Owner’s Representative / Project Management Services for Reservation Electrification Project 

Inaja Band of Diegueño Mission Indians 

REQUEST FOR PROPOSAL 2025-02-PM 

Owner’s Representative / Project Management Services for Reservation Electrification Project 

Procurement Compliance Statement 

This solicitation, a reissue of RFP-2025-02-PM, is issued pursuant to the Inaja Band of Diegueño  Mission Indians’ Procurement Policy and, when federal funds are used, 2 CFR Part 200, to  address updated project conditions and support the Tribe’s effort to introduce electrical power to  the Inaja Reservation. The procurement method for this solicitation is Competitive Proposals  (RFP). The contract will be awarded to the proposer whose proposal is most advantageous to the  Tribe, considering price and other evaluation factors. No officer, employee, or agent of the Tribe  with a real or apparent conflict of interest may participate in this procurement. 

I. Project Overview and/or Company Profile/Background 

The Inaja-Cosmit Band of Diegueño Mission Indians (“Tribe,” “Owner”), a federally recognized  sovereign government, issues this Request for Proposals (RFP) to solicit competitive proposals  from qualified firms to serve as Owner’s Representative / Project Manager for the electrification of the Reservation. The selected firm will provide comprehensive project management support  through planning, entitlement, permitting, design, construction oversight, and project closeout.  The purpose of this engagement is to safeguard the Tribe’s interests and ensure that scope, budget,  schedule, quality, and compliance objectives are consistently met. 

The Reservation, encompassing approximately 880 acres, is situated in northeastern San Diego  County near Julian, adjacent to the Cleveland National Forest. Access is via Boulder Creek Road,  which traverses privately owned lands. Electrification of the Reservation will require coordination  with SDG&E and the facilitation of easements and rights-of-way with federal and private  landowners. The Owner’s Representative will provide the technical leadership and oversight  necessary to advance this multi-faceted infrastructure initiative. 

II. About the Inaja-Cosmit Band of Diegueño Mission Indians 

The Inaja-Cosmit Band of Diegueño Mission Indians is a federally recognized Tribe, listed in the  Federal Register pursuant to the Indian Reorganization Act of 1934. The Tribe’s Reservation  comprises approximately 880 acres within the ancestral territory of the Kumeyaay Nation, located  along Boulder Creek Road near Julian, California, at the base of Cuyamaca Peak and adjoining  the Cleveland National Forest. 

The Reservation consists of two non-contiguous parcels known as Inaja and Cosmit, which were  historically Kumeyaay settlements. Though these lands are now sparsely populated, they continue  to hold deep cultural, linguistic, and ancestral significance for the Tribe. The Inaja-Cosmit Band  maintains its identity as a sovereign government and exercises strong governance, cultural  stewardship, and administrative capacity despite the region’s rugged terrain and limited  infrastructure. 

Today, the Tribe is advancing efforts toward energy independence and community resilience by  introducing electrical power infrastructure to the Reservation for the first time in its history. The  electrification of the Reservation will establish foundational utilities needed to support future  housing, safety, environmental management, and long-term tribal self-determination. 

III. Contract Negotiation 

The Tribe reserves the inherent right to accept or reject any or all proposals, waive technicalities  or formalities, and cancel this RFP at any time. The Tribe also reserves the right to enter  discussions with firms deemed in the competitive range and may request clarifications or Best and  Final Offers (BAFOs) prior to award. All contract negotiations will be conducted consistent with  tribal law, the Tribe’s Procurement Policy, and federal requirements to ensure transparency,  fairness, and accountability.

IV. Current Conditions and Project Urgency 

The Inaja Reservation is presently without access to electrical power, limiting the Tribe’s ability  to provide safe housing, fire protection, and essential community services. The nearest viable  power connection is located several miles away, requiring coordination with SDG&E, federal  agencies, and neighboring private landowners. This project will assess connection options,  preferably overhead power line connections, and renewable energy alternatives to ensure the  Tribe’s sovereignty, safety, and long-term sustainability. 

