00016301 Request for Competitive Quotes.docx

Request for Competitive Quotes (“RFCQ”) Instructions to ODOT Purchaser

Issue Date:

Oregon Department of Transportation

Request for Competitive Quotes (“RFCQ”) Emergency landslide Geotechnical drilling and Instrumentation.

HWY 227 MP 43.1, MP 44.1 and MP 44.7

No. S-73000-00016301

Solicitation conducted under intermediate procurement procedures per ORS 279B.070 and OAR 137-047-0270

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 RFCQ no later than the Bid Opening Date and time specified in OregonBuys for this RFCQ (submittals by any other means will be rejected):

Bid Pricing. Bidders must complete online entry of all required pricing information in the “Item Information” section for this ITB in OregonBuys. In addition to the Bid Pricing, entered in OregonBuys, the bidder must complete the Bid Pricing Form that is included with the Competitive Quote Form.

Bid Pricing Form. Bidders must complete the Bid Pricing Form. Failure to supply all required information in the Pricing Submittal Form may result in rejection of the Bid as non-responsive. In the event of a discrepancy between extended prices and unit prices, unit prices will prevail.

If the Pricing Submittal form is replaced by an Addendum, then Bidders shall use that replacement form to provide pricing and other required information.

The quantities listed on the Bid Pricing Form are estimates of intended purchases by ODOT 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. ODOT reserves the right to adjust quantities or delete items as needed. Payment will be made based on actual quantities procured.

Bid Opening Bid Opening will occur immediately following the Bid Opening Date and time in OregonBuys for this RFCQ unless otherwise specified in an Addendum.

AWARD

Method of Award Bids will be evaluated to determine the lowest Responsible Bidder 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 RFCQ, 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.

Procurement Summary:

ODOT is seeking one qualified contractor to provide drilling, geotechnical sampling and instrumentation for the project locations listed below:

· HWY 227 MP43.1 Tiller Trail Highway

· HWY 227 MP44.1 Tiller Trail Highway

· HWY 227 MP44.7 Tiller Trail Highway

Drill 9 holes to approximately 60 feet each and install slope indicator casing with one VWT per casing. Sample soil at approximately 2.5 foot intervals and collect rock core when feasible.

The work includes subsurface drilling, geotechnical sampling, and instrumentation for the proposed project. All necessary equipment, machinery, tools, lighting, supplies, materials, fuel, mobilization, water, water delivery, setup, safety equipment, skilled personnel, and incidentals to perform the specified work shall be provided by the Contractor. Traffic control, if necessary, will be coordinated by the Oregon Department of Transportation (ODOT) within the limitations of the ‘Traffic Control’ section of the specifications.

As stated in the specifications in Attachment A, the successful offeror will be required to complete all work by October 1, 2026.

Contractor shall have a minimum of 3 years experience with geotechnical sampling and furnish a drill crew consisting of at least one drill operator with a minimum of three years operator experience who is licensed by the Oregon Water Resource Department as a Monitoring Well Constructor and at least one experienced drill helper for each drilling rig at the job.

Attachments:

Method of Award:

ODOT intends to issue a Contract as a result of this solicitation based on the following:

|X| Offeror that submits the lowest price, so long as the quote complies with all requirements

|_| Offeror that submits the quote that best serves ODOT, considering price and other factors as described in ORS 279B.070(4)

ODOT may negotiate with an offeror to clarify the quote or to effect modifications that will make the quote more advantageous to ODOT. (OAR 137-047-0270)

BIDDER RESPONSIBILITY

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.

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.

Certification Regarding Debarment and other Responsibility Matters. The apparent successful Bidder shall provide to ODOT a signed Certification Regarding Debarment, Proposed Debarment, and Other Responsibility Matters form available on line at: https://oregon.gov/ODOT/Business/Procurement/DocsPSK/CertFederal.pdf (ref. 48CFR 52.209-5).

GENERAL TERMS AND CONDITIONS FOR THIS RFCQ

Buy America and Cargo Preference. This is a Federally funded procurement subject to the following:

· Buy America Requirements (see provisions set forth in Sample Contract section 7.1.1)

· Cargo Preference Act Requirements (see provisions set forth in Sample Contract section 7.1.2) By submission of a Bid, the Bidder certifies that Bidder (and its subcontractors, if any) will comply with the Federal provisions, as applicable, and that the goods offered under the Bid will comply with the above referenced Buy America and Cargo Preference requirements.

Rejection and RFCQ Cancellation or Delay In accordance with ORS 279B.100, ODOT may reject any or all Bids and may cancel or delay this RFCQ 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.

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.

Non-Discrimination by Bidders Bidders 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.

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

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

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, or unless a different timeframe is agreed to by ODOT and Bidder):

Insurance Certificates. Selected Bidder(s) shall provide to ODOT certificates of insurance via e-mail for levels of insurance coverage shown in Exhibit C of the Sample Contract incorporated into this RFCQ.

Tax ID Number. The apparent successful Bidder(s) shall provide to ODOT their Taxpayer Identification Number (TIN) and backup withholding status on a completed W-9 Form if either of the following apply:

· 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).

