1-RFP 24-012 Tires Instructions to Proposers~2.pdf

RFP 24-012 Tires Instructions to Proposers Final.docx

SALEM AREA MASS TRANSIT DISTRICT

REQUEST FOR PROPOSAL

RFP #24-012

TIRE PURCHASE

Date Issued May 16, 2024

Requests for Questions Deadline: May 28, 2024 4:00 PM PDT

Response to Questions Deadline: May 30, 2024 4:00 PM PDT

Proposal Closes & Responses Due: June 10, 2024 4:00 PM PDT

Procurement Contact:

Charleen McCurdy, Procurement & Contracts Analyst

Email submission must be clearly marked as follows.

RFP 24-012 Tire Purchase

Proposals must be submitted electronically to procurement@cherriots.org mailto:procurement@cherriots.org

Salem Area Mass Transit District (SAMTD) RFP 24-012 Tires

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Table of Contents

Part 1 – Introduction Part 2 – Scope of Work Part 3 – Submission Guidelines Part 4 – Proposal Evaluation Part 5 – Special Terms and Conditions Part 6 – Confidentiality Part 7 – Proposers Checklist

Included as separate attachments

Appendix A – General Terms and Conditions Appendix B – Sample Contract Appendix C – Federal Terms and Conditions

Included as a single separate file Exhibit 1 – Proposal Form Exhibit 2 – Non-Collusion Affidavit Exhibit 3 – Organizational Conflict of Interest Exhibit 4 – DBE Determination of Good Faith Effort Exhibit 5 – Contractor’s Representations & Warranties Certification Exhibit 6 – Federal Debarment & Suspension Certificate Exhibit 7 – Certification Regarding Lobbying Exhibit 8 – Buy America Certification

Included as a separate Excel file Exhibit 9 – Price Proposal Form

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Part 1 – Introduction

SALEM AREA MASS TRANSIT DISTRICT (“SAMTD” or “Cherriots”) is a public transportation agency operating buses over routes in metropolitan areas providing transit and paratransit service in the urban growth boundary of the Salem-Keizer area and Marion and Polk counties. Other SAMTD services include Cherriots Shop and Ride, Cherriots Regional service, Cherriots LIFT paratransit service, travel training and rideshare (Cherriots Trip Choice) information including carpool and vanpool matching.

SAMTD operates 64 Cherriots local buses, 34 Cherriots LIFT (paratransit service), 15 Cherriots Regional buses and 4 Cherriots Shop and Ride buses (shopper shuttle and dial-a-ride service). In addition, Cherriots Regional Route 1X is a commuter service that connects Salem with Wilsonville to the North. SAMTD also manages ride share services called Cherriots Trip Choice. Currently, SAMTD services generally operate during the weekdays between the hours of 5:00 AM and 10:00 PM.

SAMTD Locations:

Administrative Offices General Manager, Community Relations, Finance, Transportation Development, Human Resource, and part of the Operations departments are located at:

555 Court St N.E., Suite 5230, Salem, OR.

Operations, Contracted Services, and Maintenance Del Webb Facility 3140 Del Webb Ave, Salem, OR.

The Del Webb facility also includes the parking area for buses not in service.

Keizer Transit Center 5860 Keizer Station Blvd., N.E.

Keizer, OR 97303

Additional information about SAMTD can be found at www.cherriots.org

SAMTD is soliciting proposals from qualified Contractors to provide tires for SAMTD’s fleet.

Proposers are required to adhere to the terms and conditions of the solicitation packet.

SAMTD will not negotiate any aspect of the required service or Contract once the Notice of Intent to Award is issued. SAMTD will not make any concessions for Proposers who are not completely familiar with the scope or contract requirements.

All submittals become the property of SAMTD and are subject to public disclosure after award.

http://www.cherriots.org/

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Equal Opportunity: Small, minority, veteran, women-owned, and Disadvantaged Business Enterprises (DBE), as defined by 49 CFR Part 26, are encouraged to submit Proposals in response to this solicitation. SAMTD ensures non-discrimination in the award and administration of all Contracts, creates a level playing field where businesses can compete fairly and remove barriers to the participation in our contracts.

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Part 2 – Scope of Work

2. A Introduction & Background

SAMTD fixed route fleet consists of two (2) types of buses.

● Group 1 consists of thirty four (34) Orion VII, 35' and 40' CNG powered buses.

Group 1 vehicles use a 305/70R/22.5 tire. There are six (6) tires per vehicle.

Annual mileage is expected to be 1,450,000.

● Group 2 consists of thirty (30) Gillig, 35' and 40' diesel powered buses. Group 2 vehicles use a 305/85R/22.5 tire. There are six (6) tires per vehicle. Annual mileage is expected to be 1,165,000.

The Cherriots Lift and Cherriots Regional service have a combined forty seven (47) vehicles that use a LT 225/75R16 tire. Each vehicle has six (6) tires. Annual mileage is expected to be 750,000.

The Cherriots Lift service also has seven (7) vehicles that use a LT 235/65R/17 tire.

There are four (4) tires per vehicle. Annual mileage is expected to be 150,000.

SAMTD’s tire maintenance program currently takes the following action:

● When the tread depth on a front tire is less than 7/32nds of an inch, the tire will be moved to the rear of the bus. The bus may still be used for regular service.

