00002475_ITB.docx

ITB/Bid Solicitation Number: S-73000-00002475

Issue Date: See “Available Date” in OregonBuys

OREGON DEPARTMENT OF TRANSPORTATION

INVITATION TO BID (ITB)

ITB Title: As-Needed Purchases of High Density Overlay (HDO) Plywood

Notes:

· OregonBuys: This ITB is advertised as a “Bid Solicitation” in the OregonBuys web-based eProcurement system. Bids must be submitted through the OregonBuys system. See ITB section 0.1 – OregonBuys for information regarding vendor registration and terminology used in OregonBuys platform.

· Hyperlinks: This document must be viewed electronically to access files, forms, provisions or other documents provided via hyperlinks within this ITB. All files, forms, provisions or other documents attached electronically or linked from the Internet are incorporated into this ITB with the same force and effect as though fully set forth in this ITB. Prospective Bidders that do not have compatible software or are unable to open any of the attached documents, forms or Addenda may contact the Purchaser listed in OregonBuys for alternative electronic formats or hard copies.

· Accessibility: The Oregon Department of Transportation is committed to complying with all statutory requirements to ensure that it is providing information that is more accessible to people with disabilities, as required by Section 508 of the Rehabilitation Act of 1973, as amended (29 U.S.C. 794d), and 36 C.F.R. 1194 Appendix A. This includes information regarding the solicitation process. Please contact the Single Point of Contact (“SPC”) identified in OregonBuys (see “Purchaser” and “Info Contact”) to request reasonable accommodation for access, due to a disability, to information related to this solicitation, or the solicitation process, or both. Accommodation requests must be received by the SPC 3 business days prior to the Proposal Submission Deadline (see “Bid Opening Date” and time in OregonBuys).

PRE-BID CONFERENCE: None.

BID/QUOTE DUE DATE: See “Bid Opening Date” and time for this ITB in OregonBuys.

PURCHASER/SINGLE POINT of CONTACT: See “Purchaser” and “Info Contact” for this ITB in OregonBuys. This is the only point of contact for this ITB. Any questions or issues that may arise regarding the Specifications, the bidding process, or the award process shall be directed to the Purchaser/Single Point of Contact.

REQUESTS FOR CHANGE, ITB PROTESTS, AND REQUESTS FOR APPROVED EQUAL BRANDS: See Solicitation Process and Schedule in ITB section 6.

SUBMITTING A BID. All Bid Submittal Requirements are set forth in ITB section 5.2. All documents required by section 5.2 must be submitted through the OregonBuys eProcurement system prior to the Bid Opening Date and time specified in OregonBuys for this ITB.

Table of Contents

OREGONBUYS INFORMATION and ITB ATTACHMENTS

Prospective Bidder must be registered in OregonBuys as a vendor to submit a Bid. Registration is free. To create a vendor account, click the blue “Register” button in the top right corner of the OregonBuys website: https://oregonbuys.gov/bso. For registration assistance see vendor registration guidance.

Vendors are responsible for ensuring that their vendor information is current and correct in OregonBuys. ODOT will accept no responsibility for incorrect vendor information.

0.2 ITB Attachments and Addenda.

In addition to the provisions set forth and linked within this ITB, this ITB incorporates by this reference the information published or linked on the OregonBuys “Bid Solicitation” page for this ITB, including but not limited to:

· Details entered in the Header Information section;

· All ITB attachments, Addenda and notices (“Amendments”), question and answer documents, and any other files linked in the File Attachments and Form Attachments subsections; and

· Information, if any, entered in the “Questions” and “Item Information” sections.

1. DEFINITIONS

The following terms have the meaning provided in OAR 125-246-0110: “Addendum” or “Addenda”, “Bid”, “Bidder”, “Brand Name or Equal Specification”, “Brand Name Specification”, “Business Day”, “Closing”, “Contract”, “Contractor”, “Goods”, “OAR”, "Opening", “ORS”, “Price Agreement”, “Responsible”, “Responsive”, “Services”, “Solicitation”, “Specification”.

For purposes of this ITB “Agreement” means Price Agreement.

The Oregon Department of Transportation (“ODOT” or “Agency”) is seeking one qualified Contractor to provide 8’ and 10’ sheets of grade BB 3/4" x 4’ high density overlay plywood to its sign shop on an as-needed basis. Based on past purchases, ODOT expects to place 2 to 3 orders per 2-year budget cycle of 5 units of 8’ sheets and 3 units of 10’ sheets per order. However, these amounts are only estimates for bid purposes. ODOT makes no guarantee of any purchases under an awarded Agreement.

