Request for Proposals (RFP): Water Treatment Plant and Water Restoration Plant Electrical Services

CITY OF GRANTS PASS, OREGON
Public Works Department
Water Restoration Plant
Request for Proposal (RFP)
WTP & WRP Electrical Maintenance Services
Responses Due: July 22, 2026
RFP Electrical Maintenance Services
Attn: Karen Frerk, City Recorder
101 NW A Street
Grants Pass, OR 97526
Contact:
Eric Larsen
541-450-6121
elarsen@grantspassoregon.gov
Request for Proposals
Dept & RFP Desc
City of Grants Pass Page 1 of 18

TABLE OF CONTENTS
PAGE(S)
I. INTRODUCTION ....................................................................... 3-6
II. SCOPE OF WORK .................................................................... 7-8
III. SELECTION PROCESS ............................................................ 9-10
IV. LEGAL REQUIREMENTS .......................................................... 11-12
ATTACHMENTS
PROFESSIONAL SERVICES AGREEMENT ..................................... 14-17
COST PROPOSAL FORM ................................................................. 18
Request for Proposals
WRP & WTP Electrical Services
City of Grants Pass Page 2 of 18

SECTION 1 - INTRODUCTION
About the City of Grants Pass
The City of Grants Pass is a municipal governmental entity providing a full range of
services, including police and fire protection; land use planning; sewer services; water
services; stormwater services; construction and maintenance of streets, and
infrastructure; recreational activities, and cultural events. Grants Pass is in the "Sun Belt"
of Southern Oregon astride the banks of the Rogue River, one of America's premier white-
water rivers. Nestled among a series of mountains giving the valley a scenic backdrop,
Grants Pass is situated in Southwestern Oregon on Interstate 5. With a current estimated
population of 39,475, it is the county seat of Josephine County and serves as the major
commercial center for the county population of more than 88,728.
The objective of requesting proposals is for the City to contract with a firm that can offer
services at a cost representing the best value to the City. More information about the City
is available at www.grantspassoregon.gov.
Municipal Water System
The municipal water system withdraws raw water from the Rogue River. After treatment,
between 1.63 and 13.73 million gallons per day of water is distributed annually to over
11,500 customers through a complex system of 9 reservoirs, 13 remote pump stations
and 188 miles of piping. Water throughout the City and surrounding areas is utilized for
a variety of uses including domestic, commercial, and Public Safety needs. The Water
Treatment Plant (WP) has operated at its current site since the 1930's.
Municipal Wastewater System
The municipal wastewater system conveys about 2.3 billion gallons annually of raw
domestic and industrial sewage to the Water Restoration Plant (WRP) for treatment to a
quality effluent for discharge to the Rogue River. This is completed through 5 pump and
lift stations, and approximately 165 miles of collection system piping. The WRP has
operated continually at its current location since the mid 1930's.
Submission Requirements
The deadline for submission in response to this RFP is July 22, 2026, before 3:00 pm
local time.
Cut out and use the label printed below and affix it to your OUTER bid envelope to
properly identify it as a proposal.
Request for Proposals
WRP & WTP Electrical Services
City of Grants Pass Page 3 of 18

Deliver to: City Recorder Karen Frerk
City of Grants Pass
101 NW A Street
Grants Pass, OR 97526
PROPOSAL - DO NOT OPEN
RFP: WRP & WTP ELECTRICAL
Due: July 22, 2026, no later than 3:00 pm
The submission should consist of:
* Cost Proposal Form, Attachment B.
* Signed Addenda (if applicable)
The submission shall include one hard copy of your submission. Email and fax copies are
not acceptable forms of digital copies.
Communications during the RFP Process
The City of Grants Pass reserves the right to reject all proposals, waive formalities, or
accept any submittal that appears to serve the best interest of the City of Grants Pass.
Questions regarding this RFP should be directed to Eric Larsen, Water Treatment Plant
Specialist, at the 541-450-6122 or elarsen@grantspassoregon.gov. Proposers shall
address all inquiries, if any, in writing not later than seven days after the release of the
RFP.
If it becomes necessary to revise any part of this RFP or if additional data is necessary
to enable an exact interpretation of provisions of this RFP, revisions will be posted
electronically on the City website at https://www.grantspassoregon.gov/bids.aspx. It is
the responsibility of the Proposer to frequent the City website to obtain and download
addendums and any other applicable information prior to proposal submission.
Additional Information
The City will entertain individual Contractor meetings with City Public Works personnel.
These meetings will be scheduled by contacting Susan Morgan at (541) 450-6110. The
meetings will be conducted July 13th through July 15th, 2026. Each meeting will be for
one hour. The meetings will be scheduled between 9am and 3pm local time. Meeting
times will be scheduled on a first call basis.
For information regarding this RFP visit the City's website at
https://www.grantspassoregon.gov/bids.aspx. under the heading "Bids".
Request for Proposals
WRP & WTP Electrical Services
City of Grants Pass Page 4 of 18