● When a tire has reached a tread depth of 4/32, it will be deemed by SAMTD to have reached its useful life and shall be removed from service.

2. B Technical Requirements & Scope of Work

SAMTD is seeking qualified Contractors to provide a tire program for the Salem Area Mass Transit District (SAMTD) fixed route, ADA paratransit bus fleet, and support vehicles. Proposals will include a program description outlining the Company’s approach to provide tires/miles at the least cost and complete price for the potential five

(5) year contract to provide tires and ancillary services.

The Contractor shall supply all tires for buses and support vehicles and shall furnish a sufficient amount at a maximum level determined by Contractor of each size and type tire to keep all buses fully equipped and to maintain enough spares to insure uninterrupted service.

SAMTD requires all tires, and any approved equals, to be covered under this contract.

It is the responsibility of the contractor to furnish tires that fit SAMTD's fleet of vehicles without requiring vehicle modification or adjustment. SAMTD will use tire chains, cables or socks as required during the winter months.

Any provided quantities of the goods & services in this request and on any Exhibits are estimates. Except as this contract may otherwise provide, quantity variance between

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“estimated” and actual services required shall not constitute the basis for an equitable price adjustment. There is no limit on the amount of goods & services that may be purchased.

2. B.1 Tire Specifications

If, during the course of the contract, SAMTD puts into service vehicles which require a different tire size than those covered by this contract, rates for such tires will be negotiated separately (See RFP Part 5.H Changes)

1. PASSENGER CAR AND LIGHT TRUCK TIRES. All passenger car and light truck tires shall have a temperature rating of at least C, a tread wear rating of at least 300, a traction rating of at least B, and a speed rating of at least P. All tires must be available for delivery within two (2) business days of order.

2. HEAVY DUTY BUS TIRES (Group1 & Group 2). All tires (larger than 19 inch (19”) rim size) shall be all wheel position highway ribbed radial tires, and shall have at least 18/32 inch of usable tread. Tires must be capable of safely sustaining a speed of sixty five (65) mph for a maximum period of one (1) hour. All fixed route bus tires are to be equal to, or more durable than, a 10-ply sidewall, inasmuch as they will withstand curbing (city driving) and should give the same warning as a 10-ply sidewall as to when they should be changed. The tires must be comparable to a 16-ply load range (H).

3. NEW TIRES. All new tires must be manufactured by one of the following manufacturers: Goodyear, Bridgestone, BF Goodrich, General, Pirelli or Michelin.

Tires shall be of standard OEM quality equal to or superior in every respect to those normally furnished as original equipment for such vehicles. All tires will be steel belted radial. Tires shall be constructed and maintained to comply with all regulatory agency requirements. All tires must meet FMVSS 119 and 120. Tires not meeting local, state, and federal specifications must be removed from SAMTD property within seven (7) days of notification by SAMTD at Contractors sole expense.

New tires shall be branded by the Contractor with a number unique to that individual tire. Brand shall be placed near the bead, on both sides of the tire, and be six inches (6”) in width, one and a quarter inch (1.25” high, and the numerals comprising the brand number shall be one inch (1”) high.

The following list of tire models and sizes will be considered under this contract.

SAMTD is open to proposals for all tire sizes provided the specifications are met, especially where there is no Manufacturer or Model provided:

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Manufacturer Model Size Load Rating

LT225/75R16 E 10 PLY

Michelin X INCITY 305/85R22.5 J 18 PLY 235/70R16 B P175/65R15 H Goodyear Assurance 205/65R16 B Michelin XZE2 275/80R22.5 G Goodyear Trail Runner LT245/75R17 E Goodyear Assurance A/S 235/65R17 XL Continental Van Contact A/S 195/75R16C D Hankook A/S A/P 11R22.5 G 14 PLY Goodyear Urban Max BSA 315/80R22.5 L Goodyear Metro Miller G652 RTB B315/80R22.5 L

For tires other than those specified herein, proposer shall provide load/range, sidewall and tread ply rating and include technical specifications (See RFP Part 3.D). Proposer shall furnish projected base average mileage for each tire size.

(See Exhibit 9 Price Proposal). Base average mileage may be revised if it proves to be unrealistic during the course of the contract by mutual consent.

4. RIMS AND WHEELS: SAMTD will furnish all rims and wheels in sufficient quantity to provide an adequate reserve supply of mounted spares. Further, SAMTD agrees to keep wheels in proper alignment and brakes properly adjusted and to clean all wheels before they are mounted on the bus.

5. TUBES. All inner tubes must be standard production first line, heavy duty butyl tubes or natural rubber of fresh stock. All tubes must be of quality not less than the tubes normally furnished in representative quantities by OEM as original equipment for automobiles, trucks, and buses. Tubes must conform to all applicable federal specifications. All tubes must be NEW and must have been produced or manufactured within the last one (1) year prior to installation or delivery to SAMTD.

6. RECAPPED TIRES. Recapped tires will not be allowed on this contract. All tires will be new.

7. TREAD DEPTH. Range shall be 13/32” to 30/32” for all tires provided under the contract.

8. TIRE SIZE: Tire sizing and estimated annual quantities are outlined in the

Proposal Pricing (Exhibit 9.).

