2022 RFP 02403 Northern Goshawks Surveys - Final~1.pdf

RFP # 62900-00002403 – Northern Goshawk Surveys

DAS Procurement Services, Version 4.4 July 1, 2021. Page 1 of 30

STATE OF OREGON

COVER PAGE

OREGON DEPARTMENT OF FORESTRY

Is issuing this Request for Proposals (RFP) under OregonBuys RFP No. S-62900-000002403 for

SURVEYS FOR NORTHERN GOSHAWKS

ON STATE FOREST MANAGED LANDS

Date of Issue: March 10, 2022

Closing Date and Time: April 11, 2022, at 2:00 PM (PST)

Single Point of Contact (SPC): Zaida Zuniga

Address: 2600 State Street City, State, Zip Salem, OR 97310 Phone (voice) (503) 945-7234 Phone (Cell) (503) 301-0133 E-mail: zaida.l.zuniga@odf.oregon.gov

The State of Oregon promotes equal opportunity for all individuals without regard to age, color, disability, marital status, national origin, race, religion or creed, sex or gender, sexual orientation, or veteran status.

A voluntary Pre-Proposal conference via zoom will be held for this RFP on March 21, 2022, at 10:00 AM. Prospective Proposers’ participation is not mandatory but is highly encouraged.

DAS Procurement Services, Version 4.4 July 1, 2021. Page 2 of 30

TABLE OF CONTENTS

SECTION 1: GENERAL INFORMATION

1.1 INTRODUCTION

1.2 SCHEDULE

1.3 SINGLE POINT OF CONTACT (SPC)

SECTION 2: AUTHORITY, OVERVIEW, AND SCOPE

2.1 AUTHORITY AND METHOD

2.2 DEFINITION OF TERMS

2.3 OVERVIEW AND PURPOSE

2.4 SCOPE OF WORK/SPECIFICATIONS

SECTION 3: PROCUREMENT REQUIREMENTS AND EVALUATION

3.1 MINIMUM REQUIREMENTS

3.2 MINIMUM SUBMISSION REQUIREMENTS

3.3 PROCUREMENT PROCESS

3.4 PROPOSAL CONTENT REQUIREMENTS

3.5 EVALUATION PROCESS

3.6 NEXT STEP DETERMINATION

3.7 PRICE EVALUATION

3.8 PREFERENCES

3.9 POINT AND SCORE CALCULATIONS

3.10 RANKING OF PROPOSERS

SECTION 4: AWARD AND NEGOTIATION

4.1 AWARD NOTIFICATION PROCESS

4.2 INTENT TO AWARD PROTEST

4.3 APPARENT SUCCESSFUL PROPOSER SUBMISSION REQUIREMENTS

SECTION 5: ADDITIONAL INFORMATION

5.1 CERTIFIED FIRM PARTICIPATION

5.2 GOVERNING LAWS AND REGULATIONS

5.3 OWNERSHIP / PERMISSION TO USE MATERIALS

5.4 CANCELLATION OF RFP; REJECTION OF PROPOSAL; NO DAMAGES

5.5 COST OF SUBMITTING A PROPOSAL

5.6 STATEWIDE E-WASTE/RECOVERY PROCEDURE

5.7 RECYCLABLE PRODUCTS

SECTION 6: LIST OF ATTACHMENTS

DAS Procurement Services, Version 4.4 July 1, 2021. Page 3 of 30

LIST OF ATTACHMENTS

Attachment A - Sample Personal Services Price Agreement

Attachment B - Proposal Certification Statement.

Attachment C - Disclosure Exemption Affidavit

Attachment D - Proposer Information and Certification Sheet

Attachment E – Price Proposal Form

Attachment F - COBID Certification / Outreach Plan

Attachment G – Responsibility Inquiry

Attachment A - Exhibit 1A- Project Areas depicting location of ODF Districts, Sun Pass State Forest, and GNA survey area within the State of Oregon.

Attachment A - Exhibit 2A - Proposed Stations for Sun Pass State Forest for 2022 and 2023

Attachment A - Exhibit 2B - Proposed Stations for GNA survey area for 2022

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SECTION 1: GENERAL INFORMATION

1.1 INTRODUCTION

The State of Oregon, acting by and through the Department of Oregon, (“Agency”), is issuing this Request for Proposal for Surveys of the Northern Goshawk Services.

Agency anticipates the award of one Price Agreements from this RFP. The initial term of the Price Agreement is anticipated to be 2 years with an option to renew annually up to a cumulative maximum of 7years.

Agency may issue purchase orders or work orders pursuant to this Price Agreement up to 7 years from the effective date of the Price Agreement.

1.2 SCHEDULE

The table below represents a tentative schedule of events. All times are listed in Pacific Time. All dates listed are subject to change. N/A denotes that event is not applicable to this RFP.

Event Date Time Pre-Proposal Conference (Voluntary) March 21, 2022 10:00 AM Questions / Requests for Clarification Due March 22, 2022 5:00 PM Answers to Questions / Requests for Clarification Issued (approx.)

March 25, 2022 10:00 AM

RFP Protest Period Ends 7 calendar days prior to RFP Closing

Closing (Proposal Due) See RFP cover page

Opening of Proposal April 11, 2022 2:00 PM

Presentations, Demonstrations, or Interviews TBD Issuance of Notice of Intent to Award (approx.) April 20, 2022

Award Protest Period Ends 7 calendar days after Notice of Intent to Award

1.3 SINGLE POINT OF CONTACT (SPC)

The SPC for this RFP is identified on the Cover Page, along with the SPC’s contact information.

