2022-70 Final.pdf

REQUEST FOR PROPOSALS #2022-70

FOR

EQUIPMENT INSTALLATION FOR MARKED AND UNMARKED

COUNTY VEHICLES AND SHERIFF PATROL VEHICLES

BOARD OF COUNTY COMMISSIONERS

TOOTIE SMITH, Chair SONYA FISCHER, Commissioner

PAUL SAVAS, Commissioner MARK SHULL, Commissioner

MARTHA SCHRADER, Commissioner

Gary Schmidt County Administrator

Thomas Candelario Contract Analyst

PROPOSAL CLOSING DATE, TIME AND LOCATION

DATE: August 4, 2022

TIME: 2:00 PM, Pacific Time

PLACE: Procurement@clackamas.us mailto:Procurement@clackamas.us

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SCHEDULE

Request for Proposals Issued…….................................................. July 5, 2022

Protest of Specifications Deadline..................................................July 12, 2022, 5:00 PM, Pacific Time

Deadline to Submit Clarifying Questions....................................... July 18, 2022, 5:00 PM, Pacific Time

Request for Proposals Closing Date and Time……....................... August 4, 2022, 2:00 PM, Pacific Time

Deadline to Submit Protest of Award............................................. Seven (7) days from the Intent to Award

Anticipated Contract Start Date…….............................................. August 2022

TABLE OF CONTENTS

Section 1 – Notice of Request for Proposals

Section 2 – Instructions to Proposers

Section 3 – Scope of Work

Section 4 – Evaluation and Selection Criteria

Section 5 – Proposal Content (Including Proposal Certification)

SECTION 1

NOTICE OF REQUEST FOR PROPOSALS

Notice is hereby given that Clackamas County through its Board of County Commissioners will receive sealed Proposals per specifications until 2:00 PM, August 4, 2022 (“Closing”), to provide equipment installation for marked and unmarked county vehicles and sheriff patrol vehicles. No Proposals will be received or considered after that time.

RFP Documents can be downloaded from the state of Oregon procurement website (“OregonBuys”) at the following address https://oregonbuys.gov/bso/view/login/login.xhtml, Document No. S-C01010-000003675.

Prospective Proposers will need to sign in to download the information and that information will be accumulated for a Plan Holder's List. Prospective Proposers are responsible for obtaining any Addenda, clarifying questions, and Notices of Award from OregonBuys. Sealed Proposals are to be emailed to Clackamas County Procurement Services at procurement@clackamas.us.

Contact Information Procurement Process and Technical Questions: Thomas Candelario, tcandelario@clackmas.us

The Board of County Commissioners reserves the right to reject any and all Proposals not in compliance with all prescribed public bidding procedures and requirements, and may reject for good cause any and all Proposals upon the finding that it is in the public interest to do so and to waive any and all informalities in the public interest. In the award of the contract, the Board of County Commissioners will consider the element of time, will accept the Proposal or Proposals which in their estimation will best serve the interests of Clackamas County and will reserve the right to award the contract to the contractor whose Proposal shall be best for the public good.

Clackamas County encourages proposals from Minority, Women, Veteran and Emerging Small Businesses.

https://oregonbuys.gov/bso/view/login/login.xhtml mailto:procurement@clackamas.us mailto:tcandelario@clackmas.us

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SECTION 2

INSTRUCTIONS TO PROPOSERS

Clackamas County (“County”) reserves the right to reject any and all Proposals received as a result of this RFP. County Local Contract Review Board Rules (“LCRB”) govern the procurement process for the County.

2.1 Modification or Withdrawal of Proposal: Any Proposal may be modified or withdrawn at any time prior to the Closing deadline, provided that a written request is received by the County Procurement Division Director, prior to the Closing. The withdrawal of a Proposal will not prejudice the right of a Proposer to submit a new Proposal.

2.2 Requests for Clarification and Requests for Change: Proposers may submit questions regarding the specifications of the RFP. Questions must be received in writing on or before 5:00 p.m. (Pacific Time), on the date indicated in the Schedule, at the Procurement Division address as listed in Section 1 of this RFP.