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9. TREAD DESIGN. Will be Highway Ribbed Radial tread design, and will consider the following factors in specific make up and rubber compounds. Proposer shall provide all technical information related to the tire and shall include information relative to the areas listed below.

b. Safety

c. Warranty

d. Ply ratings

e. Availability

2. B.2 Services and Support

Contractor shall provide technical assistance upon request throughout the duration of this contract. Contractor shall not charge for this assistance in excess of the unit prices set forth on the Proposal Pricing.

Support material to be supplied by new tire contractor (make and model of this material to be selected at SAMTD’s sole discretion), shall include the following:

● Valve stems

● Valve caps

Contractor shall supply weekly service, including delivery of new tires. Pick-up of casings and scrap tire disposal shall be provided as needed, as arranged. Service will be provided at:

SAMTD

Del Webb – Maintenance Building 3170 Del Webb Ave.

Salem, OR 97301

Contractor shall be required to provide service to any new facility SAMTD may acquire during the course of this Contract. Contractor shall provide a vehicle suitable to safely and efficiently deliver and pick-up tires at SAMTD location(s). No loading docks are available for use. Business hours for all locations are Monday through Friday, 6:00 a.m.

to 12:00 p.m., excluding National Holidays.

Requests for new tire delivery shall be filled within seven (7) calendar days of notification from SAMTD. Contractor shall notify requestor and SAMTD’s Project Manager in writing should the Contractor be unable to meet the delivery requirement.

1. TIRE DISPOSAL: Contractor shall provide on-demand scrap tire removal service for all SAMTD maintenance locations.

Contractor shall remove all scrap tires from the requesting service location within a maximum of seven (7) business days; regardless of the notification method used by SAMTD.

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Contractor shall comply with all local, state, and federal regulations regarding tire disposal.

Scrap disposal shall be monitored. All costs associated with the disposal of tires shall be borne by the Contractor. All scrap shall be rendered unusable and not be resold by the Contractor for vehicle tire use. Resale of tires under this paragraph shall be considered a default and SAMTD reserves the right to terminate the contract as outlined in the Terms and Conditions included herein.

Contractor shall follow ORS 459.708 in the disposal of all scrap tires with a State of Oregon permitted facility. Copies of all disposal receipts shall be provided within thirty (30) days of disposal. Failure to provide receipt copies shall be considered a default and SAMTD reserves the right to terminate the contract as outlined in the Terms and Conditions included herein.

SAMTD will review scrap agreement as provided by proposer, which is required prior to utilizing "no-life" tires. SAMTD reserves the right to approve, negotiate or deny submitted scrap agreements where in the agency’s best interest.

2. B.3 Reporting and Analysis

Contractor shall be available to SAMTD for monthly contract status meetings when requested by SAMTD Project Manager.

Contractor must provide constant updating of any tire related information that may be useful in the proper operation and management of SAMTD’s tires. This would minimally include any information of issues discovered in the field, as well as proposed remedies.

WARRANTY REPORTING

On a monthly basis, Contractor shall report all warranty activity to SAMTD’s Warranty Programs Manager on a Microsoft Excel (.xlsx) spreadsheet to include the following:

● Size and Model

● Brand Number

● Date

● Location

● Mileage

● Failure Mode

● Value Credited Back to SAMTD.

RECOVERED MATERIAL CERTIFICATION

On an annual basis, Contractor shall provide a certification that the tires provided under this contract meet the US Environmental Protection Agency (EPA) standards for tire production. If applicable, estimate the total percentage of tires provided in comparison with the total of other materials provided under the contract (E.g. valve stems 10%, Tires 90%, etc.). There is no form to complete, so Contractor may utilize any format.

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BUY AMERICA CONTENT CERTIFICATION

At the end of the Contract, pursuant to 49 CFR 661, Contractor shall provide a final inventory list of all manufactured goods provided under the contract that includes their origin and manufacture point. There is no form to complete, so Contractor may utilize any format.

2. C Contract Deliverables

Contractor shall provide the following deliverables in the required frequency. Failure to provide any required deliverable may result in a withholding of SAMTD invoice payments until the deliverable is provided.

DELIVERABLE FREQUENCY

Warranty Report Monthly Tire Disposal Record Thirty (30) days of disposition Recovered Material Certification Annually (as required by 40 CFR 247) Buy America Certification At Contract End (as required by 49 CFR 661)

2. D Contractor Performance Reviews

SAMTD may, at its sole option, conduct a performance review of projects and the Contractor while the Contract is in effect1. These reviews may be completed by SAMTD’s Program Manager and other internal stakeholders. Any completed evaluation form will be shared with the Contractor and become a permanent part of the Contract administration file. The results of these evaluations, if any, will be considered for Contract extensions, price adjustments, and in the evaluation of any future applications to SAMTD solicitations for services.

Communication Communicates regularly and openly with staff assigned to projects. This can be done face to face, via phone conferences, one-to-one, or group meetings. Project Managers or Inspectors are visible and available when needed. Answers emails and phone calls in a timely manner. Provides timely follow through. Verbal and written communication is concise and easy to understand for individuals not on the project teams.

Quality and Timeliness of Deliverables Completed reports accurately represent Work Order, follow milestones, and meets or exceeds proposed deadlines. Deliverables are timely and are customized based on SAMTD’s specifications. Contractor has a quality assurance process in place to reduce errors and ensure accuracy of information.

1 2 CFR 200.301, 2 CFR Part 200.318 (b), Final.docx Page 10 of 29

Interpersonal Skills with SAMTD Staff Effectively coordinates and cooperates in development, implementation, process, and programs. Actively engages stakeholders in project completion and administration.

