Request for Proposal

Architectural and Engineering Services

DATE OF ADVERTISEMENT: February 20th, 2025

MANDATORY SITE WALK: 9:00 a.m. March 6th, 2025

DEADLINE FOR SUBMITTAL: 5:00 p.m. March 27th, 2025

Architectural and Engineering Services for a 20-acre Biomass to Biochar project in Tipton, CA.

INTRODUCTION

The Tule River Economic Development Corporation (TREDC) is seeking proposals and qualifications for qualified Architectural Engineering (AE) firms. TREDC is a federally chartered Section 17 corporation, wholly owned of the Tule River Indian Tribe of California, a federally recognized Native American tribe. The purpose of this RFP is to enter into a fixed-price contract with an AE to facilitate the creation of a Biomass Project (Project) on an abandoned cotton gin site in Tipton, CA.

AEs shall conduct all procurement transactions in a manner that provides maximum open and free competition consistent with Title 2, Code of Federal Regulations (2 CFR), Part 200. The release of this RFP, evaluation of respondents, and award of a contract will be compliant with federal competitive bid requirements as well as local or state requirements.

PROJECT DESCRIPTION

In December 2024, the Environmental Protection Agency (EPA) selected TREDC to receive a Climate Pollution Reduction Grant for $14.7 million to develop 20 acres at an abandoned cotton gin site in Tipton, CA, and purchase equipment, for a biomass to biochar project. Biochar is a charcoal-like material produced through pyrolysis of sustainably sourced biomass. Biochar production through pyrolysis sequesters carbon dioxide by locking carbon in a stable form in the soil.

The primary objective of this project is to reduce greenhouse gas emissions and contribute to a more sustainable future. U.S. Forest Service research at the Rocky Mountain Research Station (2024) also indicates that on-site biochar production reduces wildfire risk, improves forest resilience, and offers a promising alternative to slash pile burning. The project site is near the intersection of State Highways 99 and 190, at 645 Hamlin Road, Tipton, CA in the County of Tulare. The site must be prepared for pyrolysis system installation and operation. This includes office space and restrooms for on-site staff, as well as infrastructure for drivers weighing, dropping off, and picking up biochar. Additionally, storage space will be needed for chipped woody biomass feedstock as well as for biochar itself.

RFP GUIDELINES

All inquiries related to this RFP are to be in writing via email directed only to the individuals listed below. Information obtained from any other source is not official and shall not be relied upon. Inquiries will be received until 5:00 pm Pacific Time on March 25, 2025, and responses will be distributed to all potential Respondents.

Representative in charge of project: Liam Huber

Email: Liam@tuleriver.com

Additional Rep responding to questions: Ivette Crosser

Email: Ivette@tuleriver.com

Mandatory pre-bid meeting and site walk are scheduled for March 6, 2025 @ 9:00am. All interested firms must attend this required site visit. Participants will meet at the Project location at 645 Hamlin Rd, Tipton CA 93272 at the time stated above. Technical questions will be answered at this meeting. Please submit the names of everyone that will be attending by March 4, 2025.

Respondents must submit one digital copy via email to Liam@tuleriver.com. All proposals must be received by 5:00 pm Pacific Time on March 27, 2025.

Late proposals will not be accepted.

Proposals will not be evaluated if the Respondent's current or past corporate or other interests may, according to the owner, give rise to a conflict of interest.

PROPOSAL FORMAT AND CHECKLIST

Please include the following sections in your proposal submittal in the following order.

• Cover/Transmittal letter: Cover letter must be addressed to company contact and signed by a legally authorized representative of the respondent. The cover letter must summarize key provisions of the proposal and must include name, address, phone, and email of the respondent contact.
• Title Page: A title page including the name and number of the RFP, closing date and time and Respondent's name, address, and primary contact person and contact information.
• Table of Contents: Including proposal elements and page numbers.
• Executive Summary: A short, (one to two page) summary that includes the key provisions of the proposal, including understanding of TREDC goals, pricing, respondent's role on project, brief description of proposed system, financing, relevant experience of respondent/company, and key timeline dates.
• Company Profile: Years in business, description of respondent/company background, applicable state licensing, OSHA background and safety protocol, Insurance, Quality Assurance/Quality Control documentation.
• Project Experience: Include projects completed in the last 3 years similar in scope and size to the Project. Include project name, system size, location, and brief 2-3 sentence project description. Highlight companies permitting and interconnection experience with local utility.
• References: Provide 3 project references with direct client phone numbers.
• Project Team: Organization chart and bios (length of time with firm, key projects) of key team members, capability to perform work/workload capacity. Please only profile the individual that will directly be working on this project. Clearly identify the project manager.
• Proposal for Completing the Scope of Work: Describe your technical approach to the architectural and engineering services for the Project as further detailed in the Scope of Work section below.
• Proposed Schedule: Identify key project milestones and include any necessary review periods for TREDC. The below timetables must be included in overall schedule:
  • • Completing preliminary plans and associated cost estimates.
    • Completing final plans, specifications, and cost estimates.
    • Securing required government approvals.
    • Completing proposed contract documents sufficient for soliciting bids.

