2022200050_A1_Trenchless Pipe Repair On-call Services_RFP.pdf

Request for Proposal

Trenchless Pipe Repair On-call Services

Solicitation Number 2022200050

Due Date and Time:

Thursday, February 17, 2022 at 2:30 PM

CITY OF EUGENE

Central Services Finance Division/Purchasing

100 West 10th Avenue, Suite 400 Eugene, Oregon 97401

Telephone: (541) 682-5055 The Purchasing Office is currently closed to the public.

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I. REQUEST FOR PROPOSALS

CITY OF EUGENE REQUEST FOR PROPOSALS

Solicitation Number RFP 2021200016

Notice to Proposers Pursuant to ORS 279B.060 and City of Eugene Administrative Order 44-14-08F, Public Contracting Rule (City Rule) 137-047-0260, sealed proposals for Trenchless Pipe Repair On- Call Services for the City of Eugene will be accepted by the Purchasing Office until Thursday, February 17, 2022, 2:30 PM. Proposals will be opened immediately thereafter, and a record of proposals received will be made. Proposals will not be accepted after the Request for Proposals (RFP) closing time and date. Proposals shall be valid for 60 days after opening unless otherwise specified in the specifications. This Request for Proposals does not commit the City to pay any costs incurred by any proposer in the submission of a proposal.

Project Description In general, work includes repairing various sub-surface plumbing throughout the City using cure-in-place liners or other methods that do not necessitate trenching and removing pipe. The intent of this RFP is to award a contract which City staff can utilize if/when needed work is identified.

The term of this contract will be one year with the option for four additional one-year periods upon mutual consent of both parties.

Solicitation Documents Solicitation documents may be examined electronically by logging in to OregonBuys.

To view City of Eugene solicitations:

• Scroll to Supplier Activities

• Click the Open Bids icon

• Click the Advanced Search button

• Click Select Organization

• Select City of Eugene

• Click Search\Click the Bid Solicitation # to view solicitation details and documents

A copy of the Solicitation may also be obtained by emailing the Purchasing Analyst shown below.

Proposers must submit their Proposals through OregonBuys before the due date and time specified. Proposers who need assistance with OregonBuys can contact the Supplier Help Desk at support.oregonbuys@oregon.gov or 1-855-800-5046.

Single Point of Contact City of Eugene Purchasing is the issuing office. Address all concerns or questions regarding this solicitation to the Purchasing Analyst identified below.

Dated: January 25, 2022

Noel Dietz, NIGP-CPP, CPPB Purchasing Analyst City of Eugene NDietz@eugene-or.gov https://oregonbuys.gov/bso/ https://www.oregon.gov/das/ORBuys/Documents/OregonBuys%20Vendor%20Formal%20Solicitation%20Response.pdf mailto:support.oregonbuys@oregon.gov mailto:NDietz@eugene-or.gov

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II. INSTRUCTIONS TO PROPOSERS

1.0 STANDARD PROPOSAL FORM

1.1. Proposals shall be submitted with the Standard Proposal Form identical to the form provided by the City. The Proposer shall make no alterations or additional stipulations on the Standard Proposal Form nor qualify the Proposal in any other manner. Alteration of any part of the Standard Proposal Form content may cause the Proposal to be considered non-responsive.

1.2. All blanks on the Standard Proposal Form shall be filled in electronically, by typewriter or manually, in ink. Mistakes should be crossed out and corrections typed or written in ink and initialed by the party signing the Proposal. No erasures are permitted. The omission of any required information or forms may invalidate a Proposal.

1.3. Complete sets of RFP documents shall be used in preparing Proposals.

2.0 SUBMISSION

2.1 Proposers must submit their Proposals through OregonBuys before the due date and time specified. Proposers who need assistance with OregonBuys can contact the Supplier Help Desk at support.oregonbuys@oregon.gov or 1-855-800-5046.

2.2 Proposer is responsible for submitting their Proposal prior to the closing time and date. Late Proposals will not be accepted. The City is not responsible for any delays caused by computer/software issues.

2.3 Oral, telephonic, telegraphic, faxed, or emailed Proposals are invalid and will not be considered.

3.0 SOLICITATION CLARIFICATION & CHANGE REQUESTS

Prior to the deadline for submitting a protest, a prospective Proposer may request that the City clarify any provision of the Solicitation Document. The City’s clarification to a Proposer, whether orally or in Writing, does not change the Solicitation Document and is not binding on the City unless the City amends the Solicitation Document by Addendum.

3.1 Any requests for clarification regarding any provision of the RFP shall be delivered to the City’s Purchasing Analyst, in writing, preferably by email, in conformance with City Rule 137-048-0240(1).

3.2 Any requests for change of the requirements, specifications or sample contract shall be delivered to the City’s Purchasing Analyst, in writing, preferably by email, not later than ten (10) days prior to the RFP closing date and time.

3.3 A request for change shall be marked “Contract Provision Request for Change” and include the solicitation number and title along with a statement of the requested change(s) to the Contract terms and conditions, including any Specifications, together with the reason for the requested change.