The Tribe views electrification as a foundational step toward self-determination and community  revitalization, enabling future housing, economic development, emergency preparedness, and  cultural preservation activities. 

V. Use and Disclosure of Information 

All materials submitted in response to this RFP will be treated as confidential to the extent  permitted by law. The Tribe retains the right and obligation to disclose information to auditors,  federal agencies, pass-through entities, and other oversight authorities when required. Any  confidentiality agreements entered with proposers shall not override these mandatory disclosure  obligations. The issuance of addenda, clarifications, or responses to proposer questions will be  made in writing and distributed to all prospective offerors to ensure equal access to information. 

VI. Vendor Costs 

Preparation of proposals and participation in this procurement process is at the sole expense of the  proposer. No costs associated with responding to this RFP, attending interviews, or providing  additional information will be reimbursed by the Tribe. 

VII. Proposal Submission Timeline 

• RFP Release Date: October 28, 2025 
• Deadline for Questions: November 7, 2025, 5:00 p.m. PT 
• Final Addenda/Responses to Questions Issued: November 14, 2025 
• Proposal Submission Deadline: November 27, 2025, 5:00 p.m. PT 
• Interviews (if any): Week of December 1, 2025 
• Target Notice of Intent to Award: On or about December 8, 2025 

From issuance, until award, all questions and communications must be directed exclusively to the  Selection Committee at the email address designated below. Unauthorized contact with other  Tribal representatives, officials, or consultants regarding this solicitation is prohibited and may  result in disqualification. 

VIII. RFP Description 

The Inaja-Cosmit Band of Diegueño Mission Indians (“Tribe,” “Owner”), a federally recognized  sovereign government, invites competitive proposals from qualified and experienced Owner’s Representative / Project Management firms to provide professional services for the electrification of the Tribe’s Reservation lands. This Project is of significant strategic importance to the Tribe, as  electrification is essential for community development, public health and safety, housing  expansion, environmental stewardship, and the exercise of self-determination over Tribal lands. 

The selected Owner’s Representative will provide comprehensive, independent professional  services spanning all phases of the Project. These include but are not limited to pre-development  planning and entitlement, permitting and environmental review, design coordination, construction  oversight, commissioning, and administrative closeout. The Tribe requires that the Owner’s  Representative apply the highest standards of professional care, diligence, and technical  competence to ensure that the Project is advanced on schedule, within budget, and in compliance  with tribal law, federal funding requirements (including 2 CFR Part 200), and all other applicable  statutes and regulations. 

The Owner’s Representative shall serve as an independent representative and advisor to the Tribe, exercising an uncompromising duty of loyalty to the Tribe’s sovereign interests. The firm will be  expected to identify risks and present strategies for mitigation, monitor and enforce compliance  with applicable codes and contractual obligations, and ensure accurate and timely communication  of all issues, progress, and recommendations. Respondents must provide detailed, specific  responses to all requirements of this RFP and demonstrate that they possess the organizational  capacity, technical expertise, and past performance necessary to carry out this engagement  successfully. 

IX. Scope of Services 

The Owner’s Representative shall provide end-to-end project management and oversight services,  structured into the following categories. All services shall be delivered in strict adherence to Tribal and federal compliance requirements, with thorough documentation and reporting to ensure  accountability. 