For additional detail regarding the needed Goods see the Specifications in the attached Sample Agreement. Per ORS 279B.055(2)(c), the selected Contractor shall meet the highest standards prevalent in the industry most closely involved in providing the Goods required under any awarded Agreement.

2.2 Experience/References

Enter the information required in this section in the applicable fields of the Bid Cover Sheet (see ITB section 5.2.1.b). Bids that do not clearly show the minimum required experience and references will be rejected.

· Bidder must have a minimum of 3 years of experience providing the types of Goods described in this ITB.

· Bidders must provide references, as required in section 5.2.1.c, for Contracts which Bidder entered into to provide Goods of similar type and quantity as described in this ITB.

2.3 Quantity of Agreements Awarded

It is anticipated that one Bidder will be selected for award. For up to 9 months following the close of this solicitation, ODOT may, at its sole discretion, select for additional award the second-lowest eligible Bidder. If agreement with second-lowest eligible Bidder is not reached, ODOT may offer award to the third-lowest eligible Bidder and so on until agreement is reached or until ODOT terminates the process. For purposes of this subsection, “eligible Bidder” means the Bidder is Responsible and their Bid was Responsive to all material requirements of this ITB. Additional awards, if any, are contingent upon ODOT need, available funding and agreement by Bidder to offer the same pricing as provided in their original response to this ITB.

2.4 RESERVED (not used)

2.5 Term of Agreement

The term of the Agreement begins on the date the Agreement receives all required signatures and is anticipated to be three years. Extension options, if any, are set forth in ITB section 2.10 – Amendments to the Agreement.

2.6 Insurance Requirements

The insurance requirements applicable to the prospective Agreement are included in Exhibit C of the Sample Agreement, which is incorporated in section 4 of this ITB.

2.7 RESERVED

2.8 Payment and Method of Compensation

ODOT will pay for completion of Contractor obligations in conformance with all Agreement requirements, applicable standards and acceptance criteria. The method of compensation for the prospective Agreement will be fixed unit prices.

2.9 RESERVED

2.10 Amendments to the Agreement

Contingent upon ODOT’s need, availability of approved funding, Contractor’s performance and concurrence by both parties, potential amendments to the Agreement may include, but are not limited to the following:

· adjust unit prices (generally no more than once in any 12 month period), if requested by Contractor, supported with proper documentation, and authorized by ODOT;

· extend the Agreement for additional time up to a maximum term of 10 years.

3. SPECIFICATIONS

Specifications for the Goods required under an awarded Agreement are included in section 5 of the Sample Agreement incorporated into this ITB in section 4.

4. SAMPLE AGREEMENT

The Sample Agreement (including its terms, conditions and Exhibits) is not physically attached but incorporated into this ITB as though fully set forth herein. The Sample Agreement is available for download from the Bid Solicitation page for this ITB on OregonBuys (See ITB section 0.0 for more information about OregonBuys.)

5. INSTRUCTIONS TO BIDDERS and SUBMITTAL REQUIREMENTS

0. Obtaining Bid Documents This ITB, all Addenda, and all attachments may be downloaded from the OregonBuys eProcurement system at: https://oregonbuys.gov/bso.. Contact the Purchaser/Single Point of Contact listed in OregonBuys for this ITBif unable to access solicitation documents via OregonBuys.

Bidders are solely responsible for checking OregonBuys regularly until the Bid Opening Date identified in OregonBuys to assure that they have not missed any Addenda or other notices issued for this ITB.

5.2 Bid Submittal Requirements:

5.2.1 Required Submittals and Bid Pricing via OregonBuys

Bidder must select “Yes” on the Terms & Conditions tab in OregonBuys or the Bid will be rejected.

Bidder must complete and submit via OregonBuys all submittal requirements of this ITB no later than the Bid Opening Date and time specified in OregonBuys for this ITB (submittals by any other means will be rejected):

5.2.1.a. Bid Pricing. Bidder must complete online entry of all required pricing information in the “Item Information” section for this ITB in OregonBuys.

The quantities listed in the Item Information section for this ITB in OregonBuys are an estimate of intended purchases by ODOT in one 2-year budget cycle and are for Bid purposes only. These figures are intended to serve only as a guide to Bidders, and are not to be construed as a guarantee.