Collaborates with all stakeholders and is conscious of how workflows intersect.

Respectful of SAMTD culture, mission, vision, and values. Seeks feedback to improve relationships and improve stakeholder commitment towards quality deliverables.

Manufacturer Interaction and Relationships Is courteous with vendors and mindful of existing and future relationships between bus manufacturers & SAMTD. Cooperates with manufacturers while being mindful of SAMTD’s requirements. Assertive with SAMTD’s needs and requirements while being respectful. Represents SAMTD appropriately at meetings and discussions.

Evaluations will be scored as follows:

1 = CONSISTENTLY BELOW EXPECTATIONS: Performance is at a level below established objectives with the result that the overall contribution is marginal and substandard. Performance requires a high degree of constant supervision and guidance. Contract deliverables consistently take two (2) months or longer to be received by SAMTD. Tire delivery is never made within seven (7) days of order receipt by contractor. Contractor never has adequate stock to maintain SAMTD’s needs.

2 = BELOW EXPECTATIONS: Meets some of the established expectations but definite areas exist where achievement is substandard. Performance requires somewhat more than a normal degree of direction and supervision. Contract deliverables occasionally take more than one (1) month or more to be received by SAMTD. Tire delivery is occasionally made within seven (7) days of order receipt by contractor, but frequently takes longer. Contractor occasionally has adequate stock to maintain SAMTD needs, but frequently has to place an order to fulfill SAMTD’s requests.

3 = MEETS EXPECTATIONS: Meets established objectives in a satisfactory and adequate manner. Performance requires normal degree of supervision and guidance.

Contract deliverables are submitted in a timely manner. Tire delivery is usually within seven (7) days of order and rarely takes longer. Contractor maintains adequate stock and rarely has to place orders to fill SAMTD’s requests.

4 = EXCEEDS EXPECTATIONS: Accomplishments are above expected level of essential requirements. Performance requires minimal to no supervision and guidance to achieve Contract objectives. Contract deliverables are always submitted in a timely manner if not earlier than required. Tire delivery is always within seven (7) days of order or earlier. Contractor maintains adequate stock and never has to place orders to fill SAMTD’s requests.

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Part 3 – Submission Guidelines

3. A Procurement Schedule

Dates preceded by an asterisk (*) are estimated dates and provided for information only. Estimated dates may change after proposal submission and not be part of any addenda.

Procurement Activity Date - 2024 Procurement Request Released May 16 Clarification Deadline May 28, no later than 4:00 PM PDT Submissions Due June 10, no later than 4:00 PM PDT *Notice of Intent to Award July 1 *Estimated Award Date July 25 Contract Effective August 1, 2024

SAMTD reserves the right to modify the Procurement Schedule through written addenda.

Submissions are not reviewed or considered after the due date has passed. SAMTD reserves the right to award a contract without a Best and Final Offer. Issuance of a Notice of Intent to Award is not a substitute for a Contract and can be revoked.

SAMTD may invite the top firms (competitive range) for a semifinal interview/presentation. SAMTD provides requirements for the interview when the interview is scheduled. SAMTD will not be responsible for any costs for preparing submissions, attending a pre-proposal conference, or participating in interviews including but not limited to travel expenses, preparation costs, or materials.

3. B Proposal Guidelines

Proposers should fully inform themselves of the conditions, requirements, and specifications before submitting a Proposal. The submission of a Proposal constitutes Proposers acceptance of the terms and conditions of this solicitation request, including the underlying Contract terms and conditions which are set out herein.

The Proposer is responsible for all costs related to the preparation of the Proposal, demonstrations or interviews. Any costs associated with the project not specifically set forth in this Request for Proposal will be the responsibility of the Proposer and will be deemed included in the fees and charges proposed.

SAMTD reserves the right to:

● Award to one or more Contractors at SAMTD’s sole option

● Accept or reject any or all Proposals and their Proposers

● Reject this solicitation and issue a new one for any reason

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● Waive non-material deviations from the requirements

● Waive any informality or minor irregularity in Proposals received

● Issue changes to the solicitation in the form of written addenda

● Request additional information to fully evaluate a Proposal

A Proposal may be rejected when:

● It is late

● The Proposer fails to meet the minimum qualifications listed in Part 3.C

● The Proposer is determined to be not responsible as described in Part 4.D

● Any required form/exhibit is not signed

● Contractor information, references, or any other form/exhibit is incomplete or incorrect

● Any other reason determined to be in the best interest of the SAMTD

● It does not meet required terms and conditions

● The details of the Proposal have been altered

● A Proposer fails to timely respond to a request for additional information

● It fails to contain any of the required information

● A conflict of interest is not properly disclosed or is deemed by SAMTD to disqualify the Proposal as provided by law

● Proposer fails to acknowledge in writing an addenda

Proposals may not be modified after opening unless requested by SAMTD. Prior to opening, Proposals may be withdrawn at any time.

SAMTD may request that information be displayed differently than presented (for example, request a bundled pricing structure be itemized).

Proposal pricing shall be valid for a period of 120 days from Proposal or Best and Final Offer (BAFO) deadline, if a BAFO occurs.

SAMTD may request clarification or additional information, including, but not limited to, financial statements.