3.4 Contents of questions, clarifications, modifications, or substitutions shall include the following, as applicable:

• The solicitation number and title

• A reference to the page and item being addressed

• The reason and any proposed alterations https://www.oregon.gov/das/ORBuys/Documents/OregonBuys%20Vendor%20Formal%20Solicitation%20Response.pdf mailto:support.oregonbuys@oregon.gov

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3.5 Proposals containing questions, clarifications, modifications, or substitutions included with the response and not submitted according to these instructions may be considered non-responsive.

4.0 SOLICITATION PROTESTS

A prospective Proposer may protest the Procurement process, or the Solicitation Document for a Contract solicited under 137-048-0220. Pursuant to 137-048-0240(1), before seeking judicial review, a prospective Proposer must file a Written protest with the City and exhaust all administrative remedies. Protests must be submitted in writing to the City’s Purchasing Manager no less than seven (7) days prior to solicitation closing. The protest should be delivered in an envelope that is clearly identified as a protest, marked with the protester’s name and sufficient information to identify the solicitation being protested. The protest may also be emailed to Eugene.Purchasing@ci.eugene.or.us, clearly identified as a protest and identifying the solicitation being protested. Faxed protests shall not be accepted. The Purchasing Manager shall consider the protest if it is timely filed in accordance with City Rule 137-048-0240(1) and contains the following information: 1) sufficient information to identify the solicitation that is the subject of the protest; 2) the grounds that demonstrate how the procurement process is contrary to law or how the solicitation document is unnecessarily restrictive, is legally flawed or improperly specifies a brand name; 3) evidence or supporting documentation that supports the grounds on which the protest is based; and 4) the relief sought; 5) a statement of the desired changes to the Procurement process or the Solicitation Document that the prospective Offeror believes will remedy the conditions upon which the prospective Offeror based its protest. The Purchasing Manager shall issue a decision on the protest no fewer than three (3) business days before the solicitation closing, unless a written determination is made by the Purchasing Manager that the public interest requires a shorter time limit.

5.0 OR EQUAL

5.1 Whenever a process is designated or a manufacturer's name, brand, or item is designated or described, it shall be understood that the words, “or equal” follow such name, designation, or description, whether in fact they do so or not, unless no substitution is stated in the specifications. Proposers shall submit to the Purchasing Analyst their intent to offer an approved equal no later than fourteen (14) calendar days prior to the Proposal closing. Include detailed specifications, cut sheets, and modifications necessary that would make the proposed item equal to the desired specifications.

Approval of alternate materials and equipment shall rest solely with the City and all Proposers shall be notified of such approval by addenda prior to the Request for Proposal closing.

6.0 ADDENDA AND INTERPRETATIONS

6.1 Statements by City staff or its representatives are not binding on City, unless confirmed by written addendum. Addenda will issue and Proposers shall receive addenda per City Rule 137-047-0430, and as follows: City will not mail notice of addenda, but will publish any addenda on the OregonBuys site. Proposers should frequently check the OregonBuys site until closing (i.e., at least once weekly until the week of closing, and at least once daily the week of the closing period).

mailto:Eugene.Purchasing@ci.eugene.or.us

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6.2 Any written addendum issued which includes changes, corrections, additions, interpretations, or information, and issued in accordance with City Rule 137-047- 0430(3) shall be binding upon the Proposer.

7.0 NONDISCRIMINATION

Submittal of a Proposal in response to this RFP evidences Proposer’s agreement that, in performing the work called for by this RFP and in securing and supplying materials, Proposer has not and will not discriminate against: 1) any person on the basis of race, color, religious creed, political ideas, sex, sexual orientation, source of income, age, marital status, physical or mental handicap, national origin or ancestry unless the reasonable demands of employment are such that they cannot be met by a person with a particular physical or mental handicap; and 2) a subcontractor in the awarding of a subcontract because the subcontractor is a minority, woman, or emerging small business enterprise certified under ORS 200.055, or a business enterprise that is owned or controlled by, or that employs a disable veteran as defined in ORS 408.225.

8.0 PREPARATION OF PROPOSALS

Proposers are expected to examine the specifications, schedules and all instructions. The City is not liable for costs associated with preparation of Proposals in response to this RFP.

9.0 EMPLOYEES NOT TO BENEFIT

No employee or elected official of the City shall be permitted to receive any share or part of the contract resulting from this RFP or any benefit that may arise therefrom.

10.0 CITY FURNISHED PROPERTY

No material, labor or facilities will be furnished by City unless otherwise provided for in this

RFP.

11.0 INTERGOVERNMENTAL COOPERATIVE PURCHASING STATEMENT

The City grants to any Oregon public governmental agencies authorization to establish contracts or price agreements under the terms, conditions and prices of any contract between the Awardee and the City resulting from this RFP.

12.0 RESERVED RIGHTS

The City reserves the right:

A. To reject any Proposal not in compliance with all prescribed public bidding procedures and requirements.

B. To reject for good cause any or all Proposals upon the City’s written finding that it is in the public interest to do so.

C. To reject any and all Proposals not meeting or differing from the specifications set forth herein.

D. To waive any or all informalities in the Proposals submitted.

E. To consider the competency and responsibility of Proposers in making any awards.

F. In the event that two or more Proposals are identical in price, fitness, availability and quality, award shall be made in accordance with City Rule 137-046-0300.