Requests for changes must include the reason for the change and any proposed changes to the requirements.

The purpose of this requirement is to permit County to correct, prior to the opening of Proposals, RFP terms or technical requirements that may be unlawful, improvident or which unjustifiably restrict competition.

County will consider all requested changes and, if appropriate, amend the RFP. No oral or written instructions or information concerning this RFP from County managers, employees or agents to prospective Proposers shall bind County unless included in an Addendum to the RFP.

2.3 Protests of the RFP/Specifications: Protests must be in accordance with LCRB C-047-0730.

Protests of Specifications must be received in writing on or before 5:00 p.m. (Pacific Time), on the date indicated in the Schedule, or within three (3) business days of issuance of any addendum, at the Procurement Division address listed in Section 1 of this RFP. Protests may not be faxed. Protests of the RFP specifications must include the reason for the protest and any proposed changes to the requirements.

2.4 Addenda: If any part of this RFP is changed, an addendum will be provided to Proposers that have provided an address to the Procurement Division for this procurement. It shall be Proposers responsibility to regularly check OregonBuys for any notices, published addenda, or response to clarifying questions.

2.5 Submission of Proposals: Proposals must be submitted in accordance with Section 5. All Proposals shall be legibly written in ink or typed and comply in all regards with the requirements of this RFP. Proposals that include orders or qualifications may be rejected as irregular. All Proposals must include a signature that affirms the Proposer’s intent to be bound by the Proposal (may be on cover letter, on the Proposal, or the Proposal Certification Form) shall be signed. If a Proposal is submitted by a firm or partnership, the name and address of the firm or partnership shall be shown, together with the names and addresses of the members. If the Proposal is submitted by a corporation, it shall be signed in the name of such corporation by an official who is authorized to bind the contractor. The Proposals will be considered by the County to be submitted in confidence and are not subject to public disclosure until the notice of intent to award has been issued.

No late Proposals will be accepted. Proposals submitted after the Closing will be considered late and will be returned unopened. Proposals may not be submitted by telephone or fax.

2.6 Post-Selection Review and Protest of Award: County will name the apparent successful Proposer in a Notice of Intent to Award published on OregonBuys. Identification of the apparent successful Proposer is procedural only and creates no right of the named Proposer to award of the contract. Competing Proposers shall be given seven (7) calendar days from the date on the Notice of Intent to Award to review the file at the Procurement Division office and file a written protest of award, pursuant to LCRB C-047-0740. Any award protest must be in writing and must be delivered by email, hand-delivery or mail to the address for the Procurement Division as listed in Section 1 of this RFP.

Only actual Proposers may protest if they believe they have been adversely affected because the Proposer would be eligible to be awarded the contract in the event the protest is successful. The basis of the written protest must

[Name of RFP] Page 3 be in accordance with ORS 279B.410 and shall specify the grounds upon which the protest is based. In order to be an adversely affected Proposer with a right to submit a written protest, a Proposer must be next in line for award, i.e. the protester must claim that all higher rated Proposers are ineligible for award because they are non-responsive or non-responsible.

County will consider any protests received and:

a. reject all protests and proceed with final evaluation of, and any allowed contract language negotiation with, the apparent successful Proposer and, pending the satisfactory outcome of this final evaluation and negotiation, enter into a contract with the named Proposer; OR

b. sustain a meritorious protest(s) and reject the apparent successful Proposer as nonresponsive, if such Proposer is unable to demonstrate that its Proposal complied with all material requirements of the solicitation and Oregon public procurement law; thereafter, County may name a new apparent successful Proposer; OR

c. reject all Proposals and cancel the procurement.

2.7 Acceptance of Contractual Requirements: Failure of the selected Proposer to execute a contract and deliver required insurance certificates within ten (10) calendar days after notification of an award may result in cancellation of the award. This time period may be extended at the option of County.