Pre-Construction and Entitlement Phase 

• Program Development: Collaborate with the Tribe, SDG&E, architects, engineers, and  legal counsel to develop a comprehensive program of infrastructure, utility, and  environmental requirements. Verify alignment of program scope with budget and schedule  objectives and prepare a Program Reconciliation Report documenting any variances. 
• Power Connection Feasibility: The Owner’s Representative will assist the Tribe in  evaluating connection options, with a preference for overhead power line connections due  to topographic conditions and cost considerations. The assessment will include review of  potential SDG&E interconnection points, required easements, right-of-way access, and  regulatory approvals. Renewable and hybrid energy options may also be evaluated to  support long-term energy resilience and Tribal sovereignty. 
• Budget Management: Prepare and maintain a detailed project budget that includes hard  and soft costs, contingencies, allowances, escalation, and cash flow forecasts. Update and  reconcile the budget at each design milestone. Provide independent validation of cost  estimates prepared by consultants or contractors.
• Schedule Management: Develop a master project schedule covering planning,  entitlement, design, permitting, construction, commissioning, and occupancy. Identify the  critical path and ensure milestones are realistic. Provide regular updates and advise the  Tribe of risks to schedule integrity. 
• Permitting and Regulatory Compliance: Identify all applicable Tribal, federal, state, and  local permits, approvals, and environmental requirements. Prepare a Permit Tracking Log  and monitor status through approval. Ensure coordination with CEQA/NEPA obligations  as applicable. 
• Design and Constructability Review: Review design documents at each phase  (schematic, design development, construction documents) for constructability, cost  adherence, schedule feasibility, code compliance, and consistency with Tribal objectives.  Maintain a Design Review Comment Log with responses and resolutions. 
• Risk and Issue Management: Establish and maintain a risk register identifying potential  risks (technical, regulatory, financial, environmental). Recommend mitigation measures  and provide monthly updates to the Tribe. 

Construction Phase 

• Contract Administration Oversight: Monitor the general contractor’s compliance with  contract requirements. Review contractor schedules and progress updates. Track milestone  completion and variance from the baseline schedule. 
• Submittals and RFIs: Review submittals and requests for information to confirm  compliance with design intent. Maintain an RFI/Submittal Log and ensure timely responses  from the design team. 
• Change Orders and Pay Applications: Evaluate proposed change orders for entitlement,  cost reasonableness, and schedule impact. Provide written recommendations to the Tribe.  Review monthly pay applications for accuracy, work-in-place verification, and alignment  with contract terms. 
• Meetings and Reporting: Attend pre-construction conferences, weekly construction  meetings, and all critical milestone meetings. Prepare and deliver monthly status reports to  the Tribe, including cost-to-date, schedule performance, risk updates, non-conformance  reports, and photographs. 
• Quality Assurance and Inspections: Monitor inspections performed by architects,  engineers, and authorities having jurisdiction. Document deficiencies and ensure corrective  actions are implemented. 

Estimating and Cost Management 

• Independent Estimating: Prepare Owner’s independent estimates at schematic design,  design development, and 100% construction documents. Compare against contractor  estimates and reconcile discrepancies. 
• Cost Tracking: Maintain a live cost-tracking log comparing actual costs to budget. Report  on cost trends, variances, and forecasted outcomes monthly. 
• Value Engineering: Facilitate structured value engineering sessions at major design  milestones, ensuring that proposed changes maintain functionality and quality while  reducing costs. Document VE decisions in a Value Engineering Log approved by the Tribe.

Inspection and Commissioning 

• Plan Check and Code Compliance: Ensure all required plan checks and inspections are  completed in accordance with tribal law, building codes, and funding agency requirements. • Commissioning Oversight: Oversee the commissioning process, including preparation of  commissioning plans, system testing, and verification of performance against acceptance  criteria. Confirm resolution of all deficiencies. 
• Turnover Documentation: Ensure delivery of complete as-built drawings, warranties,  equipment manuals, maintenance schedules, and training sessions for Tribal personnel.  Require that all turnover materials be delivered both in hardcopy and electronic formats  (PDF, CAD/BIM files as applicable). 