5.2.7.a. Bidder shall make reasonable efforts to minimize the file size of attachments so the total submittal does not exceed 5 megabytes* (for tips on reducing file size, see information at the following link:* How to reduce PDF file size; How to reduce the size of Word documents that contain images).

6. SOLICITATION PROCESS

6.1 Solicitation Schedule

All dates listed are subject to change. All times listed in this ITB and OregonBuys are Pacific Time.

6.2 Procurement Method and Applicable Laws

ODOT is conducting this solicitation as Competitive Sealed Bidding in accordance with ORS 279A, ORS 279B, OAR 731-146, OAR 731-147, OAR 137-047-0255.

6.3 Requests for Clarification, Requests for Change, , Requests for Approval of Equal Brands All inquiries and correspondence regarding this ITB must be submitted in writing via email to the Purchaser identified in OregonBuys for this ITB.

Any requests for clarification requests for change, or requests for approved equal brands must be received by ODOT no later than the applicable deadline specified in ITB section 6.1 – Solicitation Schedule.

· Requests for Clarification. A prospective Bidder may submit questions or seek clarifications regarding any aspect of this ITB document, Specifications, Sample Agreement or solicitation process.

· Requests for Change. A prospective Bidder may submit a request for change which must include the reason for the requested changes, supported by factual documentation, and any proposed changes.

· Brand name and “or equal” specifications and requests for “approved equal”.

· Any brand name listed in the Specifications that does not include “or equal” or “or approved equal” (or some similar language) is mandated and Bids offering alternate products will be declared non-Responsive.

· Any brand name listed in the Specifications followed by “or equal” or “or equivalent” (or some similar language) shall establish the minimum requirements for quality, utility, durability, function, purpose, etc. Other product brands may be offered, if they are equal to or better than the product brand named, but must be approved by ODOT after award but prior to installation.

· If a brand name is listed in the Specifications followed by “or approved equal” or “or approved equivalent”, other product brands that are equal to or better than the product brand named may be offered, but Bidder must submit a request for ODOT’s approval by the time specified in ITB section 6.1. Requests for approval of brands as “approved equals” or “approved equivalents” must include sufficient product information for ODOT to make a determination that the product is equal.

· ODOT Responses. ODOT will promptly respond to each properly-submitted written request for clarification, request for change, protest, and request for approved equal. When appropriate, ODOT will issue revisions, and clarify ITB provisions via Addenda published in OregonBuys as “Amendment”(s) to this ITB. ODOT may also respond informally to Bidder questions. However, Specifications, contractual terms, and procurement requirements of an ITB can only be changed via formal Addenda posted for this ITB on OregonBuys.

6.4 Addenda (referred to as “Amendments” in OregonBuys)

When appropriate, as determined by ODOT in its sole discretion, revisions, substitutions, or clarifications of this ITB will be published as Addenda on OregonBuys. Changes or modifications to this ITB will be binding on ODOT only if in the form of written Addenda published on OregonBuys.

Questions regarding Addenda must be received via email by the deadline specified in the Addendum or they will not be considered.

6.5 Solicitation and Addenda Protests

6.5.1 Solicitation Protests. A prospective Bidder may submit a written protest of anything contained in this ITB, in conformance with the requirements of ORS 279B.405, if the prospective Bidder believes that the procurement process is contrary to law or that a solicitation document is unnecessarily restrictive, is legally flawed or improperly specifies a brand name. Protests to the ITB must be received by the deadline specified in ITB section 6.1.

6.5.2 Addenda Protests. A Prospective Bidder may submit a written protest of anything contained in an Addendum. Protests of matters not added or modified by the Addendum will not be considered. Protests of an Addendum must be received by the date specified in the Addendum.

6.5.3 All Protests must:

· Be submitted via email to the Purchaser identified for this ITB in OregonBuys;

· Reference the ITB Bid Solicitation number;

· Identify prospective Bidder’s name and contact information;

· Be signed by an authorized representative;

· State the reason for the protest, including:

o the grounds that demonstrate how the procurement process is contrary to law, unnecessarily restrictive, legally flawed, or improperly specifies a brand name; and o evidence or documentation that supports the grounds on which the protest is based.

· State the proposed changes to the ITB provisions or other relief sought;

· Must be received by the applicable deadline specified in the subsections above.

6.6 Withdrawal of Bids and Bid Modifications

If a Bidder wishes to withdraw or modify a submitted Bid, Bidder must do so using the “Withdraw Quote” button in OregonBuys prior to the ”Bid Opening Date” and time for this ITB in OregonBuys. Bid withdrawals and modifications must be in conformance with requirements set forth in OAR 137-047-0440.

