Consulting Services for GRIP Underground Conversion Project Management and Engineering

REQUEST FOR PROPOSAL
CONSUMERS POWER INC.

Consulting Services for
GRIP Underground Conversion Project Management and Engineering

RFP 2022 GRIP

Consumers Power Inc. (CPI) is accepting sealed competitive proposals from qualified consultants to provide Project Management and Engineering for CPI’s Grid Resilience and Innovation Partnerships Program (GRIP) Overhead to Underground Conversion Project These consulting services shall be performed in accordance with all applicable Local, State, and Federal laws, regulations, executive orders, and requirements of the Department of Energy (DOE).

For information concerning this Request for Proposal (RFP), including specific requirements and evaluation criteria, please contact Scott Muller, CFO; scottm@cpi.coop ; (541)929-8555, Billy Terry, COO/Deputy VP; billyt@cpi.coop ; 541-929-8623 or Austin Jackson, Utility Project Specialist; austinj@cpi.coop ; 541-929-8615.

CPI reserves the right to negotiate with any or all Respondents submitting qualifications. Small and minority businesses, women’s business enterprises, and labor surplus area firms are encouraged to submit qualifications, and firms using subcontractors must solicit such firms in the subcontracting process.
EQUAL EMPLOYMENT OPPORTUNITY: CPI and any of its covered subcontractors shall abide by the Equal Employment Opportunity Clause in Section 202 of Executive Order 11246, as amended, and the implementing rules and regulation of the Office of Federal Contract Compliance including the requirements of 41 CFR Sections 60-1.4(a), 60-300.5(a) and 60- 741.5(a) and 2 CFR Part 200. These regulations prohibit discrimination against qualified individuals on the basis of protected veteran status or disability, prohibit discrimination against all individuals based on their race, color, religion, sex, sexual orientation, gender identity or national origin, and require affirmative action by covered prime contractors and subcontractors to employ and advance in employment individuals without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, protected veteran status or disability. Likewise, when applicable, CPI and/or its covered subcontractors agree to comply with the provisions of 29 CFR Part 471, Appendix A to Subpart A
1. INTENT:
A. The intent of this RFP is to obtain sealed proposals from qualified and experienced consultants who are interested in assisting CPI with converting residential services from overhead to underground, utilizing funding received from the DOE’s GRIP grant program. Please follow the instructions in the RFP Response Requirements Section. The executed contract will meet all rules for Federal grants, as provided for in Title 44 Code of Federal Regulations and 2 CFR Part 200. The successful Respondent(s) will be awarded a contract effective from the date of award or notice to proceed as determined by CPI.

2. PROJECT SUMMARY:
A. Introduction:
Consumers Power Inc. (CPI) is a not-for-profit rural electric cooperative proudly serving over 23,000 members in parts of six counties in Oregon: Benton, Lane, Lincoln, Linn, Marion and Polk. For 85 years our mission has been to provide reliable and safe power at an affordable cost.
B. Project Scope:
CPI will complete the undergrounding of circuits serving members in the remote Santiam Canyon to reduce the likelihood of wildfire ignition and to protect the line during extreme weather events and wildfires. Electrical services that were not impacted by the Santiam Canyon Fire in 2020 will be converted to underground. This project will complete conversion of underground facilities in the Santiam Canyon Fire area. The improved resilience will benefit members who rely on electric service for heat, water, and communication services. CPI’s project will underground approximately 150 services using directional drilling or open trenching. This will equate to roughly 15,650 feet of new underground services. CPI and its contractors will work with our members to plan and schedule the conversions on their properties, working with private utilities to set new meter bases where needed and repair any property that was changed to complete the conversion.
C. Work under this contract is expected to include, but not be limited to, the following:
• Member Contacts to include, but not limited too.
• Face-to-face interaction with members can be a necessity in order ensure a smooth transition when construction requires service impacting activities such as converting overhead services to underground. “Member Contacts” as a service which can be a hybrid of several different solutions to meet CPI’s goals. Items as part of Member Contacts may include a combination of the following:
• Gathering additional member data such as contact information, location coordinates, etc.
• Gathering of information for proper service placement and member premises penetration point to home.
• Construction Sheets
• Site survey information is to be collected, and contractors will begin the process of building construction sheets (staking sheets) for the proposed underground service drops. CPI will provide location information for the members that are to be served by the project. Upon completion of the construction sheets, the contractor will deliver this information to CPI for review and approval.
• Construction Quality Control Services
• Contractors will maintain the records, manage the project, coordinate work with city, county, state or federal officials, and provide the level of quality control (QC) desired by CPI. Contractors will have a senior management on the job site during construction in order to review the project and ensure CPI’s complete satisfaction.
• Contract Closeout
• Once the project is complete, the contractor will coordinate the closeout of the contract between CPI and the contractor. The awarded contractor will prepare all final documents and contract closeout forms for the project and coordinate the execution of the forms with the vendor and CPI. These closeout forms include a variety of items such as the Contract Closeout Certification, the Certificate of Contractor, and Certificate of Completion that accompanies the final inventory. In addition, the contractor to obtain the Waiver and Release of Lien documents from the contractor, material suppliers, and subcontractors for the project.
• All contractor work must comply with Davis Bacon requirements per the DOE
• Any materials used or purchased by contractors must comply with Buy America regulations per the DOE.
• Collaborate with CPI staff and other CPI consultants on project formulation, including damage assessments, information gathering, project development, preparation of project worksheets, and other project submittals to the DOE;
• Assist CPI staff with the development of procurement packages for professional services that align with the Federal grant program requirements.
• Coordinate and interface with engineering and design efforts for construction of infrastructure that will comply with DOE eligibility and cost reasonableness determinations. Provide oversight of construction efforts to ensure work complies with applicable Project Worksheets and related DOE GRIP grant requirements and guidelines.
• Assist CPI in establishing pragmatic document control, establishing a file retention system and data management processes to ensure disaster records are complete and ready for audit.