G. In the event any Proposer or Proposers to whom a contract is awarded shall default in executing said formal contract or in furnishing a satisfactory performance bond

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H. To extend the deadline for submitting Proposals, in according with City Rule 137- 048-0250.

I. To negotiate additions or deletions to goods and services requested.

J. To include liquidated damages of [$150] per day for each day the good is not delivered as set forth in the contract, barring circumstances beyond Contractor’s control.

13.0 CONSIDERATION OF PROPOSALS

13.1 Proposals will be opened at the due date and time indicated in the RFP or any extension thereof made by addendum. Proposers and other interested parties are invited to be present at the opening; however, the identity of the successful Proposer will not be determined at the opening time.

13.2 The City intends to award a contract to the responsible Proposer submitting the most advantageous Proposal, based on evaluation factors contained in the Proposal, provided the Proposal has been submitted in accordance with the requirements of the RFP documents, and does not exceed the funds available.

13.3 The City shall provide written notice by email, regular mail or facsimile of the City’s intent to award the contract. Award shall not be final until the later of the following:

A. Seven (7) calendar days after the date of the Notice of Intent to Award; or B. City provides a written response to all timely filed protest, if any, that denies the protest and affirms the award.

C. Proposers may protest the intended contract award in accordance with City

Rule 137-048-0240(2).

14.0 CONTRACT AWARD

Submittal of a Proposal evidences Proposer’s intent to execute and be bound by the terms of the attached contract. The City will enter into contract negotiations as permitted by City Rules 137-048-0220(4)(c) regarding any open terms. During negotiations, the City may require any additional information it deems necessary to clarify Proposer’s approach and City’s understanding of the requested goods or 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 fees and costs that best represent the goods and services required.

15.0 PUBLIC RECORDS

This RFP and one (1) copy of each original Proposal received in response to it, together with copies of all documents pertaining to the Award of a contract, shall be kept by the City of Eugene Purchasing Office and made a part of a file or record which shall be open to public inspection. If a Proposal contains any information that is considered trade secret under ORS 192.345(2), each sheet of such information must be marked with the following;

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

RFP 2022200050 Trenchless Pipe Repair On-call Services 6 of 23 the particular instance.“ ORS 192.345(2). 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.

The above restrictions may not include cost or price information which must be open to public inspection.

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III. SUSTAINABILITY & SOCIAL EQUITY

The City is interested in products and services that have a reduced impact on human health and the environment and that more fully support communities and economies when compared to competing products and services serving the same purpose. For more information regarding sustainability in procurement and related City policy and plans, please refer to the City’s Sustainable Purchasing website at http://www.eugene-or.gov/sustainpurch. The awarded Proposer will be expected to support the City’s goals by implementing the following strategies where applicable.

1.0 WASTE REDUCTION

Pursuant to City Zero Waste efforts, the City aims to prevent waste where possible. In order to increase efficient use of resources, the awarded Proposer shall adhere to the following items as applicable.

1.1 Unnecessary packaging for goods, beyond packaging compliance or practical safe shipping methods, shall be reduced. Proposer to ship goods utilizing one or more of the following methods:

1.1.1 Ship products in reusable, refillable, or returnable containers. For example, reusable trays or totes, which can be stored and returned;

1.1.2 Minimal packaging material used inside containers. This includes eliminating or reducing the amount of non-recyclable bubble wrap, foam pellets or other like material;

1.1.3 Eliminate non-essential parts of packaging, such as individual wrapping of components;

1.1.4 Use packaging made with recycled content, biodegradable, and/or non-toxic materials.

1.1.5 No point of purchase material or promotional literature.

1.2 The awarded Proposer is to duplex all paper materials that are prepared for the City under the contract, whether such materials are printed or copied, except when impracticable to do so due to the nature of the product being produced.

1.3 Contractor is expected to prevent, reduce, recycle or otherwise divert waste generated from the provision of services procured by the City. City may request information about diversion tactics utilized and quantities of waste materials diverted.

2.0 IDLING REDUCTION

In the interest of reducing air and noise pollution and promoting energy conservation, all gasoline and diesel-powered vehicles and equipment shall be idled only as necessary to perform the required duties, including delivery, and for the essential function(s) of the equipment. A driver of a vehicle must turn off the engine upon stopping at the destination, and must not cause or allow an engine to idle at any location for more than 20 seconds. This idling policy applies except in the following situations:

2.1 The health and safety of employees, sub-contractors or public is compromised in turning off the vehicle.

2.2 The engine is required to power auxiliary equipment (e.g. hoist, lift platforms, hydraulic tools, inverters, compactors, medical equipment, specialized public safety radio communication and computer systems, etc.)

http://www.eugene-or.gov/sustainpurch

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2.3 Vehicle/equipment manufacturer requires additional idle time for warm up or cool down for efficient and proper mechanical or functional operation of the unit.

3.0 ENVIRONMENTALLY PREFERRED PRODUCTS

3.1 To promote and encourage environmentally sustainable practices for companies doing business with the City, the City requests vendors under City contract use environmentally preferable products in production of City work products.

3.2 The awarded Proposer should use environmentally preferable materials that meet performance requirements wherever practical in the fulfillment of this agreement.

