Plan
k. Class 2 Bid Use Opinion of Probable Construction Costs
l. 90% Design Review Comment Tracking and Change Log
TASK 4 - Post Design Services
Post Design Services are anticipated to include, but are not limited to:
1. Support bid solicitation and procurement to enable fair, competitive bidding, clarify
design intent, and assist in contractor selection.
2. Provide pre-construction engineering support to confirm submittal strategy, baseline
schedule, quality controls, site logistics, and risk management prior to mobilization.
3. Provide construction management, engineering construction support and observation
services to verify that work conforms with the design intent and contract documents,
document progress, and address field issues.
4. Provide engineering services to ensure systems operate safely and as designed and are
ready for commissioning.
5. Provide engineering services to validate systems for commissioning and ready for re-
watering.
6. Prepare Final Construction Report and As-Builts.
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RFP Colgate Penstock Rebuild
Professional Design Services
Consultant post design deliverables shall include, but are not limited to:
1. Final Construction Report
2. As-Builts
TASK 5 - Re-Watering Plan
Consultant shall prepare a comprehensive Re-Watering Plan for the Colgate Penstock that safely,
compliantly, and predictably restores water to the project area. The Plan shall be developed with
input from the Agency and BOC and will guide field teams through staged re-introduction of flows
until normal operating hydraulic conditions are re-established.
Consultant re-watering deliverable shall include, but are not limited to:
1. Re-Watering Plan
3. PROCUREMENT SCHEDULE
The Agency may elect to follow up the proposals with a formal questionnaire and/or interview
to assist with the Proposal evaluation. No more than the top 3 Consultants will receive
interviews. Interviews will be 1 hour in length.
The anticipated procurement schedule is as follows:
RFP Release: March 18, 2026
Mandatory Pre-Bid Discussion: March 26, 2026, at 10:00AM local time
Final Questions Due: March 30, 2026
Addendum: April 2, 2026
Proposals due: April 8, 2026, at 2:00PM local time
Onsite Interview April 15, 2026
Contract Completion By: May 6, 2026*
*Work to begin shortly after contract award and purchase order issuance.
Mandatory pre bid discussion is in person only at the following location:
8897 Marysville Road
Oregon House, CA 95962
RSVP for the mandatory pre-bid discussion by emailing attendee names to
vanderson@yubawater.org no later than March 23, 2026. No more than three (3) individuals
from each Proposer may attend. A signed Non-Disclosure Agreement (Attachment C) is required
to attend and to receive any additional documents as per section 8, item 13.
Any change to this anticipated schedule will be communicated to RFP recipients by Addendum.
It is the bidder's responsibility to check for any addendum's that may have been issued.
The Project milestone schedule is summarized as follows:
Complete As-Found Condition Assessment and Reporting: June 17, 2026
Complete Design Charrette: July 15, 2026
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RFP Colgate Penstock Rebuild
Professional Design Services
Complete 30% Design submittal: To be suggested by proposer
Complete 60% Design submittal: To be suggested by proposer
Complete 90% Design submittal: To be suggested by proposer
Complete AFC submittal: To be suggested by proposer
Construction Complete/Return to Service: To be suggested by proposer
The Agency is interested in any variations or enhancements that your firm believes may be
appropriate to complete design and construction as soon as safely possible.
4. AGENCY RIGHTS
The Agency reserves the right to:
* Reject any or all proposals received in response to this Request for Proposal (RFP) that do
not meet criteria or are deemed non-responsive/responsible and to solicit additional
proposals if deemed necessary.
* Request clarification or additional information
* Award to one (1) firm
* Waive minor irregularities or immaterial deviations in proposals; however, such waiver
shall not modify the requirements of the RFP documents or relieve the selected proposer
from full compliance with all contractual requirements.
* Cancel or reissue the RFP
* Modify the procurement schedule
* Award a contract in whole or in part of this RFP.
* Negotiate with the selected proposer regarding the scope of services, terms and
conditions of the proposed contract.
The Agency shall not be liable for any costs incurred by proposers related to this solicitation. Yuba
Water will have the ability to cancel this project up to seven (7) calendar days prior to the
scheduled start date.
5. ADDENDA
The Agency may modify the RFP through written addenda. Addenda will be issued to all known
recipients of the RFP and posted to the Agency's website.
Proposers are responsible for acknowledging receipt of all addenda in their proposal submission.
Failure to acknowledge addenda may result in rejection of the proposal. (Attachment B).
6. QUESTIONS AND CLARIFICATIONS
All questions regarding this RFP must be submitted in writing to the purchasing@yubawater.org
with the subject line: "RFP Colgate Penstock Rebuild Professional Design Services".
Questions must be received no later than the deadline listed in the procurement schedule.
Responses to questions will be issued in writing and distributed to all proposers.
Verbal statements by Agency staff shall not be binding.
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RFP Colgate Penstock Rebuild
Professional Design Services
7. CONFLICT OF INTEREST
Proposers must disclose any actual or potential conflicts of interest related to this project. The
Agency reserves the right to determine whether a conflict of interest exists and whether
mitigation measures are acceptable.
Failure to disclose conflicts may result in rejection of the proposal or termination of the contract.
8. PROPOSAL MINIMUM REQUIREMENTS
Proposals are limited to 30 pages, not including resumes. Proposals shall be less than 10
megabytes in electronic file size.
The Proposal shall outline the Consultant's Scope of Services, which at a minimum must include
the criteria set forth within this Request for Proposal, and the Consultant's approach to
administer and complete the project. The following items, and other information that the
proposer consider appropriate, should be included:
1. A cover letter on company letterhead consisting of the following:
* Title of the RFP
* Statement acknowledging understanding of the Scope of Work in the RFP
* Statement agreeing to provide services in the RFP
* Statement confirming No Conflict of Interest exists
* Legal name and address of company
Legal form of company (partnership, corporation, joint venture, etc.). If a Joint
Venture, identify the members of the Joint Venture. If company is a wholly
owned subsidiary of a "parent company," identify the "parent company."
Business License Number
* Signature of an officer of the Consultant authorized to bind the Consultant to all
statements and commitments contained in the proposal and authorized to
execute a contract with Yuba County Water Agency
* Name, address, telephone number and e-mail address of the authorized
Consultant contact
2. The Proposal shall include geographic location details listing the addresses of applicant's
office(s) closest to Oregon House, CA, list the number of years the office has been
maintained, and list the number of employees available to perform services identified in
the Scope of Work at each of these offices.
3. The Proposal shall include a description of the proposed Consultant organization,
including identification and responsibilities of the Project Manager and Engineers of
Record (key personnel) and supplemental areas of expertise.
* Key Personnel
Project Manager
o
Structural Engineer
o
Mechanical Engineer
o
Metallurgical/Material Engineer
o
Hydraulics Engineer
o
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