Proposer shall direct all communications related to any provision of the RFP only to the SPC, whether about the technical requirements of the RFP, contractual requirements, the RFP process, or any other provision.

SECTION 2: AUTHORITY, OVERVIEW, AND SCOPE

2.1 AUTHORITY AND METHOD

The Agency is procuring the Goshawk Survey Services pursuant to its authority under ORS 530.050

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(4).

Agency is using the Competitive Sealed Proposal method, pursuant to ORS 279B.060 and OAR 137-047-0260. The Agency may use a combination of the methods for Competitive Sealed Proposals, including optional procedures: a) Competitive Range; b) Discussions and Revised Proposals; c) Revised Rounds of Negotiations; d) Negotiations; e) Best and Final Offers; and f) Multistep Sealed Proposals.

2.2 DEFINITION OF TERMS

For the purposes of this RFP, capitalized words are defined in OAR 125-246-0110 or as defined below.

2.2.1 General Definitions

Capitalized terms not specifically defined in this document are defined in OAR 125-246-0110. 279B and 279C). Other capitalized terms may be defined in the section in which they appear.

Capitalized terms in this Solicitation Document have the meaning set forth below, and if not defined below, the meaning set forth in the DAS Public Contracting Rules (OAR Chapter 125), and if not defined there, the meaning set forth in the Public Contracting Code (ORS Chapters 279A, 279B and 279C). Other capitalized terms may be defined in the section in which they appear.

"Addendum" or "Addenda" means an addition to, deletion from, a material change in, or general interest explanation of this Solicitation Document.

“Agency" means the State agency subject to Department of Administrative Services (DAS) purchasing authority pursuant to ORS 279A.050 and ORS 279A.140. For purposes of this Solicitation Document the Agency is the Oregon Department of Forestry (ODF).

“Closing Date and Time” means the date and time specified in this Solicitation Document as the deadline for submitting Proposals.

"Contract" means the entire agreement between the parties, including but not limited to these Standard Terms and Conditions, any Special Terms and Conditions and other provisions of this Solicitation Document, the Offer, any purchase order, work order, or price agreement document, and any terms and conditions contained in any exhibits, schedules and other attachments to and amendments and restatements of any of the above.

“Contractor” means the person or organization with whom the Agency enters into a Price Agreement setting prices, terms, and conditions for the Services to be performed under the Contract.

“Crew Leader” The Crew Leaders must have experience in coordinating at least one biological survey project and a 4-year college degree. Three seasons of biological survey experience can be used in lieu of the 4-year degree requirement. This person typically schedules and conducts surveys and performs quality control.

“DAS PS” is the State of Oregon, acting by and through its Department of Administrative Services, Procurement Services Office.

“Field Coordinator” The field coordinator must have (a) experience in coordinating at least 2 survey http://arcweb.sos.state.or.us/pages/rules/oars_100/oar_125/125_246.html

Page | 6 projects with at least five (3) subordinate employees and a 4-year college degree. This is typically an office-based support position

“Field Surveyor” - The field surveyors must have a 4-year college degree or be working towards a 4-year college degree. One season of biological survey experience can be used in lieu of the 4-year degree requirement. The position typically conducts surveys only. "ODF" means Oregon Department of Forestry.

“OregonBuys” means the State of Oregon’s automated procurement system. OregonBuys is the official publication forum for State procurement notices and advertisements by all agencies subject to DAS procurement authority.

“Person” means any of the following with legal capacity to enter into a contract: individual, corporation, business trust, estate, trust, partnership, Limited Liability Company, association, joint venture, governmental agency, public corporation or any other legal or commercial entity.

“Price Agreement” A Public Price Agreement for the Procurement of Supplies and services at a set price.

“Proposal” means Proposal submitted in response to this RFP.

“Proposer” is a person, organization or governmental entity submitting a Proposal.

“RFP” is Request for Proposal, including all documents, either attached or incorporated by reference, and any Addenda thereto, used for soliciting Proposals.

“Responsible” means a Person who meets the standards of responsibility as described in ORS 279B.110.

“Responsive” means having the characteristic of substantial compliance in all material respects with applicable requirements of this Solicitation Document.

“Services” means all work required to be performed under the Contract resulting from this Solicitation Document.

“Scope of Work” means the general character of the Supplies and Services, the work’s purpose and objectives, and Agency’s expectation. Examples of expectations include, if applicable, a description of the purchase, specifications, tasks (obligations), deliverables, delivery or performance schedule, and acceptance requirements. The Scope of Work helps the prospective Proposers develop the Proposals.

“Solicitation Document” or “Request for Proposal (RFP)” means this document, including all parts, sections, exhibits, attachments, and Addendums, which is issued to invite Offers from prospective Contractors pursuant to ORS Chapter 279B.

“SPC” is the Single Point of Contact listed on the cover page and in Section 3.4 of this RFP document.

“State” means the State of Oregon.

“Statement of Work” The work described in Section 1 of the Price Agreement (as finalized), which sets forth and defines in detail the agreed-upon objectives, expectations, performance standards, Page | 7 and other obligations.

“Successful Proposer” is the person, organization or governmental entity to which the award is made. Used interchangeably with “Contractor”.

“Work Period” The period when the Statement of Work is performed under the Price Agreement.

“Written” or “Writing” means conventional paper documents, whether handwritten, manuscript or printed, in contrast to spoken words. It also includes facsimile documents or electronic transmissions to the extent permitted by this Solicitation Document or the Contract.