2.8 Public Records: Proposals are deemed confidential until the “Notice of Intent to Award” letter is issued.

This RFP and one copy of each original Proposal received in response to it, together with copies of all documents pertaining to the award of a contract, will be kept and made a part of a file or record which will be open to public inspection. If a Proposal contains any information that is considered a TRADE SECRET under ORS 192.345(2), SUCH INFORMATION MUST BE LISTED ON A SEPARATE SHEET CAPABLE OF SEPARATION

FROM THE REMAINING PROPOSAL AND MUST BE CLEARLY MARKED WITH THE

FOLLOWING LEGEND:

“This information constitutes a trade secret under ORS 192.345(2), and shall not be disclosed except in accordance with the Oregon Public Records Law, ORS Chapter 192.”

The Oregon Public Records Law exempts from disclosure only bona fide trade secrets, and the exemption from disclosure applies only “unless the public interest requires disclosure in the particular instance” (ORS 192.345).

Therefore, non-disclosure of documents, or any portion of a document submitted as part of a Proposal, may depend upon official or judicial determinations made pursuant to the Public Records Law.

2.9 Investigation of References: County reserves the right to investigate all references in addition to those supplied references and investigate past performance of any Proposer with respect to its successful performance of similar services, its compliance with specifications and contractual obligations, its completion or delivery of a project on schedule, its lawful payment of subcontractors and workers, and any other factor relevant to this RFP. County may postpone the award or the execution of the contract after the announcement of the apparent successful Proposer in order to complete its investigation.

2.10 RFP Proposal Preparation Costs and Other Costs: Proposer costs of developing the Proposal, cost of attendance at an interview (if requested by County), or any other costs are entirely the responsibility of the Proposer, and will not be reimbursed in any manner by County.

2.11 Clarification and Clarity: County reserves the right to seek clarification of each Proposal, or to make an award without further discussion of Proposals received. Therefore, it is important that each Proposal be submitted initially in the most complete, clear, and favorable manner possible.

2.12 Right to Reject Proposals: County reserves the right to reject any or all Proposals or to withdraw any item from the award, if such rejection or withdrawal would be in the public interest, as determined by County.

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2.13 Cancellation: County reserves the right to cancel or postpone this RFP at any time or to award no contract.

2.14 Proposal Terms: All Proposals, including any price quotations, will be valid and firm through a period of one hundred and eighty (180) calendar days following the Closing date. County may require an extension of this firm offer period. Proposers will be required to agree to the longer time frame in order to be further considered in the procurement process.

2.15 Oral Presentations: At County’s sole option, Proposers may be required to give an oral presentation of their Proposals to County, a process which would provide an opportunity for the Proposer to clarify or elaborate on the Proposal but will in no material way change Proposer’s original Proposal. If the evaluating committee requests presentations, the Procurement Division will schedule the time and location for said presentation. Any costs of participating in such presentations will be borne solely by Proposer and will not be reimbursed by County. Note: Oral presentations are at the discretion of the evaluating committee and may not be conducted;

therefore, written Proposals should be complete.

2.16 Usage: It is the intention of County to utilize the services of the successful Proposer(s) to provide services as outlined in the below Scope of Work.

2.17 Review for Responsiveness: Upon receipt of all Proposals, the Procurement Division or designee will determine the responsiveness of all Proposals before submitting them to the evaluation committee. If a Proposal is incomplete or non-responsive in significant part or in whole, it will be rejected and will not be submitted to the evaluation committee. County reserves the right to determine if an inadvertent error is solely clerical or is a minor informality which may be waived, and then to determine if an error is grounds for disqualifying a Proposal. The Proposer’s contact person identified on the Proposal will be notified, identifying the reason(s) the Proposal is non-responsive. One copy of the Proposal will be archived and all others discarded.

2.18 RFP Incorporated into Contract: This RFP will become part of the Contract between County and the selected contractor(s). The contractor(s) will be bound to perform according to the terms of this RFP, their Proposal(s), and the terms of the Sample Contract.

2.19 Communication Blackout Period: Except as called for in this RFP, Proposers may not communicate with members of the Evaluation Committee or other County employees or representatives about the RFP during the procurement process until the apparent successful Proposer is selected, and all protests, if any, have been resolved. Communication in violation of this restriction may result in rejection of a Proposer.

2.20 Prohibition on Commissions and Subcontractors: County will contract directly with persons/entities capable of performing the requirements of this RFP. Contractors must be represented directly.