RFP Schedule
Schedule Activity
Publication & Posting of Advertisement for
June 26, 2026
Proposals
July 8, 2026 Deadline for Submission of Proposer Inquiries
Responses to questions posted at
July 10, 2026
https://www.grantspassoregon.gov/
July 13th through July 15th, 2026 Meetings with Contractor
July 22, 2026, by 3:00 pm Deadline for Submission of Proposals
July 29, 2026 Proposal team completes scoring
July 30, 2026 Notice of Intent to Award posted online
August 6, 2026 Protest period ends
August 5, 2026 Item goes before Council for approval
August 11, 2026 Contract Award and Notice to Proceed
Changes to the Solicitation by City Addenda
The City of Grants Pass reserves the right to make changes to the RFP by written
addenda posted on the City of Grants Pass website. A prospective proposer may request
a change to the RFP by submitting a written request by email to Eric Larsen at
elarsen@grantspassoregon.gov. The request must specify the provision of the RFP in
question and contain an explanation for the requested change. All requests for changes
or additional information must be submitted no later than the date set forth in the RFP
Schedule.
The City of Grants Pass will evaluate any request submitted but reserves the right to
determine whether to accept the requested change. If additional information or
interpretation is necessary; such information will be supplied in the form of an addendum.
Any addenda will have the same binding effect as though contained in the main body of
the RFP. Oral instructions or information concerning the scope of work of the project given
out by City of Grants Pass managers, employees, or agents to the prospective proposers
will not bind the City of Grants Pass.
* All addenda, clarifications, and interpretations will be posted on the City website
at https://www.grantspassoregon.gov/bids.aspx.
* No addenda will be issued later than the date set forth in the RFP Schedule, except
an addendum, if necessary, postponing the date for receipt of proposals,
withdrawing the invitation, modifying elements of the proposal resulting from a
delayed process, or requesting additional information, clarifications, or revisions of
proposals leading to obtaining best offers or best and final offers.
Request for Proposals
WRP & WTP Electrical Services
City of Grants Pass Page 5 of 18

* Each proposer must ascertain, prior to submitting a proposal response, that the
proposer has received all addenda issued, and receipt of each addendum must
be acknowledged in the appropriate location on each addendum and included
with the proposal submittal.
Withdrawal of Proposal
Proposals may be withdrawn upon written request from the Proposer at the address
shown in the solicitation prior to the date and time specified for submission of
Proposals. Negligence on the part of the Proposer in preparing the proposal confers no
right of withdrawal after the date and time specified for submission of proposals.
Late Submissions
Proposals, amendments thereto, and/or requests for withdrawal of proposals will not be
considered after the date and time specified for submission of proposals. Late
Proposals will be returned unopened if the proposer's return address is shown.
Acceptance
Unless otherwise specified by the City of Grants Pass, all formal proposals submitted
shall be binding for City of Grants Pass acceptance for ninety (90) days from the date of
the proposal opening.
Request for Proposals
WRP & WTP Electrical Services
City of Grants Pass Page 6 of 18