2.2.2 Project Specific Definitions

“GNA” means Good Neighbor Authority cooperative agreement between the Forest Service or Bureau of Land Management and ODF.

“Protocol” refers to the 2006 Forest Service Tech Report WO-71, “Northern Goshawk Inventory and Monitoring Guide”

2.2.3 Special Definitions for Interpreting EO 21-19 Obligations.

The following definitions are from EO 21-19 as it may be amended. These definitions are for reference only and Proposers should refer to the EO 21-29 for current definitions.

DEFINITIONS COPIED FROM EO 21-29

a. “EO 21-29” means Governor of the State of Oregon’s Executive Order 21-29, https://www.oregon.gov/gov/Documents/executive_orders/eo_21-29.pdf.

b. "Executive Branch" has the meaning given to the term Executive Department in ORS 174.112.

c. "COVID-19" means a disease caused by the severe acute respiratory syndrome coronavirus 2 (SARS-CoV-2).

d. "Fully Vaccinated" means having received both doses of a two-dose COVID-19 vaccine or one dose of a single-dose COVID-19 vaccine and at least 14 days have passed since the individual's final dose of COVID-19 vaccine.

e. "Proof of Vaccination" means documentation provided by a tribal, federal, state, or local government, or a health care provider, that includes an individual's name, date of birth, type of COVID-19 vaccination given, date or dates given, depending on whether it is a one-dose or two-dose vaccine, and the name and location of the health care provider or site where the vaccine was administered. Documentation may include but is not limited to a COVID-19 vaccination record card, a copy or digital picture of the vaccination record card, or a print-out from the Oregon Health Authority's immunization registry.

f. "Employee" means any person employed by the Executive Branch but does not include individuals whose only work for the Executive Branch is as a volunteer board, commission, or council member, and whose compensation is limited to a stipend or per diem; does not include elected or appointed District Attorneys; and does not include Workers.

https://www.oregon.gov/gov/Documents/executive_orders/eo_21-29.pdf

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g. "Worker" means an individual who is not an Employee and is engaged to provide goods or services to the Executive Branch through any formal or informal agreement, whether compensated or uncompensated, including Oregon Corrections Enterprises, but does not include a visitor, patron, adult in custody, or board, commission, or council member.

Individuals are exempt from the definition of Worker unless any provision of the agreement to provide goods or services requires work to be performed in person and on site at an Executive Branch worksite, regardless of frequency, whether other persons are present, or any contingent nature of that requirement. Persons making deliveries or pick-ups to Executive Branch worksites are not considered Workers.

The following definition of Worksite is from the Executive Order 21-29 Vaccination Requirements for State Contractors Frequently Asked Questions as may be amended and is for reference only.

Proposers should refer to the FAQ for the most recent definition.

ExecutiveOrder21-29_ContractorFAQ.pdf (oregon.gov)

h. “Worksite” means any indoor premises controlled or operated by an Executive Branch agency, where a Worker performs services in person for longer than 15 minutes (“close contact” as defined by the Centers for Disease Control and Prevention). For leased spaces including multi-tenant environments, this includes only the spaces and services under the control of the agency, it excludes landlord provided services and doesn’t include common areas or other areas not within the control of the Agency.

2.3 OVERVIEW AND PURPOSE

2.3.1 Purpose

The State of Oregon, Department of Forestry (“ODF: or “Agency”), is seeking a contractor to survey the Northern Goshawk (Accipiter gentilis), a state sensitive species, as an indicator species to monitor the effectiveness of management strategies within the Sun Pass State Forest to provide connectivity between surrounding late successional reserves on adjoining Federal ownership. In the Eastern Region Long-Range Forest Management Plan (adopted October 1995), ODF has committed to periodic surveys for Northern Goshawks across the forest, following baseline surveys that were conducted in previous years. Information obtained from this survey will be used to as part of an adaptive management approach that will help ensure the success of "Forest Connectivity Areas" within the Sun Pass State Forest. All surveys will be conducted using the 2006 Forest Service Tech Report WO-71, “Northern Goshawk Inventory and Monitoring Guide” broadcast acoustic methodology.

The Price Agreement resulting from this RFP will include the survey of all suitable habitat within the Sun Pass State Forest during the 2022 and 2023 breeding seasons and all associated data and reporting developed from the surveys. The Price Agreement resulting from this RFP will include the survey of all stations as shown on Attachment A - Exhibit 2B within the GNA survey area on Fremont-Winema USFS lands during the 2022 breeding season and all associated data and reporting developed from the surveys. Data deliverables are described in section 2.4 items 9 through 11 below.

In addition, Contractor must perform follow-up surveys on Northern Goshawk observations that occur on other districts as well as goshawk inventory surveys on other ODF State Forests managed lands (see Attachment A - Exhibit 2B).

https://www.oregon.gov/das/Procurement/Documents/ExecutiveOrder21-29_ContractorFAQ.pdf

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Additional details on the Scope of the or services or both are included in the Scope of Work/Specifications section.

2.4 SCOPE OF WORK/SPECIFICATIONS

1. Contractor must survey Sun Pass State Forest for Northern Goshawks during the 2022 and 2023 breeding seasons along a pre-determined grid system (Attachment A – Exhibit 2A). This grid system will consist of no more than 1600 stations and no more than 100 transects (oriented north to south). ODF may reduce the number of stations by as much as 25% in either year due to logging operations or the discovery of active goshawk nests, or both. The discovery of an active nest during these surveys will result in an elimination of all or most stations within a 1.5 km radius. The objective of these surveys is to locate all Northern Goshawks that use Sun Pass State Forest as part of their territory. The Proposer will locate and document all nest sites. Each round of surveys must begin in the Special Emphasis Area as shown on Attachment A - Exhibit 2A.