Participation by brokers or commissioned agents will not be allowed during the Proposal process. Contractor shall not use subcontractors to perform the Work unless specifically pre-authorized in writing to do so by the County. Contractor represents that any employees assigned to perform the Work, and any authorized subcontractors performing the Work, are fully qualified to perform the tasks assigned to them, and shall perform the Work in a competent and professional manner. Contractor shall not be permitted to add on any fee or charge for subcontractor Work. Contractor shall provide, if requested, any documents relating to subcontractor’s qualifications to perform required Work.

2.21 Ownership of Proposals: All Proposals in response to this RFP are the sole property of County, and subject to the provisions of ORS 192.410-192.505 (Public Records Act).

2.22 Clerical Errors in Awards: County reserves the right to correct inaccurate awards resulting from its clerical errors.

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2.23 Rejection of Qualified Proposals: Proposals may be rejected in whole or in part if they attempt to limit or modify any of the terms, conditions, or specifications of the RFP or the Sample Contract.

2.24 Collusion: By responding, the Proposer states that the Proposal is not made in connection with any competing Proposer submitting a separate response to the RFP, and is in all aspects fair and without collusion or fraud. Proposer also certifies that no officer, agent, elected official, or employee of County has a pecuniary interest in this Proposal.

2.25 Evaluation Committee: Proposals will be evaluated by a committee consisting of representatives from County and potentially external representatives. County reserves the right to modify the Evaluation Committee make-up in its sole discretion.

2.26 Commencement of Work: The contractor shall commence no work until all insurance requirements have been met, the Protest of Awards deadline has been passed, any protest have been decided, a contract has been fully executed, and a Notice to Proceed has been issued by County.

2.27 Best and Final Offer: County may request best and final offers from those Proposers determined by County to be reasonably viable for contract award. However, County reserves the right to award a contract on the basis of initial Proposal received. Therefore, each Proposal should contain the Proposer’s best terms from a price and technical standpoint. Following evaluation of the best and final offers, County may select for final contract negotiations/execution the offers that are most advantageous to County, considering cost and the evaluation criteria in this RFP.

2.28 Nondiscrimination: The successful Proposer agrees that, in performing the work called for by this RFP and in securing and supplying materials, contractor will not discriminate against any person on the basis of race, color, religious creed, political ideas, sex, age, marital status, sexual orientation, gender identity, veteran status, physical or mental handicap, national origin or ancestry, or any other class protected by applicable law.

2.29 Intergovernmental Cooperative Procurement Statement: Pursuant to ORS 279A and LCRB, other public agencies shall have the ability to purchase the awarded goods and services from the awarded contractor(s) under terms and conditions of the resultant contract. Any such purchases shall be between the contractor and the participating public agency and shall not impact the contactor’s obligation to the County.

Any estimated purchase volumes listed herein do not include other public agencies and County makes no guarantee as to their participation. Any Proposer, by written notification included with their Proposal, may decline to extend the prices and terms of this solicitation to any and/or all other public agencies. County grants to any and all public serving governmental agencies, authorization to purchase equivalent services or products described herein at the same submitted unit bid price, but only with the consent of the contractor awarded the contract by the County.

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SECTION 3

SCOPE OF WORK

3.1. INTRODUCTION

Clackamas County is seeking Proposals from vendors to provide equipment installation for marked and unmarked county vehicles and sheriff patrol vehicles

Please direct all Technical/Specifications or Procurement Process Questions to the indicated representative referenced in the Notice of Request for Proposals and note the communication restriction outlined in Section 2.19.

3.2 BACKGROUND

Clackamas County is seeking a qualified vendor for installation services for County vehicles and Sheriff Patrol vehicles both marked and unmarked. It's the County’s intent to purchase partially equipped police patrol vehicles and have the vendor complete the mounting of computers, radios, antennas, firearm mounts, push bumpers, partitions, prisoner transport systems, emergency lighting, other peripherals, to include the wire harness installation process and other equipment as necessary. All equipment will be purchased separately by the County and supplied to the Vendor. The vendor must provide full extended warranty coverage to meet this special need.