3. C Minimum Proposer Qualifications

At the time of proposal, Proposer must meet the following minimum qualifications

● Regularly engaged in retail sales and service of tires for the last three (3) years.

● If a manufacturer, have a retail distribution network for its tires, tubes, and services. Suggested retail distributor should be regularly engaged in retail sales and service of tires for the last three (3) years.

● Have a State of Oregon and all required local government business license(s), registrations, and endorsements.

● Not be suspended or debarred with SAM.gov.

● Not be disqualified from bidding under ORS 279B.130

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● Not be in violation of any Oregon tax laws set forth at ORS chapters 118, 314, 316 - 318, 321 and 323; under ORS 320.005-320.150; under ORS 403.200- 403.250; and local tax laws administered by the Oregon Department of Revenue under ORS 305.620

3. D Questions, Clarifications, Request for Deviation, Substitution or Approved

Equals

Questions, clarifications, and alternates pertaining to the RFP must be submitted in writing to procurement@cherriots.org no later than the close of business on the date listed in the Procurement Schedule above. The request shall specify the provision of the RFP or Appendix in question, and, if a change is requested, contain an explanation for the requested change. Where applicable, Proposers are required to provide the value of each proposed modification and a brief explanation as to why the change is requested. SAMTD does not guarantee a response to questions submitted after this date or questions and requests that are not submitted in writing via email.

Any unapproved deviations, exceptions, substitutions, alternates, or conditions contained in a Proposal may be cause for the Proposal’s rejection as non-responsive.

Unauthorized contact regarding this RFP with SAMTD employees or agents may result in disqualification. Any oral communications will be considered unofficial and non-binding on SAMTD. Proposers should rely only on written statements issued by Procurement.

Do not add any SAMTD email address to company marketing email lists.

SAMTD will only accept a substitution of alternate material or equipment when:

1. The Contractor submits documentation acceptable to SAMTD attesting that the material or equipment specified in this Contract is no longer available;

2. The alternate material or equipment will be supplied at no additional cost; and

3. The alternate material or equipment meets the requirements and specifications set forth in the Scope of Services/Specifications.

Documentation supporting the non-availability of material or equipment may include, but not be limited to, one of the following: certification from the manufacturer that the item has been discontinued or that there has been a substantial change in its specifications; the manufacturer has gone out of business; or new import restrictions have been imposed on the item.

Any Proposer(s) believing a Contract term or scope requirement is unnecessarily restrictive or wishing to propose an alternate must submit their request in writing to procurement@cherriots.org by the deadline provided in the Procurement Schedule.

Requests submitted after this date, or as a Proposal condition will not be reviewed or

Final.docx Page 14 of 29 considered. SAMTD will not agree to terms or conditions to the Contract after Proposals are submitted and conditioned Proposals may be rejected as non-responsive. Any changes or requests pertaining to the Contract must be made evident prior to the close of the procurement.

3. E Submission Packages

Proposals will be in PDF format submitted to procurement@cherriots.org or be sent as a USB/Thumb drive via regular mail no later than the due date outlined in the Procurement Schedule. It is the Proposers responsibility to ensure the submission packet is received on time by SAMTD.

Proposals sent via Fed-Ex, UPS or other carrier providing guaranteed delivery, but were not delivered will be accepted upon receiving proof of guaranteed delivery date. SAMTD will not review submissions if the packet or forms are altered in any way.

Submissions must be typed to be legible. Digital signatures are encouraged and preferred. Proposers may submit a wet signature, provided the remainder of the submission is typed.

Failure to include any of the requested information using the provided exhibits will render the Proposal non-responsive. Marking a Proposal, or portions of the Proposal, as “confidential” or “proprietary” does not automatically exempt it from disclosure under the Oregon State Public Records Act, ORS Chapter 192.

In addition to all completed exhibits as outlined in Part 7 “Proposers Checklist”, Proposers will submit a technical response addressing the following. Proposers may emphasize in their narrative any areas of their proposal that they believe exceed SAMTD requirements. Proposers are advised to clearly communicate enough detail and relevant information to ensure effective evaluation by SAMTD’s Evaluation Committee.

1. Qualifications and Relevant Experience

A. Briefly describe your company. Include how long the company has been in business.

B. Describe the qualifications of your company, its business experience, and achievements.

C. Describe how you maintain the staff/personnel possessing the qualifications and capabilities called for in this RFP.

D. What is your staff turnover rate annually for the past three (3) years?

E. Submit no more than five (5) relevant references (customers within the past three

(3) years) that demonstrate successful contract performance similar in size and scope as described in this RFP. Include the following for each reference (include transit or government experience):

a. Company name and full address

b. Point of contact name, title, e-mail address, and phone number

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c. Contract title, number, start and completion dates F. Provide a list of five (5) to ten (10) customers, in addition to references, from the last twelve (12) months.

G. Provide feedback collected from previous customers regarding your performance. Less than favorable feedback should include steps the firm has taken to remedy any issues, or address the customer’s concerns.

H. What is your approach to providing and monitoring quality assurance?

I. What is the average length of your contracts?

J. Have you defaulted on any contracts within the past three (3) years or failed to meet contract terms? If so, describe.

K. Identify major project risks that are outside of the company’s control. Include concerns relating to performance success, explain why the risk is a risk, and make sure the risk is specific to the proposed contract. Identify solutions to avoid or minimize the identified risks. Outline a plan to reduce the impact to the project and prioritize the risks in order of importance.