2. Contractor must perform follow-up surveys on other ODF districts as shown in Attachment A –

Exhibit 1A as requested or inventory other ODF State Forests managed lands from 2022-2028.

3. Contractor must survey the GNA Area for Northern Goshawks during the 2022 breeding season along a pre-determined grid system (Attachment A – Exhibit 2B). This grid system will consist of no more than 1600 stations and no more than 100 transects (oriented north to south). ODF may reduce the number of stations by as much as 25% in either year due to logging operations and/or the discovery of active goshawk nests. The discovery of an active nest during these surveys will result in an elimination of all or most stations within a 1.5 km radius. The objective of these surveys is to locate all Northern Goshawks that use the GNA area as part of their territory.

The Proposer will locate and document nest sites whenever possible.

4. Contractor must conduct surveys following the Broadcast Acoustical Survey section (pages 3-13 to 3-17) in the Northern Goshawk Inventory and Monitoring Guide hereafter “Protocol” (https://www.fs.fed.us/rm/pubs_series/wo/wo_gtr071.pdf).

5. To conduct these surveys, the Contractor must provide: a field coordinator, field surveyors, all surveyor training, project management, quality control, and logistical support. Field surveyors must have the basic forest skills and equipment necessary to navigate forest roads and terrain.

This includes appropriate vehicles, field clothing, and personal protective equipment (hard hats, safety glasses, etc.). Any personnel changes of the project manager or field coordinator, once the Price Agreement has been signed, will be done only with the agreement of ODF. Surveyors with previous goshawk survey experience are preferred.

6. The Contractor’s field coordinator must work with the appointed ODF Biologist and district staff in the execution of this project. The field coordinator will be responsible for scheduling surveys, follow up surveys and nest searches, and for ensuring that the surveyors' data sheets and maps are correct.

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7. The Contractor must establish sufficient walking transects and survey routes, associated with pre-determined (by ODF; Attachment A - Exhibits 2A, 2B) calling stations to ensure adequate coverage of all suitable habitat within Sun Pass State Forest and the GNA project area. The Proposer must establish sufficient walking transects and survey routes as needed for other State Forests managed lands as needed.

• Survey transects and stations shall be flagged in the field and mapped utilizing layer files provided by ODF in ArcPro 2.5 (or newer). The flags will be dated and initialed each time the station is surveyed. ODF will determine the flagging color for each survey area at least three weeks in advance of surveys on Sun Pass or the GNA area.

• The coordinates of beginning and end points of walking survey transects shall be located using a Global Positioning System (GPS) receiver to a precision of +/- 10 meters.

• The coordinates of all individual calling stations shall be located using a GPS receiver to a precision of +/- 10 meters.

• All coordinates for survey transect and calling stations shall be captured and reported to ODF in an electronic database in the Oregon Lambert Mercator projection hereafter “OLM” and North American Datum ((NAD) 83 UTM zones 10 and 11 hereafter “NAD 83 UTM”.

8. The Contractor must schedule all surveys to ensure that they are conducted during the most appropriate time for locating nesting goshawks as indicted in the survey protocol or as directed by ODF. For Sun Pass and the GNA area and other large scale survey efforts (large scale defined as a survey project with greater than 150 stations), the Proposer will provide the appointed Biologist and District Operations Coordinator with schedules of surveys three (3) weeks prior to implementation of surveys and will notify ODF of any revisions of the schedules within two (2) working days of making the revisions. For smaller scale survey efforts, the Proposer will provide the appointed Biologist and District Operations Coordinator with schedules of surveys at least three (3) business days prior to conducting surveys.

9. Survey data shall be recorded on data sheets that have been approved by ODF before beginning of the surveys. The Proposer will ensure data forms and associated maps are clearly and completely prepared for each survey, even those canceled due to weather or other factors.

Surveyors will record all raptors and woodpecker species they can positively identify that are observed during surveys. Surveyors will also record any species listed on the Oregon Department of Fish and Wildlife Sensitive Species List they can positively identify. For other raptor and Sensitive Species, surveyors will make an attempt to photograph and/or record calls of these species using a cell phone and/or a camera.

(http://www.dfw.state.or.us/wildlife/diversity/species/sensitive_species.asp).

10. This information will be provided by the Proposer:

Survey transect/calling station data forms shall contain, at a minimum:

• Observer name

• Date

• Weather information

• Transect/calling station number

• Start and stop times of survey at each station

• Species, if any, detected at each station (Surveyors will note all raptor and woodpecker species (they can positively identity) that respond or are encountered during surveys, not only Northern Goshawks.)

http://www.dfw.state.or.us/wildlife/diversity/species/sensitive_species.asp

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• Comments relevant to any detections (such as compass bearing and approximate distance to detected species) or survey conditions

• A key to any abbreviations or codes used on the form

Northern Goshawk detection data forms shall contain, at a minimum:

• Observer Name

• Date

• Time

• Transect/calling station number (or survey location, if detection was not obtained from a calling station)

• Weather information

• Survey Stage (first or second round of surveys, or follow-up survey)

• Survey Method (transect, modified transect or non-transect calling station)

• Detection Type (none, vocal, fly-by, silent approach, sign)

• Life Stage of responding goshawk (adult or juvenile)

• Nest Tree found (yes or no)

• OLM and NAD 83 UTM coordinates of response obtained using a GPS receiver to a precision of +/- 10 meters.