The main types of vehicle for these services are Dodge Durangos which serves as our primary patrol vehicle and Dodge Ram 2500s as well as other county fleet vehicles. The typical number of vehicles has varied over the last two years and has been between 12 and 20.

3.3. SCOPE OF WORK

3.3.1. Scope:

General Requirements:

The installed equipment should meet or exceed the attached vehicle specifications. Interested vendors should propose procedures for pick-up and training of completed patrol vehicles. Vendors must guarantee all warranties that would be available to the County.

It may be required the successful bidder will be requested to provide a qualified factory authorized service representative to provide installation and operator training (for each unit)

Technical Specifications:

The wiring harness shall be modular in design. The vehicle wiring shall be composed of seven components:

#1: Main Wiring Loom (PDC to Console containing all fused power and ground wires, equipment trigger wires and GPOI, general purpose input/output, wires).

#2: Main Power Loom (Battery to PDC containing fused power and ground cable with manual reset circuit breaker that can disable power to all installed equipment).

#3: Engine Compartment Loom (containing wires for dual siren speakers and control wires for dual purpose front emergency lighting).

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#4: Console and Interface Loom (containing wiring for gun lock, radios, flashlight charger, ticket printer, laptop, airbag switch and wiring to the VSIM, vehicle systems interface module).

#5: Power Distribution Center and Trunk Loom (containing power distribution wiring, taillight flasher module and components for rear dual purpose emergency lights).

#6: Axon Fleet 3 Loom (containing camera video, power and control wiring).

#7: Equipment Cables (containing CenCom Core control cables, PA, Motorola remote head, ethernet and wireless Mic cables).

Wire shall meet the following specifications:

Chrysler (MS59-19) and Ford (M1L-85A).

Heat resistance rates according to SAE-J1128.

Abrasion resistance rating to meet or exceed MIL T-5438.

All wiring must be sized to handle at least 125% of the circuits’ capacity.

No butt connectors or crimp caps shall be used in the harness. No push on terminals of any type such as Scotch Locks or T-Tap" connectors are to be used within the harness or the completed vehicle.

Additionally, both nylon/vinyl coated terminals and Fuse Taps" of any type are not permissible in the completed vehicle.

Vendor must be certified in RF propagation installation requirements and installation knowledge of power requirements to avoid overdrawn batteries, blown fuses and faulty grounds. Failure to meet electrical specifications may result in refusal of vehicles.

All wiring shall be routed on the right side of the vehicle along the chassis wiring harness. Main wiring looms shall be in an expandable mesh style sleeving.

The contractor shall use the appropriate manufacturer’s recommended factory police functions such as Headlight Flasher, Taillight Flasher, Horn Transfer and Park Kill. Any wiring outside of the VSIM that connects or taps into the factory wiring must be diode isolated and/or relay isolated to ensure the integrity of the original equipment.

Placement of the lightbar and the rear 800MHz and 150MHz antennas shall follow the location instructions included on the equipment build sheet provide by the County for each production run. All police functions shall be controlled by the CenCom Core siren controller. All PDC, Motorola and Axon equipment shall be mounted in the lower drawer of the cargo box provided by the County.

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Production:

Prior to a full production run an inspection and acceptance of a qualified unit is required in order to assure that specification and intended use are met. The vendor shall also provide a time frame for the production run after the qualified unit has been accepted. The vendor shall propose this solicitation on a price per vehicle.

Interested vendors must be factory certified to install the Axon Fleet 3 in-car digital video recording system and Axon Fleet 3 Front-End Software.