Environmentally preferable products and services have characteristics that include but are not limited to the following:

• Energy Efficient

• Reusable or upgradeable

• Recyclable

• Contain post-consumer recycled materials

• Produce fewer polluting by-products and/or safety hazards during manufacture, use or disposal, and/or

• Are certified by an independent accredited third-party program such as

EcoLogo or ENERGY STAR.

3.3 The City desires the use of post-consumer recycled content, chlorine-free paper to encourage environmentally preferable practices for City business wherever practical in the fulfillment of the scope of work.

4.0 SOCIAL EQUITY

Economic prosperity through diversity and collaboration is fundamental to the Equity in Contracting program. Part of Eugene’s City Council Vision states that we will “Encourage a strong, sustainable and vibrant economy, fully utilizing our educational and cultural assets, so that every person has an opportunity to achieve financial security.” The program aims to reduce barriers for local, small, minority and women-owned businesses to leverage all that our community has to offer, strengthening the business community as a whole.

The City supports the utilization of Minority, Women, Emerging Small Businesses (M/W/ESB), local businesses, Disadvantaged Business Enterprises and Oregon Forward Contractors (OFC) at both a prime and subcontracting and/or supply chain level. The City encourages eligible suppliers to gain certification and encourages the awarded proposer to use the following voluntary practices to promote open competitive opportunities for disadvantaged businesses in the fulfillment of the scope of work:

a. Access lists of certified minority, women, emerging small business or disadvantaged business enterprises from the Certification Office of Business Inclusion and Diversity (COBID) by visiting their website at:

https://oregon4biz.diversitysoftware.com/FrontEnd/VendorSearchPublic.asp to find certified businesses from whom to procure products or services.

b. Visit the Oregon State Oregon Forward Program website at http://dasapp.oregon.gov/ to search for Oregon Forward Program contractors from whom to procure products or services.

https://oregon4biz.diversitysoftware.com/FrontEnd/VendorSearchPublic.asp http://dasapp.oregon.gov/

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IV. ANTICIPATED BIDDING SCHEDULE

The following is the anticipated schedule for submission and review of proposals and award of the desired contract. This schedule is subject to change by the City in its sole discretion. Any change to the bid submittal deadline will be done by an addendum to this RFP.

ACTIVITY DATE

Request for Proposal issued .................................................................. January 25, 2022

Deadline to request clarification or change .......................... February 7, 2022 by 3:00 PM

Deadline to protest solicitation……………………………….. February 10, 2022 by 3:00 PM

Last date to issue addenda……………………………..….……........….... February 11, 2022

RFP CLOSING………...…………………………..……….…February 17, 2022 at 2:30 PM

(submitted electronically via OregonBuys)

The City reserves the right to delay any of the dates set forth above, if it is determined to be in the best public interest to do so. The contract shall become effective upon execution by the City.

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V. REQUIREMENTS / SPECIFICATIONS

1. INTRODUCTION

The City of Eugene has identified a need for resources to repair defects in the City's wastewater and storm water systems including locations where lateral services repairs may require coordination with private property owners or utility providers. The intent of this RFP is to provide a price agreement from which City staff can utilize if/when needed work is identified.

The provisions in this RFP constitute the minimum requirements for any Contractor awarded a contract. The contractor awarded the resulting contract will be expected to have the capability to complete, or the ability to subcontract for, all of the work detailed on the cost sheet. For a proposal to be considered complete all lines on the cost sheet page 19-21 must have costs entered.

The City will establish contracts for services for one initial year with the option to renew for four additional 1-year periods. In the ninth month of each contract year there shall be a meeting between the Contractor and City. At the beginning of each additional annual contract, the Contractor will have the option to submit adjusted pricing for the work that will be provided.

2. SCOPE OF WORK

The work is for, but not limited to, the sealing of pipes and related apparatus, mostly sub-surface, using methods that allow sealing in place without major surface disruptions. City staff may choose to perform certain components of the repair such as the actual pipe reconstruction and/or the surface restoration. Projects may require additional supplies and materials not identified on the Standard Proposal pages. The City may approve additional supplies and materials as required.

Prior to initiating the repair, City staff will identify the priority of the project to the Contractor.

All work will involve one of the following priority conditions:

1) Low - This type of repair will require the Contractor to start work within 10 working days from the notification to proceed.

2) Medium - This type of repair will require the Contractor to start work within 24 hours from the notification to proceed (typically emergency response type activities).

3) High - Due to the nature of this type of repair the Contractor will be required to respond within 6 hours of notification (typically emergency response type activities).

When a needed repair is identified, the City will select a Contractor from the list of awarded contracts. Contractors will be selected based on a rotation method. The selected Contractor will be required to meet with City staff at the repair site at which time the Contractor will be provided with a work plan that may contain the following:

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• A description of the location and nature of the repair

• A scope of the work activities to be completed by the Contractor

• Priority of the project

• The location and nature of any utilities in the area; this information will be based on field markings, as construction drawings, and other sources. This information does not reduce the contractor's responsibility to perform individual utility locate requests as required by Local, State and Federal Law

• Plan/profile drawing of the repair location when applicable

• Specifications for pipe reconstruction, backfill and surface restoration (current

Oregon Standard Specifications and Drawings and City Amendments)

• A TV inspection report and video of the damaged section of pipe

Based on the site visit and information contained in the work plan the Contractor shall provide the City with a completed budget sheet and work schedule for the repair within one working day of the site visit. The budget sheet shall reflect unit prices from the price agreement and if required, the line item lump sum costs for mobilization, traffic control, and de-watering.