Business Registry Number/Registered Agent. The apparent successful Bidder must be duly authorized by the State of Oregon 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 the name of Bidder’s business includes the "real and true" name of each owner or the business is 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 the prospective Agreement, Bidder will have offices or employees located, or conducting business, in Oregon. See process for obtaining a business registry number and guidance regarding exceptions (https://sos.oregon.gov/business/Pages/doing-business-means.aspx).

· 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) the name of Bidder’s business includes the "real and true" name of each owner or the business is 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 (https://sos.oregon.gov/business/pages/registered-agents-service-of-process.aspx).

· For more information, see Oregon Business Guide, How to Start a Business in Oregon and Laws and Rules (https://sos.oregon.gov/business/pages/laws-rules.aspx). The titles in this subsection are available on the Secretary of State’s Business site: https://sos.oregon.gov/business/Pages/default.aspx.

COMPETITIVE QUOTE FORM

Must be submitted with the quote.

Refer to “Instructions to Offerors” for list of required documents to submit with the quote.

Offeror Information

Offeror (COMPANY) Legal Name:

Offeror Address:

Contact Person name and title:

Email:

Phone:

By signature below, the undersigned Authorized Representative hereby certifies on behalf of the offeror that:

1. Offeror agrees to and shall comply with all requirements, specifications and terms and conditions included with this RFCQ (including all Attachments and Addenda, if any) if awarded a Contract under this solicitation.

1. In accordance with ORS 279A.110(4), Offeror does not discriminate in its employment practices with regard to race, creed, age, religious affiliation, sex, disability, sexual orientation or national origin. And, pursuant to ORS 279A.110, offeror has not and offeror will not discriminate against a subcontractor in the awarding of a subcontract because the subcontractor is a disadvantaged business enterprise, a minority-owned business, a woman-owned business, a business that a service-disabled veteran owns or an emerging small business certified under ORS 200.055.

Authorized Signature:

Title:

ATTACHMENT C (Separate Upload on OregonBuys)

BID PRICING FORM

Must be submitted with Quote

REFERENCES FORM

Must be submitted with the quote.

REFERENCES FOR COMPARABLE PROJECTS IN SIZE AND SCOPE: Offeror shall provide a list of three different firms for references that can be contacted regarding the quality of goods and/or services that the offeror provided in the last 4 years on purchases or projects comparable in size and scope to the purchase or project described in this solicitation.

Name of Firm:

Reference Contact Person:

Telephone:

Fax:

Email:

Alternate Reference Contact Person:

Telephone:

Fax:

Email:

Project Title:

Project Date:

Project Location:

Project Description:

Name of Firm:

Reference Contact Person:

Telephone:

Fax:

Email:

Alternate Reference Contact Person:

Telephone:

Fax:

Email:

Project Title:

Project Date:

Project Location:

Project Description:

Name of Firm:

Reference Contact Person:

Telephone:

Fax:

Email:

Alternate Reference Contact Person:

Telephone:

Fax:

Email:

Project Title:

Project Date:

Project Location:

Project Description:

INSTRUCTIONS TO OFFERORS

QUOTE REQUIREMENTS

Quotes must be received by the ODOT Purchaser listed on page 1, at the specified email, prior to the due date and time.

To submit a quote under this solicitation, the offeror must submit the following documents:

· Competitive Quote Form

· Price Quote Form

· References Form with all required information AWARD REQUIREMENTS (for winning offeror only)

1. Prior to issuance of a Contract, the winning offeror must submit the following to the ODOT Purchaser:

· Certificates of Insurance for required insurance coverages as stated in Attachment C. Each offeror is encouraged to discuss insurance requirements with their agent prior to submitting a quote so any costs can be included in the price quote.

· Responsibility Inquiry Form: https://www.oregon.gov/ODOT/Business/Procurement/Pages/PSK.aspx (under Forms section, Misc. Procurement Related Forms).

· Conflict of Interest (COI) Disclosure forms – IF REQUIRED. All ODOT contractors must comply with ODOT’s Conflict of Interest Guidelines which requires a form for any actual or potential conflict. See https://www.oregon.gov/ODOT/Business/Procurement/Pages/PSK.aspx (under Forms section - Misc. Procurement Related Forms).

2. Additional requirements:

· Business Registry: The winning offeror must be duly authorized to transact business in the state of Oregon through registration of its assumed business name (if any) or corporation with the Secretary of State Corporations Division. ODOT may require the winning offeror to provide its registry information prior to issuing a Contract.

· W-9 Form: If the winning offeror has not received payments from ODOT before, the offeror will need to submit an IRS form W-9: https://www.irs.gov/pub/irs-pdf/fw9.pdf.

· Nonresident bidder Form. If the winning offeror is a nonresident bidder {as defined in ORS 279A.120(1)} and the contract amount exceeds $10,000, the offeror must report to the Department of Revenue a Non-Resident bidder Form prior to receiving final payment under the Contract.

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