In the event that a Northern Goshawk nest is located, Proposer shall capture the coordinates of the nest tree using a GPS receiver to a precision of +/- 10 meters. In addition, the Proposer shall provide:

• Comments relevant to the response, including bird behavior, habitat, and type of sign or juveniles found.

• A key to any abbreviations or codes used on the form.

• Map utilizing layer files provided by ODF in ArcPro 2.5 compliant (or newer); or of the area searched, if it is a “no response” follow-up to an earlier detection).

In the event that a Northern Goshawks nest is located, stations will no longer be surveyed with 1.5 km of the nest.

11. The Proposer will notify the appointed ODF Biologist and district of any Northern Goshawks observations within one (1) working day of the observation. The Proposer will make data sheets, maps, and surveyor available to ODF for the evaluation of the detections.

Project Schedule

For large scale survey project including the Sun Pass State Forest and GNA area, Contractor shall conduct the first round of surveys in early June of each year and conduct the second round of surveys in early July of each year. Some shift in the acceptable survey window may be allowed due to environmental conditions (e.g., snowpack) as approved by ODF. Contractor shall follow-up on incidental observations on other ODF districts as needed. Proposer shall conduct other small-scale projects according to ODF needs and timing specifications.

Deliverables

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For large scale projects including the Sun Pass State Forest and the GNA area, ODF expects the Proposer to conduct the elements described above and deliver interim and final reports, along with all original data, maps, and other described information products. To facilitate this, the following process will be employed:

1. The Proposer will provide two written progress reports during the survey season in each year (one after each round of surveys) that state the surveys are completed and review all northern goshawk detections for that round. The reports will also include progress made on completing surveys to protocol and an assessment of obstacles to project completion. The Proposer shall provide the report to the appointed ODF Biologist and district staff within ten

(10) working days of the end of the period, in an agreed upon format. These reports will consist of a brief summary of the above items and are not intended to provide a comprehensive report on the project. The progress reports may be delivered to ODF in an electronic format.

2. For large scale survey efforts including the Sun Pass State Forest and the GNA area, at the conclusion of each survey season, the Proposer will provide a complete set of information for all surveys including: The original data sheets, maps, narrative descriptions of station locations and/or call routes, and 2 electronic databases containing the survey transect data and northern goshawk detection data. These databases shall contain all the information from the data forms described above, including the OLM coordinates.

3. For all survey efforts, Proposer will report positively identified other raptors and State sensitive species on a spreadsheet with the following fields* (example below) in addition to the Oregon Natural Heritage Information Center Animal Field Survey Form.

(https://oregonexplorer.info/data_files/OE_topic/wildlife/documents/2007_t&e_book.pdf -page 99)

*This is an example, additional fields may be required

4. For large scale survey efforts including the Sun Pass State Forest and the GNA area, the Proposer will provide ODF with an interim project report by August 15, of any year, a draft report on the project by September 15, of any year; and a final report by October 15, of any year. These reports will provide a compilation of methods used and data collected, including locations surveyed, dates of completed surveys and results of surveys (i.e., "no detection" or summary of detection), and descriptions of any nest sites located during the surveys.

NAD83UTM

Coordinates

Oregon Lambert

Mercator Coordinates

Common Name

Scientifi c

Name

NAD8

UTMX

NAD8

UTMY

OLMX

OLMY

State Sensiti ve (Y/N)

ODFW

form filled

Out (Y/N

Number Observe d

Time

Nest Located

(Y/N)

Sex (M/F)

Great Gray Owl

Strix nebulosa

58668

47277

92472

34877 2 Y Y 2 17.51 Y M https://oregonexplorer.info/data_files/OE_topic/wildlife/documents/2007_t&e_book.pdf%20-%20page%2099 https://oregonexplorer.info/data_files/OE_topic/wildlife/documents/2007_t&e_book.pdf%20-%20page%2099

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5. For small scale survey efforts, Proposer will supply data forms, including sensitive species observation information, and data entry products within twenty (20) calendar days of completing surveys of the area.

6. All records, data sheets, maps, electronic databases and other information produced by this project are the property of ODF and are confidential. This information may not be released by the Proposer or its employees to anyone, other than ODF, without the expressed written approval of ODF. The Proposer will notify the ODF Salem Biologist (Matt Gostin) of any third-party requests for information and will forward such requests to the ODF Salem Biologist.

SECTION 3: PROCUREMENT REQUIREMENTS AND EVALUATION

3.1 MINIMUM REQUIREMENTS

To be considered for evaluation, Proposal must demonstrate how Proposer meets all requirements of this section:

3.1.1 Minimum Proposer Requirements

Proposal shall clearly demonstrate Proposer’s experience and must have at least three (3) survey seasons experience successfully conducting biological survey services within the past five (5) years.

Proposer must have the essential field and office support structure and supplies to compete the surveys as detailed in 2.4.

3.1.1.1 The Proposal shall describe the Proposer’s expertise as they relate to key elements of the project, including but is not limited to:

3.1.1.1.1 Staffing, off road capable vehicles. computers, office supplies, navigational equipment, outdoors gear suitable for rugged terrain and harsh weather conditions, housing, flagging, safety gear including hardhats and eye protection, fire tools including a shovel and a fire extinguisher/water, broadcast survey devices (Foxpro recommended) and other materials for setting stations in the field.