L. Identify any past (within the last three (3) years) or pending litigation alleging failure to perform in accordance with contractual obligations and describe present status. Explicitly state if there is no such litigation.

M. List any projects resulting in time extensions and the assessment of liquidated damages against the company or sub-contractors during the last five (5) years.

Explicitly state if there were no extensions/assessments.

N. Identify any past (within the last three (3) years) or pending liens, claims, infractions, or citations filed or recorded by a County, State or the federal government, or filed by subcontractors, suppliers, or materialmen. List with whom, for what, and the amount claimed. Explicitly state if none of these situations apply.

O. Provide a list of contracts in the last five (5) years that terminated for reasons other than the natural expiration. Include details about why the contract terminated.

2. Project Management Plan & Technical Approach

A. Provide a program description outlining the Company’s approach to provide tires/miles at the least cost.

B. Any existing tire repair and patching policy.

C. Does your firm intend to subcontract any portion of this Contract? If so, please provide the following: name of the firm(s), the percentage of work to be performed by each subcontractor, and a description of the nature of work performed by each.

D. Express any value-added options or ideas that may benefit SAMTD that are not included in Part 2. This could include ideas or suggestions on additional related services, etc. These ideas must be logical and based on verifiable metrics. (for alternative products, refer to Part 3.D)

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3. F Addenda

Modifications to this RFP shall be made only by addenda posted to the OregonBuys site. Verbal, faxed, or e-mailed instructions, interpretations, and changes shall not serve as official expressions of SAMTD and shall not be binding. All cost adjustments or other changes resulting from said addenda shall be taken into consideration by Proposers and included in their proposals. All addenda issued by SAMTD (posted to OregonBuys site) shall be acknowledged by Proposer on the Acknowledgement of Addenda form

3. G Protest Procedures

Protests shall only be accepted from participating proposers and must be submitted in writing and in a timely fashion, in accordance with SAMTD’s formal protest procedures.

SAMTD’s formal protest procedures may be requested by contacting SAMTD Procurement in writing at procurement@cherriots.org. Once a Proposer exhausts SAMTD’s protest procedures, as described in applicable SAMTD Procurement Policy, the Contractor may request review from the FTA’s Region 10 office within five (5) working days of SAMTD’s final decision of the protest. However, Proposers are cautioned that FTA’s jurisdiction over protests are limited in scope.

3. H Conflict of Interest

SAMTD officers, employees, agents, or Board members will not solicit or accept gifts, favors, or anything of monetary value from Proposers. Any SAMTD officer, agent, employee, or Board member with a perceived or actual financial or other interest in the award of the proposed Contract will recuse himself/herself from any evaluation or decision on any Proposal.

Proposers and their staff must declare any perceived or actual conflict of interest using the form/exhibit provided. For example, a conflict of interest would arise if a Proposer or staff did the following:

● Assists in the creation of the scope of work. This includes, but is not limited to, reviewing and commenting on the preliminary scope in whole or part, assisting staff in specification writing, or recommending the use of a particular brand or supplier/distributor in the specification or evaluation of Proposals.

● Has access to nonpublic information during the performance of an earlier Contract or has been provided with information other Contractors have not during procurement.

● Assists in the creation of a project budget.

● Has a personal or professional relationship or affiliation (past or present) with a member of the evaluation committee or project team.

● Has a financial gain from the recommendation and/or purchase of a particular good or service relating to a Contract or potential Contract. (e.g.

distributor/manufacturer relationship)

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SAMTD will review all conflict of interest statements and notify the Proposer of its decision to allow or reject a Proposal as it pertains to the conflict.

In the event that a conflict of interest is discovered post-award, this will be considered a breach of Contract and the Contract may be terminated under the terms and conditions provided. The Proposer must pay any additional costs incurred by SAMTD to engage another Contractor to finish the work.

3. I Disadvantaged Business Enterprise.

SAMTD has an overall agency goal of 2.43 percent (2.49%) for the utilization of DBEs using race neutral means. This contract will utilize Federal Funds and therefore is subject to the terms and conditions outlined in Appendix C “Federal Terms and Conditions”. SAMTD strongly encourages and expects Proposers to pursue subcontracting, mentoring, joint venturing, teaming, and partnering opportunities with DBE firms in the ordinary course of its business/teaming strategies. Proposers are encouraged and expected to create a level playing field to the maximum practical extent, consistent with the objectives and requirements of the SAMTD DBE Program, which is based on federal regulations codified at 49 CFR Part 26. The DBE participation goal applies to the total value of all anticipated SAMTD Federal contracts.

SAMTD’s DBE Program and Policy may be accessed at www.Cherriots.org/en/about-us/procurement.

3. J Buy America

This contract is funded in part from the Federal Transportation Administration.

Any manufactured good will be required to meet Buy America requirements as outlined in 49 CFR 661. It is the proposers responsibility to certify and ensure it complies with this requirement. Where applicable, the awarded Contractor will be required to submit a Buy America content certification as a condition of final payment at the end of the contract. The certification will outline each manufactured good, its origin and final assembly point.

http://www.cherriots.org/en/about-us/procurement http://www.cherriots.org/en/about-us/procurement

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Part 4 – Proposal Evaluation

It is intended that one (1) contract be awarded to the responsible, responsive Proposer whose proposal SAMTD determines in writing is the most advantageous to SAMTD for the requested goods and services based on the below evaluation criteria. Only those Proposals determined to be responsive will be considered for award.