SECTION 2 - SCOPE OF WORK
General Scope of Project
The selected Contractor is expected to provide electrical maintenance and support on an
as needed basis for the City's WRP, WTP, and 27 remote sites.
The scope of work is to include, but not limited to the following:
* Electrical troubleshooting.
* Various pump/motor/VFD troubleshooting and repair.
* Motor connects/disconnects.
* Starter component, relay, switch, fuse, and heater replacement and repair.
* Wiring and circuitry replacement.
* Circuit breaker panel installation and repair.
* Junction box, conduit and panel installation and repair.
* Instrument installation, replacement, or calibration.
* Lighting component installation and repair.
* Alarm panel equipment installation and repair.
* Provide phone support Monday through Friday between the hours of 8:00 AM and
5:00 PM.
* Provide non-emergency on-site support, at either the WRP or WTP, within 24
hours of being notified by City.
* Provide Emergency on-site support at either the WRP, WTP, or remote site within
eight hours of being notified by the City.
The agreement is to start on August 11, 2026 and expire August 10, 2031, unless
extended by mutual agreement. There is no guarantee that the City will ultimately enter
into an agreement for these services. All final decisions will be made by the City Council.
Following the selection process, all submissions will become public record. A
minimum of one response from each proposer will be retained.
Proposals should be prepared simply and economically. A concise, straightforward
description of Contractor's capabilities and qualifications to provide electrical
maintenance services as described in this RFP. Proposals should respond to all areas
of this RFP to the maximum extent possible, while not exceeding a total of 10 pages. A
page is defined as one side of an 8.5 x 11 sheet. Page count excludes Cost Proposal
Form and any resumes submitted. Use a minimum size 12 font.
Information about your Company
The City is seeking the services of a Contractor with demonstrated success in electrical
maintenance services for water and wastewater plants.
Please provide the following general information:
* Name, address, phone number, fax number, and e-mail of the office which would
be providing the service to the City of Grants Pass as well as the location of the
home office (if different).
Request for Proposals
WRP & WTP Electrical Services
City of Grants Pass Page 7 of 18

* Number of years in business.
* Former names (if any).
* Corporate structure and names (if applicable).
* Ability of Consultant to protect the interests of the City during the term of the
agreement.
* A statement of interest and qualifications.
Project Experience/References
Provide a list of at least three clients, preferably entities in the State of Oregon, who have
used your services related to electrical maintenance. List specific services provided.
Include the name and contact information for the client's contact person who is familiar
with the services provided.
Special Capabilities
Describe any special or unique capabilities of Contractor, such as technical innovations,
cost effectiveness, sustainability, supplier certifications, etc.
Financial Information
Please provide financial information about your company, including total annual revenues
of the firm(s), annual revenues for the office which would perform the bulk of the work,
and types and limits of insurance coverage carried. Also provide a list of claims, a brief
description of any claims, and the disputed amount currently pending against your firm(s).
Conflict of Interest
Please list any current (or potential) clients or projects which may be (or cause) a conflict
of interest in working for the City of Grants Pass and describe the possible extent of the
conflict.
Request for Proposals
WRP & WTP Electrical Services
City of Grants Pass Page 8 of 18

SECTION 3 - SELECTION PROCESS
The submitted proposal will be evaluated by a selection team and ranked based upon the
following criteria.
Evaluation Criteria
The Contractors will be evaluated based upon the following general criteria:
* Knowledge and familiarity with City's water and wastewater plants - 40 points;
* Experience of providing similar services - 30 points;
* Cost of services - 20 points;
* Special Capabilities - 10 points.
False or Misleading Statements
If, in the opinion of the City, any proposal contains false or misleading statements or
references which do not support a function, attribute, capability, or condition as contended
by the Contractor, it shall be rejected.
Clarification of the Proposal
The City reserves the right to obtain clarification necessary to properly evaluate a
particular proposal. Failure of the firm to respond to such a request for additional
information or clarification may result in the rejection of the proposal.
Addenda
Addenda shall be posted on the City's website.
Cancellation of Solicitation
The City reserves the right to cancel this solicitation at any time during the RFP process
if the City deems it is in the best interest of the public to do so.
Selection
The City's selection team will review, evaluate, and rank all responses to this RFP. Notice
of the final ranking will be provided to all proposers and posted on the City's website. An
aggrieved proposer may protest their final ranking within the seven-day period after the
notice is posted on the City's website. An aggrieved proposer is a proposer who is
adversely affected and has a right to protest an RFP selection. To be adversely affected,
the aggrieved proposer must claim itself as the highest-ranked proposer because all other
highest-ranked proposers failed to meet the requirements of the RFP. Protests received
after the seven-day period will not be considered.
Award Process
Notice of recommended award will be posted on the City's website. There is no guarantee
that the City will ultimately enter into an agreement for these services. All final decisions
will be made by the City Council.
Request for Proposals
WRP & WTP Electrical Services
City of Grants Pass Page 9 of 18

RFP Enclosure
The following is included for review and use:
* City of Grants Pass Master or Professional Services Agreement Example
* Cost Proposal Form
Request for Proposals
WRP & WTP Electrical Services
City of Grants Pass Page 10 of 18