2022-81 RFP IPS Expansion - 8.16.22.pdf

REQUEST FOR PROPOSALS #2022-81

FOR

Engineering Services for the

Tri-City WRRF Influent Pump Station Expansion Project

BOARD OF COUNTY COMMISSIONERS

TOOTIE SMITH, Chair

SONYA FISCHER, Commissioner PAUL SAVAS, Commissioner

MARK SHULL, Commissioner MARTHA SCHRADER, Commissioner

Gary Schmidt

County Administrator

Tralee Whitley Analyst

PROPOSAL CLOSING DATE, TIME AND LOCATION

DATE: September 15, 2022

TIME: 2:00 PM, Pacific Time

PLACE: Email: Procurement@clackasmas.us mailto:Procurement@clackasmas.us

RFP 2022-81 Page ii

SCHEDULE

Request for Proposals Issued……..................................... August 18, 2022

Protest of Specifications Deadline..................................... August 25, 2022, 5:00 PM, Pacific Time

Deadline to Submit Clarifying Questions.......................... September 8, 2022, 5:00 PM, Pacific Time

Request for Proposals Closing Date and Time……............September 15, 2022, 2:00 PM, Pacific Time

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

Anticipated Contract Start Date……...................................October 2022

TABLE OF CONTENTS

Page

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 Water Environment Services (“WES”), will receive sealed Proposals per specifications until 2:00 PM, September 15, 2022 (“Closing”), to provide Tri-City Water Resource Recovery Facility Influent Pump Station Expansion Project engineering design services. No Proposals will be received or considered after that time.

The resulting contract from this RFP require the consultant to begin work in October 2022 with design set to continue through Winter of 2023. Construction of the project is anticipated to follow with associated services during construction.

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-C01010-00004119.

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 procurement@clackamas.us.

Contact Information Procurement Process and Technical Questions: Tralee Whitley at TWhitley@clackamas.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, and Emerging Small Businesses.

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

RFP 2022-81 Page 2

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 ORPIN 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 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

RFP 2022-81 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.

RFP 2022-81 Page 4

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.

RFP 2022-81 Page 5

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 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.

RFP 2022-81 Page 6

SECTION 3

SCOPE OF WORK

3.1. INTRODUCTION

Clackamas County Water Environment Services (“WES”), referred to as “District”, is seeking Proposals for a vendor to provide engineering services for design, bidding, and engineering services during construction for the Tri-City Wastewater Resource Recovery Facility (“WRRF”) Influent Pump Station Expansion Project.

Proposers should demonstrate their firm’s capabilities to successfully complete this project within the allowed budget and schedule. Selection will be made based on firm qualifications. An agreement will be developed with the selected firm.

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

SYSTEM OVERVIEW

Clackamas Water Environment Services provides wastewater treatment to ratepayers in our service area at five treatment facilities, including the Tri-City Wastewater Resource Recovery Facility (“WRRF”) in Oregon City. The facility, including the Influent Pump Station (IPS), was originally constructed in 1985 as a conventional activated sludge treatment system with a firm influent pumping capacity of 50 MGD;

however, the facility has operated beyond its design firm capacity in recent years. The firm wet weather capacity of the facility was expanded to 60 MGD in 2012 with the addition of an MBR treatment train.

Operation of the Tri-City and Kellogg Creek WRRFs are interconnected. Up to 12.5 MGD of flow is diverted from the Kellogg WRRF service area and arrives to the facility on the downstream side of the influent pump station via pumping from the Intertie Pump stations. The remainder of the flow from the former Tri-City Service area (Oregon City, West Linn and portions of Gladstone) arrives by gravity. The IPS lifts raw wastewater that arrives to the facility by gravity to the influent screens. The IPS includes two smaller dry weather pumps and three larger wet weather pumps, all of which are at the end of their useful life.

Concurrently, the recommendation from the soon-to-be completed Willamette Facilities Plan (Carollo Engineers) includes a wet weather expansion of the Tri-City WRRF. Design is anticipated to begin in 2026. Conceptual hydraulic grade lines for 2040 and build-out conditions have been completed. The IPS will continue to pump the gravity portion of the flows into the facility and must be coordinated with the planned future WRRF expansion(s). The IPS is currently operating at or near capacity and lacks the required capacity for projected 2040 flows.

PROJECT OVERVIEW

The Tri-City IPS Expansion Project will replace all five existing pumps, which have a current firm capacity of 50.4 mgd (two smaller pumps at 7.2 mgd and three larger pumps at 18 mgd). The required firm capacity of the pump station to accommodate projected 2040 peak hour flows is 72.6 mgd (WES Flow Summary, CH2M Hill, 2019). The current required minimum operating capacity is 4 mgd, presenting a challenging range of required operation. The project will include an evaluation and selection

RFP 2022-81 Page 7 to determine the optimal pump sizing to provide the required flow range. A plan of the existing pump station is shown in Figure 1. Complete record drawings are provided as an attachment to this RFP.