6.7 Bid Opening

Bid Opening will occur immediately following the Bid Opening Date and time specified in OregonBuys for this ITB unless modified by an Addendum. ODOT will hold an electronic public Bid Opening for this ITB via Microsoft Teams using the link provided below. Only the name of each Bidder and the Bid amounts will be read at the Bid Opening. It is optional for Bidders to attend the Bid Opening. Award decisions will not be made at the Bid Opening.

Microsoft Teams meeting Join on your computer or mobile app Click here to join the meeting Or call in (audio only) +1 971-277-1965,,449053441# United States, Portland Phone Conference ID: 449 053 441# Find a local number | Reset PIN Learn More | Meeting options

7. AWARD

7.1 Method of Award

Bids will be evaluated to determine the lowest Responsible Bidder (including applicable preferences, if any, per section 7.2) whose Bid is Responsive and not otherwise rejected per the provisions of OAR 137-047-0640(1)(b) and (c ).

Prior to award, ODOT may investigate Bidder (including the results of any reference checks completed by ODOT) and request information in addition to that already required in this ITB, when ODOT, in its sole discretion, considers it necessary or advisable in order to evaluate whether the Bidder meets the applicable standards for Responsibility.

ODOT reserves the right to withdraw any or all items from award if it is in the best interest of ODOT. Withdrawal of one or more Bid items will not affect the method of award.

7.2 Preferences

(a) ODOT prefers Oregon Goods and Services. For evaluation purposes, ODOT will apply a 5% preference for Goods fabricated or processed entirely in Oregon (ORS 279A.128). This percentage will be deducted from the Bid price for line items that qualify for this Buy Oregon Preference or from the total Bid price if all items offered in the Bid qualify for this Buy Oregon Preference. This price reduction will be for evaluation purposes only and will not be reflected in the pricing incorporated into the awarded Agreement.

(b) Bidder shall certify on the Bid Cover Sheet whether any or all Goods in the Bid qualify for the Buy Oregon Preference under this section 7.2.4.

(c) If more than one Bidder qualifies for the preference under section 7.2.4, ODOT will give further 5% preference to a qualifying Resident Bidder [as defined in ORS 279A.120(1)(b)] or Bidder that is headquartered in Oregon, applied using the same method described in (a) above.

7.3 Notice of Intent to Award

Pursuant to OAR 137-047-0610, ODOT will make its notice of intent to award available to all Bidders by posting the notice on this ITB Bid Solicitation page in OregonBuys.

7.4 Award Protest

An “adversely-affected” Bidder may submit a protest in response to the notice of intent to award a Contract if the conditions set forth in ORS 279B.410(1) are satisfied. An adversely-affected Bidder must file a written protest via email with ODOT and exhaust all administrative remedies before seeking judicial review of ODOT’s award decision. To be considered, the written protest must specify the grounds for the protest pursuant to ORS 279B.410(2). An award protest must be delivered via email to the Purchaser identified in OregonBuys for this ITB no later than the deadline for award protests specified in ITB section 6.1 – Solicitation Schedule. ODOT will not consider an award protest submitted after this deadline. ODOT will issue a written disposition of protests in a timely manner as set forth in ORS 279B.410(4).

7.5 Awardee Requirements

The following requirements apply only to the apparent successful Bidder. All items that must be provided to ODOT must be received by the Purchaser within 5 Business Days after ODOT’s issuance of intent to award notice (except as stated otherwise in 7.5.3 and 7.5.5, or unless a different timeframe is agreed to by ODOT and Bidder):

· ODOT requests a W-9 Form, or

· The backup withholding status or any other information of Bidder has changed since the last submitted W-9 form, if any. No payment can be made until a properly completed W-9 is on file with ODOT. The W-9 Form is available at: https://www.irs.gov/pub/irs-pdf/fw9.pdf (submit page 1 only).

7.5.3 Business Registry Number/Registered Agent. The apparent successful Bidder must be duly authorized to transact business before executing the Agreement. Firms that contract with ODOT are responsible for compliance at all times with all applicable legal requirements regarding business organization, authorization and registration.

· Oregon Business Registry – If requested by ODOT the apparent successful Bidder shall (unless Bidder is an individual operating under the individual’s real and true name or otherwise exempt under applicable laws) provide to ODOT a current Oregon Secretary of State business registry number if: a) Bidder is an Oregon business or has offices or employees located or conducting business in Oregon, or b) as a result of an awarded Agreement, Bidder will have offices or employees located, or conducting business, in Oregon. See process for obtaining a business registry number.