3.1.1.1.2 The Proposal shall describe the Proposer’s history, capabilities and organization.

3.1.1.1.3 The Proposal shall provide a project organization chart showing proposed staffing for this project, both field and office. The Proposal should also include resumes of all staff that will be part of the project team. Resumes should describe the experience, education, accomplishments, and any special qualifications applicable to contract performance.

3.1.2 Minimum Key Person Requirements

Proposer must employ or contract key person(s) that meet all of the requirements in this section 3.1.2. Proposer may submit (one) 1 or more key persons so long as all requirements are met. Proposer may indicate additional persons beyond these

Page | 14 minimums in their proposal, so long as their expertise and qualifications contribute value within the scope of work.

3.1.2.1 Goshawk Surveyor Qualifications

Specify key persons to be assigned to this project and include a current resume (not to exceed two pages each) for each individual that demonstrates qualifications and experience for the Work described.

Field coordinator - The field coordinator must have experience in coordinating at least two (2) survey projects with at least three (3) subordinate employees and a 4-year college degree. This is typically an office-based support position.

Crew Leader – The Crew Leaders must have experience in coordinating at least one (1) biological survey project and a 4-year college degree. Three seasons of biological survey experience can be used in lieu of the 4-year degree requirement. This person typically schedules and conducts surveys and performs quality control.

Field Surveyor - The field surveyors must have a 4-year college degree or be working towards a 4-year college degree. One season of biological survey experience can be used in lieu of the 4-year degree requirement. The position typically conducts surveys only.

3.2 MINIMUM SUBMISSION REQUIREMENTS

3.2.1 Proposal Submissions

To be considered for evaluation, Proposal must contain each of the following elements (further detailed in Proposal Requirements section below):

• Executive Summary

• Administrative Proposal

• Technical Proposal

• Proposal Certification Statement (Attachment B)

• Disclosure Exemption Affidavit (Attachment C)

• Proposer Information and Certification Sheet (Attachment D)

• Price Proposal Form (Attachment E)

• COBID Certification / Outreach Plan (Attachment F)

• Responsibility Inquiry (Attachment G)

• Key Persons and Resumes

• Work Samples

• Other

3.2.2 Proposal Format

Proposal should follow the format and reference the sections listed in the Proposal Requirements section. Responses to each section and subsection should be labeled to indicate the item being addressed. Proposal must describe in detail how requirements of this RFP will be met and may provide additional related information.

The Price Proposal Form (Attachment E) must be submitted as a separate electronic response

Page | 15 file.

Proposer shall submit its Proposal, except the Price Proposal Form described above, as a single PDF document, without extensive artwork, or other materials not essential to the utility and clarity of the Proposal. Proposer shall submit the two PDF’s (Proposal and Price Proposal Form) via email, bearing the Proposer’s authorized representative’s Signature. In addition, if Proposer believes any of its Proposal is exempt from disclosure under Oregon Public Records Law (ORS

192.311 through 192.478), Proposer shall complete and submit the Disclosure Exemption Affidavit (Attachment C) and a fully redacted version, as an additional separate PDF labeled accordingly.

3.2.3 Authorized Representative

A representative authorized to bind the Proposer shall sign the Proposal. Failure of Proposer’s authorized representative to sign the Proposal may result in rejection of the Proposal by Agency.

3.3 PROCUREMENT PROCESS

3.3.1 Public Notice

The RFP, including all Addenda and attachments, is published on OregonBuys, the State of Oregon’s automated procurement system and the official publication forum for State procurement notices and advertisements at https://oregonbuys.gov/oregon.gov. RFP documents will not be mailed to prospective Proposers.

Agency shall advertise all Addenda on OregonBuys. Prospective Proposer is solely responsible for checking OregonBuys to determine whether or not any Addenda have been issued. Addenda are incorporated into the RFP by this reference.

3.3.2 Questions / Requests for Clarification

All inquiries, whether relating to the RFP process, administration, deadline or method of award, or to the intent or technical aspects of the RFP must:

Be delivered to the SPC via email Reference the RFP number Identify Proposer’s name and contact information Be sent by an authorized representative Refer to the specific area of the RFP being questioned (i.e. page, section and paragraph number); and Be received by the due date and time for Questions/Requests for Clarification identified in the Schedule

3.3.3 Pre-Proposal Conference

VOLUNTARY PRE-PROPOSAL CONFERENCE:

A voluntary, virtual pre-proposal conference will be held on date, time, and place March 21, 2022, at 10 a.m. on a web-based platform. The meeting is designed to clarify the information that is requested and give an opportunity for questions and answers. Interested parties may participate in the Pre-Proposal Conference by emailing the SPC and communicating their https://oregonbuys.gov/oregon.gov.

Page | 16 interest in attending the video conference Pre-Proposal meeting. The SPC will email interested parties to provide instructions on how to join the virtual meeting.

Any statements made at this conference will not change the terms of this RFP, or the Project Contract Documents, unless an Addendum has been issued from ODF and advertised on the ORPIN System.

3.3.4 Solicitation Protests

3.3.4.1 Protests to RFP

Prospective Proposer may submit a Written protest of anything contained in this RFP, including but not limited to, the RFP process, Specifications, Scope of Work, and the proposed Contract. This is prospective Proposer’s only opportunity to protest the provisions of the RFP, except for protests of Addenda or the terms and conditions of the proposed Contract, as provided below.

3.3.4.2 Protests to Addenda

Prospective Proposer may submit a Written protest of anything contained in the respective Addendum. Protests to Addenda, if issued, must be submitted by the date/time specified in the respective Addendum, or they will not be considered. Protests of matters not added or modified by the respective Addendum will not be considered.