4. A Evaluation Procedures

A Source Evaluation Committee (SEC) will be appointed to evaluate the proposals received. Each of the criteria listed below will be reviewed by the committee for the purpose of scoring proposals, based on how fully each proposal meets the requirements identified in Part 4.C of this RFP.

1. Procurement will review all proposals received by the published deadline for conformance with the instructions and requirements of the RFP and Contract documents. Submissions or Proposers that do not meet the requirements detailed within this RFP may be rejected as non-responsive.

2. Procurement will calculate the Price Score based on the “Estimated 5-Year Contract Total” amount on Exhibit 9 Price Proposal using the following normalizing formula from responsive proposals that are submitted by responsible proposers. The score for pricing will not be averaged or combined based on the total number of evaluators.

(Lowest Proposed Base Price ÷ Base Price Being Evaluated) × Total Points Possible = Score

3. A Source Evaluation Committee (SEC) will be appointed to evaluate proposals.

The SEC will review responsive and responsible submissions against the Evaluation Criteria outlined in this RFP or in subsequent Addenda that may be issued. A member of the SEC or Procurement may check references as part of this step and share them with the evaluation committee as part of the Qualifications and Relevant Experience criteria. The SEC shall evaluate and score proposals to select those Proposers technically qualified to perform the work irrespective of price.

4. Procurement will combine the Proposal Price Scores with the SEC’s initial scoring of technical proposals. The total points scored on both the technical and price will be considered in determining the competitive range.

5. The top Proposals (Competitive Range) may be invited for interviews. Proposals and interview results are re-scored against the evaluation factors based on information provided by interviewees. Price will be recalculated based on the number of Proposals in Competitive Range.

6. If references were not checked as part of Step 1 above, a member of the SEC or Procurement may check references and share them with the evaluation committee as part of the Qualifications and Relevant Experience criteria.

7. Competitive Range Proposers may be asked for a Best and Final Offer (BAFO)

Final.docx Page 19 of 29 post-interview as detailed below. BAFO’s will be rescored against the same evaluation criteria. SAMTD reserves the right to award a contract without a BAFO request.

8. SAMTD reserves the right to award based upon the most favorable initial proposal. SAMTD’s General Manager shall have full authority over SAMTD’s source selection and decision to award, subject to applicable Board policy.

Should the top two (2) Proposals score within 5 points of each other, they are considered comparative equals. SAMTD may require a BAFO or use another method to break a tie. The SEC will review tie breakers against all of the evaluation factors above and render a final score. Alternatively, SAMTD may choose to award both Proposals.

4. B Single or No Proposer

In the event that none or only one (1) Proposal is received, SAMTD may request an extension of the offer period and/or conduct a cost analysis on the single received Proposal. The Proposer shall promptly provide all cost or pricing data, documentation and explanation requested by SAMTD to assist in such analysis. By conducting such analysis, SAMTD shall not be obligated to accept the single Proposal; SAMTD reserves the right to reject such Proposal or any portion thereof.

4. C Evaluation Criteria

The Evaluation Committee will review the information provided in the Submission Packages outlined in Part 3.E above against the below criteria.

● Cost (50 PTS)

Price points will be calculated by adding the total of the estimated cost of each contract year, then averaging the cost over the total five (5) years. SAMTD will use the following normalizing formula to assign points:

((Lowest Overall Proposed Price ÷ Price Being Evaluated) × Total Points Possible = Score.

Price scores will not be averaged or combined based on the number of evaluators.

Pricing for any Competitive Range proposals will be rescored against the other proposals in Competitive Range.

● Qualifications & Relevant Experience (20 PTS)

Firm is proposing staff that meet or exceed the minimum experience called out in 3.C Minimum Proposer Qualifications. The responses to the questions in Part 3.E above significantly demonstrates the Proposer and their staff experience and qualifications in providing tires and related services including reporting. Proposing firm details education

Final.docx Page 20 of 29 and training of its staff to remain knowledgeable in this industry. Customer Satisfaction has elements that imply constant and frequent improvement. Any provided customer feedback demonstrates an attention to detail and reflects a drive for customer satisfaction While not required, transit experience is beneficial. Staff may review provided references and other information obtained as part of RFP Part 4.D for performance and adherence to contract terms.

● Project Management Plan & Technical Approach (40 PTS)

Breadth of service is broad and includes other facets SAMTD may utilize during the Contract. Program description is comprehensive, outlines the Proposers approach to providing tires at the best value, and indicate how the Contractor will provide service over the life of the Contract. Overall clarity of submitted response (clear, concise, professional, thorough). The organization and presentation of the RFP response indicates the firm’s ability to follow instructions, pay attention to detail, and assemble clear and concise documents while following the formatting guidelines provided. Any identified value-add services (exclusive of any approved alternates/equals) complement what is outlined in the Scope of Work.

4. D Responsibility Review

SAMTD will only award to Proposers who have the ability, willingness, and integrity to conform to all requirements of the Proposal and subsequent Contract. SAMTD will independently verify responsibility.

● Demonstrate there are no outstanding and/or repetitive violations with State of Oregon agencies.