Figure 1: Tri-City IPS Record Drawing Plan View

This Project will also address a number of maintenance issues. It is expected that the inlet and discharge piping will be replaced to accommodate the new pumps and the entire piping system should be evaluated for condition and potential repair or replacement. The Project should provide maintenance platforms and/or modifications to the equipment hoist to accommodate the new pumps. Influent flow is currently measured through Parshall flumes that have a design capacity of approximately 50 mgd. An evaluation of influent flow measurement schemes is required to accommodate future flows. The electrical system, which is housed on the ground level of the pump station includes MCCs, VFDs, and control panels, is at the end of its useful life and is expected to be replaced as part of this project. Control logic will require updating as part of this project.

The District anticipates construction to begin in 2023 with the goal of having the new facilities operational by 2025. The capital budget for the project includes WES management, legal and administration costs, engineering design and construction services and construction and was estimated at $4,500,000 (2021 dollars).

3.3. SCOPE OF WORK

3.3.1 Design Services

Elements of the consultant’s design services will include:

a. Project management and quality control - Proposers should demonstrate ability to manage the project and provide information regarding processes and tools that will be used to ensure

RFP 2022-81 Page 8 project completion on schedule and within budget. Quality control staff and procedures should be identified to ensure technically accurate and complete deliverables. Proposers should outline their approach to client communication so as to understand and incorporate client experience and knowledge into the design. Provide examples.

b. Existing system evaluation – Proposers should describe their approach to reviewing the existing information and designs available for this project.

a. The anticipated range of flow will require evaluation to provide a pump system that reliably operates across the range of anticipated flows. Describe your approach and tools that will be used to evaluate WES’s existing influent flow data to determine the most appropriate pump sizing for existing and future operation.

b. Computational Fluid Dynamic (CFD) and/or physical modeling of the existing pump station wet well may be necessary. Describe your experience and capabilities related to CFD modeling. Describe your anticipated approach for this project and benefits it would provide.

c. Evaluation of the existing electrical and control systems will be required to determine the extent of replacement or rehabilitation required.

d. Preliminary design – The deliverable should include results of the existing system condition assessment, confirmation of design pumping conditions, proposed control loops, confirmation of consistency with future expansion of the facility, approximately 30% design level drawings, and cost estimate. The preliminary design deliverable should provide adequate information and detail to show the full intent of the design including construction sequencing, by-pass pumping if required, and pump station electrical and control improvements. Proposers should describe their approach to developing a preliminary design deliverable and how you anticipate involvement with WES staff for decision making.

e. Final design - Draft 60% and 90% design deliverables should be comprised of drawings, specifications, and updated cost estimates. The 60% design deliverable shall have incorporated WES comments provided at 30% and be of detail suitable to finalize the expectations and constructability of the project. Any value engineering requirements identified following the 30% cost estimate should be incorporated by the 60% design phase. The 90% design documents shall be suitable for permitting review by the AHJ and serve as the basis of the final engineer’s cost estimate. Proposers should describe their approach for developing the draft documents, including approaches for engaging with WES staff to gather feedback, and addressing District review comments.

f. Bid documents - Produce 100% bid documents. Firms should demonstrate a history of bid document development that resulted in responsive bids and provided ratepayer value on bid day and through construction completion.

g. Cost estimation and market conditions – Cost estimates developed at each phase of design should reflect latest market and supply chain conditions. Proposers should identify their approach to mitigate and manage impacts to the District’s budget and schedule, including any potential strategies for bidding or pre-procurement that may be appropriate for this project.

h. Bid period services – Including responses to technical questions during the bid period.

3.3.2 Engineering Services During Construction

Services during construction may be added by future contract amendment. Anticipated tasks in this phase include:

a. Services During Construction – Including on site construction management, responding to Requests for Information, submittal review and response, and start up support. Proposers should demonstrate experience with these services and provide evidence of a history of timely response to maintain contract requirements and construction schedules.

RFP 2022-81 Page 9

The following items are included and incorporated within this RFP:

1. Original Record Drawings – Select IPS Drawings (CH2MHill, 1986)

2. VFD Replacement Project (MWH, 2006)

3. Draft Willamette Facilities Plan Executive Summary (Carollo, 2022)

4. IPS O&M Manual Excerpt

5. Influent Flow Summary Table (CH2MHill, 2019)

6. Existing Pump Nameplate Data

3.3.2. Term of Contract:

The term of the contract shall be from the effective date through December 31, 2023, with an option to extend as necessary to complete work.

3.3.3. 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 Personal Services Contract for this RFP can be found at https://www.clackamas.us/finance/terms.html.

Personal Services Contract (unless checked, item does not apply)

The following paragraphs of the Professional Services Contract will be applicable:

Article I, Paragraph 5 – Travel and Other Expense is Authorized Article II, Paragraph 27 – Confidentiality Article II, Paragraph 28 – Criminal Background Check Requirements Article II, Paragraph 29 – Key Persons Exhibit A – On-Call Provision

Additional Professional Services Contract Terms Max Multiplier: 3.15 Rate Cap: $250.00 Technical Expert: Negotiated.

Subcontractor Markup: 5% Expenses: 0% Accounting and Safety program charges are considered to be business expenses and included in the multiplier.