3.3.4.3 Protests must:

Be delivered to the SPC via email Reference the RFP number Identify prospective Proposer’s name and contact information Be sent by an authorized representative State the reason for the protest, including:

The grounds that demonstrate how the Procurement Process is contrary to law, Unnecessarily Restrictive, legally flawed, or improperly specifies a brand name; and Evidence or documentation that supports the grounds on which the protest is based State the proposed changes to the RFP provisions or other relief sought Protests to the RFP must be received by the due date and time identified in the Schedule Protests to Addenda must be received by the due date identified in the respective

Addendum.

3.3.4.4. Protest Response

Agency will respond timely to all protests submitted by the due date and time listed in the Schedule. Protests that are not received timely or do not include the required information may not be considered.

3.3.5 Proposal Submission Options

Proposer is solely responsible for ensuring its Proposal is received by the SPC in accordance with the RFP requirements before Closing. Agency is not responsible for any delays in email delivery or by transmission errors or mistaken delivery. Proposal submitted by any means not authorized in advance by ODF will be rejected.

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Proposals must be emailed to the Single Point of Contact identified on the Cover Page. ALL PROPOSALS MUST BE SUBMITTED BY EMAIL AS ONE PDF ATTACHMENT, as set forth above in section 3.2.1, except for the Price Proposal Form, which should be labeled as a separate PDF. Please include the Proposal number in the subject line of the email. If Proposer is unable to submit a Proposal via email, Proposer must contact ODF’s Single Point of Contact within a reasonable time period, as determined by ODF, prior to the submission deadline to make arrangements for alternate delivery or an alternate format. ODF is not responsible for incomplete bids or bids that were not correctly addressed to email of Single Point of Contact identified ion the Cover Page. Only approved alternative delivery or formats may be accepted.

Note: In an effort to help slow the spread of COVID-19 in Oregon and protect employees and the public, the Oregon Department of Forestry (ODF) has changed the way it provides services at its main office located at 2600 State Street, Salem, effective March 23, 2020. Offices will remain open and can be reached by phone during regular business hours, but in-person interactions between staff and the public will be by appointment only. In support of this effort, ODF requires the submission of email bids (electronic procurement) for this solicitation as described above; however, if this is not possible, Proposer shall make other arrangements for bid delivery with the Single Point of Contact as specifically described above.

ODF is committed to providing important services to Oregonians while reducing the risk of exposure for customers and employees. Because many ODF offices are not configured in a manner to allow for social distancing, this approach will help mitigate that risk without substantively affecting service delivery. We appreciate the public’s patience as we strive to continue providing important services during this unprecedented disruption to daily life.

Proposals must be received by the Agency before the scheduled Solicitation Document Closing date and time, found in section 1.2. Late Proposals will not be considered.

All costs associated with preparation, submission, modification and withdrawal of a Proposal are the sole responsibility of the Proposer and will not be borne by Agency. The Agency will not accept Proposals that require payment by the State.

3.3.6 Proposal Modification or Withdrawal

Any Proposer who wishes to make modifications to a Proposal already received by Agency shall submit its modification in one of the manners listed in the Proposal Submission Options via email and must denote the specific change(s) to the Proposal submission.

If a Proposer wishes to withdraw a submitted Proposal, then Proposer shall do so prior to Closing. The Proposer shall submit a Written notice (via email), Signed by an authorized representative, of its intent to withdraw its Proposal in accordance with OAR 137-047-0440. The notice must include the RFP number and be submitted to the SPC via email.

3.3.7 Proposal Due

Proposal and all required submittal items must be received by the SPC on or before Closing.

Proposal received after the Closing will not be accepted. All Proposal modifications or withdrawals must be completed prior to Closing.

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Proposals received after Closing are considered LATE and will NOT be accepted for evaluation.

3.3.8 Proposal Rejection

Agency may reject a Proposal for any of the following reasons:

Proposer fails to substantially comply with all prescribed RFP procedures and requirements, including but not limited to the requirement that Proposer’s authorized representative sign the Proposal.

Proposer fails to meet the responsibility requirements of ORS 279B.110.

Proposer makes any contact regarding this RFP with State representatives such as

State employees or officials other than the SPC or those the SPC authorizes, or inappropriate contact with the SPC.

Proposer attempts to inappropriately influence a member of the Evaluation Committee.

Proposal is conditioned on Agency’s acceptance of any other terms and conditions or rights to negotiate any alternative terms and conditions that are not reasonably related to those expressly authorized for negotiation in the RFP or Addenda.

3.3.9 Opening of Proposal

There will be no Public Opening of Proposals. Proposals received in response to this Solicitation Document will be opened during the scheduled Closing date and time designated in the Procurement Schedule or as changed by Addendum. However, the Agency will record and make available the identity of all Proposers after Opening.

Proposals received will not be available for inspection until after the evaluation process has been completed and the notice of Intent to Award is issued pursuant to OAR 137- 047-0630.

3.4 PROPOSAL CONTENT REQUIREMENTS

Proposal must address each of the items listed in this section and all other requirements set forth in this RFP. Proposer shall describe the Services to be performed with particularity as described below. A Proposal that merely offers to provide the goods or services as stated in this RFP will be considered non-Responsive to this RFP and will not be considered further.

3.4.1 Proposer Information and Certification Sheet

Proposer shall complete and submit the Proposer Certification Statement (Attachment B).