● Possess all permits, registrations, and licenses as required by city, state, and Federal ordinances, rules, laws, and regulations. When requested by SAMTD, Proposer shall provide documents confirming that he/she/it has obtained any local business registrations or permits that may be required.

● Is skilled and regularly engaged in the general class or type of work called for under the Contract.

● Has performed satisfactorily on other Contracts of like nature, magnitude and comparable difficulty, and at comparable rates of progress.

To establish Proposer’s responsibility, SAMTD will review all material submitted with a Proposal. SAMTD may also obtain additional information and conduct independent investigation, including, but not limited to, obtaining copies of business licenses and/or professional licenses and certificates, obtaining financial reports, verifying DBE/MWBE status, reviewing records with the Better Business Bureau, reviewing references, and checking debarment lists. SAMTD reserves the right to interview references, perform internet searches, review Dunn & Bradstreet reports, and use any other investigative means it chooses to establish past performance for evaluation purposes. A Proposer must timely provide all requested information.

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4. E Best and Final Offers (BAFO)

At SAMTD’s discretion, Proposers may be afforded the opportunity to amend his/her/its Proposal and make a BAFO. The requests for BAFO’s shall include:

● Notice of an opportunity to submit a BAFO based on discussions during interviews or clarifying correspondence.

● A common due date and time for submission of written BAFO’s or modifications to any BAFO, allowing a reasonable opportunity for preparation of the written BAFO’s.

● Direction for BAFO format and contents.

● Notice that if a Proposer does not submit a BAFO or a notice of withdrawal and another BAFO, his/her/it’s immediate previous offer will be construed as the

BAFO.

Any modifications to the initial Proposals made by a Proposer in the BAFO shall be clearly identified. SAMTD will evaluate BAFO’s according to the same requirements and criteria as the initial Proposal. SAMTD will make appropriate adjustments to the initial scores for any criteria which have been affected by any modifications made by the BAFO’s. These final scores and rankings will again be weighed against the Evaluation Criteria.

4. F Notice of Intent to Award

Upon selection of the successful Proposer, SAMTD will provide a Notice of Intent to Award to all Proposers. The Notice of Intent to Award in no way constitutes a promise to award or an acceptance of the offer contained in the Proposal; rather it is SAMTD’s first step in recommending a Contract to its Board of Directors. SAMTD may reconsider and withdraw, change or amend a Notice of Intent to Award at any time before the Board of Directors formally selects a Proposal. SAMTD’s failure to give such notice shall not be deemed to affect the validity of the resulting contract.

In the event a Contract award is made that is within the General Manager’s signing authority, SAMTD may, at its option, waive Board approval.

Proposers are permitted to request a debriefing about its/his/her own Proposal from Procurement after the Notice of Intent to Award is issued. Documents and information to the procurement may be requested by submitting a Public Records Request.

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Part 5 – Special Terms and Conditions

5. A Contract Term, Compensation, Invoice Payments

1. Contract Term: Unless terminated sooner under the provisions of this Contract, the term of this Contract shall be from July 1, 2024 through June 30, 2029 for a total contract term of five (5) years.

2. Compensation: SAMTD shall pay the Contractor, upon approval of invoices, the firm fixed unit prices stipulated in this Contact for goods accepted or services rendered and accepted, less any deductions provided in this Contract. Delivery costs will be based on FOB Destination to SAMTD at 3170 Del Webb Ave NE, Salem, OR 97301.

3. Invoices: Contractor will invoice SAMTD no later than the 15th of each month for services and goods supplied the previous month. SAMTD reserves the right to refuse payment on invoices for work that completed sixty (60) days prior to invoice receipt. Payment will be based on Net thirty (30) day terms. SAMTD is open to negotiating different payment terms (i.e. 3% Net 15, etc.).

If submitted via hard copy, invoices must be submitted to SAMTD’s Finance Department:

Salem Area Mass Transit District Attn: Accounts Payable 555 Court St NE, Suite 5230 Salem, OR 97301

All invoices shall be submitted electronically to SAMTD’s Finance Department and SAMTD’s Project Manager via email to

● accounts.payable@cherriots.org (Finance) and

● zachery.leeth@cherriots.org and tyler.burgett@cherriots.org (Project

Managers).

Invoices must contain the following information.

● The contract number;

● The date(s) goods were delivered or services were furnished;

● A detailed description of the goods or services furnished;

● Location of the goods or services furnished;

● A price breakdown showing contract prices and units;

● Identify SAMTD brand number for each cost generated;

● SAMTD brand number for each tire removed;

● Total invoiced amount.

Invoices will also include the following supporting documents

● A copy of the packing list signed by SAMTD employee receiving the delivery

● Copies of all warranties for delivered tires and services

● Copies of all disposal paperwork including receipts as detailed in RFP Part 2, Section B.2 “Tire Disposal”.

mailto:ProjectManager@cherriots.org

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SAMTD will not be responsible for late payments due to missing or incorrect documentation or incorrect invoice routing on the part of the Contractor.

5. B Warranty

"Acceptance," as used in this clause, means the act of an authorized representative of SAMTD by which SAMTD approves specific services, as partial or complete performance of the contract. "Correction," as used in this clause, means the elimination of a defect.

a) Delivery of guarantees shall not relieve Contractor from any obligation assumed under any other provision of the Contract. SAMTD does not waive any warranty either expressed or implied or any liability of the manufacturer as determined by a decision of a court of the State of Oregon or of the United States.