3.3 EQUIPMENT

This is a list of the equipment that will be provided by the County for a typical installation:

EQUIPMENT TO BE DROP SHIPPED TO CONTRACTOR

PART # DESCRIPTION

BB8DEDE Liberty II Exterior Lightbar and Strap Kit

C399 CenCom Core

CCTL7 CenCom Core Control Head

C399K3 Cencom Core OBD2 Harness

CEXAMP CenCom Core Dual Tone Amp

CEM16 WeCanX16 Output Exp Module

SA315P 100W Siren Speaker

SAK1 Universal Speaker Bracket

MCRNSB Surface Mount Micron - Blue (Pass Side)

MCRNSR Surface Mount Micron -Red (Driver Side)

I3JC ION Trio - Red, Blue & White

I3SMJC ION TRIO Surface Mount - Red, Blue & White

LINSV2B V - Series Blue (Pass Side)

LINSV2R V-Series Red (Driver Side)

LSVBKT44 V-Series Mounting Kit (2021Durango)

AVW23RBC Avenger II - Red, Blue & White

IONB ION - Blue

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IONR ION - Red

IONC ION - White

IONK1B Bail Bracket

VTX609B Vertex Strobes - Blue

TLMIB T-Series Mini Surface Mount - Blue (Pass Side)

TLMIR T-Series Mini Surface Mount - Red (Driver Side)

3SRCCDCR 3" Compartment Light - Red & White

AOI0022 AOI Airbag Control Module - Passenger Side

C-PIM760-A-BPS Blackout, Auto Park Override & Surveillance Mode

7160-1627 Standard Console Box - 2021 Dodge Durango

7160-0429 Armrest - Vehicle Specific Console

7160-0322 Motorola APX Radio Faceplate

7160-0339 CenCom Core Controller Faceplate

7160-0846 Internal Dual Cupholder

7160-0332 Short Interior Pocket

7160-0794 Vesa to G-J Adapter Plate

7160-0500 6" Locking Slide Arm

3130-0152 1 each - 1/2", 2.5" & 4' Filler Plates

FK0400DUR11 PB5 Fender Wraps

BK0534DUR21 PB400VS Push Bumper

GK10342USSCAXL Dual T-Rail Weapons Mount

PK1137DUR11 6XL Front Partition Poly &XL Panel Insert w/ LEP

QK0566DUR11 Rear Replacement Seat, Partition & Retractors

DK0100DUR11 Pair - TPO Door Panels

WK0595DUR11 Pair - Poly Window Barriers

MM-SU-1 Magnetic Mic

OPS-20-

36-28-

DYR

OPS Box - Cargo Storage & Electronics Tray

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EQUIPMENT PROVIDED BY CCSO

7170-0250-P Toughbook Dock

PAR1-3179 Panasonic Radar Interface

P1063406-030 Zebra Power MOBILE-PA-1

P1063406-062 Zebra ZQ-500-VC Printer Cradle

B417T 2.5lb Fire Extinguisher

22052 Flashlight Charger

DC2 Power Cable

N/A Streamlight Charger Mounting Bracket

445 DB9 Male to Female Cable - 25'

440 DB9 M/M Molded Cable - 15'

APX-6500 APX 6500 Radio, Speaker, Antenna, WiFi & GPS

RLN6434B APX Travel Charger

IBR900 Router and Antenna

AXON Fleet 3 Wiring Cable Harnesses

EQUIPMENT PROVIDED BY CONTRACTOR

Main Wire Harness - PDC to Console

Main Power Wire Harness - 6AWG

Component/Lighthead Wiring & Terminals

PDC 24 Fused Outputs, Timer and 2X 50A High Curren

MIDI 125A Fuse - Main Power

MIDI 50A Fuse - Console

MIDI In line Fuse Holder

150A Circuit Breaker - Main Switch

75A Relay for Console Timed Power

Automotive 30/40A 5Pin SPDT Relays

Cole Hersee 4-Stud Terminal Strip

8-Gang Fuse Block w/ Ground Terminals - Console

L/R Rear Door Trigger & Reverse Trigger Relay

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Larsen RG-58/U Coax 0-6000 MHz

USB Dual Port Quick Charge Plug

On/Off/On Switch for Rear Hatch Dome Lights

Wire Rear "Race Track" to Flash via CenCom Core

Automotice ATC, ATM, MAXI Fuses

TE Connectivity/AMP Mate-N-Lok 0.084 Connectors

Hdwr/Terms/HS/Cons/Loom/Seal/Groms/Tape/Ties

3.3.3. Term of Contract:

The term of the contract shall be from the effective date through June 30, 2027.