Closeout and Records Retention 

• Contract Closeout: Verify completion of all contract requirements by contractors and  consultants, including delivery of lien waivers and final payment documentation. • Closeout Report: Prepare a comprehensive closeout report summarizing budget  performance, schedule outcomes, risks encountered, resolutions achieved, and lessons  learned. 
• Records Retention: Assemble and deliver all project documents in both searchable PDF  and, where applicable, native electronic formats acceptable to the Tribe (e.g., CAD/BIM  files), organized by category, indexed, and suitable for audit or future reference. Records  shall be maintained for not less than three (3) years from the date of submission of the final  expenditure report, or longer if required to resolve any audit, claim, or litigation, consistent  with 2 CFR 200.334. 

X. Requirements 

a) Proposal Response: Each proposal must provide a complete and detailed response to all  requirements of this RFP. Failure to respond fully may result in disqualification. b) Communication and Reporting: The Owner’s Representative shall provide written  monthly status reports, and additional special reports upon request, covering cost, schedule,  risks, quality, and compliance. Reports must include narrative analysis, updated logs  (budget, schedule, risk, RFI, submittal, change order), and supporting exhibits. c) Chain of Authority: The Owner’s Representative shall act only upon direction from  authorized Tribal officials and shall not exercise independent contracting authority. d) Confidentiality: All project-related data, reports, and documents are the property of the  Tribe. No disclosure or use of such information is permitted without prior written  authorization from the Tribe. Confidentiality obligations shall survive contract completion  or termination. 

e) Implementation: The Owner’s Representative shall act diligently to implement Tribal decisions and advance the Project in alignment with approved budget, schedule, and scope.  The firm shall apply recognized best practices in project management, construction  oversight, and risk mitigation. 

f) Recordkeeping and Audit: The firm shall maintain complete, accurate, and  contemporaneous records of all services performed, in compliance with tribal law, federal requirements, and the Tribe’s Procurement Policy. All records must be available for  inspection by the Tribe, auditors, and federal or state oversight entities upon request. g) Conflict of Interest: The firm shall disclose all potential conflicts of interest in its  proposal. The duty to disclose is ongoing throughout the life of the contract. 

XI. Compliance 

The Owner’s Representative must comply with all applicable Tribal, federal, state, and local laws,  regulations, and codes. When federal funds are utilized, compliance with 2 CFR Part 200 is  mandatory. The Owner’s Representative shall cooperate fully with all audits, monitoring reviews,  and inspections by the Tribe or external oversight bodies, and must maintain complete and accurate  project records for the required retention period. 

XII. Minimum Qualifications 

Each proposer must clearly demonstrate that it meets the following minimum qualifications.  Failure to provide evidence of these qualifications may result in disqualification. 

a) Organizational Experience: The proposed firm must demonstrate not less than five (5)  consecutive years of verifiable experience providing Owner’s Representative or Project  Management services on infrastructure, electrification, utility, or comparable construction  projects of similar size and complexity. Proposals should include documentation of at least  three (3) successfully completed projects of similar scope. 

b) Key Personnel: The designated Project Manager must individually have a minimum of  seven (7) years of professional project management experience and must have personally  overseen at least two comparable projects from pre-design through final closeout. Resumes  for all key team members must be included, showing education, licensure, certifications,  and specific project experience. 

c) Technical Expertise: The firm must show demonstrated expertise in each of the following  areas: 

• Cost estimation, budgeting, and cost control systems; 
• Schedule development, CPM scheduling, and recovery planning; 
• Utility coordination, particularly with regional or investor-owned utilities; • Environmental and regulatory compliance, including permitting and CEQA/NEPA  processes; 
• Contract administration, including review of change orders, pay applications, and  performance monitoring. 

In addition, preference will be given to firms with demonstrated experience managing  electrification projects in California or comparable jurisdictions, with specific familiarity  with the California Environmental Quality Act (CEQA), including preparation of  environmental documentation and coordination with state and local agencies. 

d) Tribal and Remote Experience: Demonstrated experience providing Owner’s  Representative or Project Management services for Tribal governments or for projects  located in rural or remote areas requiring easement or right-of-way coordination is strongly  preferred. 

e) Licensure and Insurance: Firms must hold, or be able to obtain prior to contract execution, all professional licenses, registrations, and insurances required to perform the  services. Insurance coverage shall include, at a minimum, professional liability/errors and  omissions, general commercial liability, automobile liability, and workers’ compensation  in amounts acceptable to the Tribe. Proof of licensure and a certificate of insurance (or  letter of commitment from a carrier) must be included in the proposal. 