· Foreign Businesses – The apparent successful Bidder shall provide to ODOT a current business registry number for the state in which the business is located unless: a) Bidder is an individual operating as the individual’s real and true name or otherwise exempt under applicable laws or, b) Bidder is registered in Oregon and Bidder is submitting an Oregon business registry number.

· Registered Agent - All corporations and other business entities (domestic and foreign) must have a registered agent in Oregon unless an exception applies. See requirements and exceptions regarding Registered Agents.

· For more information - See Starting a Business and Laws and Rules. The titles in this subsection are available at the following Internet site: https://www.filinginoregon.com/index.htm.

7.5.4 Bidder Responsibility

(a) Agency may reject an offer and rescind the Intent to Award notice if Bidder is not responsible pursuant to ORS 279B.110 or if Bidder has liquidated and delinquent debt owed to the State or any department or agency of the State.

(b) Responsibility Inquiry Form. The apparent successful Bidder shall provide a completed, accurate and signed Responsibility Inquiry form. The Responsibility Inquiry form is available at: https://www.oregon.gov/ODOT/Business/Procurement/Pages/PSK.aspx (under Miscellaneous Forms) and must be submitted via email.

7.5.5 Pay Equity Compliance Training and Certification from DAS. This is a legislatively-mandated requirement that applies to Bidders with 50 or more full-time employees that Bid on State agency contracts valued at $500,000 or more, including as may be amended. If applicable, the selected Bidder will be required to submit a copy of an unexpired certificate (held by a current authorized representative of the Bidder) issued by Oregon Department of Administrative Services (DAS) documenting completion of the pay equity overview training. Following notice of intent to award, the selected Bidder shall submit the certificate with the Responsibility Inquiry Form (section 7.5.4) prior to being awarded a Contract. For information about free on-line training and certification please click on the following hyperlink: https://www.oregon.gov/ODOT/Business/Procurement/DocsGTS/SB491Flyer.pdf.

7.5.6 Nonresident Bidder Form. If awardee is a nonresident Bidder and the Agreement amount exceeds $10,000, the Bidder shall report to the Department of Revenue (using the Non-Resident Bidder Form, submit form prior to Agreement execution with a copy submitted to ODOT) the total Agreement price, terms of payment, duration of Agreement and such other information as the Department of Revenue may require.

7.6 Prompt Execution of Agreement

In accordance with ORS 279B.055(11), the successful Bidder shall take all actions necessary to comply with all award submittal requirements of this ITB to allow for prompt execution of an Agreement.

7.7 Commencement of Work

Contractor shall commence no work under an awarded Agreement until all required documents have been provided and a purchase order has been issued by ODOT.

In accordance with ORS 279B.100, ODOT may reject any or all Bids and may cancel or delay this ITB at any time if doing so would be in the public interest as determined by ODOT. ODOT may reject all Bids pursuant to the criteria set forth in OAR 137-047-0650. ODOT shall reject any or all Bids as required by OAR 137-047-0640. Notification of Bid rejection will be made in writing and sent to Bidder by email or hard copy.

8.2 Non-Discrimination by ODOT

ODOT, in accordance with the Title VI of the Civil Rights Act of 1964, 78 Stat. 252. 42 U.S.C. 2000d to 2000d-4 and Title 49, Code of Federal Regulations, Department of Transportation, Subtitle A, Office of the Secretary, Part 21, Nondiscrimination in Federally-Assisted programs of the Department of Transportation issued pursuant to such Act, hereby notifies all Bidders that it will affirmatively ensure that all business enterprises will be afforded full opportunity to submit Bids in response to this solicitation and will not be discriminated against on the grounds of race, color, sex, or national origin in consideration for an award.

8.3 Non-Discrimination by Bidders

Bidder may not discriminate against a subcontractor in awarding a subcontract because the subcontractor is a disadvantaged business enterprise, minority-owned business, woman-owned business, business that a service-disabled veteran owns or an emerging small business certified under ORS 200.055. Violations may result in debarment, disqualification or breach of contract pursuant to ORS 279A.110.

8.4 Bidders responding to this ITB do so solely at their expense ODOT is not responsible for any Bidder expenses associated with this ITB.

8.5 Recyclable Products

If awarded an Agreement, Contractor shall use recyclable products to the maximum extent economically feasible in the performance of the Agreement.

ITB-GTS ITB #: S-73000-00002475