Upon review and acceptance of the budget sheet and work schedule by the City, the Contractor shall be given notice to proceed. If the work plan calls for City staff to do portions of the work the Contractor will coordinate with staff in scheduling the work.

Once a notice to proceed has been issued and the work has begun, downtime due to equipment failure or staffing problems shall be limited to no more than one workday. If needed, the City may reassign the project to another Contractor to complete. Excessive delay occurrences may result in termination of the contract or as a basis to not renew the contract.

A City of Eugene, Public Works staff person will be designated to act as a contact person between the City and the Contractor. In addition to any coordination or other contact noted elsewhere in this RFP, the contact person, or other designee, will act as an inspector during the project process. The inspector's review of the job site will include but may not be limited to; safety concerns, contract compliance, adherence to Oregon Standard Specifications and drawings, adherence to City Amendments, and confirmation that the project workmanship meets industry standards.

The Contractor is required to submit an invoice for the work no later than 30 days from acceptance of each project. Failure to comply could result in the contractor being in breach of the contract and result in dismissal. The City will pay submitted invoices within 30 days from receipt. All invoices shall be itemized by unit price as reflected in pricing schedule and sent to Nick O’Quinn, City of Eugene, Public Works Maintenance, at 1820 Roosevelt Blvd., Eugene, OR. 97402.

3. SPECIFICATIONS

These are standard specifications and may require modification for specific job conditions.

3.1. Materials & Workmanship

Ship, store, and handle liner materials according to manufacturer’s recommendations and in such a manner that it will not be damaged, exposed to direct sunlight, or result in any public safety hazard. The Engineer reserves the right to reject liners without certification documentation, or liners that exceed the manufacturer’s recommended shelf life. The Engineer may inspect all phases of production including manufacturing and shipping.

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Depending on the specific project, repairs may consist of cured-in-place pipe repairs that utilize ambient cure, steam, heated water, or ultraviolet light curing. All UV CIPP shall be done in accordance with ASTM Standards, as listed on the Construction Specifications Attachment A.

All materials and workmanship shall conform to most current Oregon Standard Specifications and Drawings, including any City Amendments to said standards.

3.2. Traffic Control

The Contractor shall be responsible for adequate traffic safety control measures in accordance with current "City of Eugene Work Zone Traffic Control Standards" and any ODOT Temporary Traffic Control Handbook, December 2011, requirements. The City of Eugene Standards document is available upon request.

3.3. Clean Up

Upon completion of the repair work the Contractor shall reinstate the project area affected by the operations within 48 hours. The contractor shall recycle to the maximum extent economically feasible in the performance of the contract work.

3.4. Inspection

The project, including backfill and surface restoration if required, will be inspected visually during and after the actual work. If it is deemed necessary by City staff that further methods of testing are required, the City will order the appropriate tests and assume responsibility for the cost. Following completion of pipe projects City staff will do a closed-circuit TV inspection of the repair.

Acceptance of final product and adequacy of the repair shall be determined by City staff. Unacceptable final products will require correction of deficiencies at the Contractors expense.

The work shall be covered by a one-year warranty period, after which the City will re-inspect, and upon acceptance, issue an end of warranty notification.

3.5. Permits

The City will obtain all required local and state construction permits. Contractor is responsible for meeting permit requirements and passing any required inspections.

4. REQUIREMENTS

4.1. Contractor must have a minimum of 3 years of experience providing trenchless pipe repairs. Some of this experience must have occurred in a public right of way environment.

4.2. Installers must be licensed and certified by the manufacturer of the CUOO product system to be used on the project, must have a minimum of 3 years active experience in performing CIPP repairs, and must have installed at least 5,000 feet of CIPP in similar conditions to what will be performed during this contract.

4.3. Contractors not meeting these qualifications are required to have a representative of the CIPP manufacturer, who is qualified in installation of the approved material, to be present during the initial 50% of the work.

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4.4. Contractor must possess insurance policies with the required limits as specified in the attached Sample Trade Services contract. Insurance certificates must be provided prior to contract signing.

5. AVAILABLE REFERENCE MATERIALS

The contractor will be required to follow the City standard specifications and drawings, Oregon Standard Specifications and Drawings, and related City Amendments for sewer line construction/repair. Documents can be viewed online on the City of Eugene web site at: https://www.eugene-or.gov/444/Standard-Specifications-for-Construction.

Index maps of the collection systems showing manhole locations and general alignment.

https://www.eugene-or.gov/444/Standard-Specifications-for-Construction

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VI. PROPOSAL SUBMITTAL REQUIREMENTS

Proposals must be submitted in accordance with the submission requirements listed in Section II, Instructions to Proposers. Proposals must contain all of the information requested in the submittal category below. A completeness check will be conducted for each proposal. A complete submittal will make the proposer a ‘Responsive Proposer’ to be further evaluated for possible inclusion in a Competitive Range as described below.