• Safety: Please include a brief description of the safety practices of your firm, as well as the OSHA Reporting Indicators for the last 3 years.
• Professional Licenses: List and describe all current applicable professional licenses.
• Appendices: Include any documents and information that the Respondent wishes to submit as part of its proposal.

All proposals must be signed by an authorized person/designee to sign on behalf of the Respondent and to bind the Respondent to statements made in response to this RFP.

Please include the following certification as part of the cover letter: By signing this cover letter, I (we) certify that the information contained in this proposal is accurate and that all attachments required to be submitted as part of the proposal are certified to be true and binding upon our company.

SCOPE OF WORK

The following Scope of Work outlines the required elements of the AE:

1. The work to be done under this RFP consists of but is not limited to: permitting, site and building clean up, infrastructure upgrades, scale house demo with asbestos abatement, new scale house, replacing underground scale, backfilling pits, repairing metal buildings, installing fencing, building underground drainage to pond, siting water lines and new gas lines, replacing the pole barn fan, adding siding to the pole barn, electrical work, and following a soil management plan.
2. The AE shall be responsible for preparing any reports and complying with requirements of local, state or federal agencies having jurisdiction over the subject property and coordinating any survey and investigation work with these agencies.
3. The AE will conduct site meetings with representatives of TREDC, and as applicable, any representatives of any local, state or federal agencies having jurisdiction over the property.
4. The AE will conduct one (1) presentation meeting with TREDC to review findings and recommendations.

FEES AND INSURANCE

Proposals shall include estimated fees to complete the project as described under Project Scope:

1. Estimated fees must include all labor, materials, equipment, professional services, insurance, travel, profit, and all other costs and expenses for the proposed project.
2. Submit an itemized fee schedule as a basis for all proposed services and any extra services not included in item (1) above, if applicable.
3. Provide proof of insurance coverage for proposed services shall include general liability and property damage insurance that shall include automobile liability insurance in a combined single limit of not less than $1 million dollars. Professional Liability Insurance (E&O) coverage of $1 million is also required.
4. Provide proof of Workers Compensation coverage.
5. The selected firm shall provide, within ten (10) calendar days after the notice of award is issued, a copy of their existing liability insurance certificate with an Accord policy rider naming the Tule River Economic Development Corporation (TREDC) and its officers, employees, and agents as an additionally named insured on said policies. Such insurance coverage shall be maintained in full force and effect for the duration of the Contract and must be in a form satisfactory to TREDC.

EVALUATION AND SELECTION CRITERIA

TREDC will evaluate proposals according to the evaluation criteria below. The result of this step will be the identification of the selection of a proposal for negotiation of a contract. Points will be awarded based on the relative merit of the information provided in the response to the solicitation. Selection based on the total number of points awarded by the evaluation committee.

• Proposal Cost Effectiveness 35 points
• Technical Approach/ Implementation Schedule 30 points
• Company Qualifications/Project Experience 20 points
• Project team, team experience and approach 15 points
• Preference Points for Native Owned Firms 5 points

TREDC may elect to conduct interviews with selected respondents to ask questions or for more detail on the proposed project. TREDC reserves the right to seek supplemental information from any respondent at any time after the official proposal opening and before award. This will be limited to clarification or more detail on information included in the original proposal. Upon acceptance of a proposal and intent to award, the successful respondent will be required to execute and return all required project documents and certificates of insurance within 10 days from the Notice of Award. Should the selected firm fail or refuse to execute the project documents, TREDC reserves the right to accept the proposal of the firm offering the next best value to TREDC.

INDIAN AND OTHER FEDERAL PREFERENCE APPLICABLE

All Tule River Economic Development Corporations Request for Proposals are subject to Section 7(b) of the Indian Self Determination & Education Act (25 USC 450e(b)) which provides to the greatest extent feasible, preference and opportunities be given to American Indians and American Indian owned business enterprises and OMB Circular A-102 (45 C.F.R Part 92.36(e)) requiring Tule River Economic Development Corporation to take all necessary affirmative steps to assure minority firms, women's business enterprises and labor surplus area firms are used when possible. For Indian Preference to be applied to American Indian owned and controlled businesses, proof of American Indian business ownership with more than 50% control must be submitted with the proposal.

INDIAN EMPLOYMENT OF SUBCONTRACTS - INDIAN PREFERENCE

Pursuant to Section 7(b) of the Indian Self-Determination and Assistance Act, as amended, to the greatest extent feasible, this RFP and any subcontracts awarded shall require Indian preferences and opportunities for training and employment in connection with the administration of such contract/subcontracts.

In addition, preference in the award of subcontracts shall be given to Indian organizations and to Indian-owned economic enterprises. Pursuant to Section 7(c) of the Indian Self-Determination and Assistance Act, as amended, the tribal employment or contract preference laws adopted by such Tribe shall govern with respect to the administration of the contract or portions of the contract.

SITE LOCATION – 645 HAMLIN ROAD, TIPTON, CA

The Project would take place entirely within the approximately 20 acre space bounded by Olive St, Hamlin Rd, N Berry Rd, and Lipscomb Ave.