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

RFP 2022-81 Page 10

SECTION 4

EVALUATION PROCEDURE

4.1 An Evaluation Committee will review all Proposals that are deemed responsive and they shall rank the

Proposals in accordance with the Evaluation 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 interviews are held). The Evaluation Committee will recommend award of a contract based on the highest scoring Proposal.

Proposers are not permitted to directly communicate with WES employees during the evaluation process. All communication will be facilitated through the Procurement representative.

4.2 Evaluation Criteria

Category Points available:

Project Manager 0-15 Project Team 0-30 Firm Experience 0-15

Project Understanding and Approach 0-40 Total: 100

4.3 Once a selection has been made, the District will enter into contract negotiations. During negotiation, the District 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 District 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 District 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.

Once a selection has been made, the Proposer will be required to submit its proposed fees for completion of the project. The proposed fees must be reasonable and fair to the District, as determined solely by the District.

During negotiation, the District 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 District is unable to come to terms with the highest scoring Proposer, negotiations shall be terminated and negotiations will begin with the next highest scoring Proposer. If the resulting contract contemplates multiple phases and the District 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.

RFP 2022-81 Page 11

SECTION 5

PROPOSAL CONTENTS

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

5.1.1. Complete Proposals will be emailed to Procurement@clackamas.us. The subject line of the email must identify the RFP title and number 2022-81 Proposers are encouraged to contact Procurement to confirm receipt of the Proposal. The Proposal must be received by the Closing Date and time indicated in Section 1 of the RFP, late proposals will be rejected.

5.1.2. 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.

5.1.3. Proposals will be limited to 25 pages. To maintain the fairness and integrity of the selection process, it is important that proposals conform to the requirements of these instructions. Use 8 ½ x 11 paper, printed double sided in a minimum of 12 pt. font, with one-inch margins. Proposers can use no more than two 11x17 pages for graphics and figures if necessary. Text for graphics and figures can be 10 pt font. All page counts are for double-sided paper. Each sheet of paper is two pages; blank pages, cover letter, section separators, resumes and The Proposal Certification Page will NOT count towards the final page count.

Interviews are not anticipated to be a part of the selection process, but WES reserves the right to require interviews, if needed, to make a final selection. 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.

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

5.2 Cover Letter:

The cover letter should identify the proposing entity, the contact for the procurement and contract negotiation process, and be signed by an authorized representative or official. The cover letter is limited to one page and is not included in the page count.

5.3 Project Manager

Describe the proposer’s ability to manage projects, including information regarding processes and tools that will be used to:

• Ensure project completion on schedule and within budget,

• Provide resources as required to execute the project,

• Facilitate workshops with District staff to drive decision making

• Minimize errors and omissions in deliverables

• Foster successful relationships and approach for communicating with the District.

• Provide deliverables that are well-written, concise, and technically accurate and convey information in a manner that can be understood by stakeholders.

5.4 Project Team:

This criterion relates to the Proposer's key individuals qualifications, capabilities, and experience. Provide a description of the following:

• Credentials/experience of key individuals that would be assigned to this project. Key individuals should include the project manager, civil, mechanical, electrical, and instrumentation/control engineers.

• Project Team members with qualifications and experience in wet well modeling, hydraulics, power, and controls should be emphasized.

• Identify the firm's (including partners and sub-consultants) accomplishments in similar projects.

Specific examples of your proposed team working together to deliver projects is preferred.

mailto:Procurement@clackamas.us

RFP 2022-81 Page 12

5.5 Firm Experience

Provide a brief history of the proposing team’s experience and capabilities. Highlight recent (within the last 10 years) and regional project experience. Particular emphasis on projects that demonstrate the qualifications and specialized experience of the staff who will work directly with the District is preferred.

Provide project descriptions including scope, type of facility, year completed, project size and location, proposed team members who were involved, and their roles. For all projects listed, provide name of the owner, owner’s contact person with their phone number and email address. Contact information must be current and accurate to be considered.

Provide any other information applicable to the evaluation of the firm’s qualifications for accomplishing the project.

5.6 Project Understanding and Approach

This criterion relates to the Proposer’s understanding of the project goals. Provide a description of the following:

• Understanding of the project as described in the RFP.

• Awareness of key issues facing operation of the Tri-City IPS during wet weather events and routine dry weather operation.

• Awareness of project requirements to produce the necessary project deliverables on schedule and within budget. Describe how you would approach project delivery to meet those goals.

• Understanding of current lead times for critical equipment items, market conditions affecting construction pricing, and approach to mitigate and manage impacts to District’s schedule and budget.

• Approach to developing reliable planning level cost estimates

• Include a schedule that achieves the District’s goal to have the Tri-City IPS Project completed by 2025.

5.7 Resumes

Provide resumes of key project team members highlighting relevant experience. Resumes will not be included in page count.

5.8 Completed Proposal Certification (see the below form)

RFP 2022-81 Page 13

PROPOSAL CERTIFICATION

RFP #2022-81 Tri-City WRRF IPS Expansion Project

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:__________________________