Submittals

1. Completed Cost Sheet

2. Experience Form

3. References Form

4. Signed Standard Proposal Form

Evaluation Criteria

Evaluation of the written response portion to the RFP will be based on a point system. The possible point values are listed by each evaluation category. A committee will review the responses and assign points for each category. See SECTION VII. PROPOSAL EVALUATION PROCEDURES for a summary of the evaluation process.

The written responses may be used to establish a Competitive Range of Proposers for further evaluation. Items will be scored up to the maximum point value indicated in parentheses.

1. Cost. (40 points) Scored using a formula that compares proposer’s total cost to lowest responsible proposer’s total cost.

2. Experience Form (40 points) Scored by evaluation team.

3. References Form (20 points) Scored by evaluation team.

Written Proposal Total Possible Points: 100

The agent responsible for the solicitation may contact proposers for clarification of proposals;

however no additions, deletions or substitutions may be made to proposals that cannot be termed as clarifications. Proposer’s responses to questions should restate the question and provide the clarification requested.

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VII. PROPOSAL EVALUATION PROCEDURES

A. DETERMINING RESPONSIVENESS OF WRITTEN PROPOSALS

Each Proposal submitted in response to this RFP that conforms in all material respects with the requirements set forth in the Solicitation Documents and all requirements of the Oregon Public Contracting Code and City of Eugene Public Contracting Regulations shall be deemed a “Responsive Proposal”. The City will notify any Proposers who submitted a Non-Responsive Proposal to inform them that it did not meet the requirements and will therefore not be considered for contract Award.

B. EVALUATION OF WRITTEN PROPOSALS

The City will evaluate each Responsive Proposal according to the criteria described in this RFP on a point system.

Evaluation of all written Proposals may result in the establishment of a Competitive Range from which the final selection will be made. As provided for in 137-047-0261, the City may award to the highest ranked Proposer at any tier.

C. COMPETITIVE RANGE, DISCUSSIONS, & NEGOTIATIONS:

Pursuant to 137-047-0262, the City may establish a Competitive Range after evaluating all Responsive Proposals in accordance with the evaluation criteria set forth in the RFP. After evaluation of all Proposals in accordance with the criteria set forth in the RFP, the City may determine and rank the Proposers in the Competitive Range.

After determination of the Competitive Range the City may either: Provide written notice to all Proposers of its intent to award the Contract to the highest-ranked Proposer in the Competitive Range; or engage in discussions with Proposers in the Competitive Range and accept revised Proposals from them and following such discussions and receipt and evaluation of revised Proposals, conduct negotiations with the Proposers in the Competitive Range.

Notice of Competitive Range. The City shall provide written notice to all Proposers identifying Proposers in the Competitive Range. The City provides an opportunity for Proposers excluded from the Competitive Range to protest the City’s evaluation and determination of the Competitive Range in accordance with Rule 137-047-0720.

Competitive Range Discussions and Revised Proposals. The City may choose to enter into discussions with Proposers in the Competitive Range as outlined in 137-047-0262(2).

D. SELECTION PROCESS AND NOTICE OF INTENT TO AWARD:

Notice of the intent to award will only be given to the Competitive Range Proposers. Final award will depend upon the execution of an acceptable contract and delivery of performance bond and evidence of insurance, if required, and may be withdrawn by the City at any time prior to execution of the contract by the City.

Proposers in the Competitive Range may protest the City’s intent to award in accordance with Rule 137-047-0740.

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VIII. FORMS TO SUBMIT WITH PROPOSAL

CITY OF EUGENE STANDARD PROPOSAL FORM

Solicitation Number RFP 2022200050

I, the undersigned, and authorized representative of (Company Name) certify the following:

Acknowledgement of terms, conditions and specifications

1. The Proposer represents that Proposer is properly licensed and adequately experienced, equipped, organized and financed to furnish and deliver the equipment specified and perform the services required.

2. The Proposer has carefully checked the figures entered in the Form, has carefully reviewed for accuracy all statements in this Proposal and attachments, and agrees that the City will not be responsible for any errors or omissions of the Proposer in preparing this Proposal. The Proposer agrees that this Proposal may not be revoked or withdrawn for ninety (90) calendars days after the date on which Proposals are received.

3. Contract Execution. The Proposer agrees that if this Proposal is accepted it will, within ten (10) calendar days after having received the Notice of Award, execute and return to the City the Contract in the form included in the Contract Documents and will, at or before that time, deliver the insurance documentation as required.

4. Addenda. The Proposer acknowledges that it has received the following Addenda No(s): and agrees that all addenda issued are a part of the Contract Documents and have been considered in preparing this Proposal.

(Proposer: insert the number of each addendum received; if no addenda were received, write “NONE” in the space.)

Compliance with Laws

Proposer hereby agrees to comply with all applicable Oregon public contracting code provisions, as more specifically described in the attached contract and associated Exhibit A.

Proposer attests that it complied with the applicable state and local tax laws including, but not limited to, ORS 305.385, ORS 305.620, ORS chapters 316, 317, and 318 for no fewer than six years into the past from signature and will continue to comply with the tax laws during the term of this contract. ____ initials.

Access to Plant or Place of Business

Proposer agrees that the City may enter a contractor's or subcontractor's plant or place of business during normal business hours for the following purposes: inspect and/or test supplies or services for acceptance by the City pursuant to the terms of the Contract, and investigate the Proposer's minority business certification or other Proposer qualifications.