XIII. Suspension and Debarment Certification 

By submitting a proposal, the firm certifies, consistent with 2 CFR Part 200 requirements, that  neither the firm nor its principals are presently suspended, debarred, proposed for debarment,  declared ineligible, or otherwise excluded from participation in federally funded programs. Each  proposer must: 

• Provide its Unique Entity Identifier (UEI) and evidence of active registration in the federal  System for Award Management (SAM.gov). 
• Disclose any suspension, debarment, proposed debarment, voluntary exclusion,  indictment, conviction, civil judgment, or settlement within the last five (5) years,  including details of the initiating agency, dates of action, and resolution.  
• Certify that no principal, owner, officer, director, or individual in a position of  responsibility for administration of federal, state, or tribal funds is currently subject to any  such action. 

Providing false or incomplete certifications shall be grounds for rejection of the proposal,  termination of any resulting contract, and possible referral to appropriate authorities for criminal  or civil enforcement. 

XIV. Required Information 

Proposals must be complete, page-numbered, and organized in the order listed below. Each section  should provide sufficient detail to allow the Tribe to conduct a thorough evaluation. 

a) Cover Letter: Signed by an authorized officer of the firm, committing the firm to the  proposal for a minimum of one hundred twenty (120) days. The cover letter shall include  the firm’s UEI, and a statement confirming active SAM.gov registration. 

b) Statement of Work and Technical Approach: A narrative demonstrating the firm’s  understanding of the objectives, scope, and complexities of the Project, including methods  for coordination, schedule control, cost management, risk mitigation, and compliance. 

c) Project Team: Description of the firm, organizational chart, and resumes of all key  personnel. Identify the day-to-day Project Manager and an executive-level point of contact. d) Work Plan Summary: A detailed outline of the proposed tasks, sequencing, deliverables,  and performance measurement methods. Include risk identification and mitigation  strategies. Provide a preliminary Gantt chart or schedule. 

e) Prior Experience: Descriptions of up to five (5) relevant projects performed within the  last ten (10) years. Each description shall include client name, address, and phone number;  responsible client contact person; project scope; role of the firm; contract value; start and  completion dates; and project outcome. At least one project completed for a Tribal government is preferred. Provide contact information that is current and verifiable.

f) References: At least three (3) references from past clients for projects of similar scope.  Each must include the name, title, telephone number, and email address of the reference. g) Conflicts of Interest: A statement disclosing any current or prior relationships between  the firm (or its team members) and the Tribe, its officials, employees, consultants, or  SDG&E. If no such conflicts exist, a statement to that effect must be included. h) Fee Proposal: Provide fixed fees for each project phase (Pre-Development, Pre Construction, Construction, and Closeout). Identify reimbursable expenses, expense  multipliers, and assumptions. Provide an hourly rate schedule for all proposed personnel.  Identify any deferred payment options, if applicable, that defer payment until closing of  financing or another identified milestone. 

i) Schedule and Time Estimates: Provide an estimated schedule with major milestones and  total anticipated duration from Notice to Proceed through Project closeout. j) Confidentiality Statement: A statement acknowledging that all documents and findings  prepared in connection with the Project will be treated as confidential and proprietary to  the Tribe. 

k) Costs Incurred Statement: An acknowledgment that all costs incurred in preparation of  the proposal are borne solely by the proposer. 

l) Professional Licenses and Insurance: List all current applicable professional licenses and  attach evidence of insurance coverage. 