Any subcontracts issued under this contract must comply with the necessary affirmative steps to ensure that minority businesses, women’s business enterprises, and labor surplus area firms are used, when possible, in accordance with 2 CFR 200.321. Note: The use of any Contractor, or Sub-Contractor, that has been declared debarred by the Office of Federal Contract Compliance Programs (OFCCP) is prohibited. A complete list of federally disbarred contractors can be found at www.sam.gov. It shall be the sole responsibility of the selected Respondent to ensure that any subcontractor(s) or subconsultant(s) are in good standing with the OFCCP and not on the debarment list.

3. RFP RESPONSE REQUIREMENTS:
A. Preparation and Format:
Proposals should be prepared in a clear and concise manner to meet the requirements of the RFP. Proposals must be signed by an authorized representative or contracting agent of the Respondent. The Respondent shall include pricing for additional anticipated labor categories, including other non-labor related project costs. Please include any mark- up to be added to the cost of reimbursable expenses. Also include a cover letter with the name, address, phone number and email address of the person or firm submitting the proposal. Provide the name of the project manager, primary contact person, and person authorized to contract for the firm.
B. Qualifications:
(a) In order to demonstrate the Respondent has sufficient qualifications, resources and experience to provide the services under this RFP, please provide the following information:
(i) A brief history of the Respondent and an overview of the Respondent’s experience indicating resources, understanding, qualifications, background, etc., in providing the services related to Grid Resilience and Innovation Partnerships Program (GRIP), including:
1. Approximate number of DOE grants you have prepared and submitted.
2. Key individual(s) who will be working on this project and a summary of his/her qualifications and experience. Provide resumes of all key individuals.
3. Head office of the Respondent and, if different, the location of the Respondent’s office in the region. If the Respondent is proposing a team arrangement, identify the locations of the headquarters and local offices of the lead team member.
(b) Discuss recent experience of the Respondent which demonstrates current capacity to provide the services requested in this RFP.
(c) List of ALL current contracts underway because of Wildfires or similar disasters related to electric utility infrastructure.
(d) Describe the benefits that CPI will realize in selecting the Respondent’s firm or team for this project. Benefits may include unique or specialized processes or organization, staff qualifications, capabilities, specialized experience, best practices or other factors that distinguish the Respondent from other Respondents.
(e) Briefly summarize any other appropriate factors, not already provided in response to the questions and requests listed herein, about the Respondent’s qualifications that are relevant to the consideration of the Respondent for this Project.
(f) Provide at least three (3) references for which the Respondent has performed similar services within the last three (3) years
C. Other:
(a) Discuss additional scope of work items which are not mentioned in the Project Summary that, based upon your experience, will be of great assistance to CPI in its disaster recovery efforts.
(b) Explain the Respondent’s understanding of the project and outline the Respondent’s proposed approach to completing the anticipated scope of work.
D. Proposal Delivery:
(a) CPI will receive sealed proposals at the location stated below until Submittals received after this deadline will not be considered.
(b) The complete submittal consisting of two copies of the proposal may be delivered to CPI in a sealed package, clearly marked on the outside RFP 2022 GRIP and addressed to:

Consumers Power Inc.
Attn: Scott Muller
RFP 2020 GRIP
PO BOX 1180
Philomath, OR 97370

Email submittals should be sent to scottm@cpi.coop

4. INSURANCE, BONDING, and FINACIAL STABILITY:
A. If requested by CPI during a contract negotiation phase, Respondent must be able to provide information substantiating the Respondent’s credit worthiness, assets and exposures, bonding capabilities, and any litigation in the past five years which is related to the services that Respondent provides in the regular course of business. CPI desires a certain level of confidence that the selected Respondent is operating a highly sustainable business.
B. If awarded the contract solicited by this RFP, the selected Respondent will be required to provide CPI with a Certificate of Insurance naming Consumers Power Inc. as additional insured. CPI will also require an (actual) Additional Insured Endorsement and Waiver of Subrogation on the General Liability and Auto and a Waiver on the Workmen’s Comp. The Workmen’s Comp should indicate if the state of Oregon is included in its coverage. We will accept a Blanket Additional Insured Endorsement and Waiver of Subrogation. Please make sure to reference the policy number listed on the Certificate of Insurance. CPI will require all insurance documentation before an issuance of a final purchase order.

The certificate should include the following coverage’s and/or requirements:

i. Commercial General Liability – The contractor shall provide coverage for all operations including, but not limited to Contractual, Products and Completed Operations, and Personal Injury. The limits shall be not less than $1,000,000.00, per occurrence, Combined Single Limits (CSL) or its equivalent. The General Aggregate limit shall either apply separately to this Contract or shall be at least twice the required occurrence limit. Consumers Power Inc. should be named as an ADDITIONAL INSURED. Along with an actual additional insured endorsement and waiver of subrogation in favor of CPI.
ii. Automotive Liability including Owned, Non-owned and Hired Vehicles: Minimum Limits-Bodily Injury $1,000,000 each person, $1,000,000 each occurrence, and property damage $1,000,000 each occurrence. Consumers Power Inc. should be named as ADDITIONAL INSURED on the auto policy. Along with an actual additional insured endorsement and waiver of subrogation in favor of CPI.
iii. Worker’s Compensation Statutory limits for State(s) in which work is to be performed along with Employers’ Liability of $1,000,000 each accident. If work is to be performed on CPI’s premises, located in Oregon, please provide evidence of workmen’s compensation coverage in the state of Oregon.
iv. Said certificate must set forth the name of insurer, policy number, expiration date, limits of liability and at least (10) days written notice to CPI of cancellation. All policies should be written by responsible insurance companies with an A M Best rating of A-VIII.

5. TERMS AND CONDITIONS
A. CPI reserves the right to negotiate, and revise stated contract terms and conditions prior to the Respondent and CPI executing an agreement. CPI reserves the right to negotiate terms as needed to improve elements of the proposal to best meet the needs of CPI, including cost. The selected Respondent shall be subject to removal, with or without cause, at any time during the term of the contract.
B. The services provided under this contract should be eligible for reimbursement as a direct administrative cost (reference Disaster Assistance Policy DAP9525.9, Section 324 Management Costs and Direct Administrative Costs and Recovery Policy 9525.14, Grantee Administrative Costs). To maximize CPI’s ability to recover the cost of services provided under this contract, the Respondent shall track time on a project-by-project basis. Invoices submitted to CPI for payment must reflect this project-by-project breakdown and must provide sufficient backup documentation to ensure reimbursement eligibility.

6. EVALUATION CRITERIA

Criteria Weight
Personnel Experience/Qualifications 30
Pricing/Staffing 20
Availability 20
Project Approach/Plan 30
Total 100

7. COST PROPOSAL FORM

The hourly rates shall include all applicable overhead and profit. All non-labor related costs, including travel and lodging, will be billed to CPI at cost without mark-up.

Submit hourly rates by position:

POSITIONS HOURLY RATES

Principal and Team Leads $

Consultant $

GIS Professional $

Expert Witness $

Technicians and Designers $

Administrative $

Other: $

Other: $