CCB Registration

As a condition to submitting this bid, a contractor must be registered with the Oregon Contractors Board in accordance with Oregon State Law and disclose their registration number. Failure to register and disclose the number will make this a nonresponsive bid and the bid will be rejected, unless contrary to Federal Law. In the field below, enter your Oregon Contractor Board Registration Number.

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Oregon Licensed Contractor Business Contractor Registration Number:

Expiration Date:

Subcontractor CCB Registration

The bidder hereby certifies that all subcontractors performing construction work for this contract will be registered with the Oregon Construction Contractors Board prior to commencing work under this contract.

Cooperative Purchasing

The Proposer _____agrees _____disagrees to extend the terms, conditions and prices of the original City of Eugene contract to any other governmental agency. Pursuant to ORS 279A.215, other governmental agencies may establish contracts or price agreements under the terms, conditions and prices of the original contract. Agency/agencies shall have the power and authority to contract directly with the successful vendor(s).

Certification of Nondiscrimination

Proposer has not and will not discriminate against a subcontractor in the awarding of a subcontract because a subcontractor is a minority, woman, or emerging small business enterprise certified under ORS 200.055, or against a business enterprise that is owned or controlled by or that employs a disabled veteran as defined in ORS 408.225.

Noncollusion

The Proposer certifies that the Proposal has been arrived at by the Proposer, independently, and has been submitted without collusion with, and without any agreement, understanding or planned course of action with, any other contractor, Proposer, or vendor on materials, supplies, equipment or services, described in the solicitation documents, designed to limit independent offers or competition. The contents of the Proposal herein presented and made have not been communicated by the Proposer or their employees or agents to any person not an employee or agent of the Proposer or its surety on any bond furnished with the solicitation, and will not be communicated to any such person prior the closing time of the solicitation.

We therefore offer the following equipment/service at the prices indicated hereon in fulfillment of the requirements and specifications contained within the solicitation documents and all addenda.

Completion/Delivery Date:

The Proposer agrees, if awarded the contract or a direct purchase, to fully complete the work or deliver the equipment within ______ days after receipt of purchase order or notice to proceed is received from the City of Eugene.

Company: Date:

Signature:

Title:

Name (Print):

Phone:

Address:

Email:

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Company contact for this project (if different from above):

Name: Title:

Phone:

Email:

Required Submittal Initials

Cost Sheet

Experience Form

References Form

Signed Standard Proposal Form

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COST SHEET

Company Name:_______________________________

Quantities are for RFP evaluation only and do not reflect guaranteed contract amounts.

No. Description Unit Unit Cost Approx. Annual Qty. Extended Cost

00 Example Each $18.00 20 $360.00

01 ½-TON PICKUP HR 200

02 1-TON PICKUP HR 75

03 MOBILIZATION LS 200

04 ROOTER CABLE JET LF 400

05 ROOTER CABLE SAW BLADE LF 400

06 MAINLINE VIDEO INSPECTION LF

06 SERVICE LATERAL VIDEO INSPECTION,

PUSH CAMERA

EA 5

07 EXCAVATION OF PRIVATE CLEAN OUT HR

08 PRIVATE CLEANOUT HR 160

09 5 YARD DUMP TRUCK HR 700

10 TRENCH BOX HR 150

11 LABORER HR 200

12 FLAGGERS HR 320

13 3/4” - 0” AGGREGATE TON 50

14 1-1/4” - 0” AGGREGATE TON 20

15 CSLM CY 10

16 ACP TRENCH PATCH TON 75

17 CONCRETE WALKS, 4 INCHES THICK SF 150

18 CONCRETE WALKS, 5 INCHES THICK SF 250

19 CONCRETE WALK, 7 INCHES THICK SF 250

20 CLEANOUTS EA 550

21 4 INCH PVC PIPE LF 260

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22 6 INCH PVC PIPE LF 80

23 8 INCH PVC PIPE LF 50

24 4 INCH C900 PIPE

LF 150

25 6 INCH C900 PIPE LF 50

26 8 INCH C900 PIPE LF 75

27 STEEL PLATES, TRENCH EA 4

29 CONCRETE PIPE CORING, 4 INCH EA 20

30 CONCRETE PIPE CORING, 6 INCH EA 10

31 SAND TON 150

32 MOBILE MIXER CONCRETE CY 10

33 LOAM CY 10

34 MULCH, 2 INCH THICK SY 50

35 INLET PROTECTION EA 10

36 SAW CUTTING, ASPHALT CONCRETE LF 250

37 SAW CUTTING, CONCRETE LF 100

38 SILT FENCING LF 120

39 MISSION BANDS EA 8

40 PVC COUPLER SPIGOT/SPIGOT EA 10

41 PVC 90 DEGREE ELBOW EA 20

42 PVC 45 DEGREE ELBOW EA 15

43 PVC WYE EA 10

44 TEE EA 10

45 INSERT-A-TEE EA 15

46 CIPP LINER, 4 INCH LF 160

47 CIPP LINER, 6 INCH LF 160

48 CIPP LINER, 8 INCH LF 60

49 REMOVAL OF CURBS LF 50

50 ACP TRENCH PATCH TON 15

51 CONCRETE CURBS, CURB AND GUTTER LF 100

52 REMOVE CONCRETE WALK SF 200

53 REMOVE CONCETE DRIVEWAY SF 250

54 ROOT ZONE EXCAVATION HR 25

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55 TREE PROTECTION FENCING LF 100