m) Indian Preference Documentation: Firms seeking consideration under Indian Preference  pursuant to Section 7(b) of the Indian Self-Determination and Education Assistance Act  (25 U.S.C. § 450e(b)) must include documentation showing that the firm is at least fifty one percent owned and controlled by one or more enrolled members of a federally  recognized Tribe. A signed certification of ownership and proof of Tribal enrollment are  sufficient. Firms that are not Indian-owned may instead submit a brief plan describing how  they will provide preference in hiring, training, or subcontracting to qualified Indian  individuals or Indian-owned businesses. 

n) Suspension/Debarment Response: Respond to each of the following: 

• Whether the firm or any principal is currently suspended, debarred, or declared  ineligible by any federal, state, or tribal entity; 
• Whether the firm or any principal has been suspended, debarred, or voluntarily  excluded in the past five years; 
• Whether the firm or any principal has a proposed debarment pending, or has been  indicted, convicted, or had a civil judgment rendered against them within the past  five years for fraud, official misconduct, or similar matters. 

For each “yes” answer, provide detailed information including the individual/entity involved,  initiating agency, dates, and outcome. 

XV. Evaluation Criteria 

All proposals will be evaluated in accordance with the Tribe’s Procurement Policy. A Selection  Committee composed of tribal representatives and advisors, each having executed a conflict-of interest disclosure, will review and score the proposals. The evaluation will be based on the  following weighted criteria:

a) Technical Approach and Understanding (30%) – The depth of the proposer’s  understanding of the Project objectives, tasks, and responsibilities, and the soundness of its  proposed methodologies. 

b) Team Qualifications and Capacity (25%) – The qualifications, experience, and  availability of key personnel, including the proposed Project Manager. 

c) Relevant Experience and Past Performance (20%) – Demonstrated success in  delivering projects of similar size and complexity, with preference for Tribal or  rural/remote projects. 

d) Cost and Overall Value (20%) – The competitiveness and realism of the fee proposal,  including clarity of multipliers, reimbursables, and assumptions. 

e) Tribal/Remote Context Experience (5%) – Specific, demonstrated experience working  with Tribal governments or projects involving unique jurisdictional, cultural, or remote site challenges. 

The Tribe may conduct reference checks, background verifications, and interviews with shortlisted  firms. Clarifications or Best and Final Offers may be requested as deemed necessary. The contract  will be awarded to the proposer offering the best overall value to the Tribe, determined in  accordance with the weighted evaluation factors established in this RFP and taking into account  both cost and qualitative criteria. 

XVI. Indian Preference 

To the extent permitted by federal law and regulations, the Tribe may apply Indian Preference in  the award of this contract consistent with Section 7(b) of the Indian Self-Determination and  Education Assistance Act (25 U.S.C. § 450e(b)). Firms seeking consideration shall indicate  eligibility and provide supporting documentation in their proposal. 

XVII. Submission of Proposals and Requests for Information 

All inquiries must be submitted in writing by email to [email protected], the Tribe’s  designated procurement email for this solicitation. Messages sent to this address are reviewed by  the individual managing the process and shared with the Selection Committee to ensure  transparency and equal access to information. Responses to all inquiries will be issued through  written addenda distributed to all known recipients of the RFP. 

Proposals must be submitted electronically, in PDF format, by email to the Inaja Band of Diegueño  Mission Indians, at [email protected]. Proposals are due no later than November 27,  2025, at 5:00 p.m. Pacific Time. 

The subject line must read: “Proposal – RFP-2025-02-PM – Confidential” 

Each proposal must be compiled into a single, bookmarked, page-numbered PDF that includes all  required attachments, résumés, certifications, and supporting materials. If the proposal file exceeds  20 MB, the proposer shall email a secure download link in lieu of attachment. Do not submit via  file-sharing sites that require account creation to access. Proposals received after the deadline,  delivered to any other address, or submitted in other formats will not be considered. Receipt of a  submission confirmation email does not constitute acceptance of a late or incomplete proposal.