3.4.2 Proposer shall complete and submit the Proposer Information and Certification Sheet (attachment D)

3.4.3 Key Persons and their Resumes

Specify key persons to be assigned to this project and include a current resume (not to exceed two (2) pages each) for each individual that demonstrates qualifications and experience for the Work described and the Minimum Key Person Requirements in section 3.1.2.1. Requirements for section 3.1.2.1 will be evaluated on a pass/fail basis. Proposers that do not meet minimum requirements for these sections will not be considered for award.

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3.4.4 Project Components

3.4.4.1 Project Implementation Plan

Proposal must prepare a Project Implementation Plan that describes with particularity how Proposer would carry out the major activities of this project in context with the Scope of Work. Proposer must provide a comprehensive management plan that the Proposer intends to follow. Illustrate how the plan will serve to coordinate and accomplish the Work.

Proposer’s plan must identify the managerial effort, supporting staff, equipment, resources, and space that shall be committed to the timely and successful completion of the project. Proposer shall provide a statement of the scope and the purpose of the project in the Proposer's own words. The statement shall demonstrate the Proposer's complete understanding of the issues to be addressed, including, but not limited to the following:

A. The Proposer's history, capabilities, and organization.

B. The Proposer's strengths and weaknesses, and any special capabilities the Proposer offers.

C. The Proposer's experience and successes with biological surveys of similar size, type, and complexity.

D. A project organization chart showing proposed staffing for this project, both field and office, and including resumes of all staff that will be part of the project team. Resumes should describe the experience, education, accomplishments, and any special qualifications applicable to contract performance.

E. Proposer will train staff to conduct survey as per the Broadcast Acoustical Survey method as described in the protocol. Proposer will secure all needed instruments, tool, vehicles, and lodging prior to conducting surveys. Survey schedules will be provided to the representative ODF Biologist prior to surveys as per section 2.4. Calling stations and transects can be set concurrently during the first round of surveys. Survey stations must be set using a GPS unit as per section 2.4. The station flagging should be initialed and dated on the date of survey with an indelible thin-point black marker. Proposer will report all locations of goshawk nests within one

(1) working day of the observation. Areas within 1.5 kilometers of a nest will be excluded from further surveys. Any stations dropped due to a nest will be determined by the representative ODF Biologist. All data and reports must be produced as per section 2.4. Proposer should emphasize safety as goshawks are known to be aggressive near nest sites.

F. Proposer should also always carry fire tools and water/fire extinguisher in each vehicle. ODF strongly recommends the use of radios for communication between staff. ODF staff will be conducting quality control visits during scheduled surveys. ODF will contact the Proposer at least two (2) business days in advance of conducting quality control measures that include shadowing Proposer personnel to ensure surveys are being conducted to contractual and protocol standards.

3.4.4.2 Cost Proposal

Submit a detailed Price Proposal Form (Attachment E) that includes the following items:

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A cost for the deliverable defined in section 2.4. The cost will be used to determine the cost score of the proposal as shown in section 3.7 (Cost Evaluation).

3.4.5 Public Record/Confidential or Proprietary Information

All Proposals are public record and are subject to public inspection after Agency issues the Notice of the Intent to Award. If a Proposer believes that any portion of its Proposal contains any information that is a trade secret under ORS Chapter 192.501(2) or otherwise is exempt from disclosure under the Oregon Public Records Law (ORS 192.311 through 192.478), Proposer shall complete and submit the Disclosure Exemption Affidavit (Attachment C) and a fully redacted version of its Proposal as a separate PDF labeled accordingly.

Proposer is cautioned that cost information generally is not considered a trade secret under Oregon Public Records Law (ORS 192.311 through 192.478) and identifying the Proposal, in whole, as exempt from disclosure is not acceptable. Agency advises each Proposer to consult with its own legal counsel regarding disclosure issues.

If Proposer fails to identify the portions of the Proposal that Proposer claims are exempt from disclosure, Proposer has waived any future claim of non-disclosure of that information.

3.5 EVALUATION PROCESS

3.5.1 Responsiveness and Responsibility Determination

Proposals received prior to Closing will be reviewed for Responsiveness to all RFP requirements including compliance with Minimum Requirements section (3.1) and Proposal Content Requirements section (3.4). If the Proposal is unclear, the SPC may request clarification from Proposer. However, clarifications may not be used to rehabilitate a non- Responsive Proposal. If the SPC finds the Proposal non-Responsive, the Proposal may be rejected, however, Agency may waive mistakes in accordance with OAR 125-247-0470.

At any time prior to award, Agency may reject a Proposer found to be non-Responsive.

3.5.2 Evaluation Criteria

Proposals meeting the above-described requirements will be evaluated by an Evaluation Committee. Evaluators will assign a score of 0 to 10 for each evaluation criterion listed below in this section.

SPC may request further clarification to assist the Evaluation Committee in gaining additional understanding of Proposals. A response to a clarification request must be to clarify or explain portions of the already submitted Proposal and may not contain new information not included in the original Proposal.

3.5.2.1 Evaluation Item 1 – Mandatory Pass/Fail

The proposal must demonstrate understanding of the services to be provided by the Contractor.

The Proposal must demonstrate that the Contractor staff members meet the minimum qualifications for education, experience, and skills suitable for a project

Page | 21 of this size and scope as set forth in section 3.1.2.1 of this RFP.

The Proposal must demonstrate that the Contractor has experience managing at least three (3) projects of similar size and scope as set forth in section 3.1.1 of this RFP. Newly established contractors with few or no prior contracts must demonstrate that their staff has experience in managing at least three (3) projects of similar size and scope.

3.5.2.2 Evaluation Item 2 – Desirable Elements (Scored)

Desirable Elements are those…