56 LANDSCAPING LABORER HR 100

TOTAL COST USING APPROXIMATE YEARLY QUANTITIES $

CY = CUBIC YARD

EA = EACH

HR = HOUR

LF = LINEAR FOOT

LS = LUMPSUM

SF = SQUARE FOOT

SY = SQUARE YARD

TON = TONNAGE

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EXPERIENCE FORM

Provide answers to the following questions. A separate sheet of paper can be used, however title the sheets “Experience Form” and restate the question prior to answering. Answer questions in the same order as below.

1. Explain how long your company has been providing trenchless pipe repairs (minimum 3 yrs. required). Include details such as capabilities related to project scope, responsiveness, and ability to meet emergency needs.

2. Has your company completed projects with other public agencies? Has your company done work for ODOT? Has your company been involved in Public Works or Public Improvement projects that necessitated meeting prevailing wage requirements?

3. Are there any goods or services listed on the Cost Sheet that your company will not be able to provide? If awarded a contract, will there be any costs not listed on the Cost Sheet that may be applicable to completion of trenchless pipe repairs? Provide details.

4. Does your company currently possess the necessary equipment to meet the anticipated needs of this price agreement? Please provide details of available equipment and manufacturers of CIPP products that you regularly use.

5. After review of the Sample Trade Services contract attached to this RFP, are there any terms or conditions that your company does not agree to or need to discuss further?

Provide details.

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REFERENCES FORM

RFP 2022200050

Trenchless Pipe Repair Service Price Agreement

PROPOSER’S FIRM NAME:

Company: Contact Name:

Address: City, State, Zip:

Phone Number: Fax:

Project Name and Location:

Year and Project Description:

Phone Number: Fax:

Phone Number: Fax:

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IX. SAMPLE CONTRACT

CITY OF EUGENE TRADE SERVICES CONTRACT

Trenchless Pipe Repair On-call Service

BETWEEN: The City of Eugene, (City) an Oregon Municipal Corporation

AND: , (Contractor) a __________ organized and existing under the laws of the State of __________

CONTRACT NO.: ______

EXPIRATION DATE: _______

RECITALS

A. Contractor is engaged in the business of ______ and has obtained and currently holds all licenses, permits, certifications, bonds, or other authorization required by federal, state, and local laws or regulations to engage in such business.

B. City wishes to engage a Contractor to perform certain Services described in this Agreement and the Contractor has represented that it is qualified and willing to provide such Services on the terms and conditions set forth herein.

C. The Contract described herein was awarded under the exemption or procedure authorized by City of Eugene Administrative Order 44-14-08F, Public Contracting Rules 2014, Division 47, 137- 047-0260 and Request for Proposals 2022200050.

AGREEMENT

1. Incorporation of Exhibits; Definitions; Contractor’s Representations and Warranties.

1.1 Exhibits. The Contract between the parties (the “Contract”) includes and incorporates into this document (this “Agreement”) all of the following, which are listed in order of precedence:

1.1.1 Exhibit A. Exhibit A summarizes certain federal, state, and municipal laws that apply to government contracts. The provisions of Exhibit A are statements of law and may not be modified.

1.1.2 Other Exhibits. This Contract also includes and incorporates the following exhibits. The provisions of this Agreement will have priority over all conflicting provisions of the following exhibits.

Exhibit B: Statement of Work; Schedule of Services Exhibit C: Compensation Schedule Add other Exhibits as necessary

1.2 Definitions. With the exception of proper nouns, capitalized terms not otherwise defined herein shall have the following meanings.

Rev. 05/2021 Contract Number: xxxx-xxxxx P a g e | 2

1.2.1 “Agreement” means this document, entitled Trade Services Contract and ending with the signatures of all parties.

1.2.2 “Contract” means the written statement of the parties’ mutual and respective agreements, promises, undertakings, and rights as set forth in this Agreement and all incorporated exhibits.

1.2.3 “Services” means all of the products and Services to be provided by Contractor under the Contract, as described in Exhibit B.

1.3 Contractor’s Representations and Warranties. Contractor makes the following representations and warranties to City:

1.3.1 Contractor and Contractor’s personnel are, and will at all times hereunder, hold all licenses, permits, certifications, bonds, or other authorization required by federal, state, and local laws or regulations to perform the Services.

1.3.2 As of the date of execution hereof, there are no claims, or suits, or proceedings, or threats thereof, seeking to enjoin the execution of the Contract by Contractor or the effect of which could prevent Contractor from performing or having the authority to perform the Services.

1.3.3 Neither the execution of the Contract nor the performance of the Services will constitute a breach or violation of any other contract, agreement, or law by which Contractor is bound or to which Contractor or any of its personnel who will perform the Services are subject.

2. Services.

2.1 Term. Contractor shall begin to provide the Services on or, if later, as soon as this

Agreement has been executed by all parties (the "Commencement Date"). The term of the Contract shall be for , unless earlier terminated in accordance with paragraph 14 (the “Term”).