3.3.4 Sample Contract: Submission of a Proposal in response to this RFP indicates Proposer’s willingness to enter into a contract containing substantially the same terms (including insurance requirements) of the sample contract identified below. No action or response to the sample contract is required under this RFP. Any objections to the sample contract terms should be raised in accordance with Paragraphs 2.2 or 2.3 of this RFP, pertaining to requests for clarification or change or protest of the RFP/specifications, and as otherwise provided for in this RFP. This RFP and all supplemental information in response to this RFP will be a binding part of the final contract.

The applicable Sample Goods & Services Contract for this RFP can be found at https://www.clackamas.us/finance/terms.html.

Goods & Services Contract (unless checked, item does not apply)

Travel Expense Reimbursement is Authorized

The following insurance requirements will be applicable:

Commercial General Liability: combined single limit, or the equivalent, of not less than $1,000,000 per occurrence, with an annual aggregate limit of $2,000,000 for Bodily Injury and Property Damage.

Professional Liability: combined single limit, or the equivalent, of not less than $1,000,000 per occurrence, with an annual aggregate limit of $2,000,000 for damages caused by error, omission or negligent acts.

Automobile Liability: combined single limit, or the equivalent, of not less than $1,000,000 per occurrence for Bodily Injury and Property Damage.

https://www.clackamas.us/finance/terms.html

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SECTION 4

EVALUATION PROCEDURE

4.1 An evaluation committee will review all Proposals that are initially deemed responsive and they shall rank the Proposals in accordance with the below criteria. The evaluation committee may recommend an award based solely on the written responses or may request Proposal interviews/presentations.

Interviews/presentations, if deemed beneficial by the evaluation committee, will consist of the highest scoring Proposers. The invited Proposers will be notified of the time, place, and format of the interview/presentation. Based on the interview/presentation, the evaluation committee may revise their scoring.

Written Proposals must be complete and no additions, deletions, or substitutions will be permitted during the interview/presentation (if any). The evaluation committee will recommend award of a contract to the final County decision maker based on the highest scoring Proposal. The County decision maker reserves the right to accept the recommendation, award to a different Proposer, or reject all Proposals and cancel the RFP.

Proposers are not permitted to directly communicate with any member of the evaluation committee during the evaluation process. All communication will be facilitated through the Procurement representative.

4.2 Evaluation Criteria

Category Points available:

Project Approach 0-50 Qualifications/Experience 0-5 References 0-5 Fees 0-40

Available points 0-100

4.3 Once a selection has been made, the County will enter into contract negotiations. During negotiation, the County may require any additional information it deems necessary to clarify the approach and understanding of the requested services. Any changes agreed upon during contract negotiations will become part of the final contract. The negotiations will identify a level of work and associated fee that best represents the efforts required. If the County is unable to come to terms with the highest scoring Proposer, discussions shall be terminated and negotiations will begin with the next highest scoring Proposer. If the resulting contract contemplates multiple phases and the County deems it is in its interest to not authorize any particular phase, it reserves the right to return to this solicitation and commence negotiations with the next highest ranked Proposer to complete the remaining phases.

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SECTION 5

PROPOSAL CONTENTS

5.1. Vendors must observe submission instructions and be advised as follows:

5.1.1. Complete Proposals must be mailed to the below address or emailed to Procurement@clackamas.us.

The subject line of the email must identify the RFP title. Proposers are encouraged to contact Procurement to confirm receipt of the Proposal.

5.1.3. County reserves the right to solicit additional information or Proposal clarification from the vendors, or any one vendor, should the County deem such information necessary.

5.1.4. Proposal may not exceed a total of 20 pages (single-sided), inclusive of all exhibits, attachments or other information.

Provide the following information in the order in which it appears below:

5.2. Approach to Project (0-50 points available)

Each proposer will demonstrate via written description and detailed drawings the approach to be used to meet the minimum requirements listed in Section 3 and the detailed time frame of installation services, to include pick-up and delivery of vehicles. If a proposer expects Clackamas County to provide any labor, supplies, or any other item, the proposal shall specify the item, quantity and/or the condition required. All items not specifically identified shall be the responsibility of the Vendor.

WARRANTY:

State the minimum warranty duration and commencement date. Provide information on optional warranty duration and cost.

MANUFACTURING AND DELIVERY:

State number of days required to manufacture, install and deliver unit(s) commencing upon provision of vehicle(s) by the County.

TRAINING:

It may be required the successful bidder will be requested to provide a qualified factory authorized service representative to provide installation and operator training (for each unit).

5.3 Qualifications /Experience (0-5 points available)

Describe the company qualifications to provide installation services. Describe how long your firm has been involved in installation services. Describe the type of support available to purchasers of the proposed equipment.

5.4 References: (0-5 points available)

Provide a minimum of three (3) current references. Provide contact names, telephone numbers. References will be checked for product reliability, ongoing support, and other related areas of concern.

mailto:Procurement@clackamas.us

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5.5 Fees (0 – 40 points available)

Fees can described as a time and material or fixed fee per vehicle and material cost, with a not-to-exceed fee basis. Fees should be sufficiently descriptive to facilitate acceptance of a Proposal. List the not-to-exceed amount you propose for the service. If time and material basis – Fees and fee schedules should outline all estimated expenses, hourly rates for all assigned individuals, anticipated travel, other reimbursable expenses.

5.6. Completed Proposal Certification (see the below form)

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PROPOSAL CERTIFICATION

RFP #2022-70

Submitted by:

(Must be entity’s full legal name, and State of Formation)

Each Proposer must read, complete and submit a copy of this Proposal Certification with their Proposal. Failure to do so may result in rejection of the Proposal. By signature on this Proposal Certification, the undersigned certifies that they are authorized to act on behalf of the Proposer and that under penalty of perjury, the undersigned will comply with the following:

SECTION I. OREGON TAX LAWS: As required in ORS 279B.110(2)(e), the undersigned hereby certifies that, to the best of the undersigned’s knowledge, the Proposer is not in violation of any Oregon Tax Laws. For purposes of this certification, “Oregon Tax Laws” means the tax laws of the state or a political subdivision of the state, including ORS 305.620 and ORS chapters 316, 317 and 318. If a contract is executed, this information will be reported to the Internal Revenue Service. Information not matching IRS records could subject Proposer to 24% backup withholding.

SECTION II. NON-DISCRIMINATION: That the Proposer has not and will not discriminate in its employment practices with regard to race, creed, age, religious affiliation, sex, disability, sexual orientation, gender identity, national origin, or any other protected class. Nor has Proposer or will Proposer 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 that is certified under ORS 200.055.

SECTION III. CONFLICT OF INTEREST: The undersigned hereby certifies that no elected official, officer, agent or employee of Clackamas County is personally interested, directly or indirectly, in any resulting contract from this RFP, or the compensation to be paid under such contract, and that no representation, statements (oral or in writing), of the County, its elected officials, officers, agents, or employees had induced Proposer to submit this Proposal. In addition, the undersigned hereby certifies that this proposal is made without connection with any person, firm, or corporation submitting a proposal for the same material, and is in all respects fair and without collusion or fraud.

SECTION IV. COMPLIANCE WITH SOLICITATION: The undersigned further agrees and certifies that they:

1. Have read, understand and agree to be bound by and comply with all requirements, instructions, specifications, terms and conditions of the RFP (including any attachments); and

2. Are an authorized representative of the Proposer, that the information provided is true and accurate, and that providing incorrect or incomplete information may be cause for rejection of the Proposal or contract termination; and

3. Will furnish the designated item(s) and/or service(s) in accordance with the RFP and Proposal; and

4. Will use recyclable products to the maximum extend economically feasible in the performance of the contract work set forth in this RFP.

Name:_______________________________________ Date:______________________________________

Signature:____________________________________ Title:______________________________________

Email:_______________________________________ Telephone:_________________________________

Oregon Business Registry Number:________________ OR CCB # (if applicable):________________________

Business Designation (check one):

Corporation Partnership Sole Proprietorship Non-Profit Limited Liability Company

Resident Quoter, as defined in ORS 279A.120 Non-Resident Quote